RFQ 2023_1120 LBP Inspection Services.pdf

CITY OF HARTWELL

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 1 of 13

REQUEST FOR QUOTATION RFQ No. 2023-1120

LEAD-BASED PAINT TESTING & INSPECTION SERVICES

Date: November 20, 2023

GENERAL PROVISIONS FOR REQUEST FOR QUOTATIONS

A. PURPOSE:

The City of Hartwell, Georgia has received funding from the U.S. Department of Housing and Urban Development and the State of Georgia’s Community HOME Investment Partnership (CHIP) Program to perform single-family housing rehabilitation services to homes in the Rome and Richardson Neighborhood of Hartwell.

The City is requesting quotes from qualified vendors to provide lead-based paint testing and inspection services to residential properties for the housing rehabilitation program as specified herein within the boundaries of Hartwell, Georgia. These services will be utilized on an “as needed" basis.

B. QUOTATION SUBMITTAL DATE:

One (1) original signed and completed quotation must be sealed and clearly marked and submitted no later than 3:00 P.M. ON THURSDAY, DECEMBER 21, 2023 to the following address: City of Hartwell, 456 E. Howell Street, Hartwell, GA 30643, Attn: Jason Ford. The outside of the envelope shall plainly identify quotation by: RFQ No. 2023-1120, Title of Solicitation, and RFQ Due Date. Submittals received after this deadline will not be considered.

The City reserves the right to award this project or to reject any and all quotations; whichever is in the best interest of the City.

C. QUESTIONS ABOUT THE RFQ:

Communication concerning this solicitation must take place in writing. Any questions must be addressed via email to Laurin Yoder, lyoder@gmrc.ga.gov. Questions and requests for clarification must be received by 4:00 p.m. on Thursday, December 14, 2023.

D. TERM OF CONTRACT:

1. It is requested that bidders quote fixed prices that will be guaranteed to the City of Hartwell for an initial period of two (2) years. The City of Hartwell reserves the right to exercise the option to renew annually (subject to the appropriation of funds), not to exceed a maximum of three (3) additional twelve (12) month periods. Annual renewals will be based on the successful bidder agreeing to the same terms and conditions. Notice of intent to renew will be given to the contractor in writing by the City Manager ninety (90) days prior to the contract expiration date. Contract renewal shall be based on satisfactory performance; mutual acceptance; and determination that the contract is in the best interest of the City.

2. Contract pricing shall remain fixed for the initial two (2) year term of the contract. After the initial term, the contractor may request an adjustment to the contract price by submitting a fully documented request (i.e., documentation from manufacturers illustrating the necessity to implement price increases). Request for price increases, without documentation, shall not be considered. Such price adjustment shall not exceed a five percent (5%) increase. The using department(s) and the City Manager will review the request and shall approve or disapprove the increases based on budget constraints and other price comparisons.

If for any reason the contractor has a price increase that exceeds five percent (5%), the price increase will be evaluated on a case-by-case basis. The City and the Contractor will have the option to discuss and make adjustments to the requested increase. If either party declines approval of the mailto:lyoder@gmrc.ga.gov

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 2 of 13 adjustments, the contract will be considered cancelled on the scheduled expiration date of the contract.

E. TERMINATION OF CONTRACT:

1. Termination for Convenience: For the protection of both parties, either party giving thirty (30) days prior notice in writing to the other party may cancel this contract.

2. Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the City Manager may notify the contractor in writing of the delay or nonperformance and if not cured within ten (10) days or any longer time specified in writing by the City Manager, such Manager may terminate the contractor’s right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform.

In the event of termination in whole or in part, the City Manager may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the City Manager. The contractor will continue performance of the contract to the extent it is not terminated and will be liable for excess costs incurred in procuring similar goods or services.

F. TIME FOR CONSIDERATION:

Due to the evaluation process, quotations must remain in effect for at least 90 days after due date.

G. METHOD OF AWARD:

Award of this contract will be made to the responsive, responsible bidder(s) who submit the lowest price for the services listed in this solicitation.

H. PAYMENT:

The city’s standard payment term is usually net 30 days, after successful receipt of goods or services.

Payment may take longer if the invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or invoice is in dispute.

I. RESPONSE TIME:

• Lead-Based Paint Testing and Inspection Services shall be completed within twenty (20) days after notification.

• Written & Visual Assessment Reports will be completed within ten (10) days following the inspection and assessment of rehabilitative structures.

• Clearance exam within two (2) days following completion of testing.

• Written Assessment will be completed within ten (10) days following clearance inspection.

J. ADDITIONS/DELETIONS OF FACILITIES:

Although this solicitation and resultant contract identifies specific lab test to be performed, it is hereby agreed and understood that additional tests may be added or deleted to/from at the option of the City.

Under these circumstances, a City representative will contact the vendor to obtain price quotes for the

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 3 of 13 additional lab tests. The City reserves the right to award these additional services to the awarded bidder or to acquire prices through a separate solicitation.

K. SITE INSPECTION:

The successful bidder will be required to visit the site of the proposed work and to become familiar with any conditions which may in any manner affect the work to be done or affect the equipment, materials and labor required. The vendor is also required to examine carefully the drawings and specifications and be thoroughly aware regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowances will be made because of lack of knowledge of these conditions.

L. INSURANCE:

Bidders must submit with their quotation, proof of insurance meeting or exceeding the following requirements if awarded the contract:

• Worker’s Compensation Insurance – as required by law

• Employer’s Liability Insurance - $1,000,000 per occurrence

• General Liability Insurance - $1,000,000 per person and $1,000,000 per accident for bodily injury

• Automobile Liability Insurance - $50,000 per occurrence, $50,000 per accident for bodily injury and $50,000 per accident for property damage

The limits shown are minimum limits. The bidder may submit a Certificate of Insurance with the quotation.

The successful bidder must submit, no later than ten (10) days after award and prior to commencement of any work, a Certificate of Insurance naming the City of Hartwell as additional insured.

M. INDEMNITY & HOLD HARMLESS AGREEMENT:

The successful respondent covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the “City”) from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the successful respondent’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by this agreement.

N. BIDDER QUALIFICATIONS:

In order for quotations to be considered, bidders must submit with their quotations, evidence that they are qualified to satisfactorily perform the specified work. Evidence shall include all information necessary to certify that the bidder: possess the required business licenses and certifications from the State of Georgia, maintains a permanent place of business; has technical knowledge and practical experience in the type of equipment included in this scope of work. All personnel must be state certified at the time quotation is submitted.

1. State of Georgia Certified Lead-Based Paint Activities Firm

2. State of Georgia Lead-Based Paint Inspector/Risk Assessor, Lead Hazards Certification

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O. TESTING LABORATORY QUALIFICATIONS:

Testing shall be conducted by laboratories licensed and/or certified for the testing requested. Bidders shall submit copies of laboratories licensed and certifications with their proposals.

1. Environmental Protection Agency (EPA) Lead-Safe Certified.

P. DISADVANTAGED BUSINESS ENTERPRISE CLAUSE:

Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this RFQ and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract.

Q. NON-DISCRIMINATION CLAUSE:

The successful vendor will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.

R. CONFLICT OF INTEREST:

1. The bidder declares and certifies that no officer, employee or person whose salary is payable in whole or part from the City is directly or indirectly interested in this proposal or in the supplies, materials, equipment or services to which it relates or in any portion of the profits thereof; or

2. All Proposers must disclose with their proposal the name of any officer, director or agent who is also an employee of the city. Further, all Proposers must disclose the name of the City employee who owns, directly or indirectly, an interest of ten (10) percent or more in the Proposer’s firm or any of its’ branches.

S. SUB-CONTRACTORS QUALIFICATIONS:

Should the offeror intend to subcontract all, or any part of the work specified, names and addresses of subcontractors must be provided in the quotation response. The offeror shall be responsible for subcontractors’ full compliance with the requirements of the RFQ specifications. The competency of the Subcontractor(s) with respect to experience, skill, responsibility, and business standing shall be considered by the City when making the award in the best interest of the City.

If awarded the contract, payments will only be made to the offerors submitting the proposal. The City of Hartwell will not be responsible for payments to subcontractors.

T. TAXES:

The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec.

48-8-3. Federal ID No. 58-6000590.

U. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACTI

Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program.

If a supplier is providing services under a contract with a total compensation amount of $2,500 or

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 5 of 13 greater, (even if such services will be performed outside of the State of Georgia), the City of Hartwell requires a notarized affidavit from the supplier attesting to the following:

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

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

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

4. The affiant 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 same information required by subparagraphs (A), (B), and (C) of this paragraph.

Additional information regarding the State’s E-Verify requirements can be found at:

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf. A completed, notarized E- Verify Affidavit must be included with sealed quotation; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration.

V. FEDERAL, STATE, LOCAL LAWS:

All respondents will comply with all Federal, State and Local laws, ordinances, rules, and regulations relative to conducting business in Hartwell, Georgia and performing the prescribed service. Ignorance on the part of the respondent shall not, in any way, relieve the respondent from responsibility for compliance with said laws and regulations or any of the provisions of these documents.

W. GOVERNING LAW:

The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance.

X. PUBLIC INFORMATION:

All information and materials submitted will become the property of the City of Hartwell; and shall be subject to the provisions of the Georgia public records law. If awarded the contract, the quotation submission, in its entirety, will be included as part of the contract documents and filed, as public record, with the City Clerk.

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 6 of 13

RFQ No. 2023-1120 LEAD-BASED PAINT TESTING & INSPECTION SERVICES

DETAILED SPECIFICATIONS AND SERVICE REQUIREMENTS

I. PURPOSE:

The intent of this bid is to establish a contract for lead-based paint testing and inspection services to residential buildings within the boundaries of the City of Hartwell. All testing services will be in compliance with the requirements of HUD and the State of Georgia.

II. SCOPE OF WORK:

The contractor(s) shall provide all necessary labor, supervision, and materials required to perform thorough services of structures, which may contain lead-based paint as stated in Subject 391-3-24 Lead-Based Paint Hazard Management of the Rules and Regulations of the State of Georgia. The information is available on the Secretary of States website: https://rules.sos.ga.gov/gac/391-3-24.

The contractor(s) shall perform the following services:

1. Thoroughly inspect and test each structure, at the request of the City, to provide a written and visual assessment report and cost estimate for lead-based paint testing.

2. Prepare the Written & Visual Lead-Based Paint Assessment Reports. The Contractor shall be able to provide the City of Hartwell with a thorough written report and cost analysis for each structure tested.

III. FREQUENCY:

On average, the City expects to perform a minimum of fifteen (15) rehabilitation projects per year over the next five (5) years. The average single-family home is approximately 1,200 square feet. Services will be requested on an “as needed” basis.

IV. SAFETY PRECAUTIONS:

The successful Bidder shall maintain all necessary safeguards for the protection of the selected Bidder's employees, City personnel, and the general public; including, but not limited to, posting danger signs, and other warnings against hazards as is prudent and/or required by law to protect the public interest. All damage, injury or loss to persons and/or property caused, directly or indirectly, in whole or in part, by the successful Bidder's employees, or anyone directly or indirectly employed by said parties shall be remedied by the successful Bidder.

V. EMPLOYEES:

The successful bidder shall be responsible for the appearance of all working personnel assigned to the project (clean and appropriately dressed at all times). Personnel must be able to supply proper identification at all times.

All employees of the bidder shall be considered to be at all times the sole employees of the bidder, under the bidder’s sole direction, and not an employee or agent of the City. The bidder shall supply competent and physically capable employees and the City may require the bidder to remove any employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose presence on work site is not in the best interest of the City. The city shall not have any duty to implement or enforce such requirements.

https://rules.sos.ga.gov/gac/391-3-24

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 7 of 13

V. ERRORS AND OMMISSIONS

If, due to an error or omission in the scope of this contract, a particular process or responsibility is omitted, it shall be the responsibility of the contractor to bring the omission to the attention of the City.

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 8 of 13

COST PROPOSAL

Deliver Quotation to:

CITY OF HARTWELL RFQ No. 2023-1120 Attn: Jason Ford Title: Lead-Based Paint Testing 456 E. Howell Street & Inspection Services Hartwell, GA 30643

Company Name:

Mailing Address: License No:

City, State, Zip: Company Established Date:

Phone: Mobile: Email:

FEIN: UEI:

Contact Person:

We, the undersigned, have examined all of the specifications and are informed fully in regard to all conditions pertaining to the scope of services to be provided in accordance with the proposal documents.

We agree to furnish all necessary materials, equipment, labor, supervision etc. required to perform said work. Our cost proposal is as follows:

Cost proposal to be based on an estimated 1,200 square foot home

1 Lead-Based Paint Inspection w/Report $ Per house

2 Lead-Based Paint Written & Visual Assessment w/Report and Cost Estimate $ Per report

3 Lead Based Paint Clearance Testing w/Report $ Per house

Proposer shall delineate, on a separate sheet of paper any additional costs associated with these services.

Lead-Based Paint Testing and Inspection Services shall be completed within twenty (20) days after notification.

Written & Visual Assessment Reports will be completed within ten (10) days following the inspection and assessment of rehabilitative structures.

Clearance exam within two (2) days following completion of testing.

Written Assessment will be completed within ten (10) days following clearance inspection.

I certify that this quotation is made without prior understanding, agreement, or connections with any corporation, firm, or person submitting a quotation for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this quotation and certify that I am authorized to sign this quotation for the vendor.

Authorized Signature Print Name Title

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 9 of 13

REFERENCES/WORK HISTORY

Provide at least five (5) clients for whom the firm has provided the same or similar services. Include company name, contact name, address, phone number, email address, date contract began/ended, description of services.

Contract Start Date:

Contract End Date:

Address:

Contact:

Phone:

Email:

Description of Services:

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Authorized Signature:

Print Name:

Title:

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 11 of 13

LIST OF SUBCONTRACTORS

The Undersigned states that the following is a full and complete list of the proposed subcontractors on this Project and the class of work to be performed by each, and that such list will not be added to nor altered without written consent to the City through the City Representative.

SUBCONTRACTOR AND ADDRESS CLASS OF WORK TO BE PERFORMED

(1)

(2)

(3)

(4)

(5)

(6)

(7)

DATE VENDOR NAME:

BY:

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 12 of 13

CONTRACTOR AFFIDAVIT

E-VERIFY / GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of City of Hartwell 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 applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor 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:

Company ID Number (numerical, 4-7 digits) Date of Authorization **See https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES to access your E-Verify Company Identification Number.

Name of Contractor

Lead-Based Paint Testing & Inspection Services (Annual Contract); RFQ No. 2023-1120 Name of Project

City of Hartwell Name of Public Employer

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

Executed on , 20 in (city), (state).

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 , 20 .

NOTARY PUBLIC

My Commission Expires:

A properly completed, notarized E-Very Affidavit must be included with sealed quotations; failure to do so will render the firm’s quotation non-responsive and ineligible for further consideration.

https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES

RFQ No. 2023-1120 Lead-Based Paint Testing & Inspection Services Page 13 of 13

QUOTATION SUBMISSION CHECKLIST

REQUEST FOR QUOTATION RFQ No. 2023-1120

LEAD-BASED PAINT TESTING & INSPECTION SERVICES

� 1. Transmittal Letter Transmittal letter shall introduce the applicant/business, describe the ownership, include complete address, phone and fax numbers (if applicable), and include the name and email address of contact person(s) during this proposal process. Include a statement to the effect that the proposal is binding for at least 90 days from the proposal due date. An authorized agent of the business must sign the transmittal letter.

� 2. Affidavit for E-Verify/GSIC

� 3. References/Work History Form

� 4. Cost Proposal Form

� 5. Business Requirements

� W-9 Form Page 1 (https://www.irs.gov/pub/irs-pdf/fw9.pdf)

� Business License

� State of Georgia Lead-Based Paint Firm Certification

� State of Georgia Lead-Based Paint Inspector/Risk Assessor, Lead Hazards Certification

� Certificate of Insurance

One (1) original signed and completed quotation must be sealed and clearly marked and submitted no later than 3:00 P.M. ON THURSDAY, DECEMBER 21, 2023 to the following address: City of Hartwell, 456 E. Howell Street, Hartwell, GA 30643, Attn: Jason Ford. The outside of the envelope shall plainly identify quotation by: RFQ No. 2023-1120, Title of Solicitation, and RFQ Due Date.

Submittals received after this deadline will not be considered.

The City reserves the right to award this project or to reject any and all quotations; whichever is in the best interest of the City.

https://www.irs.gov/pub/irs-pdf/fw9.pdf