Invitation to Bid _ Tyus Walking Track 022026.pdf

Page 1 RFP – Wyomia Tyus Park Walking Track Resurfacing

INVITATION TO BID

WYOMIA TYUS PARK WALKING TRACK RESURFACING THROUGH

TIRE-DERIVED PRODUCT (TDP) GRANT

Spalding County is accepting sealed bids from qualified contractors for WYOMIA TYUS PARK WALKING TRACK RESURFACING. Proposals will be received no later than FRIDAY, MARCH 20, 2026, at 2:00 P.M. by Mitzy Campbell, Spalding County Purchasing Officer.

Proposals received after the above date and time or in any location other than the Purchasing Department will not be considered.

You can obtain a bid packet by clicking the related solicitation link on the Spalding County website, www.spaldingcounty.com, under Budget and Finance.

Timeline

DATE TIME

Information Conference/Pre-Proposal Meeting – Mandatory (on-site visit or review) February 26, 2026 11:00 A.M.

Q&A and Clarifications (email only to mcampbell@spaldingcounty.com) Ref: Tyus Walking Track Resurfacing

March 13, 2026 3:00 P.M.

Open Sealed Bids March 20, 2026 2:00 P.M.

All addenda must be signed, dated, and included in the bid packet. It is always the vendor’s responsibility to check Spalding County’s website for addenda.

A Pre-Bid Conference and Site Visit will be held on February 26, 2026, at 11:00 A.M. at Wyomia Tyus Park Walking Track, 1301 Cowan Rd., Griffin, GA 30223. The Project Manager will provide an overview of the work and answer questions. All interested bidders are required to attend.

This project will be bid on a lump sum basis for all specified work and awarded to the responsive and responsible bidder submitting the lowest total bid. A 5% Bid Bond is required for contracts exceeding $100,000.00. The bid bond must be present for the bid to be read or considered. 100% Performance and Payment bonds will be required of the successful bidder if the contract exceeds $100,000.00.

Spalding County reserves the right to reject any or all bids based on past performance, waive technicalities and informalities, and re-advertise. All Minority, Women, and Small Businesses are strongly encouraged to apply. Only responsive bids that meet the requirements and criteria set forth by Spalding County will be considered.

http://www.spaldingcounty.com/ mailto:mcampbell@spaldingcounty.com

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NOTICE TO BIDDERS:

TITLE VI OF THE CIVIL RIGHTS ACT OF 1964, AS APPLIED THROUGH THE CIVIL RIGHTS

RESTORATION ACT OF 1987 - The County of Spalding, GEORGIA, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d to 2000d-4, as amended by The Civil Rights Restoration Act of 1987, hereby notifies all bidders that no person shall on the grounds of race, color, national origin, sex, age, and handicap/disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity conducted by the recipient regardless of whether those programs, services, and activities are federally-funded or not. Further, 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 and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

Page 3 RFP – Wyomia Tyus Park Walking Track Resurfacing

SPALDING COUNTY

PURCHASING

DEPARTMENT

“GENERAL INSTRUCTION TO PROPOSER”

1. The following instructions are to be considered an integral part of this proposal; unless otherwise requested, one (1) marked “Original” and one (1) marked “Copy” of the proposal need to be submitted and MUST BE TYPEWRITTEN OR PRINTED IN INK. The person signing the bid form must initial any changes or corrections made to this proposal using blue ink.

2. The person, firm, or corporation making the proposal shall submit their bid, attaching the final page of this proposal to the front of their proposal to the Spalding County Purchasing Officer. The cover submittal page must include the bidding company’s name, bid title, bid number, and bid date. No proposal may be withdrawn or modified after the bid-opening deadline.

3. If descriptive literature is attached to the bid, the bidding company’s name, bid title, bid number, and bid date must appear on all sheets.

4. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the bidding company’s responsibility to seek clarification immediately from the Spalding County Purchasing Department during the question period stated herein. The bidder shall be responsible for checking the County’s website (www.spaldingcounty.com) for any/all addenda(s).

Answer(s) to all questions will be answered after the deadline for questions has expired and posted on the County’s website, if applicable, within the specified timeline on page one (1).

5. The bidding company must clearly state any variation from the specifications in writing and submit it with its proposal.

6. The apparent silence of the specifications and any supplement specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship is to be of first quality. All interpretations of this specification shall be made based on this statement.

7. The following bid shall be awarded to one “responsible” bidder on a total lump sum price basis. For the total bid, an award shall be made to one vendor or split between vendors. Unit prices and extensions will be verified, and the total will be checked. The unit price extension and the net total must be shown. Unit price SHALL prevail.

8. The following criteria are used in determining a low-responsible bidder.

a. The bidder's ability, capacity, and skill to perform the required service.

b. Whether the bidder can perform the service promptly or within the specified time.

c. The bidder's character, integrity, reputation, judgment, experience, and efficiency.

d. The performance of previous contracts.

e. The suitability of equipment or material for City use.

f. The ability of the bidder to provide future maintenance and parts service.

9. Spalding County desires delivery of the material or services specified as soon as possible after the date of award. An unreasonable delivery proposal may disqualify a bid. Each bidder shall state a specific time and avoid using the terms "ASAP" or "approximately so many days."

10. The bidder or contractor shall provide copies of Workers’ Compensation Insurance with a limit of not less than required by the State of Georgia or otherwise stated in the bid instructions. In addition, a copy of your Commercial General Liability Insurance (if applicable) shall be provided.

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11. All prices shall be for delivery to our destination, F.O.B. freight prepaid, and allow Griffin, Georgia, unless otherwise shown. (if applicable)

12. Federal or State Sales Tax is inapplicable

a. Spalding County’s Tax Identification Number (TIN) is 58-6000886

b. Spalding County is tax-exempt under the code of Georgia, Charter 88-18

13. Cash discounts or end-of-month terms should be shown separately, even if the terms are net.

14. Spalding County:

a. Reserves the right to accept or reject any or all bids due to past performance, etc., and waive any informality. Further, the County expressly reserves the right to postpone the proposal opening for convenience and to reject any or all proposals in response to this RFP without indicating any reasons for such rejection(s).

b. Request and consider the submission of proposal modifications at any time before the award is made if such is in the best interest of the County.

c. Request clarification and/or additional information from proposers during the evaluation process.

d. Negotiate with the selected consultant to include further services not identified in this RFP.

e. In the event of contract termination, enter into contract negotiations with other qualified companies that submitted acceptable proposals rather than redoing the proposal process for the project.

f. Spalding County will accept or reject all bids within 90 days from the bid opening date.

SIGNATURE: DATE:

The undersigned on the bid proposal certifies that he/she has carefully examined the instructions to bidders, terms and specifications applicable to and made a part of this proposal.

He/she further certifies; the prices shown in the schedule of items on which he/she is bidding, are in accordance with the conditions, terms and specifications of the proposal and that any exception taken thereto may disqualify the bid.

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SPALDING COUNTY PURCHASING DEPARTMENT

WYOMIA TYUS PARK WALKING TRACK RESURFACING

EXCEPTIONS

SIGNATURE: DATE:____________

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E-VERIFICATION AFFIDAVIT

The Spalding County contract holder, signed below, confirms and verifies its compliance with Georgia law (See OCGA § 13-10-91) and affirmatively states that the business (Sole Proprietor, Partnership, Corporation, Non-Profit, LLC Corporation, or LLC Partnership) which performs services for Spalding County: (check and complete #1 or #2 below)

1. Has registered with, is authorized to use, and uses the federal work authorization program, known as “E-Verify” or any subsequent replacement program. Furthermore, the undersigned will continue to use the federal work authorization program for the duration of the contract. The undersigned will contract for the physical performance of services under this contract only with subcontractors who present an affidavit to the contract holder containing the information required by OCGA § 13-10-91, as amended. The undersigned hereby attests that its federal work authorization user identification number and date for authorization are as follows:

Federal Work Authorization User Identification Number (not Taxpayer ID)

Date of Authorization

Legal Business Name of Spalding County Contract Holder/Applicant

2. Employs no employees or otherwise does not fall within the requirements of OCGA § 13-10-91.

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , 20 in (city) (state)

Signature of Authorized Owner/Officer

Printed Name and Title of Authorized Owner/Officer

NOTARY PUBLIC

My Commission Expires:

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INVITATION TO BID DOCUMENT REQUIREMENTS &

CHECKLIST

Complete, sign, and submit the following bid documents in the order listed below. The proposal shall be submitted using the forms included in the RFP document.

1. Form of Bid completed, signed, and dated

2. Bid Form and document requirements & checklist completed, signed, and dated

3. One (1) marked “Original” and one (1) marked “Copy” of the proposal

4. Exceptions Sheet

5. E-Verification Affidavit

6. Proof of Insurance (must be included in the proposal package)

7. List of subcontractors

8. Reference request pages

9. Certificate of Non-collusion

10. Any/All Addenda must be signed, dated, and made a part of the bid packet

11. Current Form W-9

1. Is the vendor located within the County limits of Spalding County?

2. Is your company a minority-owned business?

If yes, which category? * Include copy of current MBE certificate(s) in packet

A “Minority Business Enterprise” (MBE) is a business that is an independent and continuing operation for profit, performing a commercially useful function owned and/or controlled by one or more minority group member(s).

African American Business Enterprise (AABE), Hispanic Business Enterprise (HBE), Female Business Enterprise (FBE), Asian Business Enterprise (ABE), Native American Business Enterprise (NABE)

3. Has the vendor previously conducted business with Spalding County?

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

(If yes, on a separate sheet of paper, provide details including agency name, date(s), and reason for debarment.)

Vendor Contact Name (print) Title

Vendor Contact Signature Date

Faxed or emailed proposals or proposals submitted late will not be accepted.

Spalding County is not responsible for submissions that are not properly identified or for late or undelivered mail or courier service(s).

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Insurance Requirements

Within ten (10) days of Notice of Award, and at all times that this contract is in force, the contractor shall obtain, maintain, and furnish Spalding County Certificates of Insurance from licensed companies doing business in the State of Georgia and acceptable to Spalding County covering:

1. Worker’s Compensation Insurance

2. Comprehensive General Liability Insurance

3. Automobile Liability

4. Umbrella Liability Insurance

Copies of these Certificates of Insurance shall be furnished to Spalding County before execution of the contract. Such policies shall be non-cancellable except on a thirty-day (30) written notice to Spalding County.

Local Preference Policy For purchases, bids, proposals, or contracts under $100,000, the local vendor may be allowed to match the lowest-priced proposal if the local vendor's quotation or bid is within 5% of the lowest-priced proposal from a non-local vendor. The local vendor shall be awarded the contract if their proposal matches the lowest price and meets all other terms, including quality, service, and conditions. If the price proposals from more than one local vendor are within 5% of the lowest overall price proposal from a non-local vendor, the local vendor with the lowest proposal will be given the first opportunity to match it. If this local vendor declines to match the price proposal, the next local vendor whose bid is within 5% will be allowed to match the lowest proposal. This process will continue, with all local vendors submitting proposals within 5% of the lowest overall bid from a non-local vendor.

Local Vendor means a bidder or offeror that operates and maintains a brick-and-mortar business, i.e., a physical business address within the limits of the State of Georgia, and has a current business license, has paid in full all real and personal taxes owed to the city, County, and State; as applicable, is considered a vendor in good standing with the City and can obtain an active vendor status. Priority will be given to local vendors within Spalding County's municipal boundaries, with second priority to local vendors within Georgia.

Sealed Bid Delivery Service(s)

If your company elects to use a delivery service (FedEx, UPS, USPS, etc.), the County assumes no responsibility for proposals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistakes, mishandling, or any other reason.

If proposals are delivered by any means other than hand delivery, the proposer is recommended to verify delivery. Any proposal received after the specified time and date will not be considered and may be returned unopened to the Proposer.

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Permits [required]

The contractor shall be responsible for all inspections and ensuring compliance with all federal, state, and county laws and codes. The contractor shall be solely responsible for obtaining all permits. The contract awardee must file with the Community Development Department of Spalding County and/or the City of Griffin Planning & Development Services Department; there is no permit fee.

Professional Licenses [if applicable]

The State of Georgia requires that the following professions be licensed by state law:

1. Electricians

2. Plumbers

3. Conditioned Air Contractors

4. Low-voltage Contractors

Bidders and any subcontractors performing the above-described work must provide a copy of their license for the work they will perform on this project. Bidders must complete Form C3: Georgia Professional License Certification and submit it with the package. Failure to provide the required license may deem your bid non-responsive.

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Subcontractor

I will / will not propose subcontracting some of this project's work.

(response)

I propose to subcontract work to the following:

Subcontractor Print Name

Brief Description of Work to be Performed by Subcontractor

Percent of Work

Vendor Contact Name (print) Title

Vendor Contact Signature Date

Note:

1. Spalding County requires the (primary) contracted vendor to complete at least fifty-one (51) percent of the proposed project.

2. The prime contractor is solely responsible for ensuring that all subcontractors are properly insured for the type and amount of work they complete under the contract.

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Reference Request

The following references are from current and past government, educational, and/or commercial accounts of similar size and scope. Your list should consist of a minimum of five (5) references and will not include Spalding County. Nor should your references be current or former Spalding County employees.

REFERENCE # 1:

Name of Company/Entity:

Mailing Address:

City/State/Zip Code:

Contact Person Name:

Contact Person Telephone Number:

Date When Work Performed:

Brief Description of Work Performed

REFERENCE # 2:

City/State/Zip Code:

Contact Person Name:

Contact Person Telephone Number:

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REFERENCE # 3:

City/State/Zip Code:

Contact Person Name:

Contact Person Telephone Number:

REFERENCE # 4:

City/State/Zip Code:

Contact Person Name:

Contact Person Telephone Number:

REFERENCE # 5:

City/State/Zip Code:

Contact Person Name:

Contact Person Telephone Number:

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Certificate of Non-Collusion

By signing below, I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same materials, supplies, or equipment, and that it is in all respects fair and free from collusion or fraud. I understand that collusive bidding violates State and Federal law and can result in fines, prison sentences, and civil damages. I agree to comply with all conditions of this bid and certify that I am authorized to sign this bid on behalf of the bidder.

In addition, the selected company must comply with all applicable State and Federal laws, including equal-opportunity employment provisions. The Contract between the company and the County shall be construed and governed by the laws of the State of Georgia and Spalding County.

At its own expense, the company shall secure all occupational and professional licenses and permits necessary to fulfill its obligations under this contract.

It shall be unethical for any County Employee or County Official to transact any business or participate directly or indirectly in a procurement contract when the County Employee or County Official knows the County Employee or County Official or immediate family of such has a substantial interest about the procurement contract, except that the purchase of goods and services from businesses, which a member of the County Board of Commissioners or other County Employee has a substantial interest is authorized as per O.C.G.A. § 36-1-14, or the procurement contract is awarded pursuant to O.C.G.A. § 45-10-22 and § 45-10-24, or the transaction is excepted from said restrictions by O.C.G.A. § 45-10-25, interpreting such statutes as if they applied to a municipality.

Vendor Name:

Physical Address:

City, State, Zip

Phone: Fax:

Signature:

Date:

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PURPOSE

SPECIFICATION(s)/S.O.W.

GENERAL PURPOSE

Spalding County is seeking sealed bids from qualified contractors for the resurfacing of the walking track at Wyomia Tyus Park, located at 1301 Cowan Road, Griffin, GA 30223. This project is funded through the Tire-Derived Product Grant from the Georgia Department of Natural Resources Environmental Protection Division. The awarded grant amount is $160,955.00. This funding covers the use of tire-derived products, which provide environmental benefits by diverting scrap tires from landfills while creating a durable, safe walking surface.

A mandatory information conference/pre-proposal meeting is required for this invitation.

INTRODUCTION

The project involves removing the existing asphalt surface and installing a new tire-derived surface for the walking track. The work includes:

• Removal of existing asphalt track surface

• Base preparation and repairs as needed

• Installation of new 1.5-inch-thick bonded rubber mulch surface

• Site security during construction

• Total surface area: approximately 12,500 square feet

BID FORMAT REQUIREMENTS

Each response to this Invitation to Bid shall include the information described. Failure to include all specified elements may result in rejection. Additional information may be provided, but should be brief and relevant to the goals of this invitation.

FIRM’S QUALIFICATIONS

A statement of the firm's professional qualifications and experience in completing walking track projects. Include a list of jurisdictions for which your firm has prepared proposals for and/or administered and implemented similar projects.

Provide at least three references for related consulting services, including the date, contact person, phone number, and a brief description of the services provided.

APPROACH and AVAILABILITY

The winning bidder must be able to commence within 30 days of contract award. The bidder should demonstrate that they can adequately handle the workload.

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SCOPE OF WORK

• To grade for and install a 9’ wide bonded rubber mulch walking track that extends approximately 1350’ in length. (Exact measurements may be obtained at Pre-Bid)

• Removal of the top layer of rubber, leaving the asphalt layer as the base for the new rubber

• Spalding County will provide roll-off containers and cover hauling and disposal of old rubber

• Base preparation and repairs as needed

• The following minimum specifications should be adhered to:

• Surface Material:

o 100% post-consumer waste tire containing no metal or lead o Colored Buffing (recycled tire-buffing particles) o Particle size range: 1/2" to 2" o Material must be non-toxic, anti-fungal, and non-absorbent o Free of wire and cotton/polyester contaminants o Thickness: 1.5 inches

• Completion date may be a factor in bid award.

• Contractor will be responsible for obtaining all locates.

• The installation of the bonded rubber material must be per Spalding County Parks Department specifications and inspected by their Designee.

• The final track layout and direction will be laid out with the winning bidder.

• No disposal or washing/cleaning of equipment will be allowed on site.

DISPUTES RELATING TO PROPOSAL PROCESS

Any dispute arising from the proposal process before the contract award must be submitted in writing within ten (10) calendar days of the recommendation award or denial letter date. The only grounds for an appeal that will be considered are that the County failed to follow the selection procedures specified in this RFP or that there has been a violation of conflict of interest. The County will consider only those specific issues addressed in the written appeal. Spalding County will make its determination within thirty (30) days of receipt, and its decision shall be final with respect to matters of fact.

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BID FORM

SPALDING COUNTY

Wyomia Tyus Park Walking Track Resurfacing Bid Reference No. 25-

Bid of: __________________________________________________ Date:______________________

(Company Name)

To: Procurement Division

119 E. Solomon St Griffin, Ga. 30223

We, the undersigned, do hereby declare that we have carefully examined the site of the proposed installations. We do hereby agree to furnish all material, transportation, equipment, apparatus systems, labor, and supervision required to do all work as listed within the scope above for the Lump Sum Price indicated below:

Lump Sum Bid: $________________________________________________

(figures)

(written)

A bid shall be made on a Lump Sum basis for all specified work. Work shall begin at a mutually agreed-upon time upon date and a Notice to Proceed, and shall be completed in accordance with the contract time stated herein. This bid complies with the Instruction to Bidders contained herein, all Addenda (hereinafter listed and acknowledged as received), which are hereby made a part hereof and which shall govern in all matters of the work hereby proposed.

CERTIFICATION: The undersigned, being duly sworn, hereby declares and affirms that they are an authorized representative of the above-named firm and further declares and affirms that the bid provided herein and the statements provided herein are true and correct and are sufficiently complete so as not to be misleading.

Authorized Signature Company Name

Address City State Zip

Tax ID # Telephone # Fax #

Seal (If Incorporated) Email

Page 17 RFP – Wyomia Tyus Park Walking Track Resurfacing

EXHIBIT A

SPALDING COUNTY, GEORGIA

RISK MANAGEMENT REQUIREMENTS

Form of Bid To: Mitzy Campbell

Purchasing Officer

Spalding County Board of Commissioners

119 E. Solomon Street

Griffin, Georgia 30223 mcampbell@spaldingcounty.com

I/We, the undersigned, hereby offer and agree to supply and deliver the service(s) as outlined in the Invitation to Bid documents. The signatures below signify that I/We have read and agree with the procedures outlined in the Invitation to Bid documents.

Bid Submitted By:

Company Name

Address

City, State, Zip

Phone

Email

Website

Print/Type Name

Signature

Title

Date