DOCO HVAC Health Department

June 23, 2026
TO: All Potential Bidders
SUBJECT: DOCO HVAC Health Department
Bid Ref. #26-058
Bid Opening Date & Time: July 7, 2026, 2:30 p.m.
ADDENDUM NO. #2
The items contained in this addendum are added to and/or deleted from and become part of the
specifications and proposal documents for the above-referenced Invitation to Bid. Bidders JD,Ug
acknowledge receipt of the Addendum on the Bid Form, located in the invitation to bid, when
the bids are submitted.
ADD/DELETE:
DELETE: Sealed Bids will be received by the City of Albany, Procurement Division, 222
Pine Avenue, Suite 260, Albany, Georgia 31701, until 2:30 P.M. on, lune 22, 2026. (on
the first page, first paragraph)
ADD: Sealed Bids will be received by the City of Albany, Procurement Division, 222 Pine
Avenue, Suite 260, Albany, Georgia 31701, until 2:30 P.M. on, July 7, 2026.
(on the first page, first paragraph)
End of Addendum 2
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Destin Adams, Buyer
Cc: Matt Idlett, Senior Building Maintenance Superintendent
Yazmine Frazier, Procurement Assistant
Darlene Hollis, Procurement Specialist
Jawahn Ware, County Clerk/Procurement Manager

June 8, 2026
TO: All Potential Bidders
SUBJECT: DOCO HVAC Health Department
Bid Ref. #26-058
Bid opening date & time: June 22, 2026, 2:30 p.m.
ADDENDUM NO. #1
The items contained in this addendum are added to and/or deleted from and become part of the
specifications and proposal documents for the above-referenced Invitation to Bid. Bidders must
acknowledge receipt of the Addendum on the Bid Form, located in the invitation to bid, when
the bids are submitted.
QUESTIONS/ANSWERS:
QUESTION #1: Is ESS in direct competition for this bid?
Answer: No, ESS currently runs the controls for this system. ESS will be
providing the chilled water valves for the units. Attached is the current
scope of what ESS manages for the units.
QUESTION #2: Does the system need to be Trane absolutely?
Answer: Yes.
End of Addendum 1
Destin Adams
Destin Adams, Buyer
Cc: Matt Idlett, Senior Building Maintenance Superintendent
Yazmine Frazier, Procurement Assistant
Darlene Hollis, Procurement Specialist
Jawahn Ware, County Clerk/Procurement Manager

Project Number 16568
4/2/2024 Page: 2 * * Proposal * *
ESS
PO Box 5228
ALBANY, GA 31706 229 -436 -7166 Fx 229 436 -7947
Qty Description
1 Labor for device installation
1 Labor for programming
1 Labor for graphics
*** Thank you for asking ESS for this proposal ***
*** Price is subject to credit approval and contractual review
This * * Proposal** is Valid for 30 Days.
Cole Sumner
I Accept This Quote ____________________ Date: _________

Project Number 17174
2/6/2025 Page: 2 * * Proposal * *
ESS
Pb Box 5228
ALBANY, GA 31706 229 -436 -7166 Fx 229 436 -7947
Qty Description
1 Labor for programming
1 Labor for graphics
*** Thank you for asking ESS for this proposal ***
*** Price is subject to credit approval and contractual review
This * * Proposal * *is Valid for 30 Days.
Josh Ban
I Accept This Quote ____________________ Date: _________

DOUGHERTY COUNTY
PROCUREMENT DIVISION
ALBANY, GEORGIA
INSTRUCTIONS TO BIDDERS
These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and contract terms
issued with any individual bid.
1. The following criteria are used in determining low responsible bidder.
(a) The ability, capacity and skill of bidder to perform required service.
(b) Whether bidder can perform service promptly or within specified time.
(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.
(d) The performance of previous contracts.
(e) The suitability of equipment or material for County use.
(f) The ability of bidder to provide future maintenance and parts service.
2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in determining low
bids if they are deemed advantageous to the County.
3. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
4. All requested information should be included in bid envelope. All desired information must be signed and included for your bid to receive
full consideration. Failure to submit any required form will be cause for bid to be rejected as non-responsive.
5. All questions, inquiries and requests for clarification shall be directed to Procurement.
6. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and without
further obligation on the part of the County at the close of the calendar year in which it was executed and at the close of each succeeding
calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless positive action is taken by the County
to terminate such contract, and the nature of such action shall be determined by the County and specified in the contract; (3) The contract
shall state the total obligation of the County for the calendar year of execution and shall further state the total obligation which will be
incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment,
or other personal property shall remain in the vendor until fully paid for by the County.
7. Quote all prices F.O.B. Albany, Georgia or our warehouse or as specified in bid documents.
8. Each bid or proposal shall be clearly marked on the outside of the envelope as a Sealed Bid whether using a County furnished envelope or
other envelopes.
9. Bid/Proposal must be received and stamped by the Procurement Office before time stipulated in bid/proposal documents. No responsibility
will attach to any County representative or employee for premature opening of bid not properly addressed or identified.
10. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of supply.
11. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The City of Albany
assumes no responsibility for submittals received after the advertised deadline or at any office or location other than that specified herein,
whether due to mail delays, courier mistake, mishandling, or any other reason. No responsibility will attach to any City representative or
employee for premature opening of bids not properly addressed or identified. Bids received late will not be accepted, and the County will not
be responsible for late mail delivery.
12. Should a bid be misplaced by the County and found later it will be considered.
13. Bids requiring bid bonds will not be read or considered if bond is not enclosed. Bond may be in the form of cash, certified check,
cashier's check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.
14. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to advise in their
application or use. A bidder at any time requested must satisfy the Procurement Office and County Commission that he has the requisite
organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the provisions of the
contract in which he is interested.
15. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding schedule are done
at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that affects the price, quality or delivery
date (when delivery is required by a specific time).
16. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where there is
more than one sample. The County reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests
of the County to do so for the purpose of testing.
17. County will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the trade name or
names of such materials on the bid or price quotation form.
18. The unauthorized use of patented articles is done entirely at the risk of the successful bidder.
19. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The County may purchase
more or less than the estimated quantity, and the vendor must not assume that such estimated quantity is part of the contract.
20. Only the latest model equipment as evidenced by the manufacturer's current published literature, will be considered. Obsolete models of
equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit containing used parts
or having seen any service other than the necessary tests will be rejected. In addition to the equipment specifically called for in the
Bid Ref. #26-058 DOCO HVAC Health Department 2

specifications, all equipment catalogued by the manufacturer as standard or required by the State of Georgia shall be furnished with the
equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of
the Georgia Department of Revenue.
21.The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and Georgia
vendors shall provide Georgia Motor Vehicle form MV1.
22.Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their own way, the
difficulties, which are likely to be encountered in the prosecution of the same.
23.All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement Office
and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the contractor, upon being
instructed by the Procurement Office, shall remove, or make good such material, equipment or supplies without extra compensation. It is
expressly understood and agreed that the inspection of materials by the County will in no way lessen the responsibility of the contractor or
release him from his obligation to perform and deliver to the County sound and satisfactory materials, equipment or supplies. The contractor
agrees to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by
the County.
24.Unless otherwise specified by the procurement office all materials, supplies or equipment quoted herein must be delivered within thirty
(30)days from date of notification or exception noted on bid sheet.
25.A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the County or who has failed
in any former contract with the County to perform work satisfactorily, either as to the character of the work, the fulfillment of the guarantee,
or the time consumed in completing the work.
26.Reasonable grounds for supposing that any bidder is interested in more than one proposal/bid for the same item will be considered
sufficient cause for rejection of all bids/proposals in which he is interested.
27.Unless otherwise specified the County reserves the right to award each item separately or on a lump sum basis, whichever is in the best
interest of the County.
28.The County reserves the right to waive any minor discrepancies, reject any or all bids or proposals, and to purchase any part, all or none
of the services, materials, supplies, or equipment specified.
29.Failure of the bidder to sign the bid or have the signature of any authorized representative or agent on the bid/proposal IN THE SPACE
PROVIDED will be cause for rejection of the bid. Signature must be written in ink.
30. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without cause in the 60-
day period after bids are opened.
31.It is mutually understood and agreed that if any time the Procurement Office shall be of the opinion that the contract or any part thereof
is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is willfully violating any of the
conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Office shall have the power to notify the
aforesaid contractor of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to address given in bid/proposal.
If after three working days of notification the conditions are not corrected to the satisfaction of the Procurement Office, he shall thereupon
have the power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and
the expense thereof, so charged, shall be deducted from any paid by the County out of such monies as may become due to the said
contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in that event, the
bondsman or the contractor, his executors, administrators, successors, or assigns, shall pay the amount of such excess to the County on
notice by the Procurement Office of the excess due.
32.If the bidder proposes to furnish any item of a foreign make or product, he should write "Foreign" together with the name of the
originating country opposite such item on bid/proposal.
33.Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time of opening of
bids, otherwise such complaint cannot be properly considered.
34.No vendor writing restrictive specifications for the County will be allowed to bid on the project.
35.Contracts may be cancelled by the County with or without cause with 30-day written notice.
36.Dougherty County has an equal opportunity purchasing policy. The County seeks to ensure that all segments of the business community
have access to supplying the goods and services needed by the County programs. The County affirmatively works to encourage utilization of
minority business enterprises in our procurement activities. The County provides equal opportunities for all businesses and does not
discriminate against any vendors regardless of race, color, religion, age, sex, national origin, or handicap.
37.All Corporations must provide the corporate seal and a copy of the Secretary of State's Certificate of Incorporation upon
request.
38.Local bidder (domiciled in Dougherty County) will receive bid in the event of tie bids. In the case of tie bids between out-of-town
companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss, or drawing straws.
39.The contractor shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate, if
applicable, before any work can commence. Contractor as well as any and all known subcontractors must possess or will be required to
obtain a City of Albany Occupational Tax Certificate or Registration.
40.Prior to submitting bid, all bidders are encouraged to check the website at www.albanyga.gov or call the Procurement
Office at 229-431-3211 for any subsequent addendums.
PROCUREMENT FORM - REVISED 11/18/2021
Bid Ref. #26-058 DOCO HVAC Health Department 3

SPECIAL INSTRUCTIONS
DOCO HVAC Health Department
BID REF. #26-058
1. Project consists of replacement of the air handling units #3, #6, and #9 located at 1710 S. Slappey
Blvd., Albany, GA 31701 - Dougherty County Health Department according to specifications and
additional contract documents.
2. Contractor's bid shall include all necessary labor, materials, tools, equipment, and all other items
necessary to complete the contract requirements in accordance with specifications, general conditions,
special instructions to bidders and all other provisions included in this invitation to bid.
3. Bidder shall be responsible to visit the job site and familiarize himself with the local conditions.
4. No bid may be withdrawn for a period of sixty (60) days from the bid opening date.
5. The Owner reserves the right to reject any and all bids and to waive any informalities in the bidding
process.
6. The Owner of this project is the Dougherty County Board of Commissioners.
7. Contract Time: All work shall be substantially complete within 180 calendar days from the Notice to
Proceed. The County recognizes that equipment lead times may be significant. Bidders must submit a
preliminary project schedule with their bid, identifying the anticipated delivery date for long-lead items.
8. Liquidated Damages: Time is an essential element of the Contract, and any delay in the prosecution
of The Work may inconvenience the public, obstruct traffic, or interfere with business. In addition to
the aforementioned inconveniences, any delay in completion of The Work will always increase the cost
of engineering. For this reason, it is important that the work be pressed vigorously to completion.
Should the Contractor fail to complete the work within the time stipulated in the Contract or within
such extra time that may be allowed, charges shall be assessed against any money due or that may
become due the Contractor in accordance with the rate of seventy-five dollars ($75) per calendar
day.
9. Bid Bond: Each bid shall be accompanied by a bid bond (surety) acceptable to the Owner, in an
amount equal to at least five (5%) percent of the bid, payable without condition to the Owner as a
guaranty that the bidder, if awarded the contract, will promptly execute the Agreement in accordance
with the bid and other contract documents, and will furnish good and sufficient bond for the faithful
performance of the same, and for the payment to all persons supplying labor and material for the
work. The bid bond must be presented in its original form. Copies are not acceptable.
10. Performance Bond and Payment Bonds: A 100% Performance Bond and 100% Labor and
Materials Payment Bond will be required of awarded bidder. All bonds must be submitted to the
Procurement Office before work can commence. The bonds must be presented in their original form.
Copies are not acceptable.
11. Bid Form: Bid must be submitted on the bid form provided by the City of Albany. Bid is for a lump
sum contract and will be awarded to the responsive and responsible bidder submitting the lowest total
base bid.
Bid Ref. #26-058 DOCO HVAC Health Department 4