Traffic Control Supplies.pdf

Office of County Commissioners 130 Jacobs Way, Suite 302, Clarkesville, GA 30523

706-839-0200 www.habershamga.com

REQUEST FOR PROPOSALS

Habersham County Board of Commissioners is soliciting proposals for:

RFP 2024-34 Traffic Control Supplies

RFP Released July 31, 2024 Deadline for Proposal Questions August 28th, 2024, by 2:00 PM EST Proposals due September 4th, 2024, by 2:00 PM EST Tentative Award Date September 16th, 2024

SUBMIT PROPOSALS TO:

Habersham County Purchasing, Finance Department

“Traffic Control Supplies” 130 Jacobs Way, Suite 302

Clarkesville, GA 30523 purchasing@habershamga.com

706-839-0200 http://www.co.habersham.ga.us/ mailto:purchasing@habershamga.com

IFP 2025-1 Traffic Control Supplies

Proposals Due Wednesday, September 4th No later than 2:00PM EST

Table of Contents

Request for Proposal 2024-34 Traffic Control Supplies

Submittal Requirements, Qualifications and Experience……………………………….……. 1

Terms and Conditions……………………………………………………………………………. 1-3

Insurance Coverage Requirements…………………………………………………………….. 3

Scope of Work…………………………………………………………………………………….. 4

Questions and Interpretations…………………………………………………………………… 4

Sample Contract…….……………………………………………………………………………. 5-6

Bidder Pricing Sheet…………………………...…………………………………………………. 7-8

Contact Page..…………………………………………………………………………………….. 9

Bidders Declaration………………………………………………………………………………. 10

Non-Collusion Affidavit…………………………………………………………………………… 11

Certificate of Non-Discrimination………………………………………………………………... 12

W-9…………………………………………………………………………………………………. 13

E-Verify Agreement and Affidavit……………………………………………………………….. 14

Submittal Requirements

Each bidder must submit their proposal, enclosed in a sealed envelope or box, and marked with the bidders’ name, address, and labeled: Traffic Control Supplies and addressed to:

Habersham County Purchasing, Finance Department 130 Jacobs Way, Suite 302 Clarkesville, GA 30523

Proposals shall be received no later than 2:00 PM, Wednesday September 4th, 2024 at Habersham County’s Administration Building at 130 Jacobs Way, Clarkesville, GA 30523, at which time and place all proposals will be publicly opened and acknowledged.

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 AM and 5:00 PM, Monday through Friday, to the Board of Commissioners Office, Room No. 337 located on the top floor, excluding holidays observed by the Habersham County Board of Commissioners. For a complete listing of holidays, please visit http://www.habershamga.com.

Qualifications and Experience

Proposals must provide the following information to establish the qualifications and experience of the Bidder:

1. Certification that the Bidder or its officers or any predecessor companies are not under any part of the Bankruptcy Act nor ever filed under the Bankruptcy Act within the previous seven years.

Terms & Conditions

1. The initial term of a contract awarded as a result of this RFP shall be from date of award through completion of contract.

2. Submittals received after the due date and time will not be considered.

Modifications received after the due date will not be considered. The Habersham County Government assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the improper designation.

3. Habersham County reserves the right to reject any and all proposals. The County will not discriminate against any vendor submitting a bid because of race, creed, color, national origin, or handicap. The County is an equal opportunity employer.

http://www.habershamga.com/

4. Habersham County encourages all proposers to promote opportunities for diverse business, including Minority Business Enterprises (“MBE”), Female Business Enterprises (“FBE”), and Small Business Enterprises (“SBE”) to be included as sub-consultants and/or bidders. However, nothing herein should be construed to indicate that a MBE, FBE, or SBE may not apply and be selected independently. MBEs, FBEs, and SBEs that meet qualifications of this RFP are encouraged to submit their proposals for consideration.

5. Habersham County reserves the right to exercise discretion and apply its judgement with respect to all bid proposals submitted The County also reserves the right to reject all proposals, either in part or in its entirety, or to request and obtain, from one or more of consulting firms submitting proposals, supplementary information as may be necessary for County staff to analyze the bid proposals.

6. Habersham County may elect to award a contract in multiple phases, as is deemed to be in the County’s best interest. Should the County award projects in phases, the County reserves the right to award the phases to the same firm. All proposals submitted in response to the RFP become property of Habersham County and public records and will be subject to public view.

7. All proposals shall constitute, for a period of 90 calendar days, an irrevocable offer to provide the goods/services set forth in the specifications and proposal.

8. At no time shall the successful vendor reproduce Habersham County’s logo, return address or any other identifying or proprietary information for any other purpose. Also, the vendor shall not use Habersham County in any advertisements without the written consent of the County. Refer to https://www.habershamga.com/document_center.cfm?fid=277&ysnDC=1; County Commissioners Documents and Information; to download a copy of the Application for Permission to Use County Logo.

9. Habersham County Government is tax exempt. The selected vendor will be provided with Habersham County’s Sales and Use Tax Certificate of Exemption number upon request.

10. All bidders will be required to provide a Certificate of Insurance as proof of insurance and Workman’s Compensation Insurance while under contract with Habersham County. Workman’s Compensation Insurance should be as required by the State of Georgia.

11. Information provided within the bidder’s proposal are subject to open records request per Georgia Law. For more information, please visit https://www.habershamga.com/open-records-request.cfm.

https://www.habershamga.com/document_center.cfm?fid=277&ysnDC=1 https://www.habershamga.com/open-records-request.cfm

12. Habersham County follows the purchasing policies and procedures adopted on December 14, 2015 through Habersham County Ordinance to Chapter 1; Article 4, Division 2. Refer to http://www.habershamga.com/document_center.cfm?fid=339&synDC=1; Finance Department Policies; for complete document.

Insurance Coverage Requirements

ALL BIDDERS MUST FURNISH PROOF OF LIABILITY INSURANCE,

WORKER’S COMPENSATION LIABILITY INSURANCE, AND ANY OTHER

INSURANCE REQUIRED BY APPLICABLE STATE, FEDERAL, AND

ADMINISTRATIVE LAW.

Such proof shall be submitted with the bid/proposal and show evidence of insurability satisfactory to Habersham County as to form and content. If the bid is selected by the County, the Bidder must maintain, at a minimum, the insurance policies and minimums indicated in the selected bid. If the Bidder maintains broader coverage and/or higher limits than shown in the bid, Habersham County shall be entitled to coverage for the higher limits maintained by the Bidder.

Any and all Insurance Coverage(s) and Bonds required under the terms and conditions of the contract shall be maintained during the entire length of the contract, including any extensions or renewals thereto, and until all work has been completed to the satisfaction of Habersham County. Evidence of said insurance coverages shall be provided on or before the inception date of the Contract.

Bidder shall provide written notice to Habersham County immediately if it becomes aware of or receives notice from any insurance company that coverage afforded under such policy or policies shall expire, be cancelled or altered.

Certificates of Insurance are to list Habersham County Government, its’ Officers, Officials and Employees as an Additional Insured (except for Workers’ Compensation and Professional Liability). This insurance shall apply as Primary Insurance before any other insurance or self-insurance, including any deductible, non-contributory, and Waiver of Subrogation provided in favor of Habersham County. If Habersham County shall so request, the Bidder will furnish the County for its inspection and approval such policies of insurance with all endorsements, or confirmed specimens thereof certified by the insurance company to be true and correct copies.

The obligations for the Bidder to procure and maintain insurance shall not be constructed to waive or restrict other obligations. It is understood that neither failure to comply nor full compliance with the foregoing insurance requirements shall limit or relieve the Bidder from any liability incurred as a result of their activities/operations in conjunction with the Contract and/or Scope of Work.

http://www.habershamga.com/document_center.cfm?fid=339&synDC=1

Scope of Work and General Conditions

1. Signs and blanks shall be 0.080 aluminum. Unless otherwise noted, all sheeting and lettering must be 3M-HIP (high intensity prismatic) grade, reflective, and must comply with Georgia Department of Transportation specifications.

2. Street sign blanks must be extruded aluminum, 9" wide, 0.250" rail thickness, 0.080" minimum blade thickness, 3-1/2" center to center hole spacing.

3. All signs must be shipped separated with heavy duty coated paper, sorted by type of sign, packaged in quantities of 10 or less for sizes 30" x 30" and under (5 or less for sizes 36" x 36" and above), in a cardboard envelope. The MUTCD number and quantity of signs inside package must be written on the outside of the cardboard envelope.

Questions and Interpretations

No inquiries or interpretation of meaning concerning this Request for Proposal will be made to any interested party orally. Every inquiry or request for interpretation should be made in writing via e-mail. All inquiries and requests for interpretation should be sent via e-mail to purchasing@habershamga.com. All questions and all answers will be posted on the website www.habershamga.com. It will be the responsibility of interested parties to periodically check the website for any new information.

mailto:purchasing@habershamga.com file://habersham-fs/NSI%20AutoStore/Commissioners/Finance%20Dept/Purchasing/pursuit%20vehicles%202015/www.habershamga.com

SAMPLE CONTRACT

STATE OF GEORGIA CONTRACT IFP #2025-1

COUNTY OF HABERSHAM

Traffic Control Supplies

This agreement made and entered into this the day of __________, 2024, by and between the Board of Commissioners of Habersham County, Georgia (Hereinafter referred to as “County”) and Company Name hereafter referred to as “Contractor”).

Witnesseth:

Whereas the County intends to contract to provide for Traffic Control Supplies - IFP #2025-1, herein referred to as the “Project” and has entered into an agreement for the necessary services provided by the project and whereas, the Contractor desires to perform the project and for the contract costs as detailed.

Habersham County’s IFP #2025-1 issued on July 31st, 2024, the Bidder’s response (All originals are on file in the Habersham County Purchasing Department, 130 Jacob’s Way Clarkesville, GA 30523), and this contract are all incorporated into and made a part of this agreement by reference.

Attachments: All terms and conditions; Contractor’s Bid response; Contractors cost data

If any paragraph, sub-paragraph, sentence, clause, phrase or any portion of this agreement shall be declared invalid or unconstitutional by any Court of competent jurisdiction or if the provisions of any part of this agreement as applied to any particular situation or set of circumstances shall be declared invalid or unconstitutional, such invalidity shall not be constructed to affect the portions of this agreement not so held to be invalid or the application of this agreement to other circumstances not so held to be invalid. It is hereby declared to be the intent of the parties to this agreement to provide for separate and divisible parts, and to hereby adopt any and all parts hereof as may not be held invalid for any reason.

In witness whereof, the parties hereto have hereunto set their hands and affixed their seals the day and year first above written.

Subscribed and sworn to in our Habersham County, Georgia presence this ________ day of ____________________, 2024 By:___________________________ __________________________ Ty Akins Notary Comm. Exp. Chairman, Board of Commissioners

Subscribed and sworn to in our Contractor presence this ________ day of

____________________, 2024 By: _________________________

Notary Comm. Exp Title: ________________________

-Remainder of page intentionally left blank-

Bidder Pricing Sheet – RFP 2024-34

RFP 2024-34 Traffic Control Supplies Habersham County Department of Public Works

Company Name:

Typical Lead Times:

Description Size QTY Unit Price

Extended Price

Part Number

1 “STOP” sign *3M-HIP Sheeting 30”x30” 40 2 “Stop Ahead” *3M-HIP Sheeting 36”x36” 15 3 “All Way” plates *3M-HIP Sheeting 18”x6” 15 4 Standard chevron sign *3M-HIP

Sheeting 24”x30” 25

5 White reflective *3M-HIP Sheeting.

Standard MUTCD size black border inset from edge. MUTCD size “SPEED LIMIT” legend (two lines at top, no numbers at bottom, universal hole punch sq/dia)

24”x30” 25

6 Yellow reflective *3M-HIP Sheeting and a standard MUTCD size black border inset from edge (universal hole punch sq/dia) – standard legends

36”x36” 15

7 Yellow reflective *3M-HIP Sheeting and a standard MUTCD size black border inset from edge (universal hole punch

30”x30” 50

8 Aluminum blanks, various sheeting, universal hole punch sq/dia 24”x30” 30

9 Yellow reflective *3M-HIP Sheeting and a standard MUTCD size black border inset from edge (universal hole punch

24”x24” 30

10 Blanks with yellow reflective *3M-HIP Sheeting and a standard MUTCD size black border inset from edge

18”x18” 30

11 White *3M sheeting, black letters & border with legend to read: “WATCH

FOR PEDESTRIANS”

24”X10” 5

12 Street Sign Blank (extruded green hip) 9” x various 50

14 High Yellow aluminum sign “PASS AT OWN RISK” 36”x18” 6

15 “MOWERS AHEAD” Mesh with vinyl pockets 36” 6

16 Heavy-duty ribs for 36” mesh sign 19 T-stand, sign stand, low speed approved, NCHRP350 24

20 Continuous flash 24/7, double 12” LED yellow/amber, polycarbonate head, 80 4 watt solar panel, with mounting bracket, aluminum lockable battery box, SPLasher, and wiring. Partially assembled to mount to existing pole.

21 55 amp, 12V, AGM battery, Dimensions:

9.40”x5.50”x8.20” 4

22 School zone – wireless unit with 900MHz radio (1500ft range). NEMA TS-2 and FCC approved. Programmable with Crosslink USB; secondary unit when paired with Crosstalk-SZ-10. Requires AntennaKit-1

23 Antenna for 900MHz radio (SH- MPANTENNA6) – Includes cable (CW- 900-Cable-10).

24 USB Control Module with 900 MHz radio for programming crosstalks (for use with units radio only). Crosstalk Computer Software (CT-Computer-SW) required to operate. ~1500ft range

25 School Zone Software to use with Crosslink-USB-1 4

26 Generic Square Sign (congested area) – 36”, high intensity, 8 LEDs, square shaped. Mounting kit (FAMUTCDKIT) included.

27 Square anchor – 12 gauge (25 per bundle) 30”x2.25” 200pcs

28 Generic Square Sign (MUTCD # needed). High intensity, 8 LEDs, DC20 Solar pack with mounting bracket, SPLasher (controller) and 18a battery.

Square-shaped. Mounting kit (FAMUTCDKIT) included.

HIP yellow congested area.

36” 4

29 Upgrade ECO box from a 1 battery cabinet to a 2 battery cabinet 4

30 20watt solar panel 4 31 Add battery pack – 18 amp, 12V, AGM battery, Dimensions7.13”x2.99”x6.54” 4

32 Bumpie™ Speed Bump 6’ Striped Yellow 24 33 Galvanized rebar spikes 14” for speed bump and parking clock asphalt installation

130 Jacobs Way, Suite 302, Clarkesville, GA 30523

706-839-0200 www.habershamga.com

Invitation for Proposal Traffic Control Supplies

Quoting Company Name:

Company Representative:

Company Address:

Company Phone Number:

Representative Phone:

Representative Email:

Please provide Price breakdown as indicated below:

I agree to all terms and expectations of the above quote specification and hereby submit this as our official bid.

Signature of authorized company representative Date

BIDDERS DECLARATION

The bidder understands, agrees and warrants:

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

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

That the bidder has liability insurance and a declaration of insurance form will be provided before the commencement of any work.

That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to May 8th, 2024 at 2:00 p.m. but may not be withdrawn after such date and time.

That Habersham County reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. Habersham County reserves the right to waive any technicalities and formalities in the bidding.

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

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign and the corporate seal must be affixed to this bid.

BIDDER:

Printed Name Title

Signature Title

AFFIX CORPORATE SEAL (If Applicable)

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF ________________________

COUNTY OF ______________________

Owner, Partner or Officer of Firm, _____________________________________________________________ Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the bidder to submit the attached bid. Affidavit further states as bidder, that they have not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding; or with any office of Habersham County or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between bidders and any official of Habersham County or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

FIRM NAME __________________________________________

PRINTED NAME __________________________________________

SIGNATURE __________________________________________

TITLE __________________________________________

Subscribed and sworn to before me this_____ day of 20__

NOTARY PUBLIC

CERTIFICATE OF NON-DISCRIMINATION

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

The bidder agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The vendor shall take affirmative action to insure 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 bidder’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by Habersham County. The bidders may be declared, by Habersham County, ineligible for further contracts with Habersham County until satisfactory proof of intent to comply shall be made by the vendor. The bidder agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

FIRM NAME

PRINTED NAME

SIGNATURE

TITLE

Form W-9 (Rev. August 2013) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

Give Form to the requester. Do not send to the IRS.

P ri n t o r ty p e

S e e S p e c if ic I n s tr u c ti o n s o n p a g e

Name (as shown on your income tax return)

Business name/disregarded entity name, if different from above

Check appropriate box for federal tax classification:

Individual/sole proprietor C Corporation S Corporation Partnership Trust/estate

Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership)

Other (see instructions)

Exemptions (see instructions):

Exempt payee code (if any)

Exemption from FATCA reporting code (if any)

Address (number, street, and apt. or suite no.)

City, state, and ZIP code

Requester’s name and address (optional)

List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on the “Name” line to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter.

Social security number

Employer identification number

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and

3. I am a U.S. citizen or other U.S. person (defined below), and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 3.

Sign Here

Signature of

U.S. person Date

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. The IRS has created a page on IRS.gov for information about Form W-9, at www.irs.gov/w9. Information about any future developments affecting Form W-9 (such as legislation enacted after we release it) will be posted on that page.

Purpose of Form

A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, payments made to you in settlement of payment card and third party network transactions, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA.

Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to:

1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued),

2. Certify that you are not subject to backup withholding, or

3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners’ share of effectively connected income, and

4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct.

Note. If you are a U.S. person and a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9.

Definition of a U.S. person. For federal tax purposes, you are considered a U.S.

person if you are:

• An individual who is a U.S. citizen or U.S. resident alien,

• A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States,

• An estate (other than a foreign estate), or

• A domestic trust (as defined in Regulations section 301.7701-7).

Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax under section 1446 on any foreign partners’ share of effectively connected taxable income from such business. Further, in certain cases where a Form W-9 has not been received, the rules under section 1446 require a partnership to presume that a partner is a foreign person, and pay the section 1446 withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid section 1446 withholding on your share of partnership income.

Cat. No. 10231X Form W-9 (Rev. 8-2013)

STATE OF GEORGIA PROGRAM VENDOR/CONTRACTOR

AFFIDAVIT AND AGREEMENT

COMES NOW before me, the undersigned officer duly authorized to administer oaths, the undersigned contractor, who, after being duly sworn, states as follows:

By executing this affidavit, the undersigned contractor verifies it’s 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 Habersham County 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 are as follows:

EEV / Basic Pilot Program User ID Number (E-Verify)

FURTHER AFFIANT SAYETH NOT.

BY: Authorized Officer or Agent Signature Contractor Address

Title of Authorized Officer or Agent of Contractor Above

Company / Contractor Name Contractor City, State, Zip Code

Date of Contract between Contractor and Habersham County

Sworn to and subscribed before me

This day of , 20

Notary Public

My commission expires:

* Any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of

1986 (!RCA), P.L. 99-603. As of the effective date of O.C.G.A. § 13-10-91, the applicable federal work authorization program is the "EEV I Basic Pilot Program" operated by the

U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security in conjunction with the Social Security Administration (SSA).

Office of County Commissioners 555 Monroe Street, Unit 20, Clarkesville, GA 30523

706-839-0200 Fax: 706-839-0219 www.habershamga.com

Habersham County’s IFP #2025-1 issued on July 31st, 2024, the Bidder’s response (All originals are on file in the Habersham County Purchasing Department, 130 Jacob’s Way Clarkesville, GA 30523), and this contract are all incorporated into and made a p...