BUTTS COUNTY BOARD OF COMMISSIONERS

INVITATION TO BID

Annual Contract for Quarry Aggregate

 

Bid Number 2023-05

 

 

 

 

 

 

 

Butts County Board of Commissioners

625 West Third Street

Suite 4

Jackson, Georgia 30233

     

 

  INVITATION TO BID

Annual Contract for Quarry Aggregate

Bid Number 2023-05

 

Greetings,

 

Butts County Board of Commissioners is soliciting competitive sealed bids to purchase quarry aggregate on a renewable contract basis.  The Contractor shall furnish all labor, materials, equipment, and services required to fulfill the terms and conditions of this bid.

Bids should be typed or submitted in ink and returned in a sealed envelope marked on the outside with Bid #2023-04 and Company Name. Bids will be received until 2:00 p.m. local time on March 7, 2023 at the Butts County Administration Office – Purchasing – Suite 4, 625 West Third Street, Jackson, Georgia 30233. Any bid received after this date and time will not be accepted and will be returned unopened. Bids will be publicly opened and read at 2:00 P.M on March 7, 2023.

Questions regarding bids should be directed to Tina Lunsford, Procurement Specialist, at tlunsford@buttscounty.org no later than February 22, 2023 at 12:00 p.m. Any possible exceptions to the bid specifications and/or terms and conditions should be addressed during this phase. These requests will be answered in an addendum if such information is necessary so that all potential bidders will have the information. Deadline for first addendum, if required, posted on the Butts County website: https://buttscountyga.com/requests-for-bids-proposals-or-qualifications 4:00 p.m. February 24, 2023. The posting of additional addenda may be required, and it is the responsibility of the bidder to ensure that they review the County’s website for any additional addenda, and that they submit acknowledgement of all applicable addenda (on the included form) with their solicitation. Bidders should not expect to be individually notified by Butts County.

Bids are legal and binding upon the bidder when submitted. All bids should be submitted in duplicate. Successful contractor will be required to meet insurance requirements.

The written bid documents supersede any verbal or written prior communications between the parties. Award will be made to the contractor submitting the lowest responsive and responsible bid. Butts County reserves the right to reject any or all bids, to waive technicalities and to make an award deemed in its best interest. Bids may be split or awarded in entirety. Butts County reserves the option to negotiate terms, conditions, and pricing with the lowest responsive, responsible bidder(s) at its discretion.

Thank you for your interest in Butts County!

 

 

 

Schedule of Events

Questions submittal deadline

Direct all questions to: tlunsford@buttscounty.org

February 22, 2023 12:00 pm

First Addendum deadline

Posted on county website: https://buttscountyga.com/requests-for-bids-proposals-or-qualifications

February 24, 2023 4:00 pm

Bid Delivery

Mail or deliver to:   Butts County BOC 625 West Third Street Suite 4- Purchasing Jackson, Georgia 30233 Attn:     Tina Lunsford

March 7, 2023 2:00 pm

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   

 

SECTION I – GENERAL OVERVIEW

 

1. PURPOSE

Butts County Board of Commissioners is soliciting competitive sealed bids to purchase quarry aggregate on a renewable contract basis.  The Contractor shall furnish all labor, materials, equipment, and services required to fulfill the terms and conditions of this bid.

1. GENERAL INSTRUCTIONS, TERMS, AND CONDITIONS

 

1. Bids Submission
2. These instructions will bind bidders to terms and conditions herein set forth, except as specifically stated otherwise in special contract terms with any individual bid. These instructions are to be considered an integral part of the bid.
3. Bids may be submitted by mail, common carrier or delivered in person. Fax or electronic bids are not acceptable. It shall be the duty of each Bidder to ensure that their bid is delivered within the time and at the place prescribed in this document. Bids received prior to the time fixed in this bid document will be securely kept unopened. A date/time stamp will be affixed to the envelope/package immediately upon its arrival to the Purchasing Department. Any bid received at the office designated in this document after the exact time and date specified, will not be considered, and returned unopened to the bidder.
4. At the date and time specified for the opening of the bid, the bid shall be publicly opened and read aloud for the information of Bidders and others present.
5. The bid must be submitted in a sealed envelope/parcel on or before the date and time stated in this document and is to be mailed or delivered to:

Butts County Board of Commissioners

Purchasing Department, Suite 4

625 West Third Street

Jackson, GA  30233

Bid # 2023-05 Annual Contract for Quarry Aggregate

 

1. The Submittal Checklist must be reviewed, and the bidder is to comply with the order of the submittal of documents and is to be included with the bid.
2. The following items are to be submitted:

• One (1) unbound clearly marked “Original,” of the bid documents,
• Two (2) bound copies identical to the original bid documents,
• One (1) digital copy in PDF format on a USB flash drive identical to the original bid documents. The USB flash drive should be labeled with the Bid number and bidder’s name.

1. All bids must be manually signed and filled out legibly (typewritten or printed in ink) with all changes or corrections initialed by the person signing the bid.
2. If descriptive literature is attached to the bid, your firm’s name must be on all sheets submitted.
3. Each bid submitted shall be deemed to have been made with full knowledge of all terms, conditions, and requirements contained in this Bid request. The failure or omission of any Bidder to examine any form, instrument or document shall in no way relieve any Bidder from obligations in respect to the bid submittal or the compliance of the terms, conditions, and requirements of the bid.
4. Individual contractors shall provide their Social Security number and proprietorships; partnerships and corporations shall provide their Federal Employer Identification number on the Bidder Information Form of the bid documents and a completed W9 form to be submitted with the bid.
5. The authorized representative whose signature will appear on the bid submitted certifies that the Bidder has carefully examined the instructions of this bid and the terms and specifications applicable to and made a part of this bid. The Bidder further certifies that the prices shown on the Bid Price Submittal Form is in accordance with the conditions, terms, and specifications of the bid and that any exception taken thereto may disqualify the bid.
6. Any documentation submitted with or in support of a bid or bid shall become subject to public inspection under the Georgia Open Records Act. Labeling such information “Confidential”, “Proprietary”, or in any other manner shall not protect this material from public inspection upon request. All records become subject to public inspection only after award of the contract or purchase order.

 

2. Preparation of Bids
3. Unit price must be shown on the Bid Cost Submittal Form in this document if indicated. All bids should be tabulated, totaled, and checked for accuracy. The unit price will prevail in case of errors.
4. All product, equipment, article, or material must be new and unused or current production. No reconditioned or used item(s) will be accepted except as specifically requested herein. Units that are classified as prototype or discontinued models are not acceptable.
5. Samples of items, when required, must be submitted within the time specified and unless otherwise specified by the County, at no expense to the County. Unless otherwise specified, samples will be returned at the Bidder’s request and expense if items are not destroyed by testing.
6. Full identification of each item including brand name, model, catalog number, etc., must be furnished to identify exactly what the Bidder is offering. Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer, the term “or equal” if not inserted shall be implied. The specified article or material shall be understood as indicating the type, function, minimum standard of design, efficiency, and quality desired and shall not be construed as to exclude other manufactured products of comparable quality, design, and efficiency. If any equivalent version is proposed, prospective Bidders are herewith advised that precise, adequate, and documented evidence of equivalency in performance, stability, and operational efficiency should be submitted with the bid for further consideration. Final determination of equivalency will be determined by Butts County.
7. Negligence on the part of the Bidder in preparing the bid confers no right for withdrawal or modification in any way after the deadline for the bid opening.

 

3. Clarification and Communication to County Concerning Bid
4. From time to time, the Purchasing Department may have to release written changes to a solicitation. These formal written changes are called addendum or if multiple, addenda. It is the ultimate responsibility of the Bidder to ensure that they have all applicable addenda prior to the bid submission. Therefore, we encourage all Bidders to frequently review the County’s website: https://buttscountyga.com/requests-for-bids-proposals-or-qualifications All addenda forms must be signed and submitted with the bid. Failure to respond and acknowledge any addenda or requests for clarification, even after the bid opening, shall result in a non-responsive bid.
5. The successful firm’s bid and all addenda will become a part of the agreement resulting from this document.
6. Bidders seeking an award of a Butts County contract shall not initiate or continue any verbal or written communication regarding a solicitation with any County officer, elected official, employee, or other County representative without permission of the Purchasing Department between the date of the issuance of the solicitation and the date of the final contract award by the Board of Commissioners. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business shall be disqualified from consideration for award. EXCEPTION to the above would-be emailing request for clarification and/or questions to the point of contact listed in the bid/proposal. (These requests will be answered in an addendum if such information is necessary so that all potential bidders may have the information).

 

4. Pre-Bid Conference

The Pre-Bid Conference or any other information session (if indicated in the schedule of events) will be held at the offices referred to in the “Schedule of Events”. Unless indicated otherwise, attendance is not mandatory, although suppliers are strongly encouraged to attend. However, in the event the conference has been identified as mandatory, then a representative of the supplier must attend the conference in its entirety to be considered eligible for contract award.

 

5. Rejection and Withdrawal of Bids
6. Withdrawal of bid due to errors, the supplier has up to forty-eight (48) hours to notify the Purchasing Department of an obvious clerical error made in calculation of bid to withdraw a bid after bid opening. Withdrawal of bid for this reason must be done in writing within the forty-eight (48) hour period.
7. The County may reject all or part of the bid where it is in the best interest of the county or because of improper conduct on the part of a county employee.

 

6. Bid and Contract Documents
7. A bid executed by an attorney or agent on behalf of the Bidder shall be accompanied by an authenticated copy of the Power of Attorney or other evidence of authority to act on behalf of the Bidder.

Corporation: If the Bidder is a corporation, the bid must be submitted in the name of the corporation, not simply the corporation’s trade name. In addition, the bid shall be signed by an officer of the corporation.

Partnership: If the Bidder is a partnership, all partners must sign the bid. If all the partners do not sign the bid, then the names of all those except limited partners must be furnished on the bid and evidence of the authority of the signer(s) to execute the bid on behalf of the partnership.

Limited Liability Company (LLC): If the Bidder is a limited liability company, the authorized agent having authority to bind the limited liability company must sign the bid documents.

Sole Proprietorship or Individual: If the Bidder is a sole proprietor or individual, a signature is required on all bid documents by that individual.

1. The contract documents consist of this Agreement, Specifications and Addenda issued prior to execution of this Agreement, other documents listed in this Agreement and Modifications issued after execution of this Agreement. These form the Contract and are as fully a part of the Contract as if attached to this Agreement or repeated herein. The Contract represents the entire and integrated Agreement between the parties hereto and supersedes prior negotiations, representation, or agreements, either written or oral.
2. Contract Term – The period of the agreement, if any is formed from this bid, will be determined after the review and evaluation of the Timeline Schedules submitted by the successful bidder and the County.

 

7. Exceptions and Omissions

Any exceptions to the specifications and/or terms and conditions must be addressed during the question/clarification and addendum phases.

 

8. Alterations of Solicitation and Associated Documents

Alterations of County documents are strictly prohibited and will result in automatic disqualification of the Bidder’s solicitation response.

 

9. Cost Incurred by Vendors

All expenses involved with the preparation and submission of the bid to the Butts County Board of Commissioners, or any work performed in connection therewith is the responsibility of the vendor(s).

 

10. Codes, Permits, Fees, Licenses and Law
11. All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Bidder. All materials, labor and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.
12. All General Contractors must have a current valid license from the State Licensing Board for Residential and General Contractors, unless specifically exempted from holding such license pursuant to Georgia law, O.C.G.A. Section 43-41-17.

 

11. Safety

All vendors and subcontractors performing services are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this Contract.

 

12. Design, Standards and Practices

Design, strength, quality of materials and workmanship must conform to the industry acceptable standards of engineering practices and/or professional services.

 

13. Statement of Warranty

A Statement of Warranty should include all applicable manufacturers’ warranty and the Contractor’s warranty regarding equipment, materials, and workmanship. This statement shall include the terms, conditions, and the period of warranty coverage. Any exclusion(s) must be clearly stated.

14. Non-collusion

By submitting a bid in response to this solicitation, the Bidder represents that in the preparation and submission of this bid, said Bidder did not either directly or indirectly, enter into any combination or arrangement with any person, Bidder, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8). Collusion and fraud in bid preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

 

15. Nondiscrimination

Notwithstanding any other provision of this Agreement, during the performance of this Agreement Contractor, for itself, its heirs, personal representatives, successors in interest and assigns, as part of the consideration of this Agreement does hereby covenant and agree, as a covenant running with the land, that:

1. No person on the grounds of race, color, religion, sex, or national origin shall be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination.
2. In the production of the vehicle(s), and the furnishing of services therein or thereon, no person on the grounds of race, color, religion, sex, or national origin shall be excluded from participation in, or denied the benefits of, such activities, or otherwise be subjected to discrimination.

16. Georgia Security and Immigration Compliance Act

Pursuant to the Georgia Security and Immigration Compliance Act of 2006, the successful Contractor understands and agrees that compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-02 are conditions of this bid and contract document. The Contractor further agrees that such compliance shall be attested by the Contractor and any of his Subcontractors by execution of the appropriate Affidavit and Agreement which will be included and become a part of the Agreement between Butts County and the successful Contractor.

17. Supplier Inclusion Program

Small, local, Disadvantaged Business Enterprise (DBE), and female-owned business enterprises are encouraged to participate in the solicitation process.

 

18. Delivery and F.O.B. Destination
19. All prices shall include shipping and delivery cost to our destination; F.O.B., Butts County, Georgia, unless otherwise requested. The Bidder shall handle all material procurement, storage, and delivery to project site. Unless otherwise specified in this specification, Bidder shall supply all materials required. The County will grant no allowance for boxing, crating or delivery unless specifically provided for in this bid. The Bidder shall retain title for the risk of transportation, including the filing for loss or damages.
20. The County desires delivery of the product(s) or service(s) as specified at the earliest possible time after the date of award. Unreasonable delivery may be cause for disqualifying a bid. Each firm shall state a definite delivery time and avoid using general terms such as “ASAP” or approximately so many days.

 

19. County’s Tax Exemption

Butts County is exempt from Federal Excise Tax or Georgia Sales Tax regarding goods and services purchased directly by Butts County. Exemption certificates furnished upon request.

 

20. Award of Contract
21. Butts County desires to complete the award process in a timely manner. Butts County reserves the right to reject or accept any or all bids, whole or any parts hereof, by item or group of items, by section or geographic area, or make multiple awards and be the final approval of bid(s) selection which would be the most advantageous to the County with price and other factors considered. Butts County may elect to waive any technicalities. The bid will be awarded to the lowest responsive, responsible Bidder(s), if awarded. The bid specifications will be available on the County’s website: https://buttscountyga.com/requests-for-bids-proposals-or-qualifications
22. Butts County reserves the right to reject any bid if the evidence submitted by or investigation of the Bidder fails to satisfy the County that the Bidder is properly qualified to carry out the obligations of the Contract. If the successful Bidder defaults on their bid, an award may be made to the next low responsive and responsible Bidder.
23. Butts County is subject to making records available for disclosure after the Board of Commissioners approval of the recommendation. The award shall be made by the Board of Commissioners of Butts County unless the lowest, qualified bid is less than the Board of Commissioners’ approval limit. No claim shall be made by the selected Consultant for loss of profit if the contract is not awarded or awarded for less work than is indicated and for less than the amount of the bid. The total of the awarded contract shall not exceed the available funds allocated for the bid project.
24. Butts County has a local vendor privilege. Bids or bids awarded to local vendors contribute to the local tax base and will therefore be given special consideration when bidding against out-of-jurisdiction (out-of-county) vendors. Bids or bids received from local vendors will be given preference if such bid is responsive and within five (5) percent of the low bid submitted by any out-of-county bidder. In such instance, the local vendor will be given the opportunity to match the low bid offered by the out-of-county vendor. If such local vendor agrees to match the low bid received from the out-of-county vendor within the time specified by the county, the bid shall be awarded to the local vendor. A local vendor shall only be eligible to receive the benefit of this privilege if it meets each of the following requirements prior to any award of a contract or purchase:
25. The business or supplier must operate and maintain a regular place of business within the geographical boundaries of Butts County; and
26. The business or supplier must have a current occupational tax certificate; and
27. The business or supplier must have paid all real and personal taxes owed the county; and
28. The business or supplier must certify its compliance with the Georgia Security and Immigration Act.

This policy shall not apply to any bid or bid for material, equipment, or services more than one hundred thousand dollars ($100,000.00). In such cases, the bid award shall be subject to the competitive bidding requirements as otherwise provided herein or general law.

21. Project Site and Monitoring of Work
22. The Contractor may have a Project Coordinator, but the project site shall remain under the control of Butts County. The Contractor shall provide and make available an appointee to Butts County for project coordination and supervision of Bidder installation personnel. Coordination consists of meeting with the Butts County representatives to review the project; on site walk throughout of installation area(s) before the installation begins; review installation procedures; review installation progress and to handle any problems during installation until project completion.
23. The successful Bidder will promptly correct all work rejected by the County as faulty, defective, or failing to conform to the Minimum Specifications and/or to consensus standards adopted by both government and industry governing the repairs, whether observed before or after substantial completion of the work, and whether fabricated, installed, or completed. The successful Bidder will bear all costs of correcting such rejected work.
24. The Contractor shall insure all trash generated by work performed shall be removed from the site and properly disposed as each work operation is completed in each area. Additionally, the Contractor shall ensure all disturbances to the area where the Contractor performed work are restored to the same condition prior to start of the project. If an inspection reveals that the Contractor fails to clean up after work has been performed, the County will notify the Contractor of the discrepancy and the Contractor will have twenty-four (24) hours to make the correction. Should the Contractor still fail to cleanthe area, the County reserves the right to make other arrangements to have the area cleaned and the County shall deduct the cost from the Contractor’s invoice.
25. No one except authorized employees of the Contractor is allowed on the premises of Butts County facilities. Contractor employees are not to be accompanied in their workarea by acquaintances, family members, assistants, or any other person unless said person is an authorized employee of the Contractor.

 

22. Confidentiality

All information disclosed by Butts County to the successful Contractor for the purpose of the work to be done or information that comes to the attention of the successful Contractor while performing such work is to be kept strictly confidential.

23. Indemnification
24. The vendor that is selected as the contractor shall, at its own expense, protect, defend (but only to the extent not prohibited by O.C.G.A. §13-8-2(c)), indemnify, save and hold harmless Butts County and its elected and appointed officers, employees, servants and agents from all claims, damages, lawsuits, costs and expenses including, but not limited to, all costs from administrative proceedings, court costs and attorney fees that Butts County and its elected and appointed officers, employees, servants and agents may incur as a result of 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.
25. The contractor’s indemnification responsibility under this section shall include the sum of damages, costs and expenses which are in excess of the sum of damages, costs and expenses which are paid out on behalf of or reimbursed to the County, its officers, employees, servants, and agents by the insurance coverage obtained and/or maintained by the contractor, but only to the extent and for such claims as are permitted under O.C.G.A. §13-8-2(c).

24. Controlling Law, Venue

Any dispute arising because of this bid and/or an Agreement which was created from the terms, conditions and specifications of this document or their interpretation, litigation shall only be entered into and shall be performed in Butts County, Georgia.  This Agreement shall be governed by the applicable laws of the County of Butts and the State of Georgia. Any dispute arising out of the agreement, this bid solicitation, its interpretations, or its performance shall be litigated only in the County of Butts Judicial Courts.

 

 

25. Contractor as Independent Contractor

In conducting its business hereunder, Contractor acts as an independent contractor and not as an employee or agent of Butts County. The selection, retention, assignment, direction, and payment of Contractor’s employees shall be the sole responsibility of Contractor.

 

26. Assignment

The Agreement, in whole or any part hereof, created by the award to the successful contractor shall not be sold, not be assigned or transferred by Contractor by process or operation of law or in any other manner whatsoever, including intra-corporate transfers or reorganizations between or among a subsidiary of Contractor, or with a business entity which is merged or consolidated with Contractor or which purchases a majority or controlling interest in the ownership or assets of Contractor without the prior written consent of Butts County.

27. Owner and Ownership of Documents

The Butts County Board of Commissioners, 625 West Third Street, Jackson, Georgia 30233 is the owner of the proposed work. Reports and all relevant data such as maps, diagrams, plans, designs, electronic data, statistics, specifications, and other supporting records or drawings compiled or prepared during performance of the services required by this contract shall be the absolute property of the County and shall not be used by the Contractor for purposes unrelated to this contract without the prior written approval of the County. Such original documents shall be turned over to the County upon completion of the project except that Contractor shall have the right to retain copies of the same.

28. Performance of Contract
29. Butts County reserves the right to enforce the Contractor’s performance of this Agreement in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default or resulting contract award. It will be understood that time is of the essence in the Bidder’s performance.
30. The successful Contractor shall execute the entire work described in the Contract Documents, except to the extent specifically indicated in the Contract documents to be the responsibility of others.
31. The Contractor accepts the relationship of trust and confidence established by the award of this bid solicitation. The Contractor covenants with the County to utilize the Contractor’s best skill, efforts, and judgment in furthering the interest of the County; to furnish efficient business administration and supervision; to make best efforts to always furnish an adequate supply of workers and materials; and to perform the work in the best way and most expeditious and economical manner consistent with the interest of the County,
32. All purchases for goods or services are subject to the availability of funds for this particular purpose.

29. Default and Termination
30. Termination by Contractor

The agreement resulting from this bid shall be subject to termination by Contractor in the event of any one or more of the following events: The default by County in the performance of any of the terms, covenants or conditions of this Agreement, and the failure of County to remedy, or undertake to remedy such default, for a period of thirty (30) days after receipt of notice from Contractor to remedy the same.

 

1. Termination by County

The agreement resulting from this bid shall be subject to termination by the County at any time in the opinion of the County; the contractor fails to carry out the contract provisions of any one or more of the following events:

(1)        The default by Contractor in the performance of any of the terms, covenants or conditions of the Agreement, and the failure of Contractor to remedy, or undertake to remedy with sufficient forces and to the County’s reasonable satisfaction, the County shall provide the vendor with notice of any conditions which violate or endanger the performance of the Agreement. If after such notice the Contractor fails to remedy such conditions within thirty (30) days to the satisfaction of the County, the County may exercise their option in writing to terminate the Agreement without further notice to the Contractor and order the Contractor to stop work immediately and vacate the premises, to cancel ordered products and/or services with no expense to the County.

(2)         Contractor files a voluntary petition in bankruptcy, including a reorganization plan, makes a general or other assignment for the benefit of creditors, is adjudicated as bankrupt or if a receiver is appointed for the benefit of creditors, is adjudicated as bankrupt or if a receiver is appointed for the property or affairs of Contractor and such receivership is not vacated within thirty (30) days after the appointment of such receiver.

(3)        Contractors’ failure to conduct services according to the approved bid specifications.

(4)        Contractors’ failure to keep, perform, or observe any other term or condition of this Agreement.

(5)        Contractor’s performance of the contract is unreasonably delayed.

(6)        Should the successful Bidder fail to provide the commodities or services when ordered, and in accordance with the General Terms and Conditions, specifications and any other requirements contained herein are not met, the County reserves the right to purchase commodities or services covered by this contract elsewhere if available from an alternate source.

(7)        The Contractor agrees by its bid submission that the County’s decision is final and valid.

1. Force Majeure

Neither party shall be held to be in breach of the Agreement resulting from this bid, because of any failure to perform any of its obligations hereunder if said failure is due to any act of God, fire, flood, accident, strike, riot, insurrection, war, or any other cause over which that party has no control. Such party shall give notice and full particulars of such Force Majeure in writing to the other party within a reasonable time after occurrence of the event and the obligation of the party giving such notice shall endeavor to remove or overcome such inability with all reasonable dispatch.

1. Waiver

The waiver of any breach, violation, or default in or with respect to the performance or observance of the covenants and conditions contained herein shall not be taken to constitute a waiver any subsequent breach, violation, or default in or with respect to the same or any other covenant or condition hereof.

 

30. Invoices

  Invoices and/or statements should be mailed directly to:

 

Butts County Board of Commissioners

Accounts Payable

625 West Third Street, Suite 4

Jackson, GA 30233

           

31. Payment

Payment shall be tendered to the successful Bidder upon acceptance and approval by the County for satisfactory compliance with the general terms, conditions, and specifications of the bid; by completed services; verification of delivery of products; assurance that the product/service performs as specified and warranted; and receipt of a valid invoice.

                  

32. Insurance Requirements

The contractor 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:

1. General Liability Insurance: $1,000,000 combined single limit per occurrence, including bodily and personal injury, destruction of property, and contractual liability.
2. Automobile Liability Insurance: $1,000,000 combined single limit each occurrence, including bodily injury and property damage liability.
3. Worker’s Compensation & Employer’s Liability Insurance:

                        Bodily injury by Accident – each employee                                  $1,000,000

                        Bodily injury by Disease – each Employee                                   $1,000,000

                        Bodily injury by Disease – policy limit                                         $1,000,000

 

Before a contract is executed, the Certificates of Insurance for all required coverage shall be submitted. The certificate shall list an additional insured as follows:

 

       Butts County, Georgia

       Butts County Board of Commissioners

       625 West Third Street

       Jackson, Georgia 30233

 

 

 

 

 

SECTION II – EQUIPMENT SPECIFICATIONS

 

SECTION II – SPECIFICATIONS

1. SCOPE OF WORK

 

1. Vendor shall furnish quarry aggregate products as indicated on the Bid Price Sheet.
2. Materials will be picked up from the Vendor’s plant location by the Butts County Public Works, or the department’s representative, as required.
3. Vendor shall indicate hours of plant operation, including weekends.
4. This is a unit price contract.  The County shall not be bound to purchase a minimum quantity nor restricted to a maximum quantity during the initial contract agreement period and any subsequent renewals.  Proximity of the quarry’s site location and quarry’s operating hours will be considered in the awarding of the bid.

 

1. CONTRACT TERMS
2. Contract Term

The initial contract term shall be one (1) year from the date of execution.  The contract may be renewed for two (2) additional one (1) year periods. If needed, the annual contract will be extended 90 days or for such period beyond the contract expiration date as it may be necessary to afford the County a continuous supply of the item(s).  Should the bidder or the County not desire to renew the contract, new bids will be solicited for the purpose of establishing a new contract.

2. Pricing/Quantities
3. All prices shall be F.O.B. destination and shall include all charges (labor, materials / supplies, equipment, and services) that may be incurred in fulfilling the terms of this bid.
4. Prices submitted herein should remain firm for the contract agreement period.Requests for price increases are strongly discouraged and may only be submitted in writing 60 days prior to the contract renewal date.  All requests for price increases require the review and approval of the Butts County Board of Commissioners and will be presented as a request for a contract amendment.
5. This is a unit/price contract.The County shall not be bound to purchase a minimum quantity nor restricted to a maximum quantity during the initial contract agreement period and any subsequent renewals.

 

 

 

 

 

Bid # 2023-05

Due Date and Time:  March 07, 2023 at 2:00 PM

______________________________________________________________________________

CHECKLIST FOR BID DOCUMENTS

Be sure to return this Checklist and the Required Documents in the order below.

 

DOCUMENTATION DESCRIPTION                                                      Please check box

Bidder Information sheet                                                                                        

Bid Price Sheet                                                                                                         

Checklist for Bid Documents/Addenda Acknowledgement (this page)             

Bid proposal and any requested materials                                                            

     

Forms:

W-9                                                                                                                            

Bid Authorization Affidavit                                                                                    

Georgia Security & Immigration Compliance Act Affidavit & Agreement                          

Non-Conflict of Interest                                                                                          

References                                                                                                                

Supplier Inclusion Program                                                                                   

 

______________________________________________________________________________

ADDENDA ACKNOWLEDGEMENT

Failure to acknowledge any addenda will result in a non-responsive bid.

The vendor has examined and carefully studied the Request for Proposals and the following Addenda, receipt of all of which is hereby acknowledged:

Addendum No.______________________                           _________________

                                                                                                                        Dated

Addendum No ______________________                            _________________

                                                                                                                        Dated

Addendum No.______________________                           _________________

                                                                                                                        Dated

Addendum No.______________________                           _________________

                                                                                                                        Dated

 

This affirms that all documents are included with the bidder’s bid package. 

 

 

______________________________________                    _______________________

Company’s Name                                                               Date

______________________________________           ______________________________

         Authorized Representative’s Name                     Authorized Representative’s Signature

 

 

Bidder Information Form

Company

Individual or Company Name: ______________________________________________

Physical Address: ________________________________________________________

_______________________________________________________________________

Mailing Address (if different): ______________________________________________

_______________________________________________________________________

            SSN or Federal Employer ID# _______________________________

Authorized Representative

         Signature: _______________________________________________________________

            Printed or Typed Name: ____________________________________________________

            Title: ___________________________________________________________________

            Email address: ___________________________________________________________

            Phone number: _______________________             Fax: _________________________

Project Contact Person

            Printed or Typed Name: ____________________________________________________

            Title: ___________________________________________________________________

            Office Number: __________________          Cellular Number: _____________________

            Email address: ___________________________________________________________

 

 

 

Bid # 2023-05

Quarry Aggregate

Bid Price Sheet

Line Item	Item Description	Estimated Annual Quantity (Tons)	Unit Price (Ton)
1	Stone, No. 4 (3/4″ – 1/2″)	160
2	Stone, No. 5	3,000
3	Stone, No. 5 washed	250
4	Stone, No. 6 washed	250
5	Stone, No. 7 washed	400
6	Stone, No. 57	100
7	Stone, No. 89 washed	150
8	Baby Surge (1 1/2″ – 3 1/2″)	150
9	Regular Surge (4″ – 7″)	200
10	Rip Rap, Type III (7″ – 12″)	800
11	Rip Rap, Type I (150 lb. – 400 lb.)	100
12	Crusher Run	8,000
13	GAB	7,000

Prices are FOB plant location, picked up by Butts County Public Works or County’s representative.

Please state plant hours of operation:

Monday:      ________ a.m. to ________ p.m.           Saturday:________ a.m. to ________ p.m.

Tuesday:      ________ a.m. to ________ p.m.           Sunday: ________ a.m. to ________ p.m.

Wednesday:________ a.m. to ________ p.m.

Thursday:    ________ a.m. to ________ p.m.

Friday:         ________ a.m. to ________ p.m.

______________________________________              _______________________

Company’s Name                                                            Date

______________________________________              _________________________________         Authorized Representative’s Name                                    Authorized Representative’s Signature

(Print or Type)

BID AUTHORIZATION AFFIDAVIT

STATE OF GEORGIA

COUNTY OF BUTTS

BEFORE ME, the undersigned authority a Notary Public in and for the State of _________________, on this day personally appeared _______________________________ who, after having first been duly sworn, upon oath did depose and say; that the forgoing bid submitted by _____________________________________ hereafter called “Bidder” is duly authorized agent of said company and that the person signing said bid has been duly authorized to execute the same. Bidder affirms that they are duly authorized to execute this Agreement, that this company, corporation, firm, partnership, or individual has not prepared this bid in collusion with any other Bidder, and that the contents of this bid as to prices, terms, or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.

The undersigned certifies that the bid prices contained in this bid have been carefully checked and are submitted as correct and final and if bid is accepted, agrees to furnish the articles and/or services listed and offered in this document at the prices and terms stated, subject to the conditions and specifications of this Request for Bid.

Bidder Information:

________________________________________    ___________________________________

(Company)                                                                     (Signature)

________________________________________    ____________________________________

(Address)                                                                       (Printed Name)

________________________________________    ____________________________________

(City, State, Zip)                                                             (Title)

SWORN TO AND SUBSCRIBED BEFORE ME THIS ______ day of ________________.20______.

                      _______________________________________________

Notary Public in and for the State of ___________________

                    (Seal)

(FAILURE TO SIGN THIS SECTION SHALL DISQUALIFY YOUR RESPONSE)

 

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

AFFIDAVIT AND AGREEMENT

          By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the Butts County Board of Commissioners has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.  Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).  Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

_____________________________________________________

Federal Work Authorization/ E-Verify User Identification Number

__________________________________________

Date of Authorization

__________________________________________
Name of Contractor

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ­­­__________________, _____, 20 _____ in ___________________ (city), _____________ (state).

____________________________________________
Signature of Authorized Officer or Agent

____________________________________________

Printed Name and Title of Authorized Officer or Agent

 

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ­­­______ DAY OF ______________,20 _______.

___________________________________________________

NOTARY PUBLIC

My Commission Expires: ______________________________

 

NON-CONFLICT OF INTEREST

By submitting an offer in response to this solicitation, the Firm represents that in the preparation and submission of this proposal, said Firm did not either directly or indirectly, enter into any combination or arrangement with any person, Proposer, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15  U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8).  Collusion and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

______________________________________  (Officer of Firm) certifies that to the best of our knowledge, no circumstances exist which shall cause a conflict of interest in performing services for Butts County, and that no company or person other than bona fide employees working solely for our firm has been employed or retained to solicit or secure an agreement resulting from this request for proposal.

Signature:                                                                                                                               

Type Name:                                                                                                                           

 

Title:                                                                                                                                      

 

Firm Address:                                                                                                                        

 

 

 

REFERENCES

Please provide ten (10) current or very current customers for whom you have provided similar products or services as listed in the specifications of this bid.

Reference One

Government/Company Name _____________________________________________________________

Address ______________________________________________________________________________

Contact Person and Title _________________________________________________________________

Phone  ____________________________________   Fax  ______________________________________

Contract Period __________________ Scope of Work _________________________________________

Reference Two

Government/Company Name _____________________________________________________________

Address ______________________________________________________________________________

Contact Person and Title _________________________________________________________________

Phone ____________________________________   Fax _______________________________________

Contract Period __________________ Scope of Work _________________________________________

Reference Three

Government/Company Name _____________________________________________________________

Address ______________________________________________________________________________

Contact Person and Title _________________________________________________________________

Phone ____________________________________   Fax_______________________________________

Contract Period __________________ Scope of Work _________________________________________

Information of person who prepared this form:

______________________________________                    _______________________

Company’s Name                                                             Date

_________________________________________      ______________________________

Authorized Representative’s Name (Print or Type)      Authorized Representative’s Signature

 

SUPPLIER INCLUSION PROGRAM

 

Small, local, veteran-owned, Disadvantaged Business Enterprise (DBE), and female-owned business enterprises are encouraged to participate in the solicitation process.  To give recognition to this type of business classification, please check all which apply:

Small Business

Small businesses are defined by size standards and can be found in Title 13 of the Code of Federal Regulations (CFR), Part 121, and are broken down by the different categories of business enterprises.

Local Vendor

Local vendors must operate and maintain a regular place of business within the geographical boundaries of Butts County, must have a current occupational tax certificate, must have paid all real and personal taxes owed the County and must certify its compliance with the Georgia Security and Immigration Act.

Veteran-Owned Business

A veteran-owned business is a business in which a veteran owns a minimum of 51% of the business and holds the highest position at the company and is active in the daily management and strategic direction of the company.  Title 38 of the Code of Federal Regulations defines a veteran as “a person who served in the active military, naval, or air service and who was discharged or released under conditions other than dishonorable.” This definition explains that any individual that completed a service for any branch of armed forces classifies as a veteran if they were not dishonorably discharged.

DBE Business

DBE businesses, as defined by the Georgia Department of Administrative Services, shall be certified by the Georgia Department of Transportation, and shall consist of five (5) minority groups:

Asian American

Native American

African American

Hispanic/Latino

Pacific Islander.

Female Owned Business

A female-owned business is a business in which a female owns a minimum of 51% of the business and holds the highest position at the company and is active in the daily management and strategic direction of the company.

None of the Above Applies

_________________________________________          ________________________________

Company’s Name                                                                     Date

_________________________________________          ________________________________

Authorized Representative’s Name (Print or Type)                         Authorized Representative’s Signature

SAMPLE

Butts County

Sample Contract Form

Solicitation Title		Solicitation Number
1.  This Contract is entered into between Butts County and the Contractor named below:
Butts County						(hereafter called County)
Contractor’s Name						(hereafter called Contractor)
2.  Contract to Begin:	Date of Completion:		Renewals:
3.   Lump Sum Amount of this Contract (if applicable)	Fee Represented as a Percentage Of Designated Cost (if applicable)		Revenue Represented as a Percentage of a Designated Lump Sum or Income Stream (if applicable):			Annual Contract Price Agreement (if applicable)
4.  The parties agree to comply with the terms and conditions of the following documents which are by this reference made a part of the Contract: 1: All Terms, Conditions and Statements of Work Included in Solicitation and Addendum (referenced above) 2: Bid or Proposal Submitted by Contractor along with Contractor’s Final Response 3: Fee/Cost Submitted by Contractor       4: All Other Documentation Required in Solicitation
IN WITNESS WHEREOF, this Contract has been executed by the parties hereto.
5. Contractor
Contractor’s Name (If other than an individual, state whether a corporation, partnership, etc.)					Federal Identification No.
By (Authorized Signature)		Date Signed
Printed Name and Title of Person Signing
Address
Telephone Number		E-mail Address
6. Butts County
Chair or Designee
By (Authorized Signature)		Date Signed
Printed Name and Title of Person Signing
Address 625 West Third Street, Suite 4 Jackson, Georgia 30233