Fire Dept_ Split Heat Pump Systems.doc

BOARD OF COMMISSIONERS OF SUMTER COUNTY, GEORGIA

REQUEST FOR PROPOSALS

FOR

FIRE DEPARTMENT - SPLIT HEAT PUMP SYSTEMS

RFP# 2026-008

Description of Project: The Board of Commissioners of Sumter County, Georgia (hereafter “Sumter County”) is requesting proposals for FIRE DEPARTMENT - SPLIT HEAT PUMP SYSTEMS General Conditions and Specifications: General Conditions and Specifications may be obtained or examined during business hours at the Sumter County Clerk’s Office at 500 West Lamar Street, Suite 100, Americus, Georgia, 31709 or downloaded from the link on the Sumter County website or Georgia Procurement Registry.

Time and Place for Submission of Proposals: Proposals must be received by Thursday, March 26, 2026 at 2:00 p.m. EST at the Sumter County Courthouse located at 500 West Lamar Street, Suite 100, Americus, Georgia, 31709, Attn: PATI GRYCZKOWSKI. There will be a pre-bid meeting located at 300 McMath Mill Rd., Americus, GA 31719 at 10:00 a.m. on March 11, 2026. Opening of the proposals will take place in the Board Room of the Sumter County Courthouse on March 26, 2026 at 2:05 p.m. EST.

INDEX

General Conditions …….…………………………………………………………………. 3 Specifications …..…………………………………………………………………………. 9 Attachment A …………. .………………………………………………………………… 12 Affidavit of Eligibility for Local Vendor Preference Policy ……………………………... 13 Affidavit of Acknowledgment …………...……………………………………………….. 15 Affidavit of Acknowledgment and Non-Collusion ……..………………………………… 17 Georgia Security and Immigration Compliance Act Contractor Affidavit &

Agreement Pursuant to O.C.G.A. § 13-10-91(b)(1) …………

GENERAL CONDITIONS

All proposals must comply with the following general conditions:

1. The proposal should be delivered to:

For hand delivery and U.S. Mail:

Sumter County Board of Commissioners

Attn: PATI GRYCZKOWSKI

Sealed Proposal for: Fire Department-Split Heat Pump Systems 500 W. Lamar Street, Suite 100

Americus, Georgia 31709

2. All proposals and supporting documents shall be submitted in a sealed envelope clearly labeled:

Sealed Proposal for: FIRE DEPARTMENT – SPLIT HEAT PUMP SYSTEMS

RFP # 2026-008

The proposer’s name and mailing address must be clearly marked on the exterior of the sealed envelope.

Sumter County will not be responsible for the premature opening of a proposal which is not properly addressed, marked, and sealed.

3. The party submitting the proposal is solely responsible for ensuring delivery to the designated location within the designated time.

4. All proposals submitted shall become the property of Sumter County and will not be returned to the party submitting the proposal (hereafter “contractor”).

5. Sumter County is not responsible for any costs incurred by the contractor in the preparation of proposals or presentations related thereto. All such expenses shall be borne solely by the contractor.

6. Any questions concerning this Request for Proposals (hereafter also “RFP”) should be directed to:

Fire Department Chief

Jerry Harmon 300 McMath Mill Road

Americus, GA 31719 Phone: (229)938-1513 E-mail: Jharmon@sumtercountyga.us No other person is authorized to provide information related to this Request for Proposals, and reliance on information from any other individual may result in any proposal being deemed non-responsive and rejected.

7. Sumter County reserves the right to reject any and all proposals, including, but not limited to, any and all non-conforming, non-responsive, or conditional proposals, and to reject any and all proposals that it believes in its sole judgment would not be in the best interest of the project, whether because such proposal is not responsive, the contractor is unqualified, of doubtful financial ability, was previously unfaithful or delinquent in a contract with Sumter County, or fails to meet any other relevant standard or criteria. Sumter County further reserves the right to waive any technicalities, irregularities, or informalities, to seek clarification of any information contained in any or all proposals, and to request additional information from the contractor or a third party. Sumter County reserves the right to cancel this RFP at any time.

8. The contractor may be required, upon request, to prove to the reasonable satisfaction of Sumter County that the contractor has the skill, experience, facilities, and financial resources to timely perform all obligations related to the project in a satisfactory manner. A contractor that does not meet said criteria may be rejected.

9. The contractor warrants that its proposal is not fraudulent, collusive, or made in the interest of or on behalf of any person not therein named. The contractor further warrants that it has not directly or indirectly induced or solicited any other responding contractor to submit a fraudulent proposal or any other person, firm, or corporation to refrain from submitting a proposal, and that contractor has not in any manner sought by collusion to secure any undue advantage over any other responding contractor. The contractor shall submit a properly executed “Affidavit of Acknowledgment and Non-Collusion,” a copy of which is attached hereto, with its proposal.

10. The contractor warrants that no member of the Sumter County Board of Commissioners has a direct or indirect interest of any nature in its proposal or any contract that may be entered pursuant to it, or in any expected profits which might arise therefrom.

11. All provisions of the Request for Proposals, including any amendments thereto, shall be incorporated in the successful responding contractor’s contract, unless otherwise stipulated by written agreement of the parties.

12. At the discretion of Sumter County, contractors submitting proposals may be requested to make one or more oral presentations as part of the selection process at the expense of the contractor.

13. The contractor shall submit proof of liability insurance with coverage not less than the amounts required by federal or state laws or the following thresholds, whichever is greater:

a. Workers’ Compensation: The contractor shall provide, at its sole expense, workers’ compensation coverage with limits of no less than $1,000,000 per occurrence, regardless of whether the contractor is subject to the Georgia Workers’ Compensation Act or otherwise required by law to have such coverage. The policy must waive all rights of subrogation against Sumter County for losses arising from the services performed by the contractor for the benefit of Sumter County.

b. Comprehensive General Liability: The contractor shall submit proof of comprehensive general liability insurance for a combined single limit for bodily injury and property damage in the minimum amount of $1,000,000 for each occurrence or a combined single limit of $2,000,000. The contractor shall also submit proof of property damage liability insurance with explosion, collapse, and underground coverage where applicable. In addition, the contractor shall submit proof of personal injury coverage with any employment exclusion deleted and for the minimum amount of $1,000,000 annual aggregate.

c. Comprehensive Automobile Liability: The contractor shall submit proof of comprehensive automobile liability and bodily injury coverage in the minimum amount of $1,000,000 per person per accident.

14. The contractor shall be bound by the following indemnification provision, which shall be included in the performance contract:

Contractor covenants and agrees to take and assume all responsibility for the work as defined herein (hereafter “Work”) rendered in connection with this Agreement. Contractor shall bear all losses and damages directly or indirectly resulting to it on account of the performance or character of the Work rendered pursuant to this Agreement. Contractor shall defend, indemnify and hold harmless Sumter County, Georgia, its officers, boards, commissions, elected and appointed officials, employees, servants, volunteers and agents (hereinafter referred to as “Local Government Parties”) from and against any and all claims, injuries, suits, actions, judgments, damages, losses, costs, expenses and liability of any kind whatsoever, including but not limited to, attorney’s fees and costs of defense (hereinafter “Liabilities”) which may be the result of willful, negligent or tortious conduct arising out of the Work, performance of contracted services, or operations by the contractor, any subcontractor, anyone directly or indirectly employed by the contractor or its subcontractors or anyone for whose acts the contractor or its subcontractors may be liable, regardless of whether or not the negligent act is caused in part by a party indemnified hereunder. This indemnification obligation does not include liabilities caused by or resulting from the sole negligence of Sumter County, Georgia, or the Local Government Parties. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this provision. In any and all claims against Sumter County, Georgia, or the Local Government Parties by any employee of the contractor, any subcontractor, anyone directly or indirectly employed by the contractor or its subcontractors or anyone for whose acts the contractor or its subcontractors may be liable, the indemnification obligation set forth in this provision shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the contractor or any subcontractors under workers’ compensation acts, disability benefit acts, or other employee benefit acts. This obligation to indemnify, defend, and hold harmless Sumter County, Georgia, and the Local Government parties shall survive expiration or termination of this Agreement, provided that the claims are based upon or arise out of actions that occurred during the performance of the Agreement.

15. The written specifications contained in this Request for Proposals may not be altered except by written addendum from Sumter County.

16. The contractor shall provide the following:

a. Contractor Name.

b. Principal Owner(s).

c. Business Address.

d. List of completed government contracts during the last five (5) years with clients’ address, telephone number, and primary contact. At Sumter County’s discretion, the contractor must have completed at least five similar contracts with references from each.

e. List of government contracts in progress with clients’ address, telephone number, and primary contact.

f. Names of all personnel to be assigned to this project.

g. Business License

h. Proof of Business Registration with the State of Georgia

i. Statement listing any and all differences between your proposal and the work specified in this Request for Proposals.

j. Sample contract agreement for the proposed work.

17. The contractor shall identify and describe any pending lawsuits in which it is a named party and shall disclose the names of all other parties, the county and court in which it is pending, and the current status of the lawsuit.

18. During the process of performing the work, the contractor shall endeavor to promote understanding and amicable relations with citizens and the public. For key positions, including any managers or supervisors, the contractor will provide experienced employees at least 21 years-of-age, of good character, neat appearance, and an adequate number of employees to perform the work in an accurate and timely manner.

19. Proposals must be typed. Any corrections made by the contractor prior to opening must be initialed and dated by an authorized representative of contractor. No changes or corrections will be allowed after proposals are opened.

20. The contractor must furnish Sumter County with 1 original hard copy that includes the raised notaries and 5 complete hard copies of the proposal. Each hard copy must contain the manual signature of an authorized representative of the contract.

21. No proposal may be withdrawn for a period of 90 calendar days after the closing date for receipt of proposals.

22. Unless otherwise agreed by Sumter County in writing, no payment will be rendered for any work which has not been completed to the reasonable satisfaction of Sumter County.

23. If the contractor has outstanding financial obligations to Sumter County, including, but not limited to ad valorem taxes, Sumter County may apply any or all of the contractor’s compensation for the work to be performed here under to the outstanding obligation or indebtedness.

24. The contractor must certify that there are no circumstances which will cause a conflict of interest in performing the services required.

25. It is the policy of Sumter County that no person or entity shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract on the grounds of race, color, creed, national origin, age, sex, or membership in any other protected class.

26. By submitting a proposal, the contractor verifies its compliance with O.C.G.A. § 13-10-91 and agrees to maintain records of such compliance and to provide a copy of each such verification to Sumter County at the time it is retained to perform services.

27. The contractor shall be familiar with and have a strong working knowledge of all federal, state and, local laws, codes and, regulations related to the work performed. The contractor shall provide any other information or documents as required by applicable federal, state and, local laws for the successful completion of the project.

SPECIFICATIONS

All proposals must comply with the following specifications:

1. Time is of the essence. The successful contractor must be able to enter a contract with Sumter County within 7 days of the date of award. The contractor shall commence meaningful work on the project within 5 days after execution of the parties’ agreement, and full performance shall be completed no more than ten to fourteen working days depending on contract from the beginning date of meaningful work.

DORMITORY BUILDING

2. The Dormitory Building will have two(2) 7.5-ton Split Heat Pump Systems utilizing R-454B refrigerant.

3. Install new air handlers for each system.

4. The contractor shall install insulated pipes for condensate drainage to a legal drain with a P-trap.

5. The contractor shall engineer and install new duct systems above the existing lay-in ceiling.

6. Install new outdoor condensing units at existing exterior locations.

7. Furnish and install new refrigeration lines utilizing R-454B refrigerant for each system.

8. The contractor shall follow all electrical safety requirements and provide and not limited to proper disconnects, overcurrent protection, grounding and, 3-phase monitoring.

9. The contractor shall provide and install two (2) programmable Wi-Fi-enabled thermostat controls.

10. The contractor must meet all applicable workers’ compensation insurance requirements and obtain all required permits in accordance with the County requirements.

KITCHEN/LIVING ROOM AREAS

11. The Kitchen/Living Room Areas will have four(4) 24,000BTU ductless systems utilizing R-454B refrigerant.

12. Each system shall meet the minimum requirement of a 20.0 SEER2 efficiency rating.

13. Each system shall have condensate drain connections.

14. Each system shall R-454B refrigerant including line-hide covers.

15. The contractor shall provide electrical circuits, disconnects and, pigtails as well as follow all electrical safety requirements, laws, codes and, regulations.

16. At a minimum there shall be the following warranties for all units:

· Labor - One Year

· Parts - Three Years

· Compressor – Five Years

17. All work shall be performed in compliance with all applicable local, state, and federal codes, regulations and, laws.

18. The contractor will supply all equipment, tools, materials, parts, labor, and anything needed to fulfill the proper and safe installation for all units.

19. The contractor shall include leak detection systems if they are not included with the units.

20. The contractor shall ensure that there is proper ventilation for all units after calculating room size safety.

21. For parts & materials, rented equipment and outside labor, please attach a current price list showing the line-item unit prices for each part, material, equipment, or labor that may be required to complete the work requested in this RFP; please fill out Attachment A on page 12.

22. The maintenance provider must be available at all times and able to respond within a reasonable time.

23. The maintenance provider must provide routine inspections semi-annually for two(2) years.

A. The Contractor shall inspect and troubleshoot the units and diagnose any needed repairs and/or problems which may be preventing them from operating properly. As soon as reasonably possible thereafter, the Contractor shall provide a written quote to the County detailing the diagnosis of the problems, recommendations for repair or replacement, the cost of the materials required for repair or replacement, the cost of the labor required for the repair or replacement, and the estimated date of completion. This process will be necessary for quarterly inspections as well as calls made in between inspections.

B. The Contractor shall not perform any repairs and/or replacements without advance, written authorization from a County Administrator or their designee.

C. The County shall not be obligated to accept the Contractor’s estimate or to authorize it to perform any recommended repairs or replacements. The County may in its sole discretion request an assessment, diagnosis, and/or estimate from any other entity or individual and may in its discretion engage any other entity or individual to perform any such repairs or replacements.

24. Sumter County has a seven percent (7%) local vendor preference policy. If you are a local vendor, please state so in your response and complete the attached Affidavit for Eligibility for Local Vendor Preference. To determine if you and this project qualify for the local vendor preference policy, you may obtain a copy of the policy from the Sumter County Board of Commissioners.

Attachment A – Cost Proposal Form

FIRE DEPARTMENT - SPLIT HEAT PUMP SYSTEMS

__________________________________________ (Offeror), through its duly authorized representative, does hereby certify that it meets all of the requirements set forth in the Request For Proposal and that all representations presented in this PROPOSAL are true and correct, and that it has examined the Request For Proposal and made itself familiar with the requirements of this Request For Proposal, FIRE DEPARTMENT - SPLIT HEAT PUMP SYSTEMS Therefore, ___________________________________ (Offeror) agrees to perform all FIRE DEPARTMENT - SPLIT HEAT PUMP SYSTEMS required herein for the guaranteed maximum price of:

_______________________________________and____/100 Dollars

I HEREBY CERTIFY THAT THE STATEMENTS AND REPRESENTATIONS CONTAINED IN THIS PROPOSAL FORM ARE TRUE TO THE BEST OF MY KNOWLEDGE AND BELIEF

Offeror

Signed

Date

AFFIDAVIT OF ELIGIBILITY FOR LOCAL VENDOR PREFERENCE POLICY

STATE OF GEORGIA

COUNTY OF ___________________

Personally appeared before me, the undersigned who, being duly sworn, deposes and states:

1.

I am 18 years or older, and this Affidavit is based upon my personal knowledge.

2.

I am an authorized legal representative of the vendor listed below (hereafter “Local Vendor”).

3.

The Local Vendor listed below owns, operates, or occupies office space, a warehouse, or another physical business structure, including a principal or satellite location, within the geographic boundaries of Sumter County.

4.

Any sums due to the State of Georgia for bonds, fines, fees, or restitution and any taxes, fees, or other sums due to Sumter County from the Local Vendor are paid in full.

5.

The Local Vendor listed below agrees not to assign or sub-contract more than fifty percent (50%) of the dollar value of the contract to be performed to any entity that is not a local vendor.

6.

The Local Vendor listed below qualifies for the Local Vendor Preference as outlined in Sumter County’s Financial Policies.

7.

If any of the above representations are no longer true at the time of the award of the contract or purchase, the Local Vendor will immediately notify Sumter County in writing prior to accepting the award of the contract or purchase.

8.

Further, Affiant sayeth not.

This __________ day of _________________, 20___.

BY: _________________________________

Printed Name: _____________________

Title: ____________________________

Vendor: __________________________

ATTEST: _________________________________

Secretary

Printed Name: _____________________

Sworn to and subscribed before me this _____ day of ____________, 20____.

Notary Public

My commission expires:

AFFIDAVIT OF ACKNOWLEDGMENT

STATE OF ___________________________

COUNTY OF _________________________

I acknowledge and I am aware of the following policies as stated in the Sumter County Financial Policies:

Sec.7 (B) (4) Vendors:

Conflict of Interest: It shall be a breach of ethical standards for any county employee and/or official to participate directly or indirectly in a procurement when there is knowledge that:

· The County employee and/or official or a member of their immediate family has a financial interest pertaining to the procurement.

· A business or organization in which the county employee and/or official, or any member of their immediate family, had financial interest pertaining to the procurement; or

· Any person, business, or organization with which the county employee and/or official, or any member of their immediate family, is negotiating or has arrangements concerning prospective employment, is involved with the procurement.

Sec. 7 (B) (4) Bids:

· By submitting a bid, the bidder represents and warrants that neither a Commissioner nor a County employee has, in any manner, an interest, directly or indirectly in the bid or in the contract which may be made, or in any expected profits to arise there from.

Further, Affiant sayeth not.

Under seal this ____ day of _______________________, 20_____.

BY:

Printed Name: _______________________

Title: _______________________________

Contractor: _________________________

Address: ____________________________

Phone: _____________________________

Email: _____________________________ Sworn to and subscribed before me this _____ day of _______________, 20___

Notary Public

My commission expires:

AFFIDAVIT OF ACKNOWLEDGMENT AND NON-COLLUSION

STATE OF ___________________________

COUNTY OF _________________________

Personally appeared before me, the undersigned, _______________________________, who, being duly sworn, deposes and states:

I am 18 years or older, and this Affidavit is based upon my personal knowledge and understanding.

I am a general partner or officer of the below named contractor (hereafter “Contractor”) and am authorized to submit the attached proposal.

I have carefully read and fully understand the foregoing Request for Proposals, including, but not limited to the General Conditions and Specifications.

Neither the Contractor nor any of its employees or agents has by any means prevented or attempted to prevent competition in responding to the Request for Proposals, nor has Contractor or any of its employees or agents prevented or attempted to prevent anyone from submitting a proposal. Furthermore, neither Contractor nor any of its employees or agents have caused or induced another to withdraw a proposal.

Further, Affiant sayeth not.

Under seal this ____ day of _______________________, 20_____.

BY:

Printed Name: _______________________

Title: _______________________________

Contractor: _________________________ Address: ____________________________

Phone: _____________________________

Email: _____________________________ Sworn to and subscribed before me this _____ day of _______________, 20___ Notary Public

My commission expires:

GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT

CONTRACTOR AFFIDAVIT & AGREEMENT PURSUANT TO O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned (hereafter “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 Sumter County, Georgia, a political subdivision of the State of 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 agrees that it will continue to use the federal work authorization program throughout the contract period and 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 further agrees to maintain records of such compliance and to provide a copy of each such verification to Sumter County at the time the subcontractor is retained to perform such service and in no event later than five business days after Contractor’s receipt.

Under penalty of perjury, Contractor attests that the foregoing is true and that its federal work authorization user identification number and date of authorization are as stated below.

Federal Work Authorization

Date of Authorization for Federal Work

User Identification Number

Authorization User Identification Number

Name of Contractor

Signature of Authorized Officer or Agent

Name of County Project Printed Name of Authorized Officer or Agent

Date Affidavit Executed

Title of Authorized Officer or Agent

Subscribed and sworn before me on this ___ day of ____________________, 20_____ in

__________________[city], _______[state].

[NOTARY SEAL]

NOTARY PUBLIC

My Commission Expires _______________

NOTE: A contractor or subcontractor who has no employees and does not hire or intend to hire employees for satisfying or completing the terms and conditions of any part or all of the original contract with the County shall instead provide a copy of the state issued driver’s license or state issued identification card and a copy of the state issued driver’s license or identification card of each independent contractor utilized in the satisfaction of any part or all of the original contract with the County. The driver’s license or identification card shall only be accepted in lieu of an affidavit if it is issued by a state within the United States that verifies lawful immigration status prior to issuing a driver’s license or identification card. If a contractor or subcontractor later determines that he or she will need to hire employees to satisfy or complete the physical performance of services under an applicable contract, he or she shall first comply with the affidavit requirements of O.C.G.A. § 13-10-91(b)(5).

Updated 12/15/14