32-26 City of Valdosta Janitorial Supplies Contract

INVITATION TO BID

NSIERY

PURCHASING DEPARTMENT
P.O. BOX 1125
216 E. CENTRAL AVENUE
SECOND FLOOR
VALDOSTA, GEORGIA 31601
BID # 32-26

ror: City of Valdosta Janitorial Supplies Contract

BID OPENING DATE:___ 05/06/2026

TIME: _10:30A.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(TM) 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 ensure, 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 case 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 employees,
pursuant to the Immigration Reform and Contract Act of 1986 (IRCA), P. L. 99-603

1,

2.

AGREEMENT FOR JANITORIAL SUPPLIES
GENERAL

The intention of this bid is to secure the services of one vendor to supply all
janitorial supplies to the City of Valdosta. The City generates approximately
$20,000 in sales for a 12 month period. This bid in no way guarantees no other
outside purchases will be made. In addition to the list of high-use items, we request
to purchase other janitorial supplies from your company website through a secure
process to supplement the needs of all using Departments at a discount from the
actual retail price. Please include a mark-up percentage above your actual cost for
"off-list purchases". We reserve the right to audit your records at any time to assure
that we are in fact paying that exact markup. Bidder must have outside salesperson
to call on City staff and assist when needed.

This contract will take begin on July 1, 2026 and expire June 30, 2027.
Additionally, the City reserves the right to renew the contract for (4) one-year
additional period if prices have not increased and in the City's best interest. This
decision will be made annually close to the renewal date.

INVENTORY

Successful vendor agrees to stock an adequate supply of the high use items listed.
Returns shall be allowed for unused/unopened products for full credit. The City will
not be responsible for purchasing special ordered items at the end of the contract
period to clear vendor inventory.

The successful vendor shall notify the City of Valdosta when out of stock on any
item due to circumstances beyond their control. The City reserves the right to
purchase any items from other sources in these situations on any other when deemed
necessary in the City's view.

35 ORDERING AND INVOICING

A.

The ordering process must be easy and convenient. Company shall have internet or
phone ordering. There shall be no minimum order sizes required for delivery. All
orders will be priced at contract bid price regardless of dollar amount unless the
price decreases.

All items, either individually or combined, shall require a City procurement (credit)
card without any added service or fuel charges.

Any item or items that cost over $24,999.99 may be sent out for sealed bids and will
awarded by the City of Valdosta Mayor and Council. The City of Valdosta reserves
the right to request quotes from other vendors for item or items that deemed
necessary or unreasonably priced by the Purchasing Division.

D. All billing will be made to City of Valdosta, Accounting Department,
P.O. Box 1125, Valdosta, GA, 31603-1125 or email to cgallagher@valdostacity.com.

E. Must be able to place orders via telephone, fax, or email during the hours of 8:00
A.M. to 5:00 P.M., Monday thru Friday excluding holidays.

F. The City reserves the right to purchase on the open market in the event of emergency
situations or any situation deemed necessary by the City. 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
and to waive any technicalities. The City reserves the right to purchase make purchase as it
sees fit in the case of any backorders.

DELIVERY

A. Delivery of high use items ordered by 3:00 P.M. must be delivered within three days
excluding weekends and holidays.

B. Delivery of all other items ordered from the catalog must be delivered within one
week after receipt of order unless otherwise approved.

Cc. Deliveries must be made to the individual locations throughout the City. If no one is
present to sign for the delivery, a notice of attempted delivery must be left at the
location and the supplies be redelivered the following business day at no additional
charge. The City will not pay any delivery charges unless prior approval is granted.
All deliveries must have a City employee signature on the delivery ticket. A copy of
the delivery ticket must be left at each delivery location. No fuel charges are
allowed.

D. No substitutions will be permitted for any item to be delivered unless approved by
City. Brand names for common products are mandatory (bleach, glass cleaner, hand
towels, etc.), Some products in this bid have two names provided with either being
acceptable for delivery. Each product listed has a quality level acceptable to the City.

PRICES

A. Prices quoted shall include inside delivery cost. Prices quoted shall be exclusive of all
taxes. The same pricing and service shall be offered to all partially or entirely funded
City organizations such as the Airport, Conventions and Tourism, Industrial Authority,
Parks and Recreation, etc.

B. Items that have a particular manufacture and item name are the actual item desired and
substitutions will only permitted with permission before bids are opened. The City has
the authority to decide what is in their best interest. Otherwise, you will be required to
find a source to purchase these items from so that you can supply them to the City. Failure
to provide all items listed may be grounds for disqualification.

6. METHOD OF AWARD

A. Award will be made adding the extended cost of each high-use item on the supplies
list that follows. This pricing will not increase during the contract period. This
contract will be awarded to a single or multiple vendors if in the City's best interest.
The mark-up percentage not on the high-use list offered by each vendor will be
factored in if two or more bids are close together if in the City's best interest. The
City awards to the most responsive and responsible bidder.

7. TERMINATION and CANCELLATION

A. Termination for Convenience (Buyer's Right):
The City of Valdosta reserves the right to terminate their contract, in whole or in
part, at any time for its convivence by providing thirty (30) Days' written notice to
the Contractor. Upon such termination, the Contractor shall immediately stop all
work and cease placing orders. The Contractor shall be entitled to receive payment
for all goods delivered or services satisfactorily performed up to the date of
termination but shall not be entitled to loss of profits or consequential damages for
the uncompleted portion of the contract

Non- Exclusivity Clause:

The City of Valdosta acknowledges that this contract is non-exclusive. The City reserves the right
to engage other contractors to perform services similar to or the same as those described herein, or
to perform such services with its own personal, at its sole discretion and at any time it deems such
action to be for the benefit of the City. This Contract does not guarantee the assignment of any
specific work or volume of services to the Contractor.

IN WITNESS WHERE OF, the parties have executed this Agreement as of the dates first
written above.

CITY OF VALDOSTA

By: (Authorized Signature)
Title:

CONTRACTOR

By: (Authorized Signature)
Printed Name: Title:

E-Verify Number:-_________include a copy of your printed form with bid)

You must accept a City Credit Card for payment? Yes No

Have you or are you currently debarred from performing any work for any governmental entity?
Yes No

Include a current W-9 with your bid package along with a certificate of insurance