Fire Station Roof Replacement.pdf

REQUEST FOR PROPOSAL (RFP)

FOR

FIRE STATION ROOF REPLACEMENT

Fire Stations 7 thru 10

WHITFIELD COUNTY, GEORGIA

RFP # FD 24-003

Issue Date: 08/16/2024

Due Date for Proposals: 09/20/2024 2:00 PM

REQUEST FOR PROPOSAL FOR

FIRE STATION ROOF REPLACEMENT

Fire Stations 7 thru 10

For

WHITFIELD COUNTY, GEORGIA

Date 08/16/2024

Issued by:

Whitfield County Board of Commissioners Dalton, Georgia

Proposal Statements Due: 09/20/2024 at 2:00 PM.

1.0 PURPOSE AND OBJECTIVES

The Whitfield County Board of Commissioners requests proposals from qualified vendors for Fire Station Roof Replacement: Stations 7-10

FACILITY LOCATIONS:

Station # 7: 208 N. Varnell Rd, Tunnel Hill, GA 30755

Station # 8: 225 Command Dr, Dalton, GA 30721

Station # 9: 1620 Mill Creek Rd, Rocky Face, GA 30740

Station # 10: 1250 Cohutta-Beaverdale Rd, Cohutta, GA 30710

* All roofs are gabled with varying square footage. Aerial imagery can be reviewed on the County GIS website.

1.1 Schedule

The following is the schedule of events listed in the order of occurrence, showing the major milestones from issuance of the RFP to the contract award.

MILESTONE EVENT DATE

1. RFP release 08/16/2024

2. 09:00 AM Site Visit

MANDATORY to Bid

Pre-Bid Meeting at

WCFD Station 8

09/10/2024

3. Questions Due 09/12/2024

4. Answers Released 09/13/2024

5. Proposal Due Date 09/20/2024

6. Vendor Selection (Interviews are not anticipated)

10/04/2024

5. Contract signed 10/07/2024

6. Project begins 10/08/2024

Intent to respond: Interested vendors will send an email to the project contact listed in section 1.3 with the intent to respond to RFP.

The Whitfield County Board of Commissioners reserves the right to change the schedule of events as it deems necessary. In the event of a major date change, Whitfield County Board of Commissioners will post schedule changes on the county public internet site at http://www.whitfieldcountyga.com or email vendors that have submitted intent to respond email. The Whitfield County Board of Commissioners also reserves the right to issue addenda to this RFP up to seven days before the bid date as needed to clarify the Whitfield County Board of Commissioners desires or to make corrections. The Vendor will acknowledge receipt of all addenda in their proposals. It is the sole responsibility of the vender to assure that they have received the entire Request for Proposal.

1.2 Questions

Please submit any questions by email by 4:00 PM on 09/12/2024. No phone calls please. All questions must be submitted in writing and sent to the following address:

cwest@whitfieldcountyga.com

Response to questions will be posted on our public internet site at http://www.whitfieldcountyga.com

1.3 Whitfield County Board of Commissioners Contact

The Whitfield County Board of Commissioners has designated the Whitfield County Fire Department to be responsible for coordinating communications between Whitfield County Board of Commissioners and potential vendors. The committee may be contacted at:

cwest@whitfieldcountyga.com

Note: No verbal or written information which is obtained other than through this RFP or its addenda shall be binding on Whitfield County. No employee of Whitfield County is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in or amended to this written RFP document.

1.4 Bid Submittal Instructions

Vendors are to submit 1 original and 2 copies of their proposal copies outlined in the PROPOSAL FORMAT section on or before 2:00 PM on 09/20/2024 to:

Whitfield County Board of Commissioners

Attn: Brian McBrayer

201 S. Hamilton St., 4th Floor

Dalton, GA 30720

All bids should be clearly marked:

“Fire Station Roof Replacement: Stations 7-10 (RFP # 24-003)” http://www.whitfieldcountyga.com/ mailto:xxx@whitfieldcountyga.com http://www.whitfieldcountyga.com/ mailto:cwest@whitfieldcountyga.com

It will be the sole responsibility of the vendor to have their bids delivered to the Whitfield County Board of Commissioners before the closing hour and date. Late bids will not be considered and will be returned unopened to the sender.

All bids must be valid for a period of 90 days following the bid opening.

All materials and documents submitted by the vendor in response to this RFP become the property of the Whitfield County Board of Commissioner and will not be returned to the vendor. Information in each proposal is public information under Georgia law and may be released after the selection process has been completed and the contract has been awarded and executed. Consequently, any information considered to be the vendor’s trade secrets, privileged or confidential should not be revealed in the proposal.

The Whitfield County Board of Commissioner will notify the winning vendor of the bid award and will arrange a meeting with the vendor to commence contract negotiations.

1.5 Selection Process

Written proposals will be reviewed by The Whitfield County Fire Department. The outcome of the review process may, at the County’s sole discretion, result in: (a) notice to vendor(s) of selection for tentative contract negotiation and possible award, or (b) steps to gather more information for further evaluation. This may mean notice of placement on an interview list (short-listed) with time and date of the interview specified; all costs incurred by the vendor in preparing the proposal, or costs incurred in any other manner by the vendor in responding to this proposal will be wholly the responsibility of the vendor. If possible, the County will make selections directly from the evaluation of the proposals.

Any vendor determined to be technically unqualified, or whose proposal is deemed unresponsive, will not be considered further. Whitfield County retains the right to reject any or all proposals with or without cause and retains the right to award the contract to a vendor who is not the lowest cost vendor. If the vendor and County cannot agree on terms of the Agreement, the vendor’s proposal will be rejected.

Proposals will be evaluated on the following minimum criteria:

Demonstrated understanding of problems and needs presented by the project.

Qualifications of project personnel and vendor’s ability to commit capable staff to support project size.

Quality and applicability of materials to be used.

Ability to complete the project in a timely manner without major deviations from necessary requirements.

Past experience with similar projects by proposed staff

Soundness of technical approach to accomplish all project requirements.

Cost to accomplish all project requirements.

Local Vendor Privilege

Because bids awarded to local vendors contribute to the Whitfield County tax base and promote the local economy, the Whitfield County Board of Commissioners has instituted a local vendor privilege as follows. To qualify as a local vendor, the following conditions have to be met:

1. The vendor has to have an established place of business within Whitfield County.

2. The vendor must have at least two (2) employees who have been working for six

(6) months or longer before requesting a local vendor privilege.

All vendors who met these conditions and who wish to claim the local vendor privilege must complete the Affidavit of Eligibility available on the County web site. The local vendor privilege gives qualifying vendors, who are within 4% of the low bid, the opportunity to agree to match the low bid within 24 hours. If more than one local vendor meets the qualifications, the lowest local bidder will be given the first opportunity to agree to match the low bid. If they refuse, the next lowest bidder will get the opportunity and so on until all local vendors within the 4% range have been given an opportunity.

1.6 Insurance

The contractor shall take out and maintain during the life of the contract full insurance coverage. Coverage shall include, but is not limited to the following:

1. Workman's Compensation

Coverage A Statutory

Coverage B $1,000,000.00

2. Comprehensive General Liability

Public Liability - Each person $1,000,000.00

- Each Accident $2,000,000.00

3. Property Damage

Each Accident $250,000.00

Aggregate $500,000.00

The contractor shall deliver to the County certificates of insurance evidencing the coverage(s) indicated. Such certificates shall be furnished prior to commencement of the services and at any necessary renewal dates thereafter during the life of the agreement.

1.7 Bonds

A. Bidder shall post a bid bond, certified check of money order made payable to the County in the amount of 5% of the bid price and be accompanied with agents & underwriters name, address and phone number.

B. Contractor(s) shall post a payment bond of 110% of the bid price and a performance bond of 100% of the bid price if awarded the project. Such bonds may be a requirement of State statute and are due prior to contract execution as a guarantee that goods meet specifications and will be delivered per contract. Such bonds will also guarantee quality performance of services and timely payment of invoices to any subcontractors.

C. Whenever a bond is provided, it shall be executed by a surety authorized to do business in the State of Georgia and approved by the County.

1.8 Compliance with Laws

In connection with the furnishing of supplies or performance of work under the contract, the vender agrees to maintain all licenses, permits, liability insurance, worker’s compensation insurance and comply with all other standards and regulations required by Federal, State or County statue, or ordinances and rules during the performance of any contract between the vender and the County. This includes compliance with the Georgia Security and Immigration Compliance Act of 2006 on Contractor/Subcontractor license verification. Any such requirement specifically set forth in any contract document between the vender and the County shall be supplementary to this and not in substitution thereof.

During the performance of this contract, the vender agrees as follows:

The Vendor/Firm will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, or physical handicap.

Any selection made as a result of this notice will be made without regard to race, color, religion, sex, or national origin, place of birth, or physical handicap.

Venders shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of Whitfield County for the purpose of influencing consideration of this proposal.

2.0 PROPOSAL FORMAT

Respondents are required to submit concise responses of methods and procedures to complete the Scope of Work section. Proposals shall contain all elements of information requested. The County reserves the right to include any part of the selected proposal, either in addition to, or in lieu of, the specifications contained in this document within the final contract. To enable the evaluation committee to fairly evaluate each bid, the vendor will use the following proposal format

2.1 Cover Letter

A one-page cover letter, signed by an authorized representative of the vendor, must be included in the submittal. It must contain the name and address of the corporation or business submitting the proposal, as well as the name, address, telephone number, and title of the person authorized to represent the vendor.

2.2 Executive Summary

The vendor will describe its approach to a project of this kind and identify any unique or distinctive features of the project the vendor wishes the evaluation committee to give particular attention.

2.3 Project Team

The vendor will provide the organizational structure for the project team and key staff resume’s to identify experience and qualifications. Provide a brief description of project role by each staff member. The vendor should also provide a company organizational chart.

All sub-contractors must be identified within the vendor’s proposal with their project role to be described and qualifications information included.

2.4 Project Management

Proposals shall specify a schedule and medium for project status meetings.

2.5 Scope of Services

Provide a detailed technical discussion of approach to be used to meet project requirements and specifications outlined under Scope of Services section. Vendors may provide additional information which would be useful to the committee in evaluating the proposal

2.6 Schedule

Anticipated time to perform the required work should be identified using tasks outlined under Scope of Services section. Include project timeline with major milestones and dates outlined by the vendor’s project approach.

2.7 Project Reference Summary

The vendor must also provide a list of past projects similar in size and content that qualify the vendor to undertake the Whitfield County project. The list of projects references must include a description of the project, contact name, title of contact person, phone number, address, and when project was completed. Reference list should include a minimum of three.

3.0 SCOPE OF SERVICES

The Scope of Services consists of:

Removal of all existing roofing materials.

Replace and/or install any missing and/or damaged/rotted decking and/or lathing.

Install synthetic underlayment (Pro-Armor type, or similar).

Install Class 4, Impact Resistant Architectural Shingles (Black in color)

Replace and/or install any and all necessary flashing, boots, hubs, trim caps and any other items encountered that ensure a leak-proof roofing system.

Replace and/or install any and all necessary ridge vents and/or roof vents.

Disposal of existing roofing materials and project waste shall be the responsibility of installer.

All installations shall be completed in accordance with manufacturer recommendations.

3.1 Tasks

To accomplish the goals set by the Whitfield County Board of Commissioners, the County seeks the following professional services:

Proposal for taking old roof materials off and replacing with new roof

Cleaning up site

Completing project during normal business hours

Guarantee no leaks

It is understood that this contract, if accepted by Whitfield County, is entered into solely for the convenience of the county and in no way precludes the county from obtaining like goods from other suppliers upon prior approval of the Whitfield County Board of Commissioners. Such approval shall be made at the sole discretion of the Whitfield County Board of Commissioners and shall be conclusive.

Whitfield County reserves the right to accept or reject any or all proposals for any reason, to waive technicalities, and to make an award deemed in its best interest.

Whitfield County shall have the right to delete a unit item from the proposal if necessary or proper in the sole determination of Whitfield County.

Cost(s) Breakdown:

Station 7: __________________________________

Station 8: __________________________________

Station 9: __________________________________

Station 10: __________________________________

TOTAL BID PRICE: __________________________________

Discount (If Applicable): _______________________________

We certify that our RFP meets the minimum requirements as specified in documents, this

________ day of _______________, 2024.

Authorized Signature Title

Printed Name of Signature Company

Address City/State/Zip Code

Telephone Number Fax Number

E-Mail Address

SURETY REQUIREMENTS

A Bid Bond for five percent (5%) of the amount of the bid is required to be submitted with each bid. If required by State statute, a Performance Bond for one hundred percent (100%) of the bid and a Payment

Bond for one hundred and ten percent (110%) of the bid will be required of the successful bidder.

The Bidder certifies that he/she has examined all documents contained in this bid package, and is familiar with all aspects of the proposal and understands fully all that is required of the successful bidder. The Bidder further certifies that his/her bid shall not be withdrawn for sixty (60) days from the date on which the bid is publicly opened and read.

The Bidder agrees, if awarded this bid, he/she will:

A. Furnish, upon receipt of an authorized County Contract Agreement, all items indicated thereon as specified in this bid proposal for the bid amount, or;

B. Enter a contract with the County to do and/or furnish everything necessary to provide the service and/or accomplish the work as stated and/or specified in this bid proposal for the bid amount, and;

C. If required by State statute, furnish a 100% Performance Bond and a 110% payment bond, and acknowledges the County's right to require a Performance Bond and a Payment Bond of a specific kind and origin, and;

D. Forfeit the amount of the Bid Bond as liquidated damages if he/she fails to enter a contract with the County as stated in (B) above, within fifteen (15) days of the date on which he/she is awarded the bid.

COMPANY DATE

SIGNATURE TITLE

TELEPHONE NUMBER

BID BOND

KNOW ALL MEN BY THESE PRESENTS, THAT WE _______________________________

(hereinafter called the Principal) and ______________________________________ (hereinafter called the Surety), a Corporation chartered and existing under the laws of the State of with its principal offices in the County of ________________________and authorized to do business in the State of Georgia, are held and firmly bound unto the Whitfield County Board of Commissioners (County) in the full and just sum of _________________________________ Dollars

($ _____________________ ) good and lawful money of the United States of America, to be paid upon demand of the County, to which payment well and truly to be made, we bind ourselves, our heirs, executors, administrators, and assigns jointly and severally and firmly by these presents.

WHEREAS, the Principal is about to submit, or has submitted, to the County, a proposal for furnishing materials, labor and equipment for:

RFP# FD 24 - 003 – Fire Station Roof Replacement

WHEREAS, the Principal desires to file this Bond in accordance with law in lieu of a certified

Bidder's check otherwise required to accompany this Proposal.

NOW, THEREFORE, the conditions of this obligation are such that if the proposal be accepted, the Principal shall within ten (10) days after receipt of notification of the acceptance, execute a

Contract in accordance with the Proposal and upon the terms, conditions, and prices set forth in the form and manner required by the County, and, if required by State statute, execute a sufficient and satisfactory

Performance Bond in the amount of 100% of the total contract price and Payment Bond in the amount of 110% of the total contract price payable to the County, in form and with security satisfactory to said County, and otherwise, to be and remain in full force and virtue in law; and the Surety shall, upon failure of the Principal to comply with any or all of the foregoing requirements within the time specified above, immediately pay to the Board of Commissioners, Whitfield County, Georgia, upon demand, the amount hereof in good and lawful money of the United

States of America, not as a penalty, but as liquidated damages.

IN TESTIMONY THEREOF, the Principal and Surety have caused these presents to be duly signed and sealed this ___________ day of __________________, 2024.

_________________________________ (SEAL) _____________________________ (SEAL)

Surety Principal

BY: ___________________________________ BY:________________________________

SAVE AFFIDAVIT REQUIRED FOR LOCAL GOVERNMENT THAT MUST BE EXECUTED

BY ANYONE ENTERING INTO A CONTRACT WITH A LOCAL GOVERNMENT

STATE OF GEORGIA

WHITFIELD COUNTY

By executing this affidavit under oath, as an applicant for Whitfield County, Georgia contract as referenced in O.C.G.A. § 50-36-1 and the August 1, 2010,“Report of the Attorney General on Public Benefits”, I am stating the following with respect to my ability to enter into a contract with Whitfield County: [Name of natural person applying on behalf of individual, business, corporation, partnership or other private entity]

1) I am a United States citizen

OR

2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

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

This day of , 20 .

Signature of Applicant:

Printed Name:

Alien Registration number for non-citizens: *

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF , 20

Notary Public

My Commission Expires:

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act,Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of “alien,” legal permanent residents must also provide their alien registration number.

Qualified aliens that do not have an alien registration number may supply another identifying number below:

sample_subcontractor_affidavit.pdf.

DEPARTMENT OF LABOR E-VERIFY CONTRACTOR AFFIDAVIT FOR

CONSTRUCTION (OTHER THAN ROAD CONSTRUCTION) CONTRACTS

STATE OF GEORGIA

WHITFIELD COUNTY

CONTRACTOR AFFIDAVIT AND AGREEMENT213

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation that is contracting with Whitfield County has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91, and shall agree to use this program for any newly hired employees throughout the duration of the contract.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Whitfield County, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. The contractor further agrees to provide notice to the County of the identify of each subcontractor hired under the contract within five (5) business days of entering into a contract for hire. Such notice shall include a copy of the Subcontractor Affidavit for each subsequent subcontractor attesting to the subcontractor’s name, address, user identification number, and date of authorization to use the federal work authorization program. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Whitfield County within five (5) days of the time the subcontractor(s) is retained to perform such service.

EEV / Basic Pilot Program* User Identification Number

Date Authorized to Use E-Verify

BY: Authorized Officer or Agent Date

(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF , 20

Notary Public

My Commission Expires:

* As of the effective date of O.C.G.A. § 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U.S.

Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).