Central Services – Procurement
222 Pine Avenue – Suite 260
Albany, GA 31701
•This is NOT an Order•
BID REF: #20-064 DATE: 05/20/2020
DELIVER ORDERS TO:
PHONE (229) 431-3211
FAX (229) 431-2184
SALES TAX #047-10727-1
FED. EXEMPTION #58-6000504
YVETTE FIELDS, DIRECTOR
Tina Strassenberg, Buyer
10:00AM ON 06/04/2020 5:00PM ON 06/12/2020
2:30PM ON 06/18/2020
QUESTIONS SUBMITTED AFTER ↑ THIS DATE ↑ MAY NOT BE ANSWERED
ALL QUESTIONS ARE TO BE SUBMITTED IN WRITTEN FORM TO: firstname.lastname@example.org;
cc: email@example.com; firstname.lastname@example.org
CONDITIONS and REQUIREMENTS
_____% BID BOND REQUIRED
STATE MAKE AND MODEL BID
STATE DELIVERY TIME FOR EACH ITEM BID (ARO).
STATEMENT OF WARRANTY REQUIRED
X PRICES FIRM FOR ONE YEAR
ATTACH MANUFACTURER SPECIFICATIONS
SAMPLE REQUIRED WITH BID
F.O.B. ALBANY, GA.- FREIGHT PREPAID & INCLUDED IN PRICE
10 miles BY-PASS LITTER PICKUP
ONCE PER WEEK PICKUP OF LITTER/DEBRIS ALONG THE LIBERTY
EXPRESSWAY BY-PASS CORRIDOR, TO INCLUDE ALL ON-RAMPS AND
OFF-RAMPS FROM DAWSON ROAD (EXIT 8 INTERCHANGE) TO THE
INTERSECTION OF MOULTRIE ROAD (EXIT 1 INTERCHANGE). THE
DISTANCE IS APPROXIMATELY 10 MILES AND IS HIGHLIGHTED ON
THE ATTACHED MAP.
THIS WILL BE A ONE (1) YEAR CONTRACT WITH FOUR (4)
OPTIONAL RENEWAL PERIODS.
FEDERAL TAX ID #_____________________________
TERM DISCOUNT: NET _____
CHECK IF NEW ADDRESS
Must Be Signed By An Authorized Representative.
PURCHASING FORM#12 10/98 REV.
*INCLUDE EMAIL TO ENSURE RECEIPT OF COPY OF TABULATION SHEET.
**INCLUSION OF YOUR BUSINESS CARD IS APPRECIATED.
For Proper Consideration Please Bid On This Form
INSTRUCTIONS TO BIDDERS
CITY OF ALBANY
CENTRAL SERVICES DEPARTMENT
These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and contract
terms issued with any individual bid.
1. The following criteria are used in determining low responsible bidder.
(a) The ability, capacity and skill of bidder to perform required service.
(b) Whether bidder can perform service promptly or within specified time.
(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.
(d) The performance of previous contracts.
(e) The suitability of equipment or material for City use.
(f) The ability of bidder to provide future maintenance and parts service.
2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in
determining low bids if they are deemed advantageous to The City.
3. Unless otherwise specified all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from date of
notification of award or by exception noted on bid sheet.
4. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their own way,
the difficulties, which are likely to be encountered in the execution of same.
5. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The City may purchase
more or less than the estimated quantity, and the bidder must not assume that such estimated quantity is part of the contract.
6. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and included
for your bid to receive full consideration. Failure to submit any required information or document will be cause for bid to
be rejected as non-responsive.
8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in the
space provided will be cause for rejection of the bid. Signature(s) must be written in ink.
9. Failure to enclose bid bond, where required, will result in rejection of the bid. Bond may be in the form of cash, certified check,
cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.
10. All bidders should provide their tax identification number with the bid.
11. All bidding Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a listing
of the principals of the corporation with the bid.
12. Quote all prices F.O.B. Albany or our warehouse or as specified in bid documents.
13. If the bidder proposes to furnish any item of a foreign make or product, he/she should write “Foreign” together with the name of the
originating country opposite such item on the bid.
14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where there
is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it may be in the best
interests of The City to do so for the purpose of testing.
15. The City will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the trade name
or names of such materials on the bid or price quotation form.
16. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding schedule are
done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that affects the price,
quality or delivery date (when delivery is required by a specific time).
17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the outside
as a Sealed Bid with the Bid Number clearly printed.
18. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. No
responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or identified.
19. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of supply.
20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.
21. Should a bid be misplaced by The City and found later it will be considered.
22. The unauthorized use of patented articles is done entirely at the risk of the bidder.
23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in their
application or use. A bidder at any time requested must satisfy the Procurement Office and City Commission that he has the
requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the
provisions of the contract in which he is interested.
Page 2 of 13
24. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered. Obsolete
models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit
containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the equipment
specifically called for in the specifications, all equipment catalogued by the manufacturer as standard or required by the State of
Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be
inspected and bear the latest inspection sticker of the Georgia Department of Revenue.
25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement
Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the
contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material, equipment or supplies
without extra compensation. It is expressly understood and agreed that the inspection of materials by The City will in no way lessen
the responsibility of the contractor or release him from his obligation to perform and deliver to The City sound and satisfactory
materials, equipment or supplies. The contractor agrees to pay the cost of all tests on defective material, equipment or supplies or
allow the cost to be deducted from any monies due him by The City.
26. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and
without further obligation on the part of The City or County at the close of the calendar year in which it was executed and at the
close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless
positive action is taken by The City or County to terminate such contract, and the nature of such action shall be determined by The
City or County and specified in the contract; (3) The contract shall state the total obligation of The City or County for the calendar
year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if renewed;
and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal property shall remain in the
vendor until fully paid for by The City.
27. Unless otherwise specified The City reserves the right to award each item separately or on a lump sum basis, whichever is in the
best interest of The City.
28. The successful bidder shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax
certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors must possess or
will be required to obtain a City of Albany Occupational Tax Certificate or Registration.
29. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and
Georgia vendors shall provide Georgia Motor Vehicle form MV1.
30. The City reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the contract as may
be in the best interest of the City and/or re-advertise for bids.
31. Local bidder (domiciled in Albany City Limits) will receive bid in the event of tie bids. In the case of tie bids between out of town
companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss, or drawing
straws. The Board of Commissioners passed a local preference ordinance on January 27, 2015. Where applicable,
this ordinance will govern. Local preference will not be a basis for award on bids that are federally funded.
32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.
33. Reasonable grounds for supposing that any bidder is interested in more than one bid for the same item will be considered sufficient
cause for rejection of all bids in which he/she is interested.
34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City/County or who
has failed in any former contract with The City to perform work satisfactorily, either as to the character of the work, the fulfillment of
the guarantee, or the time consumed in completing the work.
35. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or any part
thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is willfully violating
any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Officer shall have the
power to notify the aforesaid contractor of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to
address given in bid/proposal. If after three working days of notification the conditions are not corrected to the satisfaction of the
Procurement Officer, he shall thereupon have the power to take whatever action he may deem necessary to complete the work or
delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any paid by The City out
of such monies as may become due to the said contractor, under and by virtue of this agreement. In case such expense shall
exceed the last said sum, then and in that event, the bondsman or the contractor, his executors, administrators, successors, or
assigns, shall pay the amount of such excess to The City on notice by the Procurement Officer of the excess due.
36. Contracts may be cancelled by The City with or without cause with 30-day written notice.
37. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time of
opening of bids, otherwise such complaint cannot be properly considered.
38. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without cause in the
60-day period after bids are opened.
39. All questions, inquiries and requests for clarification shall be directed to Procurement.
40. Prior to submission, all bidders are encouraged to check the website at www.albanyga.gov or call the Procurement
Office at 229-431-3211 for any addendums.
PROCUREMENT FORM - Revised 07/29/2019
Page 3 of 13
CITY OF ALBANY
BID REFERENCE NO. 20-064
CONTRACT TERMS AND SPECIFICATIONS
1. SCOPE: This contract will be to supply the City of Albany - Public Works Department
with By-Pass Litter Pickup services. Once per week pickup of litter/debris along the
Liberty Expressway By-pass corridor, to include all on-ramps and off-ramps from
Dawson Road (exit 8 interchange) to the intersection of Moultrie Road (exit 1
interchange). The distance is approximately 10 miles and is highlighted on the attached
2. A Pre-Bid Conference will be held on June 4, 2020 at 10:00 a.m. at the Procurement
Division Office. Interested Vendors are strongly urged to participate either in person or
via video conference (instructions attached).
3. This contract will be bid on a unit price basis for all specified work and will be awarded
to the lowest responsive and responsible bidder.
4. This contract will be firm fixed price for a period of one-year, with four (4) renewal
options of one-year each, as per Georgia law 36-60-13 for multi-year contracts.
5. The City will take into consideration changes in service and/or pricing when deciding
whether to exercise their option to extend. Pricing increases for potential renewals
should not exceed the most current Consumer Price Index (CPI) rate for Southern B/C
cities without just cause and city departmental recommendation.
6. All Corporations should provide corporate seal, a copy of the Secretary of State’s
Certificate of Incorporation, and a listing of the principals of the corporation with the
7. The City of Albany strongly encourages Disadvantaged Business Enterprises (DBE) and
Small Business firms to participate in this bid.
8. Proposal documents may be obtained at the office of City Procurement, 222 Pine Ave.,
Suite 260, Albany, GA 31701, at www.albanyga.gov, or the Georgia Procurement
9. If the City offices are closed to the public, due to Covid-19 protocols, on the date of
the bid deadline, bid submission via email is acceptable provided that:
a. Electronic Bid submissions are verified by City of Albany Procurement as
received before the published deadline, and
b. Hard-copy submissions are received as close to the published deadline as is
practicable and possible.
10. Requests for Additional Information should be directed in writing no later than
5:00 p.m., Friday, June 12, 2020 to the Procurement Division office Attn: Christina
Strassenberg, either by fax (229) 431-2184 or email email@example.com, cc:
firstname.lastname@example.org, and email@example.com. Replies of substance will be in
the form of an addendum which will be posted on the website and made available to
all potential Bidders.
Page 4 of 13
CITY OF ALBANY
BID REFERENCE NO. 20-064
ADDENDUM ACKNOWLEDGEMENT FORM
Instructions: Please acknowledge receipt of addenda received by completing this addendum
acknowledgement form. Check the box next to each addendum received and sign below.
This addendum acknowledgement form should be submitted with your bid to
expedite document processing.
Acknowledgement: I, the undersigned, acknowledge receipt of the following addenda to the
above referenced Invitation To Bid and have made any necessary revisions to my response
or submittal. I understand that failure to confirm the receipt of addenda may be cause for
rejection of this bid.
Addendum No. 1
Addendum No. 3
Addendum No. 2
Addendum No. 4
⃣ No Addenda received for Bid Reference No.: 20-064.
I further understand that any verbal representation made or assumed to be made during
any oral discussion held between Vendor’s representatives and any city personnel is not
binding. Only information issued in writing and added to the specifications by an official
addendum is binding.
Print Name and Title of Authorized Signer
Page 5 of 13