Request for Quote 27047-A: Kiwanis Park Barrier Netting

GENERAL TERMS AND CONDITIONS
RFQ 27047-A: Kiwanis Park Barrier Netting
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. Brand Name: If items in this Request for Quotes have been identified, described or referenced
by a brand name or trade name description, such identification is intended to be descriptive,
but not restrictive and is to indicate the quality and characteristics of products that may be
offered. Alternative products may be considered for award if clearly identified in the quote.
Items offered must meet required specifications and must be of a quality which will adequately
serve the use and purpose for which intended.
9. 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
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be quoted FOB Destination, Fayette County or job site.
10. Responder Substitutions: Responders offering substitutions or deviations from specifications
stated in the Request for Quotes, shall list such substitutions or deviations on the "Exceptions
to Specifications" sheet provided, or on a separate sheet to be submitted with the quote. The
absence of such list shall indicate that the Responder has taken no exception to the
specifications. The evaluation of quotes and the determination as to equality and acceptability
of products or services offered shall be the responsibility of the County.
11. 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.
12. 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 in 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.
13. 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.
14. 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.
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15. 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).
16. 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.
17. 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.
18. 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.
19. 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
20. Building Permits: Work performed for the County requiring building permits by licensed
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Contractors will not have permit fees assessed, although any re-inspection fees for disapproved
inspections will be the responsibility of the Contractor prior to final inspections and the
Certificate of Occupancy or Certificate of Completion being issued.
21. 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.
22. 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.
23. 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.
24. 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.
25. Delivery Failures: If the Contractor fails to deliver contracted goods or services within the time
specified in the contract or fails to replace rejected items in a timely manner, the County shall
have authority to make open-market purchases of comparable goods or services. The County
shall have the right to invoice the Contractor for any excess expenses incurred or deduct such
amount from monies owed the Contractor. Such purchases shall be deducted from contracted
quantities.
26. Substitution of Contracted Items: The Contractor shall be obligated to deliver products
awarded in this contract in accordance with terms and conditions specified herein. If a
Contractor is unable to deliver the products under the contract, it shall be the Contractor's
responsibility to obtain prior approval of the ordering agency to deliver an acceptable
substitute at the same price quoted in the Contractor's original bid. In the event any
Contractor consistently needs to substitute or refuses to substitute products, the County
reserves the right to terminate the contract or invoke the "Delivery Failures" clause stated
herein.
27. 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.
28. Termination for Convenience: The County may terminate the contract for its convenience at
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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.
29. 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.
30. 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.
31. 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.
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SCOPE AND SPECIFICATION
RFQ 27047-A: Kiwanis Park Barrier Netting
Introduction
Fayette County, Georgia is seeking quotes from qualified vendors to provide all labor, materials,
equipment, and incidentals necessary to complete the following at Kiwanis Park Fields #5 and #6 on
Redwine Road, Fayetteville, GA 30215
* Remove and properly dispose of existing netting along the third base line of Field #6, and
remove and properly dispose of one wooden pole at the third base line of Field #6.
* Remove and properly dispose of cable systems at third base line of field #6
* Install two (2) poles at third base line of Field #6.
* Install a complete, tensioned baseball safety netting system including new aircraft-grade
support cables, hardware, and high-impact netting along the third base line of
Kiwanis Baseball Field #6.
* Remove and properly dispose of existing netting along the third base line and backstop of
Kiwanis Baseball Field #5.
* Install a complete, tensioned baseball safety netting system including hardware and high-impact
netting along the third base line and backstop of Kiwanis Baseball Field #5.
Specifications & Scope of Work
POLES
* Remove and properly dispose of wooden light pole close to the third base line of field #6.
* Install two new schedule 40, 3 1/2" diameter steel poles of sufficient overall length to provide a
height of 50 feet above finished grade after installation. All poles should have a finished cap.
Poles should be set at an 8' depth. The contractor is responsible to ensure that the poles are
installed with the appropriate depth underground and that each pole is backfilled with the
appropriate pound per square inch of concrete. Successful contractor will be required to
provide the pole manufacturer's recommendations regarding the installation of the 50' pole
given the site conditions.
* Install a structural guy wire or pull system to support the final 50' steel pole in the netting lay
out at the third base line of field #6. The support system shall be designed to meet Fayette
County wind load and exposure category requirements and must integrate with the tensioned
cable and netting system described in this specification.
* The vendor shall determine and supply the required dimensions, materials, anchor depth,
hardware and configuration of the guy-wire or pull-pole based on field conditions, pole height,
cable tensions, and anticipated load. The vendor shall provide a sketch of the proposed guy-wire
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or pull-pole system with the quote. The cost of the proposed system shall be included in the
overall lump-sum price.
* Following award and prior to installation, the successful contractor shall provide stamped
engineered drawings and structural calculations for Fayette County review and approval. The
engineered documentation shall verify that the proposed system meets all applicable load
requirements and is compatible with the installed pole and cable system.
CABLES
* Remove and properly dispose of existing cable system along the third base line of field #6
connecting to the cable system along field #5.
* Install 14" galvanized steel aircraft cables, minimum of 6,100 lb. breaking strength. Mount top
and bottom cables using corrosion resistant eye bolts and 1/4" or 3/16" cable clamps to secure
the loop.
* Top cable should be installed where it is 6" - 12" below the top of the pole.
* Bottom cable should be installed where it is at least 1' below fence height.
* The contractor may utilize the appropriate cable clamps, 9/16-inch galvanized or stainless-steel
hog rings, and/or rust-proof plated steel carabiners based on the proposed system. Where cable
clamps are used, they shall be spaced 12 inches apart. Where hog rings are used, they shall be
spaced 6 inches apart. All selected hardware shall be appropriate for and compatible with the
proposed cable and netting system. Attach netting to poles with black UV-treated paracord.
BARRIER NETTING:
Barrier netting shall meet the following minimum requirements:
* Designed to meet Fayette County Georgia wind load and exposure category standards.
* Individual panels between each pole.
* Constructed of black 2.4mm Enduro Hybrid Thread nylon twisted and knotless, with 14 inch
solid braid sewn rope border.
* 295lbs. of break strength.
* Black extruded thread with UV treatment and weather protection.
* Mold and mildew resistant.
* 1 34 inch mesh hole openings for baseball fields.
* Nets shall be attached at top and bottom to cable and secured at each side to poles utilizing
black UV treated PARA CORD. Each net panel must have its own paracord and not one paracord
for two net panels.
* Netting will need to remain installed year-round so a raising mechanism will not be needed.
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* Vendors shall field-measure each section to verify exact dimensions.
BARRIER NETTING APPROXIMATE SIZES INCLUDE:
Field #5 -
Backstop is approximately 64' long
Left side of field is approximately 104' long
Field #6 -
Backstop is approximately 31' 6" long
Left side of field is approximately 81'-88' long
Sizes are an approximation and must be verified by the vendor prior to submitting
the quote.
INSTALLATION:
Barrier netting shall be installed as follows:
* Individual barrier netting sections shall extend the length between posts and shall be long
enough to wrap one time around post.
* Nets shall be secured to the top and bottom cables using the appropriate cable clamps,
galvanized or stainless-steel hog rings, and/or rust-proof plated steel carabiners based on the
contractor's proposed system. Where cable clamps are used, they shall be spaced 12 inches apart.
Where hog rings are used, they shall be spaced 6 inches apart.
* Each side panel must be individually fastened to the poles utilizing black UV treated PARA
Cord. Paracord should be used on each net panel and not one paracord for two net panels.
CONTRACTOR RESPONSIBILITIES:
The successful contractor shall:
* Contractor shall provide a letter stating the warranty of all equipment and workmanship and
verify that all materials shipped conform to all specifications.
* Obtain all necessary permits to perform the work and arrange for inspection by authorities
having jurisdiction.
* The contractor shall provide a sketch of the proposed system with the quote. Following award
and prior to installation, the successful contractor shall provide stamped engineered drawings and
calculations for Fayette County review and approval.
* Provide three (3) references from projects installed within the last 5 to 10 years.
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* Remove and properly dispose of existing barrier netting along the third base line and backstop
of Field #5.
* Remove and properly dispose of existing wooden pole and barrier netting at third base line of
field #6, and top/bottom cables on third base line of field #6.
* Contractor shall determine/verify and supply the required dimensions, materials, anchor depth,
hardware and configuration of all components including but not limited to poles, barrier netting,
cables and wires. Specifications for the proposed components shall be included with the vendor's
quote.
* The quote shall include all labor, equipment, materials, and specifications necessary to complete
the work.
* Verify structure meets or exceeds all ASTM durability and performance standards.
* Successful contractor shall locate all utilities.
* Document pre-existing site conditions with photos prior to mobilization and submit photos to
Fayette County.
* Repair all damage caused by contractor operations, which includes but is not limited to damages
to sod, irrigation systems, electrical wiring, signs, structures, concrete, asphalt, or any other
county equipment or property improvements. Any repair to electrical wiring shall be completed
by a licensed electrician. All grass disturbed areas shall be smoothed to existing ground surface
and replaced with Bermuda Tiftway 419 sod. Any damage repair shall be approved by Fayette
County.
* Maintain professional conduct of their personnel on County property.
* Adhere to County policy: all County properties are smoke-free, tobacco free, and vape free.
* Must attend a pre-installation meeting prior to beginning work.
* Work shall be coordinated with and inspected by Fayette County. Each stage of the installation
process must be inspected by Fayette County prior to proceeding to the next stage of
installation. The contractor shall provide a list of the various installation stages to Fayette
County prior to any installation.
* Perform work between 8:00 a.m. and 5:00 p.m. Monday through Friday. All modifications to
those hours must be in writing by the successful contractor and accepted by Fayette County.
* All work areas must be cleaned daily by 5:00 p.m. The successful contractor shall be
responsible for keeping job site clean and orderly. All excess material is to be removed from site
and properly disposed of by the successful contractor upon completion of each workday. No open
holes. Barricades and signage shall be used to keep the public from entering the work area.
* Work may begin no earlier than November 16, 2026, and all work shall be fully completed no
later than February 1, 2027.
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