Request for Quotes 2401-A: Cleaning ? Water Treatment Plants
| Agency: | City of Fayetteville |
|---|---|
| State: | Georgia |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Mar 28, 2024 |
| Due: | Apr 12, 2024 |
| Publication URL: | To access bid details, please log in. |
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Request for Quotes 2401-A: Cleaning – Water Treatment Plants Fayette County, GA invites you to submit a quote to provide cleaning services for two water treatment plants. Quotes will be received at the County complex, 140 Stonewall Avenue West, Suite 204, Fayetteville, GA 30214 until 2pm, Friday, April 12, 2024. You may drop off your quote off in person no later than the quote due time and date listed below. You may also submit your quote through the U. S. Postal Service, courier service (e.g., UPS or FedEx), email or fax.
Mandatory Pre-Quote Meeting: 3pm, Thursday, April 4, 2024, at Crosstown Water Treatment Plant, 3500 TDK Blvd., Peachtree City, GA 30269. Then the meeting will move to South Fayette Water Treatment Plant, 880 Antioch Road, Fayetteville, GA 30215. Companies that attend will be invited to submit quotes for the site(s) visited.
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Purchasing Department
140 Stonewall Avenue West, Ste 204
Fayetteville, GA 30214
Phone: 770-305-5420
www.fayettecountyga.gov
March 28, 2024
Subject: Request for Quotes 2401-A: Cleaning - Water Treatment Plants
Gentlemen/Ladies:
Fayette County, Georgia invites you to submit a quote for the above listed solicitation in
accordance with the information and specifications contained herein.
A mandatory pre-quote conference will be held at 3:00 p.m., Thursday, April 4, 2024, at
Crosstown Water Treatment Plant, 3500 TDK Blvd, Peachtree City, GA 30269 to provide an
opportunity for you to become familiar with the site and work conditions, and to ask questions.
Once companies have viewed Crosstown's facility, the meeting will move to South Fayette
Water Treatment Plant, 880 Antioch Road, Fayetteville, GA 30215. Companies that attend will
be invited to submit quotes for the site(s) visited.
Address any questions you may have about this request for quotes to Natasha Duggan via email
to nduggan@fayettecountyga.gov or fax to (770) 719-5534. Questions will be accepted until
2:00 p.m., Tuesday, April 9, 2024.
Quotes will be accepted until 2:00 p.m., Friday, April 12, 2024. Please provide your quote and
other information via email to Natasha Duggan, Contract Administrator at
nduggan@fayettecountyga.gov or fax to (770) 719-5534.
Purchasing Department office hours are Monday through Friday 8:00 a.m. to 5:00 p.m. The
office telephone number is (770) 305-5420.
Te L. Burg s
Chief Procurement Officer
GENERAL TERMS AND CONDITIONS
Request for Quotes 2401-A: Cleaning - Water Treatment Plants
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
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 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. Partial Award: The County reserves the right to make award by item, by group of items, by any
combination of items, or by lump sum award. The award will be made in the best interest of the
County. Responders may restrict their offers to consideration of a lump sum award or other
restriction only by so indicating on the pricing sheet or the "Exceptions to Specifications" sheet
included in the Request for Quotes. Responders who do not restrict consideration of their
offers in this manner shall be expected to accept any portion of the award. The County reserves
the right to award multiple contracts for the products or services sought by this Request for
Quotes.
15. 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.
16. 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).
17. 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.
18. 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.
19. Term of Contract: The term of this agreement shall begin upon issuance of a Notice to Proceed
and continue through June 30, 2025. Thereafter, this agreement may be renewed for two
additional one-year renewal terms (each a "Renewal Term" and together with the Initial Term,
the "Term"), if the Contractor requests such renewal at least sixty days prior to expiration of the
Initial Term or the then-current Renewal Term. If the Contractor fails request renewal, this
Agreement may terminate at the end of the Initial Term or the then-current Renewal Term. This
agreement is subject to the multi-year contractual provisions of O.C.G.A. 36-60-13(a).
20. 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.
21. 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
22. 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.
23. 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.
24. 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.
25. 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.
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