26-0065-2 Annual Contract to Provide Preventative Maintenance & Emergency Services for UPS Systems

Chatham County Purchasing &
Contracting Department
1117 Eisenhower Drive, Suite C,
Savannah, Georgia 31406
(912) 790-1618
I N V I T A T I O N T O B I D
BID NO. 26-0065-2
ANNUAL CONTRACT TO PROVIDE PREVENTATIVE
MAINTENANCE & EMERGENCY SERVICES FOR THE
UNINTERRUPTIBLE POWER SUPPLY (UPS) SYSTEMS
AT THE RADIO TOWERS
PRE-BID CONFERENCE: N/A
BID OPENING: 2:00 PM, JUNE 19, 2026

CHATHAM COUNTY, GEORGIA
OFFICE OF THE PURCHASING DIRECTOR
1117 EISENHOWER DRIVE, SUITE C
SAVANNAH, GEORGIA 31406
(912) 790-1624
Date: May 18, 2026 BID NO. 26-0065-2
GENERAL INFORMATION FOR INVITATION TO BID
This is an invitation to submit a bid to supply Chatham County with construction, equipment,
supplies and/or services as indicated herein. Sealed bids will be received online as instructed on
the Chatham County Purchasing Portal at https://chathamcountyga.bonfirehub.com/portal. Please
notify the Procurement contact if you are unable to submit your bid on-line. The County reserves
the right to reject all bids that are non-responsive or not responsible.
Instructions for preparation and submission of a bid are contained in this Invitation to Bid package.
Please note that specific forms for submission of a bid are required.
Any changes to the conditions and specifications must be in the form of a written addendum to be
valid; therefore, the Purchasing Director will issue a written addendum to document each approved
change. Generally, when addenda are required, the bid opening date will be changed.
Chatham County has an equal opportunity purchasing policy. Chatham County seeks to ensure
that all segments of the business community have access to supplying the goods and services
needed by County programs. The County affirmatively works to encourage utilization of
disadvantaged and minority business enterprises in our procurement activities. The County
provides equal opportunity for all businesses and does not discriminate against any persons or
businesses regardless of race, color, religion, age, sex, national origin or handicap. The terms
"disadvantaged business," "minority business enterprise," and "minority person" are more
specifically defined and explained in the Chatham County Purchasing Ordinance.
This project IS NOT a Special Purpose Local Option Sales Tax (SPLOST) Project. See
paragraph 2.20 for M/WBE participation goals.
SECTION I
INSTRUCTIONS TO BIDDERS
1.1 Purpose: The purpose of this document is to provide general and specific information for
use in submitting a bid to supply Chatham County with equipment, supplies, and/or
services as described herein. All bids are governed by the Code of Chatham County,
Chapter 4, Article IV, and the laws of the State of Georgia.
1.2 How to Prepare Bids: All bids shall be:

a. Prepared on the required documents on the solicitation. All documents must be
submitted.
Bidders are encouraged to carefully review all bid documents for this solicitation
prior to submission. Each bid constitutes an offer and may not be withdrawn except
as provided herein.
1.3 How to Submit Bids: All bids shall be:
a. Submitted on-line on the Chatham County Purchasing Portal at:
https://chathamcountyga.bonfirehub.com/portal
b. If a bidder is unable to submit their bid on-line, they should notify the procurement
contact for the solicitation at least one week prior to the closing date of the bid
solicitations to receive instructions. The County is seeking to conduct all of our bids
on-line. The phone number for Purchasing and Contracting is 912-790-1618.
BIDS NOT SUBMITTED BY THE TIME AND DATE SPECIFIED WILL NOT BE
OPENED OR CONSIDERED.
1.4 How to Submit an Objection: Objections from bidders to this invitation to bid and/or
these specifications should be brought to the attention of the County Purchasing Director
in the following manner:
a. When a pre-bid conference is scheduled, bidders shall either present their
oral objections at that time or submit their written objections at least two (2)
days prior to the scheduled pre-bid conference.
b. When a pre-bid conference is not scheduled, the bidder shall submit any
objections he may have in writing not less than five (5) days prior to the
opening of the bid.
c. The objections contemplated may pertain to form and/or substance of the
invitation to bid documents. Failure to object in accordance with the above
procedure will constitute a waiver on the part of the business to protest this
invitation to bid.
1.5 Errors in Bids: Bidders or their authorized representatives are expected to fully inform
themselves as to the conditions, requirements, and specifications before submitting bids.
Failure to do so will be at the bidder's own risk. In case of error in extension of prices in
the bid, the unit price will govern.
1.6 Standards for Acceptance of Bid for Contract Award: The County reserves the right to
reject any or all bids and to waive any irregularities or technicalities in bids received
whenever such rejection or waiver is in the best interest of the County. The County

reserves the right to reject the bid of a bidder who has previously failed to perform properly
or complete on time contracts of a similar nature, or a bid from a bidder whom investigation
shows is not in a position to perform the contract.
1.7 Bid Tabulation: Tabulations for all bids will be posted for thirty (30) days after the bid
opening in the Office of Purchasing and Contracting, 1117 Eisenhower Drive, Suite C,
Savannah, Georgia 31406 or can be reviewed on the Chatham County Purchasing Portal
24/48 hours after opening at https://chathamcountyga.bonfirehub.com/portal.
1.8 Bidder: Whenever the term "bidder" is used it shall encompass the "person," "business,"
"contractor," "supplier," "vendor," or other party submitting a bid or proposal to Chatham
County in such capacity before a contract has been entered into between such party and the
County.
1.9 Responsible / Responsive Bidder: Responsible Bidder means a person or entity that has
the capability in all respects to perform fully and reliably the contract requirements.
Responsive Bidder means a person or entity that has submitted a bid or proposal that
conforms in all material respects to the requirements set forth in the invitation to bid or
request for proposals.
1.10 Compliance with Laws: The bidder and/or contractor shall obtain and maintain all
licenses, permits, liability insurance, workman's compensation insurance and comply with
any and all other standards or regulations required by federal, state or County stature,
ordinances and rules during the performance of any contract between the contractor and
the County. Any such requirement specifically set forth in any contract document between
the contractor and the County shall be supplementary to this section and not in substitution
thereof.
1.11 Contractor: Contractor or subcontractor means any person or business having a contract
with Chatham County. The Contractor/Vendor of goods, material, equipment or services
certifies that they will follow equal employment opportunity practices in connection with
the awarded contract as more fully specified in the contract documents.
1.12 Debarred Firms and Pending Litigation: Any potential proposer/firm listed on the
Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not
be considered for contract award. Proposers shall disclose any record of pending criminal
violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may
be a conflict of interest occurring within the past five (5) years. Any proposer/firm
previously defaulting or terminating a contract with the County will not be considered.
All bidders or proposers are to read and complete attachments A THROUGH I which are
posted online in the required documents field. Failure to do so may result in your
solicitation response being rejected as non-responsive.
Bidder acknowledges that in performing contract work for Chatham County, bidder shall
not utilize any firms that have been a party to any of the above actions. If bidder has

engaged any firm to work on this contract or project that is later debarred, Bidder shall
sever its relationship with that firm with respect to the County's contract.
1.13 Performance Evaluation: On 11 April 2008, the Chatham County Board of
Commissioners approved a change to the County Purchasing Ordinance requiring
Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract
anniversary date.
Should Contractor/Consultant performance be unsatisfactory, the appointed County
Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or
a Performance Evaluation to the County Purchasing Director.
1.14 Payment of Taxes: No contract shall be awarded unless all real and personal property
taxes have been paid by the successful contractor and/or subcontractors as adopted by the
Board of Commissioners on 8 April 1994.
1.15 State Licensing Board for General Contractors: Pursuant to Georgia law, the following
types of contractors must obtain a license from the State Licensing Board of Residential
and General Contractors by 1 July 2008:
*Residential - Basic Contractor (Contractor work relative to detached one-family and
two-family residences and one-family townhouses not over three stories in height).
*Residential - Light Commercial Contractor (Contractor work or activity related to
multifamily and multiuse light commercial buildings and structures).
*General Contractor (Contractor work or activity that is unlimited in scope regarding any
residential or commercial projects).
The Requested Information section of the online solicitation will list any licenses
required for the project.
1.16 Immigration: On 1 July 2008, the Georgia Security and Immigration Compliance Act (SB
529, Section 2) became effective. Contractors and subcontractors entering into a contract
or performing work must sign an affidavit that he/she has used the E-Verify System. E-
Verify is a no-cost federal employment verification system to insure employment
eligibility. Affidavits are included in Attachment A-I in the required documents section of
the solicitation. You may download M-274 Handbook for Employers at
https://www.uscis.gov/i-9-central/form-i-9-resources/handbook-for-employers-m-274. To
find the E-Verify information, you may go to http://www.uscis.gov.
Systematic Alien Verification for Entitlements (SAVE) Program: O.C.G.A. 50-36-1,
required Georgia counties to comply with the federal Systematic Alien Verification for
Entitlements (SAVE) Program. SAVE is a federal program used to verify that applicants
for certain Apublic benefits are legally present in the United States. Contracts with the

County are considered Apublic benefits. Therefore, the successful bidder will be required
to provide the Affidavit Verifying Status for Chatham County Benefit Application prior to
receiving any County contract. Affidavits are included in Attachment A-I in the required
documents section of the on-line solicitation.
Protection of Resident Workers: Chatham County Board of Commissioners actively
supports the Immigration and Nationality Act (INA) which includes provisions addressing
employment eligibility, employment verification, and nondiscrimination. Under the INA,
employers may hire only persons who may legally work in the United States (i.e., citizens
and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must
verify the identity and employment eligibility of anyone to be hired, which includes
completing the Employment Eligibility Verification Form (I-9). The Contractor shall
establish appropriate procedures and controls so no services or products under the Contract
Documents will be performed or manufactured by any worker who is not legally eligible
to perform such services or employment.
1.17 Surcharge: Unless otherwise stated in this bid, all prices quoted by the contractor/vendor
must be F.O.B. Chatham County, Savannah, GA. with all delivery handling, surcharges,
and other charges included in the bid price. Failure to do so may cause rejection of the bid.
The County will not pay additional surcharges.
1.18 Local Preference: On 27 March 1998, the Board of Commissioners adopted a Local
Vendor Preference Ordinance. The local preference policy was amended in January 2016.
This Ordinance does not apply to construction contracts. However, contractors are
encouraged to apply the same method when awarding bids to local and local M/WBE
businesses whenever possible in order to promote growth in Chatham County's economy.
NOTE: Local Preference does not apply to Public Works Construction contracts.
SECTION II
GENERAL TERMS, CONDITIONS AND EXCEPTIONS
2.1 Specifications: Any obvious error or omission in specifications shall not inure to the
benefit of the bidder but shall put the bidder on notice to inquire of or identify the same
from the County. Whenever herein mentioned is made of any article, material or
workmanship to be in accordance with laws, ordinances, building codes, underwriter's
codes, ASTM regulations or similar expressions, the requirements of these laws,
ordinances, etc., shall be construed to be the minimum requirements of these specifications.
2.2 Multiple Bids: No vendor will be allowed to submit more than one (1) bid. Any alternate
proposals must be brought to the Purchasing Director's attention during the Pre-bid
Conference or submitted in writing at least five (5) days preceding the bid opening date.
2.3 Prices to be Firm: Bidder warrants that bid prices, terms and conditions quoted in his bid
will be firm for acceptance for a period of sixty (60) days from bid opening date, unless
otherwise stated in the bid.

2.4 Completeness: All information required by Invitation to Bid/Proposals must be completed
and submitted to constitute a proper bid or proposal.
2.5 Quality: All materials or supplies used for the construction necessary to comply with this
proposal shall be of the best quality, and of the highest standard of workmanship.
Workmanship employed in any construction, repair, or installation required by this
proposal shall be of the highest quality and meet recognized standards within the respective
trades, crafts and of the skills employed.
2.6 Guarantee: Unless otherwise specified by the County, the bidder shall unconditionally
guarantee the materials and workmanship on all material and/or services. If, within the
guarantee period, any defects occur which are due to faulty material and or services, the
contractor at his expense, shall repair or adjust the condition, or replace the material and/or
services to the complete satisfaction of the County. These repairs, replacements or
adjustments shall be made only at such time as will be designated by the County as being
least detrimental to the operation of County business.
2.7 Liability Provisions: Where bidders are required to enter or go onto Chatham County
property to take measurements or gather other information in order to prepare the bid or
proposal as requested by the County, the bidder shall be liable for any injury, damage or
loss occasioned by negligence of the bidder, his agent, or any person the bidder has
designated to prepare the bid and shall indemnify and hold harmless Chatham County from
any liability arising therefrom. The contract document specifies the liability provisions
required of the successful bidder in order to be awarded a contract with Chatham County.
2.8 Cancellation of Contract: The contract may be canceled or suspended by Chatham
County in whole or in part by written notice of default to the Contractor upon non-
performance or violation of contract terms. An award may be made to the next low bidder,
for articles and/or services specified, or they may be purchased on the open market and the
defaulting Contractor (or his surety) shall be liable to Chatham County for costs to the
County in excess of the defaulted contract prices. See the contract documents for complete
requirements.
2.9 Patent Indemnity: Except as otherwise provided, the successful bidder agrees to
indemnify Chatham County and its officers, agents and employees against liability,
including costs and expenses for infringement upon any letters patent of the United States
arising out of the performance of this Contract or out of the use or disposal for the account
of the County of supplies furnished or construction work performed hereunder.
2.10 Certification of Independent Price Determination: By submission of this bid, the bidder
certifies, and in the case of a joint bid each party thereto certifies as to its own organization,
that in connection with this procurement:
(1) The prices in this bid have been arrived at independently, without consultation,

communication, or agreement, for the purpose of restricting competition, as to any
matter relating to such prices with any other bidder or with any competitor;
(2) Unless otherwise required by law, the prices which have been quoted in this bid
have not been knowingly disclosed by the bidder and will not knowingly be
disclosed by the bidder prior to opening, directly or indirectly to any other bidder
or to any competitor; and
(3) No attempt has been made or will be made by the bidder to induce any other person
or firm to submit or not submit a bid for the purpose or restricting competition.
2.11 Award of Contract: The contract, if awarded, will be awarded to that responsible bidder
whose bid/proposal will be most advantageous to Chatham County, price and other factors
considered. The Board of Commissioners will make the determination as to which bid or
proposal that serves as the best value to Chatham County.
2.12 Procurement Protests: Objections and protests to any portion of the procurement process
or actions of the County staff may be filed with the Purchasing Director for review and
resolution. The Chatham County Purchasing Ordinance - Part 9 Vendor Disputes shall
govern the review and resolution of all protests.
2.13 Qualification of Business (Responsible Bidder or Proposer): A responsible bidder or
proposer is defined as one who meets, or by the date of the bid acceptance can meet,
certifications, all requirements for licensing, insurance, and registrations, or other
documentation required by the Design Professional engaged to develop Scope of Work,
specifications and plans. These documents will be listed in the Special Conditions further
on in this solicitation. Chatham County has the right to require any or all bidders to submit
documentation of the ability to perform, provide, or carry out the service or provide the
product requested.
Chatham County has the right to disqualify the bid or proposal of any bidder or proposer
as being unresponsive or unresponsible whenever such bidder/proposer cannot document
the ability to deliver the requested product.
2.14 Chatham County Tax Certificate Requirement: A current Chatham County Tax
Certificate (Business License) is required unless otherwise specified. Please contact the
Building Safety and Regulatory Services at (912) 201-4300 for additional information.
Registration with the Georgia Secretary of State does not substitute this requirement.
NOTE: No contract shall be awarded unless all real and personal property taxes have been
paid by the successful contractor and/or subcontractors as adopted by the Board of
Commissioners on 8 April 1994.
2.15 Insurance Provisions, General: The selected contractor shall be required to procure and
maintain for the duration of the contract insurance against claims for injuries to persons or

damages to property which may arise from or in connection with the performance of the
work hereunder by the Contractor, his agents, representatives, employees, or
subcontractors. The cost of such insurance shall be included in the Bid. It is every
contractor's responsibility to provide the County Purchasing and Contracting Division
current and up-to-date Certificates of Insurance for multiple year contracts before the end
of each term. Failure to do so may be cause for termination of contract.
2.15.1 General Information that shall appear on a Certificate of Insurance:
a. Name of the Producer (Contractor's insurance Broker/Agent).
b. Companies affording coverage (there may be several).
c. Name and Address of the Insured (this should be the Company or Parent of the
firm Chatham County is contracting with).
d. A Summary of all current insurance for the insured (includes effective dates of
coverage).
e. A brief description of the operations to be performed, the specific job to be
performed, or contract number.
f. Certificate Holder (This is to always include Chatham County).
Chatham County as an Additional Insured: Chatham County invokes the
defense of sovereign immunity. In order not to jeopardize the use of this defense,
the County is not to be included as an Additional Insured on insurance contracts.
2.15.2 Minimum Limits of Insurance to be maintained for the duration of the contract:
a. Commercial General Liability: Provides protection against bodily injury
and property damage claims arising from operations of a Contractor or
Tenant. This policy coverage includes: premises and operations, use of
independent contractors, products/completed operations, personal injury,
contractual, broad form property damage, and underground, explosion and
collapse hazards. Minimum limits: $1,000,000 bodily injury and property
damage per occurrence and annual aggregate.
b. Workers' Compensation and Employer's Liability: Provides statutory
protection against bodily injury, sickness or disease sustained by employees
of the Contractor while performing within the scope of their duties.
Employer's Liability coverage is usually included in Workers'
Compensation policies, and insures common law claims of injured
employees made in lieu of or in addition to a Workers' Compensation claim.
Minimum limits: $500,000 for each accident, disease policy limit, each
employee and Statutory Workers' Compensation limit.
c. Business Automobile Liability: Coverage insures against liability claims
arising out of the Contractor's use of automobiles. Minimum limit:
$1,000,000 combined single limit per accident for bodily injury and

property damage. Coverage should be written on an Any Auto basis.
2.15.3 Special Requirements:
a. Claims-Made Coverage: The limits of liability shall remain the same as
the occurrence basis, however, the Retroactive date shall be prior to the
coincident with the date of any contract, and the Certificate of Insurance
shall state the coverage is claims-made. The Retroactive date shall also be
specifically stated on the Certificate of Insurance.
b. Extended Reporting Periods: The Contractor shall provide the County
with a notice of the election to initiate any Supplemental Extended
Reporting Period and the reason(s) for invoking this option.
c. Reporting Provisions: Any failure to comply with reporting provisions of
the policies shall not affect coverage provided in relation to this request.
d. Cancellation: Each insurance policy that applies to this request shall be
endorsed to state that it shall not be suspended, voided, or canceled, except
after thirty (30) days prior to written notice by certified mail, return receipt
requested, has been given to the County.
e. Proof of Insurance: Chatham County shall be furnished with certificates
of insurance and with original endorsements affecting coverage required by
this request. The certificates and endorsements are to be signed by a person
authorized by the insurer to bind coverage on its behalf. All certificates of
insurance are to be submitted prior to, and approved by, the County before
services are rendered. The Contractor must ensure Certificate of Insurance
is updated for the entire term of the Contract.
f. Insurer Acceptability: Insurance is to be placed with an insurer having an
A.M. Best's rating of A and a five (5) year average financial rating of not
less than V. If an insurer does not qualify for averaging on a five-year basis,
the current total Best's rating will be used to evaluate insurer acceptability.
g. Lapse in Coverage: A lapse in coverage shall constitute grounds for
contract termination by the Chatham County Board of Commissioners.
h. Deductibles and Self-Insured Retention: Any deductibles or self-insured
retention must be declared to, and approved by, the County. At the option
of the County, either: the insurer shall reduce or eliminate such deductibles
or self-insured retention as related to the County, its officials, officers,
employees, and volunteers; or the Contractor shall procure a bond
guaranteeing payment of related suits, losses, claims, and related
investigation, claim administration and defense expenses.