DECEASED PERSONS TRANSPORT SERVICES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA

Agency: Clayton County
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 485991 - Special Needs Transportation
Posted Date: Dec 2, 2020
Due Date: Jan 11, 2021
Solicitation No: BID NUMBER: 20-188 ITB
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
BID NUMBER: 20-188 ITB BID DATE & TIME: 01/11/2021 - 03:00 PM

documents
BID TITLE: DECEASED PERSONS TRANSPORT SERVICES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA
BID DESCRIPTION: This Invitation to Bid (ITB) is for qualified Bidders (“Bidder” or “Bidders”) to provide Deceased Persons Transport Services for Clayton County, Georgia. A detailed Scope of Services (“SOS”) is set forth in this ITB.
PRE-BID INFORMATION: A Non-Mandatory Pre-Bid Conference has been scheduled for Thursday, December 17, 2020 at 9:00 A.M., EST., and will be hosted virtually by our staff and responsible person(s). Please register by sending an email to centralservicesbids@claytoncountyga.gov. Attendance at the Pre-Bid Conference is non mandatory for Bidders responding to this ITB. During the Pre-Bid Conference, the general requirements of the project will be discussed. Any questions raised by potential Bidders will be discussed. Verbal answers to questions during the Pre-Bid Conference will not be authoritative. Each Bidder must be fully informed regarding all existing and expected conditions and matters which might affect the cost or performance of the Services. It should be emphasized, however, that nothing stated or discussed during the course of this Pre-bid conference shall be considered to modify, alter or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.
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TABLE OF CONTENTS
1. INFORMATION AND INSTRUCTIONS BIDDERS……………………....………………….3
2. SUBMITTAL CHECKLIST ............................................................................................... 8
3. INTRODUCTION ............................................................................................................. 9
4. SCOPE OF SERVICES ................................................................................................. 12
5. MINIMUM REQUIREMENTS ........................................................................................ 12
6. STANDARD COUNTY CONTRACT.............................................................................. 12
7. APPENDICES
Appendix A Contract Compliance Requirements ....................................................... 13
Appendix B Bonding and Insurance Requirements .................................................... 23
Appendix C Required Form Submittals ...................................................................... 29
Appendix D Contract Compliance Requirements (LVP) ............................................. 49
8. ATTACHMENTS
Attachment A Scope of Services ................................................................................ 51
Attachment B Bid Cost Form ...................................................................................... 57
Attachment C Draft County Contract .......................................................................... 71
ITB #20-188 Deceased Persons Transport Services Annual Contract for Clayton County, Georgia
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ITB #20-188 DECEASED PERSONS TRANSPORT SERVICES
ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA
INFORMATION AND INSTRUCTIONS TO BIDDERS
1. Invitation to Bid: This Invitation to Bid (ITB) is for qualified Bidders (“Bidder” or “Bidders”) to
provide Deceased Persons Transport Services for Clayton County, Georgia. A detailed Scope
of Services (“SOS”) is set forth in this ITB.
2. Solicitation Method: This solicitation is being conducted in accordance with all applicable
provisions of the Clayton County Code of Ordinances. By submitting a Bid in reference to this
solicitation, a Bidder acknowledges that it is familiar with all laws applicable to this solicitation,
including, but not limited to, the County’s Code of Ordinances, including Section 2-113
Competitive sealed bidding, which laws and ordinances are incorporated into this ITB by
reference.
3. Minimum Qualifications: Each Bidder and its subcontractors shall have the minimum
experience set forth in this ITB.
4. Certificate of Authority to Transact Business in Georgia: Each Bidder must submit
documentation that demonstrates it is duly authorized to conduct business in the State of Georgia
with its Bid. This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants
and Subcontractors.
5. Business License: Bidder is required to submit a copy of its current, valid business license with
its Bid. If the Bidder is a Georgia corporation, Bidder is required to submit a valid county or city
business license. If Bidder is a joint venture, Bidder is required to submit valid business licenses
for each member of the joint venture. If the Bidder is not a Georgia corporation, Bidder is required
to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its
current, valid business license issued by its home jurisdiction.
6. Professional License: Bidder must submit a copy of any professional license required by this
ITB with its bid.
7. No Offer by County and Firm Offer by Bidder: This solicitation does not constitute an offer by
County to enter into a Contract and shall not be construed by any Bidder to form a Contract. This
solicitation is only an invitation for offers from interested Bidders and no offer shall bind County.
A Bidder’s offer is a firm offer and may not be withdrawn except as provided in this ITB, and in
the County’s Code of Ordinances and other applicable law.
8. Bid Duration: Bids submitted in response to this ITB must be valid for a period of one hundred
twenty (120) calendar days from the Bid Submission Deadline and must be marked as such.
9. Bid Submission Deadline: Responses to this ITB will be received by the Clayton County Central
Services Department, 7994 North McDonough Street, Jonesboro, Georgia, until 3:00 P.M.,
Eastern Standard Time (EST) on Monday, January 11, 2021. Late bids shall not be considered
or accepted. The bid opening will be hosted virtually by our staff and responsible person(s).
Please register by sending an email to centralservicesbids@claytoncountyga.gov.
ITB #20-188 Deceased Persons Transport Services Annual Contract for Clayton County, Georgia
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10. Non-Mandatory Pre-Bid Conference: A Non-Mandatory Pre-Bid Conference has been
scheduled for Thursday, December 17, 2020 at 9:00 A.M., EST., and will be hosted virtually by
our staff and responsible person(s). Please register by sending an email to
centralservicesbids@claytoncountyga.gov. Attendance at the Pre-Bid Conference is non
mandatory for Bidders responding to this ITB. During the Pre-Bid Conference, the general
requirements of the project will be discussed. Any questions raised by potential Bidders will be
discussed. Verbal answers to questions during the Pre-Bid Conference will not be authoritative.
Each Bidder must be fully informed regarding all existing and expected conditions and matters
which might affect the cost or performance of the Services. It should be emphasized, however,
that nothing stated or discussed during the course of this Pre-bid conference shall be considered
to modify, alter or change the requirement of the solicitation documents, unless it shall be
subsequently incorporated into an addendum to the solicitation documents.
11. Solicitation Questions/Prohibited Contacts: Any questions regarding this ITB shall be
submitted in writing to Carol J. Rogers, Director, Clayton County Central Services Department,
7994 North McDonough Street, Jonesboro, Georgia, 30236, or by email to
centralservicesbids@claytoncountyga.gov on or before Tuesday, December 29, 2020 at 3:00
P.M., EST. Questions received after the designated period shall not be considered. Any response
made by the County will be provided in writing to all Bidders by addendum. It is the responsibility
of each Bidder to obtain a copy of any Addendum issued for this solicitation by monitoring the
County’s website at https://www.claytoncountyga.gov/government/central-services No Bidder
may rely on any verbal response to any question submitted concerning this ITB.
12. All Bidders, and/or representatives of Bidders, seeking an award of a Clayton County contract
may not initiate or continue any verbal or written communications regarding a solicitation with any
County officer, elected official, employee or other County representative other than the
Department of Central Services employee named in the solicitation, between the date of the
issuance of the solicitation and the date of the final contract award by the Board of
Commissioners, unless specified otherwise herein. Attempting to influence the outcome of any
given contract prior to a recommendation of award to the Board of Commissioners is strictly
prohibited. The Director of Central Services will review alleged violations of this prohibition. If the
Director of Central Services determines that such a communication has compromised the
competitive process, the offer submitted by that Bidder may be disqualified from consideration
for award, and that Bidder may, among other things, be placed on the Ineligible Source List.
Violations of this prohibition may also be subject to prosecution under Federal, State or Local
laws.
13. Ownership of Bids: Each Bid submitted to the County shall become the property of the County,
without compensation to a Bidder for the County’s use, in its discretion. The County shall not be
liable for any Bid preparation costs incurred by Bidder.
14. Georgia Open Records Act: Information provided to the County is subject to disclosure under
the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to O.C.G.A. § 50-18-72(a)
(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records
confidential under this paragraph shall submit and attach to the records an affidavit affirmatively
declaring that specific information in the records constitute trade secrets pursuant to Article 27 of
Chapter 1 of Title 10 O.C.G.A. § 10-1-760 et seq.”. All such records shall be labeled as a trade
secret or confidential and include the relevant cite to the Open Records Act.
ITB #20-188 Deceased Persons Transport Services Annual Contract for Clayton County, Georgia
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15. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any
Contract that may be awarded pursuant to this ITB are set forth in Appendix B. Bidder must
provide a copy of a current certificate of insurance evidencing any existing commercial general
liability policies issued for Bidder, if any. For purposes of this section, “Bidder” shall mean an
individual, corporation, or other corporate entity submitting a Bid in connection with this
solicitation, including each joint venture partner if Bidder is a joint venture.
16. Applicable County Small Local Business Programs: The SLBE Programs applicable to this
solicitation are set forth in Appendix A, Contract Compliance Requirements, included in this ITB.
By submitting a Bid in response to this solicitation, each Bidder agrees to comply with such SLBE
Programs.
17. Applicable Local Vendor Preference Program: The Local Vendor Preference Program
applicable to this solicitation is set forth in Appendix D.
18. Subcontractors and Manufacturers: Bidders are required to submit, in writing, the addresses
of any proposed Subcontractors or equipment manufacturers listed in the Bid and may be
required to submit other material information relative to proposed Subcontractors. County
reserves the right to disapprove any proposed Subcontractors whose technical or financial ability,
or resources, or experience are deemed inadequate.
19. Examination of Bid Documents:
18.1 Each Bidder is responsible for examining with appropriate care the complete ITB and all
Addenda and for informing itself with respect to all conditions, which might in any way affect
the cost or the performance of any Services. Failure to do so shall be at the sole risk of the
Bidder, who is deemed to have included all costs for performance of the Services in its Bid.
18.2 Each Bidder shall promptly notify County in writing should the Bidder find discrepancies,
errors, ambiguities or omissions in the Bid Documents, or should their intent or meaning
appear unclear or ambiguous, or should any other question arise relative to the ITB. Replies
to such notices maybe made in the form of an addendum to the ITB, which will be issued
simultaneously to all potential Bidders.
18.3 County may in accordance with applicable law, by addendum, modify any provision or part
of the ITB at any time prior to the Bid due date and time.
18.4 Each Bidder shall confirm the receipt of each Addendum and acknowledge receipt by
executing the Acknowledgment of Addenda Form provided with each Addendum.
18.5 The County may waive any technicalities and formalities. The County reserves the right to
cancel the ITB in its entirety or all bids may be rejected in whole or in part as specified in
the solicitation, where it is in the best interest of the County.
18.6 Pursuant to the Clayton County Code of Ordinance, Section 2-113 Bids may be disqualified
by the Director of Central Services as a result of, but not necessarily limited to, the following
reasons:
18.6.1 Failure to follow Clayton County's Bid schedule;
18.6.2 Failure to return applicable compliance and/or specification sheets;
18.6.3 Failure to return applicable addenda;
18.6.4 Failure to provide information on alternates or equivalents, when allowed;
18.6.5 Failure to provide bid bond when specifically stated will result in automatic
rejection;
ITB #20-188 Deceased Persons Transport Services Annual Contract for Clayton County, Georgia
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