IFB _497_26 Mobile Air Until Trailer for Emer.pdf

1 | P a g e IFB #497-26 Mobile Air Unit Trainer for Emergency Services

DAWSON COUNTY GEORGIA

INVITATION FOR BIDS (IFB)

MOBILE AIR UNIT TRAILER FOR EMERGENCY SERVICES

IFB #497-26

Submission Deadline:

April 16, 2026 at 10:30AM

Delivery Address:

Dawson County Board of Commissioners

Attn: Purchasing Manager

25 Justice Way, Suite 2223

Dawsonville, GA 30534

Important: The responsibility for submitting a response to this IFB on or before the stated date and time lies solely with the offeror.

Issue Date: April 2, 2026

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IFB #495-26 Mobile Air Unit Trailer for Emergency Services

Table of Contents

Invitation to Bidders

IFB Timeline

General Overview

General Conditions

Bid Specifications

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

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Invitation To Bidders

Dawson County is seeking sealed bids from qualified vendors for the purchase of a Mobile Air Unit Trailer for Emergency Services.

All relevant specifications and requirements are outlined in Section II of this solicitation package. Bidders are encouraged to review this entire packet carefully before preparing their submission.

Bid Submission Instructions

Complete bid packages must be submitted in a sealed envelope or container clearly marked with the Bid Name and Bid Number. Submissions must include a completed Vendor Price Proposal Form and be typed or printed in ink. Handwritten or incomplete proposals may not be considered. Electronic copies of the bid documents are available at:

https://www.bidnetdirect.com//dawsoncounty

Pre-Bid Meeting:

There will not be a Pre-Bid Meeting for this solicitation.

Questions & Clarifications:

All questions must be submitted in writing via email to:

Hanna Milford, Purchasing Manager Hmilford@dawsoncountyga.gov

Questions are due by April 10th at 5:00PM. Responses to all inquiries will be posted on both the Dawson County website and the Georgia Procurement Registry by April 13th at 1:00PM. Any changes to the scope or terms of this solicitation will be issued via formal addendum.

Equal Opportunity Statement:

Dawson County is committed to providing equal opportunity for all businesses and does not discriminate on the basis of race, color, religion, sex, national origin, disability, or veteran status. This policy ensures that all segments of the business community have fair access to County procurement opportunities.

Please note that Dawson County does not guarantee a minimum or maximum value for this contract. We appreciate your interest in doing business with Dawson County and look forward to your participation.

Sincerely, Hanna Milford, Purchasing Manager

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Section I – General Overview

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, at 10:30AM, be submitted in a sealed envelope stating on the outside the vendor’s name, address, IFB #497-26 Mobile Air Unit Trailer for Emergency Services and delivered to:

Dawson County Board of Commissioners Attn: Purchasing Manager 25 Justice Way, Suite 2223 Dawsonville, Ga 30534 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 express mail and delivery services do no guarantee overnight by noon to Dawson County.

Hand Delivery: Hand Delivery 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.dawsoncountyga.gov. If a sealed bid is delivered after 2:25PM 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 2:30PM on the date listed above, at which time all company names and offers received will be publicly 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.

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 through the Purchasing Manager named herein, or 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.

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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 an 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 substantially changes the Owner’s requirements. Absence of acknowledgement does not release the Bidder from being held to any changes/information released in the addenda.

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/Cancellations 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. Minimum IFB Acceptance Period Submittals shall be valid any may not be withdrawn for a period of ninety (90) days from the date specified for receipt 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 to 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.

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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 the 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 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 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

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(100%) payment bond, and a one hundred (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 Dawson County, in accordance with the 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 n 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 to 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 below apply.

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

o The contract 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.

o 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.

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

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.

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.

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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.

END OF THIS SECTION

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Section II – General Conditions

Dawson County Purchasing Department is soliciting sealed bids from qualified vendors for the purchase of a Mobile Air Unit Trailer for Emergency Services. Specifications are detailed under this section.

Contract Period The term of a contract awarded as a result of this Invitation for Bid shall be from the time the bid is awarded until delivery and acceptance of goods solicited by Dawson County. All standard warranties shall apply. The method of the contract shall be a Purchase Order.

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.

Specifications

The Vendor must provide the company generated specifications form for the model requested by Dawson County.

Dawson County intends to purchase one Mobile Air Unit Trailer under this contract. No commitment is made by the County to purchase additional units. The purchase is contingent upon the availability of funds and shall be made at the pricing specified in the Vendor’s Price Proposal Form.

Standard Specifications Air Operated Booster Pump Bauer Compressors 5.5 Containment Fill Station, Two-Position with Gauge Panel, NFPA 1901

Complaint. Rated for 5500 PSI SCBA Fill Pressure

(12) 6000 PSI Air Storage Cylinders 35’ System Refill Hose 12ft x 7ft x 7ft Enclosed Trailer Twin Axle Electric Brakes Curb Side Man Door Interior 12V Lighting

(1) Manual Roof Vent Diamond Plate Floor

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White Vinyl Walls

Condition/Maintenance of Equipment Equipment delivered to the County worksite must be in good working condition. The Contractor will not knowingly deliver damaged, broken or unsafe equipment and/or accessories to the County worksite.

Damaged Equipment In the event the Contractor delivers damages, broken, or unsafe equipment, the County will not be billed for any cost to the Contractor for said job request.

Management Agent/Employees The vendor shall assign a main point of contact that will be responsible for all ordering questions and scheduling of delivery.

Warranty A 2-year warranty covering all trailer parts and workmanship, plus a 5-year warranty on the compressor and HVAC components.

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 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.

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

4. Due to the nature of this project, 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.

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

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

5. Dawson County reserves the right to deduct from payment any monies owed to Dawson County by the vendor.

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

7. 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

11 | P a g e 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.

8. 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.

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

10. 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 apfinance@dawsoncountyga.gov

Administration The contract will be administered by the Purchasing Manager with the Dawson County Fire Chief or designee being the main point of contract for all questions during the term of the contract.

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 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 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

12 | P a g e 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 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.

Bonds Bid Bond – not required Payment Bond – not required Performance Bond – not required

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 obligations 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 proposal form without irregularities, excisions, special conditions, or alternative bids for any time unless specifically requested on the proposal form.

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Final Selection Following review of all qualified offers, 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.

End of this Section

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Section III – General Terms

1. Addenda, Changes, and Interpretations

It is the Sole responsibility of each Vendor to notify the Purchasing Manager by E-mail and request modification of clarification of any ambiguity, conflict, discrepancy, omission, or other error discovered in this solicitation. Requests for clarification, modification, interpretation, or changes must be received prior to the Question-and-Answer Deadline. Requests received after this date may not be addressed. All questions and request for information received will be responded to by an official written addendum and uploaded to the solicitation website and Georgia Procurement Registry. Under no circumstances shall an oral explanation given by any County official, officer, staff, or agent, be binding upon the County. Such oral explanation should be disregarded. All addenda are a part of the competitive solicitation documents, and each Vendor will be bound by such addenda. It is the responsibility of each Vendor to read and comprehend all the addenda issued.

2. Withdrawal of Bid The Vendor shall give notice in writing of its claim to withdraw its bid without penalty, due to an error within twenty-four (24) hours after the conclusion of the bid opening. Bids may be withdrawn from consideration due solely to a mistake therein, provided the bid was submitted in good faith, the mistake was a clerical mistake as opposed to a judgement mistake, and was due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor, or material made directly in the compilation of the quote, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evident drawn from inspection of original work papers, documents and material used in the preparation of the quote sought to be withdrawn. The Vendor’s original work papers shall be the sole acceptable evidence of error and mistake if Vendor elects to withdraw its bid.

No Vendor who is permitted to withdraw a bid shall, for compensation, supply an material or labor to perform any subcontract or other work agreement for the contract to who the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the services for which the withdrawn quote was submitted.

Bid withdrawal is not automatically granted and will be allowed solely at Dawson County’s discretion.

3. Vendor’s Costs The County shall not be liable for any costs incurred by Vendors in responding to this solicitation.

4. Pricing All pricing should be identified on the Vendor’s Price Proposal Form provided in this solicitation.

No additional costs may be accepted other than the pricing and costs stated on the Vendor’s Price Proposal Form. Failure to use the solicitation form and provide pricing as requested in this solicitation may cause your bid to be deemed non-responsive.

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5. Price Validity

Prices provided in this bid shall be valid for ninety (90) days from the bid opening unless otherwise extended and agreed upon by the County and Vendor. The County shall award the contract within this time period or request from the recommended awarded contractor an extension to hold pricing until services have been awarded.

6. Taxes Goods and Services are exempt from Federal Excise Tax and Georgia State Sales and Use Tax. A certificate will be furnished upon request. Dawson County is exempt from taxes, but the successful Vendor shall pay all taxes required by law. Dawson County cannot exempt others from tax.

7. Related Expenses/Travel Expenses Your bid must include all costs, including travel. The County will not accept additional costs.

8. Submission and Receipt of Bids To receive consideration, bids must be received prior to the bid opening date and time. Unless otherwise specified, Vendors shall use the bid documents provided by the County. These forms may be duplicated, but failure to use the forms may cause the bid to be rejected. Any erasures or corrections on the quote must be made in ink and initialed by Vendor in ink. All information submitted by the Vendor shall be printed, or filled in with pen and ink. Bids shall be signed in ink.

9. Mistakes The Vendor shall examine this IFB carefully. Vendor’s submission of a bid shall be prima facie evidence that the Vendor has complete knowledge of the scope, nature, and quality of the work to be performed, the detailed requirements of the specifications and scope of services, and the conditions under which the work is to be performed. Ignorance of the requirements will not relieve the Vendor from liability and obligations under any contract entered into as a result of this IFB. Vendors are cautioned to examine all terms, conditions, specifications, drawings, exhibits, appendices, delivery instructions, and special conditions pertaining to this IFB.

10. Qualifications/Inspections Bids will only be considered from Vendors normally engaged in providing the types of goods/services specified herein. The County reserves the right to inspect the Vendor’s facilities, equipment, personnel, and organization at any time or to take any other action necessary to determine the Vendor’s ability to perform. The Purchasing Manager reserves the right to reject bids where evident or evaluation is determined to indicate an inability to perform.

11. Acceptance of Bids/Minor Irregularities

a. The County reserves the right to accept or reject any or all bids, or portions of bids, and to waive minor irregularities or variances to specifications contained in bids. The County also reserves the right to reissue an IFB.

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b. The County reserves the right to disqualify Vendors during any phase of the competitive solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the Vendor. The Vendor will be required to execute a Non-Collusion Affidavit and submit it with the quote documents.

12. Verbal Instructions Procedure No negotiations, decisions, or actions shall be initiated or executed by the Vendor as a result of any discussions with any County employee. Only those communications in writing from an authorized County representative may be considered. Only written communications submitted by Vendor Representative designated and authorized to bind the Vendor will be recognized by the County as expressions on behalf of Vendors.

13. Exclusive Contracts Vendor agrees and understand that any contract awarded from this IFB shall not be construed as an exclusive agreement and further agrees that the County may, at any time, secure similar or identical services from another contractor at the County’s sole option.

14. Sample Contracts Attached to this IFB is a draft form of a Sample Contract which contains terms and conditions of the contractual arrangement for the services. Such form of agreement will be modified as appropriate, in the County’s discretion, to include any additional specific terms related to the services being provided. Any questions regarding the form of general services agreement must be submitted in writing by the deadline for questions specified in this IFB.

15. Background Checks

Dawson County reserves the right to have any Vendor or potential contractor undergo a Dawson County Sheriff’s Office criminal history background check for any project at the contractor’s cost.

Potential contractors must undergo a background check when working in any County-operated facility, with the associated fees falling under the Contractor’s responsibility.

16. Minimum Qualifications

To be eligible for the award of a contract in response to this IFB, the Vendor must demonstrate that they are properly and legally licensed to perform such work. Vendor must also supply documentation of any licenses or certifications that are required for this IFB as mentioned in the Scope of Services. In addition, the Vendor must have no conflict of interest with respect to the County.

16.1 Vendors and principles shall have no record of judgements, pending lawsuits against the County, or criminal activities involving moral turpitude and shall not have any conflicts of interest that have not been waived by the County.

16.2 Neither Vendor nor any principal, officer, or stockholder, shall be in arrears or default of any debt or contract involving the County (as a party to a contract or otherwise), not have they failed to perform faithfully on any previous contract with the County.

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17. Public Records/Trade Secrets Careful consideration should be given before submitting confidential information to the County.

County’s disclosure of records and documentation is governed by the Georgia’s Open Records Act, which permits public scrutiny of most materials collected as part of this process. If a Vendor submits information that contains trade secret information and if Vendor wishes to keep such information confidential, Vendor must submit and attach to such information and affidavit affirmatively declaring that specific information constitutes trade secretes pursuant to the Georgia Trade Secrets Act of 1990, O.C.G.A 10-1-760 et seq., and the Vendor and County will follow the requirements of O.C.G.A. 50-18-72(a)(34) related thereto.

18. Reservations for Award and Rejection of Quotes

Dawson County reserves the right to accept or reject any or all bids, parts of bids, and to waive minor irregularities or variations to specifications contained in bids, and minor irregularities in the bid process. The County also reserves the right to award the contract on a split order basis, lump sum basis, individual term basis, or such combination as shall best serve the interest of the County. The County reserves the right to award the responsive and responsible Vendor whose service meets the IFB’s terms, conditions, and specifications and whose bid is considered to best serve the County’s interest. In determining the responsiveness of the offer and the responsibility of the Vendor, the following, among other factors, may be considered when applicable: the ability, capacity, and skill of the Vendor to perform as required; whether the Vendor can perform promptly or within the time specified, without delay or interference; the character, integrity, reputation, judgement, experience and efficiency of the Vendor, the quality of past performance by the Vendor; the previous and existing compliance by the Vendor with related laws and ordinances; the sufficiency of the Vendor’s financial resources; the availability, quality and adaptability of the Vendor’s supplies or services to the required use; the ability of the Vendor to provide future maintenance, service or parts; and the number and scope of conditions attached to the quote.

19. E-Verify Affidavit

Under state law, the County shall not consider any bid or proposal or enter into a contract for the physical performance of services unless the potential contractor provides an affidavit, in the form attached to this IFB, regarding contractor’s compliance with the E-Verify program. The contractor’s affidavit form shall be properly completed and submitted with the Vendor’s response to this IFB.

Failure to do so is a material defect and the corresponding bid or proposal will be rejected without evaluation or review by the County.

20. Rules and Submittals of Quotes

The signer of the bid must declare that the only person(s), company, or parties interested in the bid as principals are named therein; that the bid is made without collusion with any other person(s), company, or parties submitting a bid; that it is in all respects fair and in good faith, without collusion or fraud; and that the signer of the bid has full authority to bind the Vendor.

21. Intent to Award

Notice of Award will be posted on the County’s Solicitation Website.

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Vendor’s Checklist

Company Name: _______________________________________

Please indicate you have completed the required documentation and submit them in the following order.

Vendor’s Checklist Vendor’s Information Form Vendor’s Price Proposal Form Vendor’s Reference Form Execution of Proposal Form Addenda Acknowledgement Form and Any Addenda Issued Proposer’s Certification and Non-Collusion Affidavit Drug Free Workplace Affidavit Georgia’s Security and Immigration Compliance Act Affidavit Contractor Affidavit Sub Contractor Affidavit (if applicable) Local Small Business Initiative Affidavit (if applicable) Proof of Insurance/Certificate of Insurance EEO Form Completed W9 Legal and Character Qualifications Form Copy of Valid Business License

Authorized Signature Title

Print Name Date

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Vendor’s Information Form

1. Legal Business Name: _____________________________________________________

2. Street Address: ___________________________________________________________

3. City, State & Zip: _________________________________________________________

4. Type of Business: ___________________ State of Registration: _________________ (Association, Corporation, Partnership, etc.)

5. Name and Title of Authorized Signer: _________________________________________

6. Primary Contact: _________________________________________________________

7. Phone: _________________________________________________________________

8. E-Mail: _________________________________________________________________

9. Company Website: ________________________________________________________

10. Has your company ever been debarred from doing business with any federal, state, or local agency?

Yes ______ No ______ If yes, please state the agency names, dates, and reason for debarment.

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Vendor’s Price Proposal Form

Company Name: ____________________________________________

Base Price

Any additional add on options if any

Delivery time from order

FOB Charge

Warranty (Circle One)

Comply Does not comply

Point of Contact Information:

Name: _____________________________________________________________

E-Mail: _________________________________________

Number: ________________________________________

Authorized Representative Signature Date

Print Name Title

All costs for Dawson County are to be included in the line items above. Additional documents may accompany this form.

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Vendor’s Reference Form All references must be from customers for whom your company has completed work similar to the specifications of this bid. Attach additional page if necessary.

References for: ______________________________________________________________

1. Company: _______________________________________________________________ Street Address: ___________________________________________________________ City, State, Zip: __________________________________________________________ Contact Person Name: _______________________________ Title: _________________ Phone: ______________________ E-Mail: ____________________________________ Describe Scope of Work and dates of project/service:

2. Company: _______________________________________________________________ Street Address: ___________________________________________________________ City, State, Zip: __________________________________________________________ Contact Person Name: _______________________________ Title: _________________ Phone: ______________________ E-Mail: ____________________________________ Describe Scope of Work and dates of project/service:

3. Company: _______________________________________________________________ Street Address: ___________________________________________________________ City, State, Zip: __________________________________________________________ Contact Person Name: _______________________________ Title: _________________ Phone: ______________________ E-Mail: ____________________________________ Describe Scope of Work and dates of project/service:

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Execution of Proposal

Date: ____________

The potential Contractor certifies the following by placing an “X” in all blank spaces:

_____ That this proposal was signed by an authorized representative of the firm.

_____ That the potential Contractor has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

_____ That all labor costs associated with this project have been determined, including all direct and indirect costs.

_____ That the potential Contractor agrees to the conditions set forth in this Invitation for Bid with no exceptions.

Therefore, in compliance with the foregoing Invitation for Bids, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Business Name

Authorized Signature Date

Printed Name Title

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Addenda Acknowledgement

The vendor has examined and carefully studied the Invitation for Bids and the following Addenda, receipts of all of which is hereby acknowledged:

Addendum No. _________________________

Addendum No. _________________________

Addendum No. _________________________

Addendum No. _________________________

Authorized Representative (Signature) Date

Print Name Title

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Drug Free Workplace

I hereby certify that I am a principle and duly authorized representative of:

Whose address is:

And it is also that:

The provisions of Section § 50.24.1 through § 50.24.6 of the Official Code of Georgia Annotated, relating to the "Drug Free Workplace Act" have been complied with in full; and, A drug free workplace will be provided for the CONTRACTOR’S employees during the performance of the contract; and, Each subcontractor hired by the CONTRACTOR shall be required to ensure that the subcontractor's employees are provided a drug free workplace. The CONTRACTOR shall secure from that subcontractor the following written certification: "As part of the subcontracting agreement with _____________________________________________________________________ certifies to the CONTRACTOR that a drug free workplace will be provided for the subcontractor's employees during the performance of this contract pursuant to paragraph (7) of subsection (b) of the Official Code of Georgia Annotated Section § 50.24.3"; and, It is certified that the undersigned will not engage in unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

Date Signature

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Proposer’s Certification and Statement of Non-Collusion

I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and Federal law and can result in fines, prison sentences and civil damages awards.

I certify that this proposal has been prepared independently and the price submitted will not be disclosed to another person.

I certify that there has been no contact or communication by the proposer or the proposer’s associates with any County staff, or elected officials since the date this BID #495-26 Mobile Air Unit Trailer for Emergency Services was issued except: 1) through the Purchasing Department

2) at the Pre-Proposal Conference (if applicable) or 3) as provided by existing work agreement(s). The County reserves the right to reject the proposal submitted by any proposer violating this provision.

I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal.

COMPANY NAME: ______________________________________________________

Authorized Representative (Signature) Date

Print Name/Title

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Georgia Security & Immigration Compliance (GSIC Act Affidavit)

As per the Georgia Senate Bill 529 and Senate Bill 447, the Georgia Department of Labor has promulgated new rules for the implementation of Section 2. O.C.G.A. §13-10-91 and Chapter 300-10-01-02 state that no Georgia Public Employer shall enter into a contract for the physical performance of services within the State of Georgia unless the Contractor registers and participates in a federal work authorization program to verify the work eligibility information of all of its new employees.

The Employment Eligibility Verification “E-Verify” site operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security is the electronic federal work authorization program to be utilized for these purposes.

The website is https://e-verify.uscis.gov/enroll/

By executing the attached Contractor Affidavit, Contractor verifies its compliance with O.C.G.A. §13-10-91 state affirmatively that the individual, firm, or corporation which is contracting with the Dawson County Board of Commissioners has registered and is participating in this federal work authorization program in accordance with the applicability provisions and deadlines established in this Statute.

Contractor further agrees that should it employe or contract with any Sub-Contractor(s) for the physical performance of services pursuant to the contract with the Dawson County Board of Commissioners, Contractor will secrete from the Sub-Contractor(s) verification of compliance with O.C.G.A. §13-10-91 on a Sub-Contractor Affidavit and shall provide a copy of each such verification to the Dawson County Board of Commissioners at the time the Sub-Contractor(s) is retained to perform such services.

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Georgia Security and Immigration Compliance Act Affidavit

Contractor’s Name:

County Solicitation/ Contract No.:

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Contractor identified above has registered with and is participating in a federal work authorization program, in accordance with the applicability provisions and deadlines established in O.C.G.A. §13-10- 91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the County, Contractor will secrete from such subcontractor(s) similar verification of compliance with O.C.G.A §13-10-91 on the attached Subcontractor Affidavit.

Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the County at the time the subcontractor(s) is retained to perform such service.

EEV/E-Verify Company Identification Number

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE __________DAY OF__________________20____

______________________________________________ [NOTARY SEAL]

Notary Public My Commission Expires: ________________________

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ADDITIONAL INSTRCTIONS TO CONTRACTOR: Identify all subcontractors used to perform under the county contract. In addition, you must attach a signed and notarized affidavit (third page of this form) from each of the subcontractors listed below. The contractor is responsible for providing a signed and notarized affidavit to the County within five (5) days of the addition of any new subcontractor used to perform under the identified County contract.

Subcontractors:

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Subcontractor’s (Your) Name:

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Subcontractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Subcontractor which is engaged in the physical performance of services under a contract with the Contractor identified above on behalf of the County identified above has registered with and is participating in a federal work authorization program, in accordance with the applicability provisions and deadlines established in O.C.G.A. §13-10-91.

EEV/E-Verify Company Identification Number

BY: Authorized Officer or Agent Date (Subcontractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE __________DAY OF__________________20____

______________________________________________ [NOTARY SEAL]

Notary Public

My Commission Expires: ________________________

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Local Small Business Initiative Purpose & Scope:

Giving preference to local suppliers, even if it means spending a little more, can actually benefit a county’s finances. Dollars spent locally generate additional economic activity even beyond the value of the initial contract as the local supplied in turn sources goods and services locally. Each additional dollar that circulated locally boosts economic activity, employment, and ultimately tax revenue. A study in Arizona found that using local independent supplies for state contracts results in three times the economic benefit of bids fulfilled through national chains.

Local Small Business Initiative (LSBI) is a Dawson County program designed to promote opportunities to Local Small Businesses located in Dawson County.

The LSBI Program is designed to return as much taxpayer money to the local economy, in a relatively short time span, as possible…