BL105_24 INV.pdf

August 21, 2024

INVITATION TO BID

BL105-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for the Provision of Repair and Replacement of Electric Motors on an Annual Contract for various departments.

Bid Submittal Date and Location:

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 September 06, 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 our website www.gwinnettcounty.com.

Instruction on Submitting Questions:

Questions regarding bids should be directed to Brittany Bryant, CPPB, Purchasing Associate III, at Brittany.Bryant@GwinnettCounty.com or by calling 770-822-7759, no later than 3:00PM on August 29, 2024.

Bids are legal and binding upon the vendor when submitted. All bids should be submitted in duplicate.

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

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

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

Brittany Bryant, CPPB Purchasing Associate III

The following pages should be returned in duplicate as your bid:

Statement of Compliance, Pages 6-7

Bid Schedule, Pages 8-9 References, Page 10 E-Verify Affidavit, Page 11 Code of Ethics Affidavit, Page 12 http://www.gwinnettcounty.com/ mailto:Brittany.Bryant@GwinnettCounty.com

BL105-24 PAGE 2

SPECIFICATIONS

I. INSTRUCTIONS

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service providers for the Provision of Repair and Replacement of Electrical Motors on an Annual Contract with Four

(4) Options for Renewal for the Gwinnett County Departments of Community Services, Support Services, and Water Resources. The County will select the lowest responsive and responsible bidder. The qualifications and experience of the service provider are critical to the County, which must have assurances that the selected firm is a responsible and capable of professionally implementing the services requested. The County also reserves the right to reject any bidder if the evidence the bidder furnishes fails to satisfy the County that such bidder is properly qualified to carry out the obligations.

GWINNETT COUNTY RESERVES THE RIGHT TO ADD AND/OR DELETE ADDITIONAL LOCATIONS AND

DEPARTMENTS AS DEEMED NECESSARY.

A. The service provider is required to maintain a complete set of records and an itemized report of all purchases made of and work performed under this agreement during any monthly period of this service. Failure to submit usage report may affect future awards.

B. Any equipment to be furnished must be currently in production and shall be manufacturer’s standard model complete with all standard equipment.

C. Neither the Department of Water Resources, nor any other departments, either individually or collectively, will be required to purchase any minimum amount during the term of this contract; nor will they be limited, either individually or collectively, to any maximum amount during the term of this contract. Thus, the service provider may expect no set minimum or maximum payment amount under this contract. Any acts of qualifying the bid will be immediate grounds for the County to deem the bid submittal non-responsive.

D. In order to determine if a Service provider is qualified, the Service Provider will be required to furnish at least three (3) references which include a name, address and telephone number of customers whose equipment is comparable in size and scope of work. While the County will make every reasonable attempt to contact the references provided, it is the bidder’s responsibility to make sure that the references are current and all contact information is up to date.

E. Upon notification of intent to award the successful service provider shall submit and maintain a

Certificate of Insurance throughout the contract period which complies with the requirements set forth in this solicitation.

F. 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 without permission of the Purchasing Associate named in the solicitation between the date of the issuance of the solicitation and the date of the final contract award by the Board of Commissioners. Violations will be reviewed by the Purchasing Director. 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.

BL105-24 PAGE 3

II. SCOPE OF SERVICE

A. Service Provider

1. Provide service including all parts, materials, labor, transportation, tools, testing/test equipment and repair facilities required to repair or replace electric motors as required to satisfactorily complete Gwinnett County’s authorized service requests.

2. Pick-up and delivery service between Gwinnett County plant and maintenance locations and the successful service provider’s (provider) facilities is required. Repair service, unless stated otherwise in the service or purchase order, shall be in accordance with the Original Equipment Manufacturers (OEM) methods and procedures as detailed in OEM operation, maintenance and repair manuals. Gwinnett County owns motors up to 3,000hp operating at both low voltage (<600VAC) and medium voltage (4160VAC). Provider must be capable of transporting, repairing and testing motors up to 300hp, minimum, in-house. If motors 300hp up to 3,000hp will be repaired at a different location indicate the location where such repairs will be made. The provider must be able to repair electric motors whose parts have become obsolete. Motors rated

7.5 h.p. and below will not be repaired under this Contract.

3. Written authorization for repair of electric motors must be received by the provider before performing repair(s). In the event that Gwinnett County determines that an electric motor should be replaced rather than repaired the provider agrees to furnish a replacement motor.

Replacement motors shall meet the original electric motor specifications in all respects at a fixed percentage above the provider’s cost. Provider agrees to provide documentation verifying vendor costs of repair parts, materials and/or replacement motors upon request by Gwinnett County. Provider shall certify that they have facilities, parts and labor assets and capabilities for the repair of electric motors as herein described on a 24-hour/day, 7 days/week, 52 weeks/year basis. Provider shall state average response time (defined as the amount of time between receiving a request for service and delivery of the repaired motor(s) at the Gwinnett County facility. Repair services covered under this contract may need to be performed on an emergency basis. Provider shall provide a brief description of the firm’s ability to complete Gwinnett County’s work on a priority basis.

a. NORMAL REPAIR PRIORITY is defined as follows: Electric motor is picked up by the provider from a Gwinnett County location and transported to the provider repair facility. Priority placed on a normal repair, by Gwinnett County, is within the provider’s normal flow of business. Repairs shall be completed at regular hourly rates. Provider shall state the average number of calendar days for normal repair work of electric motors.

b. EMERGENCY REPAIR PRIORITY is defined as follows: Electric motor is picked up by the provider from a Gwinnett County location and transported to the provider repair facility.

Priority placed on an emergency repair, by Gwinnett County, is critical. Repairs shall be carried out continuously, around the clock, until complete and the repaired motor is delivered to the Gwinnett County location. Provider shall provide certification of their ability to meet this requirement.

4. The successful provider shall contact an authorized representative of the user department and provide an estimate of the cost of repairs, prior to completing the work, for all work covered under the contract. The estimate shall detail labor hours and rate, and all parts, materials and procedures. A copy of the estimate shall accompany the invoice for the service. Any invoices showing discrepancies will be withheld until complete documentation is provided. The total monetary amount on the invoice and service report shall correspond and the service report shall be attached to the invoice.

BL105-24 PAGE 4

5. The successful service provider shall not repair any electric motor when the repair cost exceeds 85% of the new motor cost. An authorized representative of the user department must be contacted before repairs exceeding 85% of the cost of a replacement motor are performed.

Written authorization to repair the unit must be given to the service provider holder.

6. If the successful provider is requested to help with installation or removal of a motor, the contractor may be required to assist in pulling motor out or lowering down into motor pits. Some of which the motor may be 5ft or more below floor level without a trolly system to raise or lower the motor. The successful contractor must provide labor, and any equipment needed to safely move motor in or out of the motor pit.

7. The provider shall maintain a complete set of records including all supporting documentation and written correspondence for all work performed under this contract, for the life of the contract and for the four (4) additional 12-month terms for a total agreement lifetime term of five

(5) years.

8. Service provider shall furnish a separate letter attachment which completely explains the conditions of Warranty/Guaranty provided for all repair work. Service provider shall provide to the County copies of the standard manufacturer’s warranties for all new equipment and parts furnished by the provider. This warranty information shall be included with the service report whenever applicable.

B. Supplies, Parts and Materials

The parts and materials supplied against this Specification shall comply with the motor manufacturer’s standard requirements applicable and in effect at the time of repairs. Only parts meeting or exceeding OEM original components shall be used. All motor repairs and testing values shall be in accordance with the manufacturer’s standards and industry consensus standards as applicable.

1. Bearings shall be SKF or approved equal.

2. All wire used for rewinding shall be inverter duty rated copper.

3. All parts and materials used to repair motors shall be new and of the quality conforming to current engineering and manufacturing practices. All parts and materials shall be free of defects and suitable for the intended use.

C. Labor

The successful provider shall guarantee at least two (2) of the employees assigned to perform work under this contract are certified technicians in the field of electric motor testing and repair with a minimum of five (5) years’ experience each. The provider shall include certification(s) for the named employees as an attachment to the bid submittal. If either of the named, certified employees leaves the employment of the provider, the provider shall furnish, to the County, the name and certification credentials of another employee meeting the minimum requirements. Provider shall list the regular business hours of operation as well as all specific trade holidays honored by the firm. All time other than the listed regular business hours and holidays shall be considered overtime hours.

D. Facilities

Provider should provide a list of addresses for all motor repair facility locations as well as a list of all parts locations to be included as an attachment to their bid. The location of where repairs will be performed, other than in-house repairs, may be considered when evaluating bids for award purposes.

BL105-24 PAGE 5

E. Repair Services Motor repair services will fall under one or more of the following categories:

1. General Motor Repairs

2. Clean and Recondition

3. Motor Rewind

4. Vibration Analysis

5. Laser Alignment

6. Motor Removal and/or Replacement

7. Spare Motor Purchase

F. Motor Testing

1. The Provider shall test all repaired motors and record all test data. If any test is failed the provider shall investigate and correct deficiencies, re-test and record data.

2. Provider shall provide static and dynamic testing as follows:

a. Static Testing – As requested by the Owner

· Winding resistance

· Insulation resistance (MegOhm)

· Polarization Index (PI)

· DC High Potential (HiPot)

· Surge Testing

b. Dynamic Testing – As requested by the Owner

· Voltage level Voltage unbalance

· Voltage distortion

· Service factor

· Over current test

· Efficiency test

· Rotor Bar

· Operating point

· Torque ripple

G. Test Equipment Provider shall include test equipment manufacturer, model number, serial number and dated calibration certificate for all tests performed on each motor returned to the County for use. No test equipment with a calibration date older than 1 year shall be used for testing purposes.

III. APPLICABLE DOCUMENTS, STANDARDS AND SPECIFICATIONS

The materials supplied against this specification shall comply with the manufacturer’s standard requirements, where applicable and in effect at time of such repair. Motor testing shall comply with applicable Standards (latest revised edition), incorporated herein by reference, including but not limited to:

• IEEE Standard 112-2004 - IEEE Standard Test Procedure for Polyphase Induction Motors and Generators

• IEEE Standard 1068-2009 – IEEE Standard for the Repair and Rewinding of Electric Motors in the Petroleum, Chemical and Process Industries

• IEEE Standard 43-2000, Recommended Practice for Testing Insulation Resistance of Rotating Machines

• IEEE Standard 434-2006 - IEEE Guide for Functional Evaluation of Insulation Systems for AC Electric Machines Rated 2300V and Above

• ANSI/NETA MTS 2011

• ANSI E1934 − 99a (Reapproved 2014) Standard Guide for Examining Electrical and Mechanical Equipment with Infrared Thermography

BL105-24 PAGE 6

IV. STATEMENT OF COMPLIANCE

PLEASE STATE “COMPLIANCE” OR “EXCEPTION” IN THE SPACE PROVIDED BELOW. IF YOU ARE TAKING

EXCEPTIONS TO ANY OF THE SPECIFIC REQUIREMENTS, THESE EXCEPTIONS SHOULD BE STATED IN

DETAIL.

A. The successful service provider shall guarantee in writing that at least two (2) of his employees assigned to perform work under this contract are “certified technicians” with at least five (5) years of experience with electric motor repair work. If either of the individuals indicated in the space below leave the employment of the firm, the service provider shall provide the County with the name and certification criteria of another employee who meets the minimum requirements.

1. Name: Years:

2. Name: Years:

B. Gwinnett County owns motors up to 3,000 HP; indicate the location of where repairs to 301 HP to 3,000

HP motors will be repaired.

C. Service provider certifies he/she has shop, parts and labor capabilities for repairing electric motors and Associated Mechanical Equipment on a 24-hour basis, 7 days a week, 52 weeks per year. Please state your response time. Response time is defined as the amount of time between receiving the request for service and arrival at the Gwinnett County facility.

D. Many of the repairs covered under this service will need to be handled on an emergency basis. Please give brief description of your firm’s ability to complete Gwinnett County's work on a priority basis.

E. NORMAL REPAIR: Electric motor and/or associated equipment is picked up by vendor from a Gwinnett

County location and delivered to vendors repair facility. Priority placed on repair by Gwinnett County is within vendor’s normal flow of business. Repairs are to be completed at the regular hourly rate. Please state the number of calendar days required for a normal repair of an electric motor.

F. OVERTIME REPAIR: Electric motor and/or associated equipment is picked up from a Gwinnett County location and delivered to vendors repair facility. Priority placed on repair by Gwinnett County is critical and repairs are expected to continue around the clock until complete. Please state if you can meet this requirement:

COMPANY NAME ________________________________________________________________________________

BL105-24 PAGE 7

G. Please state below or furnish a separate letter attachment, which fully explains the conditions of Warranty and/or Guaranty provided by your firm. Service providers shall provide the County Representative copies of the standard manufacturer’s warranties for any new equipment and parts purchased and installed by the service provider. The service provider shall provide this warranty information with its service report whenever applicable.

H. Please list shop locations and location of parts. (Service providers may attach an extra page if necessary).

I. All time, other than the regular hours listed below, will be considered overtime hours with the exception of the specific trade holidays honored by your firm.

State your REGULAR working hours:

List trade holiday(s):

COMPANY NAME ________________________________________________________________________________

BL105-24 PAGE 8

FAILURE TO RETURN THIS PAG AS PART OF YOUR BID MAY RESULT IN REJECTION OF BID.

BID SCHEDULE

ITEM

DESCRIPTION

APPROX.

QTY

HOURLY RATE TOTAL PRICE

Item #’s 1 – 9, hourly rates for repairs

1 State hourly rate for regular hours 100 HRS $ $

2 State hourly rate for overtime hours 10 HRS $ $

3 State hourly rate for repairs during trade holidays 10 HRS $ $

State hourly rate for regular hours (field labor) (Note: Field Labor may be needed to assist with installation & start-up, or removal and disconnect)

50 HRS $ $

5 State hourly rate for overtime hours (field labor) 10 HRS $ $

6 State hourly rate for repairs during trade holidays (field labor)

10 HRS $ $

7 State hourly rate for field vibration analysis (ie, motors, blowers, centrifuges and associated equipment)

20 HRS $ $

8 State hourly rate for field testing 20 HRS $ $

9 State hourly rate for office/shop technical lead 30 HRS $ $

ITEM

DESCRIPTION

APPROX.

QTY

PERCENT

MARK-UP

TOTAL PRICE

State percentage of increase above contractor’s cost for repair parts (not to exceed 10%) Calculate Total Price by adding $150,000.00 + mark -up

$150,000 % $

State percentage of increase above contractor’s cost for replacement motors (not to exceed 10%) Calculate Total Price by adding $150,000.00 + mark -up

$150,000 % $

13 State pickup and delivery service cost from/to Gwinnett County Sites

OVERALL TOTAL (ITEMS 1-13) $

NOTE: FREIGHT SHALL BE INCLUDED IN THE COST FOR REPAIR PARTS, REPLACEMENT MOTORS, ETC.

UNLESS AN EMERGENCY SITUATION IS APPROVED BY THE DEPARTMENT REPRESENTATIVE AND REQUIRES

VENDOR TO HAVE PARTS SHIPPED OVER-NIGHT OR EXPRESS DELIVERED.

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 January 01, 2025 or upon award.

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

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

COMPANY NAME ______________________________________________________________________

BL105-24 PAGE 9

FAILURE TO RETURN THIS PAG AS PART OF YOUR BID MAY RESULT IN REJECTION OF BID.

BID SCHEDULE CONTINUED

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.

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

Addendum No. Date Addendum Date

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 Vendors" and all documents referred to therein, 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 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 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

Gwinnett County Vendor Number: _____________

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/

BL105-24 PAGE 10

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

REFERENCES

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

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

1. Company Name

Brief Description of Project

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Company Name

Contract Amount $ Start Date

3. Company Name

Contract Amount $ Start Date

Company Name

BL105-24 PAGE 11

Solicitation Name & No. BL105-24, Provision of Repair and Replacement of Electric Motors 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: ______________________

BL105-24 PAGE 12

Bid # & Description BL105-24, Provision of Repair and Replacement of Electric Motors 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

BL105-24 PAGE 13

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 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.

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

BL105-24 PAGE 14

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.

BL105-24 PAGE 15

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

LISTING.

BL105-24

Buyer Initials: BB

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

ONE OR MORE OF THE REASONS LISTED BELOW AND EXPLAIN.

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

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

Specifications are unclear.

Unable to meet specifications

Unable to meet bond requirements

Unable to meet insurance requirements

Our schedule would not permit us to perform.

Insufficient time to respond.

Other

COMPANY NAME

AUTHORIZED REPRESENTATIVE

SIGNATURE

BL105-24 PAGE 16

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.

BL105-24 PAGE 17

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 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

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submittal or visiting the Gwinnett County website.

IV. SUBMISSION OF FORMAL OFFERS/SUBMITTALS

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

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

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

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

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

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

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

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

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

H. Gwinnett County is exempt from federal excise tax and Georgia sales tax regarding goods and services purchased directly by Gwinnett County. Vendors are responsible for federal excise tax and sales tax, including taxes for materials incorporated in county construction projects.

Vendors should contact the State of Georgia Sales Tax Division for additional information.

Agreements were there is a cost-plus mark-up, mark-up will not be paid on taxes.

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

V. WITHDRAWAL DUE TO ERRORS

Vendors must give Gwinnett County Purchasing Division written notice within two (2) business days of completion of the opening stating that they wish to withdraw their submittal without penalty for an obvious clerical or calculation error. Submittal may be withdrawn from consideration if the price was substantially lower than the other submittals due solely to a mistake therein, provided pricing was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake and was due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the submittal. The unintentional arithmetic error or omission can be clearly proven through inspection of the original work papers, documents, and materials used in preparing the submittal sought to be withdrawn. The vendor’s original work papers shall be the sole acceptable evidence of error and mistake if a vendor elects to withdraw their submittal. If a quote or bid submittal is withdrawn under the authority of this provision, the lowest remaining responsive offer shall

BL105-24 PAGE 19

be deemed to be low bid.

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

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

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

VI. TESTING AND INSPECTION

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

VII. F.O.B. POINT

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

VIII. PATENT INDEMNITY

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

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

THIS DOCUMENT)

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

X. DISCOUNTS

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

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

BL105-24 PAGE 20

XI. AWARD

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

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

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

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

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

XII. DELIVERY FAILURES

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

XIII. COUNTY FURNISHED PROPERTY

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

XIV. REJECTION OF SUBMITTALS

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

XV. CONTRACT

Each submittal is received with the understanding that the acceptance in writing by the County of the offer to furnish any or all the commodities or services described therein shall constitute a contract between the vendor and the County which shall bind the vendor on his part to furnish and deliver the articles quoted at the prices…