BL027_24 Inv.pdf

January 22, 2024

INVITATION TO BID

BL027-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service providers for the Provision of Cleaning and Testing Services for the Firing Range Complex on an Annual Contract for the Gwinnett County Police Department.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and Company Name. Bids will be received until 2:50 P.M. local time on February 8, 2024 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this date and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M. Apparent bid results will be available the following business day on the website www.gwinnettcounty.com.

A pre-bid conference is scheduled for 10:00 A.M. on January 31, 2024 at the Gwinnett County Police Training Center located at 854 Winder Hwy, Lawrenceville, GA 30045. All service providers are urged to attend. Questions regarding bids should be directed to Chelsey Ward, Purchasing Associate II, at Chelsey.ward@gwinnettcounty.com or by calling 770-822-7788, no later than 3:00 P.M. on February 1, 2024. Bids are legal and binding upon the vendor when submitted. All bids should be submitted in duplicate.

Successful supplier will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the service provider submitting the lowest responsive and responsible bid. Gwinnett County reserves the right to reject any or all bids to waive technicalities and to make an award deemed in its best interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the lowest responsive, responsible vendor(s) at its discretion.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Chelsey Ward Purchasing Associate II

The following pages should be returned with your quote: Bid Schedule, Page 5-6 References, Page 7 http://www.gwinnettcounty.com/

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LEAD ABATEMENT REQUIREMENTS & SPECIFICATIONS

1. The successful service provider shall clean the first and second floors of the range building and shoot house while complying with EPA and OSHA best practices for lead.

2. A competent person licensed for lead abatement supervision by the EPA or the Georgia Department of Natural Resources, Environmental Protection Division shall oversee/supervise the work.

3. An annual lead abatement must be completed each year in April. An optional second lead abatement may be requested for October (or approximately 6 months after the prior cleaning) if the Department’s schedule permits.

4. All work shall be scheduled with the Range Supervisor. It is preferred that the successful vendor works during normal business hours. However, nights and weekends may be available subject to the approval of the Range Supervisor.

5. The complex should be cleaned in sections, as listed below, with each section taking no longer than nine consecutive days to limit interruption in usability of the ranges. Sections can be cleaned in consecutive days if range schedule allows.

Section 1 -25 Yard Range -25 Yard Range Auger/Bullet trap room -Lead Barrel Rooms for 25 yard range auger discharge

Section 2 -First Floor Rooms (classroom, break room, armory, ammunition room, bathrooms, staff offices, and gun cleaning rooms) -Stairwells -Hallways -Second Floor Mechanical Room (to include office and bathroom)

Section 3 -100 yard range -100 yard range Auger/Bullet trap room -Lead Barrel Rooms for 100 yard range auger discharge

Section 4 -Shoot House

6. Sections of the building not being cleaned will remain in use.

7. All square footage measurements listed below are approximate and are of floor area only. Contractors are responsible for considering all existing conditions and taking accurate measurements to determine work involved.

8. Cleaning shall be done sequential from least contaminated to most. The successful service provider shall work with the Range Supervisor after the award to coordinate.

9. Multistage explosion proof HEPA vacuums (HEPA EXP) are required and must be provided by the service provider. Compressed air or dry sweeping is not an approved method for cleaning.

10. During cleanup operations proper critical barriers shall be erected as deemed necessary (barricading, taping off or signage) to isolate and protect unauthorized personnel from entering cleaning operation and exposing themselves or spreading contamination.

11. Successful Service provider shall comply with all Federal, State and Local laws and safety codes to include the handling and disposing of lead waste.

12. Properly package, label, and dispose in UN-DOT approved containers all contaminated water, cleaning supplies and personal protective equipment as lead-contaminated hazardous waste created by this project. The waste will be disposed of in an EPA approved landfill with the proper manifesting.

Hazardous Waste Manifest documentation shall be shared with the County. It shall be the successful service provider’s duty to inform any laundry companies of potential lead contamination. Any soil or water contamination resulting from the clean-up operation shall be the responsibility of the successful service provider.

13. Service provider will follow all OSHA guidelines for proper protective equipment-PPE’s that must be worn during the removal of lead or all other materials in the shooting range.

14. If any wipe sample fails, the successful service provider will re-clean that area and have it retested one additional time at no additional cost to the County.

15. The successful service provider shall not bring firearms into the facility.

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16. Air handlers and other mechanical equipment will not be shut down for cleaning. The successful vendor will be required to exercise caution when wet wiping/cleaning this equipment.

17. Please see below for approximate square footage and scope of work in each area of the facility.

Ranges: 39,996 sq/ft 100 Yard Range Range: 27,345 sq/ft Staging Area: 344 sq/ft Control Booth: 141 sq/ft Lead Barrel Room: 40 sq/ft 25 Yard Range Range: 11,400 sq/ft Staging Area: 545 sq/ft Control Booth: 141 sq/ft Lead Barrel Room: 40 sq/ft

1. HEPA EXP vacuum the shooting range floor and walls and rubber mats (if applicable)

2. HEPA EXP vacuum the front of the bullet trap

3. Wet wipe all horizontal and vertical surfaces behind the farthest firing line to the back wall

4. Wet wipe clean all the horizontal and vertical surfaces in both staging areas and cleaning rooms

5. Wet clean the staging areas, cleaning rooms, and control booth floors multiple times until they pass clearance levels.

6. All surfaces tested will be below 400ug/ft2 (micrograms per sq. foot) for lead.

Shoot House: 2,960 sq/ft

1st Floor: 2,200 sq/ft 2nd Floor: 760 sq/ft

1. HEPA EXP vacuum the interior walls of the first and second floors.

2. HEPA EXP vacuum the entire concrete floor of the first and second floors and rubber mats (if applicable)

3. Wet-wipe all non-porous horizontal and vertical surfaces of the first and second floors eight feet and below.

4. All surfaces tested will be below 400ug/ft2 (micrograms per sq. foot) for lead.

Second Floor Mechanical Room: 11,175 sq/ft (not including mechanical items)

1. HEPA EXP vacuum surfaces with special attention to air handling units, walls and floors

2. Wet wipe all horizontal and vertical surfaces from 8 ft. down on the second floor

3. Wet wipe the outside of second floor mechanical equipment (ex: air handler, HVAC system) eight feet and below.

4. Wet clean the mechanical room floor to achieve the clearance levels

5. No sampling of other surfaces in the mechanical room

6. Surfaces will be below 400ug/ft2 of lead.

Auger/Bullet Trap Rooms (area behind bullet trap): 4,431 sq/ft

25 Yard: 2,709 sq/ft 100 Yard: 1,722 sq/ft

1. HEPA EXP vacuum the entire concrete floor of the rooms, to include the area under the bullet trap

2. Wet wipe all metal surfaces, to include the top plates and auger system chamber tube

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3. Use spray foam to fill any leaks/gaps found between the plates or auger system joints while cleaning

First Floor Rooms, Stairwells, Hallways: 7,235 sq/ft (*square footage does not include stairwells)

Staff Office 1,037 sq/ft Classroom 945 sq/ft Break Room 460 sq/ft Armory 782 sq/ft Ammunition Room 787 sq/ft Gun Cleaning Room x 2 480 sq/ft Hallways 2,264 sq/ft

(2) Two Story Stairwells

1. HEPA EXP vacuum restrooms, hallways, and transition areas from active range/range prep areas as necessary

2. Wet wipe all non-porous surfaces to include furniture in the staff office, classroom and break room. HEPA vacuum all cubical walls. Staff will remove all personal belongings before cleaning has begun.

3. Wet wipe all horizontal and vertical surfaces in all rooms from 8 ft. down

4. Wet clean the floors in all rooms to achieve clearance levels

5. All surfaces inside of these rooms will be less than 200ug/ft2.

6. The hallways, stairways, staff office, and break room will be less than 40ug/ft2.

TESTING REQUIREMENTS & SPECIFICATIONS

1. The successful service provider will be required to sub-contract a certified industrial hygienist from an independent company to verify cleanliness by means of wipe samples. This certification will be verified by Gwinnett County using the roster from the American Board of Industrial Hygiene. The satisfactory level for the purposes of this abatement will be 400 micrograms/ft2 or less. Several wipe samples will be obtained from the areas listed above (excluding the auger/bullet trap rooms). Sampling will need to be scheduled through the Range Supervisor. The testing will be conducted within one hour of the completion of the cleaning and the results will be obtained within 48 hours of the collection of the samples. This will allow the company equipment to remain on property for additional cleaning if necessary.

Vendor must comply with the test results and address any areas that do not meet the satisfactory level stated above. The vendor may be present during testing.

2. Wipe Samples will NOT be required in the Shoot House. Shoot House will be emptied by the range staff before cleaning begins.

3. Foam pads in ranges will NOT have to be wipe sample tested.

4. Wipe sampling must be completed in accordance with the OSHA Procedures for Collecting Wipe

Samples.

5. The following lists the minimum number of samples that must be collected and tested from each area listed above:

25 yard range: 6 samples 100 yard range: 8 samples 2nd floor mechanical room 9 samples

All other areas: 36 samples

6. The results from the surface wipe sampling must be provided to Gwinnett County upon completion.

7. If any wipe sample fails, the successful service provider will re-clean that area and have it retested one additional time at no additional cost to the County.

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FAILURE TO RETURN THIS PAGE AS PART OF THE BID DOCUMENT MAY RESULT IN REJECTION OF BID.

BID SCHEDULE

Company Name: ___________________________________________________________________________________________

ITEM DESCRIPTION

Appox.

Annual Qty.

# OF CALENDAR DATES TO

COMPLETE

UNIT PRICE TOTAL PRICE

Section 1: 25 Yard Range, 25 Yard Range Auger/Bullet trap room, and Lead Barrel Rooms for 25 yard range auger discharge

2 EA $ $

Section 2: First Floor Rooms (classroom, break room, armory, ammunition room, bathrooms, staff offices, and gun cleaning rooms), Stairwells, Hallways, and Second Floor Mechanical Room (to include office and bathroom)

2 EA $ $

Section 3: 100 yard range, 100 yard range Auger/Bullet trap room, and Lead Barrel Rooms for 100 yard range auger discharge

2 EA $ $

4 Section 4: Shoot House 2 EA $ $

Bid Total: $

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FAILURE TO RETURN THIS PAGE AS PART OF THE BID DOCUMENT MAY RESULT IN REJECTION OF BID.

BID SCHEDULE CONTINUED

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract.

Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive. Contract to begin upon approval by the Board of Commissioners.

Unless otherwise noted, quoted prices will remain firm for four (4) additional 12-month periods. If a percentage increase/decrease is a part of the renewal options, please note this in the space provided together with an explanation.

Renewal Option 1: % Increase % Decrease Explanation Renewal Option 2: % Increase % Decrease Explanation Renewal Option 3: % Increase % Decrease Explanation Renewal Option 4: % Increase % Decrease Explanation

Certification of Non-Collusion in Quote Preparation

(Signature) (Date)

In compliance with the attached specifications, the undersigned offers and agrees, within ninety (90) days of the date of quote opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the bid schedule. By submission of this bid, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to vendors.

Legal Business Name

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Print Authorized Representative's Name

Telephone Number Fax Number

E-Mail Address http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/

BL027-24 Page 7

Failure to return this page as part of the bid document may result in rejection of bid.

REFERENCES

Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has been completed.

Note: References should be customized for each project, rather than submitting the same set of references for every project bid. The references listed should be of similar size and scope of the project being bid on. Do not submit a project list in lieu of this form.

1. Company Name

Brief Description of Project

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Company Name

Completion Date

Contract Amount $ Start Date

3. Company Name

Completion Date

Contract Amount $ Start Date

Company Name

BL027-24 Page 8

STANDARD INSURANCE REQUIREMENTS

(For projects less than $1,000,000)

1. Statutory Workers' Compensation Insurance

(a) Employers Liability:

✓ Bodily Injury by Accident - $100,000 each accident

✓ Bodily Injury by Disease - $500,000 policy limit

✓ Bodily Injury by Disease - $100,000 each employee

2. Commercial General Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) The following additional coverage must apply:

✓ 1986 (or later) ISO Commercial General Liability Form

✓ Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04)

✓ Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations or a separate endorsement covering Completed Operations)

✓ Blanket Contractual Liability

✓ Broad Form Property Damage

✓ Severability of Interest

✓ Underground, explosion, and collapse coverage

✓ Personal Injury (deleting both contractual and employee exclusions)

✓ Incidental Medical Malpractice

✓ Hostile Fire Pollution Wording

3. Auto Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) Comprehensive form covering all owned, non-owned, leased, hired, and borrowed vehicles

(c) Additional Insured Endorsement

(d) Contractual Liability

4. Umbrella Liability Insurance - $1,000,000 limit of liability

(a) The following additional coverage must apply

✓ Additional Insured Endorsement

✓ Concurrency of Effective Dates with Primary

✓ Blanket Contractual Liability

✓ Drop Down Feature

✓ Care, Custody, and Control - Follow Form Primary

✓ Aggregates: Apply Where Applicable in Primary

✓ Umbrella Policy must be as broad as the primary policy

5. Gwinnett County Board of Commissioners (and any applicable Authority) should be shown as an additional insured on General Liability, Auto Liability and Umbrella Liability policies.

6. The cancellation should provide 10 days notice for nonpayment and 30 days notice of cancellation.

7. Certificate Holder should read:

Gwinnett County Board of Commissioners 75 Langley Drive Lawrenceville, GA 30046-6935

8. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-5 or higher. Certain Workers' Comp funds may be acceptable by the approval of the Insurance Unit. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-5 or better.

BL027-24 Page 9

9. Insurance Company should be licensed to do business by the Georgia Department of Insurance.

10. Certificates of Insurance, and any subsequent renewals, must reference specific bid/contract by project name and project/bid number.

11. The Contractor shall agree to provide complete certified copies of current insurance policy (ies) or a certified letter from the insurance company (ies) if requested by the County to verify the compliance with these insurance requirements.

12 All insurance coverages required to be provided by the Contractor will be primary over any insurance program carried by the County.

13. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier, and shall require each and every Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by Contractor at Contractor's expense.

14. No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to Gwinnett County as to form and content has been filed with Gwinnett County.

The Acord Certificate of Insurance or a preapproved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute.

15. The Contractor shall agree to waive all rights of subrogation against the County, the Board of

Commissioners, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for the County.

16. Special Form Contractors’ Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents required to perform the services called for in the Contract. The coverage must be on a replacement cost basis. The County will be included as a Loss Payee in this coverage for County owned equipment, tools, supplies, and contents.

17. The Contractor shall make available to the County, through its records or records of their insurer, information regarding a specific claim related to any County project. Any loss run information available from the contractor or their insurer relating to a County project will be made available to the County upon their request.

18. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liability provisions of the Contract.

19. The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract.

20. The Contractor shall at a minimum apply risk management practices accepted by the contractors’ industry.

Rev. 5/19

BL027-24 Provision of Cleaning and Testing Services for the Firing Range Complex on an Annual Contract

CODE OF ETHICS AFFIDAVIT

PLEASE RETURN THIS FORM COMPLETED WITH YOUR SUBMITTAL. SUBMITTED FORMS ARE REQUIRED

PRIOR TO EVALUATION.

In accordance with Section 54-33 of the Gwinnett County Code of Ordinances the undersigned bidder/proposer makes the following full and complete disclosure under oath, to the best of their knowledge, of the name(s) of all elected officials whom it employs or who have a direct or indirect pecuniary interest in or with the bidder/proposer, its affiliates or its subcontractors:

1. __________________________________________________________________________________________

Company Submitting Bid/Proposal

2. Please select one of the following:

No information to disclose (complete only section 4 below)

Disclosed information below (complete section 3 & section 4 below)

3. If additional space is required, please attach list:

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

4. BY:

Authorized Officer or Agent Signature

Printed Name of Authorized Officer or Agent

Title of Authorized Officer or Agent of Contractor

Sworn to and subscribed before me this day of , 20

Notary Public

(seal)

Note: See Gwinnett County Code of Ethics Ordinance EO2011, Sec. 54-33. The ordinance will be available to view in its’ entirety at www.gwinnettcounty.com

BL027-24 Provision of Cleaning and Testing Services for the Firing Range Complex on an Annual Contract Page 11

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL)

By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration

Reform Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting with the Gwinnett County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security] to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act, in accordance with the applicability provisions and deadlines established therein.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services or the performance of labor pursuant to this contract with the Gwinnett County Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of compliance with the Illegal Immigration Reform and Enforcement Act on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Gwinnett County Board of Commissioners at the time the subcontractor(s) is retained to perform such service.

E-Verify * User Identification Number Date Registered

Legal Company Name

Street Address

City/State/Zip Code

BY: Authorized Officer or Agent Date (Contractor Signature)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______ DAY OF ______________________, 20_______

Notary Public My Commission Expires: ___________________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is “E-Verify” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

For Gwinnett County Use Only:

Document ID #________________

Issue Date: ___________________

Initials: ______________________

GWINNETT COUNTY

POLICE DEPARTMENT

CONTRACTOR PACKET STATEMENT FORM

This packet is to be completed in its entirety for any contractor requesting a Gwinnett County ID Card for unescorted badge access to any Gwinnett County Police Department facility for the purpose of fulfilling a Gwinnett County contract.

The following forms are required to be completed and are included in this packet:

• Contractor Packet Statement Form

• Contractor Packet Application o Must be notarized (page 4)

• Georgia Crime Information Center Awareness Statement

In addition to the listed forms, a color copy of a government ID of the individual completing this packet must be included as the last page submitted. Accepted government identification documents include:

• State-issued driver’s license

• State-issued identity card

• United States Passport

Upon completion, the original signed packet with attachments must be delivered to:

Gwinnett County Police Department Annex

800 Hi-Hope Road

Lawrenceville, GA 30043

ANY INCOMPLETE PACKETS WILL DELAY PROCESSING.

If approved, you will be contacted via email. An appointment will be scheduled for a photograph and the issuance of the Gwinnett County Police ID. The ID badge remains the property of the Gwinnett County

Police Department and must be returned if requested by the department or if there is a change in employment status or contract status.

I hereby authorize the Gwinnett County Police Department to receive all criminal history and driving history records information pertaining to me, which may be in the files of any state or local criminal justice agency. I understand that permission for me to work within Gwinnett County facilities and receive a Gwinnett County Identification Card for such purposes will be contingent upon the results of a complete background investigation; and I am aware that withholding information or making false statements on this form will be a basis for rejecting my submission for work within Gwinnett County facilities, or upon discovery, withdrawal of the permission to work within Gwinnett County facilities, and the required return of the associated Gwinnett County issued Identification Card.

I authorize any of the persons or organizations referenced in this application to provide any and all information concerning my criminal history record and driving history record, and any other information they might have, personal or otherwise, and release all such parties from all liability for any damage that may result from furnishing such information to you. I further authorize you to request and obtain any criminal history and driving history records from any federal, state, or local jurisdictions or law enforcement agencies and release all such parties from all liability for any damage that may result from furnishing such information to you.

I agree to these conditions, and I hereby certify that all statements made by me on this application are true and complete.

Name Printed:

Signature:

Today’s Date:

Name: Phone: ( ) -

Address:

Date of Birth:

Social Security Number:

Email Address:

You are required to disclose any and all arrests, even if you were a juvenile, sentenced under a first offender act, charged on a citation or ticket, released without charges, found innocent, or had your record sealed or expunged. All of these are shown on background checks performed, regardless of what you may have been told by an attorney or judge.

Have you ever been arrested? YES NO

If, yes complete the table below:

Police/Court Jurisdiction

Charge Felony/ Misdemeanor

Date Disposition (dismissed, fine probation, jail, etc.)

List any other names you have used or gone by. List each one with both a first and last name followed by an explanation. Include alias, maiden name, nickname, previous marriage, adopted name, etc.

Name Explanation

Name Explanation

I hereby certify that I am making an official application to provide contracted services for the Gwinnett County Police Department and the information presented above is accurate. Any false statements will be punishable under O.C.G.A. 16-10-20.

Signature: Today’s Date:

PUBLIC NOTARY

State of Georgia, County of Stamp/Seal

Date

(Printed Name of Notary Public)

(Signature of Notary Public)

GEORGIA CRIME INFORMATION CENTER

AWARENESS STATEMENT

Access to Criminal Justice Information (CJI), as defined in Georgia Crime Information Center (GCIC) Council Rule 140-1-.02 (amended), and dissemination of such information is governed by state and federal laws and the Rules of the GCIC Council. CJI cannot be accessed or disseminated by any personnel except as directed by superiors and as authorized by approved standard operating procedures. These standard operating procedures are based on controlling state and federal laws, relevant federal regulations, and the Rules of the GCIC Council.

O.C.G.A. §35-3-38 establishes criminal penalties for specific offenses involving obtaining, using, or disseminating criminal history record information (CHRI) except as permitted by law. The same statute establishes criminal penalties for disclosing or attempting to disclose techniques or methods employed to ensure the security and privacy of information or data contained in Georgia criminal justice information systems.

The Georgia Computer Systems Protection Act (Act), O.C.G.A. §16-9-90 et. seq., provides for the protection of public and private sector computer systems, including communications links to such computer systems. The Act establishes four criminal offenses, all major felonies, for violations of the Act: Computer Theft, Computer Trespass, Computer Invasion of Privacy, and Computer Forgery. The criminal penalties for each offense carries maximum sentences of fifteen (15) years in prison and/or fines up to $50,000.00, as well as possible civil ramifications. The Act also establishes Computer Password Disclosure as a criminal offense with penalties of one (1) year in prison and/or a $5,000.00 fine.

The Georgia Criminal Justice Information System (CJIS) Network is operated by the GCIC in compliance with O.C.G.A. §35-3-31. All databases accessible through CJIS Network terminals are protected by the Computer Systems Protection Act. Similar communications and computer systems operated by municipal/county governments are also protected by the Act.

By my signature below, I acknowledge that I have read and understand this Awareness Statement.

GBI Reviewed 2013/Confirmed 2023

Name Printed:

Signature:

Today’s Date:

INCLUDE A FULL COLOR COPY OF A GOVERNMENT

ISSUED IDENTIFICATION AFTER THIS PAGE

FAILURE TO RETURN THIS PAGE MAY RESULT IN REMOVAL OF YOUR COMPANY FROM COMMODITY LISTING.

BL027-24

Buyer Initials: CW

IF YOU DESIRE TO SUBMIT A "NO BID" IN RESPONSE TO THIS PACKAGE, PLEASE INDICATE BY

CHECKING ONE OR MORE OF THE REASONS LISTED BELOW AND EXPLAIN.

Do not offer this product or service; remove us from your bidder's list for this item only.

Specifications too "tight"; geared toward one brand or manufacturer only.

Specifications are unclear.

Unable to meet specifications

Unable to meet bond requirements

Unable to meet insurance requirements

Our schedule would not permit us to perform.

Insufficient time to respond.

Other

COMPANY NAME

AUTHORIZED REPRESENTATIVE

SIGNATURE

DEPARTMENT OF FINANCIAL SERVICES – PURCHASING DIVISION

GENERAL INSTRUCTIONS FOR VENDORS, TERMS AND CONDITIONS

***ATTENTION***

FAILURE TO RETURN THE FOLLOWING DOCUMENTS MAY RESULT IN SUBMITTAL BEING DEEMED NON-

RESPONSIVE AND AUTOMATIC REJECTION. THE COUNTY SHALL BE THE SOLE DETERMINANT OF

TECHNICALITY VS. NON-RESPONSIVE SUBMITTAL:

1. FAILURE TO USE COUNTY QUOTE/BID/FEE SCHEDULE.

2. FAILURE TO RETURN OR ACKNOWLEDGE APPLICABLE COMPLIANCE/SPECIFICATION

SHEETS.

3. FAILURE TO RETURN OR ACKNOWLEDGE APPLICABLE ADDENDA.

4. FAILURE TO PROVIDE INFORMATION ON ALTERNATES OR EQUIVALENTS.

5. FAILURE TO PROVIDE BID BOND, WHEN REQUIRED, WILL RESULT IN SUBMITTAL BEING

DEEMED NON-RESPONSIVE AND AUTOMATIC REJECTION. BID BONDS ARE NOT REQUIRED

ON ALL SOLICITATIONS. BOND REQUIREMENTS ARE CLEARLY STATED ON THE

INVITATION PAGE. IF CLARIFICATION IS NEEDED, CONTACT THE PURCHASING ASSOCIATE

LISTED IN THE INVITATION. IF BONDS ARE REQUIRED, FORMS WILL BE PROVIDED IN THIS

SOLICITATION DOCUMENT.

6. FAILURE TO PROVIDE CONTRACTOR AFFIDAVIT AND AGREEMENT, WHEN REQUIRED, MAY

RESULT IN SUBMITTAL BEING DEEMED NON-RESPONSIVE AND REJECTED. THE

CONTRACTOR AFFIDAVIT AND AGREEMENT IS NOT REQUIRED ON ALL SOLICITATIONS. IF

CLARIFICATION IS NEEDED, CONTACT THE PURCHASING ASSOCIATE LISTED IN THE

INVITATION.

7. FAILURE TO PROVIDE AN ETHICS AFFIDAVIT WHEN REQUIRED, MAY RESULT IN

SUBMITTAL BEING DEEMED NON-RESPONSIVE AND REJECTED. THE ETHICS AFFIDAVIT IS

REQUIRED ON ALL FORMAL SOLICITATIONS OVER $100,000.00. IF CLARIFICATION IS

NEEDED, CONTACT THE PURCHASING ASSOCIATE LISTED IN THE INVITATION.

I. PREPARATION OF SUBMITTAL

A. Each vendor shall examine the drawings, specifications, schedule, and all instructions.

Failure to do so will be at the vendor’s risk, as the vendor will be held accountable for their submittal.

B. Each vendor shall furnish all information required by the solicitation form or document. Each vendor shall sign the submittal and print or type his or her name on the quote/bid/fee schedule. The person signing the submittal should initial erasures or other changes. An authorized agent of the vendor must sign the submittal.

C. Fee schedule pricing should have only two decimal places unless otherwise stated. In the event of a calculation error in total price, the unit pricing prevails.

D. Except for solicitations for the sale of real property, individuals, firms, and businesses seeking an award of a Gwinnett County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee, or other County representative other than the Purchasing Associate named in the solicitation between the date of the issuance of the solicitation and the date of the final award. The Purchasing Director will review violations. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business may be disqualified from consideration for award. Solicitations for the sale of real property may allow for verbal or written communications with the appropriate Gwinnett County representative.

E. Sample contracts (if pertinent) are attached. These do NOT have to be filled out with the submittal but are contained for informational purposes only. If awarded, the successful vendor(s) will be required to execute these documents prior to County execution.

F. Effective July 1, 2013 and in accordance with the Georgia Illegal Immigration Reform

Enhancements for 2013, an original signed, notarized and fully completed Contractor Affidavit and Agreement should be included with vendor’s submittal, if the solicitation is for the physical performance of services for all labor or service contract(s) that exceed $2,499.99 (except for services performed by an individual who is licensed pursuant to Title 26, Title 43, or the State Bar of Georgia). Failure to provide the Contractor Affidavit and Agreement with your submittal may result in being deemed non-responsive and automatic rejection.

II. DELIVERY

A. Each vendor should state time of proposed delivery of goods or services.

B. Words such as “immediate,” “as soon as possible,” etc. should not be used. The known earliest date or the minimum number of calendar days required after receipt of order (delivery A.R.O.) should be stated. If calendar days are used, include Saturday, Sunday, and holidays in the number.

III. EXPLANATION TO VENDORS

Any explanation desired by a vendor regarding the meaning or interpretation of the solicitation, drawings, specifications, etc. must be requested by the question cutoff deadline stated in the solicitation for a reply to reach all vendors before the deadline of the solicitation. Any information given to a prospective vendor concerning a solicitation will be furnished to all prospective vendors as an addendum to the solicitation if such information is necessary or if the lack of such information would be prejudicial to uninformed vendors. The written solicitation documents supersede any verbal or written communications between the parties. Receipt of addenda should be acknowledged in the submittal. It is the vendor’s responsibility to ensure they have all applicable addenda prior to their submittal. This may be accomplished by contacting the assigned Purchasing Associate prior to the submittal or visiting the Gwinnett County website.

IV. SUBMISSION OF FORMAL OFFERS/SUBMITTALS

A. Formal bid and proposal submittals shall be enclosed in a sealed package or envelope, addressed to the Gwinnett County Purchasing Division with the name of the vendor, the date and hour of opening and the solicitation number on the face of the package or envelope.

Facsimile or emailed submittals will not be considered. Any addenda should be enclosed in the sealed envelopes as well.

B. ADD/DEDUCT: Add or deduct amounts indicated on the outside of the envelope are allowed and will be applied to the lump sum amount. Amount shall be clearly stated and should be initialed by an authorized representative.

C. Samples of items, when required, must be submitted within the time specified and, unless otherwise specified by the County, at no expense to the County. Unless otherwise specified, samples will be returned at the vendor’s request and expense, if items are not destroyed by testing.

D. Items offered must meet required specifications and must be of a quality that will adequately serve the use and purpose for which intended.

E. Full identification of each item submitted, including brand name, model, catalog number, etc.

must be furnished to identify exactly what the vendor is offering. Manufacturer’s literature may be furnished but vendor should not submit excessive marketing material.

F. The vendor must certify that items to be furnished are new and that the quality has not deteriorated to impair its usefulness.

G. Unsigned submittals will not be considered except in cases where it is enclosed with other documents that have been signed. The County will determine acceptability in these cases.

H. Gwinnett County is exempt from federal excise tax and Georgia sales tax regarding goods and services purchased directly by Gwinnett County. Vendors are responsible for federal excise tax and sales tax, including taxes for materials incorporated in county construction projects. Vendors should contact the State of Georgia Sales Tax Division for additional information. Agreements were there is a cost-plus mark-up, mark-up will not be paid on taxes.

I. Information submitted by a vendor in the solicitation process shall be subject to disclosure after the public opening in accordance with the Georgia Open Records Act.

V. WITHDRAWAL DUE TO ERRORS

Vendors must give Gwinnett County Purchasing Division written notice within two (2) business days of completion of the opening stating that they wish to withdraw their submittal without penalty for an obvious clerical or calculation error. Submittal may be withdrawn from consideration if the price was substantially lower than the other submittals due solely to a mistake therein, provided pricing was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake and was due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the submittal.

The unintentional arithmetic error or omission can be clearly proven through inspection of the original work papers, documents, and materials used in preparing the submittal sought to be withdrawn. The vendor’s original work papers shall be the sole acceptable evidence of error and mistake if a vendor elects to withdraw their submittal. If a quote or bid submittal is withdrawn under the authority of this provision, the lowest remaining responsive offer shall be deemed to be low bid.

No vendor who is permitted to withdraw their submittal shall, for compensation, supply any material or labor or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid or proposal was submitted.

Vendors who fail to request withdrawal by the required forty-eight (48) hours may automatically forfeit bid bond if a bond was required. Bid may not be withdrawn otherwise.

Withdrawal is not automatically granted and will be allowed solely at Gwinnett County’s discretion.

VI. TESTING AND INSPECTION

Since tests may require several days for completion, the County reserves the right to use a portion of any supplies before the results of the tests are determined. Cost of inspections and tests of any item that fails to meet the specifications, shall be borne by the vendor.

VII. F.O.B. POINT

Unless otherwise stated in the request for invitation and any resulting contract, or unless qualified by the vendor, items shall be shipped F.O.B. Destination, Freight Prepaid and Allowed. The seller shall retain title for the risk of transportation, including the filing for loss or damages. The invoice covering the items is not payable until items are delivered and the contract of carriage has been completed. Unless the F.O.B. clause states otherwise, the seller assumes transportation and related charges either by payment or allowance.

VIII. PATENT INDEMNITY

The vendor guarantees to hold the County, its agents, officers, or employees harmless from liability of any nature or kind for use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used in the performance of the contract, for which the vendor is not the patentee, assignee, or licensee.

IX. BID BONDS AND PAYMENT AND PERFORMANCE BONDS (IF REQUIRED, FORMS WILL BE

PROVIDED IN THIS DOCUMENT)

A five percent (5%) bid bond, a one hundred percent (100%) performance bond, and a one hundred percent (100%) payment bond must be furnished to Gwinnett County for any solicitation as required in the solicitation package or document. Failure to submit a bid bond with the proper rating will result in submittal being deemed non-responsive. Bonding company must be authorized to do business in Georgia by the Georgia Insurance Commission, listed in the Department of the Treasury’s publication of companies holding certificates of authority as acceptable surety on Federal bonds and as acceptable reinsuring companies, and have an A.M. Best rating as stated in the insurance requirement of the solicitation. The bid bond, payment bond, and performance bond must have the proper A.M. Best rating as stated in the solicitation document.

X. DISCOUNTS

A. Time payment discounts may be considered in arriving at net prices and in award of solicitations. Offers of discounts for payment within ten (10) days following the end of the month are preferred.

B. In connection with any discount offered, time will be computed from the date of delivery and acceptance at destination, or from the date correct invoice or voucher is received, whichever is the later date. Payment is deemed to be made for the purpose of earning the discount on the date of the County check.

XI. AWARD

A. Award will be made to either the highest scoring firm (for proposals) or the lowest responsive and responsible vendor (for quotes/bids). The quality of the articles to be supplied, their conformity with the specifications, their suitability to the requirements of the County, and the delivery terms will be taken into consideration in making the award. The County may make such investigations as it deems necessary to determine the ability of the vendor to perform, and the vendor shall furnish to the County all such information and data for this purpose as the County may request. The County reserves the right to reject any submittal if the evidence submitted by, or investigation of such vendor fails to satisfy the County that such vendor is properly qualified to carry out the obligations of the contract.

B. The County reserves the right to reject or accept any or all offers and to waive technicalities, informalities and minor irregularities in the submittals received.

C. The County reserves the right to make an award as deemed in its best interest, which may include awarding to a single vendor or multiple vendors; or to award the whole solicitation agreement, only part of the agreement, or none of the agreement, based on its sole discretion of its best interest.

D. In the event of proposal scores rounded to the nearest whole number result in a tie score, the award will be based on lowest cost.

E. If proposal negotiations with the highest ranked firm are unsuccessful, the County may then negotiate with the second ranked firm and so on until a satisfactory agreement has been reached.

XII. DELIVERY FAILURES

Failure of a vendor to deliver within the time specified or within reasonable time as interpreted by the Purchasing Director, or failure to make replacement of rejected articles/services when so requested, immediately or as directed by the Purchasing Director, shall constitute authority for the Purchasing Director to purchase in the open market articles/services of comparable grade to replace the articles/services rejected or not delivered. On all such purchases, the vendor shall reimburse the County within a reasonable time specified by the Purchasing Director for any expense incurred in excess of the contract prices, or the County shall have the right to deduct such amount from monies owed the defaulting vendor. Alternatively, the County may penalize the vendor one percent (1%) per day for a period of up to ten (10) days for each day that delivery or replacement is late.

Should public necessity demand it, the County reserves the right to use or consume articles/services delivered which are substandard in quality, subject to an adjustment in price to be determined by the Purchasing Director.

XIII. COUNTY FURNISHED PROPERTY

No material, labor or facilities will be furnished by the County unless so provided in the solicitation package.

XIV. REJECTION OF SUBMITTALS

Failure to observe any of the instructions or conditions in this solicitation package may constitute grounds for rejection.

XV. CONTRACT

Each submittal is received with the understanding that the acceptance in writing by the County of the offer to furnish any or all the commodities or services described therein shall constitute a contract between the vendor and the County which shall bind the vendor on his part to furnish and deliver the articles quoted at the prices stated in accordance with the conditions of said accepted submittal. The County, on its part, may order from such vendor, except for cause beyond reasonable control, and to pay for, at the agreed prices, all articles specified and delivered.

Upon receipt of a solicitation package containing a Gwinnett County “Sample Contract” as part of the requirements, it is understood that the vendor has reviewed the documents with the understanding that Gwinnett County requires that all agreements between the parties must be entered into via this document. If any exceptions are taken to any part, each must be stated in detail and submitted as part of the vendor’s submittal. If no exceptions are stated, it is assumed that the vendor fully agrees to the provisions contained in the “Sample Contract” in its entirety.

Any Consultant as defined in O.C.G.A. §36-80-28 that is engaged to develop or draft specifications/requirements or serve in a consultative role during the procurement process for any County procurement method, by entering into such an arrangement or executing a contract, the consultant agrees to abide by the current state law and: 1) Avoid any appearance of impropriety and shall follow all policies and procedures of the County, 2) Disclose to the County any material transaction or relationship pursuant to §36-80-28, that is considered a conflict of interest, any involvement in litigation or other dispute, relationship, or financial interest not disclosed in the ethics affidavit, and 3) Acknowledge that any violation or threatened violation of the agreement may cause irreparable injury to the County, entitling the County to seek injunctive relief in addition to all other legal remedies.

When the vendor has performed in accordance with the provisions of this agreement, Gwinnett County shall pay to the vendor, within thirty (30) days of receipt of any department approved payment request and based upon work completed or service provided pursuant to the contract, the sum so requested, less the retainage stated in this agreement, if any. If Gwinnett County fails to pay the vendor within sixty (60) days of receipt of a pay request based upon work completed or service provided pursuant to the contract, the County shall pay the vendor interest at the rate of ½% per month or pro rata fraction thereof, beginning the sixty-first (61st) day following receipt of pay requests. The vendor’s acceptance of progress payments or final payment shall release all claims for interest on said payment.

The parties agree that this Contract shall be governed and construed in…