INVITATION FOR BID
IFB #009-46
For the provision of: Septic and Grease Pumping Services Annual Contract
Hall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified vendors to provide septic and grease tank pumping (herein “Services”) on an as needed basis for various Hall County departments with a guaranteed price for a 12-month period. The County seeks to award one (1) vendor to perform all the services.
Schedule of Events:
Date IFB Issued: April 23, 2025
Bid Due Date: May 8, 2025, at 2:00 PM
Bidding Process: Hall County is now accepting sealed bids for the provision of Septic and Grease Pumping Services in the County’s Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday, May 8, 2025.
Bidders must submit three (3) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents.
Public Reading: Bid openings are open to the public and Bidders. Bidders are not required to attend bid openings but may do so. The Issuing Officer named herein will open and publicly read all Bidders’ company names and cost proposals on the date, time, and at the address above.
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 website. All addenda must be signed by the Bidder and returned with the bid packet.
Proposal Documents: Bidders may download bid submittal documents via the County’s website at
https://www.hallcounty.org/Bids.aspx
then scroll down and choose IFB #009-46, Septic & Grease Pumping Services Annual Contract. All bid documents are available for download at the bottom of the webpage.
General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded to perform services in the State of Georgia.
Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled “Mandatory” must be completed and returned with the bid. Please sign Exhibit B – Contract for Services.
Award Process: The County reserves the option 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 will award the contract to one (1) vendor to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.
Non-Collusion Clause: Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.
1.0
SCOPE OF WORK
General: To provide Septic & Grease Tank Pumping Services to various Hall County departments with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2026. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions.
Specifications: The following minimum specifications shall apply for the requested services:
1.1
Contractor shall provide Hall County with Septic Tank Pumping Services on an ‘as-needed’ basis at the pay rates identified on Exhibit C – Mandatory Cost Proposal Worksheet. The County will not pay separate fees for trip charges, fuel surcharges, etc. All fees are to be incorporated and included in the hourly pay rates. The contractor shall identify the name and location of the end processor/disposal point.
1.2
Contractor shall provide the County with Grease Trap Pumping Services on an ‘as-needed’ basis at the per gallon rates identified on Exhibit C – Mandatory Cost Proposal Worksheet. The County will not pay separate fees for trip charges, fuel surcharges, etc. All fees are to be incorporated and included in the hourly pay rates.
1.3
Contractor shall provide Sewer Manhole Cleanout Services for four (4) sewer manholes at the Hall County Detention Center, 1700 Barber Road, Gainesville, GA 30507, on a twice-yearly basis at the rate identified in Exhibit C – Mandatory Cost Proposal Worksheet.
1.4
Contractor shall provide the County with Additional Services/Items on an ‘as-needed’ basis at the rates identified on Exhibit C – Mandatory Cost Proposal Worksheet.
1.5
Contractor shall provide all labor, tools, equipment, and material necessary for the completion of assigned tasks.
1.6
Contractor shall provide the County with ‘courtesy price quotations upon request for project budgeting purposes.
1.7
Contractor shall provide the County with firm price quotations upon request containing ‘not to exceed’ pricing.
1.8
Contractor’s technicians shall sign-in/out or check-in/out with the appropriate County personnel upon daily arrival/departure or when leaving the job site temporarily to pick up additional parts or equipment.
1.9
Response Time: Defined as the time necessary to arrive at a problem location
and begin actual repairs after a call has been placed, based on normal
circumstances. County personnel placing calls will notify you as to the status of
the call, normal or emergency. When a service call is identified as being an emergency, a technician must respond and be on scene to begin the actual services within three (3) hours of call receipt. This section of a contract resulting from this invitation will be strictly enforced. Failure to respond according to stated response times may be grounds for cancellation of contract.
1.10
Regulatory agencies: All services are to be performed according to any and all
codes and regulations of any agency, private or public, local, state, federal or
independent, having jurisdiction for such codes and regulations and any changes
thereto during the contract period. Vendor will be responsible for all requirements
necessary for providing services to include but not be limited to meeting all
regulatory and/or agency’s requirements, local, state, federal or independent, in
the permitting and proper application and execution of providing such services.
1.1 1 Contractor shall provide safety measures such as fencing, signs, etc., that are required to ensure visitors’ safety during the performance of any repair/maintenance services.
2.0
SUBMISSION OF BIDS
2.1
Complete and include all the mandatory exhibit documents shown below in 2.3. Failure to include any of the mandatory documents listed may result in disqualification. All responses must be in writing.
2.2
Bidders must submit their response in a sealed envelope clearly marked with “IFB #009-46, Septic & Grease Pumping Services Annual Contract” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted.
2.3
Follow these instructions carefully. Complete and return the following mandatory documents in your bid envelope.
Exhibit A – Mandatory Bid Response Sheet
Exhibit B – Mandatory Contract for Services
Exhibit C – Mandatory Cost Proposal Worksheet
Exhibit D – Mandatory W-9 Form
Exhibit E – Mandatory E-Verify Affidavit
Exhibit F – Mandatory Ethics Affidavit
Copy of Business License
Certificate of Insurance
2.4
Bidders are responsible to review and comply with any Addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response.
2.5
All bids must be sealed.
2.6
If a Bid Bond is required then it must be included in the bid response. – N/A
2.7
Any alternate options of additional services or deductions thereof may be included in the response; however, bidders must complete the cost worksheet as provided and enclose in the bid response.
2.8
Bids openings are open to the public. Bidders may attend, but they are not required to do so.
2.9
All bids, supporting materials, and correspondence relating to this IFB become property of the County.
2.10
Bidder bears all responsibility for expenses incurred in responding to this IFB.
2.11
Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be date and time stamped. The County is not responsible for late bids due to mailing delays.
Julie Dorough
Issuing Officer
Hall County Government Center
Purchasing Division – 4th Floor
2875 Browns Bridge Road
Gainesville, Georgia 30504
NOTICE: Bidders are responsible for delivering their bids to the Purchasing Division on the 4th floor of the Hall County Government Center before 2:00pm on the due date provided. All bids must be time stamped by the receptionist on the 4th floor.
