Natural Gas 2024_docx.pdf

GILMER COUNTY SCHOOLS

Dr. Brian Ridley/Superintendent

Request for Proposal

134 Industrial Boulevard Ellijay, GA 30540-4436 706-276-5000 (phone) 706-276-5005 (fax) www.gilmerschools.com

Natural Gas

INVITATION TO BID #: 2024-02-01

MATERIAL OR SERVICE: Natural Gas

DUE DATE: April 12, 2024 1:00pm (Time/Date Stamp)

OPENING LOCATION: Gilmer County Board of Education Administration & Technology Office 134 Industrial Boulevard Ellijay, GA 30540

PRE-BID CONFERENCE DATE: None Scheduled

This solicitation may be obtained from our website at www.gilmerschools.com. Any interested bidders without internet access may obtain a copy of this solicitation during regular business hours at Gilmer County Schools Administration & Technology Office, 134 Industrial Blvd., Ellijay, GA 30540. If you experience any problems receiving this solicitation, please call (706) 276-5000 or email Thomas Griffith Director of Facilities at thomas.griffith@gilmerschools.com.

Bid Responses Due: April 12, 2024 1:00pm (Time/Date Stamp)

Bids will be received at: Gilmer County Schools Administration & Technology Office 134 Industrial Boulevard Ellijay, GA 30540

Bids Received will be opened at: Gilmer County Schools Administration & Technology Office, Conference Room 134 Industrial Boulevard Ellijay, GA 30540 http://www.gilmerschools.com

Bids for the material or services specified will be received by Gilmer County Schools, at the above specified location, until the time and date cited. Bids received by the correct time and date will be opened and the bidders’ pricing will be publicly read.

All other information contained in the Bid shall remain confidential until award is made. If you need directions to the Administration & Technology Office, please call (706) 276-5000.

Bids shall be in the actual possession of the Gilmer County School System, at the location indicated, on or prior to the exact time and date indicated above. Late Bids will not be considered.

Bids must be submitted in a sealed envelope with the Bidder’s name and address clearly indicated on the envelope and the following statement in the lower left hand corner of the envelope: RFP # 2024.02.01 Natural Gas. All Bids must be written legibly in ink or typewritten. Additional instructions for preparing a Bid are provided herein.

Two copies of bid are requested, plus one marked original. Questions, please call Thomas Griffith at (770) 324-2368 or email questions to thomas.griffith@gilmerschools.com

The Gilmer County School System reserves the right to waive technicalities, to accept or reject any and all bids and to waive any irregularity in bids received, to award the entire bid to one bidders or to multiple bidders or to make awards by group or location, whichever is in the best interest of the Gilmer County School System; hereafter referred to as “GCSS”, except where noted for clarity.

BIDDERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSAL, INSTRUCTIONS, AND THE TERMS AND CONDITIONS ON THE ATTACHED SHEETS. FAILURE TO ADHERE

TO THESE INSTRUCTIONS AND TERMS AND CONDITIONS MAY RESULT IN REJECTION OF BID.

Thomas Griffith Director of Maintenance/Facilities Gilmer County Schools

(706) 276-5061

GILMER COUNTY SCHOOLS

INVITATION TO BID

Natural GAs

RFP: 2024-02-01

CLOSING DATE: April 12, 2024

CLOSING TIME: 1:00 P.M. (Time/Date Stamp)

________ OPEN MARKET ________ REGULAR

________ AGENCY CONTRACT __X__ SEALED

BID TO BE RETURNED TO:

Gilmer County Schools Thomas Griffith, Director of Maintenance/Facilities Administration & Technology Office 134 Industrial Boulevard Ellijay, GA 30540 706-276-5061 (Main) 706-276-5005 (Fax)

Bidder is cautioned to carefully read the instructions and the terms and conditions on the attached sheets.

Failure to adhere to these instructions and terms and conditions may result in rejection of bid.

INTRODUCTION

The Gilmer County School System has issued this Request for Proposal; hereafter referred to as “RFP”, except where noted for clarity, for the purpose and intent of obtaining bid responses from licensed, qualified firms to furnish Natural Gas.

The Gilmer County School System reserves the right to waive technicalities, to accept or reject any and all bids and to waive any irregularity in bids received, to award the entire bid to one bidders or to multiple bidders or to make awards by group or location, whichever is in the best interest of the Gilmer County School System; hereafter referred to as “GCSS”, except where noted for clarity.

The Gilmer County School System is an equal opportunity employer.

All questions concerning this RFP should be directed to Thomas Griffith, Director of Maintenance/Facilities, Gilmer County School System. All inquiries must be in writing and emailed to thomas.griffith@gilmerschools.com

MINIMUM QUALIFICATIONS

• Each bidder should provide evidence of a current, valid Georgia Business License with each bid submittal. A photocopy of your business license is acceptable.

• Bidders shall also submit the completed “Georgia Security and Immigration

Compliance Act OCGA 13-10-90” document.

CALENDAR OF EVENTS

ACTION DEADLINE

Issuance of RFP March 12, 2024

Bid submission deadline April 12, 2024 1:00pm (Time/Date Stamp)

Bid Opening/Evaluation Period April 12, 2024 1:00pm

Notice to Proceed April 19, 2024

First Delivery of Product July 1, 2024 mailto:bob.sosebee@gilmerschools.com mailto:bob.sosebee@gilmerschools.com mailto:bob.sosebee@gilmerschools.com

INSTRUCTIONS

1. Bids shall be enclosed in a sealed envelope, addressed to the Director of Operations with the name and address of the bidder, the date and hour of the bid closing, and the invitation number on the face of the envelope. Only one sealed bid may be submitted in each envelope. If you are submitting more than one bid, a separate envelope must be used for each bid.

2. All bids must be either typewritten or filled in with pen, and must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the bid must initial corrections or changes on any document. Bidders will not be allowed to modify their Bids after designated closing date and time.

3. Bidders should provide all of the information required on all forms and shall sign the Standard Terms and Conditions.

4. The bid conveyed by this bid shall remain open pending award for a period of 90 days from the date of opening.

5. Bids containing provisions for late or interest charges will not be considered.

6. GCSS reserves the right to amend this RFP prior to the due date.

7. Any contract awarded pursuant to this RFP will be awarded to the most responsive and responsible bidder who provides the bid that is within the budget parameters for the project and whose bid response meets the requirements and criteria set forth in this RFP.

8. Purchases of the Gilmer County Board of Education are not subject to sales taxes. Tax exempt certificates will be furnished upon request.

Bidder understands and accepts all Instructions as it pertains to this Invitation to

Bid:

Bidder Signature Date

STANDARD TERMS AND CONDITIONS

Acceptance/Rejection of Proposal

● Gilmer County School District reserves the right to reject any or all proposals and to waive informalities and irregularities in proposals received.

● This Request for Proposal does not commit Gilmer County School District to contract for any requirements for this solicitation.

● A written award or contract furnished to the successful proposer, within the time for acceptance specified in the proposal, shall be deemed to result in a binding contract without further action by either party.

● In competitive sealed proposals, prices will not be divulged at opening. Proposals will be reviewed by the selection committee privately and recommendations made to the Gilmer County Board of Education.

● Proposer agrees to waive any claims it has or may have against the Gilmer County School District, its Board employees, agents, members, representatives and legal counsel, arising out of or in connection with the (1) administration, evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents;

(3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

Evaluation of Proposals

● Committee. Evaluation of proposals submitted in response to the solicitation will be conducted by officials of the Gilmer County School District. In the process of evaluation, the total Proposer’s proposal will be considered. However, particular attention will be paid to price, and ability of facilities, location and number of facilities.

Contract

● The contract will be for a one (1) year period, with an option to renew for an additional four (4), one year periods. The first contract period will run from July 1, 2024 - June 30, 2025.

Each additional year, if extended, will run from July 1 - June 30. At any time during this period, if there is a breach of contract by the supplier, the supplier will be provided with a thirty (30) day written notice of contract termination.

● Award. It is the full intent, assuming that satisfactory proposals are received, to award a contract. If an award is made it will be for a period of time described under “period of contract” and a fixed price per therm, beginning on the date of the contract, with the ability of Gilmer County School District to renew the contract for four (4) additional one-year terms. A termination for convenience provision will be included. Renewals will be made based upon the recommendation of the authorized representatives of Gilmer County School District and the Proposer.

● Assignment. No contract or its provisions may be assigned, sublet, or transferred without written consent of Gilmer County School District.

● Termination/Cancellation. Gilmer County School District reserves the right to cancel the contract upon thirty (30) days written notice to the Proposer, with or without cause.

● Payments. Payment for services received will be made on a monthly basis. After approval the invoice will be forwarded for payment. Payment shall be made no later than thirty (30) days after approval of the submitted invoice. The Gilmer County School District is exempt from all state sales tax and federal excise tax and these taxes must be deducted from any proposal.

● Insurance. Proposer shall purchase and maintain in force the following kinds of insurance for operations under the contract as specified. Insurance certificates, in the minimum amounts specified and under the conditions noted, shall be provided to the Gilmer County School District before the commencement of any work:

1. Commercial/Comprehensive General Liability

a. $1,000,000 bodily injury per person

b. $2,000,000 bodily injury aggregate limit

c. $500,000 property damage per occurrence

d. $1,000,000 property damage aggregate limit

2. Comprehensive Automobile Liability

a. $1,000,000 property damage per occurrence

3. Workmen’s Compensation and Employers’ Liability

a. $500,000 bodily injury per person

4. Umbrella or Excess of Loss Coverage

a. $10,000,000 per occurrence

● Gilmer County School District shall be named as an additional insured by endorsement on the Proposer’s policy as to the subject contract. A waiver of subrogation in favor of Gilmer County School District shall be incorporated in such policy.

● If any changes occur during the contract period, the supplier must notify;

Thomas Griffith, Director of Facilities Gilmer County Board of Education thomas.griffith@gilmerschools.com 770-324-2368

RFP 2024-02-01

Natural Gas

Atlanta Gas Light Account & Meter numbers

Address Account Number Meter Number

408 Bobcat Trail Ellijay, GA 30540 8668364438 003203171

350 Calvin Jackson Drive Ellijay, GA 30540 6154233535 001713304

1860 S Main Street Ellijay, GA 30540 6317766435 003201224

134 Industrial Blvd Ellijay, GA 30540 5086791518 003251649

250 McCutchen Street Ellijay, GA 30540 7179330536 001833445

250 McCutchen Street Ellijay, GA 30540 4220708434 003970599

500 McCutchen Street Ellijay, GA 30540 4049381539 003200599

Vendor bids must, at a minimum, include the following services in the order specified:

A. Guarantee of consistent price per therm.

B. Contract shall be valid for a period of one year and may, at the discretion of both parties, be extended without further bidding.

C. Contract shall guarantee availability to Gilmer County School System as long as the vendor has access to any supply. This guarantee shall also apply during times of disaster and national shortage.

SPECIFICATIONS

1. The Board of Education reserves the right to reject any and all bids in whole or in part and/or to accept the bids that in its judgment will be in the best interest of the system. It is expressly stipulated that the school systemmay award bids on individual items or on a lump sum basis.

2. The bid includes a fixed price per therm

3. Any additional charges or fees must be detailed in the quote.

4. In the event that the successful bidder or bidders are unable to perform as required, and the system has to secure services from an alternate vendor the bidder shall be responsible for payment of any additional cost for services.

5. Bid prices shall be for the entire fiscal year beginning July 1, 2024 and ending June 30,

6. Unless otherwise stated, all bids submitted shall be valid and may not be withdrawn for a period of 90 days from the date of the opening.

7. The awarded vendor agrees to repay the Gilmer County School System all expenses incurred due to supplier negligence in supplying natural gas to all GCCS facilities.

SELECTION CRITERIA

Gilmer County Board of Education reserves the right to make its vendor selection based on what it deems to be in the best interest of the school system. The Bid neither obligates the Gilmer County Board of Education to award a contract nor commits the Board to pay any cost which might be incurred by any company, entity, or individual in responding to this request.

Bid winners will be approved and announced at the public meeting of the Gilmer County Board of Education on April 18, 2024

BIDDER RESPONSE FORM RFP 2024-02-01

Natural Gas

We propose to furnish and deliver natural gas service for the attached RFP for which prices have been set. The price per therm offered herein shall apply for the period of time stated in the RFP

We further agree to strictly abide by all specifications, terms and conditions contained in the RFP, all of which are made a part hereof. Any exceptions are noted in writing and included with this bid.

It is understood and agreed that this bid constitutes an offer, which when accepted in writing by the Gilmer County School System, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the Gilmer County School System.

It is understood and agreed that we have read the Gilmer County School System’s specifications shown or referenced in the RFP and that this bid is made in accordance with the provisions of such specifications. By our written signature on this bid, we guarantee and certify that all items included in this bid meet or exceed any and all such Gilmer County School System specifications.

We further agree, if awarded a contract, to deliver natural gas services to all of the listed facilities as well as any facilities that may be added in the future.

It is understood and agreed that this bid shall be valid and held open for a period of 90 days from bid opening date.

Bidder Name: ________________________________________________________________________________________

Authorized Signature__________________________________________________________ ______________________

Print Name _ Date _______________

BID SIGNATURE AND CERTIFICATION

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, Contractor, or person submitting a bid for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the bid and certify that I am authorized to sign this bid for the proposer. I further certify that the Official Code of Georgia Annotated, Sections 45-10-20 et.seq. have not been violated and will not be violated in any respect.

Authorized Signature ______________________________ Date ________________

Print/Type Name __________________________________________

Print/Type Company Name _______________________________

Price Per Therm is $______________________________________.

Term: Gas to be delivered July 1, 2024 through June 30, 2024 with an option to renew as specified in the RFP.

Price per Thermwill not change during the initial year of the contract.

Gilmer County School District is tax exempt; therefore, the only charges on the invoicing will reflect the AGL Base Charge.

Any and all Additional charges: