Sunset Valley Paving Project _ RFB.pdf

POLK COUNTY GOVERNMENT

P. O. BOX 268

CEDARTOWN, GA 30125

(770) 749-2100

REQUEST FOR BIDS

Date Issued: March 20, 2026

POLK COUNTY GOVERNMENT IS ACCEPTING SEALED BIDS FROM EXPERIENCED AND

QUALIFIED CONTRACTORS FOR A SUBDIVISION PAVING PROJECT. THE SUCCESSFUL

CONTRACTOR SHALL PROVIDE ALL LABOR, EQUIPMENT, AND MATERIALS REQUIRED TO

COMPLETE THIS PROJECT. THE SELECTED CONTRACTOR SHALL PERFORM ALL TASKS AND

PROVIDE THE NECESSARY SERVICES FOR COMPLETION OF THIS PROJECT. A CONTRACT WILL

BE AWARDED TO THE CONTRACTOR WHOSE BID BEST SATISFIES THE REQUIREMENTS FOR

THIS REQUEST AND BEST SERVES THE INTEREST OF POLK COUNTY. SEALED BIDS WILL BE

ACCEPTED UNTIL 3:00 PM EST ON MONDAY, APRIL 13, 2026 IN THE COMMISSIONERS OFFICE

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

AFTER 3:00 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 No bid may be withdrawn for a period of 60 days after the proposal deadline for submission.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:

FY26 SUNSET VALLEY SUBDIVISION PAVING

APRIL 13, 2026 @ 3:00 PM

http://www.polkga.org/

Request for Bids FY26 Sunset Valley Subdivision Paving

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:

FY26 SUNSET VALLEY SUBDIVISION PAVING

APRIL 13, 2026 @ 3:00 PM

5 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.

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

7 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.

8 AWARD OF CONTRACT: An award will be made based upon the 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 proposal process and/or proposals. A binding contract must be signed by both parties prior to providing services.

A Contractor, by accepting a contract, attests that it is in compliance with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

9 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.

10 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, P.O. Box 268, Cedartown, Georgia 30125, or by emailing the Administration Office, attention County Clerk.

11 EXECUTION OF CONTRACT: Subsequent to an award, the successful Contractor will be presented with a contract in the form attached hereto as Attachment B. Contract, when provided, is to be executed within Ten (10) calendar days of NOTICE OF AWARD. If the contract document is mailed, the date of presentation shall be deemed to be the postmark date. The successful Contractor’s bid and this RFB shall be incorporated into the contract, except to the extent that this RFB conflicts with the contract, in which case the provisions of the contract shall take precedent.

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 contractor to provide at no other cost to the County unless so stated on the Contractor’s bid as additional cost items and accepted by the County at the time of the award and/or contract.

13 REGULATORY AGENCIES: Contractor will be responsible for obtaining all required permits or license required by regulatory agencies of the City, County, State, or Federal Governments.

Further, the contractor will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said Governments or any independent agency recognized by said Governments as publisher of any such regulation(s) or guideline(s).

14 INDEPENDENT CONTRACTORS: By submitting a bid in response to this RFB, the Contractor represents to POLK COUNTY that it is fully licensed, experienced and properly qualified to perform the services requested herein and that it is properly equipped, organized, and financed to perform such services. The Contractor shall finance its own operations hereunder, shall operate as an independent contractor and not as an agent of Polk County and nothing contained in this RFB or a contract resulting from same shall be construed to constitute the Contractor or any of its employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

15 ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the Contractor will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or its right, title, or interest in or to the same, or any part thereof, without written consent of the County.

16 INDEMNITY: Contractor agrees, if entering into a contract as a result of this RFB, to defend, indemnify, and hold harmless Polk County from any and all courses of action or claims of damages arising out of or related to Contractor’s performance or actions or those of its employees or agents, under said contract.

17 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.

18 SITE VISIT: By submitting a bid in response to this RFB, the Contractor represents to Polk County that they have visited the site and fully understand the requirements of this project.

19 BID BOND: The successful Contractor shall be required to provide the County with a Bond in amounts equal to 5% of the awarded cost of the project. When the AGREEMENT is executed, the bonds of the unsuccessful BIDDERS will be returned. The BID BOND of the successful BIDDER will be retained until the PAYMENT BOND and PERFORMANCE BOND have been executed and approved, after which it will be returned. A certified check may be used in lieu of a BID BOND.

20 PAYMENT AND PERFORMANCE BONDS: The successful Contractor shall be required to provide the County with Payment and Performance Bonds in amounts equal to 100% of the awarded cost of the project with a corporate surety approved by the Owner, will be required for the faithful performance of the Contract. Attorneys-in-fact who sign Bid Bonds or Payment Bonds and Performance Bonds must file with each BOND a certified and effective dated copy of their power of attorney.

REQUIREMENTS AND INFORMATION FOR BIDDERS

Introduction Polk County Government is accepting sealed bids from experienced and qualified Contractors for the paving of Sunset Valley Subdivision (approx. 1.55 miles). The successful Contractor shall provide all labor, equipment, and materials required to complete the aforementioned project.

The selected contractor shall perform all tasks and provide the necessary services for completion of this project. All work performed for this project will be in accordance with Georgia Department of Transportation Standard Specification for Construction of Roads and Bridges, Current Edition.

Scope The scope of this project includes the items listed below as well as all other items routine and necessary to complete a project such as this. Items not listed herein shall be the responsibility of the contractor and included in the overall price bid.

1. Provide all labor and materials needed to complete approximately 1.55 miles of asphalt paving and deep patching of all roads located in Sunset Valley Subdivision.

*Project aerial map has been provided on the next page.

2. Contractor is responsible for visiting the subdivision to determine full scope of work.

SUBCONTRACTORS

Subcontract Work shall follow the Georgia Department of Transportation guidelines. All Subcontractors shall be preapproved by the Polk County Public Works Director prior to work starting.

CONTRACT TIME

The completion time for this project is 60 calendar days. The Contractor shall commence work In accordance with the contract documents and time will begin upon the issuance of a Notice to Proceed from the County.

Liquidated Damages: $350 Per Day

BID SCHEDULE

PROPOSAL SCHEDULE

ACTIVITY DATE ACTION

Request for Bids Issued March 20, 2026 Begin Advertisement Bid Submission Deadline April 13, 2026 Submit Bids to Polk County Estimated Award Date April 28, 2026 Board of Commissioners

VICTORY

BAPTIST

Bids Must Be Complete and Include:

Completed Bid Proposal Form* Executed Affidavit of Non-Collusion* Executed Certification of Non-Discrimination* Executed Bidders Declaration* Request for Taxpayer I.D. Number* E-Verify Compliance Affidavit* S.A.V.E Compliance Affidavit* Drug Free Work Place* Georgia Security and Immigration Compliance Act Affidavit* Amendment Certification*

Requires Signatures*

Total Cost: _______________

Contract Completion: 60 Days

Upon Issuance of the Notice to Proceed the contractor shall have ninety (90) calendar days to complete the contract.

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

The undersigned understands that any conditions stated above, clarifications made to the above information other than 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

Amendment Certification

I hereby acknowledge receipt of the following checked amendments of the Proposal, Plans, Specifications, and/or other documents pertaining to the Contract.

Amendment Nos.: 1 2 3 4 5

I understand that failure to confirm the receipt of amendments is cause for rejection of bids.

Witness my hand and seal this the _______ day of ______, 20____.

The bidder(s) whose signature(s) appears on this document, having personally appeared before me, and ______________________________________ being duly sworn, deposes and says that the above Company Name (Print Name) statements are true and correct.

Sworn to and subscribed before me this By______________________________________

_________ day of ________, 20_____

(Notary Public)

My commission expires _____ day of ______,______.

ATTACHMENT A

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:

FY26 SUNSET VALLEY SUBDIVISION PAVING

CONTRACTOR NAME ________________________________________

SIGNATURE _____________________________________________

TITLE __________________________________________________

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

NOTARY PUBLIC ________________________________________

CONTRACTOR’S 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 April 13, 2026 @ 3:00 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 __________________________________________________

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: __________________________________________________________

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the Contractor agrees as follows:

The Contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The Contractor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the Contractor is in non-compliance with this non-discrimination clause, the contract may be canceled or terminated by Polk County. The Contractor may be declared, by Polk County, ineligible for further contracts with Polk County until satisfactory proof of intent to comply shall be made by the Contractor.

The Contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

CONTRACTOR

SIGNATURE

TITLE

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: