Spreader Boxes RFB.pdf

POLK COUNTY BOARD OF COMMISSIONERS

P. O. BOX 268

CEDARTOWN, GA 30125

(770) 749-2100

REQUEST FOR BIDS

Date Issued: November 2, 2023

THE POLK COUNTY BOARD OF COMMISSIONERS IS ACCEPTING SEALED BIDS FROM QUALIFIED

VENDORS FOR (3) HOPPER TYPE 304 STAINLESS STEEL SPREADERS. AN AWARD WILL BE MADE

TO THE VENDOR WHOSE BID BEST SATISFIES THE REQUIREMENTS FOR THIS REQUEST AND

BEST SERVES THE INTEREST OF POLK COUNTY. SEALED BIDS WILL BE ACCEPTED UNTIL 4:00

PM LEGALLY PREVAILING TIME ON TUESDAY, NOVEMBER 14, 2023 IN THE COMMISSIONERS

OFFICE LOCATED AT 216 MAIN STREET IN CEDARTOWN, GA 30125. BIDS WILL BE OPENED

PROMPTLY AFTER 4:00 PM.

Copies of bid documents may be obtained from the Polk County Administration Office located at 216 Main Street, Cedartown, Georgia 30125. Requests for documents should be filed promptly with Polk County. Proposal documents are also available on the Polk County Website:

www.polkga.org.

No bid may be withdrawn for a period of 60 days after the proposal deadline for submission.

Polk County Government reserves the right to reject any or all bids and to waive technicalities and informalities.

BID PACKAGE MUST BE RETURNED IN SEALED ENVELOPE

AND CLEARLY MARKED

HOPPER TYPE 304 STAINLESS STEEL SPREADERS

NOVEMBER 14, 2023 @ 4:00 PM

POLK COUNTY GEORGIA

PROPOSAL TERMS AND CONDITIONS

REQUEST FOR BIDS (RFB)

GENERAL CONDITIONS AND CLAUSES

1 CHANGES: No change will be made to this RFB except by written modification by the County.

Requests for interpretation or changes must be in writing, directed to the Polk Public Works Director and received at least (5) Five Calendar Days prior to the time set for opening of the bids. Phone (770) 749-2132. Email dsenn@polkga.org

2 LIABILITY: The County is not liable for any cost incurred in the preparation of the bid. Nor is the County responsible for costs or damages incurred by Respondents, member(s), partners, subcontractors or other interested parties in connection with the RFB process, including but not limited to costs associated with participating in any conferences, site visits, product/system demonstrations, oral presentations or negotiations. The County shall not be bound by any information provided unless reduced to writing and distributed as a written addendum.

3 BID ACCEPTANCE TIME: Bids requiring acceptance by the County in less than 60 calendar days could be rejected.

4 BID IDENTIFICATION: All Bids submitted as a result of this RFB must be returned in a sealed envelope with the following information in the lower left-hand corner of the envelope:

HOPPER TYPE 304 STAINLESS STEEL SPREADERS

NOVEMBER 14, 2023 @ 4:00 PM

5 BID SUBMISSION FORMAT: Bids should be bound or stapled whereby county staff can easily make copies. Pages should be 8 ½” x 11” in size with larger sheets folded to fit within bindings. The bid should be ordered in the following format:

Request for Bids

Vendors Bid All Forms in Attachments “A”

6 WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only, if the request is received prior to the deadline for submittals. Negligence on the part of a Contractor during the preparation of the bid establishes no right of withdrawal or modification of a bid after a bid has been accepted. No bid may be withdrawn for a period of 60 days after the deadline for proposal submittals.

7 CLARIFICATION OF BIDS: The County reserves the right to seek clarification at any point in a respondent’s bid, or to obtain additional information.

8 DISQUALIFICATION: Bids may be disqualified for: a) receipt of the bid by the County past the stated deadline; b) any irregularities; c) unbalanced unit price or extensions; d) unbalanced value of any items; e) failure to comply with any requirement of this RFB. If in the opinion of the Polk County Board of Commissioners, the Contractor is not in a position to fulfill the contract, the proposal may be disqualified. The County reserves the right to waive any minor informality or irregularities.

9 AWARD: An award will be made based upon the lowest reliable bid that best conforms to this

RFB and best serves the interest of the County. The County reserves the right to reject any and/or all bids and to waive any technicalities or minor irregularities in bid process and/or bids.

10 EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this RFB shall bind a Contractor to all Terms, Conditions, and Specifications set forth in this RFB. Contractors whose bids do not conform should so note on either a separate page or in the Bid. While the County reserves the right to make an award based upon a nonconforming bid, when in the best interest of the County, such awards will not be readily made, and Contractors are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this RFB and so stated.

11 BID RESULTS: Interested parties may request, in writing, a summary of the proposals by sending a self addressed, stamped envelope with their request to the Polk County Board of Commissioners, 216 Main Street, Cedartown, Georgia 30125, or by emailing the Administration Office, attention County Clerk.

12 INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such services as this and not actually stated in this RFB will be the responsibility of the vendor to provide at no other cost to the County unless so stated on the vendors bid as additional cost items and accepted by the County at the time of the award.

13 ANTI-DISCRIMINATION CLAUSE: Polk County does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided.

14 AMENDMENTS AND CLARIFICATIONS: It is the responsibility of the bidder to check Polk County’s website periodically for Amendments and Clarifications to this RFB. All Amendments and Clarifications will be posted as needed until the date of the deadline.

GENERAL INFORMATION

Introduction

The Polk County Board of Commissioners is accepting sealed bids from qualified Vendors for the purchase of a New HOPPER TYPE SPREADER.

SPECIFICATIONS FOR SELF-CONTAINED HEAVY DUTY 304

STAINLESS STEEL HOPPER TYPE SPREADER

GENERAL: The spreader required under these specifications shall be of a heavy duty, self-contained, hopper-type design. This unit shall consist of a 304 stainless steel body, feed conveyor, spinner disc, power drive, and all components necessary to make a complete operating unit. It shall be capable of uniformly spreading sand, cinders, salt, calcium chloride, or mixtures of each up to a width of forty feet. Bidders must submit with their bid complete specifications on the unit they propose to furnish. Bids with exceptions to these specifications shall be considered informal. All sheet steel gauges and bar stock sizes listed throughout this specification will conform to ASTM standards. The use of any other standards will not be considered.

BODY: The body shall be of all welded steel construction and not less than 5.2 cubic yards struck capacity. The inside length is not to be less than 10 feet. The overall height of the body is to be not greater than 49-1/2”. The inside width to be not less than 82”. The body sides shall have not less than forty-five (45) degree pitch to insure free flow of material to the conveyor.

The sides and endgates are to be a minimum of 12-gauge 304 stainless steel. Both front and rear end gates shall be tapered 23 degrees to relieve pressure to the conveyor. The body shall be rigidly constructed and the entire top of the body is to be 2-1/4” x 1-1/8” channel-formed for additional support. It is also required that the lower portions of the side sheets are in contact with the sills for the entire length of the sills. The body sills shall be of at least 10-gauge 304 stainless steel with longitudinal flanges supported on 3” x 1-1/2” x 7-gauge 304 stainless rectangular tubing cross sills. There shall be an adequate number of 12 gauge 304 stainless steel body supports rigidly tying in the tubular cross sill with the body sides to give the highest degree of resistance to warping or twisting under heavy loads. An adjustable, stainless steel heavy-duty, discharge gate of the screw jack type shall be located at the body rear to properly adjust the flow of material to the spinner. The maximum feed gate opening shall be 12” high x 18” wide. Heavy-duty replaceable 10-guage, “bolt-on” 304 stainless steel feed gate slides will reinforce the gate opening. All necessary hardware shall be 304 stainless steel.

#2 CHAIN/PINTLE: The conveyor system shall be pintle chain type running longitudinally with the body, feeding materials to the distributor disc. The over all width of the conveyor shall be approximately 24”. The conveyor chain shall be pintle, 2-1/4” pitch, and heat-treated formed links with locked non-turning pins. The tensile strength shall be 21,000 pounds per strand.

Chain bar flights shall have a cross section of 3/8” x 1-1/2” and be positioned on approximately 4-1/2” centers. The conveyor gearbox shall have a 6:1 reduction and be of the spur gear type having aluminum alloy housing with a removable “bolt-on” torque arm mount. Hydraulic motor to have integral speed sensor for application calibration. Conveyor drive sprockets shall be 8-tooth, drop forged steel, keyed to a 2” diameter (minimum) C-1045 shaft mounted in sealed anti-friction bearings. The drive shaft bearings shall not be bolted to the longitudinal sills, but will be held into position by heavy duty bearing retainers. These retainers shall allow for ease in replacement of the bearings without the need to disassemble the conveyor chain. The idler sprockets shall be 8tooth, drop forged steel, keyed, and mounted on not less than a 1-1/2” C- 1045 shaft. The idler bearings shall be of an actual “take-up” design, capable of being lubricated from rear of unit with extended grease lines, and mounted into a screw type, positive adjustment extended to rear of unit for ease of maintenance, anti-corrosive adjustment fixture, with at least 4” of full travel for proper tension at all times. Flange or pillow block bearings used for the purpose of chain adjustment will not be accepted. 12-gauge 304 stainless steel “bolt in” replaceable conveyor chain shields, with rubber sealers, shall be provided, properly formed to protect the chain links and of sufficient strength to resist binding. The conveyor bottom shall be a minimum of 10-gauge 304 stainless steel, flange type construction, and adequately braced, with 1/4” x 1-1/2” stainless bars, on 12” centers, to provide rigidity to the conveyor chain floor.

DISTRIBUTOR SPINNER ASSEMBLY

REAR MOUNT/TOP DIRECT DRIVE: The distributor disc shall be 20” in diameter equipped with six removable fins designed to obtain a controlled spread of four feet to forty feet. The hydraulic motor will directly couple to the distributor disc with the hydraulic motor mounted to the outside of the chute. Material shall be guided from the conveyor end to the distributor disc through a fully enclosed chute. The spinner chute is to be vertically adjustable 12”, providing a 20” to 32” spinner position in 3” increments, below the mounting surface. The adjustment of the material spread pattern will be accomplished through two adjustable material flow deflectors within the chute. These deflectors will control the placement of material on the distributor disc. To control the direction and width of the material being spread, the spinner shall come equipped with baffles in the front, rear, and on both sides of the spinner. These baffles are to be equipped with flexible rubber shields at each corner. The shields will be designed to prevent material from exiting the corners of the spinner and striking the underside of the truck or a trailing vehicle. Adjustment of the baffles shall be accomplished with out the use of tools. The chute and baffles shall be no less than 12-gauge 304 stainless steel. The spinner chute shall also contain a deflector baffle which, when properly positioned will allow material to be unloaded with out striking the distributor disc.

DUMP BODY MOUNT: The mounting kit is to include four screw-adjustable hold down clamps, mounting brackets, and hardware to attach to a dump body. A tailgate latch device manufactured from 3” x 4.1lb. channel with 11/2” diameter pins welded at each end and fastened to the body sills through included brackets. The pins are locked into place by the dump body tailgate latch. To be included will be quantity of 2 carbon steel 3” C Channel runners mounted to cross sills for additional support for dump body mounting.

POWER DRIVE: To be hydraulic and having two hydraulic motors. One powering the spinner and the other the conveyor. The spinner hydraulic motor shall be mounted in accordance with the type of spinner selected. The conveyor hydraulic motor shall be of the orbital, low speed, hi-torque type, integrally mounted to the conveyor gearbox.

OPERATION AND MAINTENANCE MANUAL: Manual is to be furnished with each unit covering the operation, maintenance, and parts listing for the unit.

OPERATING AND MAINTENANCE SAFETY MANUAL: Manual is to be furnished with each unit to promote safe operation and maintenance procedures.

PAINT: Prior to the assembly of the unit, all components are to be individually cleaned with an iron phosphate treatment. All 304 stainless steel components shall be left unpainted. All non-304 stainless steel components are then prime painted. Next, the non-304 components are painted with a plural-component urethane finish coat in Hi-Way black.

SCREENS: Sectional screens with a maximum length per section of six feet shall be hinged to a 6” x 9.0LB I-beam running longitudinally the full length of the spreader hopper. The screen sections are to have 3/8” diameter rod welded to a ¼” x 2” angle frame forming 2-3/8” x 2-1/2” openings. At the outer most edge of the screens, along the side sheets of the body, the screens shall nest into the body. This nesting will lock the screens from movement.

WARRANTY: 12 MONTH STANDARD COVERAGE

BID FORM

TO: Polk County Board of Commissioners 2016 Main Street Cedartown, GA 30125 ATTN: Dion Senn, Public Works Director

Bid Package: Stainless Steel Spreaders

Quantity Description Unit Price Total

3 304 Stainless Steel Spreader __________ _____________

Delivery Costs:

Other Costs:

Total Cost: __________________

Expected Delivery Date: ___________________

All bids submitted shall be subject to acceptance or rejection and Polk County specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bidding.

The undersigned understands that any conditions stated above, clarifications made to the above or information other than that requested should be under separate cover and to be considered only at the discretion of the Public Works Department.

Name of Individual, Partner Company or Corporation Title Address

Authorized Signature City, State, Zip Code

Company phone number

BID SCHEDULE

PROPOSAL SCHEDULE

ACTIVITY DATE ACTION

Request for Bids Issued November 2, 2023 Begin Advertisement Bid Submission Deadline November 14, 2023 Submit Bids to Polk County

(Open Bids) Estimated Award Date December 5, 2023 Board of Commissioners

Bids Must Be Complete and Include:

Completed Bid Form* Executed Affidavit of Non-Collusion* Executed Vendors Declaration* E-Verify Compliance Affidavit* S.A.V.E Compliance Affidavit* Drug Free Work Place*

Requires Signatures*

ATTACHMENT A

POLK COUNTY, GEORGIA

NON-COLLUSION AFFIDAVIT

The following affidavit shall accompany the proposal:

STATE OF: __________________________________

COUNTY OF: ___________________________________

Owner, Partner or Officer of Contractor: __________________________________________

Company Name, Address, County and State:

The undersigned, being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the Contractor to submit the attached proposal and that neither he/she nor the Contractor has directly or indirectly violated any of the provisions of Section 36-91- 21(d) of the Official Code of Georgia Annotated. In making such representation, affiant further states for himself/herself and on behalf of Contractor, that he/she is not a party to any collusion among Contractors in restraint of competition or by agreement to submit a proposal at a fixed price or to refrain from submitting a proposal; or with any office of Polk County or any of its employees as to quantity, quality or price in the prospective contract; or any discussion between Contractors and any official of Polk County or any of its employees concerning exchange of money or other things of value for special consideration in submitting a Proposal for:

Stainless Steel Spreaders

VENDOR NAME ________________________________________

SIGNATURE _____________________________________________

TITLE __________________________________________________

Subscribed as sworn to before me this day of 20 __ .

NOTARY PUBLIC ________________________________________

VENDORS DECLARATION

The Contractor understands, agrees and warrants:

That the Contractor has carefully read and fully understands the full scope and requirements of the project.

That the Contractor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to November 14, 2023 @ 4:00 PM but may not be withdrawn after such date and time.

That Polk County reserves the right to reject any or all proposals and to accept that proposal which will, in its opinion, best serve the public interest. Polk County reserves the right to waive any technicalities and formalities in the proposal process.

That by submission of this proposal the Contractor acknowledges that Polk County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the Contractor.

That the accompanying proposal is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

Contractor’s Name: _________________________________________

Phone: _________________________________________________

Name Print: _____________________________________________

Signature: ______________________________________________

Date: __________________________________________________

Email __________________________________________________

O.C.G.A. § 50-36-1(e)(2) S.A.V.E Affidavit

By executing this affidavit under oath, as a contractor for contracted services, as referenced in O.C.G.A.

§ 50-36-1, from Polk County Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit:

1) I am a United States Citizen.

2) I am a legal permanent resident of the United States.

3) I am a qualified alien or non-immigrant under the Federal Immigration and

Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency.

My alien number issued by the Department of Homeland Security or other federal immigration agency is: .

The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit.

The secure and verifiable document provided with this affidavit can best be classified as:

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 I any affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowable by such criminal statute.

Executed in (city), (state).

Signature of Applicant

Printed Name of Applicant

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20 .

NOTARY PUBLIC

My Commission Expires:

E-VERIFY COMPLIANCE AFFIDAVIT

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 Polk County, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the 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 (Not Required if Less than 10 Employees)

Signature (if less than 10 employees)

Date of Authorization

Name of Contractor

Name of Project

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:

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the Contractor certifies that the provisions of O.C.G.A. Section 50- 24-1 through 50-24-6 related to the “Drug-Free Workplace Act” will be complied with in full. The Contractor further certifies that:

1. A drug-free workplace will be provided for the Contractor’s employees during the performance of the contract; and

2. Each Contractor who hires a subcontractor to work in a drug-free workplace shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with (Contractor’s name), (subcontractor’s name) certifies to the Contractor that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).”

By signature on this certificate, the Contractor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

Contractor:________________________________________________________

By: ____________________________________________________________

Name Printed: __________________________________________________

Title: _________________________________________________________

Date: __________________________________________________________