Fire Hose and Ground Ladder Testing Specifications

Request for Qualifications with Price Proposal

RFQ/P #47-001

For the provision of

Fire Hose and Ground Ladder Testing Specifications

Hall County, Georgia, Board of Commissioners (herein “County”), is soliciting proposals from qualified bidders to provide all aspects of fire hose and ground ladder testing (herein “Services”) for Hall County Fire Rescue.

Schedule of Events:

Bid Post Date: April 2, 2026

Bidder’s Questions Due Date: April 17, 2026, 5:00PM EST

Bid Due Date: Thursday, April 30, 2026, 2:00PM EST

Bidding Process: Hall County is now accepting sealed bids from qualified Contractors (herein “Bidder” or “Contractor”) for the Services in the County’s Purchasing Division on the fourth (4 ^th ) floor of the Hall County Government Center, located at 2875 Browns Bridge Road, Gainesville, GA 30504 until 2:00pm EST on Thursday, April 30, 2026. All bid packets must be sealed and be time and date stamped by the Hall County receptionist located on the 4 ^th floor to be considered.

General Qualifications: Bidders must be in the regular business of providing similar Services. Bidders must be licensed, insured, and bonded in the State of Georgia.

Term: It is the County’s intention to award one (1) firm for the Services listed herein, for an initial one (1) year term, followed by four (4) additional renewal options. Renewal options are not guaranteed.

Questions: All communications must be directed solely to Julie Dorough, Issuing Officer at For security reasons, you must enable JavaScript to view this E-mail address. for questions or clarifications of the RFQ/P requirements.

Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County’s website. All addenda must be signed by the Bidder and returned with the bid packet.

Proposal Documents: Bidders may obtain all submittal documents at no cost via the County’s Website at https://www.hallcounty.org/Bids.aspx , then click the link for ‘Fire Hose and Ground Ladder Testing Specifications’ and download all required documents under “Related Documents”. Any addenda will also be posted in this same area. Bidders are responsible for checking the County’s website for addenda.

Bid Response: The County considers a bid response as an irrevocable offer, valid for a period of one hundred and twenty (120) days from submission. The County reserves the right to reject all proposals, full or part, and to negotiate fees, conditions, or other terms with the Bidder(s) submitting the overall best scored proposal. The County reserves the right to cancel this RFQ/P in its entirety if in the best interest of the County. The County may waive nonmaterial irregularities, informalities, and errors and may seek clarification of such.

Cost Proposals: Bidder’s cost shall be fixed and firm for the contract term.

Public Reading: Bid openings are open to the public and to Bidders. Bidders are not required to attend but may do so. The Issuing Officer named herein, or another Purchasing team member, will open and publicly read all Bidder’s company names, their locations, and proposed costs on the date, time, and at the address above. Cost will not be read at this time.

Request for Clarification: The County reserves the right to request clarification or additional information provided by any Bidder. The County may also request in-person or virtual presentations, interviews, and may choose to enter into negotiations with potential Bidders as needed.

Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. All forms, documents, and exhibits attached hereto must be completed and returned with the bid. The County reserves the right to retain all proposals submitted and use any idea(s) in a proposal regardless of contract award or not. The County shall have the right to waive any informality or irregularity of immaterial deviation, omissions and clerical errors in any bid received.

Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal agreement; substantially in the form of the attached Exhibit B – Contract for Services. Contracts are only valid if they are signed by the County’s Chairman of the Board of Commissioners, or his/her designee, and the awarded Bidder. Bidders must sign the Exhibit B – Contract for Services and submit it with their bid responses. All questions regarding the contract, redlines, and exceptions must be submitted in writing to the Issuing Officer prior to the Bidders’ Questions Due Date listed above. If there are no written objections or exceptions, then the County will understand this as an affirmative acceptance of the Scope of Work as it is presented.

BID EVALUATION

Evaluation and Selection: The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate proposals using a two-step process: The first is the “Technical Qualifications Proposal” that outlines the bidding firm’s qualifications, experience, and its approach to deliver the services. The second is the “Cost Proposal”, whereby the evaluation committee will evaluate the proposed cost for the Services to determine the best value for the County.

Award Process: The County reserves the right to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder, to complete the described work. The County intends to award the contract to one (1) company that it deems to be the most responsible and responsive Bidder to perform all the work described herein. Lead times and length of time to complete the work may also be a factor in award. The County will not make an award of contract solely based on lowest cost bid, but also on approach, references, qualifications, and other subjective criteria as the County may deem necessary and determine at its sole discretion.

Technical Qualifications Evaluation: Bidders must answer all scored questions found on Exhibit G – Scored Questions, which are weighted and will be scored by the County’s evaluation committee. The County’s evaluation committee will score and assign point values to the answers. The total maximum points are set at 1,000. The County has assigned an 80/20 split for scoring points; eight hundred (800) points (80%) available for Technical Qualifications, and two hundred (200) points (20%) available for the cost proposal. The Bidder with the highest total point score closest to 1,000 will be the apparent contract award winner.

Unanswered questions will earn a 0-point score. The Bidder’s response should limit answers directly to the questions asked. Each answer will be scored on a scale of twenty-five (25) percentage points as shown:

Excellent = 100%

Good = 75%

Adequate = 50%

Marginal = 25%

Poor = 0%

In addition to the space provided on Exhibit G – Scored Questions, Bidders may expand their answers to the questions onto separate pages if needed with the question repeated at the top of each page. Bidders may input “see attached” in the space provided next to each question.

Responses to the questions should be clear and concise. Where appropriate, Bidder’s should show statistical information in a tabular chart format and textual information in bullet point format. Summarize key points at the beginning of each answer. All quantitative material should include complete assumptions and be supported by detailed schedules evidencing all calculations and results.

Provide one-sided documents only. Do not include superfluous marketing brochures or unnecessary promotional materials. These will not be evaluated. Address each specific question with direct, detailed answers.

BIDDER RESPONSE

Technical Qualifications: Bidders must provide a total of four (4) hard paper copies of their technical qualifications: one (1) marked “Original” and three (3) marked “Copy”. Submit all four (4) hard paper copies in a sealed envelope(s) separate from the Cost Proposal.

Cost Proposal

Bidders are to also submit one (1) hard paper copy of their Exhibit C – Cost Proposal Worksheet.

Electronic signatures on bid documents are acceptable; however, hard copies of the bid response are required, as stated above.

Combined Digital Response

Bidders must provide their responses on one (1) USB drive with two (2) folders therein: one (1) entitled “Technical Qualifications Response” and one (1) entitled “Cost Proposal”. Do not include the cost proposal in the technical qualifications folder.

Cost Evaluation: This solicitation is heavily focused on a Bidder’s qualifications, experience, and capabilities. Therefore, award may not be made solely based on the lowest cost bid. Cost will be given more importance when all other evaluation criteria are relatively equal.

Cost is not the only consideration for award. If, in the County’s sole discretion, qualifications between two (2) or more Bidders are equal, then the County may make an award to the lowest cost Bidder among them. The County will evaluate cost as presented on Exhibit C – Cost Proposal Worksheet. Any and all fees should be detailed in the response.

Validation: Hall County requires that Bidders provide a cover letter with a signature by an officer of the firm with the submittal to ensure its originality.

Mandatory Documents: Bidders must complete and return all forms, documents, and exhibits attached herein with their bid proposals. Failure to do so may deem the proposal non-responsive and the County may not evaluate it for award.

Non-Collusion Requirement (Cone-of-Silence): Bidders must not have contact of any nature with other Bidders, County staff members (except for the Issuing Officer), elected officials, nor County Commissioners during the RFQ/P evaluation process. The County may deem such as collusion, thus rendering the submission in violation of the Official Code of Hall County, and therefore the County may deem the proposal as non-responsible and not evaluate the proposal for an award.

By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder understands and acknowledges that it is responsible for any sales and use taxes it may incur. The Bidder will not charge or invoice the County any sales and use tax as a separate line item. The Contractor may request a copy of the County’s Georgia Sales and Use Tax Exemption Certificate.

Bonds: N/A for this proposal.

Table of Contents

1.0       INTRODUCTION

2.0       STATEMENT OF NEED

3.0       GENERAL TERMS AND CONDITIONS

4.0       SCOPE OF WORK

5.0       SUBMISSION OF PROPOSALS

6.0       RFQ/P RESPONSE PREPARATION

7.0       SELECTION PROCESS

7.0       STEPS TO AWARD

1. EXHIBITS AND ATTACHMENTS

1. INTRODUCTION

Hall County Fire Rescue is seeking a company to provide third party testing and examination of the department’s fire hose.  The fire hose will be of various manufacture, size and length.  The testing and inspection shall meet all requirements of NFPA 1962 (2018 edition) and meet all requirements of ISO.

2.0       STATEMENT OF NEED

The County expects the awarded Bidder to be prompt, attentive, and able to perform the work in a timely and scheduled manner and with all personnel, including subcontractors, to be professional in approach and uniform in production.

In case of default by the awarded Bidder, the County reserves the right to move on to the next highest scoring Bidder to complete the Services.

3.0       GENERAL TERMS AND CONDITIONS

1. The County reserves the right to conduct any review it may deem advisable to assure services conform to the specifications.
2. Bidders, including all officers, must not be, or have been, barred by any Federal, State, or Local authority.
3. Bidders must not be, or have been, in any legal suit for negligence, willful misconduct, fraud, theft, or any other malpractice.
4. Bidders must be legally able to conduct business in the State of Georgia.
5. Bidders must not have abandoned a project or an engagement or otherwise been terminated for non-performance or subpar performance.
6. Bidders must not be under an enforcement action for related investigation pending by a professional or regulatory group or legal entity.

1. SCOPE OF WORK

1. General Requirements for Fire Hose Testing:

1. Approximately 80,000 feet of fire hose shall be tested and inspected.   Successful bidder

shall only invoice actual footage tested.  Hall County shall reserve the right to adjust the

amount of fire hose to be tested/inspected.

2. The test location shall be in Hall County, Georgia.  Following award, the exact location and dates                will be determined by Hall County Fire Rescue.

3. All testing and inspection must enable Hall County Fire Rescue to meet or exceed                                             requirements of NFPA 1962 (2018 edition).

4. All testing and inspection must enable Hall County Fire Rescue to meet or exceed

requirements of ISO.

5. All exceptions and deviations must be noted.  The absence of exception and/or deviations

will be interpreted as agreement to total compliance to published specifications.

6. Total exception shall disqualify the bidder.

7. The testing and inspection report shall be provided both in written and electronic form

provided to Hall County Fire Rescue and will specify the method used to conduct each test performed on the fire hose and the results of such inspection and tests.

8.   Fire hose will include sizes of 1 ¾ inch, 2 ½ inch, 3 inch, and 5 inch.

9. Bidder shall have not less than ten (10) years of fire department fire hose testing   experience.

10. Bidder shall provide a list of ten (10) fire departments, including contact information, for which the bidder is currently conducting fire hose testing.

11. Bidder will carry all insurance as required.

B. Fire Hose Testing and Inspection Procedures:

1. Bidder shall provide all labor to unload fire hose from apparatus, lay out fire hose for testing/ inspection, couple/uncouple, perform testing and inspection, roll fire hose, and reload fire hose on apparatus.

2. Each section of hose has an identification number assigned by Hall County Fire Rescue.

Bidder will ensure each section of hose is properly numbered on the jacket of the hose at

each end with permanent ink.  In addition, a heavy-duty barcode shall be attached to each coupling with the proper identification number.

3.   Each length of fire hose shall be inspected including outer jacket and inner liner.

4. All couplings and threads shall be inspected for defect or damage.

5. All gaskets shall be inspected and defective gaskets shall be replaced with the proper         size gasket.

6. A manufacturer approved never seize lubricant shall be applied to all apparatus connection points.

7. A manufacturer approved lubricant will be applied for coupling lubrication.

8. All defective hose shall be tagged and removed from service.  The defect location shall be

marked with a permanent marker and properly recorded on the fire hose record.  The tag

shall be distinctive and state the reason for removal from service, date, and fire hose I.D.

number.

9. The testing/inspection final record shall include department I.D., station or apparatus I.D.,

fire hose I.D. number, fire hose manufacturer, date of manufacturer, date in service, size,

length, pressure, pass/fail, thread type, and reason for failure (if applicable).

10. Electronic and computerized pressure transducers shall be used to monitor and regulate  pressures.

11. Fire hose shall not be pressurized at a rate greater than 15 psi per second.

12. Air actuated and computerized valves shall be used to eliminate manual control of all

value at high pressure and to provide emergency automated shut-off/shut-down capability. The use of manual valves that are less than 100% repeatable and expose personnel to unnecessary risk will not be permitted.

13. Air actuated and computerized control valves for pressure release shall be controlled  remotely.

14. Hydrant pressure shall be monitored through the use of electronic and computerized   pressure  transducers.   Hydrant pressure shall be regulated to meet the NFPA requirement of 45 psi at the beginning of the test.

15. A warning system must be utilized at all times when the fire hose is being pressurized and at high pressure.

16.  Bidder shall handle all fire hose with care as to prevent damage to the fire hose and the

couplings.

17.   Bidder shall reload fire hose on the apparatus in the proper hose load as specified by Hall County Fire Rescue.

18. Bidder shall reload fire hose on the apparatus in a manner to avoid “memory creases”  and prevent cracks in the fire hose.

C.     Intent for Ground Ladder Testing: It is the intent of Hall County Fire Rescue to hire a

company to provide third party testing and examination of the department’s ground ladder.  The ground ladders are manufactured by Alco-Lite and Duo Safety.

D.     General Requirements for Ground Ladder Testing:

1.    Approximately 1,600 feet of ground ladders shall be tested and examined.  Successful bidder shall only invoice actual footage tested.  Hall County shall reserve the right to adjust the amount of ground ladders to be tested/inspected.

2.  The test location shall be in Hall County, Georgia.  Following award, the exact location     and dates will be determined by Hall County Fire Rescue.

3.  All examination and testing must enable Hall County Fire Rescue to meet or exceed

requirements of NFPA 1932 (2020 edition).

4. All exceptions and deviations must be noted. The absence of exception and/or deviations will be interpreted as agreement to total compliance to published specifications.

5. Total exception shall disqualify the bidder.

6. The examination and test report provided to Hall County Fire Rescue will specify the method used to conduct each test performed on the ground ladders and the results of such examination and tests.

7. Upon successfully meeting the requirements of all test work, as outlined here, the testing

company shall issue a Certificate of Ground Ladder Examination and Test stating the total footage that is in compliance with the NFPA 1932, Standard on Use, Maintenance, and Service Testing of Fire Department Ground Ladders, 2020 Edition (or most current edition).

8. Examination and tests will be done on extension ladders, roof ladders, and folding  ladders.

9. Bidder shall have not less than ten (10) years of fire department equipment safety testing

experience.

10.  Bidder shall provide a list of ten (10) fire departments for which the bidder is currently

conducting ground ladder testing.

11. When the unit successfully meets all NFPA 1932 (2020 edition) requirements, the testing company will issue a certificate of ground ladder examination and test stating the unit’s

compliance with NFPA 1932 (2020 edition).

12. All aluminum structural weldments will be inspected for compliance with the AWS Standard D1.2, “Structural Welding Code-Aluminum”.

E.      Ground Ladder Testing and Examination Procedures:

1. Bidder shall provide all labor to unload ground ladders from apparatus, lay out ground ladders for testing/inspection, perform testing and inspection, reload ground ladders on apparatus.

2. Each ground ladder has an identification number assigned by Hall County Fire Rescue.

Bidder will ensure each ground ladder is properly numbered on the beam.   In addition, a heavy- duty barcode shall be attached to each ground ladder with the proper identification number.

a. Visual Inspection: All heat sensor label (when provided), rungs, rivets/bolts, welds, beams/rungs, butt spurs, halyards, roof hooks, ladder slide areas, and pawl assemblies,

of the ladder are visually inspected for defects and proper installation.

1. Heat Sensor Labels – No change indicating heat exposure and within current date.

Bidder will provide cost for replacement heat sensors.  Hall County Fire Rescue

may elect to provide replacement sensors.

1. Rivets – Must be tight.

Welds – No cracks of any type are permitted; welds should not contain any

other apparent defects.

4.  Beams – No cracks, splintering, breaks, checks, wavy conditions or deformations.

Gouges and dents discovered in a beam shall not be cause to fail a ladder if it

passes the applicable load test.

5.  Rungs – Must be snug and tight.  Inspect for cracks, punctures, splintering, breaks,

gouges, checks, wavy conditions, worn serrations in the foot contact areas, serrations

worn down to base metal in ant location, or deformations.

6.  Butt Spurs – No excessive wear or other defects.

7.  Halyards – No fraying or kinking.

8.  Roof Hooks – Must be sharp and operate properly.

9.  Corrosion – No loss of base material due to corrosion.

10.  Ladder Slide Areas – No galling or absence of wax.

11.  Pawl Assemblies – Must operate properly.

12.  Wire Rope – Must be snug when ladder is in bedded position.

13.  Labels – Must be present and legible.

14.  Folding Ladder Diagonal Braces – No damage to diagonal brace on the base of a

folding ladder.

15.  Multi-Purpose Ladder Hinge and Locking Pin Assemblies – No signs of visual damage

and must operate properly.

b. Horizontal Bending Test:

Extension Ladders and Roof Ladders: The ladder is placed in a flat, horizontal position, supported under the first rung from each end of the ladder.  The ladder is extended to its maximum extended length, with pawls engaged, for this test.  The test load is applied equally to a center span covering sixteen (16) inches on each of the center of the ladder.  A 350-lb preload is applied for one (1) minute to a flat test surface resting on the beams of the ladder.  The preload applied includes the weight of the test surface.  After removal of the preload, the distance between the bottom edge of each side rail and the ladder support surface is measured.

All measurements are taken as close to the center of the center of ladder as possible.  A 500- lb. load is then applied and allowed to remain in place for five (5) minutes.   The load is then removed.  After five (5) minutes, the distance between the side rails and the ladder support surface is again measured.  See Note below

Permanent set shall not exceed the following values:

Ladder Length Set

Up to 25 ft.                                          ½ inch

26 – 34 ft.                                            1 inch

35 ft. and up                                        1-1/2 inch

There shall be no visible permanent change in the ladder or failure of any hardware.

Note – According to NFPA 1932, free weights or a loading system that does not restrict lateral movement of the ladder during loading may be employed.   If a test fixture employs a dynamometer, the test fixture shall be designed to apply the load over the required area in a manner that allows a load shift to a weak beam and does not restrain the load directionally.

Folding Ladders: The ladder is placed in a flat, horizontal position, supported under the first rung from each end of the ladder.  The test load is applied equally to a center span covering eight (8) inches on each side of the center of the ladder.  A 160-lb. preload is applied for one (1) minute to a flat test surface resting on the beams of the ladder.  The preload applied includes the weight of the test surface.  After removal of the preload, the distance between the bottom edge of each side rail and the ladder support surface is measured.   All measurements are taken as close to the center of the ladder as possible.  A 225-lb. load is then applied and allowed to remain in place for five (5) minutes.  The load is then removed.  After five (5) minutes, the distance between the bottom of each side rail and the ladder support surface is again measured.

There shall be no more than 0.5-inch difference between measurements.  There shall be no signs of visible permanent change or failure of any hardware.

c. Roof Hook Test: The ladder hook angle relative to the ladder side rail is recorded. A load of 1,000-lbs. is then applied to the hook tip, parallel to the ladder side rails. The test load is maintained for one (1) minute. The test load is then removed and the roof hook angle relative to the ladder side rail is again measured.

No visible deformation is permitted.

d. Hardware Test: The ladder is placed in a flat horizontal position, extended a minimum of one (1) rung beyond the bedded position. A test load is placed on the ladder in such a manner as to subject the lock hardware to a 1,000-lb. load. The test load is applied for a minimum of one (1) minute.

The ladder shall sustain this test load with no permanent deformation or other visible weakening of the structure.

5.0       SUBMISSION OF PROPOSALS

Bidders submitting proposals must disclose their qualifications for the Services to the County in the format set forth below. Failure to provide the requested information may result in the proposal being deemed non-responsive and therefore eliminated from further consideration.

1. The County requests that Bidders submit proposals addressing all items listed below. Failure to include any of the documents or exhibits attached hereto or any addenda or amendments may result in disqualification. Bidders must submit a total of four (4) hard copies of their bids: one (1) hard copy marked “Original” and three (3) hard copies marked “Copy”. Bidders must also load all documents onto one (1) USB flash drive with the technical response and cost proposal separated into two (2) different file folders on the USB flash drive.
2. Bidders must submit their sealed bid response packages clearly marked with RFQ/P #47-001, Fire Hose and Ground Ladder Testing Specifications on the outside.
3. The awarded Bidder must maintain insurance policies at the Bidder's own expense and must furnish the County with a Certificate of Insurance (COI), providing evidence of coverage at least in the amounts indicated in Exhibit B – Contract for Services. The COI must list County as the certificate holder and as an additional insured under the commercial general, automobile, and umbrella liability policies as follows: “Hall County, Georgia, its Board of Commissioners, officers, employees, servants and agents, 2875 Browns Bridge Rd, Gainesville, GA 30504”.
4. It is mandatory that the following documents be completed and included in the bid response. Include in the bid response package sealed envelopes with the cost proposal in its own separate envelope. Mark one envelope with RFQ/P #47-001, Fire Hose and Ground Ladder Testing Specifications, and enclose these completed exhibits:

Exhibit A – Bid Response Form

Exhibit B – Contract for Services

Exhibit D – W-9 Form

Exhibit E – E-Verify Affidavit

Exhibit F – Ethics Affidavit

Exhibit G – Scored Questions

Any Addenda

Copy of business license

Certificate of Insurance

Copy of professional licenses or certifications

1. In a separate sealed envelope, enclose a completed Exhibit C – Cost Proposal Worksheet and clearly mark RFQ/P #47-001, Fire Hose and Ground Ladder Testing Specifications on the outside of the envelope.

Do not enclose the Exhibit C – Cost Proposal Worksheet with the technical responses. This may render your proposal as non-responsible and thus, not evaluated for award.

1. Bidders must submit to the following address. All deliveries must be date and timed stamped by the HCGC 4 ^th Floor Receptionist. The County is not responsible for late bids due to mailing delays.

Hall County Government Center

Attn: Julie Dorough, Issuing Officer

Purchasing Division – 4 ^th Floor

2875 Browns Bridge Road

Gainesville, Georgia 30504

6.0.      RFQ/P RESPONSE PREPARATION

1. The Bidder bears all responsibility for all expenses incurred in responding to this RFQ/P.
2. The County will not accept joint proposals, unless otherwise noted herein.
3. Cover Letter: Prepare and submit a cover letter addressing general qualifications. Provide the following information: name of proposer(s), name and title of the person(s) who will manage the engagement, physical address, telephone number(s), and email address(es) of proposer(s).
4. Describe the organization of your firm, the location of offices, and the resources that are available to accomplish the work for the County.
5. Of the services listed in the Scope of Work, indicate which one(s), if any, your firm would be unable to provide. If there is another service that your firm could provide instead, please elaborate.

7.0       SELECTION PROCESS

1. The evaluation process will include a pre-selected evaluation committee comprised of Hall County stakeholders and subject matter experts. The committee will evaluate the technical qualifications and price proposals. The highest scoring Bidder(s) may be asked for an interview, further negotiations, demonstrations, or a best and final offer.
2. Each proposal should contain the Exhibit C – Cost Proposal Worksheet in a separate envelope as provided with the RFQ/P document.
3. The evaluation committee will review each proposal with regard to demonstrated breadth of service, experience, financial stability, personnel, rates, references, lead times, and other related criteria.
4. The awarded Bidder will be required to submit evidence of compliance with professional liability insurance coverage requirements, as outlined in the Exhibit B – Contract for Services.
5. Bidders are encouraged to submit clear and concise responses. Excessive length or extraneous information is discouraged. In an effort to ensure the County’s ability to evaluate and choose a successful Bidder, Bidders are encouraged to organize their proposal as follows:

Section 1 – Cover letter and executive summary

Section 2 – Answer all scored questions on Exhibit G

Section 3 – Cost proposals submitted in a separate sealed envelope

1. Bidders must locate and complete all exhibits to this RFQ/P and submit them with the bid. Bidders failing to do so may result in the bid to be non-responsive and thus not evaluated. Bidders are also encouraged to check Hall County’s website for addenda, attachments, and other supplemental documents for this RFQ/P during the bidding period.
2. If unable to reach an agreement with the highest scoring Bidder, the County retains the right to negotiate with the next highest scoring Bidder, and so on until reaching a satisfactory agreement, or the County may terminate the process.
3. The County structured the evaluation process to secure highly competitive bidders who would be most effective in delivering the Services. The primary objective of the evaluation process is to select a firm that:
   1. Clearly demonstrates a thorough understanding of the contract responsibilities; and,
   2. Presents a compelling work plan that yields the desired contract services and deliverables; and,
   3. Shows adequate resources to handle the project; and,
   4. Presents a focused effort to allocate those resources to the project; and,
   5. Demonstrates exceptional value for the cost of services proposed.

8.0       STEPS TO AWARD

The evaluation committee will recommend award of the contract to the highest scoring Bidder. In the unlikely event of a tie, the County may enter into negotiations of terms and conditions. The County will then present to the awarded Bidder a Notice of Award, a Purchase Order, and a Notice to Proceed.

Step 1: The evaluation committee will evaluate the Bidders’ responses according to the criteria described herein, and score and rank the proposals. The County reserves the right to request clarification of information provided and to request additional information needed to assist in the evaluation process.

Step 2: The Purchasing Division will then open the cost proposals, and the evaluation committee will then score the responses. The Purchasing Division will combine these results with the results of the technical qualifications scoring. After this scoring, the Purchasing Division will rank the highest scoring proposers on a bid tabulation summary.

Step 3: The evaluation committee may schedule interviews with the Bidders. All costs associated with the interview (if required) will be at the expense of the proposing Bidder.

Step 4: Based upon the results of the proposals, references, and the interviews, the Purchasing Division, along with the evaluation committee, may negotiate with the Bidder(s) ranked highest in an attempt to reach an agreement. If negotiations with the highest ranked Bidder are unsuccessful, the County may negotiate with the second ranked Bidder, and so on until reaching a satisfactory agreement.

9.0       EXHIBITS AND ATTACHMENTS

Exhibit A – Bid Response Form

Exhibit B – Contract for Services

Exhibit C – Cost Proposal Worksheet

Exhibit D – W-9 Form

Exhibit E – E-Verify Affidavit

Exhibit F – Ethics Affidavit

Exhibit G – Scored Questions