DAWSON COUNTY GOVERNMENT

INVITATION FOR BIDS

FOR

ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

NOVEMBER 3, 2025 AT 10:30AM, EST

DAWSON COUNTY BOARD OF COMMISSIONERS

ATTENTION: PURCHASING MANAGER

25 JUSTICE WAY, SUITE 2223

DAWSONVILLE, GA 30534

BID # 485-25

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 29, 2025

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 2

IFB#485-25 Annual Overhead Door Repair and Maintenance Services

Table of Contents

Invitation to Bidders

IFB Timeline

General Overview

General Conditions

Bid Specifications

Chart 1

General Terms

Vendor’s Checklist Form

Vendor’s Information Form

Vendor’s Price Bid Form

Vendor’s Reference Form

Execution of Bid Form

Addenda Acknowledgement Form

Drug Free Work Place Form

Certificate and Statement of Non-Collusion Form

Georgia Security and Immigration Compliance Act Affidavit

Local Small Business Initiative Affidavit Form

Sample Contract

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 3

DAWSON COUNTY, GEORGIA

Purchasing Department

25 Justice Way, Suite 2223

Dawsonville, Georgia 30534

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

INVITATION TO BIDDERS

This is an invitation to submit a bid to Dawson County for Annual Overhead Door Repair and

Maintenance Services for 63 various make and model Overhead doors throughout the County-owned/operated building inventory, indicated herein. 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 30534.

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 ink. Prices submitted as a result of this invitation must include the Vendor Price Proposal Form and be returned in a sealed envelope or container marked, as Sealed Bid with the applicable Proposal Name and Proposal

Number on the outside. The offer may not be considered unless so received. Proposals must be submitted no later than 10:30 a.m. November 3, 2025 Tentative award date is December 4, 2025

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 hmilford@dawsoncountyga.gov no later than, at 1:00 p.m. on October 24, 2025. All questions and answers will be posted to the County website and the Georgia Procurement Registry no later than

October 28, 2025, 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.

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.

Sincerely, Hanna Milford

Purchasing Manager 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

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 4

INVITATION FOR BID

FOR

ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES

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 of the complete signed submittal must be received, NOVEMBER 3, 2025 AT 10:30AM, EASTERN STANDARD TIME. Bids must be submitted in a sealed envelope stating on the outside, the vendor's name, address, IFB #485-25 ANNUAL OVERHEAD DOOR REPAIR AND

MAINTENANCE SERVICES 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 10:25 a.m., on the day of the opening, deliver the package to the

Purchasing Manager, in the Finance Conference Room, Suite #2322. No submission will be accepted after 10:30 a.m., on the date listed above, at which time all company names and 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.

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

Vendors 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: Many http://www.dawsoncounty.org/

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 5 express mail and delivery services do not guarantee overnight by noon to Dawson

County.

Submission by US Mail must be sent to the below address:

Dawson County Board of Commissioners

Attention: Purchasing Manager

25 Justice Way, Suite 2223

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

2. CONTACT PERSON

Vendors are encouraged to contact Hanna Milford, Purchasing Manager via email at hmilford@dawsoncountyga.gov 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 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 the Addenda

Acknowledgement with the submittal. Bids which fail to acknowledge the vendor’s receipt of any addendum may result in the rejection of the offer if the addendum contains information which substantively changes the Owner’s requirements. Absence of acknowledgement does not release the Bidder from being held to any changes/information released in the addenda.

mailto:hmilford@dawsoncountyga.gov

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 6

4. LATE SUBMITTAL AND LATE MODIFICATIONS

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 Bid not properly addressed and identified, and/or delivered to the proper designation.

5. REJECTION OF BIDS/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 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

Bid 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 Bid, 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 Bid, 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 Bid 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

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

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 7 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 Bid.

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. General Liability at a minimum should cover $1,000,000 per incident and automobile insurance of $500,000 combined single limit per accident for bodily injury, property damage. Dawson County Board of Commissioners shall be named as additionally insured for the project herein.

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 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

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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 $10,00 so that the provisions will be binding upon each subcontractor or vendor.

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.

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 9

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 Bid 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 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.

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SECTION II – GENERAL CONDITIONS

A. PURPOSE

Dawson County Board of Commissioners is issuing this Invitation for Bid (IFB) to invite proposals from qualified, licensed vendors with expertise in commercial and residential overhead door repair and maintenance services.

The selected Contractor must hold a valid Georgia Commercial Electrical License or be a

Georgia Licensed General Contractor, and will be responsible for providing all necessary equipment, materials, and labor to perform on-call repair and maintenance services for overhead doors at various County-owned and occupied facilities throughout Dawson

County, as needed.

B. CONTRACT PERIOD

The term of a contract awarded as a result of this Invitation for Bid shall be effective

January 1, 2026 through December 31, 2026. The contract will have the option for four

(4) additional, one (1) year renewal terms. This contract does not include work in new constructions.

All services are subject to budget availability and are on an as-needed basis. The County does not guarantee a minimum value for this contract.

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.

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

C. SPECIFICATIONS

Scope of Services

The Scope of Services outlined herein, as may be amended through negotiation or written addendum issued by Dawson County, shall become an integral part of the resulting

Agreement.

Services will be provided at various Dawson County-owned or occupied facilities throughout Dawson County, as identified in the Overhead Door Location and Information

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 11

Chart 1 (see page 20). The County reserves the right to modify the quantity, location, and types of doors covered under this contract throughout its duration.

All shipping, mobilization, equipment rental, and storage costs shall be the sole responsibility of the Contractor.

General Requirements

• Upon completion of any service, the Contractor shall conduct a functional test of the repaired or maintained system in the presence of the Facilities Director or designee prior to payment authorization.

• Inspections during or after completion do not release the Contractor from liability for faulty design, workmanship, or materials, even after final payment.

• The Contractor must own or have immediate access to all necessary equipment. If rental is required, no additional charges beyond those listed in the Price Proposal

Form will be accepted.

Scope of Work

The Contractor shall furnish all labor, materials, tools, and equipment necessary to:

• Furnish, install, remove, repair, replace, and diagnose all types of overhead doors, including:

o Sectional panel doors o Rolling curtain doors o Man doors o Sliding fire doors o Rubberized overhead doors

• Repair and maintain automatic openers and control circuits.

Services include but are not limited to:

a. Preventative maintenance and inspections as scheduled by the County

b. On-call repair services for overhead doors

c. Emergency repairs at Fire Stations and Public Safety Buildings

d. Emergency response within two (2) hours of service call

e. Maintain expert knowledge of commercial overhead door systems

f. Provide all necessary vehicles, lifts, and tools

g. Maintain all required professional licenses

h. Submit detailed service reports within five (5) business days of inspection

Note: No repairs shall be made without prior approval from the Facilities Director or designee.

Preventative Maintenance Requirements

Preventative maintenance shall be performed annually and include inspection, adjustment, lubrication, minor repairs, and reporting. Specific tasks include:

a. Sectional Doors

a. Inspect cables, rollers, tracks, sections, hinges, seals, and brackets

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 12

b. Adjust/lubricate torsion springs, couplings, drums, and bearings

b. One-Piece Counterweight Doors

a. Inspect panels, rollers, tracks, stops, cables, and counterweights

b. Adjust/lubricate all moving components

c. Roll-Up Doors

a. Inspect slats, bottom bars, seals, guides, and hoods

b. Adjust/lubricate torsion barrels, bearings, and curtain stops

d. Electric Operators

a. Inspect mounts, hangers, covers, wiring, and brackets

b. Clean and adjust drive chains, limit switches, motors, and belts

Service and Repair Tasks May Include:

• Verify and adjust all door components (controllers, motors, sensors, remotes)

• Replace weather stripping and seals

• Repair or replace damaged panels, vision lights, and rails

• Tighten hardware and inspect locks

• Lubricate moving parts

• Adjust tracks, rollers, and spacing

• Repair keypads, remote operators (excluding RBH systems)

• Repair chain hoists, sprockets, motors, and electrical components

• Ensure doors are square and cycle tested after each repair

• Test and adjust ground loop controls (if applicable)

• Replace damaged or worn cables with OEM or equivalent parts

Warranty and Deficiency Correction

• Equipment under OEM warranty shall be repaired under that warranty first

• Non-warranty repairs will follow the terms of this agreement

• The contractor is responsible for repairing any damage caused to County property during service.

• Deficiencies must be corrected within three (3) calendar days of written notice from the County.

• Failure to comply may result in:

o Default of Contract o Debarment from future County contracts o Re-procurement of services at the Contractor’s expense

New and Unused

All units, equipment, parts and material shall be new, unused, manufacturer's current model year and in current production. All materials shall have physical and chemical properties to withstand the intended purpose. Equipment design shall have sufficient excess capacity for durability and safety.

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 13

Best Modern Practices

All work, including design, shall be performed and completed in accordance with the best modern practices, further, no detail necessary for safe and regular operation shall be omitted, although specific mention thereof may not be made in these specifications.

Qualifications

The Contractor must have an established business with a minimum of five (5) years hands-on experience in commercial and residential roll up doors and electric gates servicing and repairs.

The Contractor must be located within a 30-mile radius of Dawson County, Georgia to ensure prompt service.

The Contractor must have a licensed electrical contractor or general contractor on staff to allow for legal submission of pricing as per O.C.G.A. Title 43, Chapter 14.

No work shall be performed on any County building by anyone Contractor’s staff that is not licensed to do such work as per O.C.G.A. Title 43, Chapter 14, other State and

Federal laws and local code.

All work shall be performed per O.C.G.A. Title 8, Chapter 2, other State and Federal laws and local code.

The Contractor’s staff performing work must conform to all relative NEMA Standards, NFPA Standards, OSHA Standards, ANSI/DASMA Standards, UL and ASTM standards, Electric Operator Compliance as required by UL 325, County, State and other Federal

Standards and Guidelines as it pertains to repairs and services for the County.

Some of the certifications that will be required by this IFB are Residential

Installer/Technician Certification; Commercial Sectional Door Systems Technician

Certification; Rolling Steel Fire Door Technical Certification; Automated Gate Operator

Installer Certification and Commercial Rolling Door Systems Technician Certification.

Delivery of Services

a. Contractor must be able to provide service twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year, including holidays for the duration of the agreement.

b. Dawson County expects the Contractor to give “priority” service to any call for all repairs as they relate to this IFB for the County. Response times must be stated on the Vendor’s Price Proposal Form. Door failure in some County facilities is a matter of public safety; therefore, reliable emergency response capabilities are critical. Contractor must commit to emergency response times as reported on Vendor’s Price Proposal Form.

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 14

c. Service will be performed in a variety of government locations including administrative offices, courthouses, park facilities, senior center and the Dawson

County Law Enforcement Center. All unique requirements and or regulations for each location shall be strictly followed by the Contractor and the Contractor’s employees.

d. For purpose of pricing service calls, Dawson County’s “normal business hours” are defined as being: 7:00 AM to 6:00 PM, Monday through Friday. All other calls outside these hours, including weekends and holidays will be considered

“outside normal business hours.” For a complete listing of all county observed holidays visit www.dawsoncounty.org. Travel time will not be charged for trip to site and trip from site. Travel time is to be a one-time, per service call, flat rate.

Travel time will not be calculated per mile, per hour or per technician.

The Contractor shall provide a detailed job estimate for each work requested by the

County prior to the beginning of said work, unless Facilities Director waives this estimate per job. The estimate will include, at a minimum, the following:

a. The number and type of workers to be used.

b. The estimated time required to complete the work, start to finish.

c. A list of all parts/supplies to be purchased.

Billing:

All repair parts will be billed at the vendor’s cost minus contracted discount, if any. Vendor shall submit a copy of the purchase invoice(s) as proof of cost for parts. This must accompany the job invoice for the County to process payment for the services performed.

Reimbursements for parts shall not be made without documentation and/or receipts showing cost for parts. The County does not guarantee any minimum number of hours and will pay only for the actual number of hours authorized and worked. Invoices shall include the same breakdown of labor rate, labor hours and the itemized materials actually used.

Service Hours:

• Regular Working Hours

The Contractor will provide services during regular working hours Monday through

Friday from 7:00 a.m. to 6:00 p.m. Travel time will not be charged for trip to site and trip from site. Travel time is to be a one-time, per service call, flat rate. Travel time will not be calculated per mile, per hour or per technician.

• Extended Working Hours

The Contractor may be asked to provide services outside of the regular working hours during the extended work hours, to include a Holiday observed by the County. Travel time will not be charged for trip to site and trip from site. Travel time is to be a one-time, per service call, flat rate. Travel time will not be calculated per mile, per hour or per technician http://www.dawsoncounty.org/

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 15

Emergency Repair Service

Emergency repair service shall include corrective repair of any electrical problem required to restore the facility and/or grounds to an operational, secure and safe condition.

Hourly Rate

The hourly rate quoted shall be a straight-time rate for all labor, equipment uses and any and all other costs to the Contractor per person. Contractor shall not dispatch more than two (2) employees per service request, unless approved by the Facilities Director or his designee in advance.

Non-routine Service

All non-routine installations, repairs or services will be coordinated and approved by the

Facilities Director, or his designee, prior to start of work. Failure to coordinate in advance may result in vendor not being able to treat facilities. Dawson County will not pay for services not rendered due to lack of scheduling.

Clean-up of Site:

The Contractor shall remove all unusable materials and debris from the premises at completion of the work at each site as directed in the Scope of Services section above.

Reporting Arrival/Departure

The Contractor shall report arrival to and departure from the job site to the designated representative as informed when contacted for each service. Service call response time shall be within one (1) hour of notification to the company/technician. The contractor’s staff shall properly record the services rendered, with the date and time, and name of staff on the service report.

Personnel:

The Contractor’s personnel shall be clean and recognizable to County staff by a company identification card and/or company uniform. County staff will be given the name of the technician that is dispatched to each service at the time of the request.

The Contractor shall designate a main point of contact that will routinely review operations and consult with the County on current or future services. This contact shall be thoroughly familiar with all aspects of the contract and shall have full authority on the behalf of the Contractor in any and all matters pertaining to this contract. Contractor shall provide telephone and cellular numbers for routine or emergency service calls

The Contractor and their employees shall park motor vehicles only in the area approved or designated by the Facilities Director, or his designee.

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Warranty, Maintenance & Repairs

Vendors to describe the type of warranty/guarantee for service provided for the County on the Vendor’s Price Bid form, use separate pages if necessary.

Completing the Vendor’s Price Bid Form

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

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

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

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

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

Furthermore, Bidders 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 Bid Sheet. Time is of the essence and is an essential element of this IFB.

8. All vehicles and equipment 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 vehicles 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 award.

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.

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 17

7. Itemized all invoices in full, to include electrical trade used at each job, hours of work for each employee, use of specialized equipment, if any. Show payment terms, reference Purchase Orders (if applicable).

8. Inspection and Acceptance of Deliveries: 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

Dawsonville, GA 30534 cmcmillon@dawsoncountyga.gov

Contract

Representative: Dawson County Facilities Department

ATTN: Randy Patrick

189 Highway 53 West rpatrick#@dawsoncountyga.gov

D. ADMINISTRATION

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

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

E. PROCEDURES AND MISCELLANEOUS ITEMS

1. 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.

2. All respondents to this IFB shall indemnify and hold harmless the Dawson County mailto:cmcmillon@dawsoncountyga.gov

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 18

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 Bid. The Dawson County Board of Commissioners reserves the right to determine, at its sole discretion, whether any aspect of a 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. Each Bid 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.

F. BONDS

Bid Bond – not required

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 19

Payment Bond – not required

Performance Bond – not required

G. 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 be made by the County based on a consideration of whether the Bidder has submitted a complete Bid form without irregularities, excisions, special conditions, or alternative bids for any time unless specifically requested on the Bid form.

H. FINAL SELECTION

The method of evaluation to receive the lowest, most responsible bid will be the hourly rate for the regular working hours. Following review of all qualified Bids, selection of a suitable vendor, and preliminary contract negotiations, 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.

The Dawson County Board of Commissioners 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 Bids.

Every vendor submitting a Bid 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.

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 20

Overhead Door Info and Locations 2025

SN Building Name Current Location Quantity Information Details

1 Fire Station #1 393 Memory Ln 6 14.6 x 14 (Lift Master)

2 Fire Station #2 145 Liberty Dr 8 14 x 14 (Motor RSX)

3 Fire Station #3 951 Harmony Church Rd 3 2 – 12 x 10

1 – 12 x 20 (Lift Master)

4 Fire Station #4 245 Emma Terrace 3 12 x 10 Manual (Lift Master)

5 Fire Station #5 8253 Kelly Bridge Rd 3 12.3 x 12.3 (Lift Master)

6 Fire Station #6 2142 Hubbard Rd 8 12 x 12 (Lift Master)

7 Fire Station #7 170 Dawson Forest Rd 3 14.6 x 14.6 (Lift Master)

8 Fire Station #8 3145 Sweetwater Juno Rd 5 14.3 x 14.3 (Genie 3145)

9 Facilities Storage 860 Highway 53 2 12 x 12 Manual

10 Fleet 55 Transportation Ln 7 5 - 12.4 x 14.6

1 - 8.4 x 8.4

1 - 18.8 x 16

(Cookson)

11 KH Long Building 189 Hwy 53W 2 11 x 11 Manual

12 Public Works 60 Transportation Ln 7 1 – 8.4 x 8.4

4 – 12.4 x 14.6

2 – 18.8 x 16

(Cookson)

13 Rock Creek

Maintenance Shop

445 Martin Rd 3 10.6 x 10.2 Manual

14 Rock Creek Rec

Center

445 Martin Rd 1 9.8 x 9.8 (Lift Master)

15 VMP Maintenance

Shop

186 Recreation Rd 2 10.10 x 10.4 Manual

Chart 1

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 21

SECTION III – GENERAL TERMS

A. DEFINITION

Where used in the project manual, the following words and terms shall have the meanings indicated. The meanings shall be applicable to the singular, plural, masculine and feminine of the words and terms.

Acceptance. Formal action of the Owner in determining that the Contractor's work has been completed in accordance with the contract and in notifying the Contractor in writing of the acceptability of the work.

Act of God. A cataclysmic phenomenon of nature, such as a hurricane, earthquake, or abnormal flood. Rain, wind, high water, or other natural phenomenon which might reasonably have been anticipated from historical records of the general locality of the work shall not be construed as acts of God.

Addenda. Supplemental written specifications or drawings issued prior to execution of the contract which modify or interpret the project manual by addition, deletion, clarification, or corrections.

Bid. Offer of a bidder submitted on the prescribed form setting forth the price or prices of the work to be performed.

Bidder. Individual, partnership, corporation, or a combination thereof, including joint ventures, offering a bid to perform the work.

Contract. The writings and drawings embodying the legally binding obligations between the Owner and the Contractor for completion of the work; Contract Documents attached to the Contract and made a part thereof as provided herein.

Contract Documents. The Contract, Addenda (which pertain to the Contract

Documents), Contractor’s Bid (including documentation accompanying the Bid and any post Bid documentation submitted prior to the Notice of Award), the Notice to Proceed, the Bonds, these General Conditions, the Special Conditions, the Specifications and

Drawings, together with all Written Amendments, Change Orders, Work Change directives, Field Orders, and Drawing submittals.

Contract Drawings. The drawings which show the scope, extent, and character of the work to be furnished and performed by the Contractor and which have been prepared and reviewed by the Engineer/Architect/Architect and are referred to in the

Contract Documents.

Contract Price. Amount payable to the Contractor under the terms and conditions of the contract. Based on the price given on the bidding schedule, with adjustments made in

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 22 accordance with the contract. The base amount given in the bidding schedule shall be either a lump sum bid or the summation of the unit price bids multiplied by the estimated quantities set forth in the bid form.

Contract Time. Number of calendar days stated in the contract for the completion of the work or portions thereof.

Contractor. The individual, partnership, corporation, or combination thereof, including joint ventures that enter into the contract with the Owner for the performance of the work. The term covers subcontractors, equipment and material suppliers, and their employees.

Contractor's Plant and Equipment. Equipment, material, supplies, and all other items, except labor, brought onto the site by the Contractor to carry out the work, but not to be incorporated in the work. The Owner will make available to the Contractor, for his plant, equipment and storage, only the area indicated on the Site Plan within the limits of the work. The Contractor shall confine his operations to his allotted areas to avoid interference with the Building's normal and continued operation. The Contractor's and subcontractor's personnel shall not be permitted to park their cars on Owner's property except in the area designated for construction. The General Contractor shall see that this restriction is enforced.

Contract Technical Representative. The day-to-day County Representative designated by the Owner.

County. Owner.

Day. Calendar day.

Defective. An adjective which when modifying the word “work” refers to work, including but not limited to the furnishing of materials, that is unsatisfactory, faulty, deficient, or performed in an non-workmanlike manner, in that it does not conform to or meet the requirements of the Contract, any inspection, reference standard, test or approval referred to in the Contract, or has been damaged prior to a recommendation of final payment.

Direct. Action of the Owner by which the Contractor is ordered to perform or refrain from performing work under the contract.

Directive. Written documentation of the actions of the Engineer/Architect/Architect or the Owner in directing the Contractor.

Engineer/Architect/Architect. Whenever the word “Engineer/Architect” and/or

“Architect” is used in the contract, it shall be understood as referring to the

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 23

Engineer/Architect/Architect of the Owner, or such other Engineer/Architect/Architect, supervisor, or inspector as may be authorized by the Owner to act in any particular area of the Contract.

Equipment. Mechanical, electrical, instrumentation, or other device with one or more moving parts, or devices requiring an electrical, pneumatic, electronic, or hydraulic connection.

Furnish. To deliver to the job site or other specified location any item, equipment, or material.

Herein. Refers to information presented in the project manual.

Holidays. Legal holidays designated by the Owner.

Install. Placing, erecting, or constructing complete in place any item, equipment, or material.

May. Refers to permissive actions.

Owner. Dawon County Board of Commissioners, Dawsonville, Georgia.

Person. The term, person, includes firms, companies, corporations, partnerships, and joint ventures.

Project. The undertaking to be performed under the provisions of the contract.

Project Manual. Those contact documents prepared for bidding and as amended by addenda.

Provide. Furnish and install, complete in place.

Punch List. List of incomplete items of work and of items of work which are not in conformance with the contract. The list will be prepared by the Engineer/Architect when the Contractor (1) notifies the Engineer/Architect in writing that the work has been completed in accordance with the contract and (2) requests in writing that the Owner accept the work.

Shall. Refers to actions by either the Contractor or the Owner and means the

Contractor or Owner has entered into a covenant with the other party to do or perform the action.

Shown. Refers to information presented on the drawings, with or without reference to the drawings.

Bid #485-25 ANNUAL OVERHEAD DOOR REPAIR AND MAINTENANCE SERVICES Page 24

Specifications. That part of the contract documents consisting of written descriptions of the technical features of materials, equipment, construction system, standards, and workmanship. Titles of sections and paragraphs in these contract documents are introduced merely for convenience and shall not be taken as a complete segregation of the various units of materials and labor. Where not more specifically described in these specifications, workmanship shall conform to all of the methods and operations of best standards and accepted practices of the trade or trades involved. All work shall be executed by personnel skilled in their respective lines of work. Only the best and safest methods of operation will be allowed.

Specify. Refers to information described, shown, noted, or presented in any manner in any part of the…