January 24, 2023

INVITATION TO BID

BL028-23

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for the Inspection, Maintenance and Repair of Hoists and Cranes on an Annual Contract with four (4) options to renew for the Department of Water Resources.

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, 2023 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.

Questions regarding bids should be directed to Jake Scarpone, Purchasing Associate II, at Jake.Scarpone@gwinnettcounty.com or by calling 770-822-8722, no later than 2:00 P.M. on February 1, 2023. Bids are legal and binding upon the bidder when submitted.

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 contractor 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 bidder(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.

Jake Scarpone Purchasing Associate II

JS/km

The following pages should be returned as your bid: Bid Schedule, Pages 9-12 References, Page 13 List of Subcontractors, Page 14 Code of Ethics Affidavit, Page 15 Contractor Affidavit, Page 16 http://www.gwinnettcounty.com/ mailto:Jake.Scarpone@gwinnettcounty.com http://www.gwinnettcounty.com/

BL028-23 Page 2

*A list of the existing cranes at these facilities is provided in Appendix B.

OVERVIEW AND GENERAL REQUIREMENTS

I. PURPOSE

Gwinnett County Department of Water Resources (GCDWR) is seeking a qualified contractor to provide services for the annual inspection, parts supply, and maintenance and repair of Cranes and Hoists at various locations and to maintain their compliance with OSHA requirements. These services are needed to maintain the efficient and reliable operation of cranes and hoists on a continual 24-hour basis.

II. STATEMENT OF WORK

The awarded contractor shall furnish materials, supplies, parts, devices, tools, equipment for accessing hoists and cranes, labor, technical knowledge, and skills necessary to perform all operations. In addition, contractor shall conduct complete annual inspection and testing service of all cranes and hoists, perform preventative maintenance as identified herein, and provide emergency repair services as requested by GCDWR.

Contractor shall provide the required testing and certifications for all crane and hoist components during the annual inspection. Documentation of service and inspections shall be provided on forms similar to the form provided as Appendix A. All forms used will require approval of GCDWR prior to use and acceptance.

Cranes and hoists to be serviced are located at the following facilities, however, additional cranes and hoists at other facilities may be added for inclusion in the coverage under this contract at any time during the term of the contract without changing the terms of the contract.

Wastewater Pump Station Facility Locations* 1 Alcovy River Booster Pump Station 1344 Highway 29, Dacula, GA 30019 2 Alcovy River Pump Station 1344 Highway 29, Dacula, GA 30019 3 Beaver Ruin Pump Station 3530 Cruse Road, Lawrenceville, GA 30044 4 Brooks Road Booster Pump Station 1180 Brooks Road, Lawrenceville, GA 30045 5 Brooks Road Pump Station 1180 Brooks Road, Lawrenceville, GA 30045 6 Ivy Creek Pump Station 3320-C Financial Center Way, Buford, GA 30519 7 Lower Big Haynes Creek Pump Station 2680 Centerville Rosebud Road, Loganville, GA 30052 8 Marathon Pump Station 1711 Marathon Blvd., Lawrenceville, GA 30046 9 NBC Pump Station 2735 Springdale Road, Snellville, GA 30039

10 NBC Tunnel Pump Station 2735 Springdale Road, Snellville, GA 30039 11 Norris Lake Pump Station 4398 McCord Livsey Road, Snellville, GA 30039 12 North Chattahoochee Pump Station 4858 River Hollow Run, Norcross, GA 30096 13 Northfork Peachtree Creek Pump Station 6782 Crescent Drive, Norcross, GA 30071 14 Patterson Pump Station 152 Arnold Mill Road, Lawrenceville, GA 30044 15 Suwanee Creek Pump Station 1758 Peachtree Industrial Blvd., Suwanee, GA 30024 Wastewater Treatment Facility Locations 1 Crooked Creek Water Reclamation Facility 6557 Plant Drive, Norcross, GA 30092 2 F. Wayne Hill Water Resource Center 3320 Financial Services Way, Buford, GA 30519 3 Yellow River Water Reclamation Facility 858 Tom Smith Road, Lilburn, GA

Water Production Facility Locations 1 Grayson Tank and Booster Pump Station 300 Grayson New Hope Road, Grayson, GA 30017 2 Lanier Filter Plant 2601 Buford Dam Road, Buford, GA 30518 3 Norcross Tank and Booster Pump Station 278 Langford Drive, Norcross, GA 30071 4 Rock Quarry Tank and Booster Pump Station 2710 West Rock Quarry Road, Buford, GA 30519 5 Rockbridge Tank and Booster Pump Station 303 Rockbridge Road, Lilburn, GA 30047 6 Shoal Creek Filter Plant 1755 Buford Dam Road, Buford, GA 30518

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III. APPLICABLE DOCUMENTS, STANDARDS AND SPECIFICATIONS

The material supplied shall comply with manufacturer's standard requirements where applicable and in effect at time of such repair. All installation and repairs shall be completed in a neat and workmanlike manner and in accordance with any local and/or State requirements.

IV. SCHEDULING

The units are located in various facilities throughout the County. The awarded contractor shall coordinate all work with the appropriate GCDWR representative.

Contractor shall familiarize themselves with the existing equipment types to be inspected and serviced, locations, and other details, which may affect bidding. Unit pricing must be all inclusive on Inspections, Testing and Preventative Maintenance as set forth in the scope of work unless designated “upon request”. Contractor acknowledges by signing the bid documents a full and complete understanding of the extent and nature of the work required and the conditions surrounding the performance.

V. ADDITIONAL CHARGES

NO additional charges will be paid on this contract to include trip charges, travel time, mileage, disposal fees, or miscellaneous shop charges.

VI. CONTRACTOR QUALIFICATIONS

The qualifications, experience and responsiveness of the contractor are critical to GCDWR, which must have assurances that the selected contractor is a responsible organization capable of performing the requested services. To confirm such capabilities, the contractor shall include three references indicating projects of similar size and scope as the one specified in this request. Include contact names, addresses, and telephone numbers. To meet the responsiveness requirements, the contractor must be able to respond to an emergency within two (2) hours with all of the required tools and equipment to access and repair, if possible, the hoist or crane. This requires the contractor to have adequate facilities within two (2) hour proximity of Gwinnett County.

The crane and hoist inspection, testing, repair, and maintenance company shall have been in the business of crane and hoist inspection, testing, repair, and maintenance for the past three (3) years.

Please state the number of cranes and hoists serviced under the contract on the reference sheet.

These sites must have cranes and hoists similar to the units under each section of the bid schedule.

Contact names provided must be of the user department for which service is being provided. If a contact name is given for any other department outside of the user department, it will be deemed invalid. The County reserves the right to request additional sites to be submitted in such cases.

Contractor shall employ certified mechanics, and should submit with their bid a list of current employees, who would be servicing equipment under this contract. The following information should be on the list; name of the employee, level of certification, dates of certification, location of employee, and number of years servicing; Acco- Wright, Chester, Demag, Detroit Hoist, Gaffey, Gajjar, Piedmont Crane, Shaw-Box, and Yale hoists and cranes. Before award of bid, the contractor must supply a copy of each employee’s certifications.

In the event of an employee turnover, the contractor must provide the County with a replacement journeyman to service this contract. The new journeyman must follow all of the requirements set forth in this solicitation. The contractor must provide to GCDWR the name of the employee leaving and the name of the new employee that will be servicing this contract. Before the employee can start work on this contract, the contractor must supply a copy of the employee’s certification and all of the documentation indicated above.

A journeyman level service technician is defined as a technician having the minimum requirement of five years mechanical experience with crane and hoist systems.

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VII. MISCELLANEOUS

A. Insurance

The successful contractor should provide a current certificate of insurance, per the attached requirements.

B. Taxes

Gwinnett County is tax exempt.

C. Invoicing

Invoicing for regularly scheduled maintenance services (quarterly, semi-annual, and annual) shall be based on the unit price bid for the respective service. Invoicing for emergency and repair work shall be based on the approved hourly labor rates and the cost for the required repair parts. The invoice must also reference the PO as well as, the parts and supplies used for each job listed on the invoice and the date of service. The invoice shall be clear and concise with a breakdown of hourly labor charges, identifying regular or overtime rates. Parts must be listed separately and clearly identified. Invoices that combine parts and labor are unacceptable and will not be considered for payment. Maintenance calls shall be clearly identified. Invoices shall have the corresponding work order(s), (showing the signature of the GCDWR representative at the location serviced) attached.

D. For the purpose of emergency situations, Gwinnett County reserves the right to contact another contractor if the awarded contractor cannot respond within specified time.

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SPECIFICATIONS

I. SCOPE OF WORK

A. Performance of preventative maintenance procedures as outlined. A trained service representative shall visit a site, as requested by GCDWR, as many times as needed in a year on previously determined dates and times to perform preventive maintenance work. All work will be performed in a safe and professional manner and the work area will be left in a neat and clean condition.

B. Performance of repairs, parts, and materials on an as needed basis. Repairs shall be performed only with the authorization of an authorized GCDWR representative. Should any repair work be performed without authorization, payment will not be authorized.

II. REQUIREMENTS

A. Parts, Response Times, and Labor Rates

1. Parts Pricing: Contractor shall indicate cost for all parts supplied on the invoice. Price listed should be cost plus percentage of mark up (not to exceed 10%). Please indicate the percentage of markup above cost on the bid schedule. Special delivery or overnight emergency shipping will be paid upon submission of proof of charges. Contractor should also include, upon request, a copy of their supplier's invoices for review to verify the percentage above cost charged for all materials supplied.

2. Delivery of Parts: Parts shall be shipped F.O.B. Destination, unless the parts are OEM and are not locally available or when there is an emergency and the contractor will incur additional charges for expediting order on an emergency basis.

3. Response Time:

a. Emergency: Be able to respond to any location stated in this solicitation, or added at a future time, within two (2) hours to facilitate necessary repairs with the proper tools and equipment for assessing and servicing the hoist or crane. Proximity of offices and facilities must be within 2 hours of any GC facility listed within.

b. Routine Request: Be able to respond to the requested location within 24 hours of the request for service.

4. Labor Rates: Contractor shall include labor rates for repairs. These quotes shall cover regular working hours and overtime rates. Rates shall include only actual time on site. If parts must be ordered and it is necessary for the contractor to return at a later date to install the parts, the contractor should plan to schedule this visit during normal working hours. In this situation, overtime should not be used to install parts unless it is an emergency repair.

B. Kick-off Meeting

Upon award of the contract and issuance of the award letter the GCDWR will provide the contractor with a list of GCDWR representatives for each area covered on this contract. The contractor shall meet with the representatives to review the requirements and expectations of the contract and develop a schedule for the site visits and services.

C. Maintenance The contractor shall perform preventative maintenance and service on each crane and hoist unit within this bid request and may be asked to provide corrective maintenance. A detailed service report shall be provided following each preventative maintenance service visit, which meets the minimum requirements of the example form provided in Appendix A.

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1. Quarterly Maintenance

The services shown below shall be performed on a quarterly basis by the contractor:

• Inspect and lubricate hoist cable. Verify cable properly seats in drum groves.

• Check gear case oil level

• Inspect brakes and verify proper operation, check level of hydraulic fluid in master cylinder.

• Inspect general condition of all contactor points, auxiliary contact points on all contactors, relays, switches, limit switches, and controllers.

• Verify electrical system operation.

• Check manual controls for proper operation.

• Check for cracks or deformation in the hook.

• Check hook and throat opening, record hook throat opening.

• Inspect latch on hook.

• Verify hook swivels freely.

• Check all bearings for noisy operation.

• Inspect and test load brake.

• Check supporting structure and trolley for loose suspension or support bolts, axle nuts, etc.

2. Semi-Annual Maintenance The services shown below shall be performed on a semi-annual basis by the contractor:

• All monthly items.

• Lubricate all motors.

• Check wheel, compare diameters of drivers.

• Inspect gearbox gearing for uneven wear of the gear teeth.

• Inspect motor brake for excessive or uneven disc wear.

• Inspect wheels, bumpers, and guards.

3. Annual Maintenance

The services below shall be performed on an annual basis by the contractor:

• All monthly and semi-annual items.

• Drain and flush all gear cases. Refill with clean, fresh proper lubricant.

• Check fitted bolts by removal and inspection for evidence of shearing action.

• Check drive shaft alignment at couplings.

• Check hook for cracks using magnetic particle or other suitable crack detection methods.

• Check and test load limiting device, if used.

• Check all wiring and terminal connections for tightness.

• Inspect rope sheaves and drums for excessive wear.

• Check bearing lubrication, repack with grease if necessary.

4. Load Testing

Perform load testing on the cranes whenever work or repairs are performed on the crane/hoist, which impacts the lifting system of the unit (winch, brake, cable, etc.).

D. Work Hours for Maintenance

Work under this agreement shall be performed during normal working hours on regular working days of the trade unless approved by the GCDWR representative. Normal working hours are 7:00 a.m. to 3:30 p.m. Monday through Friday.

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E. General Service Requirements

The following items are considered general services and are to be included in/with all services provided:

1. Provide the required equipment, including ladders, man-lifts, harnesses, and other safety equipment necessary for accessing the cranes and hoists for all service visits.

2. Provide all tools and materials for performing inspections, preventative maintenance, and corrective maintenance on all of the cranes within GCDWR’s facilities.

3. Provide pick-up and delivery.

4. Perform onsite repairs and servicing.

5. Provide warranty on all parts and labor.

6. Perform and document complete visual inspections of all hoist/cranes and attached components.

7. Contact GCDWR representative prior to performing maintenance. Repair parts will be paid for at the contractor’s cost plus mark-up indicated on the bid schedule. Invoices for repairs must be accompanied with the contractor’s parts invoice.

8. Adhere to all safety and lockout/tagout procedures.

9. Clean and lubricate all chains, ropes, gears and moving parts.

10. Remove and install hoist/cranes and attached components for the purpose of maintenance.

11. The contractor shall be responsible for clean-up and removal of all work-related debris.

12. Inspection and Service Report

a. Upon completion of a scheduled service or repair, an inspection/service report is to be prepared and furnished to the GCDWR representative.

b. Inspection reports shall indicate whether each component passes or fails the minimum standards with justification provided indicating why a component passed or failed.

c. Additional parts and labor required shall be listed on the inspection/service report submitted. No additional parts will be supplied, or additional labor performed without the written authorization from the GCDWR representative.

d. All paperwork must be submitted in a timely manner.

F. Repair Services

The selected contractor shall perform repair services on an as needed basis. The contractor shall provide parts and labor to return equipment to its proper operating condition. The contractor shall not perform any repair without authorization from a GCDWR representative. Written authorization to repair the unit must be given to the contractor.

Parts furnished shall be new, free of defects, and suitable for the intended services. The contractor shall be responsible for proper removal and disposal of old parts and fluids according to latest EPA regulations.

Any damage done to a facility as a result of the contractor, or his work will be the responsibility of the contractor to repair as required by GCDWR without additional charge.

The need for repair services shall be based on requests from GCDWR and the findings of the quarterly, semi- annual, and annual services where defective, damaged, or malfunctioning equipment is discovered. The cost for repairs will be based on the Parts Pricing and Labor Rates as described above. Examples of potential repairs that may be required include:

1. Repair or replace damaged chains, ropes, gears and moving parts.

2. Repair all damaged parts (i.e. seals, gaskets, shims, linings, etc.), I-Beams, etc.

3. Repair or replace all loose, missing, and damaged hardware (screws, washers, cover plates, etc.).

4. Repair electrical system issues.

5. Repair braking system.

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6. Use only original manufacturer recommended parts for repair work.

7. When necessary, remove and install cranes/hoists and attached components for the purpose of repair.

8. Provide assistance/set-up verification on rebuilt or reconditioned hoists/cranes.

9. Perform load testing after major maintenance.

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FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID MAY RESULT IN BID BEING REJECTED.

BID SCHEDULE

Item # Description

Est.

Annual

Quantity Unit Price Total Cost

Quarterly Hoist and Crane Maintenance

1 10-ton Capacity & Larger 10 $ $

2 5 – 10-ton Capacity 40 $ $

3 Less Than 5-ton Capacity 70 $ $

4 Jib Crane 2 $ $

Semi-Annual Hoist and Crane Maintenance

5 10-ton Capacity & Larger 10 $ $

6 5 – 10-ton Capacity 40 $ $

7 Less Than 5-ton Capacity 70 $ $

8 Jib Crane 2 $ $

Annual Hoist and Crane Maintenance

9 10-ton Capacity & Larger 10 $ $

10 5 – 10-ton Capacity 40 $ $

11 Less Than 5-ton Capacity 70 $ $

12 Jib Crane 2 $ $

Labor Rates and Parts Mark-Up for Repairs

Technician – Repair during normal hours Monday – Friday, 7:00 a.m. to 3:30 p.m.

300 hours $ $

Technician –Repair after hours Monday

– Friday, After 5:00 PM, Weekends & Holidays

30 hours $ $

State percentage of mark up above cost for repair or replacement parts (not to exceed 10%) *

$40,000 % $

TOTAL $

* Not to be understood with gross profit margin.

BL028-23 Page 10

BID SCHEDULE CONTINUED

List service provider's facility locations (attach additional sheets as necessary):

State service provider's emergency abilities (attach additional sheets as necessary):

State parts warranty: _______________________________________________________________________

State labor warranty: _______________________________________________________________________

Company Name

BL028-23 Page 11

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. The contract will begin March 14, 2023 or upon award.

Unless otherwise noted, quoted prices will remain contractor for four (4) additional one (1) year periods.

• If a percentage in crea s e OR decrease will be a part of this quote, please note this in the space provided together with an explanation.

1st renewal increase/decrease (circle one)

2nd Renewal increase/decrease (circle one)

3rd renewal increase/decrease (circle one)

4th Renewal increase/decrease (circle one)

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FIRM INFORMATION

The undersigned acknowledges receipt of the following addenda, listed by number and date appearing on each:

Addendum No. Date Addendum No. Date

Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County’s rights or remedies by law.

Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

Certification Of Non-Collusion In Bid Preparation Signature Date

In compliance with the attached specifications, the undersigned acknowledges all requirements outlined in the "Instructions to Bidders" and all documents referred to therein, if this bid is accepted by the Board of Commissioners within ninety (90) days of the date of proposal 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 fee schedule. By submission of this proposal, 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 bidders.

Legal Business Name

Federal Tax ID

Address

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

Representative Signature

Printed Name

Telephone Number E-mail address

Contact Person (if someone other than the authorized representative listed above)

Telephone Number E-mail address http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/

BL028-23 Page 13

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

Contract Amount $ Start Date

3. Company Name

Contract Amount $ Start Date

BL028-23 Page 14

GWINNETT COUNTY, GEORGIA

LIST OF SUBCONTRACTORS

I do , do not , propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors:

NAME AND ADDRESS

TYPE OF WORK

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BL028-23, Inspection, Maintenance and Repair of Hoists and Cranes 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 GwinnettCounty.com

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BL028-23, Inspection, Maintenance and Repair of Hoists and Cranes on an Annual Contract

(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: ______________________

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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

BL028-23 Page 18

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.

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.

BL028-23 Page 19

GWINNETT COUNTY

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.

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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

BL028-23 Page 21 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.

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

BL028-23 Page 22 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, which 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.

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X. DISCOUNTS

A. Time payment discounts will be considered in arriving at net prices and in award of bids.

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.

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XIII. COUNTY FURNISHED PROPERTY

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