RFQ-Commercial Hotwater Heater

Upson County Board of Commissioners

Request for Quote

(“RFQ”) 2022001-1

Commercial Hot Water Heaters Replacement for Jail Facility February 28, 2022

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Contents

Contents Contents

Purpose

Specifications

Other Information

Package

Package

Bond and Insurance Requirements

Award of Contract

Notice to Proceed

Payments

Taxes

Other Important Information

NON-COLLUSIVE AFFIDAVIT

Contractor Affidavit under O.C.G.A. §13-10-91

SAVE Affidavit Required for Local Government That Must Be Executed by Anyone Entering Into A Contract With A Local Government

Upson County Board of Commissioners, 106 East Lee Street, Suite 110, Thomaston, GA 30286

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Purpose The Upson County Board of Commissioners is requesting quotes from qualified plumbing contractors to replace 4 commercial grade hot water heaters in the Upson County Jail Facility. This is a short notice request with a tight timeline. This is an RFQ with a required onsite visit. References made herein regarding bids are to be regarded as the same as quotes. However, more information beyond a typical quote on company letterhead is required.

Specifications The following are the specifications for the hot water heaters. Note: Interested plumbing contractors must schedule an onsite visit with Officer Daniel McChargue no later than the date set forth below.

Replace (4) 100 Gallon A.O. Smith 199k BTU water heaters with power vents, 2 upstairs and 2 in conference room.

Replace all dielectric unions and fittings going into the water heaters In conference room, repair all copper lines that are leaking – ¾” to 2” copper fittings and pipe.

Replace circulation pump in upstairs water heater room

Other Information Onsite visit 235 Aviation Drive

Thomaston, Georgia 30286 NLT – March 4,2022

Point of Contact Officer Daniel McChargue 706-975-5465

Timing and Delivery of NLT – March 11, 2022 Deliver by mail or email Address 106 East Lee Street, Attn: Allen Salter Thomaston, GA 30286

Email asalter@upsoncountyga.org PDF file Please

Package Package

a. Signed Copy Bid Pricing and Agreement Form -Attachment A

b. Include detail to support item (a.) such as pricing for labor and materials separately, include any other incidentals as necessary as well as cost for needed insurance and bond coverages

c. Any incidental costs such as travel, and lodging included within the total bid

d. Valid evidence of a business such as a license or incorporation documents

e. Signed and Notarized Copy of Non-Collusive Affidavit Form -Attachment B

f. Signed and Notarized Contractor Affidavit -Attachment C

g. Signed and Notarized Systematic Alien Verification for Entitlements (SAVE) affidavit -Attachment D

h. If you have not performed work for Upson County in the recent past, please provide at least 3 commercial references from other cities or counties where you have performed work or other commercial installations

i. Current W-9

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Bond and Insurance Requirements A Performance Bond, each in the amount of one hundred percent (100%) of the total contract amount, will be required of the successful bidder. Bonds must be written by an acceptable surety company licensed to do business in the State of Georgia and listed in the Department of Treasury, Circular 570, (latest edition.)

Insurance Requirements: Bidder shall be required to carry general liability insurance, workers compensation insurance and motor vehicle insurance as required by State laws.

Further if awarded a contract, the successful bidder shall procure and maintain insurance which shall protect the bidder and the County of Upson (as an additional insured} from any claims for bodily injury, property damage, or personal injury covered by the indemnification obligations set forth in the contract attached to this solicitation throughout the duration of the contract. The bidder shall procure and maintain the insurance policies described below at the bidder's own expense and shall furnish the County an insurance certificate listing Upson County as certificate holder and as an additional insured. The insurance certificate must document that the Commercial General Liability insurance coverage purchased by the bidder includes contractual liability coverage applicable to the contract. In addition, the insurance certificate must provide the following information: the name and address of the insured; name, address, telephone number and signature of the authorized agent; name of the insurance company (authorized to operate in Georgia); a description of coverage in detailed standard terminology (including policy period, policy number, limits of liability, exclusions and endorsements); and an acknowledgment of notice of cancellation to the State Entity.

The bidder is required to maintain the following insurance coverage's during the term of the contract:

1) Workers Compensation Insurance (Occurrence) in the amounts of the statutory limits established by the General Assembly of the State of Georgia (A self-insurer must submit a certificate from the Georgia Board of Workers Compensation stating that the supplier qualifies to pay its own workers compensation claims.) In addition, the bidder shall require all subcontractors occupying the premises or performing work under the contract to obtain an insurance certificate showing proof of Workers Compensation Coverage with the following minimum coverage:

Bodily injury by accident - per employee $100,000 Bodily injury by disease - per employee $100,000 Bodily injury by disease - policy limit $100,000

2) Commercial General Liability Policy with the following minimum coverage:

Each Occurrence Limit $1,000,000 Personal & Advertising Injury Limit $1,000,000 General Aggregate Limit $2,000,000 Products/Completed Ops. Aggregate Limit $2,000,000

3) Automobile Liability

Combined Single Limit $1,000,000

The foregoing policies shall contain a provision that coverage afforded under the policies will not be canceled, or not renewed or allowed to lapse for any reason until at least thirty (30) days prior written notice has been given to the County. Certificates of Insurance showing such coverage to be in force shall be filed with the County prior to commencement of any work under the contract. The foregoing policies shall be obtained from insurance companies licensed to do business in Georgia and shall be with companies acceptable to the County, which must have a minimum A.M. Best rating of A-. All such coverage shall remain in full force and effect during the term and any renewal or extension thereof.

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Within ten (10) business days of award, the awarded bidder must procure the required insurance and provide the County with two (2) Certificates of Insurance. Certificates must reference the contract number. The bidder's submitted pricing must include the cost of the required insurance. No contract performance shall occur unless and until the required insurance certificates are provided.

Award of Contract The contract, if awarded, will be awarded to the most responsive and responsible bidder who demonstrates the greatest value and benefit to County. Upson County reserves the right to accept, award and/or reject any and/or all bids, in whole or in part, and waive any technicalities or irregularities. This contract will not be awarded solely on the basis of cost.

Upson County Government, at its sole discretion, following an objective evaluation, will award this contract to the lowest responsible, responsive contractor that submits the best overall bid based on their ability to meet and exceed these minimum specifications.

The County reserves the right to determine the lowest responsive, responsible contractor on the basis of an individual item, groups of items, or any way determined to be in the best interest of Upson County.

Award shall be based on but not limited to the following factors (where applicable): (a) adherence to all conditions and requirements of the specifications; (b) price; (c) overall quality of the product; (d) qualifications of the Contractor, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (e) delivery or completion date; (f) maintenance costs and warranty provisions.

The successful bidder will be required to sign a Service Provider Contract before any notice to proceed is given.

See Attachment E for sample contract.

Notice to Proceed The successful bidder shall not commence work under this invitation to bid until duly notified by receipt of contract signed as executed by the Board of Commissioners or their designee.

Administration

The Project will be administered by Officer Daniel McChargue, Upson County Facilities Director, or his designee being the main point of contact or "Project Manager" for all questions during the project.

Payments The Contractor shall be paid for work performed based upon satisfactory inspections and completion of items included on the . All invoices will be submitted to Officer Daniel McChargue for verification. After confirmation, Officer McChargue will approve invoices for payment. Accounts payable will administer check payment.

Payment terms are Net 30.

Taxes Upson County Government is tax exempt. No sales tax will be charged on any products or services. Upson County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relation to this project. Selected vendor will be provided with Upson County's Sales and Use Tax Certificate of Exemption upon request.

Hold Harmless

All respondents to this RFQ shall hold harmless the Upson County Board of Commissioners, and any of

5 | P a g e their officers and employees from all suits and claims alleged to be a result of this RFQ. The issuance of this RFQ constitutes only an invitation to submit bids. The Upson County Board of Commissioners reserves the right to determine, in its sole discretion, whether any aspect of a respondent's submittal meets the criteria in this RFQ. The Upson County Board of Commissioners also reserves the right to seek clarifications, to negotiate with any vendor 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 RFQ is withdrawn, or the project canceled for any reason, the Upson County Board of Commissioners shall have no liability to any respondent for any costs or expenses incurred in connection with this RFQ or otherwise.

Other Important Information Upson County will not be bound by or be responsible for any interpretations or conclusions drawn from this RFQ. All questions or requests for clarification can be addressed through Daniel McChargue . Any questions the County feels are pertinent to all interested bidders will be posted on the Georgia Procurement Registry. All oral communications shall be considered unofficial and non-binding.

In addition, the County assumes no responsibility for conclusions or interpretations derived from technical and background information presented in this RFQ, or otherwise distributed or made available during this procurement process.

The County will not be bound by or be responsible for any explanation, interpretation or conclusions of this RFQ or any documents provided by the County other than those given in writing by the County through the issuance of addenda.

It is the full responsibility of the bidder to thoroughly investigate the needs/requirements of the County not necessarily assumed in this RFQ.

Questions regarding the RFQ should first be directed to Officer Daniel McChargue. Questions concerning the quote package, can be directed to Allen Salter.

H. Allen Salter, CPA Upson County Board of Commissioners Director of Finance and Special Projects Phone: 706-646-5438 Email: asalter@upsoncountyga.org mailto:asalter@upsoncountyga.org

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ATTACHMENT A–BID PRICING FORM

Hot Water Heater Replacement

BID PRICING FORM

TOTAL BID: $

The undersigned contractor states by execution of this form that it has adequately considered the requirements of this RFQ and acknowledges that it understands and accepts, other than those listed as “Exceptions", all of the conditions, requirements and specifications.

Company Name

Authorized Representative Signature Date

Title of Authorized Representative

Printed Name of Authorized Representative

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ATTACHMENT B-NON-COLLUSIVE AFFIDAVIT

NON-COLLUSIVE AFFIDAVIT

STATE OF Georgia Upson County

,being first duly sworn, deposes

And says, That he/she is (a partner or officer of the firm of, etc.)

The party making the foregoing proposal or bid, that such proposal or bid is genuine and not collusive or sham;

that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against County of Upson, Georgia or any person interested in the proposed contract; and that all statements in said proposal or bid are true.

Signature of

Bidder

Subscribed and sworn to before me

This day of, 2022.

My commission expires:

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ATTACHMENT C-CONTRACTOR AFFIDAVIT

Contractor Affidavit under O.C.G.A. §13-10-91

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 County of Upson, 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:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Hot Water Heater Replacement for Jail, Upson County Board of

Commissioners Name of Project /Name of Public Employer

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

Executed on , 2022 in Upson County, Georgia

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 ,2020 .

NOTARY PUBLIC

My Commission Expires:

ATTACHMENT D-SAVE AFFIDAVIT

SAVE Affidavit Required for Local Government That Must Be Executed by Anyone Entering Into A Contract With A Local Government

STATE OF GEORGIA

Upson County

By executing this affidavit under oath, as an applicant for Upson, County Georgia contract as referenced in O.C.G.A.

§ 50-36-1 and the August 1, 2012, “Report of the Attorney General on Public Benefits”, I am stating the following with respect to my ability to enter into a contract with Upson County:

[Name of natural person applying on behalf of individual, business, corporation, partnership or other private entity]

1) I am a United States citizen

OR

2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20.

This day of , 20 .

Signature of Applicant:

Printed Name:

Alien Registration number for non-citizens: *

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF

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