INVITATION FOR BID
IFB #008-45
For the provision of:
INMATE CLOTHING & RELATED ITEMS
Hall County, Georgia Board of Commissioners is seeking qualified vendors to provide Inmate Clothing & Related Items (herein “Services”). The County seeks to award one (1) or more vendors to perform all the services.
The County will make any extension of the bidding period by a formal written addendum and publicly posted on the County Website.
Date IFB Issued: March 27, 2024
Bid Due Date: April 11, 2024
Bidding Process: Hall County (herein “County”) is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4
th
) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST.
Bidders must submit two (2) hard copies of the bid; one (1) marked as “Original” and one (1) marked as “Copy” along with all completed mandatory documents, signed affidavits in hardcopy and also include on one (1) USB Flash Drive with all documents.
Proposal Documents: Bidders may download bid submittal documents via the County’s Website at
https://www.hallcounty.org/Bids.aspx
then choose ‘Inmate Clothing & Related Items’.
General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded if required to do so in the State of Georgia.
Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one-hundred and twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled ‘Mandatory’ must be completed and returned with the bid. Please sign Exhibit B - Contract.
Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any bidder, without liability on part of the County to the Bidder to complete the described Work. The County will award the contract to one (1) or more vendors to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason. The County may take into consideration lead times in its decision to award.
Vendor shall provide the following with their bid response:
A. Valid Business License
B. Required licenses and certifications
C. Bid Bond - N/A
1.0 SCOPE OF WORK
Provide a contract for the purchase of inmate clothing & related items for use by the Hall County Jail and the Hall County Correctional Institution.
General: To purchase inmate clothing & related items with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2025. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions.
Specifications: The following minimum specification shall apply to the requested services:
The Hall County Jail has identified specific items that have been chosen for this bid as listed on EXHIBIT – C, Mandatory Cost Proposal Worksheet.
Any exceptions, variances, or differences must be stated on EXHIBIT C to be considered. If none are stated, it will be understood that the bid proposal is exactly as specified. The requirements cover all items inside and outside of vehicles. All items shall be new and unused.
2.0 SUBMISSION OF BIDS
2.01 Complete and include all the Mandatory Exhibit Documents shown below in 2.03. Failure to include any of the mandatory documents listed may result in disqualification. All responses must be in writing.
2.02 Bidders must submit their response in a sealed envelope clearly marked with “INVITATION FOR BID #008-45” on the outside. The submittal must be signed. Faxed or emailed bids are not accepted.
2.03 Follow these instructions carefully. Complete and return the following Mandatory Documents included in your bid envelope.
Exhibit A - Bid Response Sheet
Exhibit B – Signed Contract
Exhibit C - Cost Proposal
Exhibit D – Mandatory Questions
Exhibit E - Mandatory W-9 Form
Exhibit F - E-Verify Affidavit
Copy of Business License
Certificate of Insurance
2.04 Bidders are responsible to review and comply any Addenda regarding this IFB posted on the County Website.
2.05 All bids must be sealed.
2.06 If a Bid Bond is required then it must be included in the bid response.
2.07 Any exceptions to specifications must be in writing and enclosed in the bid response.
2.08 Bids openings are open to the public and bidders may attend but are not required to do so.
2.09 All bids, supporting materials and correspondence relating to this IFB become property of Hall County when received.
2.10 Bidder bears all responsibility for expenses incurred in responding to this IFB and such to be borne exclusively by the proposer.
2.11 Bidders may submit bids to the following address by the deadline date and time. Deliver Bids in person or by FedEx/UPS/USPS or Courier to:
Cheryl Wright
Buyer
Hall County Government Center
Purchasing Division - 4th Floor,
2875 Browns Bridge Road,
Gainesville, Georgia 30504
