Coffee Services

INVITATION TO BID
PURCHASING DEPARTMENT
P.O. BOX 1349
327 N ASHLEY ST.
VALDOSTA, GEORGIA 31601
#LC-2026-431
FOR:
Coffee Services
OPENING DATE: October 28, 2026
TIME: 10:00 am
Amy Woods
PURCHASING AGENT
(229) 671-2527
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GENERAL SPECIFICATIONS
It is the intent of these specifications to furnish Lowndes County with the following
requisitioned equipment/service, according to the attached. It is clearly understood that
the following are minimum specifications and are made in order to show the exact
specifications of the equipment/service proposed.
The bidder agrees that Lowndes County reserves the right to waive technicalities and to
reject any or all bids.
If you have any questions, please call the phone number listed on the cover page.
Depending upon the purchase price, the Purchasing Agent or Lowndes County Board of
Commissioners will make the final decision of purchase.
All sealed bids must have the Bid Number and Name of Vendor submitting the bid
located on the front of the envelope. Sealed bids are due and opened on the date
and time listed on the front cover page.
NO BID WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND
TIME SPECIFIED!
Any price(s) bid by dealer/vendor on any items offered to the
Lowndes County shall be the price effective at the date of delivery.
No delivery date of "ASAP" (As Soon As Possible) shall be considered acceptable on items
that have a maximum delivery date listed in the specifications.
Addendum(s) issued in a bid must be acknowledged and submitted with the original bid
package.
All Shipping is to be FOB Valdosta, GA 31601 and included in the total price unless
otherwise stated in the bid document.
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INSTRUCTIONS TO BIDDERS
1. Bids must be made upon the form of the proposal if attached hereto. If there is not a form
attached, please submit the proposal/bid on your company letterhead in a design/layout
that will best suit the price and information that the County has requested. The following
information should be listed legibly on the outside of the sealed envelope: 1. Name of
vendor submitting the bid. 2. Bid number and Title located on the cover page of the Bid
Package. Bids may be mailed or hand delivered to the Purchasing Department of
Lowndes County, located at 327 N Ashley St., Valdosta, GA 31601. In the event you
choose to mail your proposal, it should be mailed to Amy Woods, Purchasing Agent, P O
BOX 1349, Valdosta, GA 31603.
2. No bidder will be allowed to withdraw his bid for any reason whatsoever after the bids
have been opened unless otherwise stated in the specifications.
3. The following specifications represent the minimum general size, weight, capacity and
performance characteristics desired in the equipment to be purchased. These
requirements are not intended to prevent obtaining fair prices or to eliminate competition,
but to insure, if possible, that all bids submitted would not be subject to correction or
alteration after the bid has been filed, opened, and publicly read. In view of an unusual
wide disparity in details of design and manufacture, complete descriptive literature and
manufacturer's specifications must be submitted on each type of equipment offered.
Lowndes County reserves the right to evaluate any or all bids, particularly where there is
a range in specifications. Special consideration will be given to the ready availability of
repair parts and service.
4. Federal or State taxes are not applicable to Georgia Municipalities under the United
States Code Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.
5. The names of a certain brand, make, or definite specifications are to demote quality
standard of the article desired. The County does not restrict bidders to be specific brand,
make or manufacturer named; it is to set forth and convey to prospective bidders the
general style, type, character and quality of the article desired.
6. The award of the contract will be awarded to the lowest responsible bidder taking into
consideration quality performance, the time specified in the specifications for the
performance of the contract, provision of needed and unneeded features, usefulness to the
using department, whether bidder meets guidelines set forth in the specifications, and
prior County experience.
7. Any item that the county has sent out for bid(s) must be NEW equipment with the latest
technology available. No remanufactured item will be accepted unless stated otherwise
in the bid specifications.
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Lowndes County wishes to contract coffee service for one year for county
buildings (list of buildings follows) with one vendor. We are asking that you bid
two (2) brands of coffee, Maxwell House and your most comparable house
brand. We will purchase the caffeinated and decaffeinated coffee that is the
lower of the two brands.
I. SPECIFICATIONS:
PLEASE PROVIDE PRICING ON THE FOLLOWING ITEMS; LIST ANY DEVIATIONS ON
A SEPARATE SHEET. MACHINES MUST BE CLEANED ON A MONTHLY BASIS AND
POTS ROTATED REGULARLY. VENDOR MUST RESPOND TO EMERGENCIES WITHIN
48 HOURS OF BEING CONTACTED. WE WANT GLASS COFFEE POTS AT EACH
LOCATION.
1. MONTHLY RENTAL FEE OF ONE COFFEE MACHINE
& TWO COFFEE POTS PER LOCATION $ _____________
2. SET-UP/DEPOSIT FEE OF MACHINES/POTS $ ______________
3. MAXWELL HOUSE MASTER BLEND COFFEE
CAFFEINATED PRICE PER BOX $______________
Packet Size ____________
Number of packets per box ____________
4. MAXWELL HOUSE MASTER BLEND COFFEE
DECAFFEINATED PRICE PER BOX $_________
Packet size ___________
Number of packets per box ___________
5. COMPARABLE HOUSE BLEND COFFEE
CAFFEINATED PRICE PER BOX $______________
NAME OF HOUSE BRAND ________________________
Packet Size _________
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Number of packets per box _________
6. COMPARABLE HOUSE BLEND COFFEE
DECAFFEINATED PRICE PER BOX $ ______________
NAME OF HOUSE BRAND DECAF _______________________
Packet size __________
Number of packets per box __________
7. ONE (1) BOX - FILTERS - __________/box = $__________each
8. ONE (1) BOX - STIRRERS - _________/box = $ __________each
9. ONE (1) CANNISTER PURE SUGAR- ____/oz= $ __________each
9. ONE (1) BOX SWEET-N-LOW (PINK) ____PKS/BX $ __________each
10. ONE (1) CANNISTER NON-DAIRY CREAMER-___/oz $ __________each
11. ONE (1) BOX 12 OZ. FLAT STYRO CUPS- ______/box $ __________each
12. MONTHLY DELIVERY CHARGES OF ALL PRODUCTS $ ______________
13. OTHER FEES/CHARGES, PLEASE ITEMIZE $ ______________
________________________________________________________
________________________________________________________
1st year renewal percentage of increase (if any) _________%
2nd year renewal percentage of increase (if any) _________%
3rd year renewal percentage of increase (if any) __________%
4th year renewal percentage of increase (if any) _________%
II. QUESTIONS & ANSWERS
Questions will be accepted via email amy.woods@lowndescounty.com until
October 19, 2026. Answers will be issued to all vendors as soon as possible.
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III. TERMS AND CONDITIONS
This is a one (1) year contract with the option to renew for four(4) additional
one (1) year terms.
This contract begins on January 1, 2027 and ends on December 31, 2027.
The first-year renewal is January 1, 2028 through December 31, 2028.
The second-year renewal is January 1, 2029 through December 31, 2029.
The third-year renewal is January 1, 2030 through December 31, 2030.
The fourth-year renewal is January 1, 2031 through December 31, 2031.
If either party wishes to cancel this contract before the above dates, a
minimum 60 day written notice must be submitted by the cancelling party.
Please note that quality and timeliness of deliveries play a role in the
effectiveness of this contract.
IV. LOCATION OF MACHINES-successful bidder will be notified as soon as
possible of any additional locations or address changes.
1. LOWNDES COUNTY 911 CENTER
1515 MADISON HWY
2. LOWNDES COUNTY ANIMAL SHELTER
337 GIL HARBIN BLVD
3. LOWNDES COUNTY GOVERNMENTAL BUILDING-
TAX COMMISSIONER (OFFICES ON 1ST & 2ND FLOORS)
TAX ASSESSOR (OFFICES ON 1ST & 2ND FLOORS)
300 N. PATTERSON ST.
4. LOWNDES COUNTY JUDICIAL AND ADMINISTRATIVE COMPLEX-COURT
SIDE
CLERK OF COURT 1ST FLOOR
MAGISTRATE COURT 2ND FLOOR
PROBATE COURT 2ND FLOOR
SOLICITOR 3RD FLOOR
STATE COURT 4TH FLOOR
SUPERIOR COURT-JURY 4TH FLOOR & 5th FLOOR
327 NORTH ASHLEY STREET
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5. LOWNDES COUNTY JUDICIAL AND ADMINISTRATIVE
COMPLEX-COMMISSIONERS SIDE
HR/UTILITIES BREAKROOM 1ST FLOOR
ENGINEERING BREAKROOM 2ND FLOOR
COMMISSIONERS BREAKROOM 3RD FLOOR
UTILITIES LAKE PARK-Lake Park address
6. LOWNDES COUNTY PUBLIC WORKS
550 GIL HARBIN IND. BLVD
7. LOWNDES COUNTY BOARD OF ELECTIONS
2808 NORTH OAK STREET EXTENSION
8. LOWNDES COUNTY FIRE DEPARTMENT
Headquarters - Patterson St 31601
9. SHERIFF'S OFFICE
LOWNDES COUNTY JAIL
120 PRISON FARM ROAD
10.SHERIFF'S OFFICE ANNEX
562 GIL HARBIN INDUSTRIAL BLVD
11. LOWNDES COUNTY EMA
250DOUGLAS ST
12.LOWNDES COUNTY PROBATION
601 N Lee St
V. AWARD
Bid will be awarded based on the lowest priced caffeinated and
decaffeinated coffee and all other unit prices listed except the Styrofoam
cups.
*Sealed bids will be accepted until October 28, 2026 at 10:00 am. The bid
opening will be in the Purchasing Office, located on the 3rd floor of the
Lowndes County Judicial and Administrative Complex, 327 North Ashley
Street.
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VI. INVOICES
Signed Original Invoices must be turned into Purchasing at the beginning
of the month for the previous month's service by the vendor. Do NOT
leave the invoice with the requesting department.
VII. VENDOR INFORMATION
__________________________________________________
Name of Person Submitting Bid
__________________________________________________
Title
______________________ ___________________________
Phone Email address
__________________________________________________
Company Name
__________________________________________________
Company Address
_____________________ ______________________
Phone Fax
__________________________________________________
Tax ID Number
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VI. BUSINESS LICENSE
Submit a copy of your Lowndes County Business License, if you have one or the current
onethatyoudohave.Ifyouareawardedthebid,youwillhavetogetaBusinessLicense
from Lowndes County before you can start the contract.
VII. E-VERIFY INFORMATION
TheGeorgiaSecurityand ImmigrationComplianceActrequiresanycontractororsubcontractor
contracting with a public employer to provide labor or services register and participate in the
federalworkauthorizationprogramEVerify. EVerifyinaninternetbasedsystemoperatedbythe
Department of Homeland Security which verifies the employment eligibility of all newly hired
employees. TheStateofGeorgiaDepartmentofAuditsandAccountsrequiresLowndesCounty
to submit a report by December 31 of each year listing all contractors doing business with the
County during the calendar year along with their EVerify numbers.
If your business does not currently have an EVerify number, please go to www.dhs.gov/e-verify
toobtainone. Thereisnochargetodoso. LowndesCountycannotenterintofutureagreements
with your company if you do not have an EVerify number.
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This document will be included in the contract.
STATE OF GEORGIA
LOWNDES COUNTY
CONTRACTOR AFFIDAVIT AND AGREEMENT
The undersigned, who, after being duly sworn, states under oath and agrees to for and on
behalf of the Contractor as follows:
1.
By executing this Affidavit, the undersigned verifies the compliance of the Contractor with
the Georgia Illegal Immigration Reform and Enforcement Act of 2011, Sections 2 and 3, as
amended (O.C.G.A. 13-10-90 et seq., the "Act") and Georgia Department of Labor Rules 300-
10-1-.01 et seq. (and, for a contract or agreement relating to public transportation, with the rules
regarding the Act of the Georgia Department of Transportation; the "GDOT Rules"), stating
affirmatively that the individual, firm, or corporation which is contracting with the Board of
Commissioners of Lowndes County, Georgia ("Lowndes County") has registered with, is
authorized to use, is using, and will continue to use throughout the contract period, a Federal Work
Authorization Program* in accordance with the applicable provisions and deadlines established in
the Act and Georgia Department of Labor Rule 300-10-1-.02 (and, for a contract or agreement
relating to public transportation, established in the GDOT Rules).
2.
The undersigned Contractor further agrees that, should it employ or contract with any
subcontractor(s) in connection with the physical performance of services pursuant to the Contract
with Lowndes County of which this Affidavit is a part, the undersigned Contractor will secure from
such subcontractor(s) similar verification of compliance with the Act and Georgia Department of
Labor Rules 300-10-1-.01 et seq. (and, for a contract or agreement relating to public transportation,
verification of compliance with the GDOT Rules) through the subcontractor's execution of the
subcontractor affidavit the Act and the rules and regulations thereunder. The undersigned
Contractor further agrees to maintain records of such compliance and provide a copy of each such
Affidavit and verification to Lowndes County within five (5) business days after the
subcontractor(s) is retained to perform such service. The Affidavit from each subsequent contractor
shall include the subcontractor's (or sub-subcontractor's) name and address, E-verify/Federal Work
Authorization Program user identification number and date of authorization to use the Federal Work
Authorization Program, the name of the project, and the name of the public employer for the project.
__________________________________________ COFFEE SERVICE
Contractor's E-verify/Federal Work Authorization Name of Project
Program User Identification Number
_______________________________________ Lowndes County
Date of Authorization Board of Commissioners
Name of Public Employer
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