ITB _ 006_24.pdf

INVITATION TO BID

City of Fort Oglethorpe

Public Utilities 500 City Hall Drive

Fort Oglethorpe, Georgia 30742 Phone: 706-866-2512 Fax: 706-866-2532

Invitation to Bid (ITB) No. 006-24

Public Utilities - Vehicle

1.0 Bid Requirements and Specifications

The City of Fort Oglethorpe hereby solicits and requests sealed bids for the acquisition and delivery of 1 vehicles for use by the Public Utilities department. The purpose of these specifications is to describe the requirements for (1) new or unused 2023-year model or newer, Ford F-450 (or equivalent) vehicle. It is intended to establish a level of quality, function, and reliability. The vehicles should be delivered complete and ready to operate. The equipped vehicle shall comply with the provided specifications and meet or exceed all Federal Department of Transportation (DOT) requirements and the latest Underwriters Laboratory (UL) requirements. The City may allow deviations to below specifications if dealer has the vehicle in stock and available for immediate delivery.

Bids for this project must be sealed and delivered in person, by mail, or overnight delivery service to:

City of Fort Oglethorpe

500 City Hall Drive Fort Oglethorpe, Georgia, 30742

Attention: Kathy Bradley, Staff Accountant

1.1 All bids must be delivered to the City no later than Friday, September 27, 2024, at 2:30 pm. Any bid received after this time will not be considered. The envelope shall state “SEALED BID – ITB #006-24: Public Utilities Vehicle” to prevent accidental opening. Bids will be read aloud at that time. An award will be made based on the lowest responsive and responsible bid that has met the requirements of this ITB. Bids may be split or awarded in entirety. Bid price shall stand for 90 days from the due date of the bid.

Written inquiries should be made to Kathy Bradley, Staff Accountant, at kbradley@fortoglethorpega.gov.

All questions must be submitted in writing by Friday, September 20, 2024, at 2 p.m.

For complete details regarding this bid and to view the scope of work summary for ITB # 006-24, please view the project details at www.fortogov.com under the Bids and Proposals tab https://fortogov.com/bids-proposals/.

mailto:kbradley@fortoglethorpega.gov https://fortogov.com/bids-proposals/

1.2 ITB #006-24: Public Utilities Vehicle – Specifications

The purpose of this specification is to describe a new Ford F-450 vehicle as specified below. It is intended to establish a level of quality, function, and reliability. Vehicle should be delivered complete and ready to operate. The City will allow deviations to below specifications if the dealer has the vehicle in stock and available for immediate delivery.

1.2.1 Ford F-450 (or equivalent)

1.2.2 4x2 Utility Bed/Crane Body

1.2.3 Regular Cab

1.2.4 Diesel Engine

1.2.5 Hydraulic Brake

1.2.6 Dual rear wheels

1.2.7 Tow Package with Trailer Brake Control

1.2.8 Automatic transmission

1.2.9 5,000 lb crane capacity

1.2.10 Electric over hydraulic crane

1.2.11 Generator/Air Compressor – Miller – enPak A60HGE (or equivalent)

1.2.12 100-gallon external fuel cell with pump

1.3 Delivery

1.3.1 All prices bid must include two keys and fobs with all delivery and handling charges included.

1.3.2 The successful bidder will be responsible for delivering the vehicle to City Hall, 500 City Hall Drive,

2.0 Bid Submittal and Required Documents

2.1 The bid response must include the following documents in this order:

• Bid Proposal Form (as a cover sheet)

• Bid Fee Form

• Execution of Bid Form

• Exception Sheet

2.2 All referenced documents must be complete and returned in their entirety to constitute a complete bid. All manually submitted bids must be submitted on the bid proposal and bid fee forms contained in these specifications to be considered.

2.3 Partial bids will not be accepted. The contractor must bid on all items listed above under Section 1.2 Public Utilities Vehicle – Specifications.

2.4 Respondent understands that the City reserves the right to reject any or all bids. Award will be made based upon the most responsive and responsible bid that has met the requirements of this ITB criteria.

The respondent agrees that its bid shall be good and may not be withdrawn for a period of 90 days after the scheduled closing time for receiving bids.

2.5 The contractor is responsible for determining and acknowledging any addenda issued in connection with this bid solicitation in order for their bid to be considered. Addenda will be published on the City’s website (www.fortogov.com) under the Bids and Proposals tab https://fortogov.com/bids-proposals/

3.0 Quality Assurance Requirements

3.1 Project Safety: The contractor is solely responsible for maintaining a safe work environment for the duration of the project.

3.2 The contractor is urged to use care on this project and leave the City property in pre-project condition.

3.3 The contractor shall be responsible for taking corrective actions for any notices of violations issued as a result of the contractor’s or any subcontractor’s actions or performances during this scope of work.

Terms and Conditions

4.0 All bids and supporting materials as well as correspondence relating to this ITB become property of the City of Fort Oglethorpe when received. Any proprietary information contained in the submittal should be so indicated. However, a general indication that the entire contents, or a major portion, of the bid is proprietary will not be honored.

4.1 All applicable State of Georgia and Federal Laws, City ordinances, licenses, and regulations of all agencies having jurisdiction shall apply to the respondent, the Contractor and project throughout and are herein incorporated. The Agreement with the contractor, and all questions concerning the execution, validity, or invalidity, capability of the parties, and the performance of the Agreement, shall be interpreted in all respects in accordance with the laws of the State of Georgia.

4.2 Professionals requiring special licenses must be licensed in the State of Georgia and shall be responsible for those portions of the work as may be required by law.

4.3 Subcontractors as part of the project team must be licensed in the State of Georgia and shall be responsible for obtaining E-Verify Affidavits from his subs.

4.4 From the date the City of Fort Oglethorpe receives a respondent’s bid through the date a contract is awarded to a contractor, no respondent may make substitutions, deletions, additions, or other changes in the configuration of respondent’s bid.

4.5 All materials submitted in connection with this ITB will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America, and the open records policies of the City of Fort Oglethorpe. All such materials shall remain the property of the City of Fort Oglethorpe and will not be returned to the respondent.

4.6 Failure to submit all the mandatory forms for this ITB package shall be just cause for the rejection of the qualification package. However, the City of Fort Oglethorpe reserves the right to decide, on a case-by-case basis, its sole discretion, whether or not to reject such a bid as non-responsive.

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

4.8 By submitting a bid package, the Contractor 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 this is currently debarred from submitting bids on contracts by any agency of the State of Georgia.

4.9 Any contract resulting from this ITB 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 City of Fort Oglethorpe in the state of Georgia. The Contractor shall comply with all applicable federal, state, and local laws and regulations.

4.10 It is understood and agreed between the parties herein that the City of Fort Oglethorpe shall be http://www.fortogov.com/ bound hereunder only to the extent of the funds available, or which may hereafter become available from the purpose of this agreement.

4.11 Following review of all qualified bids, selection of a suitable Contractor, a recommendation will be made the City of Fort Oglethorpe Mayor and City Council by the project representative.

4.12 If awarded the bid, Contractor must have minimum Worker’s Comp and General Liability Insurance in full force and effect prior to beginning work. Contractor will not be allowed to begin work unless Contractor is able to present satisfactory evidence that the Contractor holds any and all necessary or required Federal, State or local licenses and/or permits. Pursuant to O.C.G.A. § 13-10-91, all contractors and subcontractors performing work within the State of Georgia under contract with a public employer must register and participate in the federal work authorization system (i.e. E-Verify). More information can be found at www.e-verify.gov. Each respondent shall submit with its bid a copy of their current Occupational Tax Certificate issued in the State of Georgia. If Contractor cannot provide this document, it will be required to obtain such document from the City of Fort Oglethorpe if it is the awarded respondent.

4.13 If awarded the bid, Contractor must attest compliance with the requirements of O.C.G.A 13-10-91 and Rule 300-10-1-.02 by the execution of the contractor affidavit as shown in Rule 300-10-1-.07 or a substantially similar contractor affidavit. Contractor agrees that in the event Contractor employs or contracts with any subcontractor(s) in connection with the contract, Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar affidavit and maintain said records of such attestation for inspection by the City at any time.

4.14 The City of Fort Oglethorpe reserves the right to accept the lowest responsive & responsible bid that is determined to be in the best interest of the City of Fort Oglethorpe. The City of Fort Oglethorpe reserves the right to accept or reject any and all bids, to waive formalities, technicalities or irregularities and to re-advertise if necessary.

5.0 Indemnification

5.1 The City of Fort Oglethorpe shall be held harmless against any and all claims for bodily injury, sickness, disease, death or personal injury, or damage to property or loss of use of any property or assets resulting therefrom, arising out of resulting from the performance of the products or from services, of which, the City of Fort Oglethorpe is contracting hereunder, provided such is caused in whole or in part by any negligent act or omission of the Contractor, or any subcontractor or any of their agents or employees, or arises from any job-related injury.

5.2 The Contractor agrees to indemnify the City of Fort Oglethorpe and pay the cost of the City of Fort Oglethorpe legal defenses, including the fees of attorneys as may be selected by the City of Fort Oglethorpe, for all claims described in the hold harmless clause herein. Such payment on behalf of the City of Fort Oglethorpe shall be in addition to any and all other legal remedies available to the City of Fort Oglethorpe and shall not be considered to be the City of Fort Oglethorpe exclusive remedy. It is agreed by the parties hereto that specific consideration has been received by the Contractor under this agreement for this hold harmless/indemnification provision.

6.0 Insurance Requirements

6.1 Contractor providing services under this agreement will be required to produce and maintain, at their own expense and without cost the City of Fort Oglethorpe, until final acceptance by the City of Fort Oglethorpe of all products or services covered by the contract, the following types of insurance.

Contractor must have as a minimum, the following insurance limits: a) Worker’s Compensation and Employer’s Liability Insurance, statutory limits: b) Comprehensive General Liability Insurance, a total of $1,000,000 for each occurrence and $2,000,000 in aggregate: c) Comprehensive Automobile Liability Insurance, $1,000,000 Combined Single limit: d) $1,000,000 Commercial Umbrella policy.

6.2 The Contractor shall provide certificates of insurance to the City of Fort Oglethorpe demonstrating that the aforementioned insurance requirements have been met prior to the commencement of work under this contract. The General Liability and Auto Liability certificates of insurance shall indicate that the policies have been endorsed to cover the City of Fort Oglethorpe as an additional insured and that these policies may not be canceled or modified http://www.e-verify.gov/ without thirty (30) days prior written notice to the City of Fort Oglethorpe.

6.3 This insurance coverage enumerated above constitutes the minimum requirements and shall in no way lessen or limit the liability of the Contractor under the terms of the contract. Sub-Contractor’s insurance shall be the responsibility of the Contractor.

6.4 Surety and insurance companies must have an AM Best rating of A-10 or greater, be listed in the Federal Registry of Companies holding Certificates of Authority and Acceptable Sureties on Federal Bonds, be licensed by the Georgia Insurance Department and the Georgia Secretary of State to do business in the State of Georgia.

7.0 Georgia Immigration & Compliance Act

7.1 Pursuant to O.C.G.A. § 13-10-91, all contractors or subcontractors who enter into a contract with the City of Fort Oglethorpe Government or a contractor of the City of Fort Oglethorpe Government in connection with the physical performance of services within this state, shall register and participate in the federal work authorization program to verify information of all employees. Any employee, contractor, or subcontractor of such contractor or subcontractor shall also be required to satisfy these requirements.

7.2 Access to the authorization program to obtain an E-Verify number can be found at e-verify.uscis.gov/enroll, the website operated by the U.S. Department of Homeland Security

(USDHS). FOR A BID TO BE CONSIDERED, SUCH CERTIFICATION SHALL BE INCLUDED IN THE

CONTRACTOR RESPONSE TO ALL SOLICITATIONS ISSUED BY THE CITY OF FORT OGLETHORPE.

Exception Sheet

ITB # 006-24: Public Utilities Vehicle

If the commodity(ies) and/or services proposed in the response to this bid is in anyway different from that contained in this proposal or bid, the bidder is responsible to clearly identify by specification section number, all such differences in the space provided below. Otherwise, it will be assumed that bidder’s offer is in total compliance with all aspects of the proposal or bid.

Below are the exceptions to the stated specifications:

Date Signature

Company

Title

BID PROPOSAL FORM

(Submit as the cover sheet)

(Submit a minimum of two copies)

City of Fort Oglethorpe Purchasing Department 500 City Hall Dr

Attention: Kathy Bradley, Staff Accountant

Name of Bidder:

Street Address:

City, State, Zip Code:

Phone: Fax:

Email:

Do you have a business tax certificate/license issued in the state of Georgia? (Check one) Yes: No:

From what City / County:

Tax Certificate / License #: Federal Tax ID #:

Indicate legal form of ownership of bidder (statistical purposes only): Check one.

Corporation Partnership

Individual Other (Specify: )

BID FEE FORM

ITB # 006-24: Public Utilities Vehicle

Bidder Name:

Location: Fort Oglethorpe, Georgia 30742

The undersigned proposes to furnish the following items in strict conformance to the bid specifications and bid invitation issued by the City of Fort Oglethorpe for this bid. Any exceptions are clearly marked on the Exceptions Sheet attached herein.

DESCRIPTION Qty. Unit Price Total

New F-450 4x2 utility bed/crane body, regular cab, diesel engine, hydraulic brake, dual rear wheels, tow package with trailer brake control, automatic transmission, 5,000 lb crane capacity, electric over hydraulic crane, generator/air compressor, 100-gallon external fuel cell with pump

Time required for Delivery after receipt of order: ______________________ Days

TOTAL BID $

ADDENDA ACKNOWLEDGEMENT

NOTE: Addenda will be published on the City’s website (www.fortogov.com) under the Bids and Proposals tab

(https://fortogov.com/bids-proposals/).

I certify this bid complies with the Bid Requirements and Project Specifications issued by the City except as clearly marked on the Exception Sheet.

Authorized Representative / Title

(Print or Type)

Authorized Representative Date

ADDENDA ACKNOWLEDGEMENT

My signature below confirms my receipt of all addenda issued for this proposal.

Signature

*This acknowledgement is separate from my signature on the bid proposal form. My signature on the bid proposal form will not be deemed as an acknowledgement of addenda.

http://www.fortogov.com/

EXECUTION OF BID

Date:

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

That this bid was signed by an authorized representative of the company.

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

That the respondent agrees to the conditions as set forth in this Invitation to Bid with no exceptions.

Therefore, in compliance with the foregoing Invitation to Bid, and subject to all terms and conditions thereof, the undersigned offers and agrees, if the bid is accepted within 90 days from the date of the opening, to furnish the items for the prices quoted within the timeframe required.

Company Name:

Address:

Contact: Cell:

Email:

Authorized Representative / Title Authorized Representative Date (Print or Type)