ITB 070126-001 Purchase of a Modular Office Building

CITY OF RINCON POLICE DEPARTMENT
INVITATION TO BID
ITB NO. 070126-001
PURCHASE OF A MODULAR OFFICE BUILDING
ISSUED DATE: JULY 1st, 2026
DATE DUE: JULY 30th, 2026, at 11:00 AM
The purpose of this invitation to bid is for the purchase of a modular office building for The City of
Rincon Police Department. Sealed bids will be received at the Rincon Police Department located at 107
W 17th Street, Rincon, Georgia 31326 by 11:00 A.M., July 30th, 2026.The City reserves the right to reject
any and all bids and to waive formalities.
Instructions for preparation and submission of a bid are contained in this Invitation to Bid package.
Please note that specific forms for submission of a bid are required. Bids must be typed or printed in ink.
Any questions pertaining to this invitation to bid must be made in writing and received no later than
11:00 A.M., July 10th, 2026. No responses will be given to questions received after that time. Questions
may be faxed to 912.826.5205, emailed to jmurrell@rinconga.gov , or hand delivered to The City of
Rincon Police Department located at 107 W 17th Street, Rincon, GA 31326.
Any changes to the conditions and specifications must be in the form of a written addendum to be valid;
therefore, the City will issue a written addendum to document approved changes.

DOCUMENT CHECK LIST
The following documents, when marked, are contained in and made a part of this Bid Package or are
required to be submitted with the bid. It is the responsibility of the Bidder to read, complete and sign,
where indicated, and return these documents with his/her bid. FALURE TO DO SO MAY BE CAUSE FOR
DISQUALIFICATION.
COMPANY NAME: _______________________________________________________________
REQUIRED COMPLETED ITEM DESCRIPTION
INSTRUCTIONS TO BIDDERS
GENERAL TERMS, CONDITIONS AND EXCEPTIONS
X BID FORM
SURETY REQUIREMENTS
PERFORMANCE BOND
PAYMENT BOND
X CERTIFICATE OF INSURANCE
X W-9
LEGAL NOTICE
X EXCEPTION SHEET
X DRUG FREE WORKPLACE CERTIFICATION
X PROMISE OF NON-DISCRIMINATION STATEMENT
X CONTRACTOR AFFIDAVIT & AGREEMENT (E-VERIFY)
X DISCLOSURE OF RESPONSIBILITY STATEMENT
X SUBCONTRACTOR AFFADAVIT & AGREEMENT (if applicable)
FIRMS CERTIFICATION REGARDING DEBARMENT, SUSPENSION,
X
INELIGIBILITY AND VOLUNTARY EXCLUSION
X AFFADAVIT REGARDING LOBBYING
ACKNOWLEDGE RECEIPT OF ADDENDUM(S) ______________________________
__________________________________________ _____________________________
Authorized Signature Title
__________________________________________ _____________________________
Print Name Date
THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR BID

SECTION I
INSTRUCTIONS TO BIDDERS
1.1 PURPOSE: The purpose of this document is to provide general and specific information for use
in submitting a bid to The City of Rincon Police Department for the purchase of goods as
described herein. All bids are governed by the Code of The City of Rincon, local and state laws.
1.2 HOW TO PREPARE BIDS:
A Bids shall be submitted on the form enclosed and shall be typewritten or completed
with pen and ink and signed by the business Owner or authorized representative.
B Any erasures or corrections must be initialed and dated by the official signing the Bid.
All signature spaces must be signed.
C Firms are encouraged to carefully review all provisions and attachments of this
document. Each bid constitutes an offer and may not be withdrawn except as provided
herein.
1.3 HOW TO SUBMIT BIDS:
A Bids must be submitted in a sealed opaque envelope, plainly marked with the bid
number, bid title, bid closing date and time, and company name.
B Mailed or delivered to the City of Rincon Police Department, 107 W 17th Street Rincon,
Georgia 3132 6in sufficient time to ensure receipt by the City on or before the time and
date specified above.
C Please check the City's website https://www.cityofrincon.com/BidOpportunities.aspx
prior to submission for any addendum to the ITB.
BIDS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED OR CONSIDERED.
1.4 HOW TO SUBMIT AN OBJECTION: Objections from Bidders to this Invitation to Bid and/or
these specifications should be brought to the attention of the City in writing. The objections
contemplated may pertain to the form and/or substance of the invitation to bid documents.
Failure to object in accordance with the above procedure will constitute a waiver on the part
of the business to protest this invitation to bid.
1.5 ERRORS IN BIDS: Firms or their authorized representative are expected to fully inform
themselves as to the conditions, requirements, and specifications before submitting bids.
Failure to do so will be at the Bidders's own risk.
1.6 STANDARDS FOR ACCEPTANCE OF FIRMS FOR CONTRACT AWARD: The City of Rincon
reserves the right to reject any or all bids and to waive any irregularities or technicalities in
bids received whenever such a rejection or waiver is in the best interest of the City. The City
reserves the right to reject the bid of a Bidder who has previously failed to perform properly
or complete on time contracts of a similar nature, whom investigation shows is not in a
position to perform the contract.

1.7 BIDDER: Whenever the term "Bidder" is used it shall encompass the "person", "business",
"firm", or other party submitting a bid to The City of Rincon in such capacity before a contract
has been entered into between such party and the City.
1.8 RESPONSIBLE / RESPONSIVE BIDDER: Responsible Bidder means a person or entity that has
the capability in all respects to perform fully and reliably the contract requirements.
Responsive Bidder means a person or entity that has submitted a bid that conforms in all
material respects to the requirements set forth in the invitation to bid.
1.9 CITY: Whenever the term "City" or "Owner" is used it is to refer to the City of Rincon.
1.10 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a bid by the City the Bid shall become the
property of the City without compensation to the Bidder, for disposition or usage by the City
at its discretion. Respondent names who submit bids on this invitation to bid and total prices
will be read aloud publicly, but the details and particulars of the bid documents will remain
confidential until the final award of the contract / purchase order.
1.11 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, City employees,
and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or
Request for Proposal (RFP) or contract by any member of a Bidder's staff, or those people
employed by any legal entity affiliated with an organization that is responding to the
solicitation is strictly prohibited. Negative campaigning through the mass media about the
current service delivery is strictly prohibited. Such actions may cause your bid to be rejected.
1.12 COMPLIANCE WITH LAWS: The Bidder shall obtain and maintain all licenses, permits, liability
insurance, Worker's compensation insurance and comply with any and all other standards or
regulations required by Federal, State or City statute, ordinances and rules during the
performance of any contract between the Bidder and the City. Any such requirement
specifically set forth in any contract document between the Bidder and the City shall be
supplementary to this section and not in substitution thereof.
1.13 DEBARRED FIRMS AND PENDING LITIGATION: Any potential Bidder/firm listed on the Federal
or State of Georgia Parties Listing (barred from doing business) will not be considered for
contract award. Firms shall disclose any record of pending criminal violations (Indictment)
and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest
occurring within the past five (5) years. Any Bidder/firm previously defaulting or terminating a
contract with the City will not be considered. Bidder acknowledges that in performing contract
work for the City, Bidder shall not utilize any firms that have been a party to any of the above
actions. If Bidder has engaged any firm to work on this contract or project that is later
debarred, Bidder shall sever its relationship with the firm with respect to City contract.
** All Firms are to read and complete the Disclosure of Responsibility Statement enclosed as
Attachment C to be returned with response. Failure to do so may result in your solicitation
response being rejected as non-responsive.
Bidder acknowledges that in performing contract work for the City, Bidder shall not utilize any
firms that have been a party to any of the above actions. If Bidder has engaged any firm to
work on this contract or project that is later debarred, Bidder shall sever its relationship with
that firm with respect to City contract.

1.14 PROTECTION OF RESIDENT WORKERS: The City of Rincon actively supports the Immigration
and Nationality Act (INA) which includes provisions addressing employment eligibility,
employment verification, and nondiscrimination. Under the INA, employers may hire only
persons who may legally work in the Unites States (i.e., citizens and nationals of the U.S.) and
aliens authorized to work in the U.S. The employer must verify the identity and employment
eligibility of anyone to be hired, which includes completing the Employment Eligibility
Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so
no services or products under the Contract Documents will be performed or manufactured by
any worker who is not legally eligible to perform such services or employment.
1.15 IMMIGRATION: On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529,
Section 2) became effective. All employers, contractors and subcontractors entering a
contract or performing work must sign an affidavit that he/she has used the E-Verify System.
E-Verify is a no-cost federal employment verification system to ensure employment eligibility.
Affidavits are enclosed with this solicitation. You may download M-274 Handbook for
Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to
http://www.uscis.gov to find the E-Verify information.
** All Firms are to read and complete the E-Verify affidavit enclosed as Attachment D to be
returned with response. Failure to do so may result in your bid being rejected as non-
responsive.

SECTION II
GENERAL TERMS, CONDITIONS AND EXCEPTIONS
2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit
of the Bidder but shall put the Bidder on notice to inquire of or identify the same to the City.
Whenever herein mentioned is made of any article, material or workmanship to be in
accordance with laws, ordinances, building codes, underwriter's codes, ASTM regulations or
similar expressions, the requirements of these laws, ordinances, etc., shall be construed to be
the minimum requirements of these specifications.
2.2 COMPLETENESS: All information required by the invitation to bid must be completed and
submitted to constitute a qualifying bid.
2.3 PRICES TO BE FIRM: Bidder accepts all terms and conditions set forth in this invitation to bid.
This bid will remain subject to acceptance for sixty (60) days after the bid opening, or for such
longer period of time that Bidder may agree to in writing upon request of City.
2.4 MULTIPLE BIDS: No Bidder will be allowed to submit more than one offer. Any alternative bid
must be brought to the City's attention prior to the question deadline submitted in writing.
2.5 LIABILITY PROVISIONS: Where Firms are required to enter or go into The City of Rincon
property to take measurements or gather other information in order to prepare the bid as
requested by the City, the Bidder shall be liable for any injury, damage or loss occasioned by
negligence of the Bidder, his agent, or any person the Bidder has designated to prepare the
Offer and shall indemnify and hold harmless The City of Rincon from any liability arising
therefrom. The contract document specifies the liability provisions required of the successful
Bidder in order to be awarded a contract with The City of Rincon.
2.6 AWARD OF CONTRACT: The contract, if awarded, will be awarded to the bidder responsible
whose bid will be most advantageous to The City of Rincon, price and other factors
considered. The City of Rincon will make the decision as to which bid best serves the interest
of the city. The successful respondent will be expected to execute a contract within 30 days of
the notice of the award.
2.7 ASSIGNMENT: The successful Bidder shall not assign or transfer any interest in the contract
without the written consent of the City.
2.8 COST TO PREPARE: The city assumes no responsibility or obligation to the Firms and will make
no payment for any costs associated with the preparation or submission of the bid.
2.9 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement
process or actions of the city staff may be filed with the city for review and resolution.
2.10 INSURANCE PROVISIONS: The selected Bidder shall be required to procure and maintain for
the duration of the contract insurance against claims for injuries to persons or damages to
property which may arise from or in connection with the performance of the work hereunder
by the Bidder, his agents, representatives, employees or subcontractors. The cost of such
insurance shall be included in the bid. Contract work will not proceed unless The City of
Rincon has in their possession a current Certificate of Insurance. The City of Rincon invokes

the defense of sovereign immunity. The City is not to be included as an additional insured on
insurance contracts. Failure to maintain insurance as described below will result in
termination of the contract.
A. General Information that shall appear on a Certificate of Insurance:
i. Name of Producer (Contractor's insurance Broker/Agent).
ii. Companies affording coverage (there may be several).
iii. Name and address of the Insured (this should be the Company or Parent of the
firm The City of Rincon is contracting with).
iv. Summary of all current insurance for the insured (includes effective dates of
coverage).
v. Brief description of operations to be performed, the specific job to be
performed, or contract number.
vi. Certificate Holder (This is to always include The City of Rincon).
B. Limits of Insurance:
i. Commercial General Liability: Provides protection against bodily injury and
property damage claims arising from operations of a Contractor or Tenant. This
policy coverage includes premises and operations, use of independent
contractors, products/completed operations, personal injury, contractual, broad
form property damage, and underground, explosion and collapse hazards.
Minimum limits: $1,000,000 bodily injury and property damage per occurrence
and annual aggregate.
ii. Worker's Compensation and Employer's Liability: Provides statutory protection
against bodily injury, sickness or disease sustained by employees of the
Contractor while performing within the scope of their duties. Employer's
Liability coverage is usually included in Worker's Compensation policies, and
ensures common law claims of injured employees made in lieu of or in addition
to a Worker's Compensation claim. Minimum limits: $500,000 for each accident,
disease policy limit, each employee and Statutory Worker's Compensation limit.
C. Special Requirements:
i. Claims-Made Coverage: The limits of liability shall remain the same as the
occurrence basis, however, the Retroactive date shall be prior to the coincident
with the date of any contract, and the Certificate of Insurance shall state the
coverage is claims-made. The Retroactive date shall also be specifically stated
on the Certificate of Insurance.
ii. Extended Reporting Periods: The Contractor shall provide the City with a notice
of the election to initiate any Supplemental Extended Reporting Period and the
reason(s) for invoking this option.
iii. Reporting Provisions: Any failure to comply with reporting provisions of the
policies shall not affect coverage provided in relation to this request.
iv. Cancellation: Each insurance policy that applies to this request shall be
endorsed to state that it shall not be suspended, voided, or canceled, except

after thirty (30) days prior to written notice by certified mail, return receipt
requested, has been given to the City.
v. Proof of Insurance: The City of Rincon shall be furnished with certificates of
insurance and with original endorsements affecting coverage required by this
request. The certificates and endorsements are to be signed by a person
authorized by the insurer to bind coverage on its behalf. All certificates of
insurance are to be submitted prior to, and approved by, the City before
services are rendered. The Contractor must ensure Certificate of insurance are
updated for the entire term of the City.
vi. Insurer Acceptability: Insurance is to be placed with an insurer having an A.M.
Best's rating of A and a five (5) year average financial rating of not less than V. If
an insurer does not qualify for averaging on a five-year basis, the current total
Best's rating will be used to evaluate insurer acceptability.
vii. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract
termination by The City of Rincon.
viii. Deductibles and Self-Insured Retention: Any deductibles or self-insured
retention must be declared to, and approved by, the city. At the option of the
City, either: the insurer shall reduce or eliminate such deductibles or self-
insured retention as related to the City, its officials, officers, employees, and
volunteers; or the Contractor shall procure a bond guaranteeing payment of
related suits, losses, claims, and related investigation, claim administration and
defense expenses.
2.11 INDEMNIFICATION: The Bidder agrees to protect, defend, indemnify, and hold harmless The
City of Rincon, its council, officers, agents, and employees from and against any and all
liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for
contribution and/or indemnification, for injuries to or death of any person or persons, or
damage to the property or other rights of any person or persons caused by the Bidder or its
sub Firms. The Bidder's obligation to protect, defend, indemnify, and hold harmless, as set
forth herein above shall include, but not be limited to, any matter arising out of any actual or
alleged infringement of any patent, trademark, copyright, or service mark, or any actual or
alleged unfair competition, disparagement of product or service, or other business tort of any
type whatsoever, or any actual or alleged violation of trade regulations. Bidder further agrees
to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and
hold harmless The City of Rincon, at his sole expense, and agrees to bear all other costs and
expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent,
including any and all claims or liability for compensation under the Worker's Compensation
Act arising out of injuries sustained by any employee of the BIDDER or his subcontractors or
anyone directly or indirectly employed by any of them.
The Bidder's obligation to indemnify The City of Rincon under this Section shall not be limited
in any way by the agreed-upon contract price, or to the scope and amount of coverage
provided by any insurance maintained by the Bidder.
2.12 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The Invitation to Bid, Legal
Advertisement, General Conditions and Instructions to Firms, Specifications, Special

Conditions, Bidder's Proposal, Addendum, and/or any other pertinent documents form a part
of the Firms bid or proposal and by reference are made a part hereof.
2.13 STATEMENT OF DISCLOSURE: All Bidders must provide a statement of disclosure which will
allow the City to evaluate possible conflicts of interest.
Interests of Public Officials
The Bidder warrants for itself and any subcontractor that no elected or appointed official or
employee of the City of Rincon, Georgia, has any interest in their bid or the proceeds of any
contract/agreement which may result thereof. In the event that an elected or appointed
official or employee acquires any interest in any contract/agreement which may result from
this bid, or the proceeds thereof, the Bidder agrees to disclose such interest to the City
immediately by submitting a written notice. For breach or violation of this clause, the City may
annul any contract/ agreement resulting from this bid without liability, terminate any
contract/agreement resulting from this bid for default, or take other remedial measures.
"Interest" as used herein means direct or indirect pecuniary or material benefit accruing to an
appointed official or employee as a result of a matter which is or which is expected to become
the subject of an official action by or with the city, except for such actions which, by their
terms and by the substance of their provisions, confer the opportunity and right to realize the
accrual of similar benefits to all other persons and/or property similarly situated. The term
"interest" shall not include any remote interest. For purposes of this bid, an appointed official
or employee shall be deemed to have an interest in the affairs of: (1) his or her family; (2) any
business entity in which the appointed official or employee is a member, officer, director,
employee, or prospective employee; and (3) any business entity as to which the stock, legal
Ownership, or beneficial Ownership of an appointed official or employee is in excess of five
percent of the total stock or total legal and beneficial Ownership, or which is controlled or
owned directly or indirectly by the appointed official or employee. Remote interest as used
herein means the interest of (1) a volunteer director, officer, or employee of a nonprofit
corporation; (2) a holder of less than 5 percent of the legal or beneficial Ownership of the total
shares of a business.
2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The signed bid shall be considered an offer on
the part of the Bidder, which offer shall be deemed accepted upon approval by the City or
their designee. In case of a default on the part of the Bidder after such acceptance, The City of
Rincon may take such action as it deems appropriate, including legal action for damages or
lack of required performance.
2.15 BID DEADLINE: The response to this invitation for bid must be received by the City of Rincon
Police Department no later than 11:00 A.M., July 30th, 2026. Any bid received after the time
stipulated will be rejected and returned unopened to the proponent. It is emphasized that late
bids will be rejected
For good and sufficient reason, up to 24 hours before the advertised deadline, the City may
extend the response schedule. An addendum will be issued setting forth the new date and
time.
2.16 WITHDRAWAL OF BID: Any bid submitted before the deadline may be withdrawn by a written
request received by the city before the time fixed for receipt of bids. Withdrawal of any bid
will not prejudice the right of a proponent to submit a new or amended bid as long as The City
of Rincon receives it by the deadline as provided herein.

2.17 REJECTING BIDS: The City reserves the right to reject any or all bids and is not bound to accept
any bid if that bid is contrary to the best interest of The City of Rincon. Similarly, the city is not
bound to accept the lowest dollar bid if the offer is not considered in the City's best interest.
2.18 QUESTIONS: Any questions pertaining to this invitation to bid MUST be made in writing and
received no later than 11:00 A.M., July 10th, 2026. No responses will be given to questions
received after that time. Questions may be emailed to jmurrell@rinconga.gov or hand
delivered to The City of Rincon Police Department located at City of Rincon Police
Department, 107 W 17th Street Rincon, GA 31326.
The only official answer or position of The City of Rincon will be the one stated in writing.
2.19 QUALITY: All materials, or supplies used for the construction necessary to comply with this bid
shall be of the best quality, and of the highest standard of workmanship. Workmanship
employed in any construction, repair, or installation required by this bid shall be of the highest
quality and meet recognized standards within the respective trades, crafts and of the skills
employed.
2.20 GUARANTEE: Unless otherwise specified by the City, the bidder shall unconditionally
guarantee the materials and workmanship on all material and/or services. If, within the
guarantee period, any defects occur which are due to faulty materials and or services, the
contractor at his expense, shall repair or adjust the condition, or replace the material and/or
services to the complete satisfaction of the City. These repairs, replacements or adjustments
shall be made only at such time as will be designated by the City as being least detrimental to
the operation of City business.
2.21 GEORGIA OPEN RECORDS ACT: The responses will become part of the City's official files
without any obligation on the City's part. Ownership of all data, materials and documentation
prepared for and submitted to the City of Rincon in response to a solicitation, regardless of
type, shall belong exclusively to City and will be considered a record prepared and maintained
or received in the course of operations of a public office or agency and subject to public
inspection in accordance with the Georgia Open Records Act, Official Code of Georgia
Annotated, Section 50-18-70, et. Seq., unless otherwise provided by law. Responses to ITB's
shall be held confidential from all parties other than the City until after the contract is
awarded by the City. The Bidder and their bid price in response to the ITB will be read aloud at
public bid openings. After Bid Tabulations, the ITB shall be available for public viewing. The
City of Rincon shall not be held accountable if material from responses is obtained without the
written consent of the Bidder by parties other than the City, at any time during the solicitation
evaluation process.
2.22 GEORGIA TRADE SECRET ACT of 1990: In the event a Bidder submits trade secret information
to the City, the information must be clearly labeled as a Trade Secret. The City will maintain
the confidentiality of such trade secrets to the extent provided by law.
2.23 METHOD OF SELECTION: The City of Rincon will evaluate all bids submitted to the ITB. Bidders
must meet all technical requirements, or such bids will be disqualified as being non-
responsive. Bids deemed to be incomplete as they pertain to substance and content may be
returned without further consideration. An award, if made, will be made to the responsible
Bidder whose Bid is most advantageous to The City of Rincon, taking into consideration
experience, qualifications, management, pricing and other factors set forth in this Invitation to