RFP 25_012 Traffic Signal Control Maintenance.docx

CITY OF GRIFFIN, GEORGIA

REQUEST FOR PROPOSAL

RFP #25-012

FOR

TRAFFIC SIGNAL CONTROL MAINTENANCE

For all questions about this RFP contact:

April Meeks, Procurement Coordinator afmeeks@cityofgriffin.com

Deadline:

May 23, 2025 ITB Traffic Signal Control Maintenance

IMPORTANT

RESPONSE SUBMITTAL REQUIREMENT

Responses must be submitted to the City of Griffin website, www.cityofgriffin.com. From the homepage, navigate to Government>Departments>Support Services>Finance>Bid Opportunities.

RFP/PROPOSAL #: 25-012

RFP/PROPOSAL NAME: Traffic Signal Control Maintenance DUE ON OR BEFORE: May 23, 2025, by 5:00 PM

COMPANY NAME:

COMPANY ADDRESS:

CONTACT NAME:

CONTACT PHONE & EMAIL:

FEDERAL TERMS AND PROVISIONS REQUIRED IN CONTRACT…………………………………………………………………. 14

Attachment A – Hourly Rate/ Personnel & Equipment …...……………………………………………………………………………………………….38

00-000 Traffic Signal Control Maintenance

REQUEST FOR PROPOSAL RFP# 25-012

TRAFFIC SIGNAL CONTROL MAINTENANCE

1. SECTION I – REQUEST FOR PROPOSAL INFORMATION

Information in this section is proposal-specific. Any conflicting information stipulated in this section shall supersede the General Terms & Conditions noted in Sections II – VⅡ.

1.1. PURPOSE

The City of Griffin (City) is seeking bids from qualified organizations to provide routine maintenance and repair of the twenty-five (25) City-owned and maintained traffic control signals and eleven (11) Caution Signals.

1.2. SCHEDULE & SUMMARY

This Invitation to bid will be governed by the following schedule and criteria:

Release of Request Pre-Bid Meeting Questions due Answers Addendum Posted By Bids due Bid Response Required Public bid opening Bonds required

THURSDAY APRIL 24, 2025

No Pre-Bid Friday May 2, 2025 Friday May 9, 2025 Friday May 23, 2025 by 5pm.

Electronically No No

1.3. SCOPE OF WORK

The City is seeking bids from qualified organizations to provide routine maintenance and repair of twenty-five (25) City- owned traffic control signals and eleven (11) Caution Signals. The selected supplier will be required to provide certified personnel, vehicles, equipment and materials as necessary to maintain traffic signals and related equipment in good working condition. The City’s Technical Services Superintendent, or a City employee designated by him/her, will serve as Project Manager. The Supplier is to notify the Project Manager by a mutually agreed upon method of scheduling, coordination of inspections, etc.

Any contracts or leases resulting from the award of a Bid are to be for a period of not more than one year, with four renewal options for a total period not to exceed five years. Notice for the renewal of the contract for additional periods will be submitted by the City at least thirty (30) days prior to contract expiration.

General The thirty six (36) City-owned signals and caution lights are located:

1.3.1.1. 4th St & E Solomon St

1.3.1.2. 5th St & E Solomon St

1.3.1.3. 6th St & E Solomon St

1.3.1.4. 8th St & W Solomon St

1.3.1.5. 10th St & W Solomon St

1.3.1.6. 13th St & W Solomon St

1.3.1.7. Experiment St & Old Atlanta Rd

1.3.1.8. Experiment St & School Rd

1.3.1.9. Experiment St & W. Broad St

1.3.1.10. 8th St & W Broad St

1.3.1.11. 10th St & W Broad St

1.3.1.12. 13th St & W Broad St

1.3.1.13. N 6th St & E Chappell St

1.3.1.14. N Hill St & Chappell St

1.3.1.15. S 6th St & E Poplar St

1.3.1.16. S 6th St & E College St

1.3.1.17. S 8th St & W Poplar St

1.3.1.18. S 9th St & W Poplar St

1.3.1.19. S 10th St & W Poplar St

1.3.1.20. Carver Rd & W Poplar St

1.3.1.21. S 8th St & W College St

1.3.1.22. S 9th St & W College St

1.3.1.23. N 9th St & W Quilly St

1.3.1.24. Crescent Rd & Maple Dr

1.3.1.25. Everee Inn Rd & Meriwether St

1.3.1.26. N. Hill St & Cherry St/ Caution Signal

1.3.1.27. N Hill St & Bourbon St/ Caution Signal

1.3.1.28. E. Cherry St. & N. 6th St/ Caution Signal

1.3.1.29. E. Tinsley St. & N. 3rd St/ Caution Signal

1.3.1.30. S. 9th St. & Meriweather St/ Caution Signal

1.3.1.31. S. 6th St. & Tinley Ave/ Caution Signal

1.3.1.32. W. Poplar & S. 12th St./ Caution Signal

1.3.1.33. W Poplar St & S Pinehill Rd/ Caution Signal

1.3.1.34. W. Solomon St. & N. 18th St./ Caution Signal

1.3.1.35. Everee Inn & Cain Ln./ Caution Signal

1.3.1.36. W Quilly St & Palace St/ Caution Signal

1.3.2 SPECIFIC

1.3.4.1. Experience within the last 5 years providing traffic signal maintenance.

1.3.4.2. At least one technician with an International Municipal Signal Association (IMSA) Level Two traffic signal field technician certification assigned to the contract and working under the supervision of a Field Manager or Superintendent.

1.3.7. For all work provided, the Supplier will meet the following general requirements:

1.3.7.1. Provide services under the direction of the Electric Department. The City’s Technical Services Superintendent, or a City employee designated by him, will serve as Project Manager. The Supplier is to notify the Project Manager by a method mutually agreed upon to advise of scheduling, coordination of inspections, any/all work to be done to the traffic control systems.

1.3.7.2. Comply with all OSHA and other applicable federal, state and local statutes, regulations and standards for workplace safety and all applicable laws regarding hazardous material,

1.3.7.3. Complete work in accordance with the Georgia Department of Transportation technical standards and specifications and with the Manual of Uniform Traffic Control Devices (MUTCD) unless otherwise directed,

1.3.7.4. Dispose of all construction materials and other waste. Disposal will be in accordance with all applicable laws.

1.3.8. Working Hours: The supplier will maintain established weekday business hours for the purposes of City business. The standard eight-hour work day does not include the supplier’s travel time to and from Griffin. The supplier shall notify the City’s Project Manager prior to performing non-emergency work outside of normal business hours;

1.3.8.1. For emergency response, the supplier will provide a primary point of contacts(s) available on a twenty-four-hour basis, seven days per week. The supplier must be able to have equipment and personnel mobilized and ready to work within 3 hours of notification of an incident.

1.3.9. Personnel: The Supplier will designate a project manager who will be the city’s primary point of contact. The Supplier is expected to attract and retain highly-qualified employees in the appropriate number to maintain the required level of service. Employees will be expected to maintain a professional appearance and be courteous in their interaction with the public. The Supplier will maintain and implement documented training programs throughout the term of the contract to guarantee that the supplier’s employees maintain applicable certifications. Any contactor employee that the City determines to be incapable of performing the services this scope of work requires or is under the influence of drugs or alcohol is subject to removal from the Project. If removed, supplier shall replace the employee in a timely manner within (fourteen (14) calendar days) at no additional cost to the City.

1.3.10. Equipment: Basic equipment, such as a bucket trucks, sign trucks and traffic control equipment, essential to the performance of customary work in each service area will be included in the monthly lump sum rate. The Supplier should include in the proposal, a detailed list of equipment that will be utilized for this contract. The Supplier will be responsible for maintaining the equipment in satisfactory operating condition throughout the contract period. All fuel will be the Supplier’s responsibility. The Supplier will maintain and account for any information, equipment, and property, which the City provides to the Supplier for use during the period of performance. At least one member of each work crew must be equipped with a cell phone. Work crew supervisors must be provided with a device with internet access for use of the City’s work order management system.

1.3.11. Materials: All materials and parts used must be new and have the written approval of the Project Manager. The Raw materials used in the performance of the work will be reimbursed as a pass through cost plus minor markup and no sales tax added. Material markup percentage must be clearly stated in the cost submittal on page 26. Backup documentation must be clearly labeled and provided with all invoices for items purchased by the supplier. All materials and equipment included on monthly invoices must reference a work order number;

1.3.11.1. The Supplier will also be responsible for estimating quantities, obtaining competitive pricing, arranging for delivery in a timely manner and providing for storage. Whenever practical, arrangements will be made for the City to pay for material directly. Reimbursement for materials will not include items that are incidental to the work such as work gloves and safety supplies. The supplier will maintain a stock of common replacement parts including controllers, power supply, conflict monitors, relays, switches, lamps, pedestrian buttons, etc.

1.3.11.2. Health and Safety: The Supplier must report any accidents or property damage to the city immediately and follow-up with a written report.

1.3.12. Invoicing: All invoicing shall be itemized, and include the signal location, date and nature of service, materials used and labor required. All invoices shall be submitted to the Project Manager in a timely manner for approval. All invoice charges must be established and defined in the cost submittal or resulting contract in order to be considered for payment.

1.3.12.1. The City reserves the right to inspect the supplier’s records at any time to verify material costs.

Performance Measurement

1.3.13. Supplier performance will be measured on the quality of work, professionalism and responsiveness. Responsiveness will be measured by the supplier’s ability to complete work orders based on the established work order priority schedule:

1.3.13.1. Priority 1 – complete within 24 hours,

1.3.13.2. Priority 2 – complete within 7 days,

1.3.13.3. Priority 3 – complete within 21 days,

1.3.13.4. Priority 4 – as directed.

Completed work must be submitted on a weekly basis.

Engineering Services – Data Collection & Existing Conditions

1.3.14. For all intersections, the supplier shall perform inventories which will detail the equipment and itemize all items related to the traffic signal. These inventories can then be translated to both hard copy and database form and turned over for review. Inventories will be evaluated for overall equipment condition and life expectancy and recommendations will be provided on any necessary upgrades or changes.

1.3.15. The supplier shall prepare condition diagrams on all existing signalized intersections maintained by the City. Drawings will show all signal apparatus including cabinet, pole, junction box and signal head locations, as well as approximate conduit location. Drawings will be developed in AutoCAD form and will show vehicle and pedestrian phasing.

1.3.16. The supplier shall collect all traffic signal timing information for each traffic signal maintained by the City. All signal timing information will be collected during this process and prepared in both hard copy and electronic database form. Information is to be evaluated and recommendations provided as to any timing changes necessary. Both vehicular and pedestrian times will be collected and evaluated.

1.3.17. The supplier will be required to maintain a detailed repair and preventative maintenance log, including any equipment & timing changes within each cabinet. This log will be completely filled out during each inspection and when any maintenance is done. These reports will also be provided to the City’s Project Manager.

Traffic Signal Maintenance - General

1.3.18. All traffic signals shall be inspected every six (6) months, and shall include the following preventative maintenance items:

1.3.18.1. Check that all equipment is operating properly,

1.3.18.2. Make sure all signal indications are working properly,

1.3.18.3. Confirm alignment and align if needed,

1.3.18.4. Clean signal lenses and reflectors if needed, repair or replace as necessary.

1.3.18.5. Confirm all back plates, visors, doors and signal heads are secure; signal heads should be visible from 250 feet),

1.3.18.6. Check grounding,

1.3.18.7. Check head clearance,

1.3.18.8. Check battery back-up (if equipped),

1.3.18.9. Signal Cabinets:

1.3.18.10. Check cabinet doors and locks, clean and lubricate,

1.3.18.11. Check door gaskets and foundation seal for evidence of moisture or deterioration, reseal, if necessary,

1.3.18.12. Hinges and Locks: Check the free movement of all doors, latching assemblies and locks on the controller cabinet, service cabinet and any other enclosures. Use a minimum of oil or spray lubricant and remove any excess,

1.3.18.13. Report any signs of significant rust on cabinet, Replace if necessary,

1.3.18.14. Check the snugness of the nuts on the traffic signal cabinet anchor bolts, tighten, if necessary, being sure not to distort the cabinet door opening by over tightening,

1.3.18.15. Check the vents in both the cabinet door and above the door, or at the top of the cabinet to ensure that they are free of any foreign material,

1.3.18.16. Replace Air Filter:

1.3.18.17. Vacuum, wash, replace or knock out any dust accumulated in air filters. Take appropriate action based on the condition of the filter,

1.3.18.18. Confirm the neutral, ground and power connections are secure in the controller and service cabinets,

1.3.18.19. Check cabinet fan & thermostat:

1.3.18.20. Ensure cabinet doors and base are watertight, replace gaskets/caulk as needed,

1.3.18.21. Check the harnesses leading from the main panel and auxiliary panels on the cabinet door to ensure they are not being pinched and do not bind against the cabinet door. Adjust if necessary,

1.3.18.22. Ensure cabinet doors and base are watertight, replace gaskets/caulk as needed,

1.3.18.23. Confirm fan/thermostat are operating properly with minimal noise,

1.3.18.24. Confirm thermostat is set to proper temperature (96°), Repair/replace if necessary,

1.3.18.25. Check all pedestrian buttons to ensure they are securely mounted and operating properly; repair as necessary,

1.3.18.26. Check D/C power supply; check annually the resistance between AC and ground using appropriate equipment,

1.3.18.27. Verify correct time & date of controller.

1.3.18.28. Check for signs of ants, wasps or other insects and rodents within cabinet,

1.3.18.29. Brush or blow off shelves, terminal blocks and components and thoroughly vacuum the interior of cabinet, Confirm the proper operation of the cabinet’s interior light,

1.3.18.30. Confirm the proper operation of the cabinet’s interior light

1.3.18.31. Tighten all screws and electrical connectors

1.3.18.32. Inspect detector loops (induction or video) seal/adjust as needed,

1.3.18.33. Confirm the detection zones for each detector by observing the turn-on of the appropriate detection indicator as a vehicle passes over the detector loop(s). Check that a call is placed on the correct controller phase,

1.3.18.34. Check all detector loops and sealant deterioration, exposed wire,

1.3.18.35. Clean and seal saw cuts if necessary,

1.3.18.36. If determined by the City that a saw cut has been damaged beyond repair, the detector shall be replaced at the stated rate,

1.3.18.37. Inspect loops, stub-out and home run locations for deterioration and depressions, fill in if necessary, any repairs are to be reported to the City in writing,

1.3.18.38. Ensure that all intersection cabinet wiring diagrams are present and up to date,

1.3.19. Controller Operation: Manually place vehicle and pedestrian calls on each phase through the cabinet test switches or the controller keypad, to verify controller servicing of each active phase. Check controller logs for any faults that have occurred and make note for the file. Verify signal timing is current with timing sheet in cabinet. Confirm controller time and dates are correct. (Especially after day light savings time change),

1.3.20. Plug-In Components: Check that each plug-in component (rack mount detectors, relays, load switches, etc.) fits tightly and securely. Ground Fault Receptacle: Confirm the proper operation of the “Test” and “Reset” buttons on GFCI type outlets, Confirm that all LED and LCD displays and indications on all cabinet equipment are working properly. Check for loose field wiring on span & relash if needed.

1.3.21. System Telemetry: Check the operation of telemetry on controller display and phone modem, if equipped, located in the cabinet. Report any malfunction immediately.

1.3.22. Video Detection System Where Applicable: Ensure proper operation, clean video detection camera lens as needed.

1.3.23. Remove any easily removable, unauthorized signs, stickers, posters and graffiti from signal poles or equipment. Notify the City of any graffiti or items not able to be removed.

1.3.24. Provide traffic control in accordance with the Manual on Uniform Traffic Control Devices (MUTCD) as needed in conjunction with the suppliers maintenance activities.

1.3.25. Safety Lighting (Night Check): Institute a routine night time check of safety lights and illuminated street name signs at all signalized intersections every other month and submit a report and an estimate for any repairs necessary to the City for approval. Intersection Walk-Around (included as a part of Routine Maintenance once every two months).

1.3.26. All defective parts of the signal system which cause the signal to fail or malfunction, as the occasion arises, such as lamps, the signal controller, master controllers, modems, signal monitor units, push buttons, relays, interconnect, flashers, all kinds of burnout, detector loops, home run locations, sensing units, safety lights and wiring system, etc., are to be repaired or replaced unless the failure or malfunction falls in the category of extraordinary maintenance as defined in these specifications.

1.3.27. Uninterrupted Power Supply (Back-Up) System:

1.3.27.1. Load test all batteries and record on paper and with silver marking pen on each battery the date and load test results,

1.3.27.2. Perform 15 minute test,

1.3.27.3. Confirm bypass switch is operating properly,

1.3.27.4. Confirm unit is set for 50% fully operational and 50% red flash, Inspect and test battery charger 1.3.28

1.3.29 Battery Back-Up System: Check battery backup display for AC IN, UPS OUTPUT, and INVERTER indications. All should be on when utility power is supplied to the cabinet. Also, check battery level and load level displays. Test batteries quarterly. Make note if either is out of range. Keep records of events recorded and total battery run time between maintenance checks to help indicate problem intersections. Check all battery connections to ensure they are clean and secure.

1.3.30 Test any pre-emption devices for proper operation.

1.3.31 The successful supplier shall, at all times, observe and comply with all local, state and federal laws and regulations. The City, its officers and employees, shall not be liable at law or in equity by reason of the failure of the successful supplier to comply with the specifications..

Emergency Traffic Signal Response / Shutdowns

1.3.32 Routine after-hours maintenance will be performed by the City’s Electric Department. When required, the supplier shall provide emergency repairs for all existing signals including technician on-call services. Emergency traffic signal response should be no more than 3 hours. Traffic signal head replacement, pedestrian pole and/or fixture replacement and cabinet replacement may be necessary in an emergency situation. Emergency work will be billed on an hourly basis for labor and equipment, plus materials at rates specified in the resulting contract. Trip charge mileage will be limited to one trip from the base to the site and one trip from the site back to the base.

1.3.33 The City’s Police Department must be notified of any signal turn-offs or turn-ons necessitated by operations. Such turn-offs or turn-ons shall not be made until a police officer is present or unless given specific permission to proceed without police control. The City’s Project Manager must be notified and will assist the vendor with communications.

Extraordinary Maintenance

1.3.34 Extraordinary maintenance shall consist of but not be limited to the following:

1.3.35 Failure or malfunction of the signal system caused by vehicle collision, vandalism, civil disorder, windstorm, natural disasters, street construction or excavation.

1.3.36 Replacement of loop detectors including saw cut lead-ins as required.

1.3.37 Repainting signal heads, back plates, visors, frameworks, pedestrian push button housings, electric meter service cabinets, poles and mast arms as directed by the City. Repainting is to be conducted by spray painting methods.

1.3.38 The supplier shall contact the Project Manager regarding any extraordinary maintenance work except emergency repairs and must receive authorization from the Project Manager before proceeding. The successful supplier shall notify the City at least four (4) hours in advance before any work is commenced, except in emergencies where injury or property damage my result without prompt response.

1.3.39 If no police officer is present and temporary stop signs have been set up when the successful supplier arrives at the site, the supplier shall set up more traffic warning and control devices, if deemed necessary, and proceed to repair the signal. After the signal is back in operation, the successful supplier shall remove all of the temporary traffic control devices and return those owned by the City to the City’s yard.

1.3.40 If a police officer is still at the site when the successful supplier arrives, the supplier shall quickly examine the signal, evaluate the situation and discuss it with the police officer. If the repair will take only a few minutes, the officer may stay to continue to direct traffic while the successful supplier repairs the signal. If the repair will take longer than the officer can wait, the successful supplier shall immediately set up the necessary traffic control to safely repair the signal with minimum disruption.

1.4 PACKAGING/SUBMISSION REQUIREMENTS

The following information and/or documents MUST be included with the supplier’s response and in the order listed below:

e. ____Tax Compliance Form (supplied)

f. Company Registration paperwork – City of Griffin website, www.cityofgriffin.com. From the homepage, navigate to Government>Departments>Support Services>Finance>Bid Opportunities.

g. ____Supplier Affidavit- an additional copy (showing as notarized) of the supplier (E-Verify) affidavit must be included with response.

h. ___Attachment A (supplied)

i. ___Sample Contract

A checklist for your convenience has been provided at the end of this document. This checklist is for your convenience only and should not be returned with the submittal.

* If a complete and compliant registration has been submitted online, you may include a statement that you have a completed registration on file.

1.5. EVALUATION CRITERIA

The basis of selection will be the lowest responsive and responsible bid considering ability to meet the City’s specifications and requirements in addition to price. Other considerations will include, but are not limited to:

· Ability to provide requested service

· Quality of workmanship and products used

· Timeliness of project completion or delivery

· Additional costs to the City

· References

· Guarantees and warranties

· Value added services and/or options

The City reserves the right to accept the BEST-EVALUATED RESPONSE as deemed by the Evaluation Committee, which may or may not be the lowest monetary response.

1.6 FEDERAL TERMS AND PROVISIONS REQUIRED IN CONTRACT

The following terms and conditions must appear in any contract entered into with the with Successful Contractor related to the services set forth in this RFP.

1) Access to Records. The following access to records requirements applies to the Contract in addition to any requirements that may be elsewhere imposed:

a. Contractor agrees to provide City, the Comptroller General of the United States, or any of their authorized representatives or designees, access to any books, documents papers, and records of Contractor which are directly pertinent to this Agreement for the purposes of making audits, examinations, excerpts, and transcriptions. Contractor shall keep its books documents, papers, and records available for this purpose for at least five years after this Agreement terminates or expires or such longer time as requested by City at any time prior to the expiration of the then applicable time frame. This provision does not limit the applicable statute of limitations.

b. Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

c. Contractor agrees to provide any of the foregoing parties access to construction or other work sites pertaining to the work being completed under this Agreement, if applicable.

d. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if Contractor does not transfer the records to City or any authorized or designated federal representative.

2) Environmental Compliance.

a. Contractor shall comply with all applicable standard, orders, or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 1701 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251 et seq.).

b. Contractor shall report all violations to City, any applicable State agencies, and the regional office of the Environmental Protection Agency.

c. Contractor shall include these requirements in each subcontract exceeding $150,000 financed in whole or in part with federal assistance.

d. Contractor shall comply with the 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 (42 U.S.C. § 6201 et seq.).

3) Contract Work Hours and Safety Standards Act.

a. Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.

b. Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in Paragraph (a) of this section, the Contractor and any subcontractor responsible therefore shall be liable for the unpaid wages. In addition, such Contractor and any subcontractor responsible therefor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory) for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in Paragraph (a) of this section, in the sum of $26 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in Paragraph (a) of this Section.

c. Withholding for unpaid wages and liquidated damages. The applicable federal funding agency shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as maybe determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in Paragraph (b) of this Section.

d. Subcontracts. The Contractor or subcontractor shall insert in any subcontracts the clauses set forth in Paragraphs (a) through (c) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with clauses set forth in Paragraphs (a) through (c) of this Section.

4) Equal Employment Opportunity. This provision is applicable to all federally assisted construction contracts, as that term is defined at 41 C.F.R. § 60-1.3. To the extent the Agreement meets this definition, Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

b. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

c. The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee’s essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Contractor’s legal duty to furnish information.

d. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the contractor’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

e. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965 and of the rules, regulations, and relevant orders of the Secretary of Labor.

f. The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to its books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

g. In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be cancelled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

h. The Contractor will include provisions in Paragraphs (a) through (g) set forth in this subsection in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provision will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the Contractor may request the United States to enter into such litigation to protect the interests of the United States. The applicant further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work; provided that if the applicant so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract.

The applicant agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliances, and that it will otherwise assist the administering agency in the discharge of the agency’s primary responsibility for securing compliance.

The applicant further agrees that it will refrain from entering into any contract or contract mediation subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has no demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the applicant agrees that if it fails or refuses to comply with these undertakings, the administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such applicant; and refer the case to the Department of Justice for appropriate legal proceedings.

5) Contracting with Small and Minority Businesses, Women’s Business Enterprises, and Labor Surplus Area Firms.

6) If Contractor intends to subcontract any portion of the work covered by the Agreement, Contractor must take all necessary affirmative steps to assure that small and minority businesses, women’s business enterprises and labor surplus area firms are solicited and used when possible. Affirmative steps must include:

i. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

ii. Assuring that small and minority businesses, and women’s business enterprises, are solicited whenever they are potential sources;

iii. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises;

iv. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises; and

v. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

7) Immigration and Nationality Act

a. Contractor agrees to comply with the terms of the employment provisions contained in 8 U.S.C. Section 1324A(e), Section 274A(e) of the Immigration and Nationality Act.

8) Administrative Remedies for False Claims and Statements

a. Contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to Contractor’s actions pertaining to this Agreement.

9) Remedies

a. If any work performed and/or goods delivered by Contractor fails to meet the requirements of the Agreement, any other applicable standards, codes or laws, or otherwise breaches the terms of the Agreement, the City may in its sole discretion:

i. Elect to have Contractor re-perform or cause to be re-performed, at Contractor’s sole expense, any of the work which failed to meet the requirements of the Agreement;

ii. In the case of goods, reject the goods and require Contractor to provide replacement goods that meet the needs of City and the terms of the Agreement;

iii. Hire another Contractor to perform the work and deduct any additional costs incurred by City as a result of substituting contractors from any amounts due to Contractor; or

iv. Pursue and obtain any and all other available legal or equitable remedies.

b. This Section shall in no way be interpreted to limit the City’s right to pursue and obtain any and all other available legal or equitable remedies against Contractor.

10) Compliance with Applicable Laws

a. Contractor agrees to be bound by the terms of the Federally-Funded Subaward and Grant Agreement between the City and FEMA and/or the State of Georgia and any of its agencies if applicable.

b. Contractor agrees to be bound by all applicable state and federal laws, regulations, and Executive Orders.

c. Suspension and Debarment

a. Federal regulations restrict the City from contracting with parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs and activities, where the contract is funded in whole or in part with federal funds. Accordingly, a contract or subcontract must not be made with any parties listed on the SAM Exclusions list. SAM Exclusions is the list maintained by the General Services Administration that contains the name of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under certain statutory or regulatory authority. The Contractor can verify its status and the status of its principals, affiliates, and subcontractors at www.SAM.gov.

i. This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the Contractor is required to verify that none of the Contractor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

ii. Contractor must comply with 2 C.F.R. pt. 180, Subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.

iii. This certification is a material representation of fact relied upon by the City. If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180, Subpart C and 2 C.F.R. pt. 3000, Subpart C, in addition to remedies available to the City, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

d. Byrd Anti-Lobbying Amendment

a. Contractors who apply or bid for an award of $100,000 or more shall file the required certification found below. Each tier certifies to the tier above that it will not and has not used federally 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 shall 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 recipient.

b. The certification referenced in Paragraph (a) of this Section is below:

Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Contractor, _______________________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, Contractor understands and agrees that the provision of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statement, apply to this certification and disclosure, if any.

Name:

Title:

REQUESTS FOR PROPOSAL

GENERAL PROVISIONS

Sections II - V review the general terms and conditions. Any bid-specific information noted in Section I or in the Specifications & Response Section will take precedence.

2.0 SECTION II – GENERAL TERMS AND CONDITIONS

All information, notices and addenda regarding this Bid shall be posted on the City’s website. It is the supplier’s responsibility to check the site on a regular basis in order to confirm they have the most current information prior to submitting a response. Subsequent to the bid opening, all status notices will also be posted on the City’s website.

2.1 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

All questions about this bid must be submitted in the following format:

Company Name

- Question Citation of relevant section of the bid All questions regarding specification/technical issues related to the RFP and administration issues, must be in writing to the Purchasing Coordinator for this RFP. The deadline for questions is noted in section 1.2 of this RFP.

The Purchasing Coordinator’s contact information is as follows:

April Meeks Procurement Coordinator City of Griffin 100 S. Hill Street P. O. Box T, Griffin, GA 30224 Email: afmeeks@cityofgriffin.com No questions other than written will be accepted. No response other than written will be binding upon the City. Questions will be combined into one list of questions and responses and will be posted as an addendum.

From the issue date of this request until an award has either been made or deemed closed for other reasons, institutions or individuals providing submissions are not permitted to communicate with members of the commission, the evaluation team or City employees, other than Procurement, with regard to the purpose or intent of this document. The exception to this is the submission of written technical questions to the project manager. The City reserves the right to reject the submission of the offending supplier if this provision is violated.

Any updates or changes to this and related documents will be posted on the City’s web page (cityofgriffin.com) and Georgia Procurement Registry(https://ssl.doas.state.ga.us/gpr/).

It is the Supplier’s responsibility to refer to the website for any addenda or other pertinent information before responding to this Request for Proposal.

2.2 PUBLIC DISCLOSURE AND PROPRIETARY INFORMATION

All bids and any other public record with respect to solicitation shall be subject to public inspection, upon request, after the posting of the Notice of Intent to Award…