Fire Alarm Testing _ Maintenace _ Bid Documen.pdf

A Project Manual For

Fire Alarm System Testing and Maintenance Services

Bid No: 26-FAC-005

Bid Document

September 8, 2025

TABLE OF CONTENTS

Section A: Invitation to Bid Page A-1 to A-2

Section B: Bid Form Page B-1 to B-8

Section C: Instructions to Bidders Page C-1 to C-7 C-01 Bid Issuance/Owner Contacts Page C-1 C-02 Pre-Bid Meeting Page C-1 C-03 Interpretations/Addenda Page C-1 C-04 Examination of Site(s) Page C-1 C-05 Bid Form/Submittal Page C-1 to C-2 C-06 Unit Prices Page C-2 C-07 Bid Evaluation/Acceptance/Award Page C-2 to C-3 C-08 Owner’s Right to Negotiate with Lowest Bidder Page C-3 C-09 Commencement of Work and Schedules Page C-3 C-10 Contractor Performance Page C-3 C-11 Warranties Page C-3 C-12 Insurance Page C-3 C-13 Georgia Immigration and Security Reform Act Page C-3 to C-4 C-14 Payment Page C-4 C-15 Changes in the Work Page C-4 C-16 Trade Names Page C-4 C-17 Submittals Page C-4 to C-5 C-18 Release of Liability Page C-5 C-19 Non-Bias Statement Page C-5 C-20 DJEA - Equal Opportunity for Competitive Bids Page C-5 to C-6 C-21 Local/ Minority/DBE Participation Page C-6 C-22 Drug Free/Tobacco Free Statement Page C-6 C-23 Safe School Statement Page C-6 C-24 Asbestos Hazard Warning Page C-6 C-24 Contract Extension Page C-6

Exhibits: Exhibit A – Venue and Jurisdiction Form Page C-7 Exhibit B – Georgia Security & Immigration Compliance Act Page C-8 to C11 Exhibit C – Statutory Affidavit Page C-12 Exhibit D – Asbestos Containing Materials in Schools Page C-13 Exhibit E – Technical Specifications Page C-14 to 19

Attachments: Building Information Page 1 to 2 i

A-1

SECTION A

INVITATION TO BID

Fire Alarm System Testing and Maintenance Services

Bid No. 26-FAC-005

Sealed Bids will be received by the Dougherty County Board of Education in the Office of the Logistical Services Department located at 601 Flint Avenue, Albany, Georgia, 31701 until 2:00 PM EST on Thursday, September 25, 2025. Those Bids will then be publicly opened and read. Bidders will be required to submit specific information/documentation with their Bids.

The scope of work includes all labor, material, and equipment required to complete the NFPA yearly fire alarm system testing and the associated repair/maintenance services.

There will be a Mandatory Pre-Bid Meeting at 10:00 AM EST on Tuesday, September 16, 2025 at Facilities Services Department; 1711 Schilling Avenue; Albany, Georgia 31705. The Pre-Bid Meeting will begin promptly at 10:00 AM and the Owner reserves the right to disqualify firms that arrive late.

Firms who do not attend the Mandatory Pre-Bid Meeting will not be eligible to submit a Bid.

Bid Documents may be obtained from the Dougherty County School System website:

https://docs.google.com/spreadsheets/d/e/2PACX-1vRlUMCHA63z265Z- 2WWm3tLB7hRqjNrksXx_pwJUy2jbbHEnsthsYLXB_f- HLMPjfEfNzE45OrGEMmE/pubhtml

All inquiries or questions concerning the Bid Documents shall be addressed in writing to Christy Wilkerson, Dougherty County School System, 1711 Schilling Avenue, Albany, Georgia 31705 via e-mail:

Christy.wilkerson@docoschools.org.

All expenses for preparing and submitting bids are the sole cost of the party submitting the bid. The DCSS is not obligated to any party to reimburse such expenses.

Bids must be submitted on the proper Bid Forms (include all required attachments). Bids received after the designated times and/or without the required attachments will not be considered. No oral, telephonic, telegraphic, facsimile, or written modification to the bid will be considered after bid time. No bid may be withdrawn for a period of 60 days after time and date of opening. The Owner reserves the right to reject any or all bids and to waive technicalities and informalities.

It is the Owners intent to award the project to a single Georgia Licensed Low-Voltage Contracting Firm which will act as the Prime Contractor responsible for coordinating the work of all trades and ensuring the entire project is completed as scheduled. The Bid, if awarded, will be to the lowest responsive and responsible Bidder and in the manner deemed to offer the best value to the Owner.

The Dougherty County School System supports all equal opportunity policies: Federal, State, and Local.

DCSS will not tolerate bias related activities, e.g. racial slurs, sexual harassment, from employees and/or contractors conducting work on behalf of DCSS.

The work to be performed under this Contract is subject to the Dougherty County Board of Education’s policy on Equal Opportunity for Competitive Bids, DJEA~E. The DCSS encourages all Local/Minority/DBE Contractors to compete for and receive contracts for goods, services and construction associated with this project. Prime Contractors are encouraged to voluntarily pursue the maximum use of Local/Small Business/Minority/DBE Sub-Contractors and Suppliers.

https://docs.google.com/spreadsheets/d/e/2PACX-1vRlUMCHA63z265Z-2WWm3tLB7hRqjNrksXx_pwJUy2jbbHEnsthsYLXB_f-HLMPjfEfNzE45OrGEMmE/pubhtml https://docs.google.com/spreadsheets/d/e/2PACX-1vRlUMCHA63z265Z-2WWm3tLB7hRqjNrksXx_pwJUy2jbbHEnsthsYLXB_f-HLMPjfEfNzE45OrGEMmE/pubhtml https://docs.google.com/spreadsheets/d/e/2PACX-1vRlUMCHA63z265Z-2WWm3tLB7hRqjNrksXx_pwJUy2jbbHEnsthsYLXB_f-HLMPjfEfNzE45OrGEMmE/pubhtml mailto:Christy.wilkerson@docoschools.org

A-1

Dougherty County School System supports a drug free workplace and does not tolerate any use or possession of drugs and/or alcohol or use of such substances prior to performing any work on behalf of DCSS. Use of tobacco products is prohibited in all buildings and on all premises of DCSS.

The Dougherty County School System requires all individuals working within a school building, or on a school site, to submit to a background check pertaining to felony convictions and sex offender convictions.

Violent felons and sex offenders shall not be allowed within a school building or on a school site while school staff or students are in the building or on the site. Convicted predatory sex offenders shall not be allowed on DCSS property at any time. All decisions made in this effort to promote a safe school environment shall be assessed at the sole discretion of the DCSS Staff and the Dougherty County Board of Education.

Sealed Bids should be addressed to: Note in Lower Left Corner of Envelope:

Sharonda Thompson, Director Bid Number: 26-FAC-005 Dougherty County School System Bid Name: Fire Alarm System Testing and Maintenance Logistical Services Department Bid Date: September 25, 2025 at 2:00 PM EST 601 Flint Avenue Albany, Georgia 31701 Company Name:

All inquiries concerning the receipt of Bid Packages shipped to the Logistical Services Department shall be addressed at (229) 431-1270.

B-1

SECTION B

BID FORM

Fire Alarm System Testing and Maintenance Services Bid No. 26-FAC-005

Company Name: _________________________________________________ Date: _____________

BID:

Having carefully examined the Bidding Documents entitled Fire Alarm System Testing and Maintenance Services Bid No. 26-FAC-005 for the Dougherty County School System, Albany, Georgia, dated September 8, 2025; its attachments; and addendum no. (s) ; as well as the premises and conditions affecting the Work, the undersigned proposes to provide all services, labor, materials, and equipment required by them to perform the NFPA Initial Inspection at each location in accordance with said documents for the sum of:

___________________________________________________________________________ Dollars ($ ___) which sum is herein after called the “Base Bid”.

Unit Prices:

The Unit Price Form(s) shall be completed in its entirety; failure to provide unit prices may subject Bid for disqualification. The Owner reserves the right to utilize any of the line item unit prices listed below in any quantity and/or combination and adjust the final Bid Price accordingly. Should changes to the quantities be requested a change order will be issued for the modified scope based on the unit costs contained herein.

Unit Prices shall be used for changing quantities of work items from those indicated by the Contract Documents. Should conditions be encountered which require additional work to be performed beyond that defined in the Contract Documents or the Owner adjusts the size of the project, such cost of the work will be reduced or increased utilizing the unit prices listed below.

The following unit prices for the Initial Yearly Inspection and the Subsequent Yearly Inspection Services shall include all labor, equipment, testing/cleaning material, overhead, profit, insurance, labor burden, truck, mileage, trip, etc. as required by the Contract Documents to perform the yearly inspection services at the sites listed below. No additional surcharges shall be added to unit prices.

SITE / LOCATION Initial Yearly

Inspections

Subsequent Yearly

Inspections (DHS) Dougherty High School; 1800 Pearce Avenue $ $

(MHS) Monroe High School; 900 Lippitt Drive $ $

(WHS) Westover High School; 2600 Partridge Drive $ $

SGRAC / Achieve Academy of Dougherty County; 1800 Massey Drive $ $

(AMS) Albany Middle School; 1700 Cordell Avenue $ $

(MAM) Merry Acres Middle School; 1601 Florence Drive $ $

(RSM) Radium Springs Middle School; 2600 Radium Springs Road $ $

(RCM) Robert A. Cross Middle Magnet School; 324 Lockett Station Road $ $

B-2

(ACE) Alice Coachman Elementary School; 1425 Oakridge Drive $ $

(ISECS) International Studies Elementary School; 2237 Cutts Drive $ $

(LPE) Lake Park Elementary School; 605 Meadowlark Drive $ $

(LRE) Lamar Reese Elementary School; 1215 Lily Pond Road $ $

(LME) Lincoln Magnet Elementary School; 518 W. Society Avenue $ $

(LOE) Live Oak Elementary School; 4529 Gillionville Road $ $

(MLK) Martin Luther King Jr. Elementary School; 3125 MLK, Jr. Drive $ $

(NSE) Northside Elementary School; 901 14th Avenue $ $

(RSE) Radium Springs Elementary School; 2400 Roxanna Road $ $

(RHE) Robert Harvey Elementary School; 1305 E. 2nd Avenue $ $

(SWE) Sherwood Acres Elementary School; 2201 Doncaster Way (OTC) Oak Tree/GNETS; 2400 Sharon Avenue (included w/Sherwood Elementary)

(TNE) Turner Elementary School; 2001 Leonard Avenue $ $

(WTE) West Town Elementary School; 1113 University Street $ $

(4-CA) Commodore Conyers College & Career Academy; 1615 Newton Road $ $

(MECEC) Magnolia Early Childhood Education Center; 1700 Samford Avenue $ $

(MSPK) Morningside Pre-K Center; 120 Sunset Lane $ $

(CAB) Central Administration Building; 200 Pine Avenue $ $

(AHC) Albany High Complex; 801Residence Avenue $ $

(LNC) Lincoln Complex; 722 Corn Avenue (includes GLRS Building) $ $

The following unit prices for the Maintenance and Repair Work shall include all labor, equipment, material, overhead, profit, insurance, labor burden, truck, local mileage, etc. as required by the Contract Documents to perform the inspection services at the sites. No additional surcharges shall be added to unit prices.

Maintenance and Repair Work Rate

Hourly Rate for Inspection and Repair Team $ per hour

Hourly Rate for Inspection and Repair Team (Overtime) $ per hour

Rate for Trip Charge (Rate shall include all charges for truck, fuel, insurance, and employee time, etc. to and from site.) $ per trip*

Replacement Part Markup Percentage Percent (%)

* The unit price for Trip Charge shall include all labor, overhead, profit, insurance, labor burden, truck, mileage, etc. associated with one round trip to one of the sites.

B-3

ACCEPTANCE:

Prior to the bid opening date and hour, errors may be stricken or revisions made and corrections entered on the Bid Form(s) and/or on the outside of the Sealed Envelope, provided that any such strike-over or revision is signed in ink by the person signing the bid or their agent. No oral, telephonic, telegraphic, or facsimile modification to the Bids will be considered after the time set for opening proposals.

The undersigned agrees that this proposal may not be revoked or withdrawn after the time set for opening of bids, but shall remain open for acceptance for a period of sixty (60) days following such time.

BID AWARD:

It is the Owners intent to award the project to a single firm which will act as the Prime Contractor responsible for coordinating the work of all trades and ensuring the entire project is completed as scheduled. The Owner reserves the right to reject any or all bids, to waive technicalities and informalities, and to reduce or expand the Project as they deem appropriate.

The undersigned understands and agrees, if this bid is awarded, it will be awarded to the lowest qualified Bidder judged most advantageous to the DCSS in the areas of lowest responsible bid, financial stability, and proof of ability to fully complete the project on schedule.

The Owner will utilize an evaluation matrix to determine the lowest probable cost (see Section C, Item C-08). Upon Owner’s request all information needed to document the above requirements will be provided immediately.

In the event the undersigned is notified in writing of the acceptance of this Bid, the undersigned agrees to provide all required submittals and to proceed with the work in a timely manner.

COMMENCEMENT OF WORK:

The undersigned agrees to commence actual physical work with an adequate force and equipment within ten (10) calendar days of the written Notice to Proceed, and to achieve Final Completion of the work no later than ninety (90) calendar days from and including the date of the proceed notice.

If the undersigned fails to commence actual physical work with an adequate force and equipment within ten (10) calendar days of the written Notice to Proceed, the Owner reserves the right to null and void the Bid Award.

BID SUBMITTAL INFORMATION:

Bids shall be submitted on the Bid Form provided. The Bid Form shall not be changed or modified in any way. Fill in all blanks on the Bid Form. Bid submittal and signature of authorized representative shall indicate intention to comply with all of the requirements of the Bidding Documents.

Provide one (1) original Proposal Form with the following information in the order specified:

1. Executed Bid Form.

2. Executed Certification of Non-Collusion.

3. Contractor’s Affidavit.

4. Executed DJEA-E Statement of Assurance for Competitively Bid Contracts.

5. Current Business License.

6. Provide a list of all Sub-Contractors to be utilized on this project.

7. Provide List of Projects of similar size/content completed in last two (2) years along with detailed

Reference Contact Information.

Bid submittal certifies that Bidder has been granted and possesses all necessary, valid, current licenses to do business in the State of Georgia as issued by the respective State Boards and Government Agencies responsible for regulating and licensing the services to be provided and pursuant to this Agreement.

B-4

The above Bid is in response to the Bidding Documents entitled Fire Alarm System Testing and Maintenance Services, Bid No. 26-FAC-005 for the Dougherty County School System, Albany, Georgia; dated September 8, 2025; its attachments and addenda.

Under oath I certify that I am principal or other representative of the Bidder and that I am authorized by it to execute the forgoing offer on its behalf:

Company Name:

Address:

City: State: ZIP:

Telephone: Fax:

Name: Title:

Signature: E-Mail:

Date:

Notary Public:

County, Georgia

My Commission Expires: ________________________ (Apply Seal Here)

Subscribed and Sworn Before Me On This Day of , 20 .

B-5

CERTIFICATION OF NON-COLLUSION

I certify that this Bid/Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid/Proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud per the requirements of OCGA 50-5-67 (e).

I certify that this Bid/Proposal is made without prior understanding, agreement, or connection with any member of the government agency letting this public works contract and is in all respects fair and without collusion or fraud per the requirements of OCGA 36-91-21 (f).

I further certify that the provisions of the Official Code of Georgia Annotated 45-10-20 et. seq. has not and will not be violated in any respect.

I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this Bid/Proposal, and certify that I am authorized to sign this Bid/Proposal for the Bidder/Offeror.

The Bidder being sworn disposes and says, its agents, officers, or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this bid.

Company Name: ____________________________________________________________________________

Address: __________________________________________________________________________________

City: _______________________________________________________ State: _____ Zip: _______________

Name: Title: _________________________________

Signature: Date: ________________

Notary Public: _____________________________

____________________________County, Georgia

(Apply Seal Here) My Commission Expires: ____________________

Subscribed and Sworn Before Me On This ___ Day of ____________________, 20___.

RETURN WITH BID FORM

B-6

CONTRACTOR’S AFFIDAVIT

STATE OF GEORGIA, COUNTY OF _________________________________________________,

____________________________________________________________________ being duly sworn, (Insert Name of Affiant) hereby deposes and says that he/she has read, and is familiar with, the provisions of the Official Code of Georgia Annotated Section 36-91-21(d) which provides as follows:

Whenever a public works construction contract for any governmental entity subject to the requirements of this chapter is to be let out by competitive sealed bid or proposal, no person, by himself or herself or otherwise, shall prevent or attempt to prevent competition in such bidding or proposals by any means whatever. No persons who desires to procure such work for himself or herself or for another shall prevent or endeavor to prevent anyone from making a bid or proposal therefore by any means whatever, nor shall such person so desiring work cause or induce another to withdraw a bid or proposal for work.

And that he/she has not directly or indirectly violated said provisions of the law.

In accordance with the Official Code of Georgia Annotated Section 36-91-21(e):

If the Contractor is a Partnership, the Affidavit shall be executed by all partners and any officer, agent, or other person who may have represented or acted for them in bidding for or procuring the contract.

If the Contractor is a Corporation, the Affidavit shall be executed by all officers, agents, or other persons who may have acted for or represented the corporation in bidding for or procuring the contract shall execute the affidavit.

Further, Affiant saith not.

This ___ day of ____________________, 20____

(Signature of Affiant)

Notary Public: _____________________________

____________________________County, Georgia

(Apply Seal Here)

B-7

DJEA - COMPETITIVELY BID CONTRACTS

Equal Opportunity for Competitive Bids

It shall be the policy of the Dougherty County Board of Education to promote and insure equal opportunity for all persons, without regard to race, color, religion, sex, handicap, or national origin, employed by or seeking employment with vendors and/or contractors doing business with the Board. As a condition of doing business with the Board, each vendor and/or contractor shall furnish assurance that its business will be operated in accordance with the policy attached hereto and identified as "Competitively Bid Contracts," Policy DJEA.

The following equal opportunity clause shall be deemed incorporated into every contract and agreement between the Board and any of its vendors and/or contractors:

1. The vendor/contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, handicap, or national origin. The vendor/contractor shall take appropriate action to ensure that applicants are employed and that employees are treated during employment without regard to race, color, religion, sex, handicap, or national origin. Such action shall include, but shall not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation, and training.

2. In the event of the vendor/contractor's noncompliance with the nondiscrimination policy of the

Board, any contract or purchase order may be canceled, terminated or suspended, in whole or in part, and the vendor/contractor may be declared ineligible to transact further business with the Board.

All vendors and persons desiring to transact business with the Board are to provide assurance that their business will be conducted in accordance with this nondiscrimination policy and that such vendors and/or contractors agree to and shall abide by the equal opportunity clause set forth in this policy.

It is the further policy of the Board to insure equal opportunity for minority/women owned businesses and minority/women professionals with regard to all work, services, and supplies purchased by the Board and all construction projects undertaken by the Board which are competitively bid by the Board.

B-8

DJEA - COMPETITIVELY BID CONTRACTS

STATEMENT OF ASSURANCE

The undersigned Vendor/Contractor provides this Statement of Assurance to the Dougherty County School System wherein the Undersigned acknowledges receipt and awareness of the DJEA - Competitively Bid Contracts policy and agrees to observe and be bound by all applicable provisions contained therein.

The undersigned submits this Statement of Assurance, understanding that a failure to submit said Statement of Assurance may constitute a basis for rejecting the undersigned’s bid.

Name: Title: ________________________________

Signature: Date: __________________

(Apply Seal Here)

C-1

SECTION C

INSTRUCTIONS TO BIDDERS

Fire Alarm System Testing and Maintenance Services Bid No. 26-FAC-005

C-01 Bid Issuance/Owner Contacts. This Bid is issued for Dougherty County School System (DCSS) by the Interim Director of the Facilities Services Department, Christy Wilkerson. All expenses for preparing and submitting bids are the sole cost of the party submitting the bid and the DCSS is not obligated to any party to reimburse such expenses.

C-02 Pre-Bid Meeting. There will be a Mandatory Pre-Bid Meeting at 10:00 AM EST on Tuesday, September 16, 2025 at Facilities Services Department; 1711 Schilling Avenue, Albany, Georgia 31705. The Pre-Bid Meeting will begin promptly at 10:00 AM EST and the Owner reserves the right to disqualify firms that arrive late.

A general discussion of the project will take place at the pre-bid meeting. Contractors interested in a walk-thru of the sites can be scheduled after the meeting.

Firms who do not attend the Mandatory Pre-Bid Meeting will not be eligible to submit a Bid.

C-03 Interpretations/Addenda. No oral interpretations will be made to bidders as to the requirements of the Bidding Documents (i.e., Project Manual/Specifications, drawings, and addenda thereto). Requests for interpretations of the Bidding Documents shall be made in writing to the Design Professional not later than four (4) work days prior to the date set for receipt of bids (i.e., September 19, 2025).

Any explanation desired by a bidder regarding ambiguity, meaning, or interpretation of any portion of this Bid Document must be presented in writing. All inquiries or questions concerning the Bid Documents shall be addressed to Christy Wilkerson via e-mail: christy.wilkerson@docoschools.org.

All revisions/interpretations/clarifications will be issued in the form of an addendum to the Bid Documents. No addenda will be issued within three (3) business days (i.e., 72 hours) of the date/time set for receipt of Bids. Such addenda are to be acknowledged in the appropriate location on the Bid Form. If the Bid is accepted, such addenda become part of the Bidding Documents.

It is the responsibility of each bidder presenting a quotation to confirm with the Owner they have received all addenda prior to bidding. The contact person for confirmation of the addenda is Christy Wilkerson;

Phone: (229) 431-1301 or email: christy.wilkerson@docoschools.org.

C-04 Examination of Site(s). In undertaking the work under this Contract, the Contractor acknowledges that he has visited the Project Site and has taken into consideration all conditions that might affect the work.

C-05 Bid Form/Submittal. Sealed Bids will be received by the Dougherty County Board of Education in the Office of the Logistical Services Department located at 601 Flint Avenue, Albany, Georgia, 31701 until 2:00 PM EST on Thursday, September 25, 2025. Those bids will then be publicly opened and read.

Bids must be submitted on the proper form and must be signed, notarized, and sealed by a notary public.

Bids received after the designated time or without the required attachments will not be considered.

The inclusion of any condition, alternate, limitation, or provision not called for in the bid form will render the bid irregular, and shall be sufficient cause for rejection of a bid. Bid responses containing provisions for late or interest charges will not be considered for an award.

Fill in all blanks on the Bid Form, failure to complete entries in all blanks on the bid form shall be sufficient cause for rejection of a bid. Include all required attachments. The completed form shall be without interlineations, alterations, or erasures. Bid submittal and signature of authorized representative shall indicate intention to comply with all of the requirements of the Bid Documents.

A cost must be submitted for all specified alternates or unit costs, if any. If a price is not provided for all alternates or unit costs the Contractor’s bid may be determined non-responsive and not considered for award. The Owner reserves the right to reject any or all Bids and to waive technicalities and informalities.

mailto:khopkins@ahpengr.com mailto:christy.wilkerson@docoschools.org

C-2

Prior to the bid opening date and hour, errors may be stricken or revisions made and corrections entered on the Bid Form(s) and/or on the outside of the Sealed Envelope, provided that any such strike-over or revision is signed in ink by the person signing the bid or their agent. No oral, telephonic, telegraphic, or facsimile modification to the Bids will be considered after the time set for opening proposals.

Bids may be withdrawn by bidders prior to the time set for official opening. After time has been called, no bid may be withdrawn for a period of sixty (60) calendar days after the time and date of opening, except as provided in O.C.G.A. Section 13-10-22 (appreciable error in calculation of bid). Negligence or error on the part of any bidder in preparing the bid confers no right of withdrawal or modification of the bid after time has been called, except as provided by Georgia law.

C-06 Unit Prices. The Unit Price Form(s) shall be completed in its entirety; failure to provide unit prices may subject Bid for disqualification. The Owner reserves the right to utilize any of the line item unit prices listed below in any quantity and/or combination and adjust the final Bid Price accordingly. Should changes to the quantities be requested a change order will be issued for the modified scope based on the unit costs contained herein.

Unit Prices shall be used for changing quantities of work items from those indicated by the Contract Documents. Should conditions be encountered which require additional work to be performed beyond that defined in the Contract Documents or the Owner adjusts the size of the project, such cost of the work will be reduced or increased utilizing the unit prices listed below.

The Unit Prices for the Initial Yearly Inspection and the Subsequent Yearly Inspection Services shall include all labor, equipment, testing/cleaning material, overhead, profit, insurance, labor burden, truck, mileage, trip, etc. as required by the Contract Documents to perform the yearly inspection services at the sites listed below. No additional surcharges shall be added to unit prices.

The Unit Prices for the Maintenance and Repair Work shall include all labor, equipment, material, overhead, profit, insurance, labor burden, truck, local mileage, etc. as required by the Contract Documents to perform the inspection services at the sites. No additional surcharges shall be added to unit prices.

C07 Bid Evaluation/Acceptance/Award. It is the Owners intent to award the Work to a single Firm which will act as the Prime Contractor responsible for coordinating the work of all trades and ensuring the Work is completed as scheduled. The Owner reserves the right to reject any or all bids, to waive technicalities and informalities, and to reduce or expand the Project as they deem appropriate.

If this Bid is awarded, it will be awarded to the lowest qualified Bidder judged most advantageous to the DCSS in the areas of lowest responsible and responsive bid, financial stability, and proof of ability to fully complete the project on schedule. All information needed to document the above requirements will be provided immediately upon request.

If the Owner chooses to accept the Bid, the Firm will act as the Prime Contractor responsible for coordinating the work of all trades and ensuring the Work is completed as scheduled.

The Owner will utilize the following Evaluation Matrix to determine the Total Estimated Bid which will be used in accessing and awarding the lowest responsive Bid:

$ ________________ Base Bid

$ ________________ Estimated Rate for Repair Team (27 sites x 2 hours x Unit Cost per hour)

$ ________________ Estimated Rate for Repair Trip Charge (27 sites x Unit Cost per trip)

$ ________________ Estimated Material/Parts Mark-up (27 sites x $250 material/parts x Unit Cost %)

$ ________________ Total Estimated Bid

Contractors shall have a minimum of two (2) years of demonstrated experience under the present company name for projects of similar content and complexity. References about the Firm and their work experiences may be a factor in determination of bid responsiveness and responsibility.

In the event the Bidder is notified in writing of the acceptance of this Bid, Bidder agrees to provide all required submittals and to proceed with the work in a timely manner.

C-3

If the Bidder fails to commence actual physical work with an adequate force and equipment within ten

(10) calendar days of the written Notice to Proceed, the Owner reserves the right to null and void the Bid Award.

C-08 Owner’s Right to Negotiate with Lowest Bidder. In accordance with 36-91-21©(2)(d), in the event all responsive bids are in excess of the budget, the Owner, in its sole and absolute discretion and in addition to the rights set forth above, reserves the right to negotiate with the lowest responsive and responsible bidder only for the purpose of making changes to the Project that will result in a cost to the Owner that is within the budget.

The Dougherty County School System (DCSS) reserves the right to identify and negotiate reductions or changes by the successful bidder which would be to their advantage. The cost or credit to the Owner from a change in the work and/or material consisting of additions, deletions, or modifications shall be determined by mutual agreement.

C-09 Commencement of Work and Schedules. It is the intent of the Owner to present a Recommendation to the Board of Education to Award the Bid at the October 23, 2025 Board Meeting. If the Recommendation is approved, the Owner will issue a Notice to Proceed to the lowest r4esponsive Bidder.

The Successful Firm will commence actual physical work with an adequate force and equipment within ten (10) calendar days of the written Notice to Proceed, and will achieve Final Completion of the work no later than ninety (90) calendar days from and including the date of the proceed notice.

C-10 Contractor Performance. The successful Bidder shall be required to fulfill all the undertakings, covenants, terms, conditions, and agreements of the Contract. The successful bidder and his employees shall have been granted and possesses all necessary, valid, and current licenses to do business in the State of Georgia as issued by the respective State Boards and Government Agencies responsible for regulating and licensing the services to be provided and pursuant to this Agreement, including local licenses, permits, and certificates required to perform their work.

It is the responsibility of all Contractors and Sub-Contractors to register all work with the Albany/Dougherty County Planning and Development Services and obtain all required City/County permits, applications, and licenses. Contact (229) 431-2118 for information concerning licensing.

The successful bidder must submit a copy of their current City of Albany Business License, their current State Business License (if not from Albany), and their current Georgia Low Voltage Licenses, and any required permits prior to performing any billable work.

C-11 Warranties. Contractor shall provide a ninety (90) day warranty on all new equipment provided and installed during the maintenance and repair work. The warranty shall include parts and labor (i.e., no cast to the Owner).

C-12 Insurance. Insurance companies must be acceptable to the Owner. All insurance certificates must be issued by a company licensed by the Georgia Insurance Commissioner to transact the business of insurance in the State of Georgia for the applicable line of insurance. Such company shall be an insurer with an A.M. Best Financial Strength Rating of “A- “or better and with an A.M. Best Financial Size Category of Class V or larger.

All of the Insurance costs shall be furnished and paid for by the Contractor for the duration of the work, and the cost of the premiums shall be included in the Bid.

This policy shall not be cancelled, allowed to lapse or allowed to expire until thirty (30) days after the Owner has received written notice thereof as evidenced by return receipt of registered letter or until such time as other valid and effective insurance coverage providing equal protection called for in the previous policy shall have been received, accepted, and acknowledged by the Owner.

C-13 Georgia Security and Immigration Compliance Act. Contractors, Sub-Contractors, and Sub-Sub- Contractors performing physical services/work on this project are subject to the requirements of O.C.G.A.

§ 13-10-91, the Georgia Security and Immigration Compliance Act, and shall verify that all trades on-site have registered with, are authorized to use, and use the federal work authorization program commonly known

C-4 as E-verify and provide documentation of compliance to the Owner prior to commencement of work utilizing the forms provided in Exhibit C.

C-14 Payment. The Contractor shall submit an invoice for work performed. The Contractor can bill for each site separately or combine multiple sites together. Invoices will be processed by the Owner within thirty

(30) calendar days of receipt/approval by the Owner.

Submit invoices to Christy Wilkerson via email: christy.wilkerson@docoschools.org.

C-15 Changes in the Work. The Owner reserves the right to reduce or expand the contract as they deem appropriate. The Owner may order changes in the schedule, work, and/or materials consisting of additions, deletions, or modifications. The contract sum and the contract time will be adjusted accordingly. All such changes shall be authorized by a written change order, signed by the Owner, prior to its performance.

C-16 Trade Names.

No Restriction of Competition. When reference is made in the Contract Documents to trade names, brand names, or to the names of manufacturers, such references are made solely to indicate that products of that description may be furnished and are not intended to restrict competitive bidding. If it is desired to use products of trade or brand names or of manufacturers’ names which are different from those mentioned in the bidding documents, application for the approval of the use of such products must reach the hands of the Design Professional at least ten (10) calendar days prior to the date set for the opening of bids. The Owner may at any time add trade names, brand names or names of manufacturers by addendum.

Burden of Proof. The burden of proving acceptability of a proposed product must be accompanied by technical data that the party requesting approval submits in support of their application for approval. The application for approval of a proposed product must be accompanied by a detailed schedule/description how the materials or equipment submitted for consideration differ from the materials or equipment designated in the bidding documents. The degree of proof required for approval of a proposed product as acceptable for use in place of a named product is that amount of proof necessary to convince a reasonable person beyond all doubt. To be approved, a proposed product must also meet or exceed all express requirements of the Contract Documents. The Owner reserves the right to reject any products they deem not to meet the basis of design.

Issuance of Addenda. If the submittal is approved by the Owner, an addendum will be issued to all prospective bidders. Issuance of an addendum is a representation to all bidders that the product submitted for approval is acceptable and meets or exceeds all express requirements. In order for the Owner to prepare an addendum intelligently, an application for approval of a product must be accompanied by a copy of the published recommendations of the manufacturer for the installation of the product together with a complete schedule of changes in the drawings and specifications, if any, which must be made in other work in order to permit the use and installation of the proposed product in accordance with the recommendations of the manufacturer of the product. Unless requests for approvals of other products have been received and approvals have been published by addendum in accordance with the above procedure, the successful bidder may furnish no products of any trade names, brand names, or manufacturers’ names except those designated in the Contract Documents.

Conference with the Owner. Any party who alleges that rejection of a submittal is the result of bias, prejudice, caprice, or error on the part of the Owner may request a conference with a representative of the Owner, PROVIDED: That the request for said conference, submitted in writing, shall have reached the Owner at least five (5) calendar days prior to the date set for the opening of bids, time being of the essence.

C-17 Submittals.

Bid Submittals. One original copy of Bid Form and Bid Submittals.

1. Executed Bid Form.

2. Executed Certification of Non-Collusion.

3. Executed Contractor’s Affidavit.

4. Executed DJEA-E Statement of Assurance for Competitively Bid Contracts.

5. Current Business License.

mailto:christy.wilkerson@docoschools.org

C-5

6. List of any Sub-Contractors to be utilized on this project.

7. List of projects of similar size completed in last two (2) years along with detailed Reference

Contact Information.

Pre-Work Submittals.

1. One original Insurance Certificate (email from Insurance Company is acceptable).

2. City of Albany Business License (or an application to obtain one).

3. Low-Voltage License.

4. Provide documentation that factory trained testing, inspection, maintenance, and repair technicians will be utilized. Include Manufacturer’s Training Certifications/Certificates for each employee.

5. Venue and Jurisdiction Form (Exhibit A).

6. One copy of the DCSS Vendor Form PUR-F001. Copies can be filled-out and/or printed from:

https://drive.google.com/file/d/1H0JL2Dmi-NkDD3EPDo7CwiKyLhTawbDD/view

7. A list of all Sub-Contractors that will be utilized on this project. Provide the company name, complete address, and the contract amount for their work.

8. Worker’s Background Check Consent Form for each employee and sub-contract employee that will be on site. The Form HRS-F013 can be filled-out and printed from:

https://drive.google.com/file/d/1-Sl1yLn1SsmcjNjIDEOO4C8eTpulFVaT/view

9. Georgia Security and Immigration Compliance Act E-Verify Affidavits and Agreements for the Prime Contractor and Sub-Contractors listed in Item No. 7 above (Exhibit B).

Post-Work Submittals (must be provided prior to Substantial Completion Notice).

1. Statutory Affidavit (Exhibit C).

2. One (1) hardcopy of the Fire Alarm Inspection Forms for each Site.

C-18 Release of Liability. It is expressly understood that the Dougherty County School System (DCSS) shall not be liable to any Contractor/Sub-Contractor and that said Contractor/Sub-Contractor will hold harmless DCSS, its officers, employees and agents from any loss, damage, expense or liability arising out of or in connection with the performance and installation work pursuant to this bid or any special contract resulting from this bid by Contractor/Sub-Contractor occasioned by the negligent acts or omissions of employees, officers or agents of Contractor/Sub-Contractor in accordance with Article E-33 of the General Conditions.

C-19 Non-Bias Statement. The Dougherty County School System (DCSS) supports all equal opportunity policies: Federal, State, and Local. DCSS will not tolerate bias related activities, e.g. racial slurs, sexual harassment, from employees and/or contractors conducting work on their behalf.

C-20 DJEA - Equal Opportunity for Competitive Bids.

1. It shall be the policy of the Dougherty County Board of Education to promote and insure equal opportunity for all persons, without regard to race, color, religion, sex, handicap, or national origin, employed by or seeking employment with vendors and/or contractors doing business with the Board. As a condition of doing business with the Board, each vendor and/or contractor shall furnish assurance that its business will be operated in accordance with the policy attached hereto and identified as "Competitively Bid Contracts," Policy DJEA.

2. The following equal opportunity clause shall be deemed incorporated into every contract and agreement between the Board and any of its vendors and/or contractors:

The vendor/contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, handicap, or national origin. The vendor/contractor shall take appropriate action to ensure that applicants are employed and that employees are treated during employment without regard to race, color, religion, sex, handicap, or national origin. Such action shall https://drive.google.com/file/d/1H0JL2Dmi-NkDD3EPDo7CwiKyLhTawbDD/view https://drive.google.com/file/d/1-Sl1yLn1SsmcjNjIDEOO4C8eTpulFVaT/view

C-6 include, but shall not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation, and training.

In the event of the vendor/contractor's noncompliance with the nondiscrimination policy of the Board, any contract or purchase order may be canceled, terminated or suspended, in whole or in part, and the vendor/contractor may be declared ineligible to transact further business with the Board.

3. All vendors and persons desiring to transact business with the Board are to provide assurance that their business will be conducted in accordance with this nondiscrimination policy and that such vendors and/or contractors agree to and shall abide by the equal opportunity clause set forth in this policy.

4. It is the further policy of the Board to insure equal opportunity for minority/women owned businesses and minority/women professionals with regard to all work, services, and supplies purchased by the Board and all construction projects undertaken by the Board which are competitively bid by the Board.

C-21 Local/Minority/DBE Participation. The work to be performed under this Contract is subject to the Dougherty County Board of Education’s policy on Equal Opportunity for Competitive Bids, DJEA~E.

The Dougherty County School System (DCSS) encourages all Local/Minority/DBE Contractors to compete for and receive contracts for goods, services and construction associated with this project. Prime Contractors are encouraged to voluntarily pursue the maximum use of Local/Small Business/Minority/DBE Sub-Contractors and Suppliers.

C-22 Drug Free/Tobacco Statement. The Dougherty County School System (DCSS) supports a drug free workplace and does not tolerate any use or possession of drugs and/or alcohol on its premises or use of such substances prior to performing any work on their behalf. Use of tobacco is prohibited in all buildings and on all DCSS premises.

C-23 Safe School Statement. The Dougherty County School System (DCSS) requires all individuals working within a school building, or on a school site, to submit to a background check pertaining to felony convictions and sex offender convictions. Violent felons and sex offenders shall not be allowed within a school building or on a school site while school staff or students are in the building or on the site.

Convicted predatory sex offenders shall not be allowed on DCSS property at any time. All decisions made in this effort to promote a safe school environment shall be accessed at the sole discretion of the DCSS Staff and the Dougherty County Board of Education.

C-24 Asbestos Hazard Warning. The buildings within the Dougherty County School System may have building materials that contain asbestos. There are asbestos inspection reports and management plans on file in the office of Facilities Maintenance and Capital Projects Department of the Dougherty County School System which will be provided to contractors and vendors on sites and in locations where they may come into contact of the suspect asbestos materials in accordance with the Environmental Protection Agency 40 CFR Part 763 Asbestos-Containing Materials in Schools notification requirements. See Exhibit K for additional information.

C-25 Contract Extension. The original Contract for this work is for the Initial Inspection and associated Maintenance and Repair Work. The Dougherty County School System reserves the right to renew or extend the Contractor for a period of up to four (4) years as long as the Unit Cost of the Yearly Inspections remains the same (or less) and the Contract extension is desired by both parties.

END OF INSTRUCTIONS TO BIDDERS

C-7

EXHIBIT A

VENUE AND JURISDICTION

PROJECT: Fire Alarm System Testing and Maintenance; Bid No. 26-FAC-005 OWNER: Dougherty County Board of Education; 200 Pine Avenue; Albany, Georgia 31701

CONTRACTOR: __________________________________________________________________________

(Mailing Address)

(Mailing Address)

The Contractor identified above hereby agree that all rights, privileges and responsibilities shall be interpreted and construed according to the laws of the State of Georgia. Any lawsuit or other action based on claims arising from this Contract against the Dougherty County School System, the Dougherty County Board of Education, and/or any of their officers, agents or employees, shall be filed and prosecuted in the courts of Dougherty County, in the State of Georgia and in no other courts or jurisdictions.

The Contractor identified above hereby agree that with respect to any claims which the Owner may have against the Contractor arising out of this Contract or its performance or on account of any work done under or pursuant to the Firm for indemnity shall be controlled and governed by law of Georgia, and any suits or actions pursuant to any such claims will be filed and prosecuted against the Contractor in the courts of Dougherty County, in the State of Georgia. For this purpose, the Contractor does hereby waive all questions of venue and jurisdiction and does hereby submit itself to the venue and jurisdiction of the courts of Dougherty County, in the State of Georgia.

Contractor further agrees that any claims for personal injury and/or property damage which any person may have against the Contractor arising out of this Contract or its performance or on account of any work done under or pursuant to the contract shall be controlled and governed by the law of Georgia, and actions pursuant to any such claims may be filed and prosecuted against the Contractor does hereby waive all questions of venue and jurisdiction and does hereby submit itself to the venue and jurisdiction of the courts of Dougherty County, in the State of Georgia.

(Apply Seal Here)

C-8

EXHIBIT B

GEORGIA SECURITY IMMIGRATION COMPLIANCE ACT (E-Verify)

300-10-1-.02 Public Employers, Their Contractors and Subcontractors Required to Verify New Employee Work Eligibility Through a Federal Work Authorization Program.

(1) Pursuant to the O.C.G.A. 13-10-91, every public employer, every contractor of a public employer, and every subcontractor of a public employer's contractor must register and participate in a federal work authorization program, as follows;

(a) On or after July 1, 2007, every public employer shall register and participate in a federal work authorization program to verify the work eligibility information of all new employees.

(b) No public employee shall enter into a contract for the physical performance of services within this state unless the contractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

(c) No contractor of subcontractor who enters into a contract with a public employer shall enter into such a contract or subcontract in connection with the physical performance of services within the state unless such contractor or subcontractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

(2) In accordance with O.C.G.A. 13-10-91, the requirements of paragraph (b) and (c) of paragraph (1) shall apply to public employees, their contractors and subcontractors, as follows;

(a) On or after July 1, 2007, to public…