IFB _443_24 EMS _ Fire Equipment Testing M _.pdf

DAWSON COUNTY GOVERNMENT

INVITATION FOR BID

FOR

FIRE APPARATUS EQUIPMENT TESTING,

MAINTENANCE AND REPAIR SERVICES

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

SEPTEMBER 30, 2024, AT 10:30AM, EST

DAWSON COUNTY BOARD OF COMMISSIONERS

ATTENTION: PURCHASING MANAGER

25 JUSTICE WAY, SUITE 2223

DAWSONVILLE, GA 30534

BID #443-24

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS IFB ON OR BEFORE THE

STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE

OFFEROR.

ISSUE DATE: SEPTEMBER 4, 2024

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 2

DAWSON COUNTY BOARD OF COMMISSIONERS

FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIR SERVICES

TABLE OF CONTENTS

PROPOSAL DOCUMENTS

Invitation……………………………………………………………………………………..3

IFB Timetable………..………………………………………………………………………3

General Overview…..……………………………………………………………….….……4

General Conditions……………………………………………………………………….…10

Scope of Work ………………….…………..……….……………………………………..……...11

General Terms………………………………...…………………………………….……….24

Vendor’s Checklist Form………..………………………………………………………….38

Vendor’s Information Form………………………………………………………….……..39

Vendor’s Price Proposal Form…….………………….…………………………….………40

Vendor’s Reference Form…………………………………………………………….……………42

Execution of Proposal Form…………………………………………………………….……

Addenda Acknowledgement Form ………………………………………………………….……44

Drug Free Work Place Form………………………………………………………………………..45

Certificate and Statement of Non-Collusion Form……..………………………….….………..46

Georgia Security and Immigration Compliance Act Affidavit…………………………..…….48

Local Small Business Initiative………………………………………………….………………….53

Sample Contract…………………………………………………………………………….…………58

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 3

DAWSON COUNTY, GEORGIA

Purchasing Department

25 Justice Way, Suite 2223

Dawsonville, Georgia 30534

Phone: 706-344-3500 x.42223; Email: mhawk@dawsoncounty.org

September 4, 2024

INVITATION

Dawson County Purchasing Department is soliciting sealed bids from qualified vendors who specialize in providing the testing, maintenance and repairs of fire apparatus equipment through a guaranteed-pricing annual contract. The County does not guarantee a minimum/maximum value for this contract. Details are listed under Section II. Sealed bids will be received by the office of the Purchasing Manager, at 25 Justice Way, Suite #2223, Dawsonville, GA 30454.

Instructions for preparation and submission of a bid/proposal are contained in this packet.

Electronic packets may be found at https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-497e-943b-

141544ec4bd4 Submissions must be typed or printed in blue ink. Prices submitted as a result of this invitation must include the Vendor’s Price Proposal Form and be returned in a sealed envelope or container marked, as Sealed Bid with the applicable Proposal Name and Proposal Number and

Proposer’s Company Name on the outside. The offer may not be considered unless so received.

Proposals must be submitted no later than 10:30 a.m., September 30, 2024.

There will not be a pre-bid meeting for this solicitation. All questions/comments that may arise from this invitation must be submitted in writing and emailed to the Purchasing Manager at mhawk@dawsoncounty.org no later than September 17, 2024, at 1:00 p.m. All questions and answers will be posted to the County website and the Georgia Procurement Registry no later than

September 23, at 1:00 p.m. Answers to question submitted that materially change the conditions and specifications of this invitation will be promulgated to the County website and the Georgia

Procurement Registry. Any discussions or documents will be considered non-binding unless incorporated and publicized in an addendum. The anticipated date of award is September 30, 2024.

Dawson County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin and handicap or veteran status. This policy ensures all segments of the business community have access to supplying the goods and services need by Dawson County. Dawson County does not guarantee a minimum/maximum value for this contract.

https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-497e-943b-141544ec4bd4 https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-497e-943b-141544ec4bd4 mailto:mhawk@dawsoncounty.org

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 4

INVITATION FOR BID

FOR

FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRS

SECTION I – GENERAL OVERVIEW

A. INFORMATION TO PROPOSERS

1. BID SUBMISSION

The offerors shall package and seal its submittal so that they will not be damaged in mailing. One (1) original copy of the bid is to be included in the sealed submission) of the complete signed submittal must be received, NOVEMBER 17, 2022, AT 10:45AM, EASTERN STANDARD TIME. Bids must be submitted in a sealed envelope stating on the outside, the vendor's name, address, IFB #443-24

FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE &

REPAIRS and delivered to:

Dawson County Board of Commissioners

Attention: Purchasing Manager

25 Justice Way, Suite 2223

Dawsonville, GA 30534

Hand Delivery

Hand delivered copies may be brought to the above address between the hours of

8:00AM and 5:00PM EST, Monday through Friday, excluding Holidays. For a complete listing of Holidays, please visit www.dawsoncounty.org. If a sealed bid is delivered after 10:30 a.m., on the day of the opening, deliver the package to the

Purchasing Manager, in the County Administration Training Room, Suite #2204.

No submission will be accepted after 10:30 a.m., on the date listed above in Section

1.A.1., at which time all company names and pricing of offers received will be publically read aloud.

GPS Location

Some GPS systems cannot locate the above-named address. Proposers may search the following address if trying to visit the Dawson County Government Center: 25

Tucker Avenue, Dawsonville, GA 30534. Tucker Avenue is located on the East side of the Government Center. Upon arrival, please continue one block West on Shoal

Creek Road to Justice Way. Parking for the Government Center is available off of

Justice Way. Proposers should verify address is in Dawson County and not a surrounding community.

http://www.dawsoncounty.org/

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 5

Coordinates: 34°25’23.08”N 34°25’23.08N 84°07’12.05

Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. NOTE: Some express mail and delivery services do not guarantee overnight by noon to Dawson

County.

The Submittal must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the proposer.

2. CONTACT PERSON

Vendors are encouraged to contact Melissa Hawk, Purchasing Manager at (706)

344-3501, by fax at (706) 531-2728 or email mhawk@dawsoncounty.org to clarify any part of the IFB requirements. All questions that arise prior to the deadline for questions due date shall be directed to the contact person in writing via facsimile or email. Any unauthorized contact shall not be used as a basis for responding to this

IFB and also may result in the disqualification of the vendor's submittal.

Vendors may not contact any elected official or other county employee to discuss the bid process or bid opportunities except: 1) through the Purchasing Manager named herein, or 2) as provided by existing work agreement(s). This policy shall be strictly enforced and the County reserves the right to reject the submittal of any vendor violating this provision.

3. ADDITIONAL INFORMATION/ADDENDA

Dawson County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date posted on the county’s website under the bid information. Vendors should not rely on any representations, statements or explanations other than those made in this IFB or in any addendum to this IFB. Where there appears to be a conflict between the

IFB and any addenda issued, the last addendum issued will prevail. Vendors are advised to check the website for addenda before submitting their bids.

Vendors must acknowledge any issued addenda by including Attachment B-

Addenda Acknowledgement with the submittal. Proposals which fail to acknowledge the vendor’s receipt of any addendum will result in the rejection of the offer if the addendum contains information which substantively changes the

Owner’s requirements

4. LATE SUBMITTAL AND LATE MODIFICATIONS

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 6

Submittals received after the due date and time will not be considered.

Modifications received after the due date will not be considered. Dawson County

Government assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper designation.

5. REJECTION OF PROPOSALS/CANCELLATION

Dawson County Government reserves the right to reject any and all submittals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of Dawson

County. Dawson County reserves the right to cancel this IFB at any time.

6. MIMINUM IFB ACCEPTANCE PERIOD

Submittals shall be valid and may not be withdrawn for a period of ninety (90) days from the date specified for receipt of submittals.

7. NON-COLLUSION AFFIDAVIT

By submitting a response to this IFB, the vendor represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the vendor has not directly or indirectly induced or solicited any other vendor to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the vendor has not in any manner sought by collusion to secure to that vendor any advantage over any other vendor.

By submitting a proposal, the vendor represents and warrants that no official or employee of Dawson County Government has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

8. COST INCURRED BY VENDORS

All expenses involved with the preparation and submission of the IFB to the Dawson

County Board of Commissioners, or any work performed in connection therewith is the responsibility of the vendor(s).

9. BID OPENING

Bids will be opened and read immediately following bid deadline at the physical address stated in this document. A copy of the bid tabulation to the IFB will be posted on the County Website within three (3) days after the IFB has been opened.

10. OPEN RECORDS

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 7

All materials submitted in connection with this IFB will be public documents and subject to the O.C.G.A. § 50-18-71, Open Records Act and all other laws of the

State of Georgia; and the open records policies of Dawson County Board of

Commissioners. All such materials shall remain the property of Dawson County and will not be returned to the respondent. Should you believe that your bid contains any trade secrets you must submit an affidavit, along with the bid/proposal, that states that specific portions of the bid/proposal contain trade secrets as defined by

Georgia law (Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia).

Furthermore, the affidavit must be detailed, citing specifically (citing paragraphs, articles, provisions, pages, etc.) the portions of the bid/proposal containing any trade secrets. All such materials shall remain the property of Dawson County and will not be returned to the respondent.

11. TAXES

Dawson County Government is tax exempt. No sales tax will be charged on any products or services. Dawson County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relations to this project. Selected vendor will be provided with Dawson County’s Sales and Use

Tax Certificate of Exemption number upon request.

12. VENDOR INFORMATION

All submissions shall include a completed vendor information form, current copy of business license and current W-9. Failure to provide this information could result in the disqualification of the vendor from submitting a proposal.

13. INSURANCE

Selected vendor will be required to provide a Certificate of Insurance as proof of liability and workman’s compensation insurance while under contract with

Dawson County. Workman’s Compensation Insurance should be as required by the State of Georgia. Automobile and General Liability at a minimum should cover $1,000,000 per incident. Dawson County Board of Commissioners shall be named as additionally insured for the project herein. Further information may be found on page 22.

14. BONDS

If required, under SECTION II – SCOPE OF WORK of this document any combination of the following bonds may be requested by Dawson County. A five percent (5%) bid bond, a one hundred percent (100%) payment bond, and a one hundred percent (100%) performance bond. All bonds would be payable to

Dawson County Board of Commissioners. Failure to submit appropriate bonding will result in automatic rejection of bid. Bonding company must be authorized to

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 8 do business in Georgia by the Georgia Insurance Commission, listed in the

Department of Treasury’s publication of companies holding certificates of authority as acceptable surety on Federal bonds and as acceptable reinsuring companies, and have an A.M. Best rating.

15. ANTI-DISCRIMINATION

Dawson County, in accordance with Title VI of the Civil Rights Act of 1964, 42

U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in

Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this Invitation for Bid and will not be discriminated against on the grounds of race, color, national origin, sex, handicap/disability in consideration of an award.

By submitting their bids, all bidders certify to Dawson County that they will conform to the provisions of the Federal Civil Rights Act of 1964.

In every contract of over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 9

Vendors may request this Invitation for Bid in another language by contacting

Purchasing Manager, Melissa Hawk at p) 706-344-3501, f) 706-531-2728 or via email at mhawk@dawsoncounty.org. All bid submissions must be returned in

English.

16. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Vendors submitting a Qualification package in response to this IFB must provide the following information in the package to indicate compliance with the Georgia

Security and Immigration Compliance Act. The form is provided for completion.

A. A statement that indicates the contractor will conduct itself in compliance with O.C.G.A. §13-10-91 and Rule 300-10-.02 in the execution of the contract.

B. By completing the affidavit that is provided with this solicitation, the vendor is attesting to the following:

a. The affiant has registered with and is authorized to use the federal work authorization program;

b. The user identification number and date of authorization for the affiant;

c. The affiant is using and will continue to use the federal work authorization program throughout the contract period;

d. Any employee, contractor, or subcontractor of such contractor or subcontractor shall also be required to satisfy the requirements set forth in this paragraph; and

e. Upon contracting with a new subcontractor, a contractor or subcontractor shall notify Dawson County and shall deliver a completed Subcontractor Affidavit to Dawson County within five (5) working days of entering into a contract or agreement of hire with the subcontractor before the new subcontractor begins any work.

C. Failure to provide the completed and notarized affidavit with the contractor’s proposal will result in immediate disqualification as required by the Georgia Security and Immigration Compliance Act.

17. GRATUITIES

Dawson County acknowledges that it may be customary to provide gifts to employees or departments. However, it shall be unethical for any County employee involved in making procurement decisions to have personal

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 10 investments in any business entity that creates a conflict between their private interests and their public duties.

It shall be unethical for any person to offer, give, or agree to give any

Dawson County employee, or for any Dawson County employee to solicit, demand, accept, or agree to accept from any vendor or business, a gift or gratuity in any amount in exchange for any decision, approval, disapproval, or recommendation concerning a solicitation.

SECTION II – GENERAL CONDITIONS

A. PURPOSE

Dawson County Purchasing Department is soliciting sealed bids from qualified vendors who provide the service of testing and certification of fire apparatus equipment such as pumps, ground ladders and aerial ladders through a guaranteed-pricing annual contract.

Firms/individuals must provide all equipment, materials and labor to complete the scope of work. The County does not guarantee a minimum/maximum value for this contract.

B. BACKGROUND

The Dawson County Fire/Emergency Services proudly provides service to the residents and visitors of Dawson County, including the City of Dawsonville. The coverage includes 211 square miles. DCFES operates eight (8) fire stations, of which five (5) are staffed by career members and three (3) are supported by volunteers. DFEC serves as an aid to the community and is recognized by many local organizations for its expansive involvement in the community.

Heavy trucks are needed to accomplish the tasks assigned to both areas, of which require regular maintenance and from time-to-time, repairs.

The Dawson County Fleet Maintenance will perform all work capable of being completed in-house. The work needed outside of this in-County facility, due to the lack of equipment/staff, will be out-sourced as detailed within this IFB document.

C. CONTRACT PERIOD

The term of a contract awarded as a result of this Invitation for Bids shall be effective on the date of the agreement through December 31, 2024. The contract shall have the option for two (2) additional one (1) year renewal terms.

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The contract shall terminate absolutely and without further obligation at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under this contract.

If, at any time, the County determines it is in its best interest to discontinue use of these services the County reserves the right to cancel this Agreement by giving thirty (30) days advance written notice.

The pricing received shall remain in force during the contract period. Any price increases must be submitted to the Dawson County Purchasing Department no later than ninety

(90) days prior to a renewal term for consideration.

Dawson County will not incur any costs as a result of this IFB or a contract.

D. SCOPE OF WORK

Specifications

All work must be in accordance with the included specifications, terms and conditions shown in the IFB. Prospective respondents are advised to read this information over carefully prior to submitting a response.

Pump testing must be performed to National Fire Protection Association (NFPA) 1911 standards, 2012 Edition or the most recent edition. Annual testing must be performed between the months of June and July. Annual aerial testing under National Fire

Protection Association (NFPA) Standard 1911 must be performed to Underwriters

Laboratory (UL) standards, and also must be performed between the months of June and

July.

The vendor shall demonstrate that they have the ability and capacity to meet the County’s needs and requirements at the time of IFB opening. The vendor shall also have the capability to sustain their current workload and the additional workload of the County at the time of bid opening.

The vendor shall submit a complete outline of their certification requirements for evaluation to the County with their bid.

All exceptions and deviations to the specifications shall be noted. The absence of exceptions and/or deviations shall be interpreted as total compliance to the published specifications.

The aerial examination and test report provided by vendor to the County shall specify the point of inspection and the results of such examinations and test. The test report, as

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 12 required by the most current edition of NFPA 1911 and shall include the following:

When the torque verification of mounting bolts, as required by, NFPA 1911 is performed;

the bolt size, grade, and torque specification shall be recorded.

When Non-Destructive Testing (NDT) is conducted, the test record will indicate the NDT method used in each area inspected.

Where NFPA 1911 requires measurements be taken such as bearing clearance and backlash, cylinder drift, relief pressure, ladder section twist, hardness readings, base rail thickness, extension brake drift, winch drift, and the like, these measurements shall be recorded in the test record in order that a year-to-year comparison can be made.

All steel structural weldments shall be inspected for compliance with the American

Welding Standards (AWS) Standard D 1.1, "Structural Welding Code – Steel.”

All aluminum structural weldments shall be inspected for compliance with the AWS

Standard D 1.2, "Structural Welding Code - Aluminum."

All test work outlined in NFPA 1911 including NDT shall be conducted, NO

EXCEPTIONS.

The fire pump system examination and test report provided to the County shall specify the method used to conduct each test performed on the fire pump system during the day of examination and results of such examinations and tests as specified in NFPA 1911, Chapter 18, 2012 Edition, or most current edition. All test work outlined in NFPA 1911, Chapter 18, 2012 Edition shall be conducted, NO EXCEPTIONS.

Fire pump systems upon successfully meeting the requirements of all test work, as outlined here, the testing company shall issue a Certificate of Service Tests of Fire Pump

Systems on Fire Equipment stating compliance with the NFPA 1911, Standard for the

Inspection, Maintenance, Testing and Retirement of In-Service Automotive Fire

Equipment. NFPA 1911 pump testing must be performed at selected County locations.

The County /Agencies currently have various pumpers varying ranges in GPM. The vendor shall provide an annual price per pumper unit that includes all required testing as outlined in this specification.

When the aerial unit successfully meets all NFPA 1911 requirements, vendor shall issue a certificate of aerial lift device examination and test stating the unit's compliance with

NFPA 1911.

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When the pumping unit successfully meets all the requirements outlined below, the testing company shall issue a certificate of In-Service Pump Test and Examination stating compliance with NFPA 1911.

Accurate and calibrated measuring equipment is required and essential for a successful aerial test. Vendor shall provide calibrated equipment and calibration records of their equipment as part of the testing program. Proof of calibrated equipment is required prior to beginning aerial ladder testing.

The NFPA 1911 Standard, for testing of fire runs recommends that the test site be adjacent to a clean water source that is at least two feet deep, while allowing the strainer to be submerged at least two feet below the surface of the water when connected to the pump by twenty feet of suction hose. The County has identified primary and secondary locations that meet these requirements and will facilitate equipment delivery through each agency.

Accurate and calibrated flow measuring equipment as well as pressure monitoring and engine speed recording equipment is required and essential for a successful pump test.

The testing vendor shall provide calibrated equipment and calibration records of their equipment as part of the testing program. Proof of calibrated equipment is required prior to beginning pump testing.

The NFPA 1932: Standard on Use, Maintenance, and Service Testing of In-Service Fire

Department Ground Ladders Standards and Requirements must be followed. NO

EXCEPTIONS

The purpose of this standard is to ensure reasonable safety for fire fighters and victims.

This standard applies to all ground ladders irrespective of year of manufacture.

Ground ladders must be mounted and protected to prevent movement, abrasion and other damages. Ground ladders must be supported to prevent any sagging or distortion.

Mounting equipment needs to be tested and maintained.

Ground ladders must be used solely for rescuing, fire-fighting and training. Ground ladder loading must be subjected to the duty rating. Ground ladder must be inspected after every use. Ground Ladders shall be used at the correct angle of inclination, secured by mechanical means or a firefighter at top and bottom, and visually inspected at each reposition.

Ground ladders are required to be inspected and tested in accordance with established

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 14 standards and manufacturer’s recommendations. Ground ladders must be inspected visually once every month and after each use. Inspection shall include; cleanliness, discoloration, heat sensor labels (all labels), mechanical damage (wear, gouges, dents, cracks, tightness and operation of components, lubrication, fraying or halyards and operation of mechanical components, etc.). Maintenance of ground ladders must follow manufacturer’s recommendations.

Ground ladders must be subjected to required service tests in accordance with manufacturer’s recommendation or NFPA 1932 service test recommendations. Service tests must be conducted on placing the ladder in service, annually, anytime the ladder is suspected of being unsafe, after the ladder has been subjected to overloading, impact loading, high heat & heat sensor label change and after repair. Out-of-service ladders must be marked with date and description of defects. Records on service tests must be recorded.

The three basic tests required involve a center load test for ladder strength, a hardware test to verify hardware functionality and strength, and a roof hook test applicable only to roof ladders. These are all defined in the N.F.P.A. 1932 standard.

Contractor must be certified in fire apparatus equipment inspection, testing, certification, maintenance and repair and have a minimum of five (5) years of experience. Bidders who do not include the proof of certifications required for this IFB will be deemed as non-responsive and non-responsible and will not be accepted.

Contractor must meet the following specifications including, but not limited to:

1. The Contractor shall furnish all necessary supervision, labor, tools, OEM parts and equipment required to perform inspections, maintenance, repairs, and testing of the ladders and pumps of fire apparatus equipment.

2. Must be available to come to Dawson County for service on work days (normal business hours) Monday through Friday during the hours of 7:00 AM to 5:30 PM, excluding holidays. For a complete listing of County observed holidays visit www.dawsoncounty.org.

3. Must supply a twenty-four-hour (24-hour) work contact telephone number for emergency services.

4. Must be able to provide technician on-site within two hours (2-hours) from emergency service calls, if necessary.

5. Must be located or have a location within a reasonable distance from Dawson

County. For consistency, vendors should report distance to Fleet Administration located at 55 Transportation Lane, Dawsonville, GA 30534.

http://www.dawsoncounty.org/

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 15

6. Must have means of moving/hauling trucks to vendor location if on-site repairs cannot be made. Provide location where off-site repairs would be done.

7. Must be able to provide estimate of cost before any repairs/maintenance shall be performed on county equipment.

8. All work must be performed by vendor staff; any sub-contracting of county work must be approved by the Purchasing Manager prior to work being performed.

9. Describe warranty on labor and parts that will be provided to County.

10. All services provided by the Contractor shall be consistent with industry best practices, shall meet all applicable federal, state, and local standards, and shall follow all manufacturer's recommendations. It is the expectation of the

County, as described herein, that the Contractor shall provide superior customer service and timely maintenance and repair services to correct deficiencies and return the vehicle to an in-service status.

11. All testing shall be performed at the site of the equipment, unless prior written approval is received by the Contractor from the County.

12. The Contractor is responsible for the security of any units in its custody. The

Contractor's custody includes any on-site work activity at a County facility by the

Contractor; the Contractor's transport of any unit from its location to the

Contractor's facility; the return transport of the unit to its location; and any period that unit is located at the Contractor's facility. The Contractor is responsible for all costs associated with correcting damage attributed to the Contractor while the unit is in the Contractor's custody.

Contractor must, at a minimum:

1. Occupy a physical building/repair shop with minimum of five (5) years’ work history.

2. Be within a reasonable distance to Dawson County

3. Have a mechanic or technician that has at least five (5) years job experience/training for this type of work.

4. Training certifications are required

5. Provide proof of purchase for any markup on parts. (Dawson County reserves the right to supply parts at the Fleet Maintenance Director’s discretion.

6. Provide maintenance/repair cost estimates prior to each job, to include the turn-around time, and receive approval to proceed with work by the Fleet Maintenance

Director.

7. Provide turn-around time on all maintenance/repairs at time of request by the

Fleet Maintenance staff. (If the Contractor is unable to meet the reasonable time constraints on vehicles’ needs, Dawson County reserves the right to outsource the work to another vendor. Dawson County reserves the right to request maintenance and repairs directly from the manufacturer when it is reasoned to be necessary.)

8. Must be able to perform annual pump testing and preventative maintenance. This service test and preventative maintenance shall also include the transfer case.

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 16

9. Must be certified and able to repair a variety of pumper engine pumps and all associated systems. To include piping, valves, sensors, controls, and associated.

10. Must be able to repair Quint ladder mechanical issues, hydraulic issues, electrical, and structural issues.

11. Must be able to perform annual ground ladder testing, certification and preventative maintenance.

12. Must be able to perform annual aerial ladder testing, certification and preventative maintenance.

13. Must be able to repair emergency lighting systems to include control boxes, light bars, scene lights, side flashing lights, Federal Q, and related.

14. Must be able to diagnosis, repair electrical issues in the cabin, and make repairs to these if needed.

15. Must be able to diagnosis, repair box sensors and related issues with engine bodies/ boxes.

The Vendor’s Price Proposal Form shall include item pricing and the following:

1. Repair Shop Location

2. Hours of Operation, Including Weekends

3. Mileage Distance from Shop to 860 Highway 53 W, Dawsonville, GA 30534

4. The distance and travel time will be considered when reviewing pricing and other criteria.

Each estimate must include the following information and may be received via email:

1. Vehicle Make/Model and either the VIN, Dawson County Inventory Number or the Serial Number

2. Date

3. Detailed Description of Necessary Work

4. Estimated Number of Labor Hours and Cost

5. Estimated Parts List, to Include Manufacturer, Part Number and Cost per Item

(MSRP and Markup)

6. Total Overall Estimated Cost

7. Estimated timeframe of repair, including beginning date and completion date.

There are times when critical-use vehicles need immediate repair. If the awarded

Contractor is not able to meet reasonable time constraints, Dawson County reserves the right to out-source repair to another vendor.

Each invoice must include the following information:

1. Vehicle Make/Model and either the VIN, Dawson County Inventory Number or the Serial Number

2. Vehicle mileage at the time of service or repair

3. Date

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4. Detailed Description of Work Performed

5. Actual Number of Labor Hours and Cost

6. Actual Parts List, to Include Manufacturer, Part Number and Cost per Item

(MSRP and Markup)

7. Total Overall Price

All approval of estimates must clearly identify the Dawson County employee signature or be accompanied by an approving email.

Dawson County expects the Contractor to give priority availability on all requests made by the Dawson County Fleet Maintenance staff.

For all work tasks covered in the Contract, the offeror shall employ technicians who are qualified to perform the specific diagnostic check, maintenance or repair task, or performance tests specified in the National Fire Protection Association Standard (NFPA)

1911, Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service

Automotive Fire Equipment, current edition. The assigned technician(s) must possess the following minimum qualifications, as appropriate:

1. Any person performing maintenance, repair, or performance testing of fire pumps, industrial supply pumps, or any component of the fire equipment that is used in pump operations shall have current EVT (Fire Equipment) Level 2 or

Master Level 3 certification.

1I. Any person performing maintenance, repair, or performance testing (excluding nondestructive testing) of fire equipment aerial devices, or any component of the equipment that is used in aerial device operations shall have current Master Level

3 certification as EVT (Fire Equipment).

III. Any person performing nondestructive testing (NDT) required on fire equipment aerial devices shall be certified as at least a Level II NDT Technician in the test method used, as specified in American Society for Nondestructive

Testing, Inc. (NSNT) Standard CP-189, Standard for Qualification and

Certification of Nondestructive Testing Personnel, current edition.

Pricing

Vendors responding to this RFP must provide pricing as describe below. Travel charges will be allowable by vendor for technician trips on-site. County will not pay travel/trip charges for technician to acquire parts if work is performed off-site at vendor location.

• Normal service calls hourly rate and service charge for travel time.

• Emergency service call hourly rate and service charge for travel time.

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 18

• Percentage markup on parts with proof of mark up. If no proof (receipt) can be provided, Dawson County will pay market rates.

• Price for towing/hauling equipment to vendor location, if repairs cannot be performed on site at county location.

• Emergency calls are included in this RFP

Equipment Inventory

The following is information on currently owned equipment eligible for work under this

IFB. Dawson County reserves the right to make additions/deletions to the equipment list during the contract period(s) due to inventory changes. The County currently has thirteen – 10-foot folding ladders; thirteen – 14-foot roof ladders; two – 16-foot roof ladders; thirteen – 24-foot extension ladders; one – 35-foot extension ladder; one – 107-foot aerial ladder; and 12 pumps.

Emergency Services Vehicles

2023 FORD F-550

2023 FORD F-550

2023 RAM 5500

2022 RAM 5500

2017 RAM 4500

2016 RAM 4500

2016 RAM 4500

2014 RAM 4500

2014 RAM 4500

Fire Vehicles

2000 FORD F750

1999 SPARTAN E-1 EAGLE

1998 CHEVY 7500

1999 SPARTAN E-1 EAGLE

2024 GMC SIERRA

2022 FORD F550

2022 FORD ESCAPE

2021 RAM 1500

TRADESMAN

2021 DODGE DURANGO

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2021 DODGE DURANGO

2020 PIERCE LADDER TRUCK

2019 DODGE DURANGO

2019 PIERCE SABER

2019 PIERCE SABER

2017 RAM 1500

2017 RAM PROMASTER

2017 PIERCE SABER

2016 RAM 2500

2016 PIERCE SABER

2011 PIERCE SABER

2011 OIERCE SABER

2009 PETERBUILT PB340

2009 PETERBUILT PB340

2009 PETERBUILT PB340

2009 PETERBUILT PB340

2008 FORD F550

2008 FORD F550

Addresses of Dawson County Stations

Headquarters / Station #1

393 Memory Lane

Station #2

145 Liberty Drive

Station #3

951 Harmony Church Road

Station #4

245 Emma Terrace

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Station #5

8573 Kelly Bridge Road

Station #6

2142 Hubbard Road

Station #7

170 Dawson Forest Road West

Station #8

3145 Sweetwater Juno Rd

Management Agent/Employees

The Vendor shall assign a main point of contact, or agent, who will routinely review and inspect operations and consult with the County on current and future services.

Completing the Vendor’s Price Proposal Form

1. Vendors must provide pricing on the Vendor’s Price Proposal Form included in this document.

2. If bidding an item different in any way from the exact specifications, proposers must furnish catalogue pages, specification sheets or similar data to support the product equivalency to the Vendor’s Price Proposal Form.

3. If a vendor does not wish to bid a certain item the response of “No Bid” is appropriate.

This does not disqualify vendors. Dawson County will look at the totality of each proposal.

4. Bids shall be based upon unit prices for estimated quantities, where applicable, excepting where bid items require lump sum proposals as indicated by the proposal form.

5. Where errors or omissions result in discrepancies in bid totals, prices per unit as submitted will be binding.

6. Proposers shall state standard time from order to delivery on the Vendor’s Price

Proposal Form. Furthermore, proposers shall state surcharge for rush deliveries.

7. Due to the nature of this material it is vital that all material arrive on or before the proposed number of delivery days stated in the Price Proposal Sheet. Time is of the essence and is an essential element of this IFB.

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 21

8. All products will be delivered so as to arrive in good condition, if awarded as such.

9. Neither Dawson County nor its employees will be culpable for damaged products resulted from handling or transportation, if awarded as FOB.

Payment

1. Upon inspection and acceptance of all goods, amount due shall be eligible for payment.

2. Vendor must furnish delivery receipt with invoice identifying that order has been delivered in accordance with specifications, quantities, and price set forth on the original order. A Dawson County employee’s signature must appear on the delivery receipt or invoice.

3. If in the event an order is not completed or items are on back order, those items will not be included on invoice until after successful delivery. If vendor continues to invoice for items yet to be delivered, this is cause for cancellation of contract.

4. Dawson County is tax exempt. A Tax Exemption certificate will be provided upon request.

5. Dawson County cannot exempt others from taxes. Vendor must pay taxes as applicable by law.

6. Dawson County reserves the right to deduct from payment any monies owed to Dawson

County by the vendor.

7. Itemized all invoices in full. Show payment terms, reference Purchase Orders (if applicable).

8. The County reserves the right to inspect all goods and products delivered. The County will decide whether to accept or reject items delivered. The inspection shall be conclusive except with respect to latent defects, fraud, or such gross mistakes as shall amount to fraud. Final inspection resulting in acceptance or rejection of the products will be made as soon as practicable, but failure to inspect shall not be construed as waiver by the County to claim reimbursement or damages for such products which are later found to be in non-conformance with specifications. Should public necessity demand it, the

County reserves the right to use or consume articles delivered which are substandard in quality subject to an adjustment in price be determined by the department.

9. Upon inspection and acceptance of all items, amount due shall be eligible for payment. Bids that require a down payment or mid-payment are not acceptable.

10. Final payment will be based upon actual in-place products and upon acceptance by the County.

11. Dawson County pays on a NET/30 term based on date correct invoice received by our Accounts Payable Department. All invoices should be sent to:

Dawson County Board of Commissioners

ATTN: Accounts Payable

25 Justice Way, Suite 2220

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 22 cmcmillon@dawsoncounty.org

B. ADMINISTRATION

The project will be administered by the Purchasing Manager with the Dawson County

Public Works Director or designee being the main point of contact for all questions during the term of the contract.

Permits and Licensing

1. Contractor shall submit proof of professional license, insurance and business license at time of submittal as it relates to the Scope of Work defined herein. The business license will be the current license your business operates, if you are out of county, this will not be a Dawson County business license.

2. The successful vendor must hold a valid Business License at time of proposal and a copy must be filed with the Purchasing Manager at time of proposal. If awarded to an out-of-county vendor, that vendor must register their business license with the Dawson County Planning and Development Department within 10 days of award. Fees may apply and are not a part of this agreement. Note: Only the successful vendor needs to register with Dawson County Planning and

Development Department. As of January 1, 2017, there is not a registration fee.

Invoicing

1. Dawson County is Net 30. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment less than 30 days, however.

2. All invoices will be paid in the year in which services are provided.

3. Vendor to provide contact information for dedicated team member to provide billing inquires.

C. PROCEDURES AND MISCELLANEOUS ITEMS

4. All questions shall be submitted in writing (e-mail is acceptable) and shall be communicated in the form of an addenda if the scope specifications are to be affected and posted on the County’s website under the bid information, all firms responding to this IFB should check the website before responding to this IFB.

5. All respondents to this IFB shall indemnify and hold harmless the Dawson County

Board of Commissioners, and any of their officers and employees from all suits and claims alleged to be a result of this IFB. The issuance of this IFB constitutes only an invitation to present a proposal. The Dawson County Board of Commissioners reserves the right to determine, at its sole discretion, whether any aspect of a mailto:cmcmillon@dawsoncounty.org

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 23 respondent’s submittal meets the criteria in this IFB. The Dawson County Board of

Commissioners also reserves the right to seek clarifications, to negotiate with any vendor submitting a response, to reject any or all responses with or without cause, and to modify the procurement process and schedule. In the event that this IFB is withdrawn or the project canceled for any reason, the Dawson County Board of

Commissioners shall have no liability to any respondent for any costs or expenses incurred in connection with this IFB or otherwise.

6. The IFB is subject to the provisions of the Dawson County Purchasing Policy and any revisions thereto, which are hereby incorporated into this IFB in their entirety except as amended or superseded herein.

7. Failure to submit all the mandatory forms from this IFB package shall be just cause for the rejection of the qualification package. However, Dawson County reserves the right to decide, on a case-by-case basis, in its sole discretion, whether or not to reject such a bid as non-responsive.

8. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment less than 30 days, however.

9. In case of failure to deliver goods in accordance with the contract terms and conditions, Dawson County, after due oral or written notice, may procure substitute goods or services from other sources and hold the Vendor responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other remedies which Dawson County may have.

10. By submitting a qualification package, the vendor is certifying that they are not currently debarred from bidding on contracts by any agency of the State of Georgia, nor are they an agent of any person or entity that is currently debarred from submitting bids on contacts by any agency of the State of Georgia.

11. Any contract resulting from this IFB shall be governed in all respects by the laws of the State of Georgia and any litigation with respect thereto shall be brought in the courts of the State of Georgia. Then Vendor shall comply with applicable federal, state, and local laws and regulations.

12. It is understood and agreed between the parties herein that Dawson County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

13. Each proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. The cost for developing the submittal is the sole responsibility of the respondent.

D. BONDS

Bid Bond – not required

Payment Bond – not required

Bid #443-24 FIRE APPARATUS EQUIPMENT TESTING, MAINTENANCE AND REPAIRSPage 24

Performance Bond – not required

E. DETERMINATION OF SUCCESSFUL BIDDER

The contract will be awarded to the lowest responsive, responsible Bidder, if awarded.

a. Responsibility

The determination of the Bidder’s responsibility will be made by the County based on whether the Bidder:

- maintains a permanent place of business.

- has the appropriate technical experience, where applicable.

- has adequate plant and equipment to do the work properly and expeditiously and has suitable financial means to meet oblications incidental to this work, where applicable.

The Bidder shall furnish, to the County, all such information and data for this purpose as the County may request.

b. Responsiveness

The determination of responsiveness will e made by the County based on a consideration of whether the Bidder has submitted a complete proposal form without irregularities, excisions, special conditions, or alternative bids for any time unless specifically requested on the proposal form.

F. FINAL SELECTION

Following review of all qualified bids, selection of a suitable vendor and a recommendation will be made to the Dawson County Board of Commissioners by the project representative. Following Commission approval, the County will complete the contract process.

It is anticipated to award to one vendor; however, Dawson County reserves the right to accept the response that is determined to be in the best interest of the County. The

County reserves the right to reject any and or all proposals.

Every vendor submitting a proposal must complete the forms showing compliance with the GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT OCGA

§13-10-90. The forms are provided with this IFB package.

SECTION III – GENERAL TERMS

A. DEFINITION

BID…