IFB #501-26 Pavement Condition Survey Services

DAWSON COUNTY GEORGIA
INVITATION FOR BIDS (IFB)
PAVEMENT CONDITION SURVEY SERVICES
IFB #501-26
Submission Deadline:
October 14, 2026 at 3:00 p.m.
Delivery Address:
Dawson County Board of Commissioners
Attn: Purchasing Manager
25 Justice Way, Suite 2223
Dawsonville, GA 30534
Important: The responsibility for submitting a response to this IFB on or before the stated date
and time lies solely with the offeror.
Issue Date: September 29, 2026
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IFB #501-26 Pavement Condition Survey Services
Table of Contents
Invitation to Bidders ..................................................................................................................... 3
IFB Timeline .................................................................................................................................. 3
General Overview .......................................................................................................................... 4
General Conditions ........................................................................................................................ 8
Bid Specifications .......................................................................................................................... 8
Dawson County Paved Roads List............................................................................................. 10
General Terms ............................................................................................................................. 22
Vendor's Checklist Form ............................................................................................................ 26
Vendor's Information Form ....................................................................................................... 27
Vendor's Price Bid Form ............................................................................................................ 28
Vendor's Reference Form ........................................................................................................... 29
Execution of Bid Form ................................................................................................................ 30
Addenda Acknowledgement Form ............................................................................................. 31
Drug Free Work Place Form ...................................................................................................... 32
Certificate and Statement of Non-Collusion Form ................................................................... 33
Georgia Security and Immigration Compliance Act Affidavit ................................................ 35
Sample Contract .......................................................................................................................... 40
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Invitation To Bidders
Dawson County is seeking sealed bids from qualified vendors for materials and labor to perform a pavement
condition survey for the unincorporated roads in Dawson County.
All relevant specifications and requirements are outlined in Section II of this solicitation package. Bidders
are encouraged to review this entire packet carefully before preparing their submission.
Bid Submission Instructions
Complete bid packages must be submitted in a sealed envelope or container clearly marked with the Bid
Name and Bid Number. Submissions must include a completed Vendor Price Proposal Form and be typed
or printed in ink. Handwritten or incomplete proposals may not be considered. Electronic copies of the bid
documents are available at:
https://www.bidnetdirect.com//dawsoncounty
Pre-Bid Meeting:
There will be no Pre-Bid meeting.
Questions & Clarifications:
All questions must be submitted in writing via email to:
Hanna Milford, Purchasing Manager
Hmilford@dawsoncountyga.gov
Questions are due by October 7, 2026 at 5:00PM. Responses to all inquiries will be posted on both the
Dawson County website and the Georgia Procurement Registry by October 9, 2026 at 5:00PM. Any
changes to the scope or terms of this solicitation will be issued via formal addendum.
Equal Opportunity Statement:
Dawson County is committed to providing equal opportunity for all businesses and does not discriminate
on the basis of race, color, religion, sex, national origin, disability, or veteran status. This policy ensures
that all segments of the business community have fair access to County procurement opportunities.
Please note that Dawson County does not guarantee a minimum or maximum value for this contract. We
appreciate your interest in doing business with Dawson County and look forward to your participation.
Sincerely,
Hanna Milford, Purchasing Manager
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Section I - General Overview
1. Bid Submission
The offerors shall package and seal its submittal so that they will not be damaged in mailing. One (1)
original of the complete signed submittal must be received, October 14 at 3:00PM, be submitted in a
sealed envelope stating on the outside the vendor's name, address, IFB #501-26 Pavement Condition
Surveying Services and delivered to:
Dawson County Board of Commissioners
Attn: Purchasing Manager
25 Justice Way, Suite 2223
Dawsonville, Ga 30534
Vendors are responsible for informing any commercial delivery service, if used, of all delivery
requirements and for ensuring that the required address information appears on the outer wrapper or
envelope used by such service. NOTE: Many express mail and delivery services do not guarantee
overnight by noon to Dawson County.
Hand Delivery: Hand Delivery copies may be brought to the above address between the hours of
8:00AM and 5:00PM EST, Monday through Friday, excluding Holidays. For a complete listing of
Holidays, please visit www.dawsoncountyga.gov. No submission will be accepted after 3:00PM on
the date listed above, at which time all company names and offers received will be publicly read
aloud.
GPS Location: Some GPS systems cannot locate the above-named address. Proposers may search
the following address if trying to visit the Dawson County Government Center: 25 Tucker Avenue
Dawsonville, GA 30534. Tucker Avenue is located on the East side of the Government Center. Upon
arrival, please continue one block West on Shoal Creek Road to Justice Way. Parking for the
Government Center is available off of Justice Way. Proposers should verify address is in Dawson
County and not a surrounding community.
2. Contact Person
Vendors are encouraged to contact Hanna Milford, Purchasing Manager via email at
hmilford@dawsoncountyga.gov to clarify any part of the IFB requirements. All questions that arise
prior to the Deadline for Questions due date shall be directed to the contact person in writing via
email. Any unauthorized contact shall not be used as a basis for responding to this IFB and also may
result in the disqualification of the vendor's submittal.
Vendors may not contact any elected official or other county employee to discuss the bid process or
bid opportunities except through the Purchasing Manager named herein, or as
provided by existing work agreement(s). This policy shall be strictly enforced and the County
reserves the right to reject the submittal of any vendor violating this provision.
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3. Additional Information/Addenda
Dawson County will issue responses to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the due date posted on the County's website under the
bid information. Vendors should not rely on any representations, statements or explanations other
than those made in this IFB or in any addendum to this IFB. Where there appears to be a conflict
between the IFB and any addenda issued, the last addendum issued will prevail. Vendors are advised
to check the website for addenda before submitting their bids.
Vendors must acknowledge an issued addenda by including the Addenda Acknowledgement with the
submittal. Bids which fail to acknowledge the vendor's receipt of any addendum may result in the
rejection of the offer if the addendum contains information which substantially changes the Owner's
requirements. Absence of acknowledgement does not release the Bidder from being held to any
changes/information released in the addenda.
4. Late Submittal and Late Modifications
Submittals received after the due date and time will not be considered. Modifications received after
the due date will not be considered. Dawson County Government assumes no responsibility for the
premature opening of a Bid not properly addressed and identified, and/or delivered to the proper
designation.
5. Rejection of Bids/Cancellations
Dawson County Government reserves the right to reject any and all submittals and reserves the right
to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do
so would be to the advantage of Dawson County. Dawson County reserves the right to cancel this
IFB at any time.
6. Minimum IFB Acceptance Period
Submittals shall be valid any may not be withdrawn for a period of ninety (90) days from the date
specified for receipt submittals.
7. Non-Collusion Affidavit
By Submitting a response to this IFB, the vendor represents and warrants that such Bid is genuine
and not a sham or collusive or made in the interest or in behalf of any person not therein named and
that the vendor has not directly or indirectly induced or solicited any other vendor to put in a sham
Bid, or any other person, firm or corporation to refrain from submitting and that the vendor has not
in any manner sought by collusion to secure to that vendor any advantage over any other vendor. By
submitting a Bid, the vendor represents and warrants to that no official or employee of Dawson
County Government has, in any manner, an interest, directly or indirectly in the Bid or in the
contract which may be made under it, or in any expected profits to arise there from.
8. Cost Incurred by Vendors
All expenses involved with the preparation and submission of the IFB to the Dawson County Board
of Commissioners, is the responsibility of the vendor(s).
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9. Bid Opening
Bids will be opened and read immediately following the bid deadline at the physical address stated
in this document. A copy of the bid tabulation to the IFB will be posted on the County Website
within three (3) days after the IFB has been opened.
10. Open Records
All materials submitted in connection with this IFB will be public documents and subject to the
O.C.G.A. 50-18-71, Open Records Act and all other laws of the State of Georgia; and the open
records policies of Dawson County Board of Commissioners. All such materials shall remain the
property of Dawson County and will not be returned to the respondent. Should you believe that your
bid contains any trade secrets you must submit an affidavit, along with the bid/proposal, that states
that specific portions of the bid/proposal contain trade secrets as defined by Georgia law (article 27
of Chapter 1 of Title 10 of the Official Code of Georgia). Furthermore; the affidavit must be detailed,
citing specifically the portions of the bid/proposal containing any trade secrets. All such materials
shall remain the property of Dawson County and will not be returned to the respondent.
11. Taxes
Dawson County Government is tax exempt. No sales tax will be charged on any products or
services. Dawson County cannot exempt any other person/vendor from applicable sales taxes that
may be required of them in relations to this project. Selected vendor will be provided with Dawson
County's Sales and Use Tax Certificate of Exemption number upon request.
12. Vendor Information
All submissions shall include a completed vendor information form, current copy of business license
and current W-9. Failure to provide this information could result in the disqualification of the vendor
from submitting a Bid.
13. Insurance
Selected vendor will be required to provide a Certificate of Insurance as proof of liability and
workman's compensation insurance while under contract with Dawson County. Workman's
Compensation insurance should be as required by the State of Georgia. General Liability at a
minimum should cover $1,000,000 per incident and automobile insurance of $500,000 combined
single limit per accident for bodily injury, property damage. Dawson County Board of
Commissioners shall be named as additionally insured for the project herein.
14. Bonds
If required, under Section II - Scope of Work of this document, any combination of the following
bonds may be requested by Dawson County. A five percent (5%) bid bond, a one hundred percent
(100%) payment bond, and a one hundred (100%) performance bond. All bonds would be payable to
Dawson County Board of Commissioners. Failure to submit appropriate bonding will result in
automatic rejection of bid. Bonding company must be authorized to do business in Georgia by the
Georgia Insurance Commission, listed in the Department of Treasury's publication of companies
holding certificates of authority as acceptable surety on Federal bonds and as acceptable reinsuring
companies, and have an A.M. Best rating.
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15. Anti-Discrimination
Dawson County, in accordance with the Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d to
2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office
of the Secretary, Part 21, nondiscrimination in Federally-assisted programs of the Department of
Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively
ensure that n any contract entered into pursuant to this advertisement, disadvantaged business
enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response
to this Invitation to Bid and will not be discriminated against on the grounds of race, color, national
origin, sex, handicap/disability in consideration of an award.
By submitting their bids, all bidders certify to Dawson County that they will conform to the
provisions of the Federal Civil Rights Act of 1964. In every contract of over $10,000 the provisions
below apply.
During the performance of this contract, the contractor agrees as follows:
o The contract will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, or national origin, except
where religion, sex, or national origin is a bona fide occupational qualification
reasonably necessary to the normal operation of the contractor. The contractor
agrees to post in conspicuous places available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination
clause.
o The contractor, in all solicitations or advertisements for employees placed by
or on behalf of the contractor, will state that such contractor is an equal
opportunity employer.
o Notices, advertisements and solicitations places in accordance with federal
law, rule or regulation shall be deemed sufficient for the purpose of meeting
the requirements of this section.
The contractor will include the provisions of 1 above in every subcontract or purchase
order of over $10,000 so that the provisions will be binding upon each subcontractor
or vendor.
16. Georgia Security and Immigration Compliance Act
Vendors submitting a qualification package in response to this IFB must provide the following
information in the package to indicate compliance with the Georgia Security and Immigration
Compliance Act. The form is provided for completion.
17. Gratuities
Dawson County acknowledges that it may be customary to provide gifts to employees or
departments. However, it shall be unethical for any County employee involved in making
procurement decisions to have personal investments in any business entity that creates a Conflict
between their private interests and their public duties. It shall be unethical for any person to offer,
give, or agree to give any Dawson County employee, or for any Dawson County employee to solicit,
demand, accept, or agree to accept from any vendor or business, a gift or gratuity in any amount in
exchange for any decision, approval, disapproval, or recommendation concerning a solicitation.
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Section II - General Conditions
Dawson County Purchasing Department is soliciting sealed bids from licensed, qualified vendors with
demonstrated competence and experience to provide all labor and materials required to perform a pavement
condition survey for the unincorporated roads in Dawson County.
Liquidated Damages have been set at $500.00 per day under the General Terms and Conditions of this
contract. The inspection schedule will be pre-approved by the Public Works Staff.
Contract Period
The initial term of a contract awarded as a result of this Invitation for Bid shall be from date of award
through acceptance of this project from the County. The task shall be completed no later than ninety (90)
days, and will begin on the start date contained within the Notice to Proceed letter to be issued after award.
The Contract shall terminate absolutely and without further obligation at such time as appropriated and
otherwise unobligated funds are no longer available to satisfy the obligations of the County under this
contract.
If at any time the County determines it is in its best interest to discontinue use of these services the County
reserves the right to cancel this Agreement by giving thirty (30) days advance written notice.
Dawson County will not incur any costs as a result of preparation of a response for this IFB.
Background
Unincorporated Dawson County maintains approximately 220 miles of publicly maintained asphalt paved
roads. The County does not currently have a pavement management system. The purpose of this solicitation
is to select a qualified firm to perform a baseline inventory of roadway pavement conditions.
Scope of Work
Contractors must be qualified to perform the scope of work listed below. Qualifications include at a
minimum of five (5) years' experience with PCI Surveying.
Contractors must provide all equipment, materials and labor to complete the scope of work as detailed, but
not limited, to below:
Roadway Pavement Inspection
Contractor shall perform a pavement condition survey for the unincorporated roads in Dawson County.
The developed ratings shall use the latest ATSM-D6433-18 standards using the Pavement Condition
Index (PCI) documenting pavement distresses in accordance with US Department of Transportation's
Federal Highway Administration distress rating manual FHWA-RD-03-031. PCI's shall be on a scale
from 0 (very poor) to 100 (excellent).
Results of PCI survey will drive decisions for the County's pavement improvement program for the
next several years. It is essential that the data developed under this contract be objective, repeatable,
and developed in accordance with industry best practices.
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Pavement Condition Data: Selected vendor shall utilize image-based data collection platform to
automatically collect continuous road surface data. At a minimum, system should utilize the following
techniques:
o Surface imaging technology
o 360 Degree HD imagery
o All systems and data streams should be GPS geotagged
o All survey work shall be performed on dry pavement and in lighting conditions that assure
usable data
o LiDAR Mobile Laser Scanning Technology
The County Road Inventory List (Exhibit A) is by road total length with no segmentation established.
Selected vendor shall define logical road network segmentation with the County's approval. Typically,
segments are created intersection to intersection, however, other factors may necessitate the creation of
logical segments. Each segment shall produce a PCI.
The County Public Works Department utilizes iWorQ software for work orders. iWorQ has a Pavement
Management Module with the ability to add a PCI attribute.
All data collection and inspections shall be performed by qualified and trained personnel.
The production of summary tables shall be by both alphabetical and priority listing for the road system.
The County will supply the following information to the awarded vendor:
o ESRI GIS shapefile of the County's Road Network
o County Road Inventory List in Microsoft Excel
The 220 miles of roadway to be inspected in unincorporated roads owned by the County and doesn't
include gravel roads, state routes, or private roads.
The County shall require the contractor to provide three (3) similar projects completed, preferably in
the state of Georgia, in the past three (3) years to be used as references on the provided references page.
Additional work in surrounding states will also be accepted.
Anticipated Deliverables
The following must be provided from the awarded vendor to the County:
PCI rating for each road segment
Each segment shall be listed by the road name and a unique segment identifier (if applicable),
beginning location, ending locating, and segment length
Each segment shall include type, area, and severity of the various distresses
Simple, intuitive, and adjustable AI generated tool for a user to create a proactive pavement
management plan program
Unlimited access to video files
Digital copy of the finalized database provided by the vendor in Microsoft Excel designed for
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generating custom reports
ESRI compatible GIS file containing roadway PCI value to be integrated into the County's GIS
system to generate maps with the ability to integrate PCI values and rating date into the County's
work order system, iWorQ
Dawson County Paved Roads
Length
Point of Beginning Point of Termination
Road Name (mi)
A. T. Moore Road 0.773225 Highway 9 S Govan Road
Abbott Creek Road 0.325199 Jewell Slaton Road Cul-de-sac
Highway 183 Elliott Family Pickens County Line (0.16 mi from
Afton Road 4.550663
Parkway Steve Tate)
American Way 0.085502 Easy Street Cul-de-sac
Amicalola Church Road 3.693818 End of Pavement Afton Road
Amicalola Drive 1.156922 Crane Road Cul-de-sac
Amicalola Way 0.096915 Amicalola Drive Cul-de-sac
Antioch Church Road 0.627395 Highway 52 End of Pavement
Apple Ridge 1 0.520999 Highway 9 S Cul-de-sac
Apple Ridge 2 0.440991 Highway 9 S Cul-de-sac
Appling Drive 0.097447 Chestnut Oak Lane Phase Line
April Trace 0.321355 Crane Road Ridge Road
Athens Boat Club Road 0.471883 War Hill Park Road End (Brice Road/Charles Drive)
Audubon Court 0.180128 River Valley Road Cul-de-sac
Auraria Road 2.767813 Highway 136 E Lumpkin County Line
Bagwell Circle 0.098036 Kelly Bridge Road Circle (intersect)
Bagwell Circle 0.5059 Kelly Bridge Road Circle (intersect)
Bagwell Drive 0.204518 Bagwell Road Cul-de-sac
Bagwell Road 0.606223 Kelly Bridge Road Salem Church Road
Bailey Waters Road 3.59478 Highway 136 W Highway 52
Bannister Road 0.405921 Highway 9 S Martin Road
Barker Road 0.335076 War Hill Park Road Shadow Lane (Beginning)
Bay Drive 0.540756 Biscayne Drive Cul-de-sac
Beartooth Parkway 0.600759 Highway 400 Highway 53 E
Bethany Drive 0.26385 Goodson Road Cul-de-sac
Biddys Lane 0.245215 Holcomb Road Leila Lane
Biscayne Drive 0.188582 Harmony Church Road Dead End
Blacks Mill Court 0.325176 Dawson Forest Road E Cul-de-sac
Blacks Mill Drive 0.157891 Blacks Mill Road Blacks Mill Trace
Blacks Mill Lane 0.082061 Blacks Mill Drive Cul-de-sac
Blacks Mill Road 1.319957 End of Pavement Forsyth County Line
Blacks Mill Trace East 0.211958 Blacks Mill Drive Cul-de-sac
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