SB008_26Inv.pdf

October 13, 2025

INVITATION TO BID

SB008-26

The City of Lawrenceville is soliciting competitive sealed bids from qualified contractors for On-Demand Installation of New Gas Mains and New Gas Services on an Annual Contract with four (4) renewal options for the Lawrenceville Gas Department.

Sealed bids will be received by the Lawrenceville Purchasing Office, 70 S. Clayton Street, Main Level, Room M46A, Lawrenceville, Georgia 30046 until 2:00 P.M. local time on Tuesday, November 18, 2025 and then publicly opened and read aloud. Any bid received after 2:00 P.M. will not be accepted. Bid envelope should be marked on the outside with Bid Number, name of Bidder, date and time of opening and utility contractor’s license number.

Questions regarding bids should be directed to Chris Duncan, Buyer, at chris.duncan@lawrencevillega.org or by calling 678-407-6421, no later than 2:00 P.M. on Tuesday October 28, 2025. Bids are legal and binding upon the bidder when submitted.

Successful contractor will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department, and must have an A.M. Best rating of A-5 or higher.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the contractor submitting the lowest responsive and responsible bid. The City of Lawrenceville reserves the right to reject any or all bids to waive technicalities, and to make an award deemed in its best interest. Bids may be split or awarded in entirety.

We look forward to your bid and appreciate your interest in the City of Lawrenceville.

Chris Duncan, CPPB Buyer

The following pages should be returned in duplicate as your bid: Bidding Form, Pages 8-10 Contractor Affidavit, Page 11 References, Page 12 Sub-Contractor list, Page 13 mailto:chris.duncan@lawrencevillega.org

SB008-26 Page 2

1. Scope of Work: This is a demand service contract for labor and equipment to supplement the City of

Lawrenceville’s Gas Department workforce and will be used on an “as needed” basis. The materials will be supplied by the Lawrenceville Gas Department. The work to be performed by the Contractor consists of but is not limited to the installation of new 2, 4, and 6-inch plastic gas mains and new plastic gas service lines 1/2 through 4-inch. The work consists of, but is not limited to the following major items:

1. Installation of 4-inch polyethylene gas main

2. Installation of 2-inch polyethylene gas main

3. Installation of 6-inch polyethylene gas main

4. Installation of 4-inch polyethylene gas main by bore

5. Installation of 2-inch polyethylene gas main by bore

6. Installation of 6-inch polyethylene gas main by bore

7. Installation of 2-inch polyethylene gas valve

8. Installation of 4-inch polyethylene gas valve

9. 2-inch polyethylene main tie-in, test, and purge

10. 4-inch polyethylene main tie-in, test, and purge

11. 6-inch polyethylene main tie-in, test, and purge

12. 2, 4, and 6-inch tap, stop or bottom-out steel tie-in

13. ½, 3/4, 2, and 4-inch long and short side service tap and tie over

14. Installation of ½-inch polyethylene service with or without excess flow valve from main to riser including tap -short side

15. Installation of ½-inch polyethylene service with or without excess flow valve from main to riser including tap -long side

16. Installation of ¾-inch polyethylene service with or without excess flow valve from main to riser including tap -short side

17. Installation of ¾-inch polyethylene service with or without excess flow valve from main to riser including tap -long side

18. Installation of 2-inch polyethylene service from the main to the riser, short side

19. Installation of 2-inch polyethylene service from the main to the riser, long side

20. Installation of 4-inch polyethylene service from the main to the riser, short side

21. Installation of 4-inch polyethylene service from the main to the riser, long side

22. Adder for service lines over 500 feet long

23. Installation of ¾-inch Dual Pressure service, short side

24. Installation of ¾-inch Dual Pressure service, long side

25. Installation of service valves (all sizes)

26. Installation of temporary erosion control measures as required

27. Seeding and restoration of disturbed areas (if sod is necessary Contractor will supply)

28. Placement of pipe locate marker/locate stations

29. Repair of asphalt/concrete cuts

30. Repair of road cuts to DOT specifications

31. Removal of any rock encountered (Rock removal is defined as blast and/or hammer rock. There will be no allowances for rock that is removed by conventional excavation. All payable rock shall be approved by a City inspector to receive payment)

2. Performance/Standards: The contractor must allocate sufficient workforce and equipment to perform work in a timely manner. The contractor shall prioritize the safety and efficiency of its process by ensuring that all equipment is in optimal working condition and job sites are set up for the safety of its employees, City staff, and the general public. This includes conducting thorough checks to guarantee that all trucks and machinery are in good operating order. By maintaining high standards of equipment maintenance, contractors aim to uphold the reputation of their employer and prevent any potential risks or setbacks during the gas line installation process.

SB008-26 Page 3

This commitment to safety and professionalism reflects the contractor's dedication to delivering quality work and maintaining a positive image for the City.

3. Subcontracts: The bidder is specifically advised that any person, for, or other parties to whom it is proposed to award a subcontractor under this contract must be acceptable to the owner.

4. Qualifications of Bidders: The City may make such investigations as she/he deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to the City all such information and data for this purpose as the City may request.

5. Communication: Individuals, firms, and businesses seeking an award from a City of Lawrenceville solicitation may not initiate or continue any verbal or written communications regarding a solicitation with any City officer, elected official, employee or other City representative without permission of the Purchasing Director named in the solicitation between the date of the issuance of the solicitation and the date of the final award by City Council.

Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competition process, the offer submitted by the individual, firm or business may be disqualified from consideration of an award.

6. Safety Precautions and Requirements

The Contractor shall take precautions to prevent accidents due to physical hazards, and shall provide barricades and signs to protect the Contractor’s personnel and the public from hazards and to inform them thereof.

Barricades and signage shall comply with all safety regulations.

7. Addenda and Interpretations: No interpretation of the meaning of the plans, specifications or other pre-bid documents will be made to any bidder orally.

8. Laws and Regulations: The Bidder's attention directed to the fact that all applicable State, County, and Federal laws, Municipal ordinances, and the rules and regulations of all authorities having jurisdiction over installation shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full.

REGULATORY SPECIFICATIONS

1. Code of Federal Regulations. The Contractor shall be responsible for One-call notification prior to starting work.

The Contractor agrees that all mains and services shall be installed and tests made in accordance with requirements and specifications of the City and complying with section 49 CFR, Part 192 of the Pipeline Safety Regulations.

Included in main installation are “pigging” and a pressure test/chart recording. Contractor shall insure that a city inspector is on-site and oversees all purging activites of new mains, services shall be purged by the contractor until odorant is readily detectable by smell at the riser.

2. Protection of Underground Utilities: The Contractor shall protect from damage all existing improvements or utilities at or adjacent to the site of the work, the location of which is made known to him by the Owner or his agent, and shall repair or restore any damage to such facilities resulting from failure to exercise reasonable care in the performance of work, provided these facilities are located on the drawing or located by the Contractor in cooperation with the Owner of such facilities or implied and obvious from adjacent structures or known utilities.

If the Contractor fails or refuses to repair any such damage promptly, the Owner may have the work performed and charge the cost thereof to the Contractor. All Contractor cost caused by construction started by others after the bid date, shall be subject to adjustment by change order as provided elsewhere.

3. Traffic Controls. The Contractor is responsible for all barricades, proper signs, and all traffic control on the project.

The Contractor must insure that employees involved in flagging are properly qualified. Contractor should maintain the most free flow of traffic possible. It is the responsibility of the contractor to obey all traffic control

SB008-26 Page 4 regulations (Refer to the MUTCD) set by both State and County Departments of Transportation and Natural Resources.

4. Protection of the Environment:

a. All measures required to minimize water pollution to affected waters shall be undertaken in the proposed work.

To achieve this end, regard shall be given to the protection of the watershed natural cover, measures instituted to assure minimal siltation and bank erosion from the construction, and other measures taken to reduce water pollution to a minimum.

b. Any area used or involved in the project disturbed by the Contractor, shall be restored to present or better condition even though such area is outside the limits of that specified for grading, grassing or landscaping.

c. All chemicals used during project construction or furnished for project operation, whether herbicide, pesticide, disinfectant, polymer, reactant or of other classification, must show approval of either EPA or USDA. Use of all such chemicals and disposal of residues shall be in strict conformance with instructions.

d. Necessary sanitary conveniences for the use of the laborers on the work shall be erected and maintained by the Contractor, in such a manner and at such points as shall be approved by the Owner. Their use shall be strictly enforced.

e. Should the Contractor so desire, he may build shanties or other structures for housing tools, machinery, and supplies, but they will be permitted only at approved places, and their surroundings shall be maintained at all times in a sanitary and satisfactory manner. On or before the completion of the work, all such structures shall be removed.

f. Indemnification from Environmental Claims. The Contractor shall be solely responsible for all penalties which are incurred for environmental violations arising from the Contractor's work on the project. The Contractor shall defend and hold harmless the City from claims made by the Federal Environmental Protection Agency, the State Department of Natural Resources or Environmental Protection Division, and any owners of property or affected citizens for environmental damage allegedly caused by the contractor's performance of work on the project. This indemnity shall be in addition to other promises and indemnities contained herein. The Contractor covenants and agrees with the Owner that the work called for in the contract documents, including the General Conditions and project Specifications, do not call for the Contractor to perform any work or use any materials which would violate applicable state and federal environmental law.

g. The Contractor is responsible for the seeding, straw, silt fence installation, and erosion control that is necessary for the project. The Contractor is also responsible for the compaction of their excavation on the project. All finished projects are to be documented before and after job completion but before moving equipment off the job site. All documentation is to be recorded in the city’s work order system.

5. Drug and Alcohol Program: The Contractor shall have a drug and alcohol program that will meet the criteria of

Section 49 of the Code of Federal Regulations, Part 199 through Part 199.25 and Part 199.200 through Part 199.245.

The contractor shall furnish a copy of their programs and files to the City for approval prior to contract award.

*NOTE: MIS data shall be provided to the city quarterly. Annually the contractor shall report MIS data to DAMIS and the city no later than March 1st of each calendar year.

a. During installation and job site inspections, if any suspicion of drug or alcohol use is suspected the contractor shall, at its expense, send the employee(s) to be tested at the city’s test site under the suspicion clause of their plan.

SB008-26 Page 5

6. Federal OQ Program: The Contractor must have an Operator Qualification program as mandated by the Federal D.O.T. (The GMA Operator Qualification Plan Only) Each employee assigned by the Contractor to this project must be qualified for the task that each is involved with. The Contractor’s OQ program must be reviewed and approved by the City. Any contractor awarded a bid after February 1st, 2020, will be required to qualify participating personnel under the City of Lawrenceville’s OQ program by the City of Lawrenceville’s Training and Safety Specialist on certain, specified OQ Tasks. Said Contractor will be qualified using The City of Lawrenceville’s Operations and Maintenance Procedures for the following tasks prior to being given Notice to Proceed unless the contractor has a current qualification by The City of Lawrenceville under The City of Lawrenceville’s OQ program using The City of Lawrenceville’s Operations and Maintenance Procedures.

0701 – Joining of Pipe – Bottom Out Compression Couplings 0751- Joining of Plastic Pipe – Butt Heat-Fusion: Manual 0761 – Joining of Plastic Pipe – Butt Heat-Fusion: Hydraulic Machine 0781 – Joining of Plastic Pipe – Electrofusion The Contractor will be responsible for maintaining all Qualification records as well as providing copies of current qualification records for participating personnel before receiving a Notice to Proceed or before performing any covered task on The City of Lawrenceville’s natural gas system unless the covered task being performed can be supervised under the span of control referenced in the most current version of the GMA OQ plan.

7. Legally Documented Workforce: It is the responsibility of the Contractor to ensure that each employee is properly documented as being legally authorized to work/reside inside the borders of the United States.

8. Supervision of Work: The Contractor will supervise and direct the work. He will be solely responsible for the means, methods, techniques, sequences, and procedures of construction. The Contractor will employ and maintain on the project site a qualified supervisor or superintendent who shall have been designated in writing by the Contractor as the Contractor's representative at the site. The Superintendent shall be present on the site at all times as required to perform adequate supervision and coordination of the work. The Supervisor shall have full authority to act on behalf of the Contractor and to execute the orders or directions of the Owner without delay.

He shall have full authority to promptly supply tools, plant equipment, and labor as may be required. His authority shall be such that all communication given to him shall be as binding as if given to the Contractor.

a. The Contractor shall employ only competent and skilled personnel.

b. The Contractor shall, upon demand from the Owner, immediately remove any Superintendent, Foreman, or

Workman whom the Owner may consider incompetent or undesirable.

c. The Contractor shall have at least one English-speaking representative on-site at all times.

9. Qualified Employees:

The Contractor shall comply with the Owner’s natural gas main joining procedures (the O&M Manual is incorporated herein by reference). The Contractor will use only skilled and qualified employees for welding, fusing, mechanical joining, and installation of natural gas lines. All welders and fusion personnel of the Contractor working on the job site are required to have a copy of their certification submitted to the Owner before the bid is accepted and if accepted, made available on the work site.

a. All welding on steel natural gas lines shall be performed by a certified welder that has been certified by the API Standards (Part 1104), and has a certificate stating the procedures on which he is certified.

b. All plastic that requires fusing shall be performed by persons certified by the manufacturer or have been tested per the manufacturer’s specifications and have a a certificate stating the procedures on which they are certified.

10. Professionalism and Appearance Standards:

Contractors shall prioritize the safety and efficiency of their processes and procedures by ensuring that all job sites are set up and maintained with the safety of their staff, City staff, and the general public in mind. The

SB008-26 Page 6 contractor shall ensure equipment is in optimal working condition. This includes conducting thorough checks to guarantee that all trucks and machinery are in good operating order. By maintaining high standards of equipment maintenance, contractors aim to uphold the reputation of their employer and prevent any potential risks or setbacks during the gas line installation process. This commitment to safety and professionalism reflects the contractor's dedication to delivering quality work and maintaining a positive image for their employer.

a. If City staff deems a piece of equipment/truck, not to meet this standard due to poor condition visually and/or operating then the said equipment/truck shall be removed from use until approved for use or replaced.

b. If City staff deems the contractor in violation of not following this section, then the contractor shall cease all work activity until the proper PPE or dress attire is provided and worn.

c. The contractor personnel shall be dressed professionally, to not reflect poorly on the City or draw any negative attention. The contractor shall be responsible for supplying the appropriate PPE to its employees while working for the City.

11. Documentation:

All documentation will be done electronically in the city’s work order system and shall be completed daily on the job site and shall meet the city’s specifications and/or procedures.

12. Installation:

All installation shall be done in accordance with the city’s approved construction material and meet or exceed the requirements of the city and or contractor's operations and procedures. Any approved plans/agreements shall be followed.

13. Testing of all Mains and Services:

All mains and are to be pressure tested for 24 hours, recorded on a chart, before tie-ins.

The test duration shall be held no less than twenty-four (24) hours, recorded by chart and presented along with the invoice.

In the event a pressure drop occurs the Contractor shall locate and repair any and all defects. After repairs have been made, the test shall be repeated until the test has been determined to be satisfactory. The Contractor will be paid for the repairs of all leaks and/or breaks, which may occur due to faulty pipe as set out in the General Conditions of these Specifications. Accurate records kept separate from all other work, shall be made of the cost of these repairs.

All services are to be pressure tested for 10 minutes with a pressure gauge before tie-ins are made. The test duration shall be held no less than ten minutes.

In the event a pressure drop occurs the Contractor shall locate and repair any and all defects. After repairs have been made, the test shall be repeated until the test has been determined to be satisfactory. The Contractor will be paid for the repairs of all leaks and/or breaks, which may occur due to faulty pipe as set out of the General Conditions of these Specifications. Accurate records kept separate from all other work, shall be made of the cost of these repairs.

1. All polyethylene service lines, 90 psi for 10 minutes, use a pressure gauge.

2. All steel service lines for farm taps, minimum 750 psi for 10 minutes or 1 ½ times MAOP of operating pressure, using a pressure gauge.

14. Final Clean-up:

Upon completion of the work, all excess materials, temporary structures, and debris resulting from construction shall be removed from the limits of the project and the completed work left in a neat and presentable condition throughout. All property, both public and private, which has been damaged during the prosecution of the work, shall be restored in an acceptable manner. Materials cleared from the project may not be deposited on the property

SB008-26 Page 7 adjacent thereto unless such disposal is approved by the City. Final dress up (or scheduled as directed by the City) shall be seeded or sodded and should be free of stones, roots, sticks, ruts, etc., with all efforts made to return the site to its original condition.

15. Guarantee: The Contractor shall warrant and guarantee for a period of one (1) year from the date of final acceptance that the completed system or work is free from all defects due to faulty workmanship and the Contractor shall promptly make such corrections as may be necessary by reason of such defects. The City will give notice of observed defects with reasonable promptness. In the event that the Contractor should fail to make such repairs, adjustments, or other work that may be made necessary by such defects, the City may do so and charge the Contractor the cost thereby incurred.

SB008-26 Page 8 Failure to return this page as part of bid document may result in rejection of bid.

BID SCHEDULE

ITEM # DESCRIPTION APPROX QTY UOM UNIT PRICE TOTAL PRICE

1 2-inch polyethylene gas main 30,000 LF $ $

2 4-inch polyethylene gas main 10,000 LF $ $

3 6-inch polyethylene gas main 500 LF $ $

4 2-inch polyethylene gas main bore 5,000 LF $ $

5 4-inch polyethylene gas main bore 1,250

LF

6 6-inch polyethylene gas main bore 200

LF

7 2-inch polyethylene gas main directional rock bore 500

LF

8 4-inch polyethylene gas main directional rock bore 500

LF

9 6-inch polyethylene gas main directional rock bore 100 LF $ $

10 2-inch polyethylene valve installation 10 EA $ $

11 4-inch polyethylene valve installation 10 EA $ $

12 6-inch polyethylene valve installation 1 EA $ $

13 2-inch polyethylene main tie-in 10 EA $ $

14 4-inch polyethylene main tie-in 10 EA $ $

15 6-inch polyethylene main tie-in 2 EA $ $

16 1/2 and 3/4-inch PE short-side service, tap and tie over 30 EA $ $

17 1/2 and 3/4-inch PE long-side service, tap and tie over 30 EA $ $

18 2-inch PE short-side service, tap and tie over 5 EA $ $

19 2-inch PE long-side service, tap and tie over 5 EA $ $

20 4-inch PE short-side service, tap and tie over 2 EA $ $

21 4-inch PE long-side service, tap and tie over 2 EA $ $

22 2-inch tap, stop, or bottom-out steel tie-in 2 EA $ $

23 4-inch tap, stop, or bottom-out steel tie-in 2 EA $ $

24 6-inch tap, stop, or bottom-out steel tie-in 1 EA $ $

25 Blast/hammer rock removal price per linear ft. 600 LF $ $

26 Placement of locate stations/markers 100 EA $ $

27 1/2-inch PE short-side service and tap 650 EA $ $

SB008-26 Page 9

28 3/4-inch PE short-side service and tap 17 EA $ $

29 1/2-inch PE long-side service and tap 323 EA $ $

30 3/4-inch PE long-side service and tap 10 EA $ $

31 2-inch polyethylene gas service – short-side 15 EA $ $

32 2-inch polyethylene gas service – long-side 8 EA $ $

33 4-inch polyethylene gas service – short-side 1 EA $ $

34 4-inch polyethylene gas service – long-side 1 EA $ $

35 Adder for service lines over 500 feet long 20 EA $ $

36 3/4-inch Dual Pressure service – short-side 6 EA $ $

37 3/4-inch Dual Pressure service – long-side 3 EA $ $

38 Installation of service valves (all sizes) 30 EA $ $

TOTAL $

The City of Lawrenceville requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract will be sufficient cause for the City to declare the bid non-responsive.

Unless otherwise noted below, bid prices will remain firm for four (4) additional one-year renewal periods. If a percentage increase or decrease will be a part of the renewal periods, please note this in the space provided together with an explanation.

Renewal Option 1:

Renewal Option 2:

Renewal Option 3:

Renewal Option 4:

Termination for Cause: The City may terminate this agreement for cause upon ten (10) days prior written notice to the supplier of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the City’s rights or remedies by law.

Termination for Convenience: The City may terminate this agreement for its convenience at any time upon thirty (30) days written notice to the contractor. In the event of the City’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the supplier, which shall itemize each element of performance.

Certification of Non-Collusion in Bid Preparation Signature Date

The City requires that all who enter into a contract for the physical performance of services with the City must satisfy

SB008-26 Page 10

O.C.G.A. § 13-10-91 and Rule 300-10-1-.02, in all manner, and such are conditions of the contract.

In compliance with the attached specifications, the undersigned offers and agrees, if this bid is accepted by the City Council within ninety (90) days of the date of bid opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the Bid Schedule.

Legal Business Name

Federal Tax ID

Address

Representative Signature

Printed Name

Telephone Number

E-mail address

Solicitation Name & No. On-Demand Installation of New Gas Mains and Services on an Annual Contract; SB008-26

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commo known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the 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(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Public Employer

Street Address

City/State/Zip Code

Executed on _________, _____, 20_____ in _______________ (city), __________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SB008-26 Page 12

REFERENCES

The City of Lawrenceville requests a minimum of three, (3) references where work of a similar size and scope has been completed.

1. Company Name

Brief Description of Project

Completion Date

Contact Person

Telephone

E-Mail Address

2. Company Name

3. Company Name

Company Name

SB008-26 Page 13

CITY OF LAWRENCEVILLE, GEORGIA

LIST OF SUBCONTRACTORS

I do , do not , propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors:

NAME AND ADDRESS

TYPE OF WORK

Company Name

SB008-26 Page 14

STANDARD INSURANCE REQUIREMENTS

(For projects less than $1,000,000)

1. Statutory Workers' Compensation Insurance

(a) Employers Liability:

Bodily Injury by Accident - $100,000 each accident Bodily Injury by Disease - $500,000 policy limit Bodily Injury by Disease - $100,000 each employee

2. Commercial General Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) The following additional coverage must apply:

1986 (or later) ISO Commercial General Liability Form Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04) Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations or a separate endorsement covering Completed Operations) Blanket Contractual Liability Broad Form Property Damage Severability of Interest Underground, explosion, and collapse coverage Personal Injury (deleting both contractual and employee exclusions) Incidental Medical Malpractice Hostile Fire Pollution Wording

3. Auto Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) Comprehensive form covering all owned, non-owned, leased, hired, and borrowed vehicles

(c) Additional Insured Endorsement

(d) Contractual Liability

4. Umbrella Liability Insurance - $1,000,000 limit of liability

(a) The following additional coverage must apply Additional Insured Endorsement Concurrency of Effective Dates with Primary Blanket Contractual Liability Drop Down Feature Care, Custody, and Control - Follow Form Primary Aggregates: Apply Where Applicable in Primary Umbrella Policy must be as broad as the primary policy

5. The City of Lawrenceville should be shown as an additional insured on General Liability, Auto Liability and Umbrella

Liability policies.

6. The cancellation should provide 10 days notice for nonpayment and 30 days notice of cancellation.

7. Certificate Holder should read:

City of Lawrenceville 70 S. Clayton St.

PO Box 2200 Lawrenceville, Georgia 30046

8. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-5 or higher. Certain Workers'

Comp funds may be acceptable by the approval of the Insurance Unit. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-5 or better.

9. Insurance Company should be licensed to do business by the Georgia Department of Insurance.

10. Certificates of Insurance, and any subsequent renewals, must reference specific bid/contract by project name and project/bid number.

SB008-26 Page 15

11. The Contractor shall agree to provide complete certified copies of current insurance policy(ies) or a certified letter from the insurance company(ies) if requested by the City to verify the compliance with these insurance requirements.

12. All insurance coverages required to be provided by the Contractor will be primary over any insurance program carried by the

City.

13. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier, and shall require each and every Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by Contractor at Contractor's expense.

14. No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to the City of Lawrenceville as to form and content has been filed with the City. The Acord Certificate of Insurance or a preapproved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute.

15. The Contractor shall agree to waive all rights of subrogation against the City of Lawrenceville, the Mayor, City Council members, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for the City.

16. Special Form Contractors’ Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents required to perform the services called for in the Contract. The coverage must be on a replacement cost basis.

The City will be included as a Loss Payee in this coverage for City-owned equipment, tools, supplies, and contents.

17. The Contractor shall make available to the City, through its records or records of their insurer, information regarding a specific claim related to any City project. Any loss run information available from the contractor or their insurer relating to a City project will be made available to the City upon their request.

18. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liability provisions of the Contract.

19. The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract.

20. The Contractor shall at a minimum apply risk management practices accepted by the contractors’ industry.

Rev. 05/15

CITY OF LAWRENCEVILLE

PURCHASING DEPARTMENT

GENERAL INSTRUCTIONS FOR BIDDERS, TERMS AND CONDITIONS

I. PREPARATION OF BIDS

A. Each bidder shall examine the drawings, specifications, schedule and all instructions. Failure to do so will be at the bidder’s risk, as the bidder will be held accountable for their bid response.

B. Each bidder shall furnish all information required by the bid form or document. Each bidder shall sign the bid and print or type his or her name on the schedule. The person signing the bid must initial erasures or other changes. An authorized agent of the company must sign bids.

C. Individuals, firms and businesses seeking an award of a City of Lawrenceville contract may not initiate or continue any verbal or written communications regarding a solicitation with any City officer, elected official, employee or other City representative without permission of the Purchasing Associate named in the solicitation between the date of the issuance of the solicitation and the date of the final contract award by the City Council. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business may be disqualified from consideration for award.

D. Sample contracts (if pertinent) are attached. These do NOT have to be filled out with the bid/proposal submittal, but are contained for informational purposes only. If awarded, the successful bidder(s) will be required to complete them prior to contract execution.

E. Effective, July 1, 2013 and in accordance with the Georgia Illegal Reform and Enforcement, an original signed, notarized and fully completed Contractor Affidavit and Agreement should be included with your bid/proposal submittal, if the solicitation is for the physical performance of services for all labor or service contract(s) that exceed $2,499.99 (except for services performed by an individual who is licensed pursuant to Title 26, Title 43, or the State Bar of Georgia). Failure to provide the Contractor Affidavit and Agreement with your bid/proposal submittal may result in bid/proposal being deemed non-responsive and automatic rejection.

II. DELIVERY

A. Each bidder should state time of proposed delivery of goods or services.

B. Words such as “immediate,” “as soon as possible,” etc. shall not be used. The known earliest date or the minimum number of calendar days required after receipt of order (delivery A.R.O.) shall be stated (if calendar days are used, include Saturday, Sunday, and holidays in the number).

III. EXPLANATION TO BIDDERS

Any explanation desired by a bidder regarding the meaning or interpretation of the invitation for bids, drawings, specifications, etc. must be requested by the question cutoff deadline stated in the solicitation in order for a reply to reach all bidders before the close of bid. Any information given to a prospective bidder concerning an invitation for bid will be furnished to all prospective bidders as an addendum to the invitation if such information is necessary or if the lack of such information would be prejudicial to uninformed bidders. The written bid documents supersede any verbal or written communications between parties. Receipt of addendum should be acknowledged in the bid. It is the bidder’s responsibility to ensure that they have all applicable addenda prior to bid submittal. This may be accomplished via contact with the assigned Procurement Agent prior to bid submittal.

IV. SUBMISSION OF BIDS

A. Bids shall be enclosed in sealed envelopes, addressed to the City of Lawrenceville Purchasing Office with the name of the bidder, the date and hour of opening and the invitation to bid number on the face of the envelope. Telegraphic/faxed bids will not be considered. Any addenda should be enclosed in the sealed envelopes as well.

B. ADD/DEDUCT: Add or deduct amounts indicated on the outside of the envelope are allowed and will be applied to the lump sum amount. The amount shall be clearly stated and should be initialed by an authorized company representative.

C. Samples of items, when required, must be submitted within the time specified and, unless otherwise specified by the City, at no expense to the City. Unless otherwise specified, samples will be returned at the bidder’s request and expense if items are not destroyed by testing.

D. Items offered must meet required specifications and must be of a quality, which will adequately serve the use and purpose for which intended.

E. Full identification of each item bid upon, including brand name, model, catalog number, etc. must be furnished to identify exactly what the bidder is offering. Manufacturer’s literature may be furnished.

F. The bidder must certify that items to be furnished are new and that the quality has not deteriorated so as to impair its usefulness.

G. Unsigned bids will not be considered except in cases where bid is enclosed with other documents, which have been signed. The City will determine this.

H. The City of Lawrenceville is exempt from federal excise tax and Georgia sales tax with regard to goods and services purchased directly by the City of Lawrenceville. Suppliers and contractors are responsible for federal excise tax and sales tax, including taxes for materials incorporated in City construction projects.

Suppliers and contractors should contact the State of Georgia Sales Tax Division for additional information.

I. Information submitted by a bidder in the bidding process shall be subject to disclosure after the public opening in accordance with the Georgia Open Records Act. Each page of proprietary information must be identified. Entire bid may not be deemed proprietary.

V. WITHDRAWAL OF BID DUE TO ERRORS

The bidder shall give notice in writing of his claim of right to withdraw his bid without penalty due to an error within two (2) business days after the conclusion of the bid opening procedure. Bids may be withdrawn from consideration if the price was substantially lower than the other bids due solely to a mistake therein, provided the bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the bid, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and material used in the preparation of the bid sought to be withdrawn. The bidder’s original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his bid. If a bid is withdrawn under the authority of this provision, the lowest remaining responsive bid shall be deemed to be a low bid.

No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid was submitted.

The supplier has up to forty-eight (48) hours to notify the City of Lawrenceville Purchasing Office of an obvious clerical error made in the calculation of the bid in order to withdraw a bid after the bid opening. Withdrawal of bid for this reason must be done in writing within the forty-eight (48) hour period. Suppliers who fail to request withdrawal of bid by the required forty-eight (48) hours shall automatically forfeit the bid bond. The bid may not be withdrawn otherwise.

Bid withdrawal is not automatically granted and will be allowed solely at the City of Lawrenceville’s discretion.

VI. TESTING AND INSPECTION

Since tests may require several days for completion, the City reserves the right to use a portion of any supplies before the results of the tests are determined. The cost of inspections and tests of any item, which fails to meet the specifications, shall be borne by the bidder.

VII. F.O.B. POINT

Unless otherwise stated in the invitation to bid and any resulting contract, or unless qualified by the bidder, items shall be shipped F.O.B. Destination. The seller shall retain title for the risk of transportation, including the filing for loss or damages. The invoice covering the items is not payable until items are delivered and the contract of carriage has been completed. Unless the F.O.B. clause states otherwise, the seller assumes transportation and related charges either by payment or allowance.

VIII. PATENT INDEMNITY

The contractor guarantees to hold the City, its agents, officers or employees harmless from liability of any nature or kind for use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used in the performance of the contract, for which the contractor is not the patentee, assignee or licensee.

IX. BID BONDS AND PAYMENT AND PERFORMANCE BONDS (IF REQUIRED)

A five percent (5%) bid bond, a one hundred percent (100%) performance bond, and a one hundred percent (100%) payment bond must be furnished to the City of Lawrenceville for any bid as required in bid package or document.

Failure to submit a bid bond with the proper rating will result in the bid being deemed non-responsive. Bonding company must be authorized to do business in Georgia by the Georgia Insurance Commission, listed in the Department of the 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 as stated in the insurance requirement of the solicitation. The bid bond, payment bond, and performance bond must have the proper an A.M. Best rating as stated in the bid when required in the bid package or document.

X. DISCOUNTS

A. Time payment discounts will be considered in arriving at net prices and in award of bids. Offers of discounts for payment within ten (10) days following the end of the month are preferred.

B. In connection with any discount offered, time will be computed from the date of delivery and acceptance at destination, or from the date correct invoice or voucher is received, whichever is the later date. Payment is deemed to be made for the purpose of earning the discount, on the date of the City check.

XI. AWARD

A. Award will be made to the lowest responsive and responsible bidder. The quality of the articles to be supplied, their conformity with the specifications, their suitability to the requirements of the City, and the delivery terms will be taken into consideration in making the award. The City may make such investigations as it deems necessary to determine the ability of the bidder to perform, and the bidder shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any bid if the evidence submitted by, or investigation of such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the contract.

B. The City reserves the right to reject or accept any or all bids and to waive technicalities, informalities, and minor irregularities in bids received.

C. The City reserves the right to make an award as deemed in its best interest, which may include awarding a bid to a single bidder or multiple bidders; or to award the whole bid, only part of the bid, or none of the bid to single or multiple bidders, based on its sole discretion of its best interest.

XII. DELIVERY FAILURES

Failure of a contractor to deliver within the time specified or within a reasonable time as interpreted by the Purchasing Director, or failure to make replacement of rejected articles/services when so requested, immediately or as directed by the Purchasing Director, shall constitute authority for the Purchasing Director to purchase in the open market articles/services of comparable grade to replace the articles/services rejected or not delivered. On all such purchases, the contractor shall reimburse the City within a reasonable time specified by the Purchasing Director for any expense incurred in excess of contract prices, or the City shall have the right to deduct such amount from monies owed the defaulting contractor. Alternatively, the City may penalize the contractor one percent (1%) per day for a period of up to ten (10) days for each day that delivery or replacement is late. Should public necessity demand it, the City reserves the right to use or consume articles delivered which are substandard in quality, subject to an adjustment in price to be determined by the Purchasing Director.

XIII. CITY FURNISHED PROPERTY

No material, labor, or facilities will be furnished by the City unless so provided in the invitation to bid.

XIV. REJECTION AND WITHDRAWAL OF BIDS

Failure to observe any of the instructions or conditions in this invitation to bid may constitute grounds for rejection of bid.

XV. CONTRACT

Each bid is received with the understanding that the acceptance in writing by the City of the offer to furnish any or all of the commodities or services described therein shall constitute a contract between the bidder and the City which shall bind the bidder on his part to furnish and deliver the articles quoted at the prices stated in accordance with the conditions of said accepted bid. The City, on its part, may order from such contractor, except for cause beyond reasonable control, and to pay for, at the agreed prices, all articles specified and delivered.

Upon receipt of a bid package containing a City of Lawrenceville “Sample Contract” as part of the requirements, it is understood that the bidder has reviewed the documents with the understanding that the City of Lawrenceville requires that all agreements between the parties must be entered into via this document. If any exceptions are taken to any part, each must be stated in detail and submitted as part of the bid. If no exceptions are stated, it is assumed that the bidder fully agrees to the provisions contained in the “Sample Contract” in its entirety.

When the contractor has performed in accordance with the provisions of this agreement, the City of Lawrenceville shall pay to the contractor, within thirty (30) days of receipt of any department-approved payment request and based upon work completed or service provided pursuant to the contract, the sum so requested, less the retainage stated in this agreement, if any. In the event that the City of Lawrenceville fails to pay the contractor within sixty (60) days of receipt of a pay request based upon work completed or service provided pursuant to the contract, the City shall pay the contractor interest at the rate of ½% per month or pro rata fraction thereof, beginning the sixty-first (61st) day following receipt of pay requests. The contractor’s acceptance of progress payments or final payment shall release all claims for interest on said payment.

XVI. NON-COLLUSION

Bidder declares that the bid is not made in connection with any other bidder submitting a bid for the same commodity or commodities and that the bid is bona fide and is in all respects fair and without collusion or fraud. An affidavit of non-collusion shall be executed by each bidder.