27022-A Starr's Mill Educational Facility Building Modifications

GENERAL TERMS AND CONDITIONS
RFQ #27022-A STARR'S MILL EDUCATIONAL FACILITY BUILDING MODIFICATIONS
1. Definitions:
a. Responder: A company or individual who submits a quote in response to this RFQ.
b. Successful Responder: The Responder that is awarded a contract.
c. Contractor: The Successful Responder, upon execution of the contract.
d. County: Fayette County, Georgia.
2. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a
contract with the County, incorporating the Request for Quotes and the Responder's quote.
The binding offer includes compliance with all terms, conditions, special conditions,
specifications, and requirements stated in the Request for Quotes, except to the extent that a
Responder takes written exception to such provisions, and the County agrees to the
exceptions. All such terms, conditions, special conditions, specifications, and requirements will
form the basis of the contract. The Responder should take care to answer all questions and
provide all requested information, and to note any exceptions in the quote submission. Failure
to observe any of the instructions or conditions in this Request for Quotes may result in
rejection of the quote.
3. Binding Offer: To allow sufficient time for a contract to be awarded, each quote shall constitute
a firm offer that is binding for ninety (90) days from the received by date to the date of award.
4. References: Include with your quote a list of three (3) jobs that your company has done that
are of the same or similar nature to the work described in this Request for Quotes, on the
form provided. Include all information as requested on the form.
5. Preparation Costs: The Responder shall bear all costs associated with preparing the quote.
6. More Than One Quote: Do not submit alternate quotes or options, unless requested or
authorized by the County in the Request for Quotes. If a Responder submits more than one
quote without being requested or authorized to do so, the County may disqualify the quotes
from that Responder, at the County's option.
7. Defects or Irregularities: The County reserves the right to waive any defect or irregularity in any
quote received. In case of a discrepancy between unit prices and extended prices, the unit
price will govern unless the facts or other considerations indicate another basis for correction of
the discrepancy.
8. Brand Name: If items in this Request for Quotes have been identified, described or referenced
by a brand name or trade name description, such identification is intended to be descriptive, but
not restrictive and is to indicate the quality and characteristics of products that may be offered.
Alternative products may be considered for award if clearly identified in the quote. Items
offered must meet required specifications and must be of a quality which will adequately serve
the use and purpose for which intended.
9. Prices Held Firm: Prices quoted shall be firm for the period of the contract, unless otherwise
specified in the quote. All prices for commodities, supplies, equipment, or other products shall
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be quoted FOB Destination, Fayette County or job site.
10. Responder Substitutions: Responders offering substitutions or deviations from specifications
stated in the Request for Quotes, shall list such substitutions or deviations on the "Exceptions
to Specifications" sheet provided, or on a separate sheet to be submitted with the quote. The
absence of such list shall indicate that the Responder has taken no exception to the
specifications. The evaluation of quotes and the determination as to equality and acceptability
of products or services offered shall be the responsibility of the County.
11. Non-Collusion: By responding to this Request for Quotes, the Responder represents that the
quote is not made in connection with any competing Responder, supplier, or service provider
submitting a separate response to this Request for Quotes, and is in all respects fair and
without collusion or fraud.
12. Ethics - Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is
recommended for award to the Board of Commissioners or the County Administrator, or
before the County renews, extends, or otherwise modifies a contract after it has been
awarded, the Contractor must disclose certain relationships with any County Commissioner or
County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter
related by blood, adoption, or marriage (including in-laws). A relationship that must be
reported exists if any of these individuals is a director, officer, partner, or employee, or has a
substantial financial interest the business, as described in Fayette County Ordinance Chapter 2,
Article IV, Division 3 (Code of Ethics).
If such relationship exists between your company and any individual mentioned above,
relevant information must be presented in the form of a written letter to the Director of
Purchasing. You must include the letter with any bid, proposal, or price quote you submit to
the Purchasing Department.
In the event that a Contractor fails to comply with this requirement, the County will take action
as appropriate to the situation, which may include actions up to and including rejection of the
bid or offer, cancellation of the contract in question, or debarment or suspension from award
of a County contract for a period of up to three years.
13. Evaluation: Award will be made to the lowest responsive, responsible Responder, taking into
consideration payment terms, vendor qualifications and experience, quality, references, any
exceptions listed, and/or other factors deemed relevant in making the award. The County may
make such investigation as it deems necessary to determine the ability of the Responder to
perform, and the Contractor shall furnish to the County all information and data for this purpose
as the County may request. The County reserves the right to reject any item, any quote, or all
quotes, and to re-solicit for pricing.
14. Payment Terms and Discounts: The County's standard payment terms are Net 30. Any
deviation from standard payment terms must be specified in the resulting contract, and both
parties must agree on such deviation. Cash discounts offered will be a consideration in
awarding the quote, but only if they give the County at least 15 days from receipt of invoice to
pay. For taking discounts, time will be computed from the date of invoice acceptance by the
County, or the date a correct invoice is received, whichever is the later date. Payment is
deemed made, for the purpose of earning the discount, on the date of the check.
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15. Trade Secrets - Confidentiality: If any person or entity submits a bid, proposal, or quote that
contains trade secrets, an affidavit shall be included with the bid, proposal, or quote. The
affidavit shall declare the specific included information which constitutes trade secrets. Any
trade secrets must be either (1) placed in a separate envelope, clearly identified and marked as
such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly
where such information is, and otherwise marked, highlighted, or made plainly visible. See
O.C.G.A. 50-18-72 (A)(34).
16. Trade Secrets - Internal Use: In submitting a quote, the Responder agrees that the County may
reveal any trade secret materials contained in the quote to all County staff and officials involved
in the selection process, and to any outside consultant or other third parties who may assist in
the selection process. The Responder agrees to hold harmless the County and each of its
officers, employees, and agents from all costs, damages, and expenses incurred in connection
with refusing to disclose any material which the Responder has designated as a trade secret.
17. Contract Execution & Notice to Proceed: After an award is made, and all required documents
are received by the County, and the contract is fully executed with signature of both parties,
the County will issue a written Notice to Proceed. The County shall not be liable for payment of
any work done or any costs incurred by any Responder prior to the County issuing the Notice to
Proceed.
18. Unavailability of Funds: This contract will terminate immediately and absolutely at such time
as appropriated and otherwise unobligated funds are no longer available to satisfy the
obligations of the County under the contract.
19. Insurance: The Successful Responder shall procure and maintain the following insurance,
to be in effect throughout the term of the contract, in at least the amounts and limits as
follows:
a. General Liability Insurance: $1,000,000 combined single limit per occurrence,
including bodily and personal injury, destruction of property, and contractual
liability.
b. Automobile Liability Insurance: $1,000,000 combined single limit each
occurrence, including bodily injury and property damage liability.
c. Worker's Compensation & Employer's Liability Insurance: Workers
Compensation as required by Georgia statute.
Before a contract is executed, the Certificates of Insurance for all required coverage shall
be submitted to the County. The certificate shall list an additional insured as follows:
Fayette County, Georgia
140 Stonewall Avenue West
Fayetteville, GA 30214
20. Building Permits: Work performed for the County requiring building permits by licensed
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Contractors will not have permit fees assessed, although any re-inspection fees for disapproved
inspections will be the responsibility of the Contractor prior to final inspections and the
Certificate of Occupancy or Certificate of Completion being issued.
21. Unauthorized Performance: The County will not compensate the Contractor for work
performed unless the work is authorized under the contract, as initially executed or as amended.
22. Assignment of Contract: Assignment of any contract resulting from this Request for Quotes will
not be authorized, except with express written authorization from the County.
23. Indemnification: The Contractor shall indemnify and save the County and all its officers, agents
and employees harmless from all suits, actions, or other claims of any character, name and
description brought for or on account of any damages, losses, or expenses to the extent caused
by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the
Contractor or other persons employed or utilized by the Contractor in the performance of the
contract. The Contractor shall pay any judgment with cost which may be obtained against the
County growing out of such damages, losses, or expenses.
24. Bid Bond: You must include a bid bond with your quote, equal to five percent (5%) of the total
amount quoted. Bid bonds shall be provided by a surety which appears on the U.S. Treasury's
list of approved bond sureties (Circular 570).
25. Performance and Payment Bonds: Prior to execution of a contract, the Successful
Responder shall submit performance and payment bonds each equal to 100 percent of
the contract value, provided by a surety which appears on the U.S. Treasury's list of
approved bond sureties (Circular 570).
26. Severability: The invalidity of one or more of the phrases, sentences, clauses or sections
contained in the contract shall not affect the validity of the remaining portion of the contract If
any provision of the contract is held to be unenforceable, then both parties shall be relieved of
all obligations arising under such provision to the extent that the provision is unenforceable.
In such case, the contract shall be deemed amended to the extent necessary to make it
enforceable while preserving its intent.
27. Delivery Failures: If the Contractor fails to deliver contracted goods or services within the time
specified in the contract, or fails to replace rejected items in a timely manner, the County shall
have authority to make open-market purchases of comparable goods or services. The County
shall have the right to invoice the Contractor for any excess expenses incurred, or deduct such
amount from monies owed the Contractor. Such purchases shall be deducted from contracted
quantities.
28. Substitution of Contracted Items: The Contractor shall be obligated to deliver products
awarded in this contract in accordance with terms and conditions specified herein. If a
Contractor is unable to deliver the products under the contract, it shall be the Contractor's
responsibility to obtain prior approval of the ordering agency to deliver an acceptable substitute
at the same price quoted in the Contractor's original bid. In the event any Contractor
consistently needs to substitute or refuses to substitute products, the County reserves the right
to terminate the contract or invoke the "Delivery Failures" clause stated herein.
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29. Termination for Cause: The County may terminate the contract for cause by sending written
notice to the Contractor of the Contractor's default in the performance of any term of this
agreement. Termination shall be without prejudice to any of the County's rights or remedies
by law.
30. Termination for Convenience: The County may terminate the contract for its convenience at
any time with 10 days' written notice to the Contractor. In the event of termination for
convenience, the County will pay the Contractor for services performed. The County will
compensate partially completed performance based upon a signed statement of completion.
31. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that
performance of its obligations is delayed, restricted, or prevented by reason of any act of God,
natural disaster, act of government, or any other act or condition beyond the reasonable
control of the party in question.
32. Governing Law: This agreement shall be governed in accordance with the laws of the State of
Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any
cause of action arising under this agreement shall be required to be brought in proper venue in
Fayette County, Georgia.
33. Open Records Act: In the event that the Contractor receives, and responds to, a request for
information as provided in Georgia's Open Records Act (O.C.G.A. 50-18-70 et seq.), the
Contractor shall promptly provide the County the same information provided to the initiator of
the request for information. Contractor shall email such information to the county's Custodian
of Records at tsmith@fayettecountyga.gov.
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Fayette County
Request for Quote #27022-A
STARR'S MILL EDUCATIONAL FACILITY BUILDING MODIFICATIONS
SOLICITATION MANUAL
Fayette County
140 Stonewall Avenue West, Suite 204
Fayetteville, Georgia 30214
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RFQ #: 27022-A
STARR'S MILL EDUCATIONAL FACILITY BUILDING MODIFICATIONS
STATEMENT OF WORK
A. PURPOSE AND INTENT
Fayette County, Georgia is soliciting quotes from qualified and licensed contractors in the
State of Georgia for renovations and code-compliance modifications to the existing building,
commonly referred to as the "Flex" Building, located within the Starr's Mill Park Facility at 115
Waterfall Way, Fayetteville, Georgia 30215. The project intends to utilize the existing space
for business purposes.
The purpose of this project is to evaluate, repair, renovate, and modify the existing structure
so that it complies with all applicable local, state, and federal requirements for occupancy and
use while keeping the historic characteristics of the building and the surrounding area. The
work generally consists of structural improvements, interior and exterior renovation,
electrical upgrades, ADA accessibility improvements, carpentry, painting, masonry repair,
lighting installation, and miscellaneous building improvements as specified herein.
B. MANDATORY PRE-QUOTE CONFERENCE AND SITE VISIT
A mandatory pre-quote conference and site visit will be held at 10:30 AM on Thursday,
August 20, 2026, at 115 Waterfall Way, Fayetteville, GA 30215. The pre-quote conference will
allow contractors to review the project requirements, inspect existing conditions to better
understand the scope of work, and allow an opportunity to ask questions.
Attendance by the contractor or an authorized representative is mandatory. Contractors must
sign the official attendance sheet. Failure to attend and sign in shall render the quote non-
responsive.
C. CONTRACTOR QUALIFICATIONS
The successful responder must have verifiable experience in construction of similar projects
in accordance with these specifications.
Responders must be properly licensed to perform the Work in the State of Georgia and shall
have demonstrated experience completing projects of similar size and complexity. All work
shall be performed by individuals or firms holding the appropriate licenses and qualifications
required for the trade in which they are performing work. The Prime Contractor shall ensure
all work complies with applicable federal, state, and local laws, codes, and regulations.
Responders shall include with their quote a copy of their Georgia State-issued General
Contractor Individual or Qualifier Agent license.
D. EXAMINATION OF SITE CONDITIONS
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The Flex building was originally constructed in 1950 and contains approximately 1,080 square
feet of enclosed interior space, along with an additional 1,368 square feet of covered exterior
space. Over the years, the structure has undergone minor renovations and currently features
a studio-style floor plan with one restroom. A floor plan is provided as EXHIBIT A for reference
only and is not drawn to scale. All dimensions are approximate and provided for informational
purposes only. Contractors are responsible for verifying all field measurements necessary for
preparing their quotes.
A lead assessment has been completed for the project. Low levels of lead were detected in
two small areas of the ceiling adjacent to the main support beam. The lead testing report is
provided as EXHIBIT B for reference.
The main center support beam consists of a quad 912-inch Laminated Veneer Lumber (LVL)
beam with two end support posts and one main center support post. Each support consists
of one pine 8-inch x 8-inch post bearing below slab grade. A recent review revealed that the
main center support post and portions of the LVL beam were infested by insects, most likely
termites. Based upon the visual review, both the center support post and LVL beam are
structurally compromised and in need of replacement.
A stockpile of brick matching or similar to the existing brick used on the building is available
on the property for the Contractor's use. The brick will be available for inspection by
prospective responders during the pre-quote meeting.
By submission of a quote, the Responder acknowledges that it has examined the site, become
familiar with existing conditions, and included all reasonably inferable work necessary to
complete the project.
E. CODES, PERMITS, AND REGULATORY REQUIREMENTS
The contractor shall meet the requirements of the Contract Documents and execute the work
and comply with the latest adopted editions, amendments, and applicable provisions of:
* Fayette County ordinances and regulations
* International Building Code (IEBC)
* International Plumbing Code (IPC)
* International Mechanical Code (IMC)
* National Electrical Code (NEC)
* International Energy Conservation Code (IECC)
* Americans with Disabilities Act (ADA)
* Georgia Accessibility Code
* OSHA standards and guidelines
The contractor shall apply for all permits through Fayette County Building Safety Department,
however, permitting fees will be waived for this project, except as stated in the General Terms
& Conditions, section #20.
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F. SCOPE OF WORK
It is the intent of these Specifications that the Contractor shall perform all incidental items of
Work and furnish all items of incidental material, and equipment required to construct the
completed project even though such items are not covered in detail in the Contract
Documents. The Contractor shall furnish all labor, supervision, materials, tools, equipment,
permits, transportation, and incidentals necessary to complete the Work.
The Work generally consists of renovation and modification to the existing facility to achieve
current code compliance and functional occupancy. The Scope of Work outlines the proposed
interior and exterior modifications required to bring the existing building into full compliance
with applicable local, state, and federal building codes. The anticipated areas of work may
include, but are not limited to general construction, structural upgrades, masonry, light
woodwork, electrical, plumbing, weatherproofing, HVAC, priming, painting, staining, lighting,
and other similar remodeling types of construction.
The Contractor shall immediately notify Fayette County upon discovery of structural
deficiencies, concealed damage, hazardous conditions, or unforeseen site conditions not
listed within the Request for quote.
F.1 Interior Scope of Work
* Remove existing center 8-inch x 8-inch pine post bearing below slab grade and the
main LVL support beam and replace with a new W12X50 steel beam on top of two
end posts to remain. See EXHIBIT C for beam design and connection requirements.
* Fill the opening/void created by removal of the existing 8-inch x 8-inch pine post
with concrete, flush with the existing slab elevation. Smooth, sand, and prepare
the new concrete and surrounding affected area as necessary to provide a uniform
surface. Prime and stain the repaired concrete to match the color, finish, and
appearance of the adjacent existing flooring as closely as practicable. Work shall
include all surface preparation, cleaning, patching, smoothing, sanding, priming,
staining, blending, and other labor and materials necessary to provide a complete,
durable, and uniform finished repair.
* Furnish and install one (1) new Mitsubishi 2-ton, two-zone ductless mini-split heat
pump system consisting of one (1) MXZ-2D20NL outdoor condensing unit and two
(2) MSZ-GX12NL wall-mounted indoor air handler units or approved equal. Provide
all labor, materials, equipment, refrigerant line sets, condensate drain piping, line-
hide covers, control wiring, equipment pad, mounting hardware, electrical
disconnect, and all accessories necessary for a complete, fully operational
installation. Provide and install new dedicated electrical circuits from the existing
electrical panel to the outdoor condensing unit and all required power and control
wiring for the indoor units, including all breakers, conduit, conductors,
disconnects, and overcurrent protection in accordance with the manufacturer's
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