Department of Purchasing & Contract Compliance
Felicia Strong-Whitaker, Director
REQUEST FOR E-QUOTE NUMBER: 19KM116996C
PROJECT TITLE: Electrical Supplies and Related Items
DEPARTMENT: Department of Real Estate Asset and Management
DUE DATE: Friday, February 22, 2019
WILL BE RECEIVED UNTIL: 2:00 P.M.
LAST DAY FOR QUESTIONS: Wednesday, February 20, 2019
BIDDERS MAY SUBMIT REQUESTS FOR CLARIFICATION OR QUESTIONS REGARDING THIS E-QUOTE TO THE
PURCHASING CONTACT PERON LISTED BELOW. ANY REQUEST SHALL ONLY BE SUBMITTED IN WRITING (FAX OR
EMAIL). ALL RESPONSES TO WRITTEN REQUEST(S) WILL BE DISTRIBUTED AS ADDENDA TO THIS E-QUOTE AND POSTED
ON THE FULTON COUNTY WEBSITE AT www.fultoncountyga.gov.
THE COUNTY WILL NOT RESPOND TO REQUESTS RECEIVED AFTER Wednesday, February 20, 2019 AT 2:00 P.M.
E-QUOTE RESPONSES MUST BE SUBMITTED ONLINE AT www.fultonvendorselfservice.co.fulton.ga.us. BY THE DATE
AND TIME INDICATED. You must be a registered vendor in order to respond to E-QUOTES.
ANY QUESTIONS REGARDING PURCHASING PROCEDURES OR THE SPECIFICATIONS SHOULD BE ADDRESSED ONLY
TO THE PURCHASING CONTACT PERSON LISTED BELOW VIA EMAIL ONLY. NO PHONE CALLS WILL BE ACCEPTED.
BIDDERS MAY NOT HAVE CONTACT WITH COUNTY OFFICERS, ELECTED OFFICIALS OR COUNTY EMPLOYEES
REGARDING THIS BID PRIOR TO AWARD OF PURCHASE ORDER. VIOLATION OF THIS INSTRUCTION WILL RESULT IN
YOUR BID BEING FOUND NON-RESPONSIVE.
All information requested on this sheet must be completed. Unless specifications indicate “NO SUBSTITUTE”,
items determined by Fulton County to be “EQUAL OR BETTER” will be given full consideration. All prices QUOTED
must be “FOB DELIVERED” unless otherwise requested, and must be submitted in the format requested. The
County reserves the right to cancel the solicitation and to reject any or all quotes in whole or in part and is not
bound to accept any quote if rejection of that quote is determined to be contrary to the best interest of the
REQUEST FOR QUOTE
GENERAL TERMS AND CONDITIONS
The following provisions are hereby made a part of this Request for Quote (“E-QUOTE”). Any contract or purchase order
awarded as the result of this request shall be governed by these General Terms and Conditions. By submission of your
responses to this e-quote, vendor agrees to furnish the product(s) and/or service(s) pursuant to these conditions.
1. GENERAL. These provisions are standard for all County contracts. The County may delete or modify any of these
standard provisions for a particular contract or purchase order by indicating a change in the special instructions or
provisions. Any vendor accepting a purchase order award as the result of this request agrees that the
provisions included within this Request for E-Quote shall prevail over any conflicting provision within any
standard form contract of the vendor.
2. METHOD OF SOURCE SELECTION. This procurement is being conducted in accordance with all applicable
provisions of the Fulton County Code of Ordinances and the specific method of source selection for the services
required in this bid is Code Section 102-373, Competitive Sealed Bidding.
3. SUBMISSION OF RESPONSES. Responses must be submitted for e-quotes on-line via the Vendor Self Service
system at https://vss.fultoncountyga.gov/webapp/VSSPROD/AltSelfService. Response to e-quotes must be received
no later than 2:00 p.m. on the date indicated.
4. AMENDMENTS TO THE REQUEST FOR E-QUOTE. Any amendment to pricing is valid only if in writing and issued by
5. ADDENDUM. Revision to the Request for E-Quote issued by the County prior to the receipt of bids.
6. NON-COLLUSION. Bidder certifies that this bid is made without prior understanding, agreement or connection with
any other corporation, firm or person submitting a bid for the same work, labor or service to be done or the supplies,
materials or equipment to be furnished and is in all respects fair and without collusion or fraud. Bidder further
understands collusive bidding is a violation of state and federal law and can result in fines, prison sentences and civil
damage awards. Bidder agrees to abide by all conditions of this bid and certifies that person signing is authorized to
sign this bid or proposal for the bidder.
7. CONFLICT OF INTEREST. Vendor states that no County officer or employee, nor any business entity in which they
have an interest: a) Has an interest in the contract awarded; b) Has been employed or retained to solicit or aid in the
procuring of the resulting contract; c) Will be employed in the performance of such contract without immediate
disclosure of such fact to the County.
8. BASIS OF AWARD. The County shall award to the overall lowest responsible and responsive vendor complying with
the provisions of the Request for E-Quote. The following criteria may be considered by the County in selecting the
most advantageous quote: a) Ability to perform the service required within the specified time; b) Conformance to
specification; c) The quality of performance in previous contracts; d) Financial ability to perform the contract; e) Item
pricing; f) vendor references. The County reserves the right to cancel the solicitation and to reject any or all quotes in
whole or in part and is not bound to accept any quote if rejection of that quote is determined to be contrary to the best
interest of the County.
9. SAMPLES. Samples of items when required, must be furnished free of expense to the County and upon request, be
returned to the Vendor at the Vendor’s expense. Samples of selected items may be retained for comparison purposes.
10. NEW. All items bid must be new. Used, rebuilt and refurbished items will not be considered unless specifically
authorized by Fulton County in the written specifications.
11. BRAND NAME SPECIFICATIONS AND APPROVED EQUIVALENTS. Unless otherwise specified, manufacturer’s
names, trade names, brand names, information and/or catalog numbers listed in the specifications are intended only to
identify the quality and characteristics desired. They are not intended to limit competition. The Vendor may offer any
equivalent product which meets or exceeds the specifications. If quotations are based on equivalent products, the
quote must: a) Indicate the alternate manufacturer’s name and catalog number; b) Include complete descriptive
literature and/or specifications; c) Include proof that the proposed equivalent will meet the specifications. The County
reserves the right to be the sole judge of what is equal and acceptable to meet its needs in all respects. If Bidder fails
to name a substitute, goods identical to the published standard must be furnished.
12. INDEMNIFICATION. Contractor/Vendor hereby agrees to release, indemnify, defend and hold harmless the County,
it’s Commissioners, officers, employees, subcontractors, successors, assigns and agents from and against any and all
losses (including death), claims, damages, liabilities, costs and expenses (including but not limited to all actions,
proceedings, or investigations in respect thereof and any outcome of any such action, proceeding, or investigation),
caused by, relating to, based upon or arising out of any act or omission by contractor, it’s directors, officers,
employees, subcontractors, successors, assigns or agents, or otherwise in connection with it’s acceptance, of the
performance, or nonperformance, of it’s obligations under this agreements.
13. TAXES. Fulton County is exempt from the State of Georgia sales tax and exemption certificate will be furnished upon
14. DELIVERY. All prices must be FOB Destination, unloaded inside and assembled unless otherwise indicated.
15. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT. If any item furnished by the Vendor fails to conform to
specifications, or to the sample submitted by the Vendor, the County may reject it. Upon rejection, the Vendor must
promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected
items with others conforming to such specification and samples. If the Vendor fails to do so, the County has the right
to purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the
Vendor the difference between the prices named in the purchase order and the actual cost to the County. If the
Vendor fails to make prompt delivery of any item, the County has the right to purchase such item in the open market
and to deduct from any monies due the Vendor the difference between the prices named in the purchase order and the
actual replacement cost to the County. The rights and remedies of the County identified above are in addition to any
other rights and remedies provided by law or under the purchase order.
16. INVOICES AND PAYMENT TERMS. All invoices must include the purchase order number or master agreement
number. Failure to comply may result in delayed payments. The County payment terms are Net 30 days unless a
cash discount is allowed for payment within not less than twenty (20) days. The payment term shall begin on the date
the merchandise is inspected, delivered and accepted by the County and the correct invoice is received by Accounts
Submittal of Invoices: Invoices shall be submitted as follows:
Fulton County Government
141 Pryor Street, SW
Atlanta, Georgia 30303
Attn: Finance Department – Accounts Payable
At minimum, original invoices must reference all of the following information:
1) Vendor Information
a. Vendor Name
b. Vendor Address
c. Vendor Code
d. Vendor Contact Information
e. Remittance Address
2) Invoice Details
a. Invoice Date
b. Invoice Number (uniquely numbered, no duplicates)
c. Purchase Order Reference Number
d. Date(s) of Services Performed
e. Itemization of Services Provided/Commodity Units
3) Fulton County Department Information (needed for invoice approval)
a. Department Name
b. Department Representative Name
17. LEGAL REQUIREMENTS. Federal, State, County and local ordinances, rules and regulations, and policies shall
govern development, submittal and evaluation of quote and disputes about quotes. Lack of knowledge by any Vendor
about applicable law is not a defense.
18. ASSIGNMENT. Any purchase order awarded shall not be assignable by the Vendor without the express written
approval of the County, and shall not become an asset in any bankruptcy, receivership or guardianship proceedings.
19. REJECTION OF BID. Bids may be considered irregular and may be rejected if they show omissions, alternations of
form, additions not called for, conditions, limitations, unauthorized alternate bids or other irregularities of any kind. The
County reserves the right to waive minor technicalities or irregularities of bid.
20. DISQUALIFICATION OF BIDDER. The submission of more than one (1) bid to the County as the primary Bidder for the
same work by an individual firm, partnership or corporation under the same or different names may be grounds for
disqualification of a Bidder and the rejection of the bid.
21. TERMINATION. In the event any of the provisions of the purchase order are violated, the County may serve written
notice of its intention to terminate the purchase order. Such notice will state the reason(s) for such intention, and
unless within ten (10) days after serving notice upon the contractor, such violation has ceased and satisfactory
arrangements for correction made, the purchase order shall, upon expiration of ten (10) days, be terminated. Further,
the County reserves the right to terminate for its convenience any purchase order in whole or in part upon giving thirty
(30) days prior written notice to the other party.
22. DEBARMENT. If a Bidder is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise
excluded from doing business with any government agency which prohibits your firm from participating in any
procurement, the Bidder must provide the County with that information as part of its response to this solicitation.
Failure to fully and truthfully provide the information required, may result in the disqualification of your bid from
consideration or termination of the purchase order, once awarded.
23. RIGHT TO PROTEST. Any actual bidder or offeror that has submitted a bid/proposal for a particular procurement and
is aggrieved in connection with the solicitation or award of the contract shall protest in writing to the purchasing agent
after the date that the specific bid or proposal is submitted. No protest will be accepted or considered prior to the date
the specific bid or proposal is submitted; it will be considered untimely. All protests shall set forth in full detail the
factual and legal bases for the protest and specific relief sought by the protestor. Protests arising from factual or legal
bases that the protestor knew or should have known prior to the submission of the bid/proposal must be submitted
within three business days of the submission of the bid/proposal. Protests arising from factual or legal bases that the
protestor knew or should have known subsequent to the date the bid/proposal was submitted must be submitted within
ten business days after the protestor knew or should have known of such bases, but in no event shall any protest be
submitted more than ten business days after the award of the contract. Untimely protests will not be considered by the
purchasing agent and will be simply denied as untimely. Decisions on timeliness by the purchasing agent are not
appealable. An oral protest or a protest to an official, employee, User Department, or other person apart from the Director
of Purchasing & Contract Compliance does not comply.
24. BINDING AUTHORITY. The individual submitting this E-QUOTE must have binding authority to submit contracts on
behalf of the responding company. By submitting a response, vendor agrees that their quote is an offer to sell. All
bidders shall comply with all Fulton County purchasing laws, policies, and procedures, as well as relevant state and
federal laws, including compliance with EEOC hiring guidelines and requirements under the Americans with Disabilities
REQUEST FOR E-QUOTE SPECIFICATIONS
Electrical Supplies & Related Items
Department of Real Estate and Asset Management
The Fulton County Department of Purchasing & Contract Compliance is soliciting e-
quotes from qualified vendors to provide Electrical Supplies and Related Items on
an “as needed, when needed, and if needed” basis for a twelve month period,
beginning with date of award for the Department of Real Estate and Asset
2. CONTACT PERSON
Please contact Keisha Massey by email at firstname.lastname@example.org or
Fax (404) 612-1714 only, with any procedural or technical questions. All questions
should be submitted in writing to the Purchasing contact person via email only. No
phone calls will be accepted. Any responses made by the County will be provided
in writing to all Bidders by addendum. No verbal responses shall be authoritative.
3. TERM OF AGREEMENT
This is twelve (12) month procurement from date of issuance of purchase order.
4. PRODUCT/SERVICE SPECIFICATIONS
Normal requirements of supplies against this quote are divided into five (5) groups.
This grouping is done for administrative purposes only and the bidder is not
restricted from bidding on any/all group(s).
Bidders must address all items. Do not leave blanks. Bidder should state ‘No
Charge’ or ‘No Bid’ where applicable. The computer will not accept blank spaces.
Group A- Wiring Devices
Group B- Distribution Equipment
Group C- Fuses
Group D- Cables and Wires
Group E- Conduits and Fittings
The items listed on the Pricing Sheet are only a representative sample of the
product that the department may purchase from the vendor and will be used for
price comparison between vendors. Fulton County does not undertake to procure all
items from the list nor does Fulton County guarantee to procure a specific quantity
of any item on the list. The bidder, however, shall be prepared to supply any and/or
all items from the Pricing Sheet and any standard item not included in the list.
Fulton County reserves the right to delete any item (s) from the award.
The Pricing Sheet, in most cases, indicates the manufacturer/brand preferred.
Fulton County reserves the right not to accept any offered items not manufactured
by preferred manufacturers.