RFP _490_25 Materials and Labor to Repair VMP.pdf

RFP #490-25 MATERIALS AND LABOR TO REPAIR VETERANS MEMORIAL PARK PAVILION

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DAWSON COUNTY GEORGIA

REQUEST FOR PROPOSALS (RFP)

MATERIALS AND LABOR TO REPAIR VETERANS MEMORIAL

PARK PAVILION

RFP #490-25

Submission Deadline:

December 10, 2025 at 2:30 PM (EST)

Delivery Address:

Dawson County Board of Commissioners

Attn: Purchasing Manager

25 Justice Way, Suite 2223

Dawsonville, GA 30534

Important: The responsibility for submitting a response to this RFP on or before the stated date and time lies solely with the offeror.

Issue Date: November 19, 2025

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RFP #490-25 Materials and Labor to Repair Veterans Memorial Park Pavilion

Table of Contents

Invitation to Proposers

RFP Timeline

General Overview

General Conditions

Bid Specifications

General Terms

Vendor’s Checklist Form

Vendor’s Information Form

Vendor’s Price Proposal Form

Bid Bond

Vendor’s Reference Form

Execution of Proposal Form

Addenda Acknowledgement Form

Drug Free Work Place Form

Certificate and Statement of Non-Collusion Form

Georgia Security and Immigration Compliance Act Affidavit

Local Small Business Initiative Affidavit Form

Sample Contract

Drawings

Invitation To Proposers

Dawson County is seeking sealed proposals from qualified vendors for materials and labor to perform repairs to the Veterans Memorial Park Wooden Pavilion.

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All relevant specifications and requirements are outlined in Section II of this solicitation package.

Proposers are encouraged to review this entire packet carefully before preparing their submission.

Bid Submission Instructions

One (1) original and three (3) flash drives of the complete signed submittal must be received on December 10, 2025 at 2:30 p.m. EST. Technical and Cost/Fee Proposals are to be packaged and sealed separately.

Proposals, including the flash drive must be submitted in a sealed envelope with RFP #490-20 Materials and Labor to Repair Veterans Memorial Park Pavilion stated on the outside.

Proposals must be sent to:

Dawson County Board of Commissioners Attn: Purchasing Manager 25 Justice Way, Suite 2223 Dawsonville, GA 30534

The RFP Documents can be found at - https://www.bidnetdirect.com//dawsoncounty

Pre-Proposal Meeting:

There will be a Mandatory Pre-Proposal Meeting on Monday, December 1st 2025 at 3:00PM. This will be held at Veterans Memorial Park on site at the Pavilion:

305 Recreation Rd Dawsonville, GA 30534

Questions & Clarifications:

All questions must be submitted in writing via email to:

Hanna Milford, Purchasing Manager Hmilford@dawsoncountyga.gov

Questions are due by December 3, 2025 at 1:00PM. Responses to all inquiries will be posted on both the Dawson County website and the Georgia Procurement Registry by December 5, 2025 at 1:00PM. Any changes to the scope or terms of this solicitation will be issued via formal addendum.

Equal Opportunity Statement:

Dawson County is committed to providing equal opportunity for all businesses and does not discriminate on the basis of race, color, religion, sex, national origin, disability, or veteran status. This policy ensures that all segments of the business community have fair access to County procurement opportunities.

Please note that Dawson County does not guarantee a minimum or maximum value for this contract. We appreciate your interest in doing business with Dawson County and look forward to your participation.

Sincerely, Hanna Milford, Purchasing Manager

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Section I – General Overview

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) flash drives of the complete signed submittal must be received, at 2:30PM, be submitted in a sealed envelope stating on the outside the vendor’s name, address, RFP #490-25 Materials and Labor to Repair Veterans Memorial Park Pavilion and delivered to:

Dawson County Board of Commissioners Attn: Purchasing Manager 25 Justice Way, Suite 2223 Dawsonville, Ga 30534

Vendors 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. NOTE: Many express mail and delivery services do no guarantee overnight by noon to Dawson County.

Hand Delivery: Hand Delivery 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.dawsoncountyga.gov. If a sealed bid is delivered after 2:25PM on the day of the opening, deliver the package to the Purchasing Manager, in the Finance Conference Room, Suite #2322. No submission will be accepted after 2:30PM on the date listed above, at which time all company names and 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.

2. Contact Person

Vendors are encouraged to contact Hanna Milford, Purchasing Manager via email at hmilford@dawsoncountyga.gov 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 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 vendor’s submittal.

Vendors may not contact any elected official or other county employee to discuss the bid process or bid opportunities except through the Purchasing Manager named herein, or 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 vendor violating this provision.

3. Additional Information/Addenda

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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. Vendors should not rely on any representations, statements or explanations other than those made in this IFB or in any addendum to this IFB. Where there appears to be a conflict between the IFB and any addenda issued, the last addendum issued will prevail. Vendors are advised to check the website for addenda before submitting their bids.

Vendors must acknowledge an issued addenda by including the Addenda Acknowledgement with the submittal. Bids which fail to acknowledge the vendor’s receipt of any addendum may result in the rejection of the offer if the addendum contains information which substantially changes the Owner’s requirements. Absence of acknowledgement does not release the Bidder from being held to any changes/information released in the addenda.

4. 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 Bid not properly addressed and identified, and/or delivered to the proper designation.

5. Rejection of Bids/Cancellations 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 IFB at any time.

6. Minimum IFB Acceptance Period Submittals shall be valid any may not be withdrawn for a period of ninety (90) days from the date specified for receipt submittals.

7. Non-Collusion Affidavit By Submitting a response to this IFB, the vendor represents and warrants that such Bid 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 vendor has not directly or indirectly induced or solicited any other vendor to put in a sham Bid, or any other person, firm or corporation to refrain from submitting and that the vendor has not in any manner sought by collusion to secure to that vendor any advantage over any other vendor. By submitting a Bid, the vendor represents and warrants to that no official or employee of Dawson County Government has, in any manner, an interest, directly or indirectly in the Bid or in the contract which may be made under it, or in any expected profits to arise there from.

8. Cost Incurred by Vendors All expenses involved with the preparation and submission of the IFB to the Dawson County Board of Commissioners, or any work performed in connection therewith is the responsibility of the vendor(s).

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9. 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 name of firms responding to the RFP may be obtained from the County’s website www.dawsoncountyga.gov after the RFP due date and time state 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.

10. Open Records All materials submitted in connection with this RFP will be public documents and subject to the O.C.G.A. § 50-18-71, Open Records Act and all other laws of the State of Georgia; and the open records policies of Dawson County Board of Commissioners. All such materials shall remain the property of Dawson County and will not be returned to the respondent. Should you believe that your bid contains any trade secrets you must submit an affidavit, along with the bid/proposal, that states that specific portions of the bid/proposal contain trade secrets as defined by Georgia law (article 27 of Chapter 1 of Title 10 of the Official Code of Georgia). Furthermore; the affidavit must be detailed, citing specifically the portions of the bid/proposal containing any trade secrets. All such materials shall remain the property of Dawson County and will not be returned to the respondent.

11. 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/vendor from applicable sales taxes that may be required of them in relations to this project. Selected vendor will be provided with Dawson County’s Sales and Use Tax Certificate of Exemption number upon request.

12. Vendor Information

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

13. Insurance

Selected vendor will be required to provide a Certificate of Insurance as proof of liability and workman’s compensation insurance while under contract with Dawson County. Workman’s Compensation insurance should be as required by the State of Georgia. General Liability at a minimum should cover $1,000,000 per incident and automobile insurance of $500,000 combined single limit per accident for bodily injury, property damage. Dawson County Board of Commissioners shall be named as additionally insured for the project herein.

14. 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 (100%) performance bond. All bonds would be payable to

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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.

15. Anti-Discrimination Dawson County, in accordance with the 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 bidders that it will affirmatively ensure that n 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 bids in response to this Invitation to Bid 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 bids, all bidders 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 below apply.

During the performance of this contract, the contractor agrees as follows:

o The contract 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 contractor. The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

o The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

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

The contractor will include the provisions of 1 above in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

16. Georgia Security and Immigration Compliance Act

Vendors submitting a qualification package in response to this IFB 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.

17. Gratuities Dawson County acknowledges that it may be customary to provide gifts to employees or departments. However, it shall be unethical for any County employee involved in making

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It shall be unethical for any person to offer, give, or agree to give any Dawson County employee, or for any Dawson County employee to solicit, demand, accept, or agree to accept from any vendor or business, a gift or gratuity in any amount in exchange for any decision, approval, disapproval, or recommendation concerning a solicitation.

END OF THIS SECTION

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Section II – General Conditions

Dawson County Purchasing Department is soliciting sealed proposals from licensed, qualified vendors with demonstrated competence and experience to provide all labor and materials required to repair the wooden pavilion structure at Veterans Memorial Park.

Contract Period The term of a contract awarded as a result of this RFP shall be from award until final acceptance of the project by the County, which is to be forty-five (45) calendar days from the issuance of the Notice to Proceed letter, including ordering materials.

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 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 30 (thirty) days advance written notice.

Specifications

The awarded Contractor shall furnish all labor, materials, equipment, and permits necessary to repair the wooden pavilion at Veterans Memorial Park in accordance with the stamped engineering drawings provided herein.

Contractors must be qualified to perform the scope of work listed below. Qualifications include at a minimum five (5) years of experience in performing this type of work.

Contractor shall coordinate and schedule all site work with Owner, Engineer, and Dawson County Project Manager. Unfinished work areas shall be barricaded as required by Owner. Storage of equipment of placement of materials shall be coordinated with Project Manager.

Contractor shall be responsible for contacting Engineer concerning any discrepancies, changes in the installation, or difference of the on-site conditions.

Contractor shall be responsible for job site safety protection of pedestrians.

Contractor shall submit technical data sheets on all products for Owner’s/Project Engineer’s approval prior to installation.

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Scope of Work Submit for review shoring drawings that comply with the loads listed in the drawings Submit for review steel shop drawings and install joint strengthening galvanized steel plates as specified in drawings.

Install shoring Remove and replace portion of damaged bottom truss.

Seal bottom chord joints with Sika 2C Sealant Clean, prep, and apply wood sealer as specified in notes for all wood.

Clean, prime, and paint all exposed steel connectors Tighten all fasteners at Pavilion to snug tight condition and install missing anchors at base plates

Design Criteria

Truss Repair and Strengthening were designed in accordance with the International Building Code 2018 w/GA amendments and current OSHA, Federal, State, and Local Safety Regulations and Standards.

Risk Category: II Gravity Loads:

o Dead Loads (in addition to structure self-weight):

Roof: 10PSF o Live Loads (reduces as allowed by GA IBC):

Roof Live Load: 20PSF

Wind Loads:

o Basic Wind Speed: V=105 MPH o Allowable Design Wind Speed, V_ASH= 83 MPH o Exposure: B

Wood Construction

Wood Framing shall be Southern Pine, No. 1 or better and have minimum allowable bending stress per NDS.

All replacement wood shall be pressure treated Connections for structural wood framing members shall be hot dupped galvanized or approved equal.

Sealant shall be Sika 2C. Surface prepped and applied per manufacturer instructions.

Wood Coating

All wood shall be coated with Sherwin-Williams WoodScapes Premium Translucent Finish or with Sherwin-Williams WoodScapes Semi Transparent. Final color to be selected by Owner. Prep and apply per manufacturer specifications.

Contractor to ensure all rough-cut ends and drilled holes are coated.

Mock up to be approved by owner prior to widespread installation.

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Steel Construction Structural steel shall conform to ASTM A992, unless noted otherwise.

o Structural steel channels, miscellaneous plates and connection material shall conform to

ASTM A36

Thru bolts shall be ASM A325 and shall be hot dipped galvanized.

Steel plates shall be hot dipped galvanized.

The member sized, approximate lengths and dimensions are listed on the drawings; the actual member lengths shall be based on field dimensions verified by the Contractor.

Weld Electrodes: the weld electrodes used in structural welding shall conform to AWS A5.1 and

A5.5 specifications and have a minimum yield strength of 70KSI. Electrodes shall be as recommended by their manufacturers for the positions and other conditions of actual use.

All shop and field welding shall be performed in accordance with AWS D1.1-10 specifications by AWS Certified Welders. Contractor to submit current certification of all welders used on the project.

The fit-up of all structural steel components shall be within tolerances specified in the AWS and AISC specifications. All field weld shall be inspected by an AWS certified weld inspector prior to coating. Contractor shall provide safe access to inspection locations.

Sealant for the cove bead or flange joint shall be:

o SikaFlex-2C NS TG

All sealants shall be applied and cured according to manufacturer specifications.

Scheduling and Delivery The Contractor must provide the crew manned by the number necessary to complete the task

The Contractor will attend a pre-construction meeting with County staff to determine start date, timetable coordination and all other pertinent information.

Management Agent/Employees The Vendor shall assign a main point of contact that will be responsible for the project.

Each employee working on the project must be clearly identifiable with a company uniform and badge/work identification card.

Warranty All materials are to carry the warranty timeframe as stated provided by the Manufacturer of each material used during this project. The Contractor shall be responsible for any issues that may arise during this warranty period.

The labor is to be warrantied for one-year.

The bid is to contain contact information of the individual/firm who will be responsible for the warranty repairs

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Notice of Award The PC agrees that in the case of failure on his part to execute the said contract and the bonds within fifteen

(15) consecutive calendar days of receipt of a written Notice of Award from the County, the check of bid bond accompanying this bis, and the monies payable thereon shall be paid into the funds off the Owner as liquidated damagers for such failure, otherwise, the check or bid bond accompanying this proposal shall be returned to the undersigned.

Notice to Proceed The PC shall be 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 County Representative and/or the County Manager.

Retainage The PC shall be paid for work performed based upon satisfactory inspections and completion of the agreed upon draw schedule. Contractor’s fee will be paid on a Net 30 basis less 10% retainage.

Liquidated Damages The County and the PC recognize that time is of the essence with this project. The County and the PC 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 PC will agree that as liquidated damages for delay (but not as a penalty), the PC shall pay to the County Five Hundred and 00/100 (500.00) Dollars for each and every calendar day that expires after the agreed upon date of completion.

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 PC an amount then believed by the County to be adequate to recover liquidated damages applicable to such delays. If and when the PC overcomes the delay in achieving completion, or any part there, for which the County has withheld payment, the County shall promptly release to the PC those funds withheld, but not longer applicable, as liquidated damages.

Invoicing 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 others of discounts for payment less than 30 days, however.

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

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

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

Applications for payment should be sent via email to:

Matt Payne (Director of Parks and Recreation) at mpayne@dawsoncountyga.gov

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

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 Matt Payne 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 Proof of Licensing: Contractor 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.

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.

QUALIFICATIONS – OVERVIEW OF SUBMITTING PROCESS

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:

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 this project.

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.

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Tab B – Company Experience The proposer shall submit at least three (3), but no more than six (6), projects as examples of the Contractor’s past experience in performing and managing construction projects comparable in scope and complexity to the scope of work. The case studies shall describe projects completed within the past then (10) years, for which the Contractor served as the prime Construction PC, in the assembly and installation of systems of greater or equal magnitude and quality as that being specified herein. This experience relates to the officer performing the work and not the company on a national basis.

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 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 examples must describe the effectiveness of the described 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 PC’s experience working with the Subcontractors and/or Consultants required to be named, as described in the scope of work. 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 PC’s performance on each project.

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

The awarded PC must employ certified personnel capable of maintaining the system and providing reasonable service time.

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 PC and Subcontractor entities required to be names. The Proposer shall take appropriate and meaningful disciplinary measures against those who violate the terms of this provision.

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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 organizations; 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 the assigned project manager has as least five (5) years of practical experience involving project management of the same size and project. The project manager will be assigned to Dawson County for the duration of the project.

The County requires that the assigned project superintendent has at least five (5) years of practical experience in a construction superintendent role of the same size project. The project superintendent will be assigned to Dawson County for the duration of the project.

The County requires that the assigned project safety coordinator has at least four (4) years of practical construction experience. The safety coordinator must have completed a 30-hour OSHA Construction Industry Outreach Training Program and OSHA scaffold training.

The County requires that the assigned project quality assurance/quality control coordinator/inspector has at least four (4) years of experience in a similar role.

All personnel assigned to the project will be subject to the approval of the County and will be removed from this project by the PC upon written recommendation of the County’s contract contact.

Additionally, the PC 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 PC or Subcontractor:

o Georgia General Contractor’s Licenses o All other licenses that the Proposer wishes to submit

Tab E – Approach to Scope of Work Referencing the Scope of Work, 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 PC/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 individuals/firm’s understanding of the scope and challenges of the project; the PC’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 PC/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 an its update.

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

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Workforce plan for the project by phases, identifying the trades, types or percentages of work to be performed by the PC/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 construction team to include Subcontractors and Subconsultants.

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.

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 subcontractors, to complete the Scope of Work listed herein. Ideally, references should be government entities within Georgia. The following information for each reference shall be listed:

Name of government entity Address Contact person with Title Phone number of contact person Email Dates of services 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.

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Tab I – Sample of a Detailed Construction/Management Plan Proposers are to submit a sample of the detailed construction/management plan defining the necessary process and procedure which if fully implemented shall/will accomplish Dawson County’s objectives. The Management Plan shall include, but may not be limited to, the following:

Detailed staffing plan and support schedule Detailed maintenance and support plan Detailed transition/installation plan

Tab J – 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 for the enclosed scope of work. 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.

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 the below.

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

Company Background and Structure 20 Experience and Qualifications of Dedicated Staff 20 Project Understanding/Approach to Scope of Work 20 References 10 Price Proposal 30

TOTAL POINTS 100

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

18 | P a g e right to ace in its best interest in this determinations process, to waive all technicalities, and to select the most responsible and responsive provider.

Procedures and Miscellaneous Items

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.

All Proposers to this RFP shall indemnify and hold harmless the Dawson County 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 Proposer’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 Proposer for any costs or expenses incurred in connection with this RFP or otherwise.

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.

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.

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 PC responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other remedies which Dawson County may have.

By submitting a proposal, the proposer is certifying that they are not currently debarred from bidding on contracts by any entirety 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 an entity of the State of Georgia.

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 PC shall comply with the applicable federal. State, and local laws and regulations.

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.

Bonds Bid Bond – 5% Payment Bond – 100% Performance Bond – 100%

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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 PC 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 O.C.G.A. 13-10-90. The forms are provided with this RFP Package.

End of this Section

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Section III – General Terms Definitions Where used in the project manual, the following words and terms shall have the meanings indicated. The meanings shall be applicable to the singular, plural, masculine and feminine of the words and terms.

Acceptance Formal action of the Owner in determining that the Contractor's work has been completed in accordance with the contract and in notifying the Contractor in writing of the acceptability of the work.

Act of God A cataclysmic phenomenon of nature, such as a hurricane, earthquake, or abnormal flood. Rain, wind, high water, or other natural phenomenon which might reasonably have been anticipated from historical records of the general locality of the work shall not be construed as acts of God.

Addenda Supplemental written specifications or drawings issued prior to execution of the contract which modify or interpret the project by addition, deletion, clarification or corrections.

Bid Offer of a bidder submitted on the prescribed form setting forth the price or prices of the work to be performed.

Bidder Individual, partnership, corporation, or a combination thereof, including joint ventures, offering a bid to perform the work.

Contract The writings and drawings embodying the legally binding obligations between the Owner and the Contractor for completion of the work; Contract Documents attached to the Contract and made a part thereof as provided herein.

Contract Documents The Contract, Addenda (which pertain to the Contract Documents), Contractor’s Bid (including documentation accompanying the Bid and any post Bid documentation submitted prior to the Notice of Award), the Notice to Proceed, the Bonds, these General Conditions, the Special Conditions, the Specifications and Drawings, together with all Written Amendments, Change Orders, Work Change directives, Field Orders, and Drawing submittals.

Contract Drawings The drawings which show the scope, extent, and character of the work to be furnished and performed by the Contractor and which have been prepared and reviewed by the Engineer/Architect/Architect and are referred to in the Contract Documents.

Contract Price

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Amount payable to the Contractor under the terms and conditions of the contract. Based on the price given on the bidding schedule, with adjustments made in accordance with the contract. The base amount given in the bidding schedule shall be either a lump sum bid or the summation of the unit price bids multiplied by the estimated quantities set forth in the bid form.

Contract Time Number of calendar days stated in the contract for the completion of the work or portions thereof.

Contractor The individual, partnership, corporation, or combination thereof, including joint ventures that enter into the contract with the Owner for the performance of the work. The term covers subcontractors, equipment and material suppliers, and their employees.

Contractor's Plant and Equipment Equipment, material, supplies, and all other items, except labor, brought onto the site by the Contractor to carry out the work, but not to be incorporated in the work. The Owner will make available to the Contractor, for his plant, equipment and storage, only the area indicated on the Site Plan within the limits of the work.

The Contractor shall confine his operations to his allotted areas to avoid interference with the Building's normal and continued operation. The Contractor's and subcontractor's personnel shall not be permitted to park their cars on Owner's property except in the area designated for construction. The General Contractor shall see that this restriction is enforced.

Contract Technical Representative The day-to-day County Representative designated by the Owner.

County Owner.

Day Calendar day.

Defective An adjective which when modifying the word “work” refers to work, including but not limited to the furnishing of materials, that is unsatisfactory, faulty, deficient or performed in a non-workmanlike manner, in that it does not conform to or meet the requirements of the contract, any inspection, reference standard, test or approval referred to in the contract, or has been damaged prior to a recommendation of final payment.

Direct Action of the Owner by which the Contractor is ordered to perform or refrain from performing work under the contract.

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Directive Written documentation of the actions of the Engineer/Architect/Architect or the Owner in directing the Contractor.

Engineer/Architect Whenever the word “Engineer/Architect” and/or “Architect” is used in the contract, it shall be understood as referring to the Engineer/Architect/Architect of the Owner, or such other Engineer/Architect/Architect, supervisor, or inspector as may be authorized by the Owner to act in any particular area of the contract or an employee of the Owner.

Equipment Mechanical, electrical, instrumentation, or other device with one or more moving parts, or devices requiring an electrical, pneumatic, electronic, or hydraulic connection.

Furnish To deliver to the job site or other specified location any item, equipment, or material.

Herein Refers to information presented in the project manual.

Holidays Legal holidays designated by the Owner.

Install Placing, erecting, or constructing complete in place any item, equipment, or material.

May Refers to permissive actions.

Owner Commissioner of Roads and Revenue Dawson County, Dawson County Board of Commissioners, Dawsonville, Georgia.

Person The term, person, includes firms, companies, corporations, partnerships, and joint ventures.

Project The undertaking to be performed under the provisions of the contract.

Project Manual Those contract documents prepared for bidding and as amended by addenda.

Provide Furnish and install, complete in place.

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Punch List List of incomplete items of work and of items of work which are not in conformance with the contract. The list will be prepared by the Engineer/Architect when the Contractor (1) notifies the Engineer/Architect in writing that the work has been completed in accordance with the contract and (2) requests in writing that the Owner accept the work.

Shall Refers to actions by either the Contractor or the Owner and means the Contractor or Owner has entered into a covenant with the other party to do or perform the action.

Shown Refers to information presented on the drawings, with or without reference to the drawings.

Specifications That part of the contract documents consisting of written descriptions of the technical features of materials, equipment, construction system, standards, and workmanship. Titles of sections and paragraphs in these contract documents are introduced merely for convenience and shall not be taken as a complete segregation of the various unites of materials and labor.

Specify Refers to information described, shown, noted or presented in any manner in any part of the contract.

Submittals The information which is specified for submission to the Owner in accordance with this document.

Substantial Completion Sufficient completion of the project or the portion thereof to permit utilization of the project, or portion thereof for its intended purpose. Substantial completion requires not only that the work be sufficiently completed to permit utilization, but that the Owner can effectively utilize the substantially completed work.

Determination of substantial completion is solely at the discretion of the Owner. Substantial completion does not mean complete in accordance with the contract nor shall substantial completion of all or any part of the project entitle the Contractor to acceptance under the contract.

Substantial Completion Date Date shown on the certificate of Substantial Completion.

Will Refers to actions entered into by the Contractor or the Owner as a covenant with the other party to do…