INVITATION TO BID
P. O. BOX 1125
216 E. CENTRAL AVENUE
VALDOSTA, GEORGIA 31606
BID #: 33-17-18
FOR: Storm water Pond and Canal Maintenance
MANDATORY PRE BID MEETING: May 1, 2018 at 9:00 AM EST
and May 3, 2018 at 1:00 PM EST. See Instructions in bid document.
OPENING DATE: May 22, 2018
TIME: 10:30 AM EST
GREG BROWN, CPPB, CPPO, PURCHASING AGENT
(229) 259-3525 • Fax (229) 259-5460
There will be a MANDATORY pre-bid meeting offered twice on May 1, 2018 at 9 AM EST
and May 3, 2018 at 1:00 PM EST. The meeting will begin at the City Utilities Department
located at 1016 Myrtle St., Valdosta, GA. This is so that interested bidders can visit the
work site and ask City staff questions regarding this bid.
NOTICE TO DEALERS/VENDORS
1. Any prices bid by dealer/vendor on any items offered to the City of Valdosta shall be the
price effective at the date of delivery.
2. No delivery date of “ASAP” (As Soon As Possible) shall be considered acceptable on items
that have a maximum delivery date listed in the specifications.
3. The City of Valdosta reserves the right to accept alternate bids on any or all items where
maximum delivery date, as listed in the specifications is not met by dealer/vendor.
4. Signature below of authorized agent for dealer/vendor shall constitute recognition and
acceptance of all conditions of the sale as listed above.
5. All shipping is to be FOB Valdosta, GA 31601 and included in total price unless otherwise
stated in the bid document.
It is the intent of these specifications to furnish the City of Valdosta with the following
requisitioned equipment, according to the attached. It is clearly understood that the following are
minimum specifications and are made in order to show the exact quality through specifications of
the equipment proposed.
The City of Valdosta reserves the right to accept any or all bids or to choose the bid considered to
be in their best interest.
The final decision of purchase will be made upon the award of the City of Valdosta Mayor and
Council if the item or items total are greater than $25,000.
NO BID WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME
Be sure to put the Bid Number on the outside of your
INSTRUCTIONS TO BIDDERS
1. Proposals must be made upon the form of the proposal attached hereto. They must be enclosed in
a sealed plain envelope, with the bid number written on the outside and endorsed with the title of
the proposal, and must be filed with the Purchasing Agent of the City of Valdosta, located on the
3rd floor at 216 E. Central Ave. In the event you choose to mail your proposal, it should be mailed
to City of Valdosta, Greg Brown, Purchasing, P.O. Box 1125, Valdosta, Ga. 31603.
2. No bidder will be allowed to withdraw their proposal for any reason whatsoever after the
bids have been opened.
3. The specifications represent the minimum general size, weight, capacity and performance
characteristics desired in the equipment to be purchased. These requirements are not intended to
prevent obtaining fair prices or to eliminate competition, but to insure, if possible, that all bids
submitted shall not be subject to correction or alteration after the bid has been filed, opened, and
publicly read. In view of an unusual wide disparity in details of design and manufacture, complete
descriptive literature and manufacturer’s specifications must be submitted on each type of
equipment offered. The City of Valdosta reserves the right to evaluate any or all bids, particularly
where there is a range in specifications. Special consideration will be given to the ready availability
of repair parts and service.
4. Federal or State taxes are not applicable to Georgia Municipalities under the United States Code
Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.
5. It is expressly understood by the bidder that written notice of the award or purchase order by the
City of Valdosta will constitute an agreement and consummate the transaction and will serve
together with the proposal, the advertisement, these instructions and the detailed specifications, as
the entire form of contract between the parties.
6. The bidder agrees that the City of Valdosta reserves the right to reject any or all proposals, or to
accept the part of the bid considered to be in the best interest of the City.
7. Specifications referred are minimum, therefore unless otherwise indicated by the bidder, the City
will assume proposals meet or exceed all specifications.
8. The names of a certain brand, make or definite specifications are to demote quality standard of the
article desired, but do not restrict bidders to be specific brand, make or manufacturer named; it is
to set forth and convey to prospective bidders the general style, type, character and quality of the
9. The award of the contract will be made to the lowest responsible bidder taking into consideration
quality performance and the time specified in the proposals for the performance of the contract.
The City of Valdosta reserves the right to reject all bids as appears in its own best interest and to
waive technicalities. In cases of a tie, bid will be awarded to whichever bid is in the best interest of
Valdosta Small Emerging Business
For all solicitations, where applicable, the bidder/proposer shall submit a Schedule of
Participation included in each bid document detailing all VSEB and non-VSEB subcontractors
from which the bidder/proposer solicited bids or quotations. Bidders/proposers are encouraged to
solicit quotations and utilize qualified City of Valdosta VSEB’s on all City projects whereas
qualified VSEB’s are available and the project lends itself to subcontracting specific segments. A
list of qualified VSEB’s is available from the VSEB office which can be reached at (229) 671-
3623 or viewed at www.valdostacity.com/vseb. A waiver of good faith can be provided whereas a
qualified VSEB was not certified or available for a specific project. Any agreement between a
bidder/proposer that prevents a VSEB from providing quotations to other bidder/proposers is
Joint business projects shall only be allowed under this program in cases that demonstrate
legitimate, detailed VSEB partnerships with non-VSEB’s, proof of which shall be provided to and
approved by the Coordinator. Where the bidder/proposer cannot achieve the Project Specific Goal,
the coordinator and Deputy City Manager of Administration (DCMA) will determine whether
Good Faith Efforts have been made. In making this determination, the staff will consider at a
minimum, a matrix to determine the bidder/proposer’s efforts to:
Solicit certified subcontractors in the scopes of work of the contract. The
bidder/proposer shall provide interested VSEB’s with timely, adequate information
about the plans, specifications, and other applicable information to facilitate their
quotation. The bidder/proposer must follow up during initial solicitations with
Identify a portion of the work available to VSEB’s consistent with their availability.
Negotiate in good faith with interested VSEB’s. Price sharing is prohibited in
negotiations as with any solicitation. Evidence of such negotiation includes the
name, addresses, and telephone numbers of VSEB’s that were contacted; a
description of the information provided regarding the plans and specifications for
the work selected for subcontractors’ and why agreements could not be reached
with them. The ability or desire of a bidder/proposer to perform the work of a
contract with its own organization does not relieve it of the responsibility to make
Good Faith Efforts on all scopes or work subject to subcontracting.
Facilitate the leasing of equipment or supplies when they are of such a specialized
nature the VSEB could not readily and economically obtain than in the marketplace,
For a contract with VSEB subcontracting goals, a contractor must comply by either
meeting the goal or demonstrating Good Faith Efforts to achieve it that are consistent with the
requirements of that contract. In determining whether a bidder/proposer has made Good Faith
Efforts in lieu of achieving the stated goals, the coordinator or DCMA shall consider all relevant
factors to include:
A contact log showing the names, address, and contact number (phone and/or
fax) used to contact the proposed certified subcontractors, nature of work
requested for quote, date of contact, person making the effort;
The description of work for which a quote was requested;
The amount of the quote given, if in fact one was obtained;