Demand Services for On-Call Public Works Contractors

REQUEST A BID PACKAGE:

RFQ #44-004 Demand Services for On-Call Public Works Contractors

Hall County, Georgia, seeks to establish a pool of qualified Demand Services Contractors for Public Works.

Schedule of Events:

Bid Post Date: April 24, 2023

Bidders Questions Due Date: May 1, 2023

Answers to Questions Due Date: May 4, 2023

Bid Due Date: May 22, 2023 @ 2:00 pm EST

Bidding Process: The County is now accepting sealed bid qualification proposals from qualified contractors for demand services for on-call public works contractors (herein ‘Services’). The County will accept Bids in the Purchasing Department located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until May 22, 2023, at 2:00PM.

Addendums: If needed and in the best interest of the County, Purchasing may make any extension of the bidding period by a formal written addendum and publically posted.

Proposal Documents: Bidders may request submittal documents via the County’s Website at https://www.hallcounty.org/Bids.aspx,then select the bid titled “Demand Services for On-Call Public Works Contractors”, click the ‘Request a Bid Packet’ link, fill out the requested information, click ‘Submit’, and Purchasing will send you a bid package via email.

General Qualifications:

1. The contractor shall be responsible for all work performed in support of this contract. Sub-contractors shall perform no work unless pre-approved in writing by the County. Contractors must disclose any intended sub-contractors within the bid at the time of bid submissions. If the bidder intends to use a sub-contractor to fulfill one entire segment of this contract, then the bidder should submit to the County professional references for the sub-contractor on jobs similar in size and scope. Once the County has awarded the contract, the contractor cannot change sub-contractors without seeking written pre-approval from the County. The County reserves the right to check all references and conduct background checks on any changes to sub-contractors or workers performing work under this contract. The contractor shall be wholly responsible for the quality of their sub-contractor’s work. The contractor shall not award more than twenty-five percent (25%) of the work to sub-contractors on any project, without prior approval of the County Representative.

2. The awarded contractor(s) shall provide general contracting services.

3. The County must pre-approve any change orders in writing. The County may deny any work done before the issuance of a written change order. Contractor is not to accept any verbal change order(s) from the project manager. The County will consider this out of scope and thus not to be compensated.

4. Contractor shall provide copies of the following Licensing with their bid response:

A. Valid Business License

B. Required licenses and certifications

C. Letter of Bondability that your firm can acquire Performance and Payment bonds equal to 100% each of the contract value for Performance and Payment bonds. Awarded Contractors must produce the Bonds prior to any work commencing.

Request for Clarification: The County reserves the right to request clarification of information submitted and to request additional information of one or more applicants. The County considers a bid response as an irrevocable offer, good for a period of one-hundred and twenty (120) days from submission.

Legally Binding Agreement: The County and the selected Service Provider shall enter into a formal agreement; substantially in the form of the attached EXHIBIT K: SAMPLE CONTRACT TEMPLATE. All questions regarding the scope of services should be included in the response to the Proposal. If there are no objections, an affirmative statement to this effect is required. The County reserves the right to reject all proposals, and to negotiate fees, conditions, or terms with the respondent submitting the overall best proposal.

Proposal Information: In consideration of service fee proposal, assume the following:

Technical Proposal Response: Bidders must answer all Mandatory Questions, which are pass/fail, and the Mandatory Scored Questions, which are weighted. The County’s Evaluation Committee will weigh the answers with point values. The total maximum points available for the Technical Proposal response is eight-hundred (800) points. The proposer’s response should be limited to direct answers to the questions asked. Proposers are required to answer all the Mandatory Scored questions. Bidders may expanded their answers to the questions onto separate pages if needed, with the question repeated at the top of each page, in addition to the space provided next to each Mandatory Scored Question worksheet. Responses to the questions should be clear and concise. If possible, summarize key information or points for each question at the beginning of answers.

Evaluation and Selection: The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein. The County uses the ‘Technical Proposal’ that outlines the bidding firm’s qualifications and experience and its approach to offering the Services. The total available points available is eight-hundred (800) points.

The County has determined its own Evaluation and selection Committee to review the submitted qualifications of submitting firms. During the evaluation process, the County reserve the right, when it may serve the County’s best interest, to request information for clarification from proposers and to allow corrections to errors or omissions.

Defined Terms: For the purpose of this Request for Qualifications, the terms; ‘consultant’, ‘submitter’, ‘proposer’, ‘firm’ and ‘bidder’, ‘contractor’, ‘agency’, ‘company’, shall mean one and the same. Additionally, the terms ‘submittal’, ‘bid’, ‘response’ and ‘proposal’ shall also mean one and the same. Additionally, ‘Hall County, Georgia’, ‘Hall County Government’, ‘Hall County Board of Commissioners’, and ‘County’, shall all mean one-and-the-same.

Validation: Bidders must sign and notarize their submittals. Hall County requires that bidder’s provide a cover letter with a signature by an officer of the firm with the submittal to ensure its originality. Please submit one (1) hard paper proposal marked “Original” with a signature, along with three (3) copies, and additionally provide the proposals in a digital format on a flash drive, in both Microsoft Word and Excel, as each document requires.

The County reserves the right to retain all proposals submitted and use any idea(s) in a proposal regardless of contract award or not. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received.

Bidders must complete and return all forms and documents entitled ‘Mandatory’ with the bid or the proposal. Failure to do so may deem the proposal non-responsive and the County will not evaluate for award.

Award Process: The County reserves the option to reject any or all bids, in whole-or-in-part, or to select any bidder to complete the described Service. The County will make an award of contract based on approach, references, qualifications and other subjective criteria as the County may deem necessary and determine at its sole discretion. Bidder then expressly understands that the County may reject the proposal for any reason without liability on part of the County to the Bidder.

Questions: Bidder’s must present all questions in writing and directed solely to the issuing officer at dhowington@hallcounty.org