Drawing Log_Dade County Financial Policy_Gene.pdf

Current Drawings

Drawing No. Drawing Title Revision Drawing Date Received Date Set

Architectural

1.0 LIFE SAFETY PLAN 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

4.0 DEMOLITION PLAN 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

4.1 FLOOR PLANS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

4.2 FLOOR PLANS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

5.1 SCHEDULES 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

5.2 INTERIOR ELEVATIONS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

5.3 INTERIOR ELEVATIONS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

5.4 INTERIOR ELEVATIONS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

5.5 INTERIOR ELEVATIONS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

5.6 INTERIOR ELEVATIONS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

6.1 REFLECTED CEILING PLANS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

O 0 COVER SHEET 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

Electrical

10.1 ELECTRICAL FLOOR PLANS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

10.2 LIGHTING PLANS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

10.3 ELECTRICAL SCHEDULES AND NOTES 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

Landscape

L-1.0 LANDSCAPE PLAN 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

L-1.1 LANDSCAPE DETAILS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

L-1.2 LANDSCAPE SPECIFICATIONS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

Mechanical

9.1 HVAC Floor Plans 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

9.2 HVAC Details 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

9.3 HVAC SCHEDULES 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

9.4 HVAC NOTES 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

Plumbing

8.1 PLUMBING FLOOR PLANS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

8.2 PLUMBING RISER DIAGRAMS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

8.3 PLUMBING DETAILS 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

8.4 PLUMBING SCHEDULES AND NOTES 0 01/15/2020 09/08/2021 IFB/IFC (01/15/20)

Printed on Mon Feb 21, 2022 at 06:59 am EST

Dade County Historic Courthouse Renovation 12371 Main Street

Trenton, Georgia 30752 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975188 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975178 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975184 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975183 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975191 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975201 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975192 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975189 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975193 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975179 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975197 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975196 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975187 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975185 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975181 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975180 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975186 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975177 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975194 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975199 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975198 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975176 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975200 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975182 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975195 https://us02.procore.com/562949953706246/project/drawing_areas/562949953639403/drawing_log/562949971975190

Dade County Financial Policy

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ARTICLE 2 - PURCHASE OF MATERIALS AND SERVICES; CONTRACTS FOR

PUBLIC WORKS AND ROAD CONSTRUCTION

§ 1-2-1. Intent

It is the intent of the governing authority of the county to establish regulations and procedures to provide for an efficient and fiscally responsible system for the purchase of materials and services necessary for the effective operations of the county government and to ensure the administration of such system is in accordance with the highest ethical and fiscal standards and applicable laws.

§ 1-2-2. Applicability

The provisions of this article shall apply to all departments, divisions or other units of the county government receiving appropriations from the board of county commissioners and to other agencies, as the board may deem appropriate.

§ 1-2-3. Designation of purchasing agent

The County Executive or his designee shall serve as the purchasing agent of the county.

§ 1-2-4. Powers and duties

The purchasing agent shall have the following authority, responsibility and duties:

(1) To ensure the administration of the purchasing system is in accordance with the highest ethical and fiscal standards and applicable laws. To insure that all due diligence is applied to the purchasing process.

(2) To purchase or contract for all materials, supplies and services required by the using departments and divisions of the county government pursuant to the provisions of this article.

(3) To purchase or procure for the county materials, supplies, equipment and contractual services from the "lowest and best bid" by a responsive and responsible bidder meeting specifications.

(4) To maintain up-to-date files of all vendors known to the county who are reputable and responsible vendors of materials, supplies, and services regularly used by the county, including descriptions of their goods or services, prices, and discounts as may be available

(5) To sell or dispose of all obsolete or unusable personal property in accordance with the ordinance rules, regulations, or resolutions which may be adopted by the county

(6) To coordinate cooperative purchasing practices with other governmental entities.

(7) To establish, and amend when necessary, as authorized by the Board of Commissioners, all rules and regulations as may be necessary for the implementation of this article.

§ 1-2-5. Purchase Orders

Except as otherwise provided herein, all purchases for materials, supplies, and services for the county shall be on an official county purchase order as prescribed by the County Executive. The County Executive has the authority not to honor purchases made outside these procedures. The individual responsible for the purchase may incur these obligations instead. Purchase Orders are specific as to vendor and cannot be reassigned.

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§ 1-2-6. Source Selection

All purchases for materials, supplies, equipment or services estimated to cost over $25,000.00 shall be based on competitive bidding or proposal procedures. These procedures include formal advertising, contracts, specifications, sealed bids, public opening, bid deposits and performance bonds. Equipment purchases from the Georgia Department of Administrative Services surplus or from State Contracts are exempt from this provision. Dade County reserves the right to reject bids, waive technicalities and make awards in the best interest of the county and in compliance with state law.

Any purchases for materials, supplies, equipment or services with an estimated cost between $10,000.01 and $24,999.99 shall be based upon written competitive quotations from at least three reputable vendors if available, without regard for formal advertising. Equipment purchases from the Georgia Department of Administrative Services surplus or from State Contacts are exempt from this provision.

Any purchases for materials, supplies, equipment or services estimated to cost between $1,000.00 and $10,000.00 shall be based upon verbal quotations from at least three reputable vendors if available. Equipment purchases from the Georgia Department of Administrative Services surplus or from State Contracts are exempt from this provision.

All purchases for materials, supplies, equipment or services in excess of $1000.00 must have a purchase requisition approved by the County Executive or Designee in writing.

Any purchase for materials, supplies, equipment or services between $250.01 and $1000.00 must have the approval of the County Executive or his designee.

Any item, materials or service that has a value of $250.00 or less may be purchased from any approved vendor recommended by the using agency or in the absence of such recommendation, from any approved vendor selected by the purchasing agent. Purchases of disposable items such as office supplies shall be made through established contracts negotiated by the Commission office to insure the most advantageous pricing and terms and conditions.

Sole Source Purchases shall be allowed when only one source is able to fill the requirements for the intended use. Sole Source may be used for compatibility with equipment for repair purposes or to continue standardization. The County Executive or Vice-Chair shall approve all initial sole source purchases.

Emergency Purchases shall be allowed when there is a threat to the health, safety or welfare of people or property or when faced with the loss of an essential governmental service. Competitive purchasing shall be resumed as soon as practical. The County Executive or a Designee must authorize the initiation of this procedure.

Professional Services refer to such services as legal, medical, engineering, surveying, architectural and others whose professions are licensed by the state of Georgia. It is the policy of Dade County to award contracts for professional services on the basis of demonstrated competence and qualifications at a fair and reasonable price with the selection based on the best

6 | P a g e interest of the county. The County Executive shall issue a request for qualifications from a minimum of three candidates if available.

Local Preference- Bids awarded to local vendors contribute to the local tax base and will, therefore, be given special consideration when bidding against outside vendors. The County Executive is given the authority to give vendors from within the confines of the county, whose initial bid is within three percent of the low bid submitted by an out-of-county bidder, an opportunity to meet the lower bid price. The local bidder must agree in writing within 48 hours to meet the lowest price. This policy does not apply to any purchases of materials, equipment or services in excess of $50,000.00. On those cases, the Board of Commissioners will make their decision based on the lowest and best bid by a responsive and responsible bidder submitted.

The Purchasing Agent should use State of Georgia Department of Administrative Services (D.O.A.S.) Contracts where feasible and if in the best interest of the County. Statewide contracts through the State Purchasing Division are exempt from the County’s source selection (§ 1-2-6) requirement since they have already completed a State RFP process. The Purchasing Agent is also allowed to use the Georgia Correctional Industries Administration as a vendor.

§ 1-2-7. Multi-Year Contracts

Dade County may enter into a multiyear contract or purchase agreement to lease, purchase or lease-purchase any goods, materials, real property, personal property, services, or supplies conditional on the following requirements:

The contract must terminate and renew at the end of the calendar year The contract must specify the total obligation of Dade County The title of any supplies, material, equipment or other personal property must remain with the vendor until the obligation is liquidated or it must be specified in the contract that the title reverts back to the provider upon termination of the agreement or contract.

The contract or agreement must specify that the county can terminate the contract if funds are not appropriated.

§ 1-2-8. Construction Contracts

Construction Contracts, excluding roads, over $100,000 will be let in accordance with the Georgia Local Government Public Works Construction Law O.C.G.A §36-91-1 et seq.

Construction Contracts between $2500.01 and $99,999.99 will be secured by either competitive sealed bids or sealed proposals based upon the delivery method and in the best interest of the county.

Construction contracts under $2500.00 shall be considered as normal repair, maintenance or operating expense. The contract may be bid or offered with written competitive quotations without regard for advertising

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Contract Opportunities shall be posted conspicuously in the Dade County Government Building and advertised twice in the four weeks preceding the bid/proposal opening. The ad must run at least four weeks before the bid opening date.

Plans and Specifications must be available on the first day of the advertisement and must be available to the public.

Bid, Payment and Performance Bonds shall be required on all projects over $50,000 and may be required on contracts over $20,000 at the discretion of the County Commissioners. Bid Bonds or Proposal guarantees must be five percent of the bid price.

All Contractors must execute a written oath stating that they have not unlawfully restricted competitive bidding on the project.

§ 1-2-9. Road Construction Contracts

Dade County shall award all contracts with private firms to build, rebuild or maintain a road that cost over $50,000 to the lowest responsive and responsible bidder. (O.C.G.A. 32-4-63(1)). The Contract must be approved by a resolution of the Board of Commissioners and entered in the official minutes.

Contracts with the State of Georgia, other Counties or Cities are exempt from this provision.

Dade County is exempt from the bidding law for purchases of supplies, material and equipment if the county performs the work.

Emergency Repairs as defined by the O.C.G.A §36-91-2(5) are exempt from the bidding provisions.

All Contract opportunities subject to the bidding law referred to in this section must be advertised in the legal organ of Dade County at least two times with the first ad appearing two weeks before the opening of the bid cycle. The second must appear one week after the first.

Dade County and the Board of Commissioners reserve the right to reject any and all bids, re-advertise the project, perform the work in-house or abandon the project.

Bonds are required on all road construction projects. All bidders must submit a proposal guaranty in an amount sufficient to insure the execution of the contract with a minimum amount of five percent of the bid amount.

The Contractor must provide Dade County with a payment bond and a performance bond in the amount of the bid on all Road Contracts over $5000. The Contractor must provide Dade County with proof of sufficient General Liability in the County’s name to protect against all claims for personal or property damage.

All Contractors must execute a written oath stating that they have not unlawfully restricted competitive bidding on the project.