34-26 City of Valdosta Electrical Services Contract

INVITATION TO BID

S

CTATDOSTH
SEY
PURCHASING DEPARTMENT
P.O. BOX 1125
216 E. CENTRAL AVENUE
SECOND FLOOR

VALDOSTA, GEORGIA 31601
BID # 34-26

FOR: City of Valdosta Electrical Services Contract

BID OPENING DATE: 05/06/2026

TIME: _11:00A.M, EST

PURCHASING DEPARTMENT
Teresa Davis GCPM,GCPCA
(229) 259-3521

NOTICE TO DEALERS/VENDORS

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.

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.

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.

Signature below of authorized agent for dealer/vendor shall constitute recognition and
acceptance of all conditions of the sale as listed above.

All shipping is to be FOB Valdosta, GA 31601 and included in total price unless otherwise
stated in the bid document.

Please be aware that private and public mail carriers are not always reliable on next-day
delivery in our area. Please assure your response is sent in plenty of time to reach us. As
you know, late responses are not acceptable. If you utilize the US Postal Service and mail
your response to the physical address, the chances are high it will be diverted to our post
office box so allow extra time for delivery. Private carries will deliver to the physical
address but include "Purchasing, 2"! Floor" in your delivery address and be aware that
although you pay overnight fees, overnight delivery is not always successful although you
are told the delivery time will be met.

Dealer/Vendor

Authorized Agent

GENERAL SPECIFICATIONS

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.

Cooperative Procurement

By signing this bid package, Vendor agrees it will permit piggyback purchases to this
bid/contract for other government entities where governmental discounts apply such as city,
county, local authorities, agencies, non-profits, boards of education, or other governmental
agencies not listed offering the same prices, terms, and conditions offered to the City of
Valdosta. Piggybacking shall only be available where competition was used to secure the
contract and only for a period of 12-months following award date, or during renewals or
extension periods of the contract. Also, the piggybacking will only be for the item(s) in the
original bid/quote as they are specified with the exception of very minor changes. Changes such
as engine size, pump size, different body style, etc. will not be allowed. This provision shall not
apply to any contract where otherwise prohibited or mandated by state law.

NO BID WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME
SPECIFIED.

Be sure to put the Bid Number on the outside of your
return envelope.

INSTRUCTIONS TO BIDDERS

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 of envelope or sealed box
and endorsed with the title of the proposal including bid number and must be filed with the
Purchasing Agent of the City of Valdosta, located at 216 E. Central Ave 2nd floor. In the event you
choose to mail your proposal, it should be mailed to Teresa Davis, P.A., P.O. Box 1125, Valdosta,
Ga. 31603. Failure to follow these instructions will result in an automatic disqualification.

No bidder will be allowed to withdraw his proposal for any reason whatsoever after the
bids have been opened.

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.

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.

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.

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.

Specifications referred to minimum, therefore unless otherwise indicated by the bidder, the
city will assume proposals meet or exceed all specifications.

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 article desired.

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, the bid in the best interest of the city will be awarded.

NON-COLLUSION AFFIDAVIT
The following affidavit is to accompany the bid:
STATE OF

COUNTY OF

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the
bidder to submit the attached bid. Affiant further states as bidder, that they have not been a party
to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or
to refrain from bidding. Affiant also states as bidder, that they have not been a party to any
collusion with any officer of the City of Valdosta or any of their employees as to quantity, quality
or price in the prospective contract; and that discussions have not taken place between bidders and
any office of the City of Valdosta or any of their employees concerning exchange of money or
other things of value for special consideration in submitting a sealed bid for:

Firm Name

Signature

Title

Subscribed and sworn to before me this day of + 20

Notary Public

VALD A

its

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contract No. and Name:

Contractor's Name:

City of Valdosta Georgia
Contractor Affidavit

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 contracting with the City of
Valdosta, Georgia has registered with and is participating in a federal work authorization program*, in
accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in
connection with the physical performance of services pursuant to this contract with the City of Valdosta,
Georgia, the Contractor will secure from subcontractor(s) similar verification of compliance with O.C.G.A.
13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form.
Contractor further agrees to maintain records of such compliance and provide a copy of each such
verification to the City of Valdosta Georgia at the time the subcontractor(s) is retained to perform such
service.

EEV / E-Verify TM User Identification Number Date of Authorization
BY: Authorized Officer or Agent Date
(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF + 2025

[NOTARY SEAL]

Notary Public

My Commission Expires:

* of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent
federal work authorization program operated by the United Sates Department of Homeland Security to verify information of newly hired employces,
pursuant to the Immigration Reform and Contract Act of 1986 (IRCA), P. L. 99-603

Electrical Services Agreement

It is the intent of these specifications to furnish the City of Valdosta with Electrical Repair Services
for all City of Valdosta Owned Properties. Any These are minimum specifications and the
successful contractor should be able to meet the minimum requirements below. Any deviations shall
be submitted with this bid package on your company letterhead. Other City funded entities can
piggy back such as the Industrial Authority, Parks and Recreation and other entities at the same rate.

1.0 General Conditions
Approximately $28,000 was paid over the past 12 months.

1 Term of Contract
The initial contract will begin July 1, 2026 and expire June 30, 2027 which is the first
initial year period.

1.2. Option to Renew

The City reserves the right to extend the contract for an additional (4) additional (1)
one year periods if both parties are in agreement and the prices remain firm or are
agreed upon.

1.3. Termination

The City reserves the right to cancel this agreement with (30) thirty days written
notice for any reason deemed necessary by the City.

1.4 Method of Ordering

Individuals specifically authorized by the City of Valdosta will place verbal orders
directly to the contractor. A City employee's name or City credit card number will be
given for each project. This name or number MUST appear on the invoice as well as
where the work was performed and a brief description of what was actually done.

1.5 Invoicing

Invoices shall be mailed to City of Valdosta, Attn: Accounting Division, P.O. Box
1125, Valdosta) GA 31603-1125 or email to Cherly Gallagher @
egallagher@valdostacity.com. The following must appear on each invoice:

A) City purchase order number, staff name, or card number

B) Items listed individually with part numbers

C) Unit, extended and total price
D) Location where work performed

E) Invoice number and date
F) Copy of work order with authorized signature of City personnel

1.6 Delivery

All parts and labor will be quoted FOB various City locations, unloaded and
installed. Travel time will for contractor's personnel will not be included as part of
this contract. No fuel surcharges will be allowed.

1.7. Repair and Replacement Parts

Repair or replacement parts for existing equipment may be accomplished by the
contractor using other than original equipment manufacturers (OEM) parts.
However, all parts or equipment furnished must be equal or exceed that of the
original equipment manufacturer.

1.8 Contractors Performance

Contractor shall furnish necessary labor, tools, equipment and supplies to perform
the required services at the City facilities. The City's authorized representative will
decide on all questions which may arise as to the quality and acceptability of any
work performed under this contract. If, in the opinion of the City's authorized
representative, performance becomes unacceptable, the City shall notify the
contractor.

The contractor will have (I) one day from that time to correct any specific instances
of unsatisfactory performance. In the event the unsatisfactory performance is not
corrected within the specified period, the City shall have the immediate right to
complete the work to its satisfaction and shall deduct the cost to cover from any
balances due or to become due the contractor. Repeated incidents of unsatisfactory
performance may result in cancellation of the agreement for default.

1.9 Insurance

Contractor, performing as an independent contractor, shall be fully responsible for
providing Workers Compensation, Commercial General Liability and Automotive
Liability coverage as follows:

A) Workers Compensation Statutory

B) Employer's Liability $100,000 (each accident)

C) Commercial General Liability in the amount of $500,000

Contractor will hold the City harmless in the event of any accident unless the City
has been proven to be at fault.

1.10 Access to Work Area

City personnel will identify project areas, storage areas and parking to be utilized by
the contractor.

1.11 Suspension of Work

The City reserves the right to suspend work wholly or in part if deemed necessary for
the best interest of the City. This suspension will be without compensation to the
contractor other than to adjust the contract completion or delivery requirements.

1.12. Equipment Safety

The contractor shall be responsible for providing and for the placement of
barricades, tarps, plastic, flag tape and other safety/traffic control equipment
required to protect its employees, the public, surrounding areas, equipment, vehicles
and City personnel. The safety of all of the above mentioned items is a primary
concern of the City. Any company that has a history or a high incidence of accidents
may be disqualified if deemed necessary by the City.

1.13 Workmanship

Where not more specifically described in any or the various sections of these
specifications, workmanship shall conform to all of the methods of operations of
best standards and accepted practices of the trade and shall include al! fabrication,
construction or completion. All work shall be performed by personnel skilled in
their respective lines of work and be certified or licensed as required by National,
State or Local law.

1.14 Cleaning

The contractor shall keep the premises clean of all rubbish and debris generated by
the work involved and shall leave the premises neat and clean. All surplus materials,
rubbish and debris shall be disposed of by the contractor and at the contractor's
expense.

The work area shall be cleaned at the end of each workday unless prior approval has
been granted by the City. The City shall not be responsible for theft or damage to the
contractor's property. In the event that a project cannot be finished by the end of the
workday, the contractor shall secure the area in a way that is safe to the public and
City personnel.

11S

1.16

1.17

1.18

Hours of Work

All work under this contract will be coordinated with City personnel,

Security

The City does not assume responsibility, at any time, for the protection of or loss of
materials from the time the contractor operations have commenced until the final
acceptance of the work is acknowledged by the City.

Final Inspection and Acceptance

The contractor will request a City designee to conduct a site inspection after the
project is complete. The designee will prepare a punch list if needed during the
inspection and will forward a copy to the contractor.

After the punch list items have been corrected, the contractor will request a final
inspection. Final project approval is contingent on the final inspection and written
approval by the City. This shall include a City of Valdosta employee's signature on a
valid work order.

Property Damage

Contractor agrees to repair at contractor's expense any damage that was caused to
City owned property by contractor.

1.19 Scope
Contractor shall supply all labor and materials for electrical repair service for various City
owned properties on an as needed basis. Vendor agrees to also offer same pricing and terms
to any fully or partially funded City of Valdosta entity such as the Airport, Industrial
Authority, Convention and Visitors Bureau, etc. A list of properties follows but is not
limited to just these properties:

City Hall-216 E. Central Ave.

City Hall Annex-300 N. Lee St.

Customer Service Building-102 N. Lee St.

Central Warehouse-1022 Mrytle St.

Craigs Center -1104 West Gordon St.

Department of Labor -221 S. Ashley St.

Valdosta Police Department and Crime Lab-500 N. Toombs St./1708 N. Ashley St.