RFP 452_24 Methane Monitoring Services.pdf

DAWSON COUNTY GOVERNMENT

REQUEST FOR PROPOSALS

FOR

METHANE MONITORING SERVICES

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

DECEMBER 5, 2024, AT 10:30AM, EST

DAWSON COUNTY BOARD OF COMMISSIONERS

ATTENTION: PURCHASING MANAGER

25 JUSTICE WAY, SUITE 2223

DAWSONVILLE, GA 30534

RFP # 452-24

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE THE

STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE

OFFEROR.

ISSUE DATE: OCTOBER 21, 2024

RFP #452-24 METHANE MONITORING SERVICES Page 2

DAWSON COUNTY BOARD OF COMMISSIONERS

TABLE OF CONTENTS

PROPOSAL DOCUMENTS

Invitation to Bid………………………………………………………………………………..………………3

IFB Timetable ….…...…………………………………………………………………...……………….……3

General Overview.…..……………………………………………………………,,,,,,,,,,,,……...……………4

General Conditions…………………………………………………………,,,,,,,,,,,,,,………………….….….9

Scope of Work ……….……….…………..……….……………………………,,,,,,,,,,,,,,,…………..….…...10

Overview of Submitting Response…………………………………………………………………………...14

General Terms………………………………...………………………………,,,,,,,,,,,.,,……….…………….20

Vendor’s Checklist Form………..……………………………………………………………………………67

Vendor’s Information Form………………………………………………………….……………………….68

Vendor’s Price Proposal Form…….………………….…………………………………………………

Execution of Proposal Form………………………………………………………………….……….……

Drug Free Work Place Form………………………………………………………...……………………….72

Addenda Acknowledgement Form ………………………………………………….….……………………73

Certificate and Statement of Non-Collusion Form……..………………………………………….….…….74

Georgia Security and Immigration Compliance Act Affidavit………………………………….………….76

Sample Contract……………………………………………………………………………………………….86

RFP #452-24 METHANE MONITORING SERVICES Page 3

DAWSON COUNTY, GEORGIA

Purchasing Department

25 Justice Way, Suite 2223

Dawsonville, Georgia 30534

Phone: 706-344-3500 x.42223; Email: mhawk@dawsoncounty.org

August 9, 2024

INVITATION

This is an invitation to submit a bid to Dawson County for METHANE MONITORING SERVICES for the Dawson County Public Works, indicated herein. Details are listed under Section II. Sealed bids will be received by the office of the Purchasing Manager at 25 Justice Way, Suite #2223, Dawsonville, GA

30454.

Instructions for preparation and submission of a bid/proposal are contained in this packet. Electronic packets may be found at https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-

497e-943b-141544ec4bd4 Submissions must be typed or printed in ink. Prices submitted as a result of this invitation must include the Vendor Price Proposal Form and be returned in a sealed envelope or container marked, as Sealed Bid with the applicable Proposal Name and Proposal Number on the outside. The offer may not be considered unless so received. Proposals must be submitted no later than

11:00 a.m., December 5, 2024. Tentative award date is set for December 12, 2024.

There will not be a pre-proposal meeting held for this RFP. All questions/comments that may arise from this invitation must be submitted in writing and emailed to the Purchasing Manager at mhawk@dawsoncounty.org no later than November 20, 2024, at 1:00 p.m. All questions and answers will be posted to the County website and the Georgia Procurement Registry no later than November 26, 2024, at 1:00 p.m. Answers to question submitted that materially change the conditions and specifications of this invitation will be promulgated to the County website and the Georgia Procurement

Registry. Any discussions or documents will be considered non-binding unless incorporated and publicized in an addendum.

Dawson County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin and handicap or veteran status.

This policy ensures all segments of the business community have access to supplying the goods and services need by Dawson County. Dawson County does not guarantee a minimum/maximum value for this contract.

Sincerely, Melissa Hawk Melissa Hawk, Purchasing Manager https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-497e-943b-141544ec4bd4 https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-497e-943b-141544ec4bd4 mailto:mhawk@dawsoncounty.org

RFP #452-24 METHANE MONITORING SERVICES Page 4

DAWSON COUNTY, GEORGIA

REQUEST FOR PROPOSALS

FOR

SECTION I – GENERAL OVERVIEW

A. INFORMATION TO PROPOSERS

1. BID SUBMISSION

The Proposers shall package and seal its submittal so that they will not be damaged in mailing. Technical and Cost/Fee Proposals are to be packaged and sealed separately.

One (1) original and three (3) copies of the technical proposal and one (1) original price proposal must be received by, DECEMBER 5, 2024, AT 10:30AM, EASTERN

STANDARD TIME. Technical and price proposals must be submitted in a separate sealed envelope stating on the outside, the proposer's name, address, the solicitation number #452-24 METHANE MONITORING SERVICES. If the price is referenced in the technical proposal, the submission must be disqualified and will not be considered for award. The complete submittal (price and technical) must contain the proposer’s name, address and the solicitation number #452-24 METHANE

MONITORING SERVICES be delivered to:

Dawson County Board of Commissioners

Attention: Purchasing Manager

25 Justice Way, Suite 2223

Dawsonville, GA 30534

Hand Delivery

Hand delivered copies may be brought to the above address between the hours of

8:00AM and 5:00PM EST, Monday through Friday, excluding Holidays. For a complete listing of Holidays, please visit www.dawsoncounty.org. If a sealed bid is delivered after 10:25 a.m., on the day of the opening, deliver the package to the

Purchasing Manager, in the County Administration Training Room, Suite #2204. No submission will be accepted after 10:30 a.m., on the date listed above, at which time all company names of offers received will be publicly read aloud.

GPS Location

Some GPS systems cannot locate the above-named address. Proposers may search the following address if trying to visit the Dawson County Government Center: 25 Tucker

Avenue, Dawsonville, GA 30534. Tucker Avenue is located on the East side of the

Government Center. Upon arrival, please continue one block West on Shoal Creek Road to Justice Way. Parking for the Government Center is available off of Justice

Way. Proposers should verify address is in Dawson County and not a surrounding community.

Coordinates: 34°25’23.08”N 34°25’23.08N 84°07’12.05 http://www.dawsoncounty.org/

RFP #452-24 METHANE MONITORING SERVICES Page 5

Proposers 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.

The Submittal must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the proposer.

3. CONTACT PERSON

Proposers are encouraged to contact Melissa Hawk, Purchasing Manager by email mhawk@dawsoncounty.org to clarify any part of the RFP requirements. All questions that arise prior to the DEADLINE FOR QUESTIONS due date shall be directed to the contact person in writing via facsimile or email. Any unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the disqualification of the proposer's submittal.

Proposers may not contact any elected official or other county employee to discuss the bid process or bid opportunities except: 1) through the Purchasing Manager named herein, or 2) as provided by existing work agreement(s). This policy shall be strictly enforced and the County reserves the right to reject the submittal of any proposer violating this provision.

4. ADDITIONAL INFORMATION/ADDENDA

Dawson County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date posted on the county’s website under the bid information. Proposers 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. Proposers are advised to check the website for addenda before submitting their proposals.

Proposers must acknowledge any issued addenda by including Attachment B-

Addenda Acknowledgement with the submittal. Proposals which fail to acknowledge the proposer’s receipt of any addendum will result in the rejection of the offer if the addendum contains information which substantively changes the

Owner’s requirements

5. LATE SUBMITTAL AND LATE MODIFICATIONS

Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered. Dawson County Government assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper designation.

6. REJECTION OF PROPOSALS/CANCELLATION

mailto:dsimpson@dawsoncounty.org

RFP #452-24 METHANE MONITORING SERVICES Page 6

Dawson County Government reserves the right to reject any and all submittals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of Dawson County.

Dawson County reserves the right to cancel this RFP at any time.

7. MIMINUM RFP ACCEPTANCE PERIOD

Submittals shall be valid and may not be withdrawn for a period of 90 days from the date specified for receipt of submittals.

8. NON-COLLUSION AFFIDAVIT

By submitting a response to this RFP, the proposer represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the proposer has not in any manner sought by collusion to secure to that proposer any advantage over any other proposer.

By submitting a proposal, the proposer represents and warrants that no official or employee of Dawson County Government 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 there from.

9. COST INCURRED BY PROPOSERS

All expenses involved with the preparation and submission of the RFP to the Dawson

County Board of Commissioners, or any work performed in connection therewith is the responsibility of the proposer(s).

10. RFP OPENING

Only the names of the firms responding to this RFP will be read aloud publicly due to the fact that the proposals will be subject to an evaluation review for accurate qualifications.

A list of names of firms responding to the RFP may be obtained from the county’s website www.dawsoncounty.org, after the RFP due date and time stated herein. A copy of the final evaluation tabulation to the RFP will be posted to the website after the RFP has been awarded, along with the awarded Contractor’s name and date of award.

11. OPEN RECORDS

Proposers are reminded that under Georgia law, all opened documents fall under the open records act and are subject to inspection by the public. Proposers are reminded that documents and information in the possession of Dawson County will be treated as confidential/proprietary information only to the extent permitted by the Georgia Open

Records Act, and will be exempt from disclosure to a third party only to the extent permitted by the Georgia Open Records Act. Should you believe that your Proposal contains any trade secrets you must include an affidavit, at time of proposal submission that states that specific portions of the proposal contain trade secrets as defined by

Georgia law (Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia).

http://www.dawsoncounty.org/

RFP #452-24 METHANE MONITORING SERVICES Page 7

Furthermore, the affidavit must be detailed, citing specifically (citing paragraphs, articles, provisions, pages, etc.) the portions of the proposal containing any trade secrets.

Accordingly, proprietary information and/or data cannot be withheld from public inspection.

12. TAXES

Dawson County Government is tax exempt. No sales tax will be charged on any products or services. Dawson County cannot exempt any other person/proposer from applicable sales taxes that may be required of them in relations to this project.

Selected proposer will be provided with Dawson County’s Sales and Use Tax

Certificate of Exemption number upon request.

13. PROPOSER INFORMATION

All submissions shall include a completed proposer information form, current copy of business license and current W-9. Failure to provide this information could result in the disqualification of the proposer from submitting a proposal.

14. INSURANCE

Selected proposer will be required to provide Dawson County with a Certificate of

Insurance for liability and workman’s compensation insurance before work can begin on this County project and be effective for the duration of the work as described in the

Contract Documents, including authorized change orders, plus any period of guarantee as required in the general warranty.

General liability insurance should be at least one million dollars ($1,000,000) combined single limit per occurrence. Automobile insurance should be at least five hundred thousand dollars ($500,000) combined single limit per accident for bodily injury or property damage; Workman’s Compensation insurance should be as required by the State of Georgia; and Professional Liability insurance should be at least one million dollars ($1,000,000).

The insurance certificate must name Dawson County Government its officers, employees and agents as an additional insured for the contracted project and the proper endorsements must accompany the certificate of insurance.

15. BONDS

If required, under SECTION II – SCOPE OF WORK of this document any combination of the following bonds may be requested by Dawson County. A five percent (5%) bid bond, a one hundred percent (100%) payment bond, and a one hundred percent (100%) performance bond. All bonds would be payable to Dawson

County Board of Commissioners. Failure to submit appropriate bonding will result in automatic rejection of bid. Bonding company must be authorized to do business in

Georgia by the Georgia Insurance Commission, listed in the Department of Treasury’s publication of companies holding certificates of authority as acceptable surety on

Federal bonds and as acceptable reinsuring companies, and have an A.M. Best rating.

RFP #452-24 METHANE MONITORING SERVICES Page 8

16. ANTI-DISCRIMINATION

Dawson County, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C.

2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in

Federally-assisted programs of the Department of Transportation issued pursuant to such

Act, hereby notifies all proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit proposals in response to this Request for Proposal and will not be discriminated against on the grounds of race, color, national origin, sex, handicap/disability in consideration of an award.

By submitting their proposals, all proposals certify to Dawson County that they will conform to the provisions of the Federal Civil Rights Act of 1964.

In every contract of over $10,000 the provisions in Sections1 and 2 below apply:

1. During the performance of this contract, the CONSULTANT agrees as follows:

a. The CONSULTANT will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the CONSULTANT. The CONSULTANT agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The CONSULTANT, in all solicitations or advertisements for employees placed by or on behalf of the CONSULTANT, will state that such

CONSULTANT is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The CONSULTANT will include the provisions of Section 1 above in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each Sub-contractor or proposer.

Proposers may request this Request for Proposal in another language by contacting

Purchasing Manager Melissa Hawk at p) 706-344-3501, f) 706-531-2728 or via email at mhawk@dawsoncounty.org. All bid submissions must be returned in English.

17. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Proposers submitting a Qualification package in response to this RFP must provide the following information in the package to indicate compliance with the Georgia Security and Immigration Compliance Act. The form is provided for completion.

mailto:dsimpson@dawsoncounty.org

RFP #452-24 METHANE MONITORING SERVICES Page 9

A. A statement that indicates the CONSULTANT will conduct itself in compliance with O.C.G.A. §13-10-91 and Rule 300-10-.02 in the execution of the contract.

B. By completing the affidavit that is provided with this solicitation, the proposer is attesting to the following:

a. The affiant has registered with and is authorized to use the federal work authorization program;

b. The user identification number and date of authorization for the affiant;

c. The affiant is using and will continue to use the federal work authorization program throughout the contract period;

d. Any employee, CONSULTANT, or Sub-contractor of such

CONSULTANT or Sub-contractor shall also be required to satisfy the requirements set forth in this paragraph; and

e. Upon contracting with a new Sub-contractor, a CONSULTANT or

Sub-contractor shall notify Dawson County and shall deliver a completed Sub-contractor Affidavit to Dawson County within five

(5) working days of entering into a contract or agreement of hire with the Sub-contractor before the new Sub-contractor begins any work.

C. Failure to provide the completed and notarized affidavit with the

CONSULTANT’s proposal will result in immediate disqualification as required by the Georgia Security and Immigration Compliance Act.

SECTION II – GENERAL CONDITIONS

A. PURPOSE

Dawson County Purchasing Department is soliciting sealed proposals from qualified individuals/firms who specialize in providing comprehensive program management services to submit proposals for METHANE MONITORING SERVICES.

Individuals/firms must provide all equipment, materials and labor to complete the scope of work. Details are listed herein and include herein. The County does not guarantee a minimum/maximum value for this contract. Dawson County will not incur any costs as a result of preparation of a response for this IFB.

B. CONTRACT PERIOD

The term of a contract awarded as a result of this RFP shall be from contract execution until

December 31, 2024. The contract may be renewed according to the terms stated herein for four (4) additional one (1) year periods to begin on January 1st and expire on December 31st each optional renewal terms.

The contract shall terminate absolutely and without further obligation at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the

RFP #452-24 METHANE MONITORING SERVICES Page 10 obligations of the County under this contract. The County does not guarantee a minimum value for this contract.

If, at any time, the County determines it is in its best interest to discontinue use of these services the County reserves the right to cancel this Agreement by giving thirty (30) days advance written notice.

The pricing for the 2024 calendar year shall remain as bid for the entire year and throughout each optional renewal year.

C. BACKGROUND

The Dawson County sits in northeast Georgia and covers 214 square miles and 49 linear miles of lake shore. The 2010 census reported 22,330 residents live within Dawson

County. Separated by four (4) voting and school districts Dawson County’s population is centralized near the GA Hwy 400 corridor and thins out from the area.

The Dawson County Landfill on Burt Creek Road closed in the mid to late 1990’s. The monitoring system includes twelve (12) methane wells, twenty-eight (28) methane vents, a scale house and a trailer. Monitoring of site has been conducted in accordance with the

Dawson County’s approved monitoring plan since that time. Services have been completed by one environmental management firm since March, 2001. The Georgia

Department of Natural Resources, EDP approved quarterly methane monitoring on April

29, 2010.

D. SCOPE OF WORK

The methane monitoring services include, but not limited to, the following:

Collecting APP I analyses, surface water, APP II select pesticides, APP II select

Herbicides, AP II Select SVOC, and APP II Mercury samples; conducting field engineering tests; submitting a report of same to the County within 48 hours of receiving results.

The County wishes to continue the Methane Monitoring Services in accordance with the

Georgia Department of Natural Resources, EDP, September, 2015 Guidance Document entitled Methane Monitoring At Solid Waste Disposal Facilities, Rules of Solid Waste

Management 391-3-4-.07(3)(h) and 391-4-.07(4)(c)4. The County’s intent is for the

Engineering firm to conform to the guidance and regulations as imposed by the Georgia

Department of Natural Resources, EPD, Land Protection Branch, Environmental

Monitoring Unit.

Hourly Rate:

The hourly rate quoted shall be a straight-time rate for all labor, equipment use, travel time and any and all other costs to the Contractor per person. No travel time is to be billed as a separate cost. Hourly rate is to begin upon arrival and end upon departure.

Labor and Material Charges:

RFP #452-24 METHANE MONITORING SERVICES Page 11

The Contractor shall provide the County with labor and materials in strict accordance with all solicitation requirements on an annual and on an as-needed basis.

Clean-up of Site:

The Contractor shall remove all unusable materials and debris from the premises at completion of the work at each site.

Reporting Arrival/Departure

The Contractor shall report arrival to and departure from the job site to the designated representative as informed when contacted for each service.

Personnel:

The Contractor’s personnel shall be recognizable to County staff by a company identification card and/or company uniform. County staff will be given the name of company staff at time of contract, to include any and all sub-contractors. If sub-contractors are used, each shall be recognizable as being a member of the Contractor’s staff and will be approved by the County prior to arrival. Sub-contractors are to be familiar with the contract scope and location of equipment within this contract.

Qualifications:

The firm/individual must be familiar with the process of testing for methane gas vapors and the monitoring of a closed landfill according to the rules and regulations of the

Federal Environmental Protection Agency and the State Department of Natural Resources, Environmental Protection Division (GDNR, EPD).

The firm must have completed groundwater and surface water monitoring, preparation of potentiometric maps, completion of statistical analysis, and preparation of reports for detection and/or assessment monitoring at three (3) landfills within the last five (5) years.

The County prefers that the vendor reference at least one (1) landfill in Georgia.

Environmental laboratories used on this project must meet the requirements set forth in

Chapter 391-3-26, Rules for Commercial Environmental Laboratories, issued by the EPD.

Each proposing firm and/or principles shall provide project references satisfying this requirement, including the name and telephone number of a client reference for the qualifying projects.

The firm must have completed perimeter methane monitoring and reporting to EPD at three (3) landfills within the past five years. The County prefers that the vendor reference at least one (1) landfill in Georgia. Each proposing firm shall provide project references satisfying this requirement, including the name and telephone number of a client reference for the qualifying projects.

The firm must have operated an active landfill gas extraction system, including well field balancing and flare system operations, but not including surface emissions monitoring, for three landfills within the past five (5) years. The County prefers that the firm reference at least one (1) landfill in Georgia. Please describe the active gas extraction system

RFP #452-24 METHANE MONITORING SERVICES Page 12 referenced. Include the number of gas extraction wells, information on the flare and blower / vacuum system. Each proposing firm shall provide project references satisfying this requirement, including the name and telephone number of a client reference for the qualifying project.

The County prefers that the vendor have established relationships with the solid waste management program for the State of Georgia, Environmental Protection Division (EPD).

This requirement shall be satisfied by providing the name and telephone number of EPD employees who are familiar with the firm’s work in the State of Georgia. This information is to be provided within the Qualifications section of the technical response.

Notice of Award

The CONSULTANT agrees that in the case of failure on his part to execute the said contract and the bonds (if required) within fifteen (15) consecutive calendar days of receipt of a written Notice of Award from the County, the check or bid bond (if required) accompanying this bid, and the monies payable thereon shall be paid into the funds off the

Owner as liquidated damages (if determined pliable by the County) for such failure, otherwise, the check or bid bond accompanying this proposal shall be returned to the undersigned.

Notice to Proceed

The CONSULTANT shall begin work as agreed upon and specified on the Notice to

Proceed from the County and shall meet the agreed upon benchmarks throughout the project.

Weather days

All weather days are to be approved in writing by the Public Works Director and/or the

County Manager.

Retainage

The CONSULTANT shall be paid for work performed based upon satisfactory inspections and completion of the agreed upon draw schedule. CONSULTANT’s fee will be paid on a

Net 30 basis less 10% retainage.

Liquidated Damages

The County and the CONSULTANT recognize that time is of the essence with this project. The County and the CONSULTANT also recognize the delays, expense, and difficulties involved in proving in a legal or arbitration preceding the actual loss suffered by the County if the work is not completed within the agreed upon time. Accordingly, instead of requiring any such proof, the County and the CONSULTANT will agree that as liquidated damages for delay (but not as a penalty), the CONSULTANT shall pay to the

County 00 and 00/100 ($100.00) Dollars for each and every calendar day that expires after agreed upon date of completion. Liquidated damages may not apply to each plan review. The Public Works Director will review each project on a case-by-case basis and may adjust the required completion timeframe if determined it is warranted.

RFP #452-24 METHANE MONITORING SERVICES Page 13

When the County reasonably believes that completion will be inexcusably delayed, the

County shall be entitled, but not required, to withhold from any amounts otherwise due the

CONSULTANT an amount then believed by the County to be adequate to recover liquidated damages applicable to such delays. If and when the CONSULTANT overcomes the delay in achieving completion, or any part there, for which the County has withheld payment, the County shall promptly release to the CONSULTANT those funds withheld, but no longer applicable, as liquidated damages.

Invoicing

1. Dawson County is Net 30. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment less than 30 days, however.

2. Proposers shall invoice quarterly, by location, including a detailed list of services provided and only after work has been performed (in arrears).

3. All invoices will be paid in the year in which services are provided.

4. Proposer to provide contact information for dedicated team member to provide billing inquires. More information is included in the Statement of Qualifications portion of this RFP.

5. Invoices should be sent via mail or email to:

Accounts Payable

25 Justice Way, 2220

Dawsonville, GA 30534 cmcmillon@dawsoncounty.org

Pricing

1. Submissions must use returned on the Proposer’s Price Proposal Form as provided within this RFP.

2. If submitting an alternate, use the form provided clearly labeled as alternate. Make additional copies as needed. Failure to comply may result in disqualification.

Administration

The project will be administered by the Dawson County Board of Commissioners with the

Public Works Director being the main point of contact for all questions related to scope of work issues during the term of the contract. Any contract issues will be directed to the

Dawson County Purchasing Manager during the term of the contract.

Permits and Licensing

1. Proof of Licensing: CONSULTANT shall submit proof of professional license, insurance and business license at time of submittal as it relates to the Scope of Work defined herein. The business license will be the current license your business operates, if you are out of county, this will not be a Dawson County business license.

2. The successful proposer must hold a valid Business License at time of proposal and a copy must be filed with the Purchasing Manager at time of proposal.

mailto:cmcmillon@dawsoncounty.org

RFP #452-24 METHANE MONITORING SERVICES Page 14

E. OVERVIEW FOR SUBMITTING RESPONSE - QUALIFICATIONS

This section identifies all information which must be submitted in each proposal. The

County is not interested in elaborate submissions.

Tab A – Company Background and Structure

The Proposer will provide a general history and description of its company including, but not limited to, the number of years in business and number of employees. Include the legal form of the business organization, the state in which incorporated (if corporation), the types of business ventures in which the organization is involved, and the office location that will be the point of contact during the term of any resulting contract.

The proposal must provide the following:

• Length of time the Proposer has been providing environmental monitoring services to local governments.

• Demonstrate the Proposer’s experience working with projects equal to this scope of work of this RFP.

• Description of the Proposer’s organization, financial resources, staffing levels, and any other evidence of its ability to successfully complete the project.

• References applicable to this RFP. Including a list of completed governmental contracts during the last five (5) years with clients’ address, telephone number, and contact person.

• The proposer must certify that there are no circumstances, which will cause a conflict of interest in performing the services required.

• Statement listing any and all differences between your proposal and the work specified in the RFP.

• The proposer must demonstrate it is duly authorized to conduct business in the

State of Georgia.

Tab B – Company Experience

The proposer shall submit at least three (3), but no more than six (6), projects as examples of the CONSULTANT’s past experience in performing environmental monitoring services, comparable in scope and complexity to the scope of work. The case studies shall describe projects completed within the past five (5) years. Examples showing public-sector projects are preferable.

Projects of similar scope and complexity may include any of the following:

• Projects of similar size or cost

• State/Local Government facilities projects

• Private sector projects

• Review of subdivision/commercial developer’s plans

• Any combination of the above

The examples must concisely set forth the basic background information for the projects offered as comparable (dates and location and the cost and scope of the work). The

RFP #452-24 METHANE MONITORING SERVICES Page 15 examples must describe the effectiveness of the cited projects, and the methodology used to measure such effectiveness (on-time delivery, successful completion of project, effective management of costs). The examples shall demonstrate why the cited projects are comparable to the Project In cost, size and complexity or delivery method. Where applicable, the examples shall demonstrate the CONSULTANT’s experience working with the Sub-contractors and/or Consultants required to be named, as described in the scope of work. (Identification and Prequalification of Members of Contract Team) of this

RFP. Each example must identify the name and address of the contracting entity and the name, title and telephone number of a contact person associated with the contracting entity that is familiar with and able to comment on the CONSULTANT’s performance on each project.

Please provide the established relationship contact information the firm has with the Solid

Waste Management Program for the State of Georgia, Environmental Protection Division

(EPD).

Tab C – Identification of all Contracted Personnel

The Awarded CONSULTANT’s employees shall wear proper identification for all employees working in the County on the contract. At a minimum, photo identification badges will be require for each person along with employee’s personal data and the awarded CONSULTANT’s name. Such identification must be clearly displayed on the outside clothing of all the awarded CONSULTANT’s employees during field work and readily visible at all times when working on the Dawson County project. Vehicles used by the awarded CONSULTANT shall be clearly marked to identify the company and the nature of their business. Please state how this will be met during the project.

Tab D – Qualifications of Key Team Members

Identify and include qualifications of key staff who would be assigned to work on the scope within this RFP. Include an organizational chart that depicts how the staff would be structured to perform details herein. Proposers must have qualified and trained staff to successfully complete the contract requirements. At a minimum, the organizational chart shall identify the responsibilities, structure, and lines of authority between and among the

CONSULTANT and any Sub-contractor entities required to be named. The Proposer shall take appropriate and meaningful disciplinary measures against those who violate the terms of this provision.

The information shall be brief and include the following:

• Identification, qualifications and experience of all persons to be assigned to the

County project site and team organization; and the assignments of responsibilities and level of experience by site position.

• Identification and qualifications of any key team members and any subcontract consultants, including resumes of individual or the firm, as applicable. Resumes shall include the name and address of the contracting entity that is familiar with the work of each team member.

• The County requires that an assigned project manager have at least five (5) years of practical experience involving project management for various sized projects.

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The project manager will be assigned to Dawson County for the duration of each project contracted for by the County.

• All personnel assigned to the project will be subject to the approval of the County and will be removed from this project by the CONSULTANT upon written recommendation of the County’s contract contact. Additionally, the Consultant shall notify the County’s contract contact in writing of all changes in supervision or key personnel. The notice shall include the reason for the change and provide a plan for immediate replacement.

• Attach the following Georgia Licenses within this tab held by consultant.

Tab E – Approach to Scope of Work

Referencing the Scope of Work in Section D, provide a detailed approach to fulfill the requirements of this RFP. At a minimum, proposals must address:

• A description of the individual/firm’s organizational approach to the project.

• This portion of the Proposal shall state how the CONSULTANT/firm proposes to achieve the required outcomes through goals, objectives, policies and programs. It shall also indicate how the final projects will be organized, formatted and presented.

• A description of the individual/firm’s understanding of the scope and challenges of the project; The CONSULTANT’s approach to selection of materials and systems, including how such selections impact project cost, project delivery dates, and other matters.

• The approach shall also illustrate (through examples of relevant experiences in similar projects) how the CONSULTANT/firm will successfully maintain an effective line of communication throughout the process.

• Address all tasks in the scope of work, providing detailed information on all work tasks required to complete the project within the performance period. Include a statement of understanding of work involved, particularly regarding the level of effort required for any portion of the Plan and its update.

• Purchasing Plan for project materials, including identification of long-lead items.

• Workforce plan for the project by phases, identifying the trades, types or percentages of work to be performed by the CONSULTANT/firm’s own forces as compared to the trades, types or percentages work to be subcontracted to others.

• Identification of Site logistics concerns and discussion of plan for site organization and maintenance of site;

• Approach to management of staff to include sub-consultants.

• Summary description of quality control and assurance program.

• Identification of code compliance concerns, special inspection issues, and plan for interaction with code officials.

• Summary description of start-up and testing program for systems and equipment.

• Identification of safety concerns and summary description of plan for site safety and efforts to reduce workplace injuries.

• Identification of security concerns and summary description of plan for site security.

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• Plan for achieving timely project close out.

The County welcomes innovating suggestions and recommendations from individual/firms that will ensure a successful service approach.

Tab F – References

Proposers must submit at least five (5) references for persons that the individual/firm will assign, to include all sub-contractors, to complete the Scope of Work listed herein. Ideally, references should be government entities within Georgia should be included. The following information for each reference shall be listed:

• Name of government entity

• Address

• Contact person with title

• Phone number of contact person

• Email (highly recommended and preferred method)

• Dates of service

• Range of services

Tab G – Financial Stability

Provide financial information that would allow proposal evaluators to ascertain the financial stability of the Proposer.

• If a public company, include a recap of the most recent audited financial report.

• If a private company, provide a recap of the most recent internal financial statement and a letter, on the financial institution’s letterhead, stating financial stability.

Tab H – Business Litigation

Disclose any involvement by the individual/firm or any officer or principle in any material business litigation within the last five (5) years. The disclosure will include an explanation, as well as the current status and/or disposition of the case.

Tab I – Required Solicitation Forms

Proposers are to complete and attach all forms listed on the Proposer’s Checklist and include in Tab J. This direction excludes the Price Proposal Form. Price shall not be included in any of the Technical submittal. This will be cause for disqualification and considered non-responsive bid.

Financial Proposal

Proposers are to use the Proposer’s Price Proposal Form provided within this RFP. All costs to the Dawson County Government must be included on the Price Proposal Form that the individual/firm will incur to complete all tasks associated with this on-call contract. Price shall not be included in any of the Technical submittal. This will be cause for disqualification and considered a non-responsive bid. This form must be sealed separate from the technical proposal and list the company name, address, RFP# and name on the outside of the envelope. The Vendor’s Price Proposal Sheet

RFP #452-24 METHANE MONITORING SERVICES Page 18 states that all costs incurred by the Proposer must be included in the Price. The Proposer should review each item description, determine what staff would be needed to complete this work, add the hourly rates together, and divide by the number of staff involved to reach the hourly rate for the entire item description in the first column. The second column is to be used to determine the number of hours by all staff that is needed to complete the entire item description.

F. EVALUATION PROCESS

Proposals will be reviewed by the Review Committee for quality and completeness. These proposals will then be scored in each of the following categories using the maximum point values listed in Chart 2 below.

Proposals will be reviewed and evaluated by the review committee to determine whether the Respondent has met the criteria described in this RFP.

Chart 2

Presentations

The top-ranking individual/firms may be invited to conduct oral interviews. If required, these presentations will be scheduled in advance and limited in time. Presentations will be conducted in Dawson County at a location to be determined. Independent scores compiled, during this phase of the evaluation by the RFP evaluators, will supersede the technical scores previously published for the Proposers selected to make an oral presentation.

Dawson County shall be the sole judge of the provider’s ability to meet the requirements set forth. Their decision in determining responsible and responsive provider(s) will be final. Dawson County reserves the right to act in its best interest in this determinations process, to waive all technicalities, and to select the most responsible and responsive provider.

G. PROCEDURES AND MISCELLANEOUS ITEMS

1. All questions shall be submitted in writing via email and directed to the Dawson

County Purchasing Manager. All answers shall be communicated in the form of an addendum and posted on the County’s website under the bid information; all individuals/firms responding to this RFP should check the website before responding to this RFP.

2. All respondents to this RFP shall indemnify and hold harmless the Dawson County

Company Background and Structure 15

Experience and Qualifications of Dedicated Staff 25

Project Understanding/Approach to Scope of Work 25

References 15

Price Proposal 20

TOTAL POINTS 100

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Board of Commissioners, and any of their officers and employees from all suits and claims alleged to be a result of this RFP. The issuance of this RFP constitutes only an invitation to present a proposal. The Dawson County Board of Commissioners reserves the right to determine, at its sole discretion, whether any aspect of a respondent’s submittal meets the criteria in this RFP. The Dawson County Board of

Commissioners also reserves the right to seek clarifications, to negotiate with any proposer submitting a response, to reject any or all responses with or without cause, and to modify the procurement process and schedule. In the event that this RFP is withdrawn or the project canceled for any reason, the Dawson County Board of

Commissioners shall have no liability to any respondent for any costs or expenses incurred in connection with this RFP or otherwise.

3. The RFP is subject to the provisions of the Dawson County Purchasing Policy and any revisions thereto, which are hereby incorporated into this RFP in their entirety except as amended or superseded herein.

4. Failure to submit all the mandatory forms from this RFP package shall be just cause for the rejection of the qualification package. However, Dawson County reserves the right to decide, on a case by case basis, in its sole discretion, whether or not to reject such a bid as non-responsive.

5. In case of failure to deliver goods in accordance with the contract terms and conditions, Dawson County, after due oral or written notice, may procure substitute goods or services from other sources and hold the CONSULTANT responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other remedies which Dawson County may have.

6. By submitting a proposal, the proposer is certifying that they are not currently debarred from bidding on contracts by any entity of the State of Georgia, nor are they an agent of any person or entity that is currently debarred from submitting proposals on contacts by any entity of the State of Georgia.

7. Any contract resulting from this RFP shall be governed in all respects by the laws of the State of Georgia and any litigation with respect thereto shall be brought in the courts of the State of Georgia. Then CONSULTANT shall comply with applicable federal, state, and local laws and regulations.

8. It is understood and agreed between the parties herein that Dawson County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

H. BONDS

Bid Bond – 0%

Payment Bond – 0%

Performance Bond – 0%

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I. FINAL SELECTION

Following review of all qualified proposals, selection of a suitable proposer, and preliminary contract negotiations, a recommendation will be made to the Dawson County

Board of Commissioners by the project representative. Following Commission approval, the County will complete the Contract Documents to the awarded CONSULTANT for execution.

The Dawson County Board of Commissioners reserves the right to accept the response that is determined to be in the best interest of the County. The County reserves the right to reject any and or all proposals.

Every proposer submitting a proposal must complete the forms showing compliance with the GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT OCGA

§13-10-90. The forms are provided with this RFP package.

SECTION III – GENERAL TERMS – The RFP scope of work is unique for the County in the fact that the CONSULTANT is responsible for the planning, design and construction of the project within this RFP. The General Terms Section is predominantly geared towards the construction phase. The CONSULTANT’s engineer/architect will work closely with the

County’s representative to ensure the below is adhered to for the duration of the project. The

CONSULTANT is contractually responsible for each aspect of the items below.

INDEX

01. Definitions 02. Royalties and Patents

03. Permits and Regulations 04. Verbal Agreements

05. Not Applicable for this RFP Contract 06. General Warranty and Guarantee

07. Bonds 08. CONSULTANT’s Insurance

09. Liens 10. Assignment

11. Joint Venture CONSULTANT 12. Successor’s Obligations

13. Business License 14. Obligations and Liability of the

CONSULTANT 15. Responsibilities of the CONSULTANT 16. Compliance with Laws

17. Plans, Specifications and Design 18. Drawings Furnished

19. Ownership of Drawings 20. Reference Standards

21. Division of Specifications and Drawings 22. Order of Completion

23. Materials, Appliances & Employees 24. Survey Information

Name 25. Project Completion

26. Inspection and Testing of Materials 27. Substantial Completion

28. Rights of Various Interests 29. Separate Contracts

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30. Sub-contractors 31. Access

32. Construction Schedule and Procedures 33. Project Management

34. Entry 35. Preservation and Restoration

36. Completion of “Punch List” Items 37. Authority of CONSULTANT

38. Authority of Engineer/Architect/Architect 39. Owner-CONSULTANT Coordination

40. Not Applicable for this RFP 41. Not Applicable for this RFP

Contract Contract

42. Material, Equipment and Workmanship 43. Compliance With Contract Requirements

44. Project Meetings 45. Overtime and Shift Work

46. Construction Schedule 47. Quality

48. Material and Equipment Specified By 49. Submittal Procedure

50. Request for Substitution 51. Manufacturer’s Directions

52. Product Data 53. Operation and Maintenance Information

54. Record Drawings 55. Protection of the Public and Property

56. Protection of the Owner’s Property 57. Maintenance of Traffic

58. Lot Corners 59. Existing Utilities

60. Equal Employment Opportunity 61. Material Delivery, Handling and Storage

62. Maintenance During Construction 63. Emergencies

64. Compensation 65. Safety and Health Regulations

66. Accidents 67. Load Limits

68. Sanitary Provisions 69. Construction Buildings

70. Cleaning Up 71. Electrical Energy

72. Water Supply 73. Environmental Impact

74. Progress Payments 75. Measurement and Payment

76. Use of Completed Portions 77. Beneficial Use

78. Payments Withheld 79. Contract Time

80. Omissions 81. Differing Site Conditions

82. Changes in Work 83. Not Applicable for this RFP Contract

84. Not Applicable for this RFP Contract 85. Correction of Work Before Final Payment

86. Liquidated Damages 87. Suspension or Abandonment of Work

88. Termination of Contract 89. CONSULTANT’s Right to Stop Work

90.…