Upson County Board of Commissioners ITB 20231.pdf

Upson County Board of Commissioners

Invitation to Bid

(“ITB”) 20231023

Upson County Properties Lawn Maintenance

Table of Contents

Table of Contents

Project

Specifications

Bid Information

Bid Package

Bond and Insurance Requirements

Award of Contract

Notice to Proceed

Administration

Payments

Taxes

Hold Harmless

Other Important Information

ATTACHMENT A–BID PRICING FORM

ATTACHMENT B – COUNTY PROPERTIES

ATTACHMENT C-NON-COLLUSIVE AFFIDAVIT

ATTACHMENT D-CONTRACTOR AFFIDAVIT

ATTACHMENT E-SAVE AFFIDAVIT

Project The Upson County Board of Commissioners is to contract with a qualified contractor on a three-year contract to maintain certain County-owned properties in Upson County.

Specifications Attachment B lists the properties to be maintained. Specifically, the County needs these properties mowed, trimmed/edged and clippings blown away from sidewalks, walkways, and roads. During growing season, mowing would be expected to occur at least every two weeks as needed. During the dormant season, the County would need leaf blowing and weed trimming as necessary.

Bids should be priced to include the annual upkeep of the County’s properties. See Attachment A for the Bid Pricing and Agreement Form.

Bid Information A mandatory pre-bid meeting will be held. During the pre-bid meeting, interested contractors will be escorted to all properties to gain a visual inspection of the size, shape and condition of the properties to aid in estimation of a bid price.

Bid opening will be conducted one week later. Bids must either be hand-delivered or mailed to the Board of Commissioners in time to be opened at the bid opening. Contractors do not have to attend the bid opening. All bids received must be sealed.

The dates, times, and locations for the pre-bid and bid opening are listed in the table below along with points of contact concerning this ITB.

Important Events and Dates

Pre-bid Meeting Location:

106 East Lee Street Suite 140 Thomaston, GA 30286

Date:

November 6, 2023 10:00 A.M.

Point of Contact on technical matters Seth Morgan 706-975-4130

Timing and Delivery of Bid Package and Bid Opening (Sealed Bid)

Location:

106 East Lee Street Suite 110 Thomaston, GA 30286

Date:

NLT November 17, 2023 10:00 a.m.

Questions Concerning Bid Package Allen Salter asalter@upsoncountyga.org

Bid Package

The bid package must contain the following information noted below:

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

b. Signed and Notarized Copy of Non-Collusive Affidavit Form -Attachment C

c. Signed and Notarized Contractor Affidavit -Attachment D

d. Signed and Notarized Systematic Alien Verification for Entitlements (SAVE) affidavit -Attachment E

e. Certificate of Insurance (See Bond and Insurance Requirements for amounts)

f. Valid evidence of a business such as a license or incorporation documents and General Contractors

License if a GC.

g. Three (3) recommendations from former or existing customers. Please provide written recommendations.

Bond and Insurance Requirements A Performance Bond 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

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 A 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.

Each qualified bid will be evaluated based on the following criteria:

• 25% – Experience of contractor

• 25% – Quality/customer satisfaction of past construction/rehabilitation projects

• Bid price – 40%

• Completeness of bid package – 5%

• Location of contractor (A point scale is used to attribute a higher level of points to contractors in or near Upson County) – 5%

Evaluations and recommendations will be submitted to the Upson County Board of Commissioners. However, the Board reserves the right to determine the most responsive and responsible bidder 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 ITB; (b) price; (c) overall quality of the contractor; (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 legal Contract before any notice to proceed is given.

Notice to Proceed The successful bidder shall not commence work under this ITB 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 Seth Morgan, Upson County Facilities Superintendent, or his 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 noted on the contract. All invoices will be submitted to the Finance Department after completion of the project and work has been verified by Seth Morgan.

Taxes 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 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 to Allen Salter. 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.

H. Allen Salter, CPA

Director of Finance & Special Projects Phone: 706-646-5438 Email: asalter@upsoncountyga.org mailto:asalter@upsoncountyga.org

ATTACHMENT A–BID PRICING FORM

BID PRICING FORM

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 the conditions, requirements, and specifications.

Annual Contract Price:

Company Name

Authorized Representative Signature Date

Title of Authorized Representative

Printed Name of Authorized Representative

ATTACHMENT B – COUNTY PROPERTIES

Upson County Properties Index # Upson County Detention Center/Joint Task Force – Building 235 Aviation Drive A-1 Animal Shelter and Gun Range 2371 Yatesville Hwy A-2 Hightower Memorial Library – 800 West Gordon Street A-3 Lincoln Park VFD A-4 Auchumpkee Creek Covered Bridge – Allen Road A-5 Andrews Chapel Schoolhouse – 1800 Andrew’s Chapel Road A-6 Hwy 36 West Boat Ramp (Flint River) A-7 Community Parks Logtown - 130 Kendall Road, Culloden, GA A-8 Salem - 103 Allen Road, Culloden, GA A-9 Lincoln Park - 235 MLK Drive A-10

A-1

A-2

A-3

A-4

A-5

A-6

A-7

A-8

A-9

A-10

ATTACHMENT C-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, 2023.

My commission expires:

ATTACHMENT D-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

Name of Project /Name of Public Employer

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

Executed on , 2023 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 ,2023.

NOTARY PUBLIC

My Commission Expires:

ATTACHMENT E-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