RFP 2025_11 Pavement Maintenance for Sonoravi.pdf

May 9, 2025

REQUEST FOR PROPOSAL

To: All Vendors

The Gordon County School System (GCSS) invites you to submit your proposal for providing all necessary equipment, labor, materials, and related services for pavement maintenance for the Sonoraville Campus. Prices shall remain firm for the entire proposed period. Proposals that do not guarantee prices through this period shall be considered “non-responsive” and will not be considered.

There will be a Mandatory Pre-Bid Meeting at 10:00 am EST on May 16, 2025, at Sonoraville High School; 7340 Fairmount Hwy; Calhoun, Georgia. Vendors who do not attend the Mandatory Pre-Bid Meeting will not be eligible to submit a bid. A general discussion of the project will take place at the pre-bid meeting. The pre-bid meeting will begin promptly at 10:00 am EST and GCSS reserves the right to disqualify vendors arriving late to the pre-bid meeting. A walk-through of the project and site will be provided after the meeting. Only vendors that attend the mandatory meeting may email questions to Mr. Ron Norrell, Facility Director, by e-mail (rnorrell@gcbe.org). The deadline for questions is no later than May 21, 2025 12:00 pm EST. Response to all questions shall be emailed to the vendors who attended the Mandatory Pre- Bid Meeting no later than May 23, 2025 at 2:00 pm EST.

Please submit your proposals in a sealed envelope labeled "RFP 2025-11 Pavement Maintenance for Sonoraville Campus" to the Gordon County School System, Purchasing Department at 7300 Fairmount Hwy; Calhoun, Georgia 30701, either by mail or in person before the deadline of 2:00 PM EST on June 2, 2025, ensuring that you use the enclosed proposal form and review all relevant terms and conditions.

The RFP shall be reviewed carefully and awarded in an equitable manner as specified in this document. Information shall be provided to the Board for their final approval.

GCSS reserves the right to accept or reject all offers, to waive any irregularity in proposals received, to award the entire proposal to one vendor or to make awards by group or by line item whichever is in the best interest of GCSS. Additionally, the GCSS may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of the failure of the contractor to fulfill the contract obligations in any respect.

Your interest and participation are solicited and appreciated.

Sincerely, Michelle Steward

Purchasing Agent

GENERAL TERMS AND CONDITIONS

1. Three (3) letters of reference to similar structures (such as schools, colleges, and universities) shall be included with the proposal. References shall include complete name of institute, address, contact person, phone number and E-mail address, if available.

2. Indicate if you have ever defaulted on a contract or been denied a proposal due to non-responsibility to perform. If so, provide the facts and circumstances.

3. Proposals must be on the form provided within this Request for Proposal, sealed within an envelope marked as shown in the cover letter. Four (4) copies are requested (1 original, 3 copies). Please use the checklist at the end of this document to make sure all required components are included.

4. The vendor shall include a detailed outline for cost, service, and products to complete the project. Successful vendor shall provide equipment, labor, materials, and incidentals along with removal of all waste associated with project.

5. The vendor shall provide all specific or special warranties or guarantees of materials, equipment, and incidentals, as required to complete the project.

6. The vendor shall be responsible for the payment of any required taxes or fees associated with the contract. The vendor shall also be responsible for compliance with all applicable codes and statutes. All installation and construction work if applicable shall be done by sub-contractors licensed in the State of Georgia.

7. All vendors shall provide a copy of their business license along with any other professional license pertinent to the scope of work.

8. The successful vendor shall always keep the premises free from waste materials accumulation due to the project's operation. The contractor shall be responsible for providing containers for the waste associated with the scope of work. Frequent pick-up of rubbish, refuse, scrap materials and debris must be done to keep the work site in a neat and orderly appearance. Upon the project's completion, the contractor shall leave the area ready-to-use.

9. The vendor shall take every precaution and be responsible for protecting the immediate and surrounding work areas from damage within the building or on the grounds for which the required work is to be performed.

10. The vendor warrants to the GCSS that all materials and equipment furnished under this contract shall be of excellent quality free from faults and defects to ensure quality results and performance for the project's completion.

11. The vendor shall be responsible for safeguarding all the tool’s equipment, signs, barricades, etc. while operating on the site. The school system assumes no responsibility for the act of theft or vandalism which may occur while contractor’s equipment is located on project site.

12. The Solicitation (RFP) shall only be modified by a Solicitation Addendum.

13. The contract will be awarded to the vendor whose proposal is determined to be the most advantageous and of the best value to GCSS.

14. The vendor shall provide a State of Georgia Drug-Free Workplace certificate or Company Drug-Free Policy and the requirements. False certification or violation by failing to carry out the requirements of O.C.G.A. 50-24-3 shall cause termination of contract.

15. By the submission of this proposal, the vendor agrees not to assign the contract to others unless specifically authorized in writing by the GCSS and its designee.

16. No awards of any kind are made at the time of closing. A copy of the tabulations and/or the awards will be available upon request for any who submitted an offer. This information may be obtained after the offer has been awarded.

17. Final acceptance for GCSS will be contingent upon the approval of their Governing Board.

18. If the Bid exceeds $100,000.00, Bidders will be required to furnish a 5% Surety Bid Bond with their Bid. The successful Bidder will be required to furnish Performance and a Payment Bonds in an amount equal to 100% of the Contract Amount and issued by a Corporate Surety authorized to conduct business in the State of Georgia. Each Bond shall be accompanied by a “Power of Attorney” authorizing the attorney-in-fact to bind the surety and certified to include the date of the bond.

19. Neither GCSS nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by GCSS and a party containing such terms and conditions as are negotiated between those parties. GCSS reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt and review of responses, GCSS will determine the party(s) and proposal that in the sole judgment of GCSS is in the best interest of GCSS (if any is so determined), with respect to the evaluation criteria stated herein. GCSS then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached.

20. Request for Proposals are subject to the Georgia Open Records Act. You should consult your attorney on how to protect proprietary data submitted in proposals if you wish. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the final award.

21. A primary contact person shall be assigned to GCSS for all communications relating to services provided by the successful. This is essential to retaining a professional and successful relationship.

22. All billings shall be done in a timely and correct manner. Payments shall be applied to invoices as detailed on remittance.

23. Any materials or supplies provided by the service provider and found not in accordance with specifications shall be rejected at no cost assigned to the GCSS.

24. All services requested shall be complete and to the satisfaction of the GCSS or its designee before payment is made.

25. Despite any provision of the RFP, GCSS reserves the right to reject all offers or portions thereof or cancel an RFP.

26. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during this proposal period.

27. A proposed timeline for the project's completion must be included with the RFP.

28. The proposal prices submitted will remain valid for 180 days

29. The GCSS also reserves the right to negotiate with proposers prior to the award for the purpose of obtaining the best and final offers. All proposers will be given an opportunity to participate in negotiations and submission of a best and final offer if deemed necessary. The GCSS shall not disclose the contents of proposals to competing proposers during the negotiations.

Reference O.C.G.A 36-91-21 for regulations for best and final offers.

SCOPE OF WORK

The GCSS invites contractor(s) to submit proposals for pavement maintenance and construction services in accordance with the terms, conditions and specifications set forth in this solicitation. It is the contractor’s responsibility to thoroughly examine the project and fully understand the conditions that may affect the work proposed. Failure to inspect the site will not relieve the successful contractor from the need to finish materials or perform any labor necessary for satisfactory completion of work.

Red Line Areas

• Measurements should be taken at the pre-bid meeting.

• All surfaces to be paved will be cleaned of all loose materials with power sweepers, blowers, asphalt brooms, etc. Any millings or debris will be hauled from the property and properly disposed of.

• Appropriate repairs should be made prior to overlay. This includes any saw cut, excavation, and pre-pave milling. Potholes should be repaired prior to overlay.

• Pre-pave tack coat should be applied over existing surface to promote adhesion between existing asphalt and the new surface being installed.

• Overlay and compact new asphalt surface suitable for the heavy traffic which occurs on a school campus.

• Restripe and paint curbs in all newly paved areas per existing layout.

Please provide a detailed description of the steps that you will take to complete this project.

PROPOSAL FORM

The undersigned vendor in compliance with the request for “Proposal No. 2025-11 Pavement Maintenance for Sonoraville Campus” having examined related documents along with the specifications, terms, and conditions, hereby proposes to furnish all equipment, materials and labor as described in the specifications, terms, and conditions. No additional cost will be paid for by GCSS.

TOTAL COST: $______________________________________________________

COMPANY NAME: ____________________________________________________

SIGNATURE OF PERSON SUBMITTING BID_____________________________

PRINTED NAME: _____________________________________

TITLE: ____________________________________

DATE: __________________________________

PHONE NUMBER: _______________________________

EMAIL: ___________________________________________

PROJECTED TIMELINE: ____________________

WARRANTY: _____________________________________

VENDOR APPLICATION

Type or print legibly in ink. All signatures must be in ink and original. Signature stamps are not acceptable.

Vendor Name: ___________________________________________________________

Federal Tax ID No: ______________________________Social Security No._________________ (If Company) (If individual)

Regular mailing address: Remit to address:

Phone: ____________________________ Fax: ___________________________

Email Address_______________________________________________________________ Previous Vendor Name(s) and Address:

Have you ever done business with the GCSS under any of the above names?

Yes, ________ No________ If yes, which ones?

Names and signatures of persons authorized to sign proposals and contracts:

Name Title Signature

Have you ever been bonded? ________________ If yes, give the name and address of the Bonding Company.

Have you ever had a bond revoked? ________If yes, briefly state the reason:

Is any litigation pending against you or your company? ___________________ If yes, briefly state the reason:

Is your inventory stocked in the State of Georgia? ___________ If not, where is it stocked?

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date

VENDOR DECLARATION

The vendor understands, agrees and warrants:

That the vendor has carefully read and fully understands the full scope of the work.

That the vendor can successfully undertake and complete the responsibilities and obligations in said proposal.

That the vendor has liability insurance including workers’ compensation. A declaration of insurance form is included in the proposal.

That the vendor shall also submit within the proposal package an Immigration Requirement Form (Georgia Security and Immigration Compliance Act OCGA 13- 10-90). Information for obtaining an E-Verify form is available at U.S. Citizenship and Immigration Services (usic.gov).

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to June 2, 2025 at 2:00 PM Eastern Time but may not be withdrawn after such date and time.

That the GCSS reserves the right to reject any or all offers and to accept that offer which will, in its opinion, best serve the public interest. The GCSS reserves the right to waive any technicalities and formalities in the proposal.

By submitting this proposal, the vendor acknowledges that the GCSS has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the vendor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this bid.

VENDOR:

Name Title

Name Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows:

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry, or disability. The successful vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry, or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the vendor’s non-compliance with this nondiscrimination clause, the contract may be canceled or terminated by the GCSS. -The vendor may be declared, by the GCSS, ineligible for further contracts with the GCSS until satisfactory proof of intent to comply shall be made by the vendor.

The vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

COMPANY

SIGNATURE

TITLE

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the proposal:

STATE OF

COUNTY OF

Owner, Partner, or Officer of Firm

Company Name, Address, City and State being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the vendor to submit the attached proposal. Affidavit further states as vendor, that they have not been a party to any collusion among vendor in restraint of competition by agreement to propose at a fixed price or to refrain from submitting; or with any office of the GCSS or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between vendor and any official of the GCSS or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed proposal for:

FIRM NAME: __________________________________________

SIGNATURE: __________________________________________

TITLE: __________________________________________

Subscribed and sworn to before me this_____ day of 20__.

NOTARY PUBLIC

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE PROPOSAL

GEORGIA PROMPT PAY ACT: The Georgia Prompt Pay Act was enacted by the General Assembly in 1994 and took effect January 1, 1995. This act requires owners to pay contractors within 15 days of receipt of a pay request by the owner or the owner’s representative. If payment is not made the owner shall pay the contractor 1% per month interest on the delayed payment. Additionally, the contractor must pay subcontractors within 10 days of receipt of payment from the owner.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4)

Firm Name: ______________________________________________________________

Signature: _______________________________________________________________

Title: ___________________________________________________________________

Subscribed and sworn to before me this________ day of _________________, 20______

Notary Public

EVERIFY

Contractor Affidavit 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, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (Gordon County School System) 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 applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor 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 User Identification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________, 20___ in _______________(city), ________(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and sworn before me on this ______ day of ____________,20____.

NOTARY PUBLIC

My Commission Expires:

SUBMISSION CHECKLIST

“RFP 2025-11 Pavement Maintenance for Sonoraville Campus”

The following are required items. Please make sure all the following bid documents are submitted with your proposal package. If any documents are excluded, your proposal will not be considered. One (1) original and three (3) copies of the following proposal documents shall be submitted with your proposal package:

• Vendor Declaration

• Certificate of Liability including Workers’ Compensation

• State of Georgia Drug Free Certificate (https://sbwc.georgia.gov/)

• Georgia Security and Immigration Compliance E-Verify Form

• Certificate of Non-Discrimination

• Non-Collusion Affidavit

• State of Georgia Prompt Pay Act

• All Certificates, Licenses and Requirements specified in the RFP

• Proposal Form

• Reference Letters (3)

• Vendor Application

• W-9

• Bid, Payment & Performance Bonds (if applicable)

• Timeline

PROPOSAL SELECTION EVALUATION

The services being sought under the RFP are considered professional in nature.

Consequently, the evaluation of the proposals will be based upon consideration of the demonstrated qualifications and capabilities of the proposers, which will result in an award that is in the best interest of Gordon County Schools.

1. The Services in the proposal comply with RFP specifications and scope. (20 Points)

2. Qualifications of the firm. (10 points)

3. Responsiveness of the proposal. Clearly stating and understanding the specifications, including all required forms are complete, signed, and notarized. (20 points)

4. Previous experience of the firm and documentation of the firm’s experience with school districts. (10 points)

5. Overall cost of the proposal (40 Points)

Evaluations will be performed by a committee appointed by the Superintendent. Following completion of the initial evaluations, if deemed necessary by the committee, firms best qualified may be granted an opportunity to appear before the Evaluation Committee to make an oral presentation and submit to an interview. Committee evaluations will be reviewed by the Superintendent for her consideration of a recommendation. Recommendation for the award shall be presented to the Board by the Superintendent. Areas to be evaluated are listed above. The committee reserves the right to follow up with proposers, to get further clarification of items specifically mentioned in the proposal.

A local proposer shall be given 10 additional points, when all other factors are equal, and their pricing is within five percent (5%) of the lowest proposal. “Local” for the purposes of this policy, shall mean a provider with a recognized physical point-of-sale in Gordon County, Georgia.