BL083_24 INV.pdf

June 5, 2024

INVITATION TO BID

BL083-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for the Repair and Maintenance of Aquatic Dehumidification Systems on an Annual Contract with four (4) one-year options to renew for the Gwinnett County Department of Community Services.

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 June 21, 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.

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 3:00 P.M. local time on June 12, 2024.

Bids are legal and binding upon the bidder when submitted.

Successful contractor(s) 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 supplier 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

The following pages should be returned in your bid: Bid Schedule, Pages 11-14 References, Page 15 Code of Ethics, Page 16 Contractor Affidavit, Page 17 http://www.gwinnettcounty.com/ mailto:jake.scarpone@gwinnettcounty.com http://www.gwinnettcounty.com/

BL083-24 Page 2

GWINNETT COUNTY AQUATIC DEHUMIDIFICATION SYSTEMS MAINTENANCE & REPAIR SERVICES

ON AN ANNUAL CONTRACT

I. SCOPE OF WORK

A. The successful contractor shall furnish all labor, materials, and services required for Aquatic Dehumidification Systems Maintenance & Repair.

B. Required services will include, but may not be limited to:

• PREVENTATIVE MAINTENANCE: Pool Pak, Seresco, Dectron and Greenheck manufacturers recommended monthly, quarterly, and annual routine maintenance to promote extended equipment life.

• REPAIR: Equipment repair upon failure. All repairs or installation of parts must be of the highest quality and consistent with the manufacturer’s standard practices.

C. The Aquatic Dehumidification Systems units are in various facilities throughout the County. See attached list of Gwinnett County Aquatic Facilities and equipment.

D. The award will be made to the lowest responsible bidder based on the total bid provided.

II. GENERAL REQUIREMENTS

A. References

The selected contractor must have demonstrated successful performance on projects of a similar size & scope. A minimum of three (3) references shall be provided on the “References” form included herein. References must clearly demonstrate experience within the last two years in preventive maintenance and repair of aquatic dehumidification equipment, preferably Pool Pak, Seresco and Dectron.

B. Contractor Qualifications

The selected contractor will comply with state and local codes and regulations. Contractor shall have and maintain all appropriate state, local, and federal licensing. Certification in dehumidification equipment (Pool Pak, Seresco, or Dectron) is required.

C. Staff Qualifications

Identify by name, title and certification level, the number of full-time personnel the bidder intends to provide for the services specified within this bid.

D. Subcontractors

There will be no subcontracting allowed in the performance of the preventive maintenance or repairs covered under this contract without prior approval of County Representative. The bidder’s firm should be fully capable of executing all of the requirements of this contract with “in-house” staff.

E. Invoicing

Section A: Preventive Maintenance Service invoices should be submitted monthly when this service is scheduled. The invoice must reference the Purchase Order number, list each serviced location, preventative maintenance performed and price per Bid Schedule.

BL083-24 Page 3

Section B: Repair invoices must reference the Purchase Order number, the date(s) and location where service was performed.

1. Invoices must be itemized with a breakdown by number of hours of labor, regular and/or after-hours, identifying the names of technicians/helpers performing the work. Identify scope of work performed and list parts/materials at cost plus mark up as stated on bid schedule.

2. All Contractors’ supply invoices are subject to audit to verify cost and mark up. A copy of the Contractor’s supply invoices for any one part/material must be attached to the invoice when submitted for payment.

3. The contractor shall invoice within 30 days after the work is completed.

4. All subcontracting must be pre-approved and invoices for such are not subject to mark-up.

5. All rented equipment must include the vendor’s invoice and no mark-up is allowed.

6. Although no markup is allowed for subcontracted work or equipment rentals, the contractor may charge an administrative fee for coordinating this work, per the Bid Schedule.

F. Equipment History

Contractor shall provide an Equipment History Report that contains a complete list of all equipment under contract showing:

• Each unit’s preventive maintenance with service ticket reference.

• Any unit repaired with service ticket reference.

G. Safety and Damages

The contractor shall adequately protect County property and take necessary precautions during the work process to protect all persons/property from damage or loss. Reports of any damage to County property must be submitted by the contractor to the designated County representative.

Damage to public and/or private property shall be the sole responsibility of the contractor and shall be repaired and/or replaced at no additional cost and to the satisfaction of Gwinnett County.

Contractor shall take necessary precautions for the safety of employees and shall comply with all applicable provisions of the Federal, State and Local safety laws to prevent accident and injury to persons on, about or adjacent to the premises where work is being performed.

H. Clean Up

Contractor shall be responsible for proper removal and disposal of old parts and refrigerants according to latest EPA regulations. The service provider shall clean up all refuse, rubbish, scrap materials, and debris created during their course of work.

I. New Facilities/Equipment

Gwinnett County reserves the right to add and delete facilities/equipment as needed. When adding facilities/equipment, the successful service provider will be given the opportunity to submit pricing for preventive maintenance in line with other similar facilities and/or equipment currently quoted.

All repairs must be authorized by the County representative. Any void warranties due to unauthorized repairs will be the responsibility of the service provider.

BL083-24 Page 4

III. SECTION A - PREVENTATIVE MAINTENANCE SERVICE

For the purposes of this section of the annual contract, Preventive Maintenance Service means, “for a stated dollar amount, the selected contractor shall perform all applicable manufacturer-recommended monthly, quarterly, semi-annual and annual maintenance on the equipment at the specified locations at no additional cost to the County”. This fee shall include all labor and materials not related to equipment failure.

Scheduling of the preventive maintenance service visits should be coordinated, in advance, with the County representative. A Log Sheet will be provided to the successful bidder and shall be used to record all inspection information and must be left on site with the designated County employee. Contractor shall perform the following on all preventive maintenance visits:

A. Monthly Maintenance for Pool Pak Units

1. Air Filters: Replace all air filters.

2. Fans and Drives: Check for worn or loose belts and adjust or replace as necessary. When it is necessary to replace one belt in a set, the entire set of belts should be replaced. Fan belts must be checked for retightening 24 to 48 hours after replacement. Check that the four fan-bearing locking-collar setscrews are tight and lubricate the bearings using high quality lithium grease.

3. Compressor Oil Level: The ideal time for checking the oil level is during an extended period of operation because then there will be the least amount of refrigerant mixed with the oil. The compressor should have been in operation for at least ½ hour and the crankcase should feel warm or hot to the touch. During the period of operation, the refrigerant will be pumped out of the oil until only the normal quantity remains. The compressor is equipped with an oil sight glass for checking oil level. The sight glass is in the crankcase hand hole cover. Oil should be added to the system by a qualified refrigerant service technician only. The oil level in the compressor is correct when oil is visible between the bottom and two-thirds of the sight glass.

4. Refrigerant Charge: Check the two sight glasses located in the valve compartment on the end of the evaporator coil. When the refrigerant charge is correct, there should be no bubbles in the sight glasses. Intermittent bubbles are normal during the first 10 minutes of operation mode.

5. Condensate Line: Ensure that the line is free of obstructions. Always keep the condensate trap and lines free and clear. The Pool Pak can produce up to 40 gallons of condensate per hour.

6. Unit Interior/Exterior: Check for torn insulation and repair if necessary. Check for scratches, nicks, rust, etc. and repaint promptly using Fox Guard Gray, Part No. 13-0008Z003 or approved alternate.

7. Logbook: Check and record, in the logbook, the following actual operating values and the values read from the Electronic Control Center (ECCIII) display:

a. Space Temperature

b. Space Relative Humidity

c. Pool Water Temperature

8. Damper Operation: Ensure that dampers open and close fully without binding.

B. Semi-Annual Maintenance for Pool Pak Units

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE.

BL083-24 Page 5

2. Check and lubricate motor bearings (where and when applicable). Refer to motor manufacturer instructions.

3. Check outdoor air louvers for accumulation of dust and/or lint, proper operation, etc. Clean as needed.

C. Annual Maintenance for Pool Pak Units

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE.

2. ALL ITEMS LISTED UNDER SEMI-ANNUAL MAINTENANCE.

3. Compressor and Refrigeration System: The compressor and refrigeration system should be inspected annually. At a minimum, the following items should be done:

a. Change and inspect the refrigerant filter drier (only if the system has been open).

b. Complete unit operation test including log entries.

c. Inspect fan bearings and belts for excessive wear and replace, if necessary.

d. General refrigeration system inspection for possible leaks, chafing between tubing, or other items detrimental to operation.

e. Touch up scratches in the paint.

f. Check electrical connections for tightness including those in the compressor electrical box.

g. Clean debris and dirt from the drain pans.

4. Clean condenser and evaporator coils

D. Monthly Maintenance for Seresco Units

1. Check for current fault code/history.

2. Change air filters with pleated type filter.

3. Check dehumidification operation.

4. Condensate Line: Ensure that the line is free of obstructions. Always keep the condensate trap and lines free and clear.

5. Check damper positions and operation.

6. Check controller set-points and operational mode.

7. Visually inspect pool area for proper environment.

8. Report deficiencies to County representative and provide proposals for solutions.

E. Semi-Annual Maintenance for Seresco Units

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE

BL083-24 Page 6

2. Check and lubricate motor bearings (where and when applicable). Refer to motor manufacturer instructions.

3. Check outdoor air louvers for accumulation of dust and/or lint, proper operation, etc. Clean as needed.

F. Annual Maintenance for Seresco Units

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE.

2. ALL ITEMS LISTED UNDER SEMI-ANNUAL MAINTENANCE.

3. Visually inspect for refrigerant leaks.

4. Visually inspect all piping.

5. Check operating pressures.

6. Inspect electrical components wiring and insulation.

7. Check unit casing for corrosion. If damage is found, clean and paint affected surface with rust resistive paint matching existing color.

8. Check compressor amperages and record.

9. Perform compressor Meg reading and record.

10. Check blower motor amperages and record.

11. Check condenser fan motor amperages and record.

12. Check and tighten (if needed) all field and factory electrical connections.

13. Check and tighten (if or where needed) pool water hoses’ clamps and sensor holders.

14. Check and tighten (if needed) compressors, motors mountings and bases for being tightly bolted.

15. Inspect blower housing, shaft, and bearings. Clean fan wheel and shaft, lubricate when required.

16. Clean air-cooled condenser coil.

17. Inspect drain pan, clean and clear drain line.

18. Check airflow and Delta T across evaporator coil.

19. Visually inspect all non-moving parts.

20. Clean condenser and evaporator coils.

G. Quarterly Maintenance for Greenheck Unit

1. Check for current fault code/history.

2. Visually inspect all piping.

3. Inspect electrical components wiring and insulation.

BL083-24 Page 7

4. Check and tighten electrical connections.

5. Inspect blower housing, shaft, and bearings. Clean fan wheel and shaft, lubricate when required.

6. Visually inspect heat exchanger, burner assembly.

7. Check reheat operation.

8. Condensate Line: Ensure that the line is free of obstructions. Always keep the condensate trap and lines free and clear.

9. Change air filters with pleated type filter.

10. Inspect coils for dirt and proper air flow. Clean as necessary.

11. Check damper positions and operation.

12. Check controller set-points and operational mode.

13. Visually inspect all non-moving parts.

14. Report deficiencies to County representative and provide proposals for solution.

H. Monthly Maintenance for Dectron Unit

1. Air Filters: Replace all air filters.

2. Fans and Drives: Check for worn or loose belts and adjust or replace as necessary. When it is necessary to replace one belt in a set, the entire set of belts should be replaced. Check that the four fan-bearing locking-collar setscrews are tight and lubricate the bearings using high quality lithium grease.

3. Compressor Oil Level: The ideal time for checking the oil level is during an extended period of operation because then there will be the least amount of refrigerant mixed with the oil. The compressor should have been in operation for at least ½ hour and the crankcase should feel warm or hot to the touch. During the period of operation, the refrigerant will be pumped out of the oil until only the normal quantity remains. The compressor is equipped with an oil sight glass for checking oil level. The sight glass is in the crankcase hand hole cover. Oil should be added to the system by a qualified refrigerant service technician only. The oil level in the compressor is correct when oil is visible between the bottom and two-thirds of the sight glass.

4. Refrigerant Charge: Check the two sight glasses located in the valve compartment on the end of the evaporator coil. When the refrigerant charge is correct, there should be no bubbles in the sight glasses. Intermittent bubbles are normal during the first 10 minutes of operation mode.

5. Condensate Line: Ensure that it is free of obstructions. Always keep the condensate trap and lines free and clear by flushing the line out.

6. Unit Interior/Exterior: Check for torn insulation and repair if necessary. Check for scratches, nicks, rust, etc. and repaint promptly using Fox Guard Gray, Part No. 13-0008Z003 or approved alternate.

7. Logbook: Check and record, in the logbook, the following actual operating values and the values read from the Electronic Control Center (ECCIII) display:

a. Space Temperature

BL083-24 Page 8

b. Space Relative Humidity

c. Pool Water Temperature

8. Damper Operation: Ensure that dampers open and close fully without binding.

I. Semi-Annual Maintenance for Dectron Unit

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE.

2. Check and lubricate motor bearings (where and when applicable). Refer to motor’s manufacturer instructions.

3. Check outdoor air louvers for accumulation of dust and/or lint, proper operation, etc. Clean as needed.

J. Annual Maintenance for Dectron Unit

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE.

2. ALL ITEMS LISTED UNDER SEMI-ANNUAL MAINTENANCE.

3. Compressor and Refrigeration System: The compressor and refrigeration system should be inspected annually. At a minimum, the following items should be done:

a. Change and inspect the refrigerant filter drier (only if the system has been open).

b. Complete unit operation test including log entries.

c. Inspect fan bearings and belts for excessive wear and replace if necessary.

d. General refrigeration system inspection for possible leaks, chafing between tubing, or other items detrimental to operation.

e. Touch up scratches in the paint matching existing color.

f. Check electrical connections for tightness including those in the compressor electrical box.

g. Clean debris and dirt from the drain pans.

4. Clean condenser and evaporator coils.

IV. SECTION B – REPAIR (TIME & MATERIALS)

Repair services will be performed on an as needed basis. The repair services shall be in accordance with the methods and procedures of the manufacturers. The contractor will provide parts, labor and materials to return equipment to its proper operating condition.

A. Response Time

Each call for service requires a return call to the originator within twenty-four (24) hours and an on-site response time of forty-eight (48) hours or less. Acknowledging and responding to requested calls for service can be made via phone or email. Contractors should complete every service call within seventy-two (72) hours of notification or in such time as mutually agreed upon by contractor and County representative. If additional time is required to complete the repair, the Contractor shall notify the County representative in writing via email.

BL083-24 Page 9

B. Parts

Parts / materials supplied shall conform to the manufacturer’s standards. Parts shall be new, free of defects and suitable for the intended services. Parts must be replaced with comparable manufacturer’s parts that meet or exceed the original. A cost estimate must be provided to the County representative prior to ordering.

C. Number of Personnel

When more than one person is required to complete the repair, the contractor shall inform the County Representative prior to beginning the work. The County representative will approve the use of a helper, at a helper’s hourly rate as noted on the Bid Schedule.

D. Warranty

Warranty work requires a return call to the originator within twenty-four (24) hours and an on-site response time of forty-eight (48) hours, or as coordinated with the County Representative. Warranty repairs should be handled on an accelerated schedule and any response that cannot be accomplished within twenty-four hours must be approved in writing by the County representative.

All labor, materials, and parts shall carry a minimum of one (1) year warranty. Parts warranty shall be the standard manufacturer’s warranty. Parts warranty information shall be provided with a copy of the invoice and work order, when applicable.

BL083-24 Page 10

V. LOCATIONS & EQUIPMENT

BETHESDA PARK AQUATICS, 225 BETHESDA CHURCH ROAD, LAWRENCEVILLE, GA 30044

LOCATION MAKE MODEL # SERIAL #

Leisure Pool Pool Pak 1 SWHP340SR-20E-CLH-410A PPK190601 Condenser 10A0-1240 06-19-135889-001-001

Instructional Pool Pool Pak 2 SWHP100SR-07E-ABB-410A PPK190602 Condenser 10A0-35 06-19-135889-002-001

BOGAN PARK AQUATICS, 2723 NORTH BOGAN ROAD, BUFORD, GA 30519

LOCATION MAKE MODEL # SERIAL #

Competition Pool Seresco 1 NP050PTXP4FT2163G2E5AD5 13041830 Condenser Unknown Unknown

Competition Pool Greenheck 1 RVE5020-0 13271164 Condenser Unknown Unknown

Leisure Pool Seresco 2 NP064PTXP6FR2233G2E5AD5 13041829 Condenser Unknown Unknown

COLLINS HILL AQUATICS CENTER, 2200 COLLINS HILL ROAD, LAWRENCEVILLE, GA 30043

LOCATION MAKE MODEL # SERIAL #

Competition Pool Dectron DS-282 15843

MOUNTAIN PARK AQUATICS, 1063 ROCKBRIDGE ROAD, STONE MOUNTAIN, GA 30087

LOCATION MAKE MODEL # SERIAL #

Competition Pool 1 Pool Pak 1 PPK-220-PT-X P4FT5203G2E3ANEH Condenser AKFG 800 K 6NA A6 E66-80971

Competition Pool 2 Pool Pak 2 PPK-220-PT-X P4FT5203G2E3ANEH Condenser AKFG 800 K 6NA A6 E66-80971

Instructional Pool Pool Pak 3 SWHP140-8E 030305 Condenser 10A042-SC 030306879-002-001

WEST GWINNETT PARK AQUATICS, 4488 PEACHTREE INDUSTRIAL BLVD, NORCROSS, GA 30071

LOCATION MAKE MODEL # SERIAL #

Competition Pool 1 Pool Pak 1 SWHP19030EB08R22 PPK070506 Condenser 10A0-47 0507087896001001

Competition Pool 2 Pool Pak 2 SWHP19030EB08R22 PPK070507 Condenser 10A0-47 0507087896001002

Instructional Pool Pool Pak 3 SWHP14010EB06R22 PPK070508 Condenser 10A0-47 1113112407001000

BL083-24 Page 11

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

BID SCHEDULE

SECTION A – PREVENTATIVE MAINTENANCE SERVICES

ITEM#

APPROX.

ANNUAL

QTY.

PREVENTATIVE MAINTENANCE

(AS NEEDED OR REQUESTED)

UNIT PRICE ANNUAL COST

LOCATION: Bethesda Aquatics, 225 Bethesda Church Rd, Lawrenceville, 30044

1 8 EA

Monthly Preventative Maintenance at Bethesda Park Aquatic Center

2. 3 EA

Quarterly Preventative Maintenance at Bethesda Park Aquatic Center

3. 1 EA

Annual Preventative Maintenance at Bethesda Park Aquatic Center

LOCATION: Bogan Aquatics, 2723 North Bogan Rd, Buford, GA 30519

4. 8 EA

Monthly Preventative Maintenance at Bogan Park Aquatic Center

5. 3 EA

Quarterly Preventative Maintenance at Bogan Park Aquatic Center

6. 1 EA

Annual Preventative Maintenance at Bogan Park Aquatic Center

LOCATION: Collins Hill Aquatic Center, 2200 Collins Hill Rd. Lawrenceville, GA 30043

7. 8 EA

Monthly Preventative Maintenance at Collins Hill Aquatic Center

8. 3 EA

Quarterly Preventative Maintenance at Collins Hill Aquatic Center

9. 1 EA

Annual Preventative Maintenance at Collins Hill Aquatic Center

LOCATION: Mountain Park Aquatic Center, 1063 Rockbridge Rd, Stone Mountain 30087

10. 8 EA

Monthly Preventative Maintenance at Mountain Park Aquatic Center

11. 3 EA

Quarterly Preventative Maintenance at Mountain Park Aquatic Center

12. 1 EA

Annual Preventative Maintenance at Mountain Park Aquatic Center

LOCATION: West Gwinnett Aquatics, 4488 Peachtree Industrial Blvd., Norcross 30071

13. 8 EA

Monthly Preventative Maintenance at West Gwinnett Aquatic Center

14. 3 EA

Quarterly Preventative Maintenance at West Gwinnett Aquatic Center

BL083-24 Page 12

BID SCHEDULE

Company Name _______________________________________________________________________________________

SECTION A – PREVENTATIVE MAINTENANCE SERVICES

ITEM#

APPROX.

ANNUAL

QTY.

PREVENTATIVE MAINTENANCE

(AS NEEDED OR REQUESTED)

UNIT PRICE ANNUAL COST

15. 1 EA

Annual Preventative Maintenance at West Gwinnett Aquatic Center

SECTION A TOTAL $

SECTION B – REPAIR (TIME & MATERIALS)

ITEM

APPROX.

ANNUAL

QTY.

REPAIRS HOURLY CHARGE TOTAL

1. 450 HOURS

Technician – Repair during normal hours, Monday – Friday, 8:00 am to 5:00 pm

2. 20 HOURS

Technician – Repair after hours, Monday – Friday, After 5:00 pm, Weekends & Holidays

3. 225 HOURS

Helper – Repair during normal hours, Monday – Friday, 8:00 am to 5:00 pm

4.. 20 HOURS

Helper after hours, Monday – Friday, after 5:00 pm, Weekends & Holidays

5. 25 EA

Administrative Fee for Coordination of Subcontractors and Equipment Rentals

6. $100,000.00 State percentage of mark up above cost for repair parts/materials (Not to exceed 20%)

SECTION B TOTAL

BID TOTAL (SECTION A TOTAL + SECTION B TOTAL)

BL083-24 Page 13

BID SCHEDULE CONTINUED

CONTRACTOR INFORMATION

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

Addendum No. Date Addendum No. Date

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 on August 7, 2024 or upon notification of award.

Unless otherwise noted, bid prices will remain firm for four (4) additional six-month periods.

• If a percentage increase/decrease will be a part of this bid, please note this in the space provided together with an explanation:

1st Renewal Option increase/decrease (circle one)

2nd Renewal Option increase/decrease (circle one)

3rd Renewal Option increase/decrease (circle one)

4th Renewal Option increase/decrease (circle one)

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.

Company Name ______________________________________________________________________________________

BL083-24 Page 14

BID SCHEDULE CONTINUED

Certification Of Non-Collusion in Proposal Preparation

(Signature) (Date)

In compliance with the attached specifications, the undersigned offers and agrees, if this bid is accepted by the Board of Commissioners within ninety (90) days of the date of bid opening, to furnish any or all of the items upon which prices are bid, at the price set opposite each item, delivered to the designated point(s) within the time specified in the quote 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

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

Telephone Number Fax Number

E-Mail Address

BL083-24 Page 15

REFERENCES

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

1. Company Name

Brief Description Of Project

Completion Date

Contact Person

Telephone Number Fax Number

2. Company Name

Telephone Facsimile

3. Company Name

Telephone Facsimile

Company Name

BL083-24, Repair and Maintenance of Aquatic Dehumidification Systems 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 vendor, 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

BL083-24, Repair and Maintenance of Aquatic Dehumidification Systems on an Annual Contract

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: ______________________

BL083-24 Page 18

STANDARD INSURANCE REQUIREMENTS

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.

BL083-24 Page 19

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.

BL083-24 Page 20

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 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.

BL083-24 Page 21

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 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

BL083-24 Page 22 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

BL083-24 Page 23 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

BL083-24 Page 24 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).