RFP #2023-04-05

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The City of Calhoun Georgia

RFP #2023-04-05

Request for Proposal: Equipment Shed for the Street Department

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN:

5:00 PM ET, THURSDAY APRIL 20, 2023

The City of Calhoun

Margaret Boyd, Director of Purchasing 700 West Line Street Calhoun, GA 30701

Office: (706) 602-5680

Email: maboyd@calnet-ga.net mailto:maboyd@calnet-ga.net

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. SPECIFICATIONS OF WORK

C. SCHEDULE TO COMPLETE

IV QUALIFICATIONS OF BUSINESS AND EVALUATION

V MANDATORY PROPOSAL FORMS

A. PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC)

CONTRACTOR AFFIDAVIT & AGREEMENT

NON-COLLUSION AFFIDAVIT

VI DOCUMENTS CHECKLIST

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the Offeror’s risk. Each Offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the Offeror.

All proposals are to be provided on USB flash drives or Via email in pdf format.

WRITTEN PROPOSAL CONTENT: All proposals should include the information outlined below and in the following order, as presented below:

1. Cover Letter: A brief cover letter of introduction and interest (One page limit for this section).

2. Mandatory Proposal Forms):

Includes all of the Section V Forms: noted in the Table of Contents;

3. Business Information:

State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. References:

Provide a minimum of three (3) references for contracts/work of recent work, less than three years ago, for projects a similar type construction value, and/or complexity as described in the RFP;

preference is for public sector references and/or similar renovation project references, if possible.

Include the name, address, and telephone number of the point of contact. Provide a brief description of the specific work and/or responsibility the Offeror provided for each referenced project and when such work was completed.

SUBMITTAL FORMAT:

ALL USB flash drives must be submitted in a sealed envelope or container with the

OUTERMOST container stating the company name, address, telephone number, the RFP number, and TITLE (RFP #2023-04-05 “Request for Proposal for Equipment Shed Street

Department”). Likewise, emailed proposals should include the above referenced TITLE and RFP number in the subject line. Also, proposals can be sent Via email in pdf format

If you have a City of Calhoun Vendor Number, please include it on the sealed envelope or container. If you

4 | P a g e do not know your vendor number, please call (706) 602-5682 or email: purchasing@calnet-ga.net

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. No responsibility shall attach to The City of Calhoun for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or improper address.

ALL PROPOSAL DOCUMENTS MUST BE

SUBMITTED IN A SINGLE PDF FILE

EMAILED PROPOSAL IS ACCEPTED

mailto:purchasing@calnet-ga.net

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THE CITY OF CALHOUN

REQUEST FOR PROPOSAL

RFP #2023-04-05

Equipment Shed for the Street Department

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION AND PURPOSE

This Request for Proposal is to Obtain the services of Equipment Shed for the street Department One 40 ’wide, 204’ long, 14’ tall structure, Gable roof. (Gable pitch approximately 5 degree).

Two 40’ wide ends enclosed. Gable roof pitch affect’s the exact measurement for the height.

One 204’ long 14’ wide back wall enclosed. Also Colored Metal and a Truss roof.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available ………………...Wednesday April 5, 2023

Deadline for submission of questions ...............Thursday April 13, 2023 Deadline for receipt of proposal ....................... 5:00 P.M. ET, Thursday April 20, 2023 Mail or Via Email

C. CONTACT INFORMATION

The contact person for this RFP is Margaret Boyd, Director of Purchasing, (706)602-5680 or email: maboyd@calnet-ga.net. Technical questions may be directed Shane Cox, Director of Public Works at (706)602-6027 or email: scox@calnet-ga.net

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP. Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the Offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of sixty (60) days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The City of Calhoun will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date. Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements.

mailto:maboyd@calnet-ga.net.

mailto:scox@calnet-ga.net

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Offerors who obtain this Request for Proposal from Georgia Procurement Registry or from sites are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The City of Calhoun assumes no responsibility for Offerors’ failure to acknowledge any addenda issued.

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the Offeror for a period of sixty (60) days following the time and date designated for the receipt of proposals, and each Offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing. Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered.

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of companies providing proposals may be obtained from Georgia Procurement Registry or The City of Calhoun via email request: The City of Calhoun purchasing@calnet-ga.net after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the Offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the

Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the Offeror has not in any manner sought by collusion to secure to that Offeror any advantage over any other

Offeror. By submitting a proposal, the Offeror represents and warrants that no official or employee of The City of Calhoun has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the Offeror verifies its compliance with O.C.G.A. §13-10-91. The Offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to The City of Calhoun, at the time the subcontractor(s) is retained to perform such services.

J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to The City of Calhoun, or any work performed in connection therewith shall be borne by the Offeror(s). No payment will be made for any responses received or for any other effort required of or made by the Offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of The City of Calhoun.

K. MINORITY BUSINESS ENTERPRISE POLICY STATEMENT

It is the policy of The City of Calhoun government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list mailto:purchasing@calnet-ga.net

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L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless The City of Calhoun, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing Offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible Offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The City of Calhoun may reject any or all proposals if such action is in The City of Calhoun’s interest.

N. QUALIFICATION OF OFFERORS

The City of Calhoun may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish to The City of Calhoun all such information and data for this purpose as may be requested. The City of Calhoun reserves the right to reject any proposal if the evidence submitted by, or investigations of, such

Offeror fails to satisfy The City of Calhoun that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

O. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

P. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure.

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary as per the scope of services outlined below:

A. INTRODUCTION AND PURPOSE

Request for Proposal is to obtain the services of Equipment Shed for the street Department

One 40 ’wide, 204’ long, 14’ tall structure, Gable roof. (Gable pitch approximately 5 degree).

Two 40’ wide ends enclosed. Gable roof pitch affect’s the exact measurement for the height.

One 204’ long 14’ wide back wall enclosed. Also Colored Metal and a Truss roof.

B. SPECIFICATIONS OF WORK

All applicants must be insured and licensed in the State of Georgia. Certificates of Insurance shall be furnished for all work performed in affiliation with this RFP. Insurance: The contractor shall procure and maintain the following insurance, to be in effect throughout the term of the project, in at least the amounts and limits as follows:

a. General Liability Insurance: $1,000,000 combined single limit per occurrence, including bodily and personal injury, destruction of property, and contractual liability.

b. Automotive Liability Insurance: $1,000,000 combined single limit each occurrence, including bodily injury and property damage liability.

c. Worker’s Compensation & Employer’s Liability Insurance: workers

Compensation as required by Georgia Statute.

E. SCHEDULE TO COMPLETE

Available start date:

Anticipated completion date:

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SECTION IV – QUALIFICATIONS OF BUSINESS AND EVALUATION

EVALUATION

Evaluation Criteria: The city’s staff will review all proposals submitted. After reviewing the proposals, staff at its discretion, may award the Contract to the responsible and responsive proposer submitting the proposal which is deemed to be the most advantageous to the city, price and other factors being considered. The following are the evaluation criteria the city will consider in determining which proposal is most advantageous to the city:

1: Cost:

Evaluation based on unit cost spreadsheet (Spreadsheet includes estimated quantities that will be used for evaluating purposes only). Payment will be issued based on actual work completed. = 50%

2: Experience on similar projects:

Contractor performed satisfactory work on similar projects over the past five years. The ideal contractor should have extensive experience with tank maintenance including completing projects in a timely manner, working within cost constraints, and providing good customer satisfaction. = 25%

3: References and reference projects:

Customer satisfaction with the vendor on prior similar projects. The contractor should provide a minimum of three (3) references. References should include the name, contact names, phone numbers, dates of the project, status or outcome of the project, and brief description of the services performed. = 25%

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SECTION V – PROPOSAL FORMS:

PROPOSAL FORM

Proposal of

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

, doing business as *.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as “RFP #2023-04-05 “Request for Proposal for Equipment Shed for the Street

Department”, in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed.

By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP #2023-04-05 “Request for Proposal for Equipment Shed for the Street

Department”

Authorized

Representative/Title (Print or type)

Authorized Representative

(Signature)

Date

MANDATORY SUBMITTAL

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SECTION V – PRICING SPREADSHEET

The City of Calhoun, RFP #2023-04-05 “Request for Proposal for Equipment Shed for the Street Department”

COMPANY NAME: Signature:

Company Name (printed):

TOTAL COST:

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SECTION V – PROPOSAL FORMS

B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

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C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The City of Calhoun and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and DOL Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, The City of Calhoun shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

https://law.justia.com/codes/georgia/2010/title-13/chapter-10/e/13-10-91 https://law.justia.com/codes/georgia/2010/title-13/chapter-10/e/13-10-91 https://dol.georgia.gov/gdol-rules-chapter-300-10-1-public-employers-their-contractors-and-subcontractors-required-verify

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CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The City of Calhoun, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical 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(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor:

Name of Project: RFP #2023-04-05 “Request for Proposal for Equipment Shed Street Department”

Name of Public Employer: The City of Calhoun Georgia

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

Executed on , , 2023 in (City/County), (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 , 2023

Notary Public

My Commission Expires:

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Company Name (printed):

Non-collusion Affidavit

State of Georgia

County of Gordon

, being first duly sworn, deposed and says that:

(Print name of proposal preparer)

(1) He/she is of .

(Owner, partner, officer, or authorized agent) (company/business)

(2) He is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid;

(3) Such proposal is genuine and is not a collusive or sham;

(4) Neither the said business nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other proposer, firm or person to submit a collusive or sham proposal in connection with the work for which the attached proposal has been submitted or to refrain from pricing in connection with such contract, or has in any manner directly or indirectly sought by agreement or collusion or communication or conference with any other business, firm or person to fix the price or prices in the attached proposal or of any other proposal, or to fix any overhead, profit or cost element of the proposal price or the proposal price of any other business, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Calhoun (Local Public Agency) or any person interested in the proposed work and;

(5) The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the business or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

By:

Title:

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ______________,2023.

(Notary Public)

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SECTION VI DOCUMENTS CHECKLIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Mandatory Documents (Section V)

A. Proposal Form and Cost Spreadsheet

B. Acknowledgement of Addenda

C. Georgia Security & Immigration Compliance (GSIC) Act Affidavit, Contractor Affidavit & Agreement and Non-collusion Affidavit

3. References/Reference Projects