RFPP 24026 Fire Department HAZMAT Truck and F.pdf

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DATE: October 6, 2023 TO: Equipment Vendors SUBJECT: Request for Price and Performance Proposal for “RFPP #24026 Fire Department HAZMAT

Truck and Four Pumpers”

You are invited to submit a Price and Performance Proposal for RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers for Athens-Clarke County Fire and Emergency Services of the Unified Government of Athens-Clarke County, Georgia. It is Athens-Clarke County’s intent to award to a single bidder providing the lowest overall pricing that can provide all items. The award will not be split into multiple awards.

Inquiries regarding this Request for Price and Performance Proposal (RFPP) should be made to Samantha Murray, Senior Buyer at (762) 400-6048 or e-mail Samantha.murray@accgov.com. Technical questions may be directed to Nate Moss, Battalion Chief, 700 College Ave, Athens, Georgia 30601, (706) 613-3360, or email: nate.moss@accgov.com.

The Request for Price and Performance Proposal (RFPP) documents may be obtained at Georgia Procurement Registry or Athens Clarke County or via written request to e-mail: accbids@accgov.com or fax: (706) 613- 1975. Include your company name, address, the point of contact, fax number and phone number with your written request.

Attached hereto are the general conditions, technical specifications, and submittal format.

The written requirements contained in this Request for Price and Performance Proposal (RFPP) shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this RFPP may result in rejection of the submittal by the Unified Government.

Submittals are to be sealed, marked with the offeror's name and address and labeled: RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers and delivered to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue Athens, GA. 30601

Not later than 3:00 P.M. ET, Thursday, November 16, 2023

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal receipt date. Please call (706) 613-3088 for more information for the hearing impaired. This service is in compliance with the Americans with Disabilities Act (ADA).

The Unified Government of Athens-Clarke County reserves the right to reject any and all submittals, to waive any technicalities or irregularities and to award contracts based on the highest and best interest of the Unified Government of Athens-Clarke County.

Jessica Beri Purchasing Administrator

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY (ACCGov) mailto:Samantha.murray@accgov.com mailto:nate.moss@accgov.com http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 mailto:accbids@accgov.com

TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PRICE AND PERFORMANCE PROPOSAL SUBMISSION

INSTRUCTIONS

II REQUEST FOR PRICE AND PERFORMANCE PROPOSAL OVERVIEW AND

PROCEDURES

III EVALUATION AND SELECTION PROCESS

IV MANDATORY PROPOSAL FORMS

A: ADDENDA ACKNOWLEDGMENT

B: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

C: TECHNICAL SPECIFICATIONS FOR HAZMAT TRUCK

D: TECHNICAL SPECIFICATIONS FOR FOUR PUMPERS

E: PRICE AND PERFORMANCE PROPOSAL FORM (MUST BE SUBMITTED

SEPARATELY IN A SEALED ENVELOPE)

F: PRICING EQUIPMENT FOR HAZMAT TRUCK (MUST BE SUBMITTED

SEPARATELY IN A SEALED ENVELOPE)

G: PRICING EQUIPMENT FOR FOUR PUMPERS (MUST BE SUBMITTED

SEPARATELY IN A SEALED ENVELOPE)

V OPTIONAL FORMS

VI LEASE PURCHASE FINANCING OPTION

VII DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S

E- VERIFY REQUIREMENTS

SECTION I - REQUEST FOR PRICE AND PERFORMANCE PROPOSAL

SUBMISSION INSTRUCTIONS

ALL DOCUMENTS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed price proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal, specifications, and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

Cover Letter: A brief cover letter of introduction and interest.

Table of Contents

Acknowledgment of Addenda: Include completed Acknowledgement of Addenda form, from Section IV, part A of this RFPP.

Georgia Security & Immigration Compliance (GSIC) Act Affidavit: Include a notarized copy of the GSIC Affidavit form for the contractor and all sub-contractors, from Section IV, part B of this

RFPP.

Technical Specifications and Scope of Work Please include from Section IV, part C

Price and Performance Proposal Form: Please include the completed Price and Performance Proposal Form from Section IV part D of this RFPP in a separately sealed paper copy of section V-D Price and Performance Proposal Schedule, in order that price may be evaluated separately. DO NOT include pricing or fees in any other format. Proposals that fail to keep pricing/fees confined to the separately sealed paper copy may be rejected.

Brochures: in the number of copies specified, shall be enclosed as part of the Mandatory requirement for performance evaluation.

Warranty: The offeror shall provide warranty information which complies with requirements set forth in the technical specifications.

Financing Options: The offeror shall provide any lease/purchase or financing options they are offering as a part of the proposal. Athens-Clarke County reserves the right to not utilizing offeror-supplied financing.

References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference.

OPTIONAL DOCUMENTS CHECKLIST: Section V, Part A

SUBMITTAL FORMAT: ALL bid copies must be submitted in a sealed envelope or container with the OUTER MOST Container stating the address, telephone number, the RFPP number and title RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers

If you have an ACCGov Vendor Number please include it on the sealed envelope or container. If you do not know your vendor number, please email: vendor@accgov.com. If you do not have a vendor number but you are awarded this RFP, you will be invited to submit your vendor registration per the following instructions:

https://www.accgov.com/DocumentCenter/View/88465.

Please Note: The ACCGov Vendor Number is not required to submit a proposal, and new vendor registrations will not be processed for bidding/proposal purposes only.

� One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing � One (1) paper copy of the signed proposal WITHOUT price � One (1) Separately Sealed USB Flash drive with copy of section IV-D Price and Performance

Proposal Form and section V-D Equipment Checklist Pricing � One (1) paper copy of section IV-D Price and Performance Proposal Form and section V-D

Equipment Checklist Pricing

ALL FILES SUBMITTED ON USB FLASH DRIVE

MUST BE IN A SINGLE PDF FILE.

mailto:vendor@accgov.com https://www.accgov.com/DocumentCenter/View/88465

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PRICE AND PERFORMANCE PROPOSAL

FOR

RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers

SECTION II - REQUEST FOR PRICE AND PERFORMANCE PROPOSAL OVERVIEW AND

PROCEDURES

A. PURPOSE

The Unified Government of Athens-Clarke County is soliciting a Request for Price and Performance Proposal for RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers in accordance with the attached specifications from responsible vendors.

B. INFORMATION TO OFFERORS

1. RFPP TIMETABLE

The anticipated schedule for the RFPP is as follows:

RFPP Available .........................................October 9, 2023 Deadline for submission of questions .........November 6, 2023 Submittal deadline .....................................3:00 P.M. ET, November 27, 2023 Proposal Valid Until: .................................April 1, 2024

2. PROPOSAL SUBMISSION

Proposal submission should contain, One (1) Paper copy of the complete signed proposal WITHOUT pricing, One (1) USB Flash Drive with a copy of the complete signed proposal WITHOUT pricing, and One (1) Separately Sealed paper copy of section IV-D Price and Performance Proposal Form, including brochures, must be received by 3:00 P.M. ET, November 27, 2023. Proposals must be submitted in a sealed envelope or container stating on the outside, the offeror's name, address, telephone number, and the RFPP number and title, RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue Athens, Georgia 30601

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. ET, Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County.

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address and envelope 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 offeror.

3. CONTACT PERSON

Offerors are encouraged to contact only the Buyer to clarify any part of this RFPP. The contact person for this RFPP is Samantha Murray, Senior Buyer at (762) 400-6048, fax (706) 613-1945 or Samantha.murray@accgov.com. It is requested that all questions that arise prior to the proposal due date 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 RFPP and also may result in the rejection of the offeror's submittal.

mailto:Samantha.murray@accgov.com

Any inquiries regarding technical aspects of this RFPP may be directed to Nate Moss, Battalion Chief, 700 College Ave, Athens, Georgia 30601, (706) 613-3360, or email:

nate.moss@accgov.com.

4. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date.

Offerors should not rely on any representations, statements or explanations other than those made in this RFPP or in any addendum to this RFPP. Where there appears to be a conflict between the RFPP and any addenda issued, the last addendum issued will prevail.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’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.

Offerors who obtain this Request for Price and Performance Proposal from Georgia Procurement

Registry or Athens Clarke County/Purchasing (http://www.athensclarkecounty.com/index.aspx?NID=375) or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued.

5. WITHDRAWAL OF PROPOSAL

An offeror may withdraw his proposal before the expiration of the time during which proposals may be submitted without prejudice to the offeror, by submitting a written request of withdrawal to the Purchasing Administrator.

6. LATE SUBMITTAL, LATE MODIFICATIONS, AND LATE WITHDRAWALS

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

7. REJECTION OF PROPOSALS

The Unified Government of Athens-Clarke County may reject any and all proposals and reserves the right to waive any irregularities or informalities in any proposal or in the submittal procedure.

Submittals received after said time or at any place other than the time and place as stated in the notice will not be considered.

8. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 130 days from the date specified for receipt of proposals.

9. AWARD OF CONTRACT

This is a past performance/product quality/price trade-off source selection in which competing offeror’s past and present performance history and product quality will be evaluated on a basis approximately equal to price. The Unified Government of Athens-Clarke County reserves the right to request best and final pricing from top offerors. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. If it is in Athens-Clarke County’s best interest, it may choose to partially award the project. The Unified Government of Athens-Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

10. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror 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 offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the offeror mailto:nate.moss@accgov.com http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the

Unified Government of Athens-Clarke County 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.

11. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

12. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of the proposal to the Unified Government of Athens-Clarke County, or any work performed in connection therewith is the responsibility of the offeror(s).

13. AMERICANS WITH DISABILITIES ACT (ADA)

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal due date. Please call (706) 613-3088 for more information for the hearing impaired. This service is in compliance with the Americans with Disabilities Act (ADA).

14. NOTICE OF PRICE COMPARISON

Athens-Clarke County will compare the price and performance offered under this solicitation with the State of Georgia contract to determine whether the price and performance offered under this solicitation or by the State contract is more economical. After completion of proposal evaluation, if price and performance under the State contract is determined to be more economical, this solicitation will be canceled and purchase will be made under the State contract.

15. PROPOSAL OPENING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry, or Athens Clarke County Bids (http://ga-athensclarkecounty.civicplus.com/Bids.aspx) or via email request to E-mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

16. PLACE OF PERFORMANCE

The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations, unless determined necessary by Athens-Clarke County solely. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

17. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate substantively from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Technical Specifications or in any contract between the parties covering subject matter thereof.

18. BRAND NAME OR EQUAL

(A) The item in the Price Proposal is identified as "brand name or equal," the Technical Specifications reflect the physical and performance characteristics and level of quality that will satisfy the Department's needs. (B) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must- (1) Meet the salient physical, https://ssl.doas.state.ga.us/PRSapp/PR_login.jsp http://ga-athensclarkecounty.civicplus.com/Bids.aspx http://ga-athensclarkecounty.civicplus.com/Bids.aspx http://ga-athensclarkecounty.civicplus.com/Bids.aspx mailto:accbids@accgov.com functional, or performance characteristic specified in the technical specifications; (2) Clearly identify the item by- (i) Brand name, if any; and (ii) Make or model number; and (3) Include descriptive literature such as illustrations or drawings. (c) The Unified Government of Athens- Clarke County will evaluate "equal" products on the basis of information furnished by the offeror.

The Unified Government is not responsible for locating or obtaining any information not identified or submitted with the offer. (d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the price schedule.

19. TAXES

The contractor will be provided with the Unified Government of Athens-Clarke County’s Sales and Use Tax Certificate of Exemption number upon request.

20. DELIVERY

Prices proposed shall include delivery and shall be F.O.B. Athens, Georgia.

21. CONTRACTOR'S INVOICE

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

SECTION III - EVALUATION AND SELECTION PROCESS

Evaluation criteria to be used to determine the acceptable performance proposals are:

1. Technical Specifications and Drawings (40 points per Scorer)

2. Price (20 points per Scorer)

3. Vendor Qualifications (10 points per Scorer)

4. Warranty Information (10 points per Scorer)

5. Financing Terms – 20 Percent of Grading

Price proposals for all acceptable performance proposals will be reviewed and evaluated by the selection committee. The selection committee will forward a recommendation for contract award to the Purchasing Administrator.

SECTION IV MANDATORY PROPOSAL FORMS:

A: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgment

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror’s receipt of any addenda will result in the rejection of the proposal if the addenda contained information which substantively changes the Owner’s requirements.

MANDATORY SUBMITTAL

B: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, are conditions of this Agreement for the physical performance of services.

If employing or contracting with any subcontractor(s) in connection with this Agreement, the Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with by O.C.G.A.

§ 13-10-91(b), as amended; such affidavit being in a form similar to and containing the same information as the form attached hereto; and

(2) To obtain such subcontractor affidavit(s) when the subcontractor(s) is retained. Contractor shall have such forms available for inspection and submit to the Owner if so requested by the Owner.

The failure of the Contractor to supply the affidavit of compliance at the time of the bid will be cause for the bid being deemed non-responsive. Failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended throughout the entire contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVITS ON FOLLOWING PAGES

CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

(effective July 1, 2013)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: _The Unified Government of Athens – Clarke County_Georgia________

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public My Commission Expires:

C: TECHNICAL SPECIFICATIONS

The Unified Government of Athens-Clarke County is requesting Price and Performance Proposals for RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers The vehicle(s) proposed shall be capable of meeting the following performance requirements in an effective and efficient manner for the Fire and Emergency Services.

The Unified Government of Athens-Clarke County reserves the right to determine whether substitutions or deviations will be acceptable when reviewing specifications on all equipment. All responses shall be answered “Yes” or “No” under the Offeror's response column. “No” answers shall include Offeror’s proposed substitution.

SEE ATTACHMENTS

D: PRICE AND PERFORMANCE PROPOSAL FORM

PRICE AND PERFORMANCE PROPOSAL FOR

RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers

1. Line Item Pricing

Item # Description Total Price Delivery Date 1a Apparatus - Hazardous Materials

Truck

1b Secondary Equipment – Hazardous Materials Truck

2 Apparatus – Engine #21 3 Apparatus – Engine #29 4 Apparatus – Engine #26 5 Apparatus – Engine #27 6 Secondary Equipment – Individual

Pumper

7 Secondary Equipment – Four Pumpers

2. Bulk Pricing (including any discounts for combined purchases)

a. ____________________ Total Price for Items 2 and 3

b. ____________________ Total Price for Items 1a, 2, and 3

c. ____________________ Total Price for Items 2, 3, 4, and 5

d. ____________________ Total Price for Items 1a, 2, 3, 4, and 5

e. ____________________ Total Price for Items 1a, 1b, 2, 3, 4, 5, 6, and 7

3. Price and Performance Proposal Expires on: ________ of _________, 2024

4. Leasing Pricing options for each of the above (If offered)

5. Offeror Info: Company:

Contact:

Address:

Phone: Fax:

Email:

Authorized Representative/Title (print or type)

Authorized Representative (Signature) Date

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in

RFPP #24026 Fire Department HAZMAT Truck and Four Pumpers if awarded.

SECTION VI - LEASE PURCHASE FINANCING OPTION

The Unified Government of Athens-Clarke County seeks optional lease-purchase financing. Any proposed lease-purchase financing option must comply with all the provisions of the Official Code of Georgia (O.C.G.A) Chapter 60, Title 36 and the minimum requirements as set forth below.

A. Lease Purchase Requirements:

1. O.C.G.A. Chapter 60, Title 36 will govern the lease-purchase agreement and that the elements of such an agreement must be set out in any lease-purchase agreement. O.C.G.A. Chapter 60, Title 36 also requires any proposed agreement, if for a term exceeding the current fiscal year of Athens-Clarke County, shall specify the following:

b. The amount of capital cost required to purchase the item(s) if paid for by cash,

c. The annual average effective interest rate and cost and,

d. The amount included in the payments for services, maintenance, insurance or other charges exclusive of the capital cost and interest cost.

2. The Unified Government of Athens-Clarke County reserves the right to use the lease purchase financing option deemed to be in the best interest of the Unified Government.

3. In the event that the amount to be financed must be changed prior to the execution of a financing agreement, the Unified Government reserves the right to use the responses to this request for price proposal to negotiate adjustments as needed to accommodate any changes occurring in the amount to be financed.

4. The financing proposal shall ensure that the Unified Government has the option to prepay in part or in full without any prepayment penalties.

5. The financing proposal shall include a schedule of payments that reflect the payment dates, payment amount, a principal portion, interest portion and concluding payment (balance).

6. The financing proposal shall indicate the annual percentage rate the Unified Government will be required to pay for the financing of the equipment specified herein.

7. The financing proposal shall identify all costs, such as legal fees, printing or other costs if any.

8. The financing proposal shall indicate who will serve as trustee if required or as applicable.

9. The financing proposal shall ensure that the contractual lease shall not be transferred or sold to any other financial institution or entity whose intent is to provide financial services.

10. The financing proposal shall include with the response to this Request for Price and Performance

Proposal a sample lease agreement form/contract for each option offered. All documentation shall be subject to the review and approval of the Unified Government of Athens-Clarke County’s legal counsel.

B. Lease Purchase Contract Period & Payment Terms:

1. The Lease Purchase contract period shall begin following the Mayor and Commission’s approval of the recommended proposal as finalized.

2. The lease shall be for a term of three years beginning after the contract award is approved by the Mayor and Commission of the Unified Government of Athens-Clarke County and the equipment has been delivered and accepted by the Unified Government.

3. The Unified Government of Athens-Clarke County’s obligations under the lease shall be subject to the provisions of O.C.G.A. 36-60-13 which requires that funds be budgeted or appropriated for lease payments during each fiscal year or be otherwise lawfully available. To remain in effect throughout its stated term, the lease agreement must be approved each fiscal year by the Mayor and Commission in connection with the approval of the Unified Government’s annual budget. The Unified Government’s fiscal year is the 12-month period beginning each July 1st. In the event funds for lease payments are not included in any fiscal year’s budget, the lease shall terminate, effective June 30th of the concluding fiscal year. The Unified Government agrees to use good faith effort in securing the availability of future funding for lease payments.

4. Payments for proposed and accepted insurance and services will be made following:

a. Delivery of the specified equipment and performance of equipment setup, certification and applicable maintenance to ready the equipment for its intended governmental use.

b.Receipt of annual invoices.

C. Lease Purchase Mandatory Requirements:

1. The term of this lease shall be a maximum of thirty-six (36) months.

2. Lease purchase payments shall be made once annually.

3. Interest rates shall be fixed for the term of the lease.

4. The Unified Government is exempt from all title, state and local sales taxes, as applicable.

5. The Unified Government shall be responsible for all routine maintenance and repairs not covered under the equipment factory warranty.

6. The Unified Government shall be responsible for tire replacement, purchase of gasoline and oil, physical damage to the equipment and for liability claims arising solely out of the use of the equipment.

7. Title to the lease purchased equipment shall pass to the Unified Government of Athens-Clarke County when the final lease payment is made at the end of the lease term.

8. Lease Purchase Price Proposal Form should include at a minimum:

a. Purchase price (capital cost)

b. Average annual effective interest rate

c. Interest cost

d. Other financing costs (detailed)

e. Payment schedule

f. Company name, address, telephone number, fax number, e-mail address, principal signature

g. Expiration of prices offered

h. The identity of leasing institution

SECTION VI - DOCUMENTS CHECKLIST:

� Cover Letter

� Table of Contents

� Business Information

� Qualifications and Experience

� References

� Financial Information and Documentation

� Other Relevant Information

Mandatory Proposal Forms: The Offeror must complete, execute and include with the proposal the following mandatory documents.

� Acknowledgement of Addenda

� Georgia Security & Immigration Compliance (GSIC) Act Affidavit

� Technical Specifications and Drawings Checklist

� Price and Performance Proposal Form

� Equipment List

� Equipment List Pricing

***** ATTACHMENTS UPLOADED AS SEPARATE FILES *****

ATTACHMENT A

What Your Business Needs to Know about Georgia’s E- Verify Requirements

(Effective July 1, 2013) E-Verify Contractor Requirements Georgia law, O.C.G.A. § 13-10-91, requires all businesses that contract with a public employer for labor or services by bid or by contract in which the labor or services exceed $2499.99 to sign an affidavit attesting that they are registered for and use E-Verify unless 1) the contractor has no employees (in which case they must present an approved state issued identification card/drivers’ license from an approved state as provided on the Attorney General’s website ) or, 2) the contract is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing and that individual is performing that service. Anyone your business subcontracts with for labor and services, as well as the subcontractors of your subcontractors, in furtherance of that contract is also subject to this requirement. E-Verify Contractor, Subcontractor, and Sub- Subcontractor affidavits can be found here.

E-Verify Private Employer Requirements Georgia law, O.C.G.A. § 36-60-6, requires all businesses, with more than 10 employees that are seeking an occupation tax certificate/business license or other document required to operate a business with a county or city to sign an affidavit attesting that they are registered for and use E-Verify. Businesses with 10 or fewer employees are required to sign an affidavit attesting that they are exempt from this requirement. Once a business has provided this affidavit to the county, all subsequent renewals can be provided with the submission of the E-Verify number, as long as it is the same number as provided on the affidavit, or assertion that your business is exempt. The county will provide the format in which renewal information is collected. E-Verify Private Employer and Exemption Affidavits can be found here.

What Is E-Verify?

E-Verify is a federal Web-based system that electronically verifies the employment eligibility of newly hired employees. It works by allowing participating employers to electronically compare employee information taken from the I-9 Form (the paper-based employee eligibility verification form used for all new hires) against records in the Social Security Administration's database and the records in the Department of Homeland Security immigration databases.

Where Do I Find My E-Verify Number?

The Human Resources Department for your business should have that information, if you have registered. The E-Verify number, which consists of four to six numerical characters, is located directly below the E-Verify logo on the first page of the memorandum of understanding (MOU) entered into between your business and the Department of Homeland Security (DHS) to use E-Verify.

What if I cannot locate or do not have access to my MOU?

If the HR director/program administrator for E-Verify from your business has taken the E-Verify tutorial, you may obtain your company ID number by: 1) Logging in to E-Verify with your assigned user ID and password;

2) From 'My Company,' select 'Edit Company Profile;' 3) The Company Information page will display the company ID number. If your HR director/ program administrator has not completed the tutorial, you must contact E-Verify Customer Support at 888-464-4218 or at E-Verify@dhs.gov for assistance.

Is the Federal Tax Identification Number/Employer Identification Number (EIN) the same as the E- Verify Number?

No. While you will be required to provide the Federal Tax Identification Number/EIN for your business to DHS in order to register for E-Verify, a separate number, which consists of four to six numerical characters, will be provided as the E-Verify number for your business by DHS, which will be located on the MOU.

How Do I Register for E-Verify? To register for E-Verify, please visit the DHS website. If you need assistance in completing the registration process or need additional information relating to E-Verify, call their customer service number at 1-888-464-4218, email them at E-Verify@dhs.gov or visit their website at http://www.dhs.gov/e-verify.