RFQ 26128-A Public Works Office Cleaning

Location:	Georgia
Posted:	Apr 6, 2026
Due:	Apr 17, 2026
Agency:	Fayette County
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services S - Utilities and Training Services Z - Maintenance, Repair or Alteration of Real Property
Publication URL:	To access bid details, please log in.

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GENERAL TERMS AND CONDITIONS

RFQ #26128-A Public Works Office Cleaning

1. Definitions:

a. Responder: A company or individual who submits a quote in response to this RFQ.

b. Successful Responder: The Responder that is awarded a contract.

c. Contractor: The Successful Responder, upon execution of the contract.

d. County: Fayette County, Georgia.

2. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a

contract with the County, incorporating the Request for Quotes and the Responder’s quote.

The binding offer includes compliance with all terms, conditions, special conditions,

specifications, and requirements stated in the Request for Quotes, except to the extent that a

Responder takes written exception to such provisions, and the County agrees to the

exceptions. All such terms, conditions, special conditions, specifications, and requirements will

form the basis of the contract. The Responder should take care to answer all questions and

provide all requested information, and to note any exceptions in the quote submission. Failure

to observe any of the instructions or conditions in this Request for Quotes may result in

rejection of the quote.

3. Binding Offer: To allow sufficient time for a contract to be awarded, each quote shall constitute

a firm offer that is binding for ninety (90) days from the received by date to the date of award.

4. References: Include with your quote a list of three (3) jobs that your company has done that

are of the same or similar nature to the work described in this Request for Quotes, on the

form provided. Include all information as requested on the form.

5. Preparation Costs: The Responder shall bear all costs associated with preparing the quote.

6. More Than One Quote: Do not submit alternate quotes or options, unless requested or

authorized by the County in the Request for Quotes. If a Responder submits more than one

quote without being requested or authorized to do so, the County may disqualify the quotes

from that Responder, at the County’s option.

7. Defects or Irregularities: The County reserves the right to waive any defect or irregularity in any

quote received. In case of a discrepancy between unit prices and extended prices, the unit

price will govern unless the facts or other considerations indicate another basis for correction of

the discrepancy.

8. Prices Held Firm: Prices quoted shall be firm for the period of the contract, unless otherwise

specified in the quote. All prices for commodities, supplies, equipment, or other products shall

be quoted FOB Destination, Fayette County or job site.

9. Non-Collusion: By responding to this Request for Quotes, the Responder represents that the

quote is not made in connection with any competing Responder, supplier, or service provider

submitting a separate response to this Request for Quotes, and is in all respects fair and

without collusion or fraud.

10. Ethics – Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is

recommended for award to the Board of Commissioners or the County Administrator, or

before the County renews, extends, or otherwise modifies a contract after it has been

awarded, the Contractor must disclose certain relationships with any County Commissioner or

County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter

related by blood, adoption, or marriage (including in-laws). A relationship that must be

reported exists if any of these individuals is a director, officer, partner, or employee, or has a

substantial financial interest the business, as described in Fayette County Ordinance Chapter 2,

Article IV, Division 3 (Code of Ethics).

If such relationship exists between your company and any individual mentioned above,

relevant information must be presented in the form of a written letter to the Director of

Purchasing. You must include the letter with any bid, proposal, or price quote you submit to

the Purchasing Department.

In the event that a Contractor fails to comply with this requirement, the County will take action

as appropriate to the situation, which may include actions up to and including rejection of the

bid or offer, cancellation of the contract in question, or debarment or suspension from award

of a County contract for a period of up to three years.

11. Evaluation: Award will be made to the lowest responsive, responsible Responder, taking into

consideration payment terms, vendor qualifications and experience, quality, references, any

exceptions listed, and/or other factors deemed relevant in making the award. The County may

make such investigation as it deems necessary to determine the ability of the Responder to

perform, and the Contractor shall furnish to the County all information and data for this purpose

as the County may request. The County reserves the right to reject any item, any quote, or all

quotes, and to re-solicit for pricing.

12. Payment Terms and Discounts: The County’s standard payment terms are Net 30. Any

deviation from standard payment terms must be specified in the resulting contract, and both

parties must agree on such deviation. Cash discounts offered will be a consideration in

awarding the quote, but only if they give the County at least 15 days from receipt of invoice to

pay. For taking discounts, time will be computed from the date of invoice acceptance by the

County, or the date a correct invoice is received, whichever is the later date. Payment is

deemed made, for the purpose of earning the discount, on the date of the check.

13. Trade Secrets – Confidentiality: If any person or entity submits a bid, proposal, or quote that

contains trade secrets, an affidavit shall be included with the bid, proposal, or quote. The

affidavit shall declare the specific included information which constitutes trade secrets. Any

trade secrets must be either (1) placed in a separate envelope, clearly identified and marked as

such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly

where such information is, and otherwise marked, highlighted, or made plainly visible. See

O.C.G.A. § 50-18-72 (A)(34).

14. Trade Secrets – Internal Use: In submitting a quote, the Responder agrees that the County may

reveal any trade secret materials contained in the quote to all County staff and officials involved

in the selection process, and to any outside consultant or other third parties who may assist in

the selection process. The Responder agrees to hold harmless the County and each of its

officers, employees, and agents from all costs, damages, and expenses incurred in connection

with refusing to disclose any material which the Responder has designated as a trade secret.

15. Contract Execution & Notice to Proceed: After an award is made, and all required documents

are received by the County, and the contract is fully executed with signature of both parties,

the County will issue a written Notice to Proceed. The County shall not be liable for payment of

any work done or any costs incurred by any Responder prior to the County issuing the Notice to

Proceed.

16. Term of Contract: The initial term of this agreement shall begin July 1, 2026, and continue

through June 30, 2027. Thereafter, this agreement may be renewed by the County for two

additional one-year renewal terms (each a “Renewal Term” and together with the Initial Term,

the “Term”), which renewal will be by letter or other written correspondence from the County

to the Contractor ninety (90) days prior to expiration of the Initial Term or the then-current

Renewal Term. If the County fails to provide notice of renewal, this Agreement will terminate at

the end of the Initial Term or the then-current Renewal Term. This agreement is subject to the

multi-year contractual provisions of O.C.G.A. 36-60-13(a).

17. Unavailability of Funds: This contract will terminate immediately and absolutely at such time

as appropriated and otherwise unobligated funds are no longer available to satisfy the

obligations of the County under the contract.

18. Insurance: The Successful Responder shall procure and maintain the following insurance,

to be in effect throughout the term of the contract, in at least the amounts and limits as

follows:

a. General Liability Insurance: $1,000,000 combined single limit per occurrence,

including bodily and personal injury, destruction of property, and contractual

liability.

b. Automobile Liability Insurance: $1,000,000 combined single limit each occurrence,

including bodily injury and property damage liability.

c. Worker’s Compensation & Employer’s Liability Insurance: Workers Compensation

as required by Georgia statute.

Before a contract is executed, the Certificates of Insurance for all required coverage shall

be submitted to the County. The certificate shall list an additional insured as follows:

Fayette County, Georgia

140 Stonewall Avenue West

Fayetteville, GA 30214

19. Unauthorized Performance: The County will not compensate the Contractor for work

performed unless the work is authorized under the contract, as initially executed or as

amended.

20. Assignment of Contract: Assignment of any contract resulting from this Request for Quotes will

not be authorized, except with express written authorization from the County.

21. Indemnification: The Contractor shall indemnify and save the County and all its officers, agents

and employees harmless from all suits, actions, or other claims of any character, name and

description brought for or on account of any damages, losses, or expenses to the extent caused

by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the

Contractor or other persons employed or utilized by the Contractor in the performance of the

contract. The Contractor shall pay any judgment with cost which may be obtained against the

County growing out of such damages, losses, or expenses.

22. Severability: The invalidity of one or more of the phrases, sentences, clauses or sections

contained in the contract shall not affect the validity of the remaining portion of the

contract. If any provision of the contract is held to be unenforceable, then both parties

shall be relieved of all obligations arising under such provision to the extent that the

provision is unenforceable. In such case, the contract shall be deemed amended to the

extent necessary to make it enforceable while preserving its intent.

23. Termination for Cause: The County may terminate the contract for cause by sending written

notice to the Contractor of the Contractor’s default in the performance of any term of this

agreement. Termination shall be without prejudice to any of the County’s rights or remedies

by law.

24. Termination for Convenience: The County may terminate the contract for its convenience at

any time with 10 days’ written notice to the Contractor. In the event of termination for

convenience, the County will pay the Contractor for services performed. The County will

compensate partially completed performance based upon a signed statement of completion.

25. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that

performance of its obligations is delayed, restricted, or prevented by reason of any act of God,

natural disaster, act of government, or any other act or condition beyond the reasonable

control of the party in question.

26. Governing Law: This agreement shall be governed in accordance with the laws of the State of

Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any

cause of action arising under this agreement shall be required to be brought in proper venue in

Fayette County, Georgia.

27. Open Records Act: In the event that the Contractor receives, and responds to, a request for

information as provided in Georgia’s Open Records Act (O.C.G.A. § 50-18-70 et seq.), the

Contractor shall promptly provide the County the same information provided to the initiator of

the request for information. Contractor shall email such information to the county’s Custodian

of Records at tsmith@fayettecountyga.gov.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.