DOCO Preventive Filter Maintenance

Agency:	City of Albany
State:	Georgia
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Sep 15, 2023
Due:	Oct 17, 2023
Solicitation No:	24-017
Publication URL:	To access bid details, please log in.

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September 15, 2023

INVITATION TO BID

DOCO PREVENTIVE FILTER MAINTENANCE

BID REFERENCE #24-017

Sealed bids will be received by the City of Albany, Procurement Division, 222 Pine Avenue, Suite

260, Albany, Georgia 31701, on behalf of the Dougherty County Board of Commissioners until

October 17, 2023, at 2:30 p.m. for the DOCO Preventive ·Filter Maintenance project, in

accordance with bid documents, specifications, and all other contract documents. Bids will be

opened and publicly read aloud at the above stated time and place. The scope of work is

included in the bid documents.

A Pre-Bid Conference will be held on September 26, 2023, at 10:00 a.m. in the

Procurement Division, 222 Pine Avenue, Suite 260, Albany, Georgia 31701. All

interested vendors are required to attend.

This project will be bid on a lump sum price basis for all specified work and will be awarded

to the responsive and responsible bidder submitting the lowest bid.

Bid documents are available at the Procurement Division, www.albanyga.gov, and the Georgia

Procurement Registry. Plans, specifications, and contract documents may be inspected at the

Procurement Division, 222 Pine Avenue, Suite 260, and the Dougherty County Public Works

Department, 2038 Newton Road, Albany, Georgia. The City of Albany and Dougherty County

strongly encourage Small Business firms to participate in this bid. Dougherty County Board of

Commissioners reserves the right to reject any and all bids and to waive any informalities in the

bidding process.

All corporations should provide the corporate seal, a copy of the Secretary of State

Certificate of Incorporation, and a listing of the principals of the corporation with bid.

For additional information, contact Ricky Gladney, Buyer, at (229) 431-3211. Submit all

questions via email to: rgladney@albanyga.gov cc: jswilliams@albanyga.gov and

kross@albanyga.gov. The deadline for questions is October 09, 2023, at 2:30 p.m.

Questions received after this deadline may not be answered. Replies of substance will be in the

form of written addenda and made available to all potential bidders.

of lban:.wL

J ua Williams, CPPB

urement Manager

FINANCE

P.O. BOX 447 ALBANY, GA 31702 I PHONE: 229.431.3211 I FAX: 229.431.2184 I www.albanyga.gov

DOUGHERTY COUNTY

PROCUREMENT DIVISION, ALBANY, GEORGIA

INSTRUCTIONS TO BIDDERS

These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid

and contract terms issued with any individual bid.

1. The following criteria are used in determining low responsible bidder.

(a) The ability, capacity and skill of bidder to perform required service.

(b) Whether bidder can perform service promptly or within specified time.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for County use.

(f) The ability of bidder to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in

determining low bids if they are deemed advantageous to the County.

3. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.

4. All requested information should be included in bid envelope. All desired information must be signed and included for your bid

to receive full consideration. Failure to submit any required form will be cause for bid to be rejected as non- responsive.

5. All questions, inquiries and requests for clarification shall be directed to Procurement.

6. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely

and without further obligation on the part of the County at the close of the calendar year in which it was executed and at

the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic

renewal unless positive action is taken by the County to terminate such contract, and the nature of such action shall be

determined by the County and specified in the contract; (3) The contract shall state the total obligation of the County for

the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year

renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment, or other

personal property shall remain in the vendor until fully paid for by the County.

7. Quote all prices F.O.B. Albany, Georgia or our warehouse or as specified in bid documents.

8. Each bid or proposal shall be clearly marked on the outside of the envelope as a Sealed Bid whether using a County

furnished envelope or other envelopes.

9. Bid/Proposal must be received and stamped by the Procurement Office before time stipulated in bid/proposal documents.

No responsibility will attach to any County representative or employee for premature opening of bid not properly addressed

or identified.

10. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of

supply.

11. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The

City of Albany assumes no responsibility for submittals received after the advertised deadline or at any office or location

other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. No

responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or

identified. Bids received late will not be accepted, and the County will not be responsible for late mail delivery.

12. Should a bid be misplaced by the County and found later it will be considered.

13. Bids requiring bid bonds will not be read or considered if bond is not enclosed. Bond may be in the form of cash, certified

check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

14. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to advise in

their application or use. A bidder at any time requested must satisfy the Procurement Office and County Commission that

he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in

accordance with the provisions of the contract in which he is interested.

15. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding

schedule are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that

affects the price, quality or delivery date (when delivery is required by a specifictime).

16. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list

where there is more than one sample. The County reserves the right to mutilate or destroy any samples submitted

whenever it may be in the best interests of the County to do so for the purpose of testing.

17. County will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the

trade name or names of such materials on the bid or price quotation form.

18. The unauthorized use of patented articles is done entirely at the risk of the successful bidder.

19. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The County may

purchase more or less than the estimated quantity, and the vendor must not assume that such estimated quantity is part of

the contract.

20. Only the latest model equipment as evidenced by the manufacturer’s current published literature, will be considered.

Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts

Bid Ref. #24-017

DOCO Preventive Filter Maintenance

and materials. Any unit containing used parts or having seen any service other than the necessary tests will be

rejected. In addition to the equipment specifically called for in the specifications, all equipment catalogued by the

manufacturer as standard or required by the State of Georgia shall be furnished with the equipment. Where required

by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the

Georgia Department of Revenue.

21. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of

Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

22. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in

their own way, the difficulties, which are likely to be encountered in the prosecution of the same.

23. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the

Procurement Office and/or the Department to which they are delivered. If defective material, equipment or supplies

are discovered, the contractor, upon being instructed by the Procurement Office, shall remove, or make good such

material, equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection

of materials by the County will in no way lessen the responsibility of the contractor or release him from his obligation

to perform and deliver to the County sound and satisfactory materials, equipment or supplies. The contractor agrees

to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any

monies due him by the County.

24. Unless otherwise specified by the procurement office all materials, supplies or equipment quoted herein must be

delivered within thirty (30) days from date of notification or exception noted on bid sheet.

25. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the County

or who has failed in any former contract with the County to perform work satisfactorily, either as to the character of

the work, the fulfillment of the guarantee, or the time consumed in completing thework.

26. Reasonable grounds for supposing that any bidder is interested in more than one proposal/bid for the same item will

be considered sufficient cause for rejection of all bids/proposals in which he is interested.

27. Unless otherwise specified the County reserves the right to award each item separately or on a lump sum basis,

whichever is in the best interest of the County.

28. The County reserves the right to waive any minor discrepancies, reject any or all bids or proposals, and to purchase

any part, all or none of the services, materials, supplies, or equipment specified.

29. Failure of the bidder to sign the bid or have the signature of any authorized representative or agent on the

bid/proposal IN THE SPACE PROVIDED will be cause for rejection of the bid. Signature must be written in ink.

30. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn

without cause in the 60-day period after bids are opened.

31. It is mutually understood and agreed that if any time the Procurement Office shall be of the opinion that the contract

or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the

contractor is willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad

faith, the Procurement Office shall have the power to notify the aforesaid contractor of the nature of the complaint.

Notification shall constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of

notification the conditions are not corrected to the satisfaction of the Procurement Office, he shall thereupon have the

power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part

thereof, and the expense thereof, so charged, shall be deducted from any paid by the County out of such monies as

may become due to the said contractor, under and by virtue of this agreement. In case such expense shall exceed the

last said sum, then and in that event, the bondsman or the contractor, his executors, administrators, successors, or

assigns, shall pay the amount of such excess to the County on notice by the Procurement Office of the excess due.

32. If the bidder proposes to furnish any item of a foreign make or product, he should write “Foreign” together with the

name of the originating country opposite such item on bid/proposal.

33. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the

time of opening of bids, otherwise such complaint cannot be properly considered.

34. No vendor writing restrictive specifications for the County will be allowed to bid on the project.

35. Contracts may be cancelled by the County with or without cause with 30-day writtennotice.

36. Dougherty County has an equal opportunity purchasing policy. The County seeks to ensure that all segments of the

business community have access to supplying the goods and services needed by the County programs. The County

affirmatively works to encourage utilization of minority business enterprises in our procurement activities. The County

provides equal opportunities for all businesses and does not discriminate against any vendors regardless of race, color,

religion, age, sex, national origin, or handicap.

37. All Corporations must provide the corporate seal and a copy of the Secretary of State’s Certificate of Incorporation

upon request.

38. Local bidder (domiciled in Dougherty County) will receive bid in the event of tie bids. In the case of tie bids between

out-of-town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by

chance coin toss, or drawing straws.

39. The contractor shall secure all permits, license certificates, inspections (permanent and temporary) and occupational

tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors

must possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.

40. Prior to submitting bid, all bidders are encouraged to check the website at www.albanyga.gov or call the Procurement

Office at 229-431-3211 for any subsequent addendums.

PROCUREMENT FORM – REVISED 11/18/2021

Bid Ref. #24-017

DOCO Preventive Filter Maintenance

DOCO PREVENTIVE FILTER MAINTENANCE

INSTRUCTIONS TO BIDDERS

Bid Reference #24-017

1. Background: The Scope of this project is to furnish all labor, materials and equipment

necessary to replace air handling filters in various location on the schedule provided in the

scope of work.

2. Contractor’s bid shall include all necessary labor, materials, tools, equipment, and all other

items necessary to complete the contract requirements in accordance with bid documents,

special instructions, specifications, and all other provisions included in this invitation to bid. It

is the bidder’s responsibility to visit the jobsite and become familiar with the local conditions.

3. Corporations: All Corporations should provide the corporate seal, a copy of the Secretary of

State Certificate of Incorporation, and a listing of the principals of the corporation with the

bid.

4. Equal Opportunity Policy: Dougherty County has an equal opportunity purchasing policy.

The County seeks to ensure that all segments of the business community have access to

supplying the goods and services needed by the County programs. The County affirmatively

works to encourage utilization of minority business enterprises in our procurement activities.

The County provides equal opportunities for all businesses and does not discriminate against

any vendors regardless of race, color, religion, age, sex, national origin, or handicap.

5. Bid Form: Bids must be submitted on the bid form provided in this bid document to the City

of Albany Procurement Division, 222 Pine Avenue, Suite 260, Albany, Georgia. Bid is for a

lump sum price contract. Bid is for all work specified in this bid document and will be

awarded to the lowest responsive and responsible bidder. Unless otherwise stated, all items

not listed on the bid schedule shall be considered incidental and shall be included in the line

item to which it pertains to.

6. Contract Time: Performance will be monitored and documented by the Project Manager.

7. The Owner of this project is Dougherty County: The Owner reserves the right to reject

any and all bids, to waive any informalities in the bid process, and to award the contract as

may be in the best interest of the Owner or re-advertise for bids.

8. INSURANCE: The bidder shall possess and maintain general liability coverage of at least

$1,000,000 combined single limit with $2,000,000 general aggregate per occurrence

covering all premises and operations including bodily injury, personal injury, and property

damage. In addition to the Certificate of Insurance, the contractor must provide the

declaration page for the commercial general liability insurance policy. Policy shall be endorsed

to name Dougherty County as an additional insured, provide thirty (30) days’ notice of any

cancellation, modification, and/or alteration of the coverage, and specifically identify the

project being insured. The bidder shall possess and maintain worker’s compensation

coverage in the statutory limits of Georgia. The bidder shall possess and maintain Business

Automobile Liability of $1,000,000 Combined Single Limit covering owned, non-owned

and hired automobiles.

Bid Ref. #24-017

DOCO Preventive Filter Maintenance

SUBMIT WITH BID, specimen copy of Certificate of Insurance. Upon award of contract and

prior to commencement of work under this contract, the successful bidder shall provide

Dougherty County a Certificate of Insurance showing the type and limits of insurance

specified herein with Dougherty County Board of Commissioners as an additional insurer.

9. Georgia Security and Immigration Compliance Act: The successful contractor will

provide certification that they are in compliance with the Georgia Security and Immigration

Compliance Act, certifying that the provisions of O.C.G.A § 13-10-91, Chapter 300-10-1, per

the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to

O.C.G.A §13-10- 90(2), all subcontractors entering into a contract or agreement for hire on

this Project must be registered and participate in the Federal Work Authorization Program.

Complete and submit a copy of the form, applicable to your company, and applicable

Subcontractor Affidavits.

10. Barricades and Warnings: The contractor shall provide, erect, and maintain all necessary

barricades, suitable and sufficient number of watchmen to direct traffic, and take all

necessary precautions for the protection of the work and safety of the public. If necessary,

barricades and obstructions shall be illuminated at night and lights shall be kept burning from

sunset to sunrise.

11. Removal of Trash and Rubbish: The contractor shall be responsible for the removal and

legal disposal of all waste, trash, and rubbish resulting from the work under this contract.

Work site shall be kept clean and orderly during construction; trash shall be removed from

the site or adequately containerized daily. Any precious metals belong to the owner. All

other debris is to be taken to the Dougherty County Landfill.

12. Preservation of Property: The contractor shall carry out their work with such care and by

the proper methods to prevent damage to the property adjacent to the work or within

streets, easement locations to the extent the owner may have rights therein, or other

property of the owners or of others, whether adjacent to the work site or not, the removal,

relocation, or destruction of which is not called for by the provisions of the contract

documents; it being a condition of the execution of the contract that the work be performed

in such manner that the property of others and other property of the owner shall not be

damaged in any way. The word PROPERTY, as used, is intended to include among other

types of property, public street improvements, storm and sanitary sewers, water lines and

appurtenances, or other structures. Should any property be damaged or destroyed, the

contractor at their own expense shall promptly, or within a reasonable time, repair or make

such restoration as is practical and acceptable to the owner of the damaged or destroyed

property. In case of failure on the part of the contractor to repair or restore such property, or

make good such damage or injury, the Building Inspector may within forty-eight (48) hours’

notice, proceed to repair, rebuild, or otherwise restore such property as may be necessary,

and the cost thereof will be deducted from any monies due or which may become due the

contractor under this contract agreement.

The contractor shall, at all times in performance of the work, employ approved methods and

exercise reasonable care and skill so as to avoid delay, damage, injury or destruction of

existing public service installations and structures; and shall at all times in the performance

of the work avoid interference with, or interruption of, public utilities services, and shall

Bid Ref. #24-017

DOCO Preventive Filter Maintenance

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Number	Bid Name	Pre-Bid	Bid Opening	Bid Tabulation
24-017	DOCO Preventive Filter Maintenance	09/26	10/17/2023

DOCO Preventive Filter Maintenance

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See also