REQUEST FOR BID _ SERVICE LINE MATERIA_L INVE.pdf

March 06, 2024

INVITATION TO BID

Service Line Material Inventory

Bid Reference N. 24-006

Sealed Bids will be received by the City of Bainbridge, Purchasing Department, 1501 Pierce Street, Bainbridge, GA 39817, until 11:00 A.M. on April 10, 2024, for all work required for the public water system service line material inventory, Bainbridge, Georgia in accordance with bid documents, specifications, and all other contract documents.

A Pre-Bid Conference will be held on March 15, 2023, at 10:00 A.M. at 1501 Pierce Street, Bainbridge, Georgia

39817. The Project Manager will provide an overview of the work to be performed and answer questions. All interested bidders are strongly encouraged to attend.

This project will be bid on a unit sum basis for all specified work and will be awarded to the responsive and responsible bidder submitting the lowest total base bid. A 5% Bid Bond is required of all bidders. Bid bond must be present for bid to be read or considered. 100% Performance and Payment bonds will be required by the successful bidder.

The City of Bainbridge strongly encourages Small Business firms to participate in this bid. The City of Bainbridge reserves the right to reject any and all bids and to waive any informalities in the bidding process.

Bid documents are available at the Purchasing Department, www.bainbridgecity.com and on the Georgia

Procurement Registry.

For additional information, contact Brenda Strickland, Purchasing Agent, at (229) 248-2017. Submit all questions via email to brendasWbainbridgecity.com cc gabrielm@bainbridgecity.com. The deadline for questions is March

27, 2024, at 2:30 P.M. Replies of substance will be answered in the form of an addendum and made available to all potential bidders.

Sincerely, Brenda Strickland

Purchasing Agent http://www.bainbridgecity.com/ mailto:gabrielm@bainbridgecity.com

CITY OF BAINBRIDGE

PURCHASING

DEPARTMENT

BAINBRIDGE, GEORGIA

INSTRUCTIONS TO BIDDERS

These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and contract terms issued with any individual bid.

1. The following criteria are used in determining low responsible bidder.

(a) The ability, capacity and skill of bidder to perform required service.

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

(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.

(d) The performance of previous contracts.

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

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

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in determining low bids if they are deemed advantageous to The City.

3. Unless otherwise specified all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from date of notification of award or by exception noted on bid sheet.

4. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their own way, the difficulties, which are likely to be encountered in the execution of same.

5. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The City may purchase more or less than the estimated quantity, and the bidder must not assume that such estimated quantity is part of the contract.

6. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.

7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and included for your bid to receive full consideration. Failure to submit any required information or document will be cause for bid to be rejected as non-responsive.

8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in the space provided will be cause for rejection of the bid. Signature(s) must be written in ink.

9. Failure to enclose bid bond, where required, will result in rejection of the bid. Bond may be in the form of cash, certified check, cashier’s check, or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

10. All bidders should provide their tax identification number with the bid.

11. All bidding Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a listing of the principals of the corporation with the bid.

12. Quote all prices F.O.B. Bainbridge or our warehouse or as specified in bid documents.

13. If the bidder proposes to furnish any item of a foreign make or product, he/she should write “Foreign” together with the name of the originating country opposite such item on the bid.

14. When requested, SAMPLES will be furnished free of expense, properly marked for identification, and accompanied by list where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests of The City to do so for the purpose of testing.

15. The City will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the trade name or names of such materials on the bid or price quotation form.

16. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding schedule are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that affects the price, quality or delivery date (when delivery is required by a specific time).

17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the outside as a Sealed Bid with the Bid Number clearly printed.

18. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The City of Bainbridge assumes no responsibility for submittals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. No responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or identified.

19. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of supply.

20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.

21. Should a bid be misplaced by The City and found later it will be considered.

22. The unauthorized use of patented articles is done entirely at the risk of the bidder.

23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in their application or use. A bidder at any time requested must satisfy the Procurement Office and City Council that he/she has the requisite organization, capital, plant, stock, ability, and experience to satisfactorily execute the contract in accordance with the provisions of the contract in which he/she is interested.

24. Only the latest model equipment, as evidenced by the manufacturer’s current published literature will be considered.

Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of Revenue.

25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Purchasing Department and/or the Department to which they are delivered. If defective material, equipment, or supplies are discovered, the contractor, upon being instructed by the Purchasing Department, shall remove, or make good such material, equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials by The City will in no way lessen the responsibility of the contractor or release him/her from his obligation to perform and deliver to The City sound and satisfactory materials, equipment, or supplies. The contractor agrees to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him/her by The City.

26. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and without further obligation on the part of The City at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless positive action is taken by The City to terminate such contract, and the nature of such action shall be determined by The City and specified in the contract; (3) The contract shall state the total obligation of The City for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if renewed;

and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal property shall remain in the vendor until fully paid for by The City.

27. Unless otherwise specified The City reserves the right to award each item separately or on a lump sum basis, whichever is in the best interest of The City.

28. The successful bidder shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate, if applicable, before any work can commence. Contractors as well as any and all known subcontractors must possess or will be required to obtain a City of Bainbridge Occupational Tax Certificate or Registration.

29. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

30. The City reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the contract as may be in the best interest of the City and/or re-advertise bids.

31. Local bidder (domiciled in Bainbridge City Limits) will receive bid in the event of tie bids. In the case of tie bids between out-of-town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss, or drawing straws. The City of Bainbridge passed a local preference ordinance on August 18, 2015. Where applicable, this ordinance will govern. Local preference will not be a basis for awarding bids that are federally funded.

32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.

33. Reasonable grounds for supposing that any bidder is interested in more than one bid for the same item will be considered sufficient cause for rejection of all bids in which he/she is interested.

34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City or who has failed in any former contract with The City to perform work satisfactorily, either as to the character of the work, the fulfillment of the guarantee, or the time consumed in completing the work.

35. It is mutually understood and agreed that if any time the Purchasing Department shall be of the opinion that the contract or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Purchasing Department shall have the power to notify the aforesaid contractor of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of notification the conditions are not corrected to the satisfaction of the Purchasing Department, he/she shall thereupon have the power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any paid by The City out of such monies as may become due to the said contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in that event, the bondsman or the contractor, his/her executors, administrators, successors, or assigns, shall pay the amount of such excess to The City on notice by the Purchasing Department of the excess due.

36. Contracts may be cancelled by The City with or without cause with 30-day written notice.

37. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time of opening of bids, otherwise such complaint cannot be properly considered.

38. Any bidder may withdraw his/her bid at any time before the time set for opening of bids. No bid may be withdrawn without cause in the 60-day period after bids are opened.

39. All questions, inquiries and requests for clarification shall be directed to Procurement.

40. Prior to submission, all bidders are encouraged to check the website www.bainbridgecity.com or call the Purchasing Department at 229-248-2017 for any addendums.

SPECIAL INSTRUCTIONS

BID REF. #24-006

1. General Information – Service line inventory of all City of Bainbridge water supply recipients in which the water supply lines in both the Utility Service side of supply and the customer side supply lines are to be inspected and surveyed for the material make-up of each supply line. Progress is to be documented on the supplied spread sheet. The meter box is to be pressure washed and hydro vacuumed to remove dirt and debris for further inspection by the Project Manager. The pipes may be visually inspected, tested with magnets, scratch tested or otherwise tested for the presence of lead. Any properties with broken boxes or leaks are to be documented in the supplied spread sheet and reported directly to the Project Manager by the end of the day.

2. Contractor's bid shall include all necessary labor, materials, tools, equipment, and all other items necessary to complete the contract requirements in accordance with specifications, general conditions, special instructions to bidders and all other provisions included in this invitation to bid.

3. Bidder shall be responsible to visit the job site and familiarize himself/herself with the local conditions.

4. No bid may be withdrawn for a period of sixty (60) days from the bid opening date.

5. The Owner reserves the right to reject any and all bids and to waive any informalities in the bidding process.

6. The Owner of this project is the City of Bainbridge.

7. Contract Time: Contract (base bid) must be completed by August 01, 2024, following the issuance of the Notice to Proceed. Performance will be monitored and documented by the Project Manager. Not completing this contract within the time specified may hamper the contractor’s ability to secure future contracts with the City.

8. Liquidated Damages: Time is an essential element of the Contract, and any delay in the prosecution of The Work may inconvenience the public, obstruct traffic, or interfere with business. In addition to the aforementioned inconveniences, any delay in completion of The Work will always increase the cost of engineering. For this reason, it is important that the work be pressed vigorously to completion. Should the Contractor fail to complete the work within the time stipulated in the Contract or within such extra time that may be allowed, charges shall be assessed against any money due or that may become due the Contractor in accordance with the rate of one hundred ($100) per calendar day.

9. Bid Bond: Each bid shall be accompanied by a bid bond (surety) acceptable to the Owner, in an amount equal to at least five (5%) percent of the bid, payable without condition to the Owner as a guaranty that the bidder, if awarded the contract, will promptly execute the Agreement in accordance with the bid and other contract documents, and will furnish good and sufficient bond for the faithful performance of the same, and for the payment to all persons supplying labor and material for the work. The bid bond must be presented in its original form. Copies are not acceptable.

10. Performance Bond and Payment Bonds: A 100% Performance Bond and 100% Labor and Materials Payment Bond will be required of awarded bidder. All bonds must be submitted to the Purchasing Department before work can commence. The bonds must be presented in their original form. Copies are not acceptable.

11. Bid Form: Bid must be submitted on the bid form provided by the City of Bainbridge.

Bid is for a unit price contract and will be awarded to the responsive and responsible bidder submitting the lowest total base bid.

12. General Insurance Requirements: Contractor shall maintain applicable insurance with companies licensed to do business in the State of Georgia acceptable to the City for the protection of the City and name it as an additional insured, against all claims, losses, costs or expenses arising out of injuries or death of persons whether or not employed by contractor, whether arising from the acts or omission, negligence or otherwise of contractor or any of its agents, employees, patrons, or other persons, and growing out of work being done by Contractor on behalf of City, such policies to provide for a liability limit on account of each accident resulting in the bodily injury or death of not less than One Million ($1,000,000) Dollars, a liability limit of not less than One Million ($1,000,000) Dollars for each accident for property damage. Contractor shall also carry product/completed operations liability insurance for personal injuries and/or death in the amount not less than One Million ($1,000,000) Dollars for any one person. Contractor shall maintain a combined single liability limit of One Million ($1,000,000) Dollars covering owned, non-owned, leased, and hired vehicles. Contractor shall furnish to the City satisfactory evidence that it carries Worker’s Compensation Insurance in the statutory limits of Georgia and Employers’ Liability with limits of liability of no less than One Hundred Thousand ($100,000) Dollars of each accident/disease. These polices must also contain a waiver of subrogation in favor of the City of Bainbridge. Contractor shall furnish evidence to the City of the continuance in force of said policy’s declaration page

(s) to the Procurement Agent. Acceptable proofs of insurance: (i) a Certificate of Insurance with Additional Insured Endorsement (a Certificate of Insurance by itself is not acceptable) or (ii) Declaration Pages of the insurance policies listed below which show the City of Bainbridge as additional insured. All insurance policies must provide that the City of Bainbridge will be notified within 30 days of any changes, restrictions, and/or cancellation. The City’s sole judgment shall control as to the sufficiency of the coverage.

13. Indemnity Agreement: An executed copy of this form should accompany your bid and must be completed for contract award. (See attached).

14. Governing Law & Venue: An executed copy of this form should accompany your bid. (See attached).

15. Certificate of Non-Collusion: An executed copy of this form should accompany your

16. Drug Free Workplace: An executed copy of this form should accompany your

17. Debarred Bidders Integrity Form: An executed copy of this form should accompany your bid. (See attached).

18. Permits & Fees: Within five (5) days following the issuance of the Notice to Proceed, the contractor shall apply for all permits. Failure to do so may result in award of this contract to the next lowest bidder and the original contractor may be billed for the difference in price. The contractor shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate(s) before any work can commence. This documentation should be on file in the Purchasing Department prior to the start of any work associated with this contract. The contractor is required to contact the Project Manager, Gabriel Menendez, at 229-726-4098 within five (5) days of completion for a final inspection. Contractor as well as any and all known subcontractors must possess or will be required to obtain a City of Bainbridge Occupational Tax Certificate or Registration prior to commencement of work.

19. Compliance: The contractor is responsible for knowledge of and compliance with all laws, codes, ordinances, and regulations that are applicable to this type of work.

20. Superintendent: The contractor shall have a superintendent or representative on the site at all times while work is being performed. He will represent the contractor and all communications given to him/her shall be binding as if given to the contractor.

21. Preservation of Property: The contractor shall carry out hisher work with such care and by the proper methods to prevent damage to the property adjacent to the work or within streets, easement locations to the extent the owner may have rights therein, or other property of the owners or of others, whether adjacent to the work site or not, the removal, relocation, or destruction of which is not called for by the provisions of the contract documents; it being a condition of the execution of the contract that the work be performed in such manner that the property of others and other property of the owner shall not be damaged in any way. The word PROPERTY, as used, is intended to include among other types of property, public street improvements, storm and sanitary sewers, water lines and appurtenances, or other structures. Should any property be damaged or destroyed, the contractor at his own expense shall promptly, or within reasonable time, repair or make such restoration as is practical and acceptable to the owner of the damaged or destroyed property. In case of failure on the part of the contractor to repair or restore such property, or make good such damage or injury, the Building Inspector may within forty-eight (48) hours notice, proceed to repair, rebuild, or otherwise restore such property as may be necessary, and the cost thereof will be deducted from any monies due or which may become due the contractor under this contract agreement. The contractor shall, at all times in performance of the work, employ approved methods and exercise reasonable care and skill so as to avoid delay, damage, injury or destruction of existing public service installations and structures; and shall at all times in the performance of the work avoid interference with, or interruption of, public utilities services, and shall cooperate fully with the owners thereof to the end.

22. Public Convenience and Safety: Fire hydrants on or adjacent to the street shall be kept accessible to the fire apparatus at all times and no material or obstructions shall be placed within ten (10) feet of any hydrant. Adjacent premises must be given access at all times and gutters shall not be obstructed. Materials shall not be stored along the streets.

Traffic on streets shall be maintained at all times. Dust and debris shall not create a hazard or a nuisance.

23. Barricades and Warnings: The contractor shall provide erect and maintain all necessary barricades, suitable and sufficient number of watchmen to direct traffic, and take all necessary precautions for the protection of the work and safety of the public.

Barricades and obstructions shall be illuminated at night and lights shall be kept burning from sunset to sunrise.

24. Removal of Trash and Rubbish: The contractor shall be responsible for the removal and legal disposal of all waste, trash, and rubbish resulting from the work under this contract. Work site shall be kept clean and orderly during construction; trash shall be removed from the site or adequately containerized daily.

25. Termination for Convenience: This contract may be terminated in whole or in part by the City of Bainbridge with the consent of the contractor in which case the two parties shall agree upon the termination conditions, including the effective date in the case of partial termination, the portion to be terminated or by the contractor upon written notification to the City of Bainbridge setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated.

However, if in the case of partial termination, the City of Bainbridge determines that the remaining portion of the award will not accomplish the purposes for which the contract was awarded, the City of Bainbridge may terminate the contract in its entirety.

26. Certification of Bidder’s Experience and Qualifications: The undersigned bidder certifies that he/she is, at the time of bidding, and shall be, throughout the period of the contract, licensed by the State of Georgia to do the type of work required under terms of the contract documents. Bidder further certifies that he/she is skilled and regularly engaged in the general class and type of work called for in the contract documents. The bidder represents that he/she is competent, knowledgeable and has special skills in the nature, extent, and inherent conditions of the work to be performed. Bidder further acknowledges that there are certain peculiar and inherent conditions existent in the construction of the particular facilities, which may create, during the construction program, unusual or peculiar unsafe conditions hazardous to persons and property.

Bidder expressly acknowledges that he/she has the skill and experience to foresee and to adopt protective measures to adequately and safely perform the construction work with respect to such hazards.

27. Corporations: All Corporations should provide corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a listing of the principals of the corporation with the bid.

28. Pre-Construction Conference: Successful bidder will be required to attend a Pre-

Construction Conference with the owner’s representative to discuss any details of the project, submit a proposed work program / schedule prior to the issuance of a Notice to Proceed. When work begins, contractor shall remain on this project, with normal work force, until the project is completed.

29. Georgia Security and Immigration Compliance Act: The successful contractor will provide certification that he/she is in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of GA Law, O.C.G.A 13-10- 91, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 13-10-90(2), all subcontractors entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work Authorization Program. Complete and submit a copy of the form, applicable to your company, and applicable Subcontractor Affidavits, with your bid.

30. Contractor’s Warranty: Contractor shall guarantee all specified work performed for a period of thirty (30) days from the date of written acceptance of the work by the Owner’s designated representative that all materials, labor, and workmanship provided under this contract are free from defects of any kind. At no expense to the City of Bainbridge, the contractor shall make repairs to any defects found and reported during the warranty period. Final inspection, final acceptance, and final payment shall not be construed as a waiver of this warranty. The following are excluded from this warranty:

a. Defects or failures resulting from abuse by the owner.

b. Damage caused by fire, tornadoes, hail, hurricane, Acts of God, wars, riots, civil commotion, or vandalism.

c. The contractor is not an insurer nor is he/she a guarantor of the suitability of or adequacy of design. Any other provisions of this warranty to the contrary notwithstanding, the contractor shall not be required to remedy any unsuitable or inadequate design.

31. Davis-Bacon: All construction contracts awarded by Recipients and their subgrantees in excess of $2,000 must include a provision for compliance with Davis- Bacon Act (40 U.S.C.

27ato a-7) as supplemented by Department of Labor regulations (29 CFR, Part 5). Under this act contractors shall be required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less often than once a week. The Recipient must place a copy of the current Prevailing Wage Determination issued by the Department of Labor in each solicitation and the award of a contract must be conditioned upon acceptance of the age determination.

32. Public Works Construction: Competitive sealed bids DCA, under the authority of 24 CFR

570.489(g), has adopted Title 36, Chapter 91 of the Official Code of Georgia, Georgia Public Works Construction Law, for procurement of public works construction projects. A copy of this law can be found in Appendix 2. The Georgia Municipal Association has published a Guide to the requirements and options available under this state law. The Guide and the text of the law are available on the GMA website at:

https://www.gmanet.com/GMASite/media/PDF/publications/publicworks.pdf

33. Copeland "Anti-Kickback" Act (18 U.S.C. 874): as supplemented in Department of Labor regulations (23 CFR, Part 3). This act provides that each contractor or subgrantee shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he/she is otherwise entitled.

34. Comptroller General: DCA, HUD, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the contractor which are directly pertinent to a specific grant program for the purposes of making audit, examination, excepts, and transcriptions for 3 years after final payment of the Recipient and all pending matters are closed.

35. Labor Standards: Where applicable, all contracts awarded by Recipients and sub-grantees in excess of $100,000 for construction contracts which involve the employment of mechanics or laborers must include a provision for compliance with sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as supplemented by Department of Labor regulations (29 CRF, Part 5). Under Section 103 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer based on a standard workday of 8 hours and a standard workweek of 40 hours.

Work in excess of the standard workweek is permissible provided that the worker is compensated at a rate of not less than 1.5 times the basic rate of pay of all hours worked in excess of 40 hours in the workweek. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous to his health and safety as determined under construction, safety and health standards promulgated by the Secretary of Labor. These requirements do not apply to the purchases of supplies or material or articles ordinarily available.

36. Byrd Anti-Lobbying Amendment: (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non- Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award on the open market.

37. Solid Waste: A Non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery;

and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

38. Rights to Inventions: Rights to Inventions Made Under a Contract or Agreement. If the

Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

39. Clean Air Act: Contracts, sub-contracts and sub-grants of amounts in excess of $100,000 must contain a provision which requires compliance with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act (42 U.S.C. 1857(h) or Section 508 of the Clean Air Act (33 U.S.C.1368). Executive Order 11738, and Environmental Protection Agency regulations (40 CFR, Part 15), that prohibit the use of facilities included on the EPA List of Violating Facilities.

40. Energy Policy: Contracts must recognize mandatory standards and policies relating to energy efficiency which are contained in the State energy conservation plan issued in compliance with the Energy Policy and Conservation Act (PL 94-163).

41. Debarment and Suspension (Executive Orders 12549 and 12689): A contract award (see 2 CFR 180.220) must not be made to parties on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 186 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and suspension. “SAM Exclusions contains the names and parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under the statutory or regulatory authority other than Executive Order 12549.

42. Public Works Construction: Competitive sealed bids DCA, under the authority of 24 CFR 570.489(g), has adopted Title 36, Chapter 91 of the Official Code of Georgia, Georgia Public Works Construction Law, for procurement of public works construction projects. A copy of this law can be found in Appendix 2. The Georgia Municipal Association has published a Guide to the requirements and options available under this state law. The Guide and the text of the law are available on the GMA website at:

43. “Equal Employment Opportunity": All contracts awarded by Recipients and their contractors or subgrantees having a value of more than $10,000 must contain a provision requiring compliance with Executive Order 11246, entitled "Equal Employment Opportunity", as amended by Executive Order 11375, and as supplemented in the Department of Labor regulations (41 CFR, Part 60).

44. Bid Submittals (All items listed below must be submitted with bid):

a. Bid Form

b. Bid Bond

c. DBE Subcontractor Participation Form

d. Addendum Acknowledgement Form

45. The following items should be submitted with bid:

a. Indemnity Agreement

b. Governing Law and Venue Form

c. Certificate of Non-Collusion Form

d. Drug Free Workplace

e. Debarred Bidders Integrity Form

f. Corporate Seal

g. Secretary of State’s Certificate of Incorporation

h. Listing of the principals of Corporation

i. Affidavit to Comply with OCGA § 13-10-91

46. Pre-Bid Conference: A pre-bid conference and site visit will be held on March 15, 2024, at 10:00 a.m. at 1501 Pierce Street, Bainbridge, Georgia 39817. All interested bidders are strongly encouraged to attend.

47. For additional information, contact Brenda Strickland, Purchasing Agent, at (229) 248-2017.

Submit all questions via email to brendas@bainbridgecity.com cc: gabrielm@bainbridgecity.com.

The deadline for questions is March 27, 2024, at 2:30 P.M. Replies of substance will be answered in the form of an addendum and made available to all potential bidders.

mailto:brendas@bainbridgecity.com mailto:gabrielm@bainbridgecity.com

Scope of Work

Bid Ref. #23-006

Section 1 – Overview

The new Lead/Copper Rule Revision (LCRR) under the U.S. Environmental Protection Agency (USEPA) requires community water systems and non-transient, non-community water systems, herein referred to as “water systems” or “systems,” to develop and submit to the Georgia EPD an inventory of service lines within the water system’s distribution system by August 01, 2024. The purpose of the inventory is to identify the location, material, and other pertinent information of service lines and ultimately create a replacement plan for all lead service lines and galvanized service lines downstream of lead pipe, also known as “galvanized requiring replacement,” within the public water distribution system. This includes the entirety of the service line from the water main to the structure. In certain instances where sampling data dictates, systems must submit service line inventories in addition to being required to submit a documented replacement program for replacing the service lines requiring replacement to the NHDES by August 01, 2024. This project intends to prepare a service line inventory that includes information for all the services in the distribution system and to prepare replacement plans for systems (when required). The service line inventory must be publicly accessible and include a unique location identifier for each “Lead Service Line” (LSL). For water systems serving greater than 50,000 persons, the inventories must also be posted online;

Georgia EPD will offer a software program accessible to all public water systems to update service line inventory.

Section 2 - Proposed Scope of Work

The City of Bainbridge, Georgia, is requesting professional services to assist with the following tasks:

A. Develop a Lead Service Line Inventory (LSLI) for the City of Bainbridge’s public water system. The LSLI intends to identify the location and material of all water service lines in each water system. It shall document the service line material from the water main to the curb stop and the curb stop to the structure. The inventory shall be compiled using resources and methods identified by EPA in the LCRR.

B. The City of Bainbridge has approximately 4,500 service lines to be verified and inventoried.

C. The City of Bainbridge will provide the location of service lines to be verified by billing routes.

D. The qualified contractor will have extensive knowledge of the New Lead and

Copper rule.

E. The qualified Contractor will give specific details of the identification methods proposed.

F. Hydrovac Excavation and Manual Excavation only.

G. Clean all meter boxes to below meter pipe.

H. GPS each meter box.

I. Photograph each meter box.

J. Record material on city side and customer side.

K. Record type of structure.

L. Record and report water leaks.

M. Any vacuum system used cannot be contaminated with sewer or gray water in any way for the life of the project. The equipment will be inspected by the city at the beginning of the project to show cleaning and disinfection. If at any point the vacuum system is used for gray water, it must be re-cleaned and reinspected before use with this project.

Section 3 - Response Requirements-Background

A. Details of the Contractors experience with water main/service line construction.

B. Background, experience, and qualifications of personnel that will be assigned to this project.

C. Schedule of time to complete the project.

Section 4 – References

A. Provide a list of references for past completed work associated with water main/service line construction.

* COMPLETE AND SUBMIT *

BID FORM

CITY OF Bainbridge Service Line Material Inventory Bid Reference No. 24-006

Bid of:

(Company Name)

To: City of Bainbridge, Purchasing Department

1501 Pierce Street

Bainbridge, GA 39817

Date:

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 Unit Price indicated below:

BASE BID

Per Meter Unit Price $

Estimated total number of meters: 4,500 Total Estimated Amount $______________________________

Bid shall be made on a Unit Price basis for all specified work. Work shall begin at a mutually agreed upon date and a Notice to Proceed and shall be completed in accordance with 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

* COMPLETE AND SUBMIT *

CITY OF BAINBRIDGE

BID REFERENCE #24-006

ADDENDUM ACKNOWLEDGEMENT FORM

Instructions: Please acknowledge receipt of addenda received by completing this addendum acknowledgement form. Check the box next to each addendum received and sign below. This addendum acknowledgement form should be submitted with your bid to expedite document processing.

Acknowledgement: I, the undersigned, acknowledge receipt of the following addenda to the above referenced

Invitation To Bid and have made any necessary revisions to my response or submittal. I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid.

Addendum No. 1 ⃣ Addendum No. 3 ⃣

Addendum No. 2 ⃣ Addendum No. 4 ⃣

⃣ No Addenda received for Bid Reference NO.24-006.

Print Name and Title of Authorized Signer

Authorized Signature

Date

BID BOND

KNOW ALL MEN BY THESE PRESENTS, that we the undersigned, as PRINCIPAL, and (Name of Principal)

(Legal title and address of the Surety) as Surety (hereinafter referred to as "Surety"), are held and firmly bound unto the City of

Bainbridge, Georgia, hereinafter called the "Local Public Agency,' in the penal sum of

Dollars

($ ) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents.

, 20 for the construction of

NOW, THEREFORE, if the Principal shall not withdraw said Bid within the allowable period specified, and shall within the period specified therefor, or if no period be specified, within ten (10) days after the prescribed forms are presented to him for signature, enter into a written Contract with the Local Public Agency in accordance with the Bid as accepted, and give bond with good and sufficient surety or sureties, as may be required, for the faithful performance and proper fulfillment of such Contract; or in the event of the withdrawal of said Bid within the period specified, or the failure to enter into such Contract and give such bond within the time specified, if the Principal shall pay the Local Public Agency the difference between the amount specified in said Bid and the amount for which the Local

Public Agency may procure the required work or supplies or both, if the latter be in excess of the former, then the above obligation shall be void and of no effect, otherwise it is to remain in full force and virtue.

Signed and sealed this day of , 20

(Principal) (Witness)

Seal

(Title)

(Surety) (Witness)

Seal

PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS:

That

(Legal title and address of the Contractor) as Principal (hereinafter referred to as "Contractor"), and

(Legal title and address of Surety) as Surety (hereinafter referred to as "Surety"), are held firmly bound unto THE CITY OF BAINBRIDGE, GEORGIA, as Obligee (hereinafter referred to as "Owner"), in the amount of Dollars ($ ), to which payment Contractor and Surety bind themselves, their heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents.

WHEREAS, the above bounded Principal has entered into a contract with Owner dated the day of , 20 , for the construction of

NOW, THEREFORE, THE CONDITIONS OF THIS OBLIGATION are such that, if the Contractor shall promptly and faithfully perform and comply with the terms and conditions of said contract; and shall indemnify and save harmless the owner against and from all costs, expenses, damages, injury or loss to which said Owner may be subjected by reason of any wrongdoing, including patent infringement, misconduct, want of care or skill, default, failure of performance, on the part of said Principal, his agents, subcontractors or employees, in the execution or performance of said contract, then this obligation shall be null and void; otherwise it shall remain in full force and effect.

1. The said Surety to this bond, for value received, hereby stipulates and agrees that no change, extensions of time, alteration or addition to the terms of the contract or the work to be performed thereunder, or the specifications or drawings accompanying same shall in any wise affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the work or to the specifications and drawings.

2. If pursuant to the contract documents the Contractor shall be declared in default by the Owner under the aforesaid Contract, the Surety may promptly remedy the default or shall promptly complete the contract in accordance with its terms and conditions. It shall be the duty of the Surety to give an unequivocal notice in writing to the Owner, within twenty-five (25) days after receipt of declaration of default, of the Surety's election either to remedy the default or defaults promptly or to perform the contract promptly, time being of the essence. In said notice of election, the Surety shall indicate the date on which the remedy or performance will commence, and it shall then be the duty of the Surety to give prompt notice in writing to the Owner immediately upon completion of (a) the remedy and/or correction of each default, (b) the remedy and/or correction of each item of rejected work, (c) the furnishing of each omitted item of work and (d) the performance of the contract. The Surety shall not assert solvency of its Principal as justification for its failure to give notice of election or for its failure to promptly remedy the default or defaults or perform the contract.

3. Supplementary to and in addition to the foregoing, whenever the Owner shall notify the

Surety that the owner has notice that the Contractor has failed to pay any subcontractor, materialman, or laborer for labor or materials certified by the Contractor as having been paid for by the Contractor in accordance with said Contract, which said labor or materials have been included in a periodical application for payment and approved by the Owner or Owners designated Agent for payment and paid for by the Owner, the Surety shall, within 20 days of receipt of such notice, cause to be paid any unpaid amounts for such labor and materials.

4. It is expressly agreed by the Principal and the Surety that the Owner if he desires to do so, is at liberty to make inquiries at any time of subcontractors, laborers, materialmen, or other parties concerning the status of payments for labor, materials, or services furnished in the prosecution of the work.

5. No right of action shall accrue on this bond to or for the use of any person or corporation other than the Owner named herein or the legal successors of the Owner.

Signed and sealed this day of , 20 .

(SEAL) In The Presence of:

Principal

Title Witness

(SEAL)

Surety

LABOR AND MATERIAL PAYMENT BOND

THIS BOND IS EXECUTED TOGETHER WITH ANOTHER BOND IN FAVOR OF THE OWNER AS

OBLIGEE CONDITIONED UPON PERFORMANCE OF THE CONTRACT.

KNOW ALL MEN BY THESE PRESENTS:

That:

(Legal title and address of the Contractor) as Principal (Hereinafter referred to as "Principal"), and

(Legal title and address of the Surety) as Surety (hereinafter referred to as…