RFP 2025_CDC_01.docx

TELFAIR COUNTY BOARD OF COMMISSIONERS

REQUEST FOR PROPOSAL (RFP) - NO. 2025-CDC-01

Remodel of the Community Development Center Building and Conference Room

I. INTRODUCTION

The Telfair County Board of Commissioners is seeking sealed proposals from qualified, licensed general contractors for the remodel of the Community Development Center and Conference Room. This project includes renovation work in multiple areas of the facility, including the conference room, kitchen, hallways, public restrooms, and storage rooms.

II. SCOPE OF WORK

3. Renovation of hallways, including:

III. TIMELINE

1. RFP Release Date: July 16, 2025

2. Mandatory Pre-Bid Meeting: July 24, 2025, at 10:00 AM (No bids will be accepted from contractors who do not attend)

3. Proposal Submission Deadline: August 4, 2025, by 3:00 PM EST

4. Project Start Date: August 11, 2025

5. Project Completion Date: NLT December 31, 2025

IV. CONTRACTOR REQUIREMENTS

All bidders must:

- Be licensed and insured contractors in the State of Georgia.

- Have experience with similar public or commercial renovation projects.

- Provide references for completed work of similar scope.

- Demonstrate capacity to complete the project within the timeline and budget.

- Local vendors are preferred but not required.

V. Proposal Submission Instructions Late submissions will not be considered.

Sealed proposals must be mailed or submitted in person by 3:00 PM EST on August 4, 2025 to:

Telfair County Board of Commissioners 91 Telfair Ave, Suite A McRae-Helena, GA 31055 Attn: County Clerk

VI. EVALUATION CRITERIA

The Telfair County Board of Commissioners will award the contract to the lowest responsible bidder meeting the specifications. The Board reserves the right to reject any and all proposals and to waive technicalities or informalities as needed.

VII. CONTACT INFORMATION

For additional information or to schedule a site visit, contact:

Nancy Livingston – (229) 868-5688, ext 22 Mike Cravey – (229) 315-1805

VIII. GENERAL CONDITIONS

- Proposals must remain valid for a minimum of 60 days.

- Asbestos abatement has been completed

- The selected contractor must obtain all necessary permits before beginning construction.

- All work is subject to inspection and approval by the Telfair County Board of Commissioners.

- Work is to be performed during regular business hours unless otherwise approved.

BID SHEET FOR RFP NO. 2025-CDC-01

Bidder must complete all sections. Incomplete forms may result in disqualification.

BIDDER INFORMATION

BID PRICING Provide the total cost to complete the project as described in the RFP:

TOTAL BID AMOUNT: $_______________________________

ACKNOWLEDGMENTS

Sealed bids must be submitted by 3:00 PM EST on August 4, 2025 to:

Telfair County Board of Commissioners 91 Telfair Ave, Suite A McRae-Helena, GA 31055 Attn: County Clerk

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF ______________________

COUNTY OF ____________________

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the bidder to submit the attached bid. Affiant further states as bidder, that they have not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding. Affiant also states as bidder, that they have not been a party to any collusion with any officer of Telfair County or any of their employees as to quantity, quality or price in the prospective contract; and that discussions have not taken place between bidders and any office of Telfair County or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

Firm Name

Signature

Title

Subscribed and sworn to before me this _______day of , 20 .

Notary Public

[SEAL]

BIDDER'S DECLARATION

The bidder understands, agrees and warrants:

· That the bidder has carefully read and fully understands the full scope of the specifications.

· That the bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

· That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to the scheduled bid opening, but may not be withdrawn after such date and time.

· That Telfair County reserves the right to reject any or all bids and to accept that bid, which will, in its opinion, best serve the public interest. Telfair County reserves the right to award the bid to separate bidders when more than one item appears on the schedule. Telfair County reserves the right to waive any technicalities and formalities in the bidding.

· That the bidder understands that these specifications are the minimum requirements and must be met or exceeded in order to be considered by Telfair County. The bidder acknowledges that the item bid is suitable for the intended application.

· That by submission of this bid the bidder acknowledges that Telfair County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder.

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.

BIDDER:

AFFIX CORPORATE SEAL (if applicable)

Telfair County, Georgia

CONTRACTOR AFFIDAVIT AND AGREEMENT

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 contracting with Telfair County has registered with and is participating in a Federal Work Authorization Program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract Telfair County, contractor will secure from such contractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to Telfair County at the time the subcontractor(s) is retained to provide the service.

EEV/ Basic Pilot Program* User Identification Number Date

BY: Authorized Officer or Agent

Title of Authorized Office or Agent

Subscribed and Sworn Before me on this ____ day of ________________, 20 ________

[SEAL]

*As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Rule Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in Conjunction with the Social Security Administration (SSA)

Telfair County, Georgia

SUBCONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Telfair County has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91

EEV/ Basic Pilot Program* User Identification Number Date

BY: Authorized Officer or Agent

Title of Authorized Office or Agent

Subscribed and Sworn Before me on this ____ day of ________________, 20 ________

*As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Rule Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in Conjunction with the Social Security Administration (SSA)

TERMS AND CONDITIONS -- INVITATION TO BID

1. CHANGES: No change will be made to this invitation except by written modification by Telfair County. Requests for changes must be in writing and received at least ten (10) calendar days prior to the time set for opening of the bids.

2. RISK OF LOSS: Vendor agrees to bear all risk of loss, injury, and destruction of goods and materials ordered herein which occur prior to delivery to include concealed damage; and such loss, injury, or destruction shall not release vendor from any obligation.

3. BID IDENTIFICATION: All bids submitted as a result of this invitation must be returned in a sealed envelope with the bid number on the envelope.

4. WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only, if the request is received prior to the time and date set for the opening of bids. Negligence on the part of the bidder in preparing his bid confers no right of withdrawal or modification of his bid after bid has been opened.

5. BID BOND: Bid Bond of 5% plus Performance Bond

6. SITE INSPECTIONS: When applicable, bidders should inspect the site to ascertain the nature and location of work and the general conditions which could affect the cost of the work. Telfair County will assume no responsibility for representations or understandings made by its officers or employees unless included in this Invitation for Bid. Site inspection (July 24, 2025 – 10 AM) is a mandatory requirement to submit a proposal; vendors are urged to schedule inspections to ascertain all the requirements of this invitation.

7. AWARD OF CONTRACT: Awards will be made to that responsible bidder whose bid, conforming to the Invitation for Bid, will be most advantageous to Telfair County. Prices will not necessarily be controlling, but quality, equality, efficiency, delivery, suitability of item(s) offered, maintainability, and reputation of item(s) in general use will also be considered with any other relevant factors. Telfair County reserves the right to reject any and/or all bids submitted and to waive any technicalities or minor irregularities in bids received. A written award, mailed (or otherwise furnished) shall be deemed to result in a binding contract without further action by either party. Contract(s), if awarded, will be on a lump sum basis or individual item basis, whichever is found to be in the best interest of the Telfair County.

7.1 : In accepting this contract, the vendor attests that he is in compliance with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

8. EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this invitation shall bind the bidder to all Terms, Conditions, and Specifications set forth in this invitation. Bidders whose bids do not conform should so note on a separate page if necessary and/or on the Bid Schedule. While Telfair County reserves the right to make an award to a non-conforming bidder when in the best interest of Telfair County, such awards will not be readily made, and bidders are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by bidder unless it is properly set out as provided above. No exception will be deemed to have been taken by Telfair County unless incorporated in an award resulting from this invitation and so stated.

9. BID RESULTS: Interested parties may request, in writing, Bid Tabulation by sending a self-addressed, stamped envelope with their request to Telfair County, 91 Telfair Avenue, Suite A, McRae-Helena, Ga 31055. Tabulations may also be requested by e-mail to telfairco@gmail.com

10. PAYMENT: Payments will be made upon all items completed each month or completion of all work and acceptance by Telfair County on invoices submitted and approved by the proper Telfair County representative within thirty (30) days of receipt of invoice unless discounts apply (see item #13). Invoices are to be submitted to: Telfair County Board of Commissioners, 91 Telfair Avenue, Suite A, McRae-Helena-GA 31055.

10.1 Itemize all invoices in full. Mail the original invoice to the address above. Purchase order numbers must appear on all delivery tickets and invoices.

10.2 Vendor must furnish delivery receipt identifying that this order has been delivered in accordance with the specifications, quantities, and price as set forth on the purchase order. A Telfair County Commission office employee’s signature must appear on the delivery receipt or invoice.

10.3 Items on this order are exempt from Federal Excise Tax and Georgia Sales and Use Tax. A certificate will be furnished if requested. Telfair County is exempt from taxes but the successful bidder shall pay all taxes required of him by law and Telfair County cannot exempt others from tax.

10.4 Payment terms and provisions herein or otherwise found within the contract documents supersede all provision of the Georgia Prompt Pay Act (House Bill 837; 13 O.C.G.A. chapter 11 ET.SEQ.).

12, INQUIRIES REGARDING PAYMENT: All inquiries regarding payment of invoices are to be emailed to tcacctg@gmail.com or by mail to: Telfair County, 91 Telfair Avenue, Suite A, McRae-Helena, Ga 31055, ATTN: Accounts Payable.

13. DISCOUNTS: Prompt payment discounts offered for a period of less than fifteen (15) days will not be considered in determining the low bidder on this invitation. However, such discounts, when offered, will be taken provided payment is made within the time specified. Time, in connection with discounts for prompt payments, will be computed from the date of acceptance of work for which payment is claimed, or the date the correct invoice is received by Telfair County, whichever is later.

14. EXECUTION OF CONTRACT: Subsequent to the award, the successful bidder will be presented with a contract, which may be in the form of a purchase order. Contract is to be executed with ten (10) calendar days of from award notice. If the contract document is mailed, the date of presentation shall be the postmark date.

15. INCLUSION: All items and/or services which are standard, expected, necessary, and/or routine to such a project as this and not actually stated in this invitation will be the responsibility of the successful bidder to provide at no other cost to Telfair County unless so stated on the successful bidder’s proposal as additional cost items and accepted by Telfair County at the time of the award and/or contract.

16. REGULATORY AGENCIES: Successful bidder will be responsible for all required permits or licenses required by regulatory agency of the County, State, or Federal Governments. Further, successful bidder will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said governments or any independent agency recognized by said Government as publisher of any such regulation(s) or guideline(s).

17. INDEPENDENT CONTRACTORS: The bidder represents to Telfair County that he is fully experienced and properly qualified to perform the functions provided herein and that he is properly equipped, organized, and financed to perform such functions. The bidder shall finance his own operations hereunder, shall operate as an independent contractor and not as an agent of Telfair County and nothing contained in this invitation or a contract resulting from same shall be construed to constitute the bidder or any of his employees, agents, or subcontractors as a partner, employee, or agent of Telfair County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

18. ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the successful bidder will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or his right, title, or interest in or to the same, or any part thereof, without written consent of Telfair County.

19. STARTING TIME: work will commence within the stated calendar days and commence in a routine, orderly manner until completion and acceptance by Telfair County.

20. INDEMNITY: Successful bidder agrees, if entering into a contract as a result of this invitation, to defend, indemnify, and hold harmless Telfair County from any and all courses of action or claims of damages arising out of or related to bidder’s performance or actions or those of his employees or agents, under said contract.

21. TERMINATION: pursuant to O.C.G.A. 36-60-13, if applicable, any contract resulting from this invitation, if not sooner terminated pursuant to the provisions of terminations contained herein, is terminable by/on December 31 of each calendar year during the term of said contract, except that said contract shall be renewed automatically on such date, and without any lapse, unless positive action is taken to terminate said contract by the Telfair County Board of Commissioners in a public meeting and such action entered in the Official Minutes of Telfair County Board of Commissioners.

22. APPROPRIATION OF FUNDS: Initial contract and any continuation contract(s) will terminate immediately and absolutely at any such time as there are no appropriated unobligated funds available to satisfy Telfair County’s obligations under said contract(s).

23. CANCELLATION FOR CAUSE: Should either party fail to comply with the Terms and Conditions of this contract, the aggrieved party must give, in writing, to the other party any complaint for non-compliance to the Terms and Conditions of this contract. The other party shall have fifteen (15) calendar days to correct the matter. If corrected to the satisfaction of both parties within the fifteen (15) calendar days and stated in writing, then the contract will continue uninterrupted. Failure to correct the matter will result in termination of this contract at the end of the thirty (30) calendar days following the date of the initial letter of complaint.

24. LIQUIDATED DAMAGES: Any liquidated damages will be listed in the Special Terms and Conditions.

25. COMMODITY STATUS: It is understood and agreed that materials delivered shall be new, of latest design, and in first quality condition, suitable for storage, unless otherwise stated by Telfair County.

26. USE OF TRADE NAMES: Reference to brand or trade names are for comparative purposes only. Proposers may submit proposals on items from other manufacturers. In these instances, proposals shall be accompanied with all descriptive information necessary for a thorough evaluation. Failure to provide supporting data shall be cause for rejection.

27. DESCRIPTIVE INFORMATION: Unless otherwise specifically provided in the specifications, reference to any equipment, material, article or patented process, by trade name, make or catalogue number, shall be regarded as establishing a standard of quality and shall not be construed as limiting competition. All designs/colors must be approved by BOC.

28. TAXES: Telfair County is exempt from Federal Excise and State Sales Taxes.

29. INSURANCE: The Contractor must purchase and maintain such liability and other insurance as is appropriate for the work being performed and furnished. Contractor must provide a Certificate of Insurance to Telfair County to document that Worker’s Compensation, Commercial General Liability ($1,000,000), Business Auto and Contractor’s Pollution Liability ($1,000,000) are in effect. The insurance shall protect the Contractor from claim set forth below which may arise out of or result from the Contractor’s operations under the contract and for which the Contractor may be legally liable, whether such operations be by the Contractor or by the Subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable:

· Claims under workers or workmen’s compensation, disability benefit and other similar employee benefit acts which are applicable to the work to be performed;

· Claims for damages because of bodily injury, occupational sickness or disease, or death of the Contractor’s employees;

· Claims for damages insured by usual personal injury liability coverage which are sustained (1) by a person as a result of an offense directly or indirectly related to employment of such person by the Contractor, or (2) by any other person for any other reason;

· Claims for damages, other than to the work itself, because of injury to or destruction of tangible property, including loss of use resulting therefrom;

· Claims for damages because of bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a motor vehicle and coverage shall be written on a comprehensive automobile policy which include coverage for owned, non-owned and hired motor vehicles;

· Claims involving contractual liability insurance applicable to the Contractor’s obligations.

NO BID RESPONSE

IF FOR SOME REASON YOU ARE NOT BIDDING ON THIS PROPOSAL, PLEASE COMPLETE THE FOLLOWING AND RETURN TO THE ADDRESS BELOW BEFORE THE BID DEADLINE STATED ON THE ORIGINAL SCHEDULE.

REASON(S) FOR NO BID:

OTHER REASON OR REMARKS:

COMPANY OR FIRM NAME SIGNATURE

TITLE DATE

RETURN TO:

Telfair County Board of Commissioners 91 Telfair Ave, Suite A McRae-Helena, GA 31055 Attn: County Clerk image1.jpeg image2.gif