PW26_A001 TWO TRACTORS FOR PUBLIC WORKS.pdf

INVITATION TO BID

Solicitation No. PW26-A001

TWO (2) NEW TRACTORS FOR CARROLL COUNTY PUBLIC WORKS

I. Overview, General Submission Information

Overview:

The Carroll County Board of Commissioners requests bids from interested and qualified firms to provide (2) NEW TRACTORS, a one-time basis, to the Carroll County Board of Commissioners.

Instructions to Bid

A. How to Prepare Bid Proposals: All bid proposals shall be:

1. Bidders should complete Attachments (1) through (4) for the Tractor they are willing to provide the County under the Terms and Conditions of this Invitation to

Bid. Tractor shall meet the minimum specifications outlined in Section lll. All prices should be FOB Destination. Delivery address is provided in Section IL

Bidders shall also provide any manufacturer specifications or technical data with their submittals.

2. Typewritten or completed with pen and ink, signed by the vendor or their authorized representative, with all erasures or corrections initialed and dated by the official signing the proposal. Bidders are encouraged to review carefully all provisions and attachments of this document prior to completion. Each bid constitutes an offer and may not be withdrawn except as provided herein. Also, prices are to remain firm for the period stated herein.

B. How to Submit Bid Proposals: All bid proposals shall be:

1. Submitted in a sealed envelope, plainly marked with "Sealed Proposal -

NEW TRACTORS FOR CARROLL COUNTY PUBLIC WORKS

DEPARTMENT, (SOLICITATION PW26-A001), DECEMBER 15, 2025"

2. Mailed, Express Delivery or delivered as follows in sufficient time to ensure receipt by the Purchasing Analyst at Public Works on/before 2:00 P.M. MONDAY, DECEMBER 15, 2025. Late bid submissions will not be accepted or considered.

(a) Mailing Address: Carroll County Public Works

34 Horsley Mill Rd Carrollton, GA 30117 Attn: Sunday Cook

(b) Hand or Express Delivery Address:

Carroll County Public Works Department

Attn: Sunday Cook

(c) No proposals will be received or accepted after 2:00 P.M. ET December

15, 2025. Proposals submitted after the designated date and time will be deemed invalid and returned unopened to the proponent. Carroll County is not responsible for lost or misdirected mail. It is the bidder's responsibility to ensure no late bid is submitted. No proposal may be withdrawn within thirty days after the proposal opening and shall remain firm through the period.

C. How to Submit an Objection: Objections from bidders to the invitation to bid and/or these specifications should be brought to the attention of the Purchasing Manager in the following manner.

1. Written objections may be submitted at least 3 days prior to the opening of the bid.

2. Failure to object in accordance with the above procedure shall constitute a waiver on the part of the vendor to protest the solicitation.

D. Submittal of Questions and Requests for Clarification:

It is the responsibility of each proposer to examine the entire instructions, to seek clarification in writing, and review their submittal for accuracy before submitting the document. Once the submission deadline has passed, all submissions will be final. Carroll County reserves the right to ask for additional information from all bidders. Questions about any aspect of the instructions, or the project, shall be submitted in writing via e-mail to:

Sunday Cook

Public Works Purchasing Agent

Carroll County Public Works Office

34 Horsley Mill Road

Carrollton, Georgia 30117 scook@carrollcountyga.gov

The deadline for submission of questions relating to the instructions is at least 72 hours prior to the

Bid Deadline. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled, and answers will be delivered to all proposers.

E. Standards for Acceptance of Bid for Awarded Contract: Carroll County reserves the right to waive any informality, to reject any and all bids, to evaluate all bids, to accept portions of any bid and to accept any bid which in its opinion may be in the best interest of the County. The

County reserves the right to modify the contract after its award.

F. Compliance with laws: The bidder shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or County statute, ordinances and rules during the performance of any contract between the bidder and the County. Any such requirement specifically set forth in any contract document between the bidder and the County shall be supplementary to this section and not in substitution thereof.

II. General Terms and Conditions

A. Specifications: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the bidder on notice to inquire of or identify the same from the County. Whenever mention is made of any article, material, or workmanship to be in accordance with laws, ordinances, building codes, underwriter's codes, A.S.T.M.

regulations or similar expressions, the requirements of these laws, ordinances, etc., shall be construed to be the minimum requirements of these specifications.

B. Delivery Point: All items shall be quoted and delivered F.O.B. Destination to the following address:

Carroll County Public Works Department

Delivery cost and charges (if any) will be included in bid price.

C. Delivery Time: Estimated delivery dates should be stated on the bids. Delivery time may be considered by the County when selecting most responsive and responsible bidder.

D. Bids for All or Part: Unless otherwise specified by the County or by the bidder, CARROLL COUNTY RESERVES THE RIGHT TO MAKE AWARD ON ALL

ITEMS, OR ON ANY OF THE ITEMS ACCORDING TO THE BEST INTEREST

OF THE COUNTY. Bidder may restrict his bid consideration in the aggregate by so stating but must name a unit price on each item bid upon.

E. Prices to be Firm: Bidder warrants that bid prices, terms and conditions quoted in their bid will be firm for acceptance for a period of ninety (90) days from opening date.

F. Description of Equipment: Proposals for equipment should be accompanied by copies of detailed factory specifications, ratings, technical data, including accurate descriptions of the exact Tractor and associated equipment on which bids are made.

G. Completeness: All information required by Invitation to Bid must be completed and submitted to constitute a proper bid.

H. Quality: All materials used for the manufacture or construction of the Tractor and associated equipment covered by this bid shall be new, of the best quality and highest-grade workmanship. The Tractor and associated equipment shall be equipped with such necessary equipment complying with the Georgia State Law, but not including licensing. Also, materials must comply with all applicable Federal and State OSHA requirements in affect at the time of bid.

1. Acceptance of Material: The material delivered under this proposal shall remain the property of the seller until a physical inspection and inventory is made and therefore accepted to the satisfaction of the County.

J. Guarantee/Warranty: The bidder shall state the warranty in their proposal. Warranty may be considered when selecting a bidder.

All warranty repairs and adjustments shall be made only at such time as will be least detrimental to the operation of County business.

K. Manufacture or Dealer Advertisement: No manufacturer or dealer advertising attachments shall appear on products delivered to the County without prior approval by Carroll

County

L. Brand Name: If and whenever brand names, makes, name of manufacturers, trade names, vendor catalogs or model numbers are stated, they are for the purpose of establishing a grade or quality of material.

M. "OR EQUAL" Interpretation: It is the vendor's responsibility to prove to the County that each bid item is equal to the grade or quality of material specified.

N. Award of Contract/Purchase Order: The contract/Purchase Order, if awarded, will be awarded to the most responsive bidder whose bid will be most advantageous to the County, price, estimated delivery, warranty and other factors considered.

0. Qualified Vendor: A "Qualified Vendor" is defined for this purpose as one who meets, or by the date of bid acceptance can meet, all requirements for licensing, insurance and service contained within these specifications.

P. Compliance with Specifications - Terms and Conditions: The Invitation to Bid, Legal Advertisement, General Conditions and Instructions to Bidder, Specifications, Special Conditions, Vendor's Bid, Addendum, and/or any other pertinent documents form a part of this proposal and by reference are made a part hereof.

Q. Signed Bid Considered Offer: The signed bid shall be considered an offer on the part of the bidder, which offer shall be deemed accepted upon approval by the Carroll County Board of Commissioners. In case of a default on the part of the bidder after such acceptance, Carroll County Board of Commissioners may take such actions as it deems appropriate including legal action for damages or specific performance.

R. Invoices - Invoices should be mailed to the following address:

Carroll County Board of Commissioners P.O. Box 338 Carrollton, GA 30112 Attn: Accounts Receivable

S. Payment Terms- Net 30 Days.

T. Point of Contact – Sunday Cook, Purchasing Agent (770) 830-5909.

U. Previous model year equipment (new, never titled) is acceptable if available.

V. Bids will be accepted from dealerships only. No bids from equipment brokers will be considered.

W. All Tractors and equipment must be accompanied by a factory recommended preventative maintenance schedule including procedures, mileage/hour intervals, replacement part numbers and fluid specifications.

X. Firms submitting bids must ensure all property taxes owed Carroll County are current prior to award of a purchase order.

Calendar of Events:

Issuance of RFP: November 13, 2025 Written questions and requests for clarifications due: December 9, 2025, at 5 p.m., EST Proposals Due: December 15, 2025, at 2 p.m., EST

III. EQUIPMENT REQUIRED BY THE COUNTY WITH SPECIFIC SPECIFICATIONS

A. Specifications:

TRACTORS

Tractor, w/o Front End Loader Utility

Enclosed Climate Controlled Cab Yes

Weight 6200-6400 1bs

4 Wheel Drive Yes

Cab Enclosed

Air Conditioning Yes

Heat Yes

Engine

Fuel Diesel

Tier IV Complaint Yes

Gross Horsepower 74 HP

PTO Horsepower 65 HP

Carburetion Fuel Injected

Engine Cylinders 4

Engine Displacement Minimum 207 cu in, 3.4 L

Stroke 4-cycle

Emission Control DOCandEGR

Aspiration Turbo Charged

Starter Electric, 12Volt

Charging System Alternator

Battery 12 Volt

Transmission 12 x 12 Power Shuttle

Forward 12 Reverse 12

Hydraulic System Open Center

Dual Auxiliary Hydraulic

Steering Pump Output Approx 9.7/37

Implement Pump Output Approx 16.9/64

3 Point Yes Lift Capacity Approx 36001bs

Steering Power

PTO Independent

RPM 540/1000 rpm Brakes Hydraulic Wet Disc Rear Wet Disc

IV. Bid Acceptance

Bids shall be reviewed and evaluated by the Carroll County Board of Commissioners.

An award, if made, will be made to the responsive bidder whose proposal is most advantageous to the County while meeting or exceeding the above specifications and delivery. Carroll County reserves the right to waive any informality, to reject any and all bids, to evaluate all bids, to accept portions of any bid and to accept any bid which in its opinion may be in the best interest of the County. The County reserves the right to modify the contract after its award.

Sunday Cook

Purchasing Agent

(770) 830-5909 scook@carrollcountyga.gov

Attachment 1

CARROLL COUNTY BOARD OF COMMISSIONERS BID FORM FOR PW26-A001

Vendor’s Name:___________________________________________________________

Ownership:______________________________________________________________

Address:_________________________________________________________________

Phone Number:___________________________________________________________

Email:___________________________________________________________________

Point of Contact’s name:____________________________________________________

Phone Number:___________________________________________________________

Email:___________________________________________________________________

Model Information

Model:___________________________________ Year:___________________________

Manufacturer:_____________________________________________________________

Warrenty:_________________________________________________________________

Estimated Delivery Time:_____________________________________________________

Unit Price:$________________________________________________________________

Extended Price:$________________________________________________

(Signature) (Print)

Signing person must be authorized to bind company to terms and conditions of this RFP.

(Date)

Attachment 2

Bidder shall check (-,/) appropriate column for their specification. The actual specification should be annotated in the "Actual Column". Specification which do not meet or exceed should be explained in the table below this form.

TRACTOR

County's Minimum Specifications Bidder's Specification

Meets Exceeds Not Meet Actual

Tractor, w/o Front

End Loader Utility

Enclosed Climate Controlled Cab

Yes

Weight 6200-6400 1bs

4 Wheel Drive Yes

Cab

Air Conditioning Yes

Heat Yes

Engine

Fuel Diesel

Tier IV Complaint Yes

Gross Horsepower 74 HP

PTO Horsepower 65 HP

Carburetion Fuel Injected

Engine Cylinders 4

Engine Displacement Minimum 207 cu in,

3.4 L

Stroke 4-cycle

Emission Control DOC and EGR

Aspiration Turbo Charged

Starter Electric, l 2Volt

Charging System Alternator

Battery 12 Volt

Transmission 12 x 12 Power Shuttle

Forward 12

Reverse 12

Hydraulic System Open Center

Dual Auxiliary Hydraulic

Steering Pump Output Approx 9.7/37

Implement Pump

Output

Approx 16.9/64

3 Point Hitch Yes

Lift Capacity Approx 36001bs

Steerin2 Power

PTO Independent

Base RPM 530-550 RPM

Horse Power 65

Brakes Hydraulic Wet Disc

Rear Wet Disc

Specifications not meeting or exceeding the County’s

Specification

System Specification Remarks

Attachment 3

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by

Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Project

______CARROLL COUNTY, GEORGIA___________

Name of Public Employer

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

Executed on _________, _____, 20_____ in _______________ (city), __________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF _____________, 20______.

NOTARY PUBLIC

My Commission Expires: __________________________

Attachment 4

AFFIDAVIT OF NON-COLLUSION

I, , being duly sworn, state that I am (title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached Proposal and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the RFP is full, complete and truthful.

I further certify that the Proposal submitted to the County has been arrived at by the Proposer independently and has been submitted without collusion with and without any agreement, understanding or planned common course of action with any other proposer of materials, supplies, equipment or services described in the Scope of Work, designed to limit fair and open competition.

I further certify that the contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an employee or agent of the Proposer and will not be communicated to any such persons prior to the official opening of the Proposals.

I further certify that the proposer and any principal employee of the proposer has not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the proposer has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the proposer is not now under consideration for suspension or debarment from any such agency.

I further certify that the proposer has not in the immediately preceding five years been defaulted in any federal, state, or local government agency contract and further, that the proposer is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the proposer acknowledges, agrees and authorizes, that the Owner and/or

Owner may, by means that either deems appropriate, determine the accuracy and truth of the information provided by the proposer and that the Owner may contact any individual or entity named in the Proposal for the purpose of verifying the information supplied therein.

I acknowledge and understand the successful Proposer will be required to certify compliance with the Immigration Reform

Act of 1986 (IRCA), D.L. 99-603 and the Georgia Security and Immigration Compliance Act OCGA 13-10-90 et seq. by meeting or having complied with the provisions in the Act and by executing any affidavits required by the rules and regulations issued by the Georgia Department of Labor set forth at Rule 300- 10-1-.01: Contractor will also be required to warrant that

Contractor has included a similar provision in all written agreements with any subcontractors engaged to perform services under this Contract.

I acknowledge and agree that all of the information contained in the Proposal is submitted for the express purpose of inducing the Owner to award a contract.

A material false statement or omission made in conjunction with this Proposal is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this Proposal thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the Proposal to criminal prosecution under the laws of the State of Georgia of the

United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Proposer's Name:

Firm Name:

Authorized Signature: _________________________________________________

Date:_______________________________

Subscribed and sworn to me this ____day of___________, 20__.

Notary Public

My commission expires:___________

(Notary Seal)