RFP

INVITATION TO BID

FOR

ANIMAL SHELTER RENOVATIONS

SOLICITATION NUMBER: 23-021

DOUGLAS COUNTY, GEORGIA, BOARD OF COMMISSIONERS

Purchasing Department

8700 Hospital Drive Douglasville, Georgia 30134

Phone: 770-920-7247 Fax: 770-920-7219 https://www.celebratedouglascounty.com/Bids.aspx https://www.celebratedouglascounty.com/Bids.aspx

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TABLE OF CONTENTS

SECTION I – GENERAL OVERVIEW

A. PURPOSE AND BACKGROUND

B. GENERAL INSTRUCTIONS, TERMS, AND CONDITIONS

SECTION II – LIST OF ATTACHMENTS

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SECTION I – GENERAL OVERVIEW

A. PURPOSE AND BACKGROUND

Douglas County Animal Services holds the commitment of excellence in animal welfare, by giving a voice to the voiceless. Promoting responsible pet ownership through community engagement, spay/neuter awareness and ordinance enforcement, we pledge to be advocates for all animals in Douglas County.

The Douglas County Board of Commissioners is soliciting proposals from interested and qualified construction companies for renovations at the Douglas County Animal Shelter located at 2171 Mack Road, Douglasville, GA 30134. The Douglas County Animal Shelter suffered water damage during a winter storm. Needed repairs of the facility were evaluated and outlined by the insurance company and documented. Repairs MUST be in line with the insurance provider's guidelines. Any deviation MUST be approved by the insurance company in writing before any work is to begin.

It will be the responsibility of the contractor to view the site to be aware of its condition. Incomplete proposals or proposals that do not conform to the requirements specified herein will not be considered.

Issuance of this Invitation to Bid (ITB) does not obligate Douglas County to award a contract, nor is Douglas County liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. Douglas County retains the right to award all or parts of this contract to several offerors, to not select any offers, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the ITB and understands all the requirements and conditions.

Douglas County is the only comprehensive government in Douglas County, providing all services to its citizens, including fire and emergency services, libraries, jail facilities, E-911, transportation planning, roadway signalization, signage and marking, vanpool and express bus service, informative and interactive website, a government access cable television channel, landfill and recycling programs, direct sponsorship and planning of events to bring our community together, and other traditional government services.

Located due west and 20 miles from Atlanta on Interstate 20, Douglas County is 200 square miles of gently rolling foothills of the Appalachian Piedmont bordered on the south by the Chattahoochee River, east by Cobb County, north by Paulding County, and west by Carroll County. The Dog River in the western portion of the County is the County’s potable water source (managed by the Douglasville-Douglas County Water and Sewer Authority, State-chartered). Other waterways include Sweetwater Creek, Anneewakee Creek, and Gothard’s Creek.

Douglas County’s strategic location as the western gateway to Atlanta, and its proximity and ease of access to Atlanta’s Hartsfield-Jackson International Airport, make it the enviable place to live, work and play.

The County is managed by a five-member Board of Commissioners: A Chairman (full-time, four-year term) elected at large, and four District Commissioners (part-time, four-year terms).

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B. GENERAL INSTRUCTIONS, TERMS AND CONDITIONS

1. RESTRICTIONS ON COMMUNICATION WITH STAFF

From the issue date of the solicitation and until a supplier is selected for contract award and the selection is made public, bidders are not allowed to communicate for any reason with members of the Board of Commissioners, Douglas County employees and/or contracted agents related to the solicitation except through the issuing officer (or his/her designee) named in the solicitation.

Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. Exceptions to this restriction on communication include the following:

• Communication during pre-bid conference/meeting provided the issuing officer is present, or

• As necessary to perform under any existing contracts with the County, or

• With Douglas County pursuant to the protest process

A bidder’s violation of the restriction on communication can lead to disqualification of the supplier’s response from consideration for contract award and/or other disciplinary action such as suspension or debarment.

Questions regarding this solicitation must be submitted directly in BidNet.

2. SCHEDULE

The following schedule is supplied as a guideline rather than a set of absolute deadlines. The County reserves the right to modify or alter the schedule as needed.

Event Date & Time Issue RFP Monday, June 5, 2023, 8:00 AM E.D.T.

Pre-proposal Conference & Site visit (MANDATORY) Monday, June 12, 2023, 10:00 AM E.D.T.

Questions Due Friday, June 16, 2023, 4:00 PM E.D.T.

Addendum/Responses to Questions (if necessary) Tuesday, June 20, 2023, by 5:00 PM E.T.

Deadline for submittal of RFP Thursday, July 6, 2023, 2:00 PM E.D.T.

BOC Award Monday, July 17, 2023

3. QUESTIONS

Prospective Proposers must submit any questions regarding this solicitation electronically in BidNet by the due date and time specified in the solicitation. Only questions submitted via BidNet will be accepted and addressed.

Responses to questions received during the solicitation time period are posted on the website at https://www.bidnetdirect.com/georgia/douglascounty in an addendum. Proposers who fail to report a known or suspected problem with this solicitation or who fail to seek clarification or correction of this solicitation do so at their own risk.

https://www.bidnetdirect.com/georgia/douglascounty https://www.bidnetdirect.com/georgia/douglascounty https://www.bidnetdirect.com/georgia/douglascounty https://www.bidnetdirect.com/georgia/douglascounty

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4. PRE-PROPOSAL CONFERENCE

The Animal Shelter Renovations Pre-Proposal Conference and site visit will be held at the Douglas County Animal Shelter located at 2171 Mack Road, Douglasville, GA 30134. Unless indicated otherwise, attendance is MANDATORY. A representative of the supplier must attend the conference in its entirety to be considered eligible for the contract award.

5. ADDENDUM

Any necessary additions or corrections will be made by addenda and issued electronically in BidNet.

The Addendum will become part of the solicitation. Failure to acknowledge any addenda shall not relieve Bidders of compliance with the terms thereof. The County assumes no responsibility for oral instructions. All requests for clarification and additional information must be made in writing in Bidnet.

Responses to questions will be posted as addenda in BidNet. It is the bidder’s responsibility to review BidNet periodically to determine if addenda have been prepared and posted.

The successful firm’s proposal and all addenda will become a part of the agreement, resulting from this document.

6. BONDS

Douglas County only accepts payment and performance bonds from sureties listed on the US Treasury list of approved sureties.

• Bid Bond: All bids shall be accompanied by a Bid Bond in favor of the Douglas County Board of

Commissioners in the amount of at least five percent (5%) of the bid for the complete work. This bond will not be accepted after the deadline for the bid response. In lieu of Bid Bond, vendor may submit a cashier’s check, payable to Douglas County Board of Commissioners. Bid bonds will be returned within a reasonable time after the bid is officially awarded.

• Performance Bond: A performance bond equal to 100% of the total amount of the contract price will be required of the successful bidder as security for the faithful performance and execution of all contractors’ obligations under the contract documents.

7. TAXES

The County is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be included in proposals. However, in the event taxes are required by state or federal law for the services or products outlined in this proposal, such taxes shall be the sole responsibility of the Contractor unless otherwise stated in writing and agreed to by the County.

8. PROTESTS

The protester shall furnish a written protest to the Purchasing Department no later than five (5) working days after award of the Purchase Order or contract listing the articles of the Purchasing Policy

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Procedure Manual that have been violated. Failure to comply with this requirement may result in dismissal of the protest.

If the protester files a request for documents with a protest, Purchasing shall furnish copies of the requested documents consistent with the Georgia Open Records Act.

9. PURCHASING POLICY

The Douglas County Purchasing Policy Procedure Manual is incorporated into this solicitation (and, therefore, any contract awarded as the result of this solicitation) by reference. By participation in this solicitation an Offeror, potential Offeror, or Contractor agrees to be bound by the Douglas County Purchasing Policy, Purchasing Procedures, Operating Guidelines and Regulations on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

10. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Contractor’s full compliance with all applicable federal and state security and immigration laws, including without limitation O.C.G.A. § 13-10-90, et seq. as amended and Georgia Department of Labor Rule 300-10-1, et seq. is a condition for the contract bid and any contract award. Contractor is required to affirm compliance by completing and returning the two (2) Georgia Security and Immigration Compliance documents with Contractor’s proposal.

Pursuant to O.C.G.A. § 13-10-91 no Contractor or subcontractor may propose a contract or enter into a contract with a public employer for the physical performance of services unless the Contractor or subcontractor is registered with and participates in the federal work authorization program to verify information of all newly hired employees and provides certain required affidavits. Any Contractor, subcontractor, or sub-subcontractor of such Contractor or subcontractor, shall also be required to satisfy the requirements set forth herein.

11. CONTRACT AWARD

A contract will be awarded to the responsible Offeror whose Proposal is determined to be the most advantageous, is of best value to the County and with whom an acceptable contract can be negotiated and agreed upon. Statements of Qualifications and Proposals will be evaluated on a combination of factors (see the subsequent portions of this solicitation for weighted evaluation factors). It is within the County’s sole discretion to determine whether the Contractor is responsible or responsive under the terms and conditions of this solicitation. Further, it is within the County’s sole and absolute discretion to determine Contractor’s responsibility or responsiveness after a contract is entered into.

Finally, it is within the County’s sole and absolute discretion to terminate this agreement, to not renew a Contractor or to not make an award to a Contractor who is determined to be not responsible or not responsive.

12. INSURANCE REQUIREMENTS

During the Term and for two (2) years thereafter, Contractor must maintain insurance of a nature and amount adequate to protect, and must in fact protect, Contractor, the County, and the State of Georgia from any claims of bodily injury, property damage, or personal injury and other damages which arise

7 | P a g e out of operations under this Contract. At a minimum, Contractor shall maintain in force workers' compensation coverage in the amount required by statute, employers liability of at least $500,000 each accident and each employee, auto liability coverage of at least $1,000,000, comprehensive general liability insurance with coverage of at least $1,000,000, professional errors and omissions insurance with coverage of at least $1,000,000, and if Contractor is processing personally identifiable information for County, cyber liability insurance with limits of at least $3 million. Cyber liability insurance shall cover network security and privacy risks, including unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection or other negligence in the handling of personally identifiable information, privacy perils, and coverage for related regulatory defense and penalties, data breach expenses, computer forensic investigation, public relations and crisis management firm fees, credit file or identity monitoring or remediation services.

All such coverage shall be provided by insurers reasonably acceptable to Company and must be issued by an insurance company licensed to do business in Georgia (professional liability insurance through the London Market is acceptable) with a minimum AM Best rating of A- and signed by an authorized agent. Insurance coverage is at Contractor’s own expense. The County shall be listed as an additional insurer under all policies, and all such insurance shall provide primary coverage. Within ten (10) days after execution of this Contract, Contractor shall submit a certificate of insurance evidencing the requirements of this Section. Thereafter, at County’s request, Contractor shall forward a certificate of insurance verifying such insurance. Such certificates will indicate that such insurance policies may not be canceled before the expiration of a thirty (30) day notification period and that the County will be immediately notified in writing of any such notice of termination. Such insurance policies are not intended to limit Contractor’s liability for damages under this Contract.

13. DISQUALIFICATION OF BIDS

Bids may be disqualified before the awarding of the contract for any of the following:

• Failure to include all requested information or other details of the bid.

• Excessive errors in calculating prices or totals.

• Failure to include bid bond, if applicable.

• Failure to submit Contractor Qualifications and/or required licenses and permits with bid response.

14. TRADE SECRETS – CONFIDENTIALITY

If any person or entity submits a bid or proposal that contains trade secrets, an affidavit shall be included with the bid or proposal. The affidavit shall declare the specific included information which constitutes trade secrets. Any trade secrets must be either (1) placed in a separate envelope, clearly identified and marked as such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly where such information is, and otherwise marked, highlighted, or made plainly visible. See Georgia law at O.C.G.A. § 50-18-72 (A)(34).

15. ETHICS – DISCLOSURE OF RELATIONSHIPS

Before a proposed contract in excess of $10,000.00 is recommended for award to the Board of Commissioners or the County Administrator, or before the County renews, extends, or otherwise

8 | P a g e modifies a contract after it has been awarded, the contractor must disclose certain relationships with any County Commissioner or County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter related by blood, adoption, or marriage (including in-laws). A relationship that must be reported exists if any of these individuals is a director, officer, partner, or employee, or has a substantial financial interest in the business.

If such a relationship exists between your company and any individual mentioned above, relevant information must be presented in the form of a written letter to the Director of Purchasing. You must include the letter with any bid, proposal, or price quote you submit to the Purchasing Department.

In the event that a contractor fails to comply with this requirement, the County will take action as appropriate to the situation, which may include actions up to and including rejection of the bid or off er, cancellation of the contract in question, or debarment or suspension from award of a County contract for a period of up to three years.

16. ABILITY TO PERFORM

The offeror may be required, upon request, to provide to the satisfaction of the Owner that he/she has the skill, experience and the necessary facilities, as well as sufficient financial and human resources, to perform the contract in a satisfactory manner and within the required time. If the available evidence is not satisfactory to the Owner, the Owner may reject the offer.

17. PAYMENT TERMS

The County's standard payment terms are Net 30. Any deviation from standard payment terms must be specified in the awarded contract, and both parties must agree on such a deviation.

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SECTION II – LIST OF ATTACHMENTS

The following documents make up this ITB. Any difficulty locating or accessing the following documents should be immediately reported to the Issuing Officer.

A. Douglas County RFP (this document) B. Douglas County Legal Organ AD C. Animal Shelter Insurance SCOPE D. Company Information Form E. Contractor Affidavit Form F. Contractor Reference Form G. Master Contract for Construction Services H. No Conflict-of-Interest form I. Non-collusion Affidavit Form J. Proposal Certification Form K. Subcontractor Affidavit Form L. Supplier Inclusion Program Form M. Cost Worksheet