Upson County Board of Commissioners

Invitation to Bid (ITB)

2022002

Thomaston-Upson County Recreation Cener Sports Fields and Other County Parks

Turf Management

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

Contents Purpose

Specifications

Timing

Bid Process

Bid Package

Bond and Insurance Requirements

Award of Contract

Notice to Proceed

Payments

Other

ATTACHMENT A–BID PRICING FORM

ATTACHMENT B-NON-COLLUSIVE AFFIDAVIT

ATTACHMENT C-CONTRACTOR AFFIDAVIT

ATTACHMENT D-SAVE AFFIDAVIT

ATTACHMENT E-TURF MANAGEMENT SPECIFICATIONS AND PRICING FORM

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Purpose The Upson County Board of Commissioners is seeking a contractor to provide regular turf management applications and fire ant control to all the sports fields associated with Thomaston-Upson County Recreation – Civic Center as well as other County owned parks including Sprewell Bluff. Selection for a turf management contractor will be made though a sealed bid process whereby all interested contractors will be required to attend a pre-bid meeting and submit sealed bid packages. On bid opening, a representative from Upson County Board of Commissioner staff will open bids publicly and read aloud all bid prices. A decision will be recommendation will be made based off the bid received and submitted to the Board of Commissioners for approval.

Specifications The specifications related to the required chemical applications are included in Attachment E.

Timing Pre-bid meeting 101 Civic Center Drive

Room – M. Daniels Thomaston, Georgia 30286

January 31, 2022 10:00 A.M

Bid Delivery Mail to: Upson County Board of Commissioners 106 East Lee Street, Thomaston, Georgia 30286 Attn: Allen Salter

February 8, 2022 By 5 P.m.

Bid Opening 101 Civic Center Drive Room – M. Daniels Thomaston, Georgia 30286

February 9, 2022 10:00 A.M.

Project Award Via Email TBD Project Start and Completion One year contract

Bid Process This will be a sealed bid process open to any qualified company. All bids are to be delivered, sealed, to the address noted above. Contractors must attend the pre-bid meeting to submit a qualifying bid. No bids will be accepted otherwise. Bids must be sealed. Contractors attending will first come to the location noted in the table above.

After a brief introduction and discussion of questions, Phil Ellerbee will escort contractors to the actual bridge location to allow contractors to take measurements and view the site.

Provided that the bid is delivered to the County Commissioners Office, sealed, and under the conditions contained in this ITB, the bids shall be conditionally accepted without alteration or correction pending evaluation. By submission of your bid, you warrant that your proposed pricing, terms and conditions will be firm for acceptance for a period of ninety (90) days from opening date.

The County reserves the right to reject any or all bids and to waive any irregularities or technicalities in bids received whenever such rejections or waiver is in the best interest of the County.

No bid may be withdrawn after the closing time for the receipt of bids for a period of sixty (60) calendar days after bid opening date.

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Bids not received by the date and time listed above will not be opened.

Bid Package

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

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

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

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

e. Signed and Notarized Contractor Affidavit -Attachment C

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

g. If you have not performed work for Upson County in the recent past, please provide at least Five professional references from other cities or counties where you have performed work

h. Current W-9

i. Completed Turf Management Specifications and Pricing Form – Attachment E

** Please provide details for your quote, separating labor from costs of materials. Include other incidental costs estimates.

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

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

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

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

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

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

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

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

3) Automobile Liability

Combined Single Limit $1,000,000

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

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

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

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

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

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

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

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

Administration

The Project will be administered by Shaka Johnson, Thomaston-Upson County Recreation Director, or her designee being the main point of contact or "Project Manager" for all questions during the project.

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

Payment terms are Net 30.

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

Hold Harmless

Other All respondents to this ITB shall hold harmless the Upson County Board of Commissioners, and any of their officers and employees from all suits and claims alleged to be a result of this ITB. The issuance of this ITB constitutes only an invitation to submit bids. The Upson County Board of Commissioners reserves the right to determine, in its sole discretion, whether any aspect of a respondent's submittal meets the criteria in this ITB. The Upson County Board of Commissioners also reserves the right to seek clarifications, to negotiate with any vendor submitting a response, to reject any or all responses with or without cause, and to modify the procurement process and schedule. In the event, that this ITB is withdrawn, or the project canceled for any reason, the Upson County Board of Commissioners shall have no liability to any respondent for any costs or expenses incurred in connection with this ITB or otherwise.

Other Important Information

Upson County will not be bound by or be responsible for any interpretations or conclusions drawn from this ITB. All questions or requests for clarification can be addressed at the pre-bid meeting or addressed in writing via email Phil Ellerbee at sjohnson@upsoncountyga.org. Any questions the County feels are pertinent to all interested bidders will be posted on the Georgia Procurement Registry. All oral communications shall be considered unofficial and non-binding.

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

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

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

mailto:sjohnson@upsoncountyga.org

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Questions regarding the ITB should first be directed to Shaka Johnson in writing. Questions concerning the document itself, the pre-bid meeting, and bid opening can be directed to Allen Salter.

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

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ATTACHMENT A–BID PRICING FORM

Covered Bridge Repair

BID PRICING FORM

TOTAL BID: $_________________ (Should equal grand total from Specifications and Pricing Sheet)

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

Company Name

Authorized Representative Signature Date

Title of Authorized Representative

Printed Name of Authorized Representative

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ATTACHMENT B-NON-COLLUSIVE AFFIDAVIT

NON-COLLUSIVE AFFIDAVIT

STATE OF Georgia Upson County

,being first duly sworn, deposes

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

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

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

Signature of

Bidder

Subscribed and sworn to before me

This day of, 2022.

My commission expires: ___________

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ATTACHMENT C-CONTRACTOR AFFIDAVIT

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

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, Firm or corporation which is engaged in the physical performance of services on behalf of County of Upson, has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Thomaston-Upson County Recreation Cener Sports Fields and Other County Parks Turf Management

Name of Project /Name of Public Employer

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

Executed on _____________ ___ , 2022 in Upson County, Georgia

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF _________ ,2022 .

NOTARY PUBLIC

My Commission Expires:

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ATTACHMENT D-SAVE AFFIDAVIT

SAVE Affidavit Required for Local Government That Must Be Executed by Anyone Entering

Into A Contract With A Local Government

STATE OF GEORGIA

Upson County

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

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

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

1) __ I am a United States citizen

OR

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

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

This ____ day of ________________, 20____.

Signature of Applicant: __________________________

Printed Name: _________________________

Alien Registration number for non-citizens: *

__________________________________ SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ____ DAY OF

____________, 20____

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ATTACHMENT E-TURF MANAGEMENT SPECIFICATIONS AND PRICING FORM

Turf Management Specifications and Bid Pricing Form

CIVIC CENTER

TOTAL FOR CIVIC CENTER: $____________

Description Round 1 Liquid pre-emergent, broadleaf weed control + Ant Treatment

Round 2 Broadleaf weed control & fertilizer

(Playgroun d-no fertilizer)

Round 3 Fertilizer & Broadleaf weed control

(Playground -no fertilizer)

Round 4 Fertilizer & broadleaf weed control + grub control @ Soccer Complex, Tackle Football, Flag Football, CCF#1, 2, 3, 13 + Ant Treatment

Round 5 Pre-emergent broadleaf weed control

Infield treatment 5X/yr for Baseball/soft ball fields to kill grass/weeds

Fencing treatment Weed Killer

CC

Building/Lot

XXXXXXXXX

XX

XXXXXXXXX

XX

XXXXXXXXXXXXXX

XXX

XXXXXXXXXX

XXX

XXXXXXXXXXX

XXX

XXXXXXXX

XXXXXX

CC Field #1

CC Field #2

CC Field #3

CC Field #13

Soccer Field Area 1

XXXXXXXXXXX

XXX

Soccer Field Area 2

Soccer Field Area 3

Flag Football

Tackle Football Field & Bleacher Area

Tee Ball Fields & Sod areas

Playground Area

XXXXXXXXXXXXXX

XXX

XXXXXXXXXX

XXX

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COMMUNITY PARKS

TOTAL FOR COMMUNITY PARKS: $_______________

SPREWELL BLUFF

Description Round 1 Liquid pre-emergent, broadleaf weed control + Ant Treatment

Round 2 Broadleaf weed control & fertilizer

Round 3 Fertilizer & Broadleaf weed control + Ant Treatment

Round 4 Fertilizer & broadleaf weed control + grub control

Round 5 Pre-emergent broadleaf weed control

Playground weed killer

Sprewell Bluff

TOTAL FOR SPREWELL BLUFF: $_______________

GRAND TOTAL: $_________________

Description Round 1 Broadleaf weed control + Ant Treatment

Round 2 Broadleaf weed control

Round 3 Broadleaf weed control + Ant Treatment

Infield treatment 5 X yr for Baseball/softball fields to kill grass/weeds

Playground weed killer

Salem Park

Logtown XXXXXXXXXXXXX

XXXX

Thurston

Lincoln Park

Eddie Collier

Weaver Park

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SPECFICATIONS FOR FERTILIZER/HERBICIDE/INSECTICIDE ROUND TREATMENTS

Round 1 Pre-emerge (Stonewall 65 WG 1 #/acre) & Broadleaf Control (Mansion .5 oz/acre) or equivalent

Round 2 Broadleaf control (Mansion .5 oz/acre) or equivalent & 19-19-19 @ 250 #/acre

Round 3 Broadleaf control (Mansion .5 oz/acre) or equivalent & 34-0-0 @200 #/acre

Round 4 Broadleaf control (Mansion .5 oz/acre) or equivalent & 20-0-20 w/3% sulfur @ 250#/acre + grub control (Imidacloprid @ label rate or equivalent)

Round 5 Broadleaf control (Mansion .5 oz/acre) or equivalent & Pre-emerge Simazine 4L @ 2 qtrs./acre

Fire Ant Control Application in January/February of Top Choice (88 #/acre) or equivalent to control fire ants on game fields for one calendar year from date of application.

Infield treatment 5X year with non-selective herbicide at approximately March and August to kill grass/weeds on baseball/softball fields.

Contractor will retreat unlimited times until client satisfaction.

The term of the contract is for one (1) year beginning 2-1-22 and ending 12-31-22. Client or contractor can cancel this contract at any time by giving thirty (30) days written notice.

Prospective contractor will provide E verify documents and business license with bid.

Prospective contractor will provide insurance certification with bid.

A qualified proposer is defined for this purpose as one who meets all requirements for licensing, insurance and service contained in these specifications including the attendance of the MANDATORY PRE-PROPOSAL CONFERENCE. NO BIDS WILL BE ACCEPTED

FROM ANY PROPOSERS THAT DID NOT ATTEND THE PRE-PROPOSAL CONFERENCE.

I HAVE READ FULLY THE ABOVE TERMS AND CONDITIONS AND AGREE TO BE BOUND BY THEM.

In witness whereof, the parties to this contract have signed and executed it as indicated.

Company Name Date

Authorized Representative Signature

Title of Authorized Representative