Hendrix Road Timber Thinning - RFB

POLK COUNTY GOVERNMENT
216 MAIN STREET
CEDARTOWN, GA 30125
(770) 749-2100
REQUEST FOR BIDS
Date Issued: July 15, 2026
POLK COUNTY GOVERNMENT IS ACCEPTING SEALED BIDS FROM EXPERIENCED AND QUALIFIED
CONTRACTORS FOR PROVIDING ALL LABOR, EQUIPMENT, AND MATERIALS REQUIRED FOR A
TIMBER THINNING PROJECT ON HENDRIX ROAD (513 ACRES). A CONTRACT WILL BE AWARDED TO
THE CONTRACTOR WHOSE BID BEST SATISFIES THE REQUIREMENTS FOR THIS REQUEST AND BEST
SERVES THE INTEREST OF POLK COUNTY. SEALED BIDS WILL BE ACCEPTED UNTIL 10:00AM EST ON
WEDNESDAY, AUGUST 19, 2026, IN THE COMMISSIONERS OFFICE LOCATED AT 216 MAIN STREET
IN CEDARTOWN, GA 30125.
Copies of proposal documents may be obtained from the Polk County Administration Office located
at 216 Main Street, Cedartown, Georgia 30125. Requests for documents should be filed promptly
with Polk County. Proposal documents are also available on the Polk County Website: polkga.org.
No bid may be withdrawn for a period of 90 days after the proposal deadline for submission.
Polk County Government reserves the right to a) reject any or all proposals or to make no award, b)
require modifications to initial proposals, or c) to make partial or multiple awards. The County further
reserves the right to excuse technical defects in a proposal and/or informalities when, in its sole
discretion, such excuse is in the best interest of the County.
PROPOSAL PACKAGE MUST BE RETURNED IN SEALED ENVELOPE
AND CLEARLY MARKED
REQUEST FOR BIDS
TIMBER THIINING PROJECT (HENDRIX ROAD)
WEDNESDAY, AUGUST 19, 2026 AT 10:00AM

Request for Bids
Timber Thinning Project (Hendrix Road)
POLK COUNTY GEORGIA
PROPOSAL TERMS AND CONDITIONS
REQUEST FOR BIDS (RFB)
GENERAL CONDITIONS AND CLAUSES
1 CHANGES: No change will be made to this RFB except by written modification by the County.
Requests for interpretation or changes should be directed to the Polk County Assistant Manager
Connor Hooper, (chooper@polkga.org) and received at least (5) Five Calendar Days prior to the time
set for opening of the bids.
2 LIABILITY: The County is not liable for any cost incurred in the preparation of the proposal. Nor is
the County responsible for costs or damages incurred by Respondents, member(s), partners,
subcontractors or other interested parties in connection with the RFB process, including but not
limited to costs associated with participating in any conferences, site visits, product/system
demonstrations, oral presentations or negotiations. The County shall not be bound by any
information provided unless reduced to writing and distributed as a written addendum.
3 BID ACCEPTANCE TIME: Proposals requiring acceptance by the County in less than 90 calendar days
could be rejected.
4 BID IDENTIFICATION: All Proposals submitted as a result of this RFB must be returned in a sealed
envelope with the following information in the lower left-hand corner of the envelope:
REQUEST FOR BIDS
TIMBER THIINING PROJECT (HENDRIX ROAD)
WEDNESDAY, AUGUST 19, 2026 AT 10:00AM
5 BID SUBMISSION FORMAT: Bids should be bound or stapled whereby county staff can easily
make additional copies. Pages should be 8 12" X 11" in size with larger sheets folded to fit within
bindings. The proposal should be ordered in the following format:
Request for Bids
Vendor's Proposal
All Forms in Attachment "A"
6 WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only, if the request is
received prior to the deadline for submittals. Negligence on the part of a Contractor during the
preparation of a proposal establishes no right of withdrawal or modification of a proposal after a
proposal has been accepted. No proposal may be withdrawn for a period of 90 days after the
deadline for proposal submittals.
7 CLARIFICATION OF BIDS: The County reserves the right to seek clarification of any point in a
respondent's proposal, or to obtain additional information.

Request for Bids
Timber Thinning Project (Hendrix Road)
8 DISQUALIFICATION: Bids may be disqualified for: a) receipt of the bid by the County past the
stated deadline; b) any irregularities; c) unbalanced unit price or extensions; d) unbalanced value
of any items; e) failure to comply with any requirement of this RFB. If in the opinion of the Polk
County Board of Commissioners, the Contractor is not in a position to fulfill the contract, the
proposal may be disqualified. The County reserves the right to waive any minor informality or
irregularities.
9 AWARD OF CONTRACT: An award will be made based upon the proposal that best conforms to this
RFB and best serves the interest of the County. The County reserves the right to a) reject any or all
proposals or to make no award, b) require modifications to initial proposals, or c) to make partial
or multiple awards. The County further reserves the right to excuse technical defects in a
proposal and/or informalities when, in its sole discretion, such excuse is in the best interest of
the County. A binding contract must be signed by both parties prior to providing services. Any
bidder that plans to hire a subcontractor to complete the work, MUST specify this in the proposal.
A Contractor, by accepting a contract, attests that it is in compliance with the Nondiscrimination
Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex, or national
origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated
herein by reference.
10 EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this RFB shall bind a Contractor to all
Terms, Conditions, and Specifications set forth in this RFB. Contractors whose bids do not conform
should so note on either a separate page or in the Proposal. While the County reserves the right to
make an award based upon a nonconforming proposal, when in the best interest of the County,
such awards will not be readily made, and Contractors are urged to conform to the greatest extent
possible. No exceptions will be considered to have been taken unless it is properly set out as
provided above. No exception will be deemed to have been taken by the County unless
incorporated in an award resulting from this RFP and so stated.
11 BID RESULTS: Interested parties may request, in writing, a summary of the proposals by sending a
self addressed, stamped envelope with their request to the Polk County Board of Commissioners,
P.O. Box 268, Cedartown, Georgia 30125, or by emailing the Administration Office, attention County
Clerk.
12 CERTIFICATE OF INSURANCE: The successful Contractor shall purchase from and maintain in a
company or companies authorized to do business in the state of Georgia the following types of
insurance.
Statutorily required workers' compensation insurance
Liability insurance, with an endorsement naming the County as an additional insured, and
with limits of not less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate
The Contractor shall provide the County with certificates of insurance prior to the start of
the contracted services and thirty (30) days' written notice prior to cancellation.

Request for Bids
Timber Thinning Project (Hendrix Road)
13 INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such
services as this and not actually stated in this RFB will be the responsibility of the contractor to
provide at no additional cost to the County unless so stated on the Contractor's proposal as
additional cost items and accepted by the County at the time of the award and/or contract.
14 REGULATORY AGENCIES: Contractor will be responsible for obtaining all required permits or license
required by regulatory agencies of the City, County, State, or Federal Governments. Further, the
contractor will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any
of the said Governments or any independent agency recognized by said Governments as publisher
of any such regulation(s) or guideline(s).
15 INDEPENDENT CONTRACTORS: By submitting a proposal in response to this RFB, the Contractor
represents to POLK COUNTY that it is fully licensed, experienced and properly qualified to perform
the services requested herein and that it is properly equipped, organized, and financed to perform
such services. The Contractor shall finance its own operations hereunder, shall operate as an
independent contractor and not as an agent of Polk County and nothing contained in this RFB or a
contract resulting from same shall be construed to constitute the Contractor or any of its
employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the
County nor shall either party have any authority to bind the other in any respect; it being intended
that each shall remain an independent contractor. As stated in Section 9, Any bidder that plans to
hire a subcontractor to complete the work, MUST specify this in the proposal.
16 ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the Contractor will not assign, transfer,
convey, or otherwise dispose of a contract that results from this invitation or its right, title, or
interest in or to the same, or any part thereof, without written consent of the County.
17 INDEMNITY: Contractor agrees, if entering into a contract as a result of this RFB, to defend,
indemnify, and hold harmless Polk County from any and all courses of action or claims of damages
arising out of or related to Contractor's performance or actions or those of its employees or agents,
under said contract.
18 ANTI-DISCRIMINATION CLAUSE: Polk County does not discriminate against any person because of
race, color, religion, national origin, or handicap in employment or service provided.

Request for Bids
Timber Thinning Project (Hendrix Road)
GENERAL INFORMATION
Introduction
Polk County is requesting bids from reputable and qualified contractors for providing all labor,
equipment, and materials required for a timber thinning project located on a 513 acre parcel. The
County intends for the contactor selected to thin timber and sell the timber removed from the
property. The Tax Parcel ID is: 043-081-.
Scope of Work
* Selective thinning of trees on the 513 acre parcel owned by Polk County, located on Hendrix
Road. The County would like to leave approximately 60-80 trees remaining per acre.
* Removal of dead, diseased, damaged, or otherwise hazardous trees. Removal of all trees
infested with pine beetles, and the removal of all trees within a 2 acre radius of pine beetle
infested trees.
* Cutting trees flush with the ground unless otherwise specified.
* For timber that isn't sold, contractor shall Dispose of all trees, brush, limbs, and woody debris
generated by the work
Contractor Responsibilities
* Have knowledge of the project site prior to submitting a bid to become familiar with existing
conditions (contact chooper@polkga.org to set up a time to visit the property).
* Perform all work in accordance with applicable federal, state, and local laws, regulations, and
industry standards.
* Repair any damage to roads, utilities, fences, drainage structures, or other improvements
caused by the Contractor's operations at no additional cost to the County.
* Maintain the work site in a clean and orderly condition throughout the project. No debris shall
be left in roadways, drainage ditches, trails, or other areas designated by the County.
* Equipment shall be operated in a manner that minimizes soil disturbance and erosion as
identified by the County.
* Tree selection for removal shall be subject to approval by the County.
* Work shall only be performed Monday - Saturday, from sunrise to sunset.

Request for Bids
Timber Thinning Project (Hendrix Road)
Sale of Timber
All timber located on the project site shall remain the property of the County until harvested. The
successful Contractor shall have the right to harvest, market, and sell timber removed under this
Contract.
As consideration for the right to harvest and sell the timber, the Contractor shall pay the County a
bid price of $_____ per ton for all merchantable timber removed from the project site.
The Contractor shall ensure that all timber is weighed at a certified scale. Weight tickets shall be
provided to the County or its designated representative within five (5) business days of each load
delivered. Payments to the County shall be made on a monthly basis, unless otherwise specified in
the Contract, and shall be accompanied by copies of all scale tickets and a summary of total tonnage
removed.
The County reserves the right to inspect harvesting operations, verify scale tickets, and audit
production records at any time during the project. Failure to accurately report harvested tonnage or
remit payment as required shall constitute a material breach of the Contract.
The Contractor shall be responsible for all costs associated with harvesting, loading, transportation,
marketing, and sale of the timber. No guarantee is made by the County regarding the quantity,
quality, species, or market value of timber available on the project site.

AERIAL OF TAX PARCEL 043-081-

Request for Bids
Timber Thinning Project (Hendrix Road)
BID FORM
TO: Polk County Government
216 Main Street
Cedartown, GA 30125
Bid Package: Timber Thinning Project (Hendrix Road)
Does Bidder have experience with timber thinning projects for local governments? Please Circle One.
Yes or No
Expected Completion Date: _____________________
References
Project: Project:
Contact Info (Name/Phone #): Contact Info (Name/Phone #):
TOTAL PRICE PER TON TO BE PAID TO COUNTY: _____________________
The undersigned understands that any conditions stated above, clarifications made to the above or
information other than that requested should be under separate cover and to be considered only at the
discretion of the Public Works Department.
_________________________________ _________________________
Name of Individual, Partner Company
or Corporation
_________________________________ _________________________
Title Address
__________________________________ _________________________
Authorized Signature City, State, Zip Code
_________________________
Company phone number
The County reserves the right to a) reject any or all proposals, or to make no award, b) require
modifications to initial proposals or c) to make partial or multiple awards. The County further
reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse
is in the best interest of the County.

Request for Bids
Timber Thinning Project (Hendrix Road)
PROPOSAL SCHEDULE
ACTIVITY DATE ACTION
Request for Bids Issued 7/15/2026 Begin Advertisement
Bid Submission Deadline 8/19/2026 Submit Bids to Polk County
Estimated Award Date Early September Board of Commissioners

ATTACHMENT A