Clerk of Court Scan Project RFB.pdf

POLK COUNTY GOVERNMENT

P. O. BOX 268

CEDARTOWN, GA 30125

(770) 749-2100

REQUEST FOR BIDS

Date Issued: December 27, 2024

THE POLK COUNTY BOARD OF COMMISSIONERS IS ACCEPTING SEALED BIDS FROM EXPERIENCED AND QUALIFIED CONTRACTORS FOR COMPLETING A PLAT/INDEX/DD214 BOOKS SCANNING PROJECT FOR THE POLK COUNTY CLERK OF COURT’S OFFICE AS SPECIFIED HEREIN. A CONTRACT WILL BE AWARDED TO THE CONTRACTOR WHOSE BID BEST SATISFIES THE REQUIREMENTS FOR THIS REQUEST AND BEST SERVES THE INTEREST OF POLK COUNTY. SEALED BIDS WILL BE ACCEPTED UNTIL 4:00PM LEGALLY PREVAILING TIME ON TUESDAY, JANUARY 21, 2025, IN THE COMMISSIONERS OFFICE LOCATED AT 216 MAIN STREET IN

CEDARTOWN, GA 30125.

Copies of proposal documents may be obtained from the Polk County Administration Office located at 216 Main Street, Cedartown, Georgia 30125. Requests for documents should be filed promptly with Polk County.

Proposal documents are also available on the Polk County Website: polkga.org.

No bid may be withdrawn for a period of 90 days after the proposal deadline for submission.

Polk County Government reserves the right to a) reject any or all proposals or to make no award, b) require modifications to initial proposals, or c) to make partial or multiple awards. The County further reserves the right to excuse technical defects in a proposal and/or informalities when, in its sole discretion, such excuse is in the best interest of the County.

PROPOSAL PACKAGE MUST BE RETURNED IN SEALED ENVELOPE

AND CLEARLY MARKED

CLERK OF COURT SCANNING PROJECT

JANUARY 21, 2025 AT 4:00PM

Request for Bid – Clerk of Court Scanning Project

POLK COUNTY GEORGIA

PROPOSAL TERMS AND CONDITIONS

REQUEST FOR BIDS (RFB)

GENERAL CONDITIONS AND CLAUSES

1 CHANGES: No change will be made to this RFB except by written modification by the County. Requests for interpretation or changes must be in writing, directed to the Polk County Clerk of Court, Stacie Baines, and received at least (5) Five Calendar Days prior to the time set for opening of the bids. Phone (770) 749-2114 – stacie.baines@gsccca.org

2 LIABILITY: The County is not liable for any cost incurred in the preparation of the proposal. Nor is the County responsible for costs or damages incurred by Respondents, member(s), partners, subcontractors or other interested parties in connection with the RFB process, including but not limited to costs associated with participating in any conferences, site visits, product/system demonstrations, oral presentations or negotiations. The County shall not be bound by any information provided unless reduced to writing and distributed as a written addendum.

3 BID ACCEPTANCE TIME: Proposals requiring acceptance by the County in less than 90 calendar days could be rejected.

4 BID IDENTIFICATION: All Proposals submitted as a result of this RFB must be returned in a sealed envelope with the following information in the lower left-hand corner of the envelope:

CLERK OF COURT SCANNING PROJECT

JANUARY 21, 2025 AT 4:00PM

5 BID SUBMISSION FORMAT: Bids should be bound or stapled whereby county staff can easily make additional copies. Pages should be 8 ½” X 11” in size with larger sheets folded to fit within bindings. The proposal should be ordered in the following format:

Request for Bids Vendor’s Proposal All Forms in Attachment “A” Proof of Liability Insurance as Required Herein

6 WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only, if the request is received prior to the deadline for submittals. Negligence on the part of a Contractor during the preparation of a proposal establishes no right of withdrawal or modification of a proposal after a proposal has been accepted. No proposal may be withdrawn for a period of 90 days after the deadline for proposal submittals.

7 CLARIFICATION OF BIDS: The County reserves the right to seek clarification of any point in a respondent’s proposal, or to obtain additional information.

8 DISQUALIFICATION: Bids may be disqualified for: a) receipt of the bid by the County past the stated deadline; b) any irregularities; c) unbalanced unit price or extensions; d) unbalanced value of any items; e) failure to comply with any requirement of this RFB. If in the opinion of the Polk County Board of Commissioners, the Contractor is not in a position to fulfill the contract, the proposal may be disqualified.

The County reserves the right to waive any minor informality or irregularities.

9 AWARD OF CONTRACT: An award will be made based upon the proposal that best conforms to this RFB and best serves the interest of the County. The County reserves the right to a) reject any or all proposals or to make no award, b) require modifications to initial proposals, or c) to make partial or multiple awards. The County further reserves the right to excuse technical defects in a proposal and/or informalities when, in its sole discretion, such excuse is in the best interest of the County. A binding contract must be signed by both parties prior to providing services.

A Contractor, by accepting a contract, attests that it is in compliance with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

10 EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this RFB shall bind a Contractor to all Terms, Conditions, and Specifications set forth in this RFB. Contractors whose bids do not conform should so note on either a separate page or in the Proposal. While the County reserves the right to make an award based upon a nonconforming proposal, when in the best interest of the County, such awards will not be readily made, and Contractors are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this RFP and so stated.

11 BID RESULTS: Interested parties may request, in writing, a summary of the proposals by sending a self addressed, stamped envelope with their request to the Polk County Board of Commissioners, P.O. Box 268, Cedartown, Georgia 30125, or by emailing the Administration Office, attention County Clerk.

12 EXECUTION OF CONTRACT: Subsequent to an award, the successful Contractor will be presented with a contract in the form attached hereto as Attachment B. Contract, when provided, is to be executed within Ten

(10) calendar days of NOTICE OF AWARD. If the contract document is mailed, the date of presentation shall be deemed to be the postmark date. The successful Contractor’s proposal and this RFB shall be incorporated into the contract, except to the extent that this RFB conflicts with the contract, in which case the provisions of the contract shall take precedent.

13 INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such services as this and not actually stated in this RFB will be the responsibility of the contractor to provide at no additional cost to the County unless so stated on the Contractor’s proposal as additional cost items and accepted by the County at the time of the award and/or contract.

14 REGULATORY AGENCIES: Contractor will be responsible for obtaining all required permits or license required by regulatory agencies of the City, County, State, or Federal Governments. Further, the contractor will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said Governments or any independent agency recognized by said Governments as publisher of any such regulation(s) or guideline(s).

15 INDEPENDENT CONTRACTORS: By submitting a proposal in response to this RFB, the Contractor represents to

POLK COUNTY that it is fully licensed, experienced and properly qualified to perform the services requested herein and that it is properly equipped, organized, and financed to perform such services. The Contractor shall finance its own operations hereunder, shall operate as an independent contractor and not as an agent of Polk County and nothing contained in this RFB or a contract resulting from same shall be construed to constitute the Contractor or any of its employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

16 ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the Contractor will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or its right, title, or interest in or to the same, or any part thereof, without written consent of the County.

17 INDEMNITY: Contractor agrees, if entering into a contract as a result of this RFB, to defend, indemnify, and hold harmless Polk County from any and all courses of action or claims of damages arising out of or related to Contractor’s performance or actions or those of its employees or agents, under said contract.

18 ANTI-DISCRIMINATION CLAUSE: Polk County does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided.

GENERAL INFORMATION

Introduction

Polk County is requesting bids from reputable and qualified contractors for completing a plat/index/DD214 books scanning project for the Clerk of Court’s Office. It is the responsibility of all contractors to have a thorough understanding of the project prior to submitting a bid. The Clerk of Court, Stacie Baines, may be contacted at stacie.baines@gsccca.org if one has more in-depth questions pertaining to specific numbers/sizes of books.

Required Specifications

CONTRACTORS MUST PROVIDE ALL LABOR, EQUIPMENT AND MATERIALS REQUIRED TO:

1. Scan all available original documents (plat/index/DD214 books) on-site.

See Appendix A for specific details.

2. The color scanning must be at a minimum of 300 dpi

3. Reverse black images with white text to white images with black text

4. Format images/indexes that can be imported into a records management system.

5. Provide a form of on-site back up to the County to ensure records are not lost.

6. There shall be no change orders for this project.

mailto:stacie.baines@gsccca.org

Appendix A

BID FORM

TO: Polk County Government 216 Main Street Cedartown, GA 30125

Bid Package: Clerk of Court Scanning Project

Quantity Description Unit Price Total

Other Costs:

Total Cost: __________________

Expected Completion Date: ___________________

All bids submitted shall be subject to acceptance or rejection and Polk County specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bidding.

The undersigned understands that any conditions stated above, clarifications made to the above or information other than that requested should be under separate cover and to be considered only at the discretion of the Public Works Department.

Name of Individual, Partner Company or Corporation Title Address

Authorized Signature City, State, Zip Code

Company phone number

References

Project & Year: Project & Year:

Contact Name: Contact Name:

Contact Number: Contact Number:

The County reserves the right to a) reject any or all proposals, or to make no award, b) require modifications to initial proposals or c) to make partial or multiple awards. The County further reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse is in the best interest of the County.

PROPOSAL SCHEDULE

ACTIVITY DATE ACTION

Request for Proposals Issued 12/27/2024 Begin Advertisement Proposal Submission Deadline 1/21/2025 Submit Bids to Polk County Estimated Award Date 2/4/2025 Board of Commissioners

ATTACHMENT A

POLK COUNTY, GEORGIA

NON-COLLUSION AFFIDAVIT

The following affidavit shall accompany the proposal:

STATE OF: __________________________________

COUNTY OF: ___________________________________

Owner, Partner or Officer of Contractor: __________________________________________

Company Name, Address, County and State:

The undersigned, being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the Contractor to submit the attached proposal and that neither he/she nor the Contractor has directly or indirectly violated any of the provisions of Section 36-91- 21(d) of the Official Code of Georgia Annotated. In making such representation, affiant further states for himself/herself and on behalf of Contractor, that he/she is not a party to any collusion among Contractors in restraint of competition or by agreement to submit a proposal at a fixed price or to refrain from submitting a proposal; or with any office of Polk County or any of its employees as to quantity, quality or price in the prospective contract; or any discussion between Contractors and any official of Polk County or any of its employees concerning exchange of money or other things of value for special consideration in submitting a Proposal for:

Clerk of Court Scanning Project

CONTRACTOR NAME ________________________________________

SIGNATURE _____________________________________________

TITLE __________________________________________________

Subscribed as sworn to before me this day of 20 __ .

NOTARY PUBLIC ________________________________________

CONTRACTOR’S DECLARATION

The Contractor understands, agrees and warrants:

That the Contractor has carefully read and fully understands the full scope of the specifications.

That the Contractor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to TUESDAY, JANUARY 21, 2025, but may not be withdrawn after such date and time.

That Polk County reserves the right to reject any or all proposals and to accept that proposal which will, in its opinion, best serve the public interest. Polk County reserves the right to waive any technicalities and formalities in the proposal process.

That by submission of this proposal the Contractor acknowledges that Polk County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the Contractor.

That the accompanying proposal is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

Contractor’s Name: _________________________________________

Phone: _________________________________________________

Name Print: _____________________________________________

Signature: ______________________________________________

Date: __________________________________________________

Email __________________________________________________

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the Contractor certifies that the provisions of O.C.G.A. Section 50- 24-1 through 50-24-6 related to the “Drug-Free Workplace Act” will be complied with in full. The Contractor further certifies that:

1. A drug-free workplace will be provided for the Contractor’s employees during the performance of the contract; and

2. Each Contractor who hires a subcontractor to work in a drug-free workplace shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with (Contractor’s name), (subcontractor’s name) certifies to the Contractor that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).”

By signature on this certificate, the Contractor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

Contractor:________________________________________________________

By: ____________________________________________________________

Name Printed: __________________________________________________

Title: _________________________________________________________

Date: __________________________________________________________

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the Contractor agrees as follows:

The Contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The Contractor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the Contractor is in non-compliance with this non-discrimination clause, the contract may be canceled or terminated by Polk County. The Contractor may be declared, by Polk County, ineligible for further contracts with Polk County until satisfactory proof of intent to comply shall be made by the Contractor.

The Contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

CONTRACTOR

SIGNATURE

TITLE

O.C.G.A. § 50-36-1(e)(2) S.A.V.E Affidavit

By executing this affidavit under oath, as a contractor for contracted services, as referenced in O.C.G.A.

§ 50-36-1, from Polk County Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit:

1) I am a United States Citizen.

2) I am a legal permanent resident of the United States.

3) I am a qualified alien or non-immigrant under the Federal Immigration and

Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency.

My alien number issued by the Department of Homeland Security or other federal immigration agency is: .

The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit.

The secure and verifiable document provided with this affidavit can best be classified as:

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation I any affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowable by such criminal statute.

Executed in (city), (state).

Signature of Applicant

Printed Name of Applicant

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20 .

NOTARY PUBLIC

My Commission Expires:

E-VERIFY COMPLIANCE AFFIDAVIT

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 Polk County, Georgia 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 (Not Required if Less than 10 Employees)

Signature (if less than 10 employees)

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

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

Executed on _________, ____, 20____ in ____________(city) ____________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _____ DAY OF ______________, 20_____

NOTARY PUBLIC

My Commission Expires: