INVITATION FOR BID
FOR
Debris Monitoring Services
BID NUMBER: 26-045-LH
990-60
990-30
MACON-BIBB COUNTY, GEORGIA
ISSUED: May 7, 2026
BIDS DUE NO LATER THAN 12:00 NOON ON THURSDAY, June 4, 2026
Macon-Bibb County Procurement Department
700 Poplar Street
Suite 308
Macon-Bibb County City Hall
Macon, Georgia 31201
I. General
A.
Invitation
1. Notice is hereby given that Macon-Bibb County will receive sealed bids in the Macon-Bibb
County Procurement Department, 700 Poplar Street, Suite 308, Macon, Georgia 31201, until
12:00 noon at the time legally prevailing in Macon, Georgia on Thursday, June 4, 2026,
Debris Monitoring Services for the Macon-Bibb County Government.
2. NO BIDS WILL BE ACCEPTED AFTER THE ABOVE TIME.
3. Bids will be publicly opened and read in the Procurement Department Conference Room on
Thursday, June 4, 2026, at 2:00 p.m.
4. Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to
participate in the solicitation process. Additionally, respondents are encouraged to use
M/W/DBE subcontractors where possible. Small and other disadvantaged businesses
requiring assistance with the competitive process can contact Charise Stephens, Small
Business Affairs at (478) 300-2297 or cstephens@maconbibb.us .
B.
Bid Documents
1. Bid documents may be examined and obtained on Macon-Bibb County website to be viewed
and downloaded from one of the links included below:
Georgia Procurement Registry website
http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100
Macon-Bibb County Procurement Page www.maconbibb.us/purchasing
Sealed Bids
2. Do not edit any other required documents (Attachment A).
C.
Pre-Bid
A pre-bid conference is scheduled for 10:00 a.m., Wednesday, May 20, 2026, in the
Procurement Conference Room, Suite 308, 3rd Floor, 700 Poplar Street, Macon, GA 31201.
This pre-bid is mandatory; contractor must be present in order to submit a response.
Deadline for submitting questions is Friday, May 22, 2026, at 3:00 pm. Questions to be
submitted via email to Lhardwick@maconbibb.us
SEALED Bids shall be delivered or mailed to:
Macon-Bibb County Procurement Department
Attn; Laura Hardwick
700 Poplar Street
Suite 308
Macon, GA 31201
478-803-0550
lhardwick@maconbibb.us
Mark the outside of the envelope 26-045-LH Debris Monitoring Services
D.
Validity
1. No bid may be withdrawn for a period of sixty (60) days after time has been called on date of
bid opening.
2. All prices shall be Delivered prices, FOB Destination, after deducting all non–applicable
taxes, delivered to each requesting department or office. Vehicles shall be ready to use.
E.
Contract Award
1. The contract, if awarded, will be based on Total Bid Price.
F.
Payment Conditions
1. The Project Manager for Debris Removal will collect material tickets, measure and inspect
work completed to date on said job and report to the Project Manager for payment.
2. Change orders are issued for any variance from contract or plan sheets.
3. Any unauthorized work or material change will not be paid for unless a change order has
been issued.
G.
Forms
1. The enclosed Macon-Bibb County bid form shall be used; use of other documents may deem
the bid non-responsive. Additionally, all submission documents should be completed and
included with the bid; failure to include completed, signed, and notarized forms (as
applicable) may deem the bid non-responsive.
H.
Local Preference
1. Macon-Bibb County reserves the right to award bids to County businesses and merchants
whose bid is within 5% (five percent) of the lowest responsive and responsible bid which
conforms to the Invitation to Bid INSTRUCTIONS TO BIDDERS.
2. No consideration will be given any claim based on lack of knowledge of existing conditions,
except where the Contract Documents make definite provisions for adjustment of cost or
extension of time due to existing conditions that cannot be readily ascertained.
I.
Document Discrepancies
1. Should the bidder find discrepancies in, or omissions from the documents, he shall at once
notify the Macon-Bibb County Procurement Department.
2. Requests for Interpretations of Drawings and Specifications shall be made in writing to the
Macon-Bibb County Procurement Department not later than seven (7) days prior to receipt of
bids, email preferred to lhardwick@maconbibb.us.
3. Any subsequent instructions to bidders will be issued in the form of addenda to the
specifications and sent to the bidder. All addenda shall be enumerated in the Bid Form.
4. All definitions set forth in the specifications are applicable to this Instruction to Bidders, the
Bid Form and the proposed Contract Documents including, but not limited to, drawings,
project manual, and any addenda issued prior to receipt of bids.
a) Addenda are written or graphic instruments issued prior to the execution of the Contract
that may modify or interpret the bidding documents by deletion, additions, clarifications,
or corrections.
b) Addenda will become part of the Contract Documents when the Contract is executed.
J.
Submittals
1. In order for bids to be considered, the complete bid document package should be submitted
including each of the following completed documents.
a) Bid Form
b) Bidder’s Qualification Form
c) List of Sub-Contractors
d) Minority Participation Goal
e) Financial & Legal Stability Statement
f) Bid Bond in amount of 5% of the total base bid.
g) E-Verify Affidavit
h) Non-Collusion Affidavit
II. Instructions To Bidders
A. Definitions
1. Wherever the term “Owner”, “County”, or “Macon-Bibb County” occur in these
specifications, it shall mean Macon-Bibb County, a political subdivision of the State of
Georgia acting through the Macon-Bibb County Board of Commissioners.
2. Wherever the term “work” occurs in these specifications, it shall mean the work as defined
herein, including, all labor, materials, equipment, transportation, and supervision necessary to
complete the contract.
B. Related Documents
1. Specifications (Attachment “A”)
2. Bid Form
3. Bidder’s Qualification Form
4. Bidder MBE Plan Form
5. List of Sub-contractors
6. Financial & Legal Stability Statement
7. Bond Forms
8. E-Verify Affidavit
C. Bidder’s Representation
1. Each bidder, by making his bid, represents that he has:
a) Read and understand the bidding documents; and,
b) Visited the site and became familiar with the local conditions under which the work is to
be performed.
2. Bidders should examine the areas wherein work of this project is to be carried out and shall
take into consideration all conditions that might affect his work.
a) The failure of the bidder to inspect firsthand the areas affected by work in this project
shall not relieve him of the obligation to comply fully with the scope of the work as
defined herein.
D. Reservations
1. Macon-Bibb County reserves full freedom (in addition to the right to reject any and all bids)
in awarding bids to consider all available factors including, but not limited to, price, the
provision of needed and unneeded features, usefulness to the using department and prior
Macon-Bibb County experience. Hence, Macon-Bibb County may award bids to other than
the lowest bidder if in the judgment of the Board of Commissioners the interest of the County
will be best served by award to another. Any required information not submitted with bids
shall deem bid nonresponsive.
2. Unless otherwise specified, manufacturer’s names, trade names, brand names, information
and/or catalog numbers listed herein are intended only to identify the quality level desired.
They are not intending to limit competition. The bidder may offer any equivalent product that
meets or exceeds the specification. If bids are based on equivalent products, the bidder shall
indicate on the bid form the alternate manufacturer’s name and catalog number and shall
include complete descriptive literature and/or specifications along with proof that the
proposed equivalent either meets or exceeds this specification. The County reserves the right
to be the sole judge of what is equal and acceptable. If a bidder fails to name a substitute, he
shall furnish goods identical to the bid specifications.
III. Special Conditions
A.
General
1. All work to be performed as part of this solicitation shall comply with all codes, ordinances
and regulations applicable to the contract, including, but not limited to:
a) Federal Emergency Management Agency Regulations.
b) All Applicable Federal Laws, including, but not limited to: The Stafford Act, the
Clean Water Act, the Davis-Bacon Act, Resource Conservation and
c) Georgia Emergency Management Agency (GEMA) and Georgia Environmental
Protection Division (EPD) Regulations.
d) Any and all International Building Codes
e) Other applicable Federal, State, or Local laws, rules, regulations and codes.
2. The Contractor shall comply with all provisions of 2 CFR Part 200, Appendix II, including
but not limited to: Equal Employment Opportunity, Davis-Bacon Act (if applicable),
Contract Work Hours and Safety Standards Act, Clean Air Act, and Federal Water Pollution
Control Act, Recovery Act, Occupational Safety and Health Act (OSHA), Comprehensive
Environmental Response, Compensation and Liability Act (CERCLA).
The County reserves the right to terminate this contract for cause or convenience.
3. Establishment of Ceiling Price (Not-to-Exceed)
In accordance with 2 CFR § 200.318(j), all work performed under this Scope of Services—
specifically including any Time-and-Materials (T&M) tasks such as Emergency Roadway
Clearance or initial monitoring mobilization—shall be subject to a Ceiling Price (Not-to-
Exceed amount) established by the County at the time of contract activation or via specific
Task Orders.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
