Camden County ITB Bulk Aggregate Materials.pdf

BOARD OF COUNTY

COMMISSIONERS

Bulk Aggregate Materials

For Camden County Public Works

INVITATION TO BID #B24-4200-21

BID DUE:

July 18, 2024, 2:00 P.M. EST

INVITATION TO BID

Bulk Aggregate Materials Camden County Public Works BID Number: B24-4200-21

Due Date: July 18, 2024 2:00 PM EST

THE CAMDEN COUNTY BOARD OF COMMISSIONERS solicits bids for Bulk Aggregate Materials for Camden County Public Works (PW). Bids will be received in the office of the Purchasing Officer, 200 E. 4th Street, Woodbine, Georgia 31569, until 2:00 PM on July 18, 2024 at which time said sealed bids will be publicly opened and contractor’s names will be read aloud. No bid may be withdrawn after the closing time for the receipt of proposals for a period of ninety (90) days.

SOLICITATION SCHEDULE:

Invitation to Bid 06/20/2024 Deadline for questions 07/8/2024 5PM EST Answers to questions 07/10/2024 5PM EST Bid Due Date 07/18/2024 (No later than 2 p.m. EST) Public Bid Opening 07/18/2024 (2 p.m. EST) Board of Commissioners Approval 08/06/2024 Letter of Intent to Award 08/07/2024

QUESTIONS: regarding this project may be directed in writing to the Purchasing Officer, Kelsey Kelley, at bids@camdencountyga.gov. All questions shall be received by July 8, 2024 and answered by July 10,2024.

SUBMISSION: One (1) original and two (2) copies of required bid documents must be submitted in a sealed envelope marked “BULK AGGREGATE MATERIALS FOR CAMDEN COUNTY PUBLIC WORKS – Bid #B24-4200-21, mailed or dropped off at the address below.

U.S. Postal Service: FEDEX/UPS:

Camden County Board of Commissioners Attn: Purchasing Office P.O. Box 99 Woodbine, GA 31569

Attn: Purchasing Office 200 E. 4th St.

Woodbine, GA 31569

The bid opening will be conducted in person on July 18, 2024 at 2:00 PM, in the historic court room, located at 200 East 4th Street, Woodbine, GA 31569. Bid prices will NOT be read aloud.

Bids will be accepted at the above address until the time and date specified above, and immediately after will be publicly opened and contractor names only will be read aloud.

Bids received after the required time or in any other location other than the Purchasing Office will not be accepted. Camden County will not be held liable for misdirected deliveries nor deliveries that are late due to shipping carrier. Faxed or emailed submissions will not be accepted.

All bids submitted in response to this request shall become the property of Camden County.

Bids may be withdrawn by written request only if the request is received prior to the time and date set for the opening bids. Negligence on the part of the bidder in preparing the bid confers no right of withdrawal or modification of the bid after it has been opened. No bid may be withdrawn for a period of Ninety (90) days after the time and date of opening of proposals.

INTRODUCTION / SCOPE

The Camden County Board of Commissioners is releasing this Request for Proposal (RFP) to obtain pricing for the procurement of Bulk Aggregate Materials used for the repair and maintenance of County roads and rights-of-ways.

Proposals will be based on price per ton and will include delivery to the Camden County Public Works Department located at:

1144 Godley Ave.

Pricing will remain firm for 12 months from bid opening date.

Proposals will only include bulk aggregate materials that meet all Georgia Department of Transportation specifications.

Aggregate Type

Manufactured Sand

Crushed Stone #3

Crushed Stone #4

Crushed Stone #5 unwashed

Crushed Stone #57 unwashed

Crushed Stone #7

Crushed Stone #89

Crushed Stone #89 unwashed

GAB

C.S.B Crush & Run 1.5”

Surge Stone

Rip Rap Type 1

Rip Rap Type 3

Note: Proposal may include pricing for any and all specified materials above.

CONTRACT TERMS AND CONDITIONS

The Contract with the successful bidder will contain the following contract terms and conditions:

1. Procedures

The extent and character of the services to be performed by the Contractor shall be subject to the general control and approval of the County’s authorized representative(s). Any change to the contract must be submitted in writing and approved by the Purchasing Officer.

2. Contract Quantities

If applicable, the quantities specified in this contract are estimated only. They do not indicate the actual quantity which may be ordered, since such volume will depend upon requirements which develop during the contract period. Quantities shown shall not be construed to represent any amount which the County shall be obligated to purchase under the contract, or relieve the Contractor of his obligation to fill all orders placed by the County. NO BID WILL BE CONSIDERED WHICH STIPULATES THAT CAMDEN COUNTY SHALL

GUARANTEE TO ORDER A SPECIFIC QUANTITY.

3. License Requirement

All firms doing business in Camden County are required to hold a current valid business license within the municipality where the home office is located.

4. Proposer must be familiar with the geographical proximity of the area for delivery purposes and be able to provide prompt customer service to participating agencies. Contact information for a company customer service representative must be included.

5. Due to the importance of product quality and manufacturer support and certification, Proposals must be able to show they are a licensed distributor for products as appropriate.

6. No separate charges for freight and delivery.

7. Further, if the Proposer is unable to meet the delivery requirement and supply the requested product within the designated time due to factory delay, strike, or any unforeseen circumstances, the Proposer must notify the ordering Agency representative of the delay and the anticipated delivery date. Failure to comply with this requirement will result in a poor performance rating which will be considered in subsequent awards or renewals, and could result in the termination of the contract.

8. Freight terms for all orders requested "delivered" shall be FOB destination Freight Prepaid. All delivery charges, fees, insurance, expenses, and/or overhead shall be included in the price. No taxes shall be included in the price.

9. Delivery shall be during normal business hours Monday through Friday, excluding holidays. The Proposer shall be responsible for ensuring that deliveries are made during regular business hours for each participating Agency.

10. A packing slip shall accompany all deliveries. The packing slip must include the Agency’s purchase order number.

Any delivery that does not identify the appropriate Agency’s purchase order number will be rejected. On the packing slip, the Proposer shall obtain a signature from the Agency employee for all items delivered. The Proposer will be required to furnish proof of delivery in case of dispute.

11. INVOICE PROCEDURE FOR SUCCESSFUL CONTRACTORS: To facilitate prompt payment, invoices must contain the commodity and/or service descriptions as per the Proposal, quantity, and unit pricing. Invoices failing to contain the required line item detail, including contract line number and unit pricing may be returned for correction. Please submit a sample invoice with the response to this RFP.

12. Approved bid pricing per ton shall be valid for a period of 12 months from bid opening date.

13. INTERGOVERNMENTAL COOPERATIVE PROCUREMENT: The Contractor having submitted a bid agrees to extend identical prices and Goods under the same terms and conditions to all public agencies within Camden County.

14. Insurance

The Contractor shall procure, maintain, and provide proof of, insurance coverage for injuries to persons and/or property damage as may arise from or in conjunction with, the work performed on behalf of the County by the Contractor, his agents, representatives, employees or subcontractors. Proof of coverage as contained herein shall be submitted prior to the commencement of work and such coverage shall be maintained by the Contractor for the duration of the contract period. The Contractor shall not perform any work unless he has obtained, and continues to maintain for the duration of such work, such worker's compensation coverage as may be required pursuant to the provisions of Title 34 Chapter 9 of the Official Code of Georgia.

A. Liability.

The Contractor shall maintain such insurance as will protect him from claims under workmen's compensation acts and from any other claims for damages to property, and for personal injury, including death, which may arise from operations under this contract, whether such operations be by himself or by any sub-contractor or anyone directly or indirectly employed by either of them. Such certificates shall be in form and substance reasonably acceptable to the Owner, shall indicate that, except in respect to workers compensation insurance coverage and professional errors and omissions, Owner is an additional insured with respect to such coverage, and shall indicate that such coverage is primary and not contributory with any similar insurance purchased by the Owner. The certificates shall contain a provision that the insurer will endeavor, if allowed by the policy, to provide Owner with thirty (30) calendar days’ notice of nonrenewal, cancellation, or termination of the coverage. If the successful bidder receives a nonrenewal. cancellation, or termination notice from an insurance carrier affording coverage required herein, the successful bidder agrees to notify Owner by fax within two (2) business days with a copy of the nonrenewal, cancellation, or termination notice, or written specifications as to which coverage is no longer in compliance. Failure to comply with any of the provisions relating to insurance coverage herein shall be deemed a material breach if not cured.

B. Indemnity.

To the fullest extent permitted by laws, statutes, rules and regulations, the Contractor shall indemnify and hold harmless the County, Engineer, Engineer’s Consultants and the Officers, Directors, Employees, Agents, and other Consultants of each and any of them from and against claims, costs, damages, losses, and expenses, including but not limited to all fees and charges of engineers, architects, attorneys and other professionals and all court costs, arising out of or resulting from performance of the work, but only to the extent caused in whole or in part by negligent, reckless, willful and wanton, or wrongful acts or omissions of the Contractor, its Officers, Directors, Employees, Agents, and anyone directly, or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost, damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party shall indemnify any other party or person for their own sole negligence.

Such obligation shall not be construed to negate, abridge or reduce other rights or obligations of indemnity which would otherwise exist as to a party or person described in this Paragraph.

C. Comprehensive General Liability The successful Bidder shall exercise proper precaution at all times for the protection of persons and property. He shall carry approved insurance from insurance companies authorized to do business in Georgia and having an A.M. Best’s rating of A-5 or better with the following minimums:

*The limits of insurance are as follows:

a) General liability insurance of at least One Million (1,000,000) Dollars (Combined Single Limit per occurrence) and Two Million (2,000,000) Dollars aggregate;

b) Automobile insurance of at least Five Hundred Thousand (500,000) Dollars (Combined Single Limit per accident for bodily injury or property damage); and

c) Workers’ Compensation Insurance as will protect potential bidder or offeror from Workers’ Compensation Acts

15. Exemption from Taxes

The Contractor shall not charge the County directly for any sales or excise tax. The County is exempt from State Sales Tax. Tax Exemption Certificates indicating the County’s tax exempt status will be furnished by the County on request. The Contractor shall be responsible for any payment of any sales, use, or excise tax. This exemption does not include materials purchased and used by a contractor for a construction project.

16. Method of Payment Contractors shall provide their federal employer identification number on a standard W-9 form within 15 days after award in order not to delay payment. Contractor shall submit request for payment directly to Camden County Account Payable for payment issuance.

Invoices shall be submitted to:

Attn: Tammy Dukes P O Box 99

Upon inspection and acceptance of the work, the County will render payment, less any retainage if applicable, within thirty (30) days.

17. Termination

Subject to the provisions below, the Contract may be terminated by the County upon ten (10) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then the Contract may be extended upon written approval of the County until said work or services are completed and accepted.

D. Termination for Convenience

The County may terminate this Contract for convenience at any time in which case the parties shall negotiate reasonable termination costs.

E. Termination for Cause

In the event of Termination for Cause, the ten (10) days advance notice is waived and the Contractor shall not be entitled to termination costs.

18. Severability In the event that any provision of this contract shall be adjudged or decreed to be invalid, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.

19. Applicable Laws

This contract shall be governed in all respects by the laws of the State of Georgia

INSTRUCTIONS TO BIDDERS

1. Firm Pricing for County Acceptance Bid price must be firm for County acceptance for 12 months from bid opening date.

2. Schedule of Required Documents

The following documents must accompany the contractor’s bids:

Bid Form Referenes Contractor Affidavit and Agreement Subcontractor Affidavit and Agreement List of Subcontractors Statement of Bidder’s Qualifications Contractor’s License Contractor’s General Liability, vehicle and worker’s compensation insurance (Certificate of Insurance)

3. Authority to Bind Firm in Contract

Bids MUST give full firm name and address of bidder. Failure to manually sign bid may disqualify it. Person signing bid should show TITLE or AUTHORITY TO BIND HIS FIRM IN A CONTRACT. Firm name and authorized signature must appear on bid in the space provided.

4. References

All bidders shall include, with their bids, a list of at least three (3) current references for whom comparable work has been performed. This list shall include company name, person to contact, telephone number, email address, address where work completed and days to complete. Failure to include references may be ample cause for rejection of bid as non-responsive.

5. Basis for Award

The contract will be awarded to the responsible, responsive bidder(s) whose submission, conforming to the solicitation, will be most advantageous to Camden County – price and other factors considered. Unless otherwise specified in this RFP, Camden County reserves the right to accept a bid in whole or in part, and to award by item or by group, whichever is deemed to be in the best interest of Camden County when applicable. Any bidder who is in default to Camden County at the time of submittal of the bid shall have that bid rejected. Camden County reserves the right to clarify any contractual terms with the concurrence of the Contractor; however, any substantial nonconformity in the offer, as determined by Camden County, shall be deemed non- responsive and the offer rejected. In evaluating bids, Camden County shall consider the qualifications of the bidders, timeframe, cost, references and guarantees of materials and equipment.

6. Negotiation with the Responsible Bidder Unless all bids are canceled or rejected, the County reserves the right to negotiate with the lowest responsive, responsible bidder to obtain a contract price within the funds available whenever such bid exceeds the available funds. Negotiations with the low bidder may include both modifications of the bid price and the specifications/scope of work to be performed.

7. Notice of Award

A notice of award will be issued once the project is awarded by the Camden County Board of Commissioners at an open meeting.

Person to contact regarding this bid:

Title:

Phone: Fax:

Email Address:

Name of person authorized to bind the Firm:

Signature:

Date:

Name of Company:

Address:

REFERENCES

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

References

Bidders shall provide references on this form.

1. Firm Name

Brief Description of Project

Completion Date

Contact Phone

Title E-mail

2. Firm Name

Completion Date

3. Firm Name

Completion Date

CONTRACTOR AFFIDAVIT AND AGREEMENT

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

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the Camden County Board of Commissioners has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (E-verify Number)

Date of Authorization

Name of Contractor

Address of Contractor

City, State and Zip Code

Name of Project

I hereby declare under the penalty of perjury that the foregoing is true and correct.

Executed on , 20 in (City), (State).

Signature of Authorized Officer or Agent (Contractor)

Title of Authorized Officer or Agent (Contractor)

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

DAY OF , 202_

Notary Public

My Commission Expires:

SUBCONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor ) on behalf of Camden 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 of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

EEV / Basic Pilot Program* User Identification Number

BY: Authorized Officer or Agent Signature Date (Subcontractor Name)

Title of Authorized Officer or Agent of Subcontractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

DAY OF , 202_

My Commission Expires:

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID MAY RESULT IN BID BEING DEEMED NON-RESPONSIVE.

CAMDEN COUNTY BOARD OF COMMISSIONER

CAMDEN COUNTY, GEORGIA

LIST OF SUBCONTRACTORS FORM

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

NAME AND ADDRESS TYPE OF WORK

STATEMENT OF BIDDER’S QUALIFICATIONS

(To be subscribed and sworn to before a notary public)

The bidder submits the following statement of bidder’s qualification for consideration by the Owner.

Legal Name of Bidder/Firm:

Street Address:

Telephone Number:

Fax Number:

Email Address:

When Organized:

Where Incorporated:

Number of years engaged in the contracting business under the present firm name:

Plan of Organization: Proprietorship Corporation Partnership

The bidder has never refused to sign a contract at the original bid.

The bidder has never been declared default on a contract.

The bidder has no Federal or Local Tax Liens.

T F

Remarks:

The foregoing statement of qualifications is submitted under oath.

Under oath, I certify that I am a principal or other representative of the firm of and I am authorized by it to execute the foregoing offer on its behalf. I am a principal person of the foregoing with management responsibility for the foregoing subject matter and as such, I am personally knowledgeable of all its pertinent matters. The foregoing statements of facts in the foregoing bid are true.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, labor supplies or equipment and is in all respects, fair and without collusion or fraud. We understand collusive bidding is violation of state and federal law and can result in fines, prison sentences and civil damage awards. We agree to abide by all conditions of this bid.

The full name and addresses of persons and firms interested in the foregoing bid as principals are as follows:

Date:

Legal Name of Firm:

By (Signature):

Printed Name:

Sworn to and subscribed before this day of 202 .

My commission expires:

NON-COLLUSION AFFIDAVIT

COUNTY OF: _____________________________

STATE OF: ________________________________

Before me, the Undersigned Proposer being duly sworn on oath, a Notary Public, for and in the County and State aforesaid, personally appeared ___________________________________and made oath that the Contractor herein, his agents, servants, and/or employees, to the best of his knowledge and belief, have not in any way colluded with anyone for and on behalf of the Contractor, or themselves, to obtain information that would give the Contractor an unfair advantage over others, nor have they colluded with anyone for and on behalf of the Contractor, or themselves, to gain any favoritism in the award of the contract herein. He or she further states that no person or person, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee gift, commission or thing of value on account of such sale.

Oath and Affirmation

I hereby affirm under the penalties for perjury that the facts and information contained in the foregoing proposal for public works are true and correct.

Dated this day______ of ____________________, _______________

Authorized Signature for Design- Builder: _________________________________________

Title: ______________________________________________________________________

Contractor’s name (print):__________________________________________________

SWORN TO BEFORE ME THIS ______DAY OF_____________, 20_____

NOTARY PUBLIC FOR THE STATE OF ______________________

My Commission Expires: ______________________

Notary Public Signature________________________

Printed Name:__________________________________

Phone Number:__________________________________Address:_____________________________

Bulk Aggregate Materials For Camden County Public Works

Bid #B24-4200-21

BID FORM

DATE:

TO: CAMDEN COUNTY BOARD OF COMMISSIONERS

200 E 4TH ST.

WOODBINE, GA 31569

Having carefully examined the Bid Documents entitled Bulk Aggregate Materials for Camden County Public Works Department, and Addendum(s) No. (s)_____ as well as the premises and conditions affecting the work, we propose to furnish all services, labor, equipment, and materials called for them for the entire work, in accordance with aforesaid documents, for

Aggregate Type Price per Ton (including delivery)

Minimum Order

Manufactured Sand $ per ton tons

Crushed Stone #3 $ per ton tons

Crushed Stone #4 $ per ton tons

Crushed Stone #5 unwashed $ per ton tons

Crushed Stone #57 unwashed $ per ton tons

Crushed Stone #7 $ per ton tons

Crushed Stone #89 $ per ton tons

Crushed Stone #89 unwashed $ per ton tons

GAB $ per ton tons

C.S.B Crush & Run 1.5” $ per ton tons

Surge Stone $ per ton tons

Rip Rap Type 1 $ per ton tons

Rip Rap Type 3 $ per ton tons

We agree that this bid may not be revoked or withdrawn for a period of Ninety (90) days following such time. In the case we are notified in writing, by mail, or email of acceptance of this bid within Ninety (90) days after the time set for the opening of bids.

Legal Name of Firm:

By (Signature):

Printed Name:

BID BOND

KNOW ALL MEN BY THESE PRESENTS: that (Name of Contractor) (Address of Contractor) A____________________________________________________________________________ (Corporation, Partnership or Individual) hereinafter called Principal, and

(Name of Surety)

(Address of Surety) a Corporation of the State of _____________________ , and a surety authorized by law to do business in the State of Georgia, hereinafter called Surety, are held and firmly bound unto

Camden County Board of Commissioners (Name of Owner)

200 East 4th Street/ P. O. Box 99, Woodbine, Georgia 31569 (Address of Owner)

Thereinafter referred to as Owner: in the penal sum of five percent (5%) of the amount of the bid referred to in paragraph 2 below, but not to exceed ______________________________________________ Dollars ($___________________) in lawful money of the United States, for the payment of which sum will and truly to be made, we bind ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these presents.

WHEREAS, the Principal is about to submit, or has submitted, to Camden County Board of Commissioners, Camden County, Georgia, a bid for furnishing materials, labor, and equipment for: Bulk Aggregate Materials for Camden County Public Works.

WHEREAS, the Principal desires to file this Bond in accordance with law in lieu of a certified Bidder's check otherwise required to accompany this bid.

NOW, THEREFORE, the conditions of this obligation are such that if the bid be accepted, the Principal shall within ten days after receipt of notification of the acceptance, execute a Contract in accordance with the Bid and upon the terms, conditions, and prices set forth in the form and manner required by Camden County Board of Commissioners and execute a sufficient and satisfactory Performance Bond and Payment Bond payable to Camden County Board of Commissioners, each in the amount of 100% of the total Contract Price, in form and with security satisfactory to said Camden County, Georgia, and otherwise, to be and remain in full force and virtue in law, and the Surety shall, upon failure of the Principal to comply with any or all of the foregoing requirements within the time specified above, immediately pay to Camden County Board of Commissioners, upon demand, the amount hereof in good and lawful money of the United States of America, not as a penalty, but as liquidated damages.

PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as Amended, including, but not limited to, O.C.G.A. 36-91-1 et seq., and is intended to be and shall be constructed as a bond in compliance with the requirements thereof.

Signed, sealed and dated this ___________ day of _________ , 20___ .

ATTEST:

(Principal) (Principal Secretary) By:

(SEAL)

(Address)

(Witness as to Principal) (Address)

(Surety)

ATTEST: By: __________________________________ (Attorney-in-Fact) Resident Agent (Address)

(SEAL)

(Witness as to Surety)

(Address) NOTE: If Contractor is Partnership, all partners should execute Bond. Surety Companies executing Bonds must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the State where the Project is located.