26ITB1614603C-GS HVAC On-Call Maintenance Services Countywide

INVITATION TO BID 26ITB1614603C-GS
HVAC on-Call Maintenance Services Countywide
For
Department of Real Estate and Asset Management
BID ISSUANCE DATE: FRIDAY, MAY 29, 2026
BID DUE DATE AND TIME: TUESDAY, JULY 14, 2026 AT 11:00 A.M.
PRE-BID CONFERENCE DATE: TUESDAY, JUNE 16, 2026 AT 10:00 A.M.
PURCHASING CONTACT: GERTIS STROZIER
E-MAIL: gertis.strozier@fultoncountyga.gov

TABLE OF CONTENTS
Invitation to Bid
Section 1 - Instructions to Bidders
1. Contract Documents
2. Bid Preparation
3. Receipt and Opening of Bids
4. Addenda and Interpretations
5. Site Examination
6. Bidder's Modification and Withdrawal of Bids
7. Insurance and Risk Management Requirements
8. Right to Reject Bids
9. Applicable Laws
10. Examination of Contract Documents
11. Bid Evaluation
12. Award Criteria
13. Disqualification of Bidders
14. Basis of Award
15. Professional Licenses
16. Wage Clause
17. Notice of Award of Contract
18. Execution of Contract Documents
19. Payment Terms
20. Joint Venture
21. Non-Collusion
22. Georgia Security and Immigration Compliance Act
23. Term of Contract
24. No Contact Provision
25. Authorization to Transact Business
26. Kick-Off Meeting
27. Right to Protest
28. Certificate of Acceptance
29. Exceptions to the County's Contract
30. Certification Regarding Debarment
31. Intergovernmental Cooperative Procurement Statement
32. Bid General Conditions
Section 2 - Bid Form
Section 3 - Scope of Work and Technical Specifications
Section 4 - Insurance and Risk Management Provisions
Section 5 - Purchasing Forms
Section 6 - Contract Compliance Requirements
Section 7 - Exhibits
Section 8 - Sample Contract

INVITATION TO BID
26ITB1614603C-GS HVAC ON-CALL MAINTENANCE SERVICES COUNTYWIDE
Sealed Bids for furnishing all materials, labor, tools, equipment and appurtenances
necessary for servicing HVAC On-Call Maintenance Services Countywide must be
electronically submitted to the Fulton County Department of Purchasing and Contract
Compliance via BidNet Direct, no later than 11:00 a.m., local time, on Friday, July 14,
2026.
SCOPE OF WORK
The successful bidder(s) shall furnish all labor, equipment, replacement parts and
related components to provide HVAC On-Call Maintenance Services of air conditioning
systems on an as-needed basis at Fulton County facilities. The detailed scope of work
and technical specifications are outlined in the Scope of Work of this bid document.
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 Bid.
BID DOCUMENTS
In order to obtain complete information about this solicitation, please click the link below
where this document and supporting documents can be downloaded,
https://www.bidnetdirect.com/georgia/fultoncounty.
PURCHASING CONTACT
Information regarding the bid or bid requirements, either procedural or technical, may be
obtained by submitting questions to:
Purchasing Contact Name: Gertis Strozier, Assistant Purchasing Agent
Email: gertis.strozier@fultoncountyga.gov
Phone: (404) 612-7916
PRE-BID CONFERENCE
A Pre-Bid Conference will be held via web-conference.
Date: Tuesday, June 16, 2026
Time: 10:00 A.M.
Link: Gertis Strozier is inviting you to a scheduled Zoom meeting.
Join Zoom Meeting
https://zoom.us/j/95298955530
Meeting ID: 952 9895 5530
The Pre-Bid Conference will be conducted for the purpose of explaining the County's
bid process, the specifications/technical documents; to provide non-binding verbal
responses to questions concerning these bid specifications; and, to discuss issues from
the Bidders perspective. However, no verbal response provided at the Pre-Bid
Conference binds the County. Only those responses to questions submitted through
BidNet Direct and responded to by the County will be official.
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Inquiries regarding the solicitation either technical or otherwise may be submitted prior
to the Pre-Bid Conference and will be addressed during the Pre-Bid Conference.
Any additional questions asked at the Pre-Bid Conference will be responded to in the
form of an addendum with the County's official responses.
Fulton County does not discriminate on the basis of disability in the admission or access
to its programs or activities. Any requests for reasonable accommodations required by
individuals to fully participate in any open meeting, program or activity of Fulton County
Government should be directed to Mario Avery, Contract Compliance Administrator at
(404) 612-6307 or email: mario.avery@fultoncountyga.gov.
VENDOR REGISTRATION
Bid responses must be submitted electronically on-line through BidNet Direct. The
Bidder's firm must be a registered vendor with BidNet Direct at
https://www.bidnetdirect.com/georgia/fultoncounty in order to submit a response to this
ITBC. There is no charge to register, simply follow the registration path and
select the "Limited Access" option.
If you need any assistance registering or using the platform, please call BidNet's
Support Team at 800-835-4603 ext. 2 for assistance.
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SECTION 1
INSTRUCTIONS TO BIDDERS
The following provisions are hereby made a part of this Invitation to Bid. Any Contract
awarded as the result of this Bid shall be governed by the following terms and
conditions.
1. CONTRACT DOCUMENTS
The Contract Documents include the Contract Agreement, Contractor's Bid (including all
documentation accompanying the Bid and any post-Bid documentation required by the
County prior to the Notice of Award), any Special Conditions, General Conditions,
Supplementary Conditions, Specifications and addenda, together with written
amendments issued in accordance with the General Conditions on or after the date of
the Contract Agreement.
The Contract Documents shall define and describe the complete work to which they
relate.
2. BID PREPARATION
Bidders shall SUBMIT ONE (1) ORIGINAL, SIGNED AND DATED BID RESPONSE IN
PDF FORMAT ELECTONICALLY THROUGH BIDNET DIRECT
(https://www.bidnetdirect.com/georgia/fultoncounty) on the forms provided in the
Bid Document.
All bids must be made on the bid forms contained herein and shall be subject to all
requirements of the Agreement Documents. All bids must be regular in every respect
and no interlineations, excisions, or special conditions shall be made or included in the
bid by the Bidder.
Lump sum, unit price and extensions of unit prices must be entered in the appropriate
spaces provided on the Bid Schedule/Bid Form. Unit prices shall include an appropriate
allocation of overhead and other indirect costs so that the summation of unit price
extensions and lump sum items represents the total bid amount. All blank spaces must
be typed or handwritten in blue ink on the "Original". All dollar amounts must be BOTH
in writing and figures and represent prices for the published scope of work without
exceptions.
The County may, in its sole discretion, reject any bid determined as irregular, a
conditional bid or any bid on which there is an alteration of, or departure from the Bid
Schedule attached.
Failure to execute the Bid Schedule/Bid Form documents may result in Bidder being
deemed non-responsive and cause rejection of the bid.
3. RECIEPT AND OPENING OF BIDS
Sealed bids will be received by the Fulton County Department of Purchasing & Contract
Compliance electronically via BidNet Direct as described above. All submitted bid
responses will be electronically time and date stamped at the time all documents are
uploaded and received.
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REQUIRED SUBMITTALS: The bidder must complete and execute the following
documents and upload as required:
a. Bid Form
b. Acknowledgment of each Addendum
c. Purchasing Forms - All forms listed below must be completed and
uploaded in the Exhibit 1, Purchasing Forms envelope:
d. Form A: Georgia Security and Immigration Contractor Affidavit and
Agreement
e. Form B: Georgia Security and Immigration Subcontractor Affidavit
f. Form C: Professional License Certifications
g. Form D: Disclosure Form & Questionnaire
h. Exhibit A: Promise of Non-Discrimination
i. Exhibit B1: Schedule of Intended Subcontractor Utilization
j. Exhibit B2: Subcontractors & Suppliers Form
k. Exhibit C: Subcontractor Contact Form
l. Insurance and Risk Management Signature Page
Any bid responses received after the stated time and date will not be considered. It shall
be the sole responsibility of the bidder to have his/her bid submitted in BidNet Direct to
the County for receipt on or before the stated time and date.
Bid(s) shall be publicly opened via web conferencing, with only the names and total bid
price of the bidders disclosed at the opening.
Date: Tuesday, July 14, 2026
Time: 11:00 A.M.
Web Conference Link: Gertis Strozier is inviting you to a scheduled Zoom meeting.
Join Zoom Meeting
https://zoom.us/j/98011684456
Meeting ID: 980 1168 4456
4. ADDENDA AND INTERPRETATIONS
No interpretations of the meaning of the specifications or other pre-bid documents will
be made to any Bidder orally.
Bidders requiring clarification or interpretation shall submit question(s) via BidNet Direct
website to the designated Purchasing Representative. To be given consideration,
requests must be received no later than 2:00 PM, Tuesday, June 23, 2026. The
County will not respond to any requests, oral or written, received after this date.
Only communications from firms that are in submitted via BidNet Direct website will be
recognized by the County as duly authorized expressions on behalf of Bidder(s). Any
and all such interpretations and any supplemental instructions to this solicitation will be
in the form of written addenda to the specifications and posted on BidNet Direct
website.
Failure of Bidders to receive or acknowledge any addendum shall not relieve them of
any obligation under the Bid. All addenda shall become part of the Contract
Documents.
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5. SITE EXAMINATION
There will not be a scheduled site visit for this project. However, bidders are
encouraged to visit the project site on their own.
6. BIDDER'S MODIFICATION AND WITHDRAWAL OF BIDS
A Bidder may modify or withdraw its bid by written request, provided that the request is
received by the County prior to the bid due date and time at the address to which bids
are to be submitted. Provided further, that in case of an electronic request (i.e.
facsimile, e-mail, etc.) a written confirmation thereof over the authorized signature of the
Bidder must be received by the County at the address to which original Bids are to be
submitted within three (3) calendar days after issue of the electronic message.
Following withdrawal of its bid, the Bidder may submit a new bid, providing delivery is
affected prior to the established bid opening date and time. No bid may be withdrawn
after bid due date for sixty (60) calendar days.
7. INSURANCE AND RISK MANAGEMENT REQUIREMENTS
Insurance and Risk Management provisions and Indemnification and Hold Harmless
provisions are outlined in Section 5 of this ITB.
Upon award, the successful Bidder must obtain at their expense, a Certificate of
Insurance ("COI") with policy limits equal to or greater than the limits outlined in Section
5. Proof of insurance must be provided to the County prior to the start of any work
activities/services as described in the bid documents. Any and all insurance
coverage(s) and/or bonds required under the terms and conditions of the contract shall
be maintained during the entire term of the contract, including any contract
modifications thereto, and until all work has been completed to the satisfaction of the
County.
8. RIGHT TO REJECT BIDS
The County reserves the right to reject any or all bids and to waive informalities. No bids
will be received after the time set for opening bids. Any unauthorized conditions,
limitations or provisions attached to the Bid, except as provided herein, will render it
informal and may cause its rejection. Unbalanced bids will be subject to rejection. Any
bidder may withdraw his/her bid, either personally or by telegraphic or written request,
at any time prior to the scheduled closing time for receipt of bids. Telegraphic or written
requests for withdrawal must be in the possession of the County prior to the closing time
for receipt of bids.
9. APPLICABLE LAWS
All applicable laws and regulations of the State of Georgia and ordinances and
regulations of Fulton County shall apply. Protestors shall seek resolution of their
complaints in the manner provided in the Fulton County Purchasing Code 102-488 et.
seq., incorporated by reference herein.
10. EXAMINATION OF CONTRACT DOCUMENTS
Prospective bidders shall examine the contract documents and before submitting a bid,
shall make a written request to the County for an interpretation or correction of any
ambiguity, in consistency or error therein which could be discovered by a bidder. At the
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bid opening each bidder shall be presumed to have read and be familiar with the
contract documents.
11. BID EVALUATION
a. Each Bid timely received and in the County's hands at the time set forth for the Bid
opening shall constitute an offer to perform the Agreement on the terms and conditions
thereof, in strict accordance with the Agreement documents, and all other requirements, all
for the Bid total. For good cause and valuable consideration, the sufficiency of which is
acknowledged by submittal of a Bid, each Bidder promises and agrees that its Bid shall be
irrevocable for a period of sixty calendar days after the Bid opening and will not be
withdrawn or modified during that time. The County may accept any Bid by giving the
Bidder Written Notice of acceptance during that time. If necessary, the period of time
specified may be extended by written agreement between the County and the Bidder or
Bidders concerned.
b. After the Bids have been opened and before any award is made, the County will
evaluate the Bid process, the Bid total, the supplements to the Bid form, Bidder's
experience, proposed Subcontractors and equipment manufacturers and other data
relating to Bidders' responsibility and qualifications to perform the Agreement satisfactorily.
c. All extension of the unit prices shown, and the subsequent addition of extended
amounts may be verified by the County. In the event of a discrepancy between the unit
price bid and the extension, the unit price will be deemed intended by the Bidder and the
extension shall be adjusted. In the event of a discrepancy between the sum of the
extended amounts and the bid total, the sum of the extended amounts shall govern.
d. Bidder may be required to submit, in writing, the addresses of any proposed
Subcontractors or Equipment manufacturers listed on the Bid, and to submit other material
information relative to proposed Subcontractors or Equipment manufacturers. The County
reserves the right to disapprove any proposed Subcontractor or Equipment manufacturers
whose technical or financial ability or resources or whose experience are deemed
inadequate.
e. The County reserves the right to reject any Bid the prices of which appear to be
unbalanced, and to reject any or all Bids, or parts thereof, if it determines, in its sole
discretion, that such rejection is in the best interest of the County. Where only a single
responsible and responsive Bid is received, the County may in its sole discretion, elect to
conduct a price or cost analysis of the Bid. Such Bidder shall cooperate with such analysis
and provide such supplemental information as may be required. The determination
whether to enter into an Agreement with such sole Bidder shall be solely within the
County's discretion and not dependent upon performance of a price or cost analysis.
f. Bids will be evaluated on the basis of determining the lowest Bid total of a Bidder, not
including alternates, whose Bid is responsive to the Invitation to Bid and who is determined
to be technically, financially and otherwise responsible to perform the Agreement
satisfactorily, and to meet all other requirements of the Bidding Documents relating
thereto. Any Bid may be rejected if it is determined by the County to be non-responsive,
provided, however, that the Commission reserves the right to waive any irregularities or
technicalities which it determines, within its sole discretion, to be minor in nature and in the
interest of the public. Furthermore, any Bid may be rejected if it is determined by the
County, in its sole discretion, that the Bidder is not capable of performing the Agreement
satisfactorily based upon review of its experience and technical and financial capabilities,
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or the failure of such bidder to provide information requested relating to such
determination. Additionally, the County reserves the right to disqualify Bids, before and
after the bid opening, upon evidence of collusion with intent to defraud or other illegal
practices upon the part of any Bidder(s).
g. The County intends to award the Agreement at the earliest practicable date to the
lowest responsive, responsible Bidder(s), provided that the Bid is within the funds available
for the project. In addition, the County reserves the right to reject all Bids if it determines,
in its sole discretion, that the public interest will be best served by doing so.
h. A Pre-award Conference may be conducted with the apparent low Bidder(s) to review
general requirements of the Bidding Documents.
12. AWARD CRITERIA
Award will be made after evaluating the prices, responsiveness and responsibility of
each Bidder.
A. Responsiveness: The determination of responsiveness will be determined by
the following:
a. The completeness of all material, documents and/or information required by the
County;
b. Whether the bidder has submitted a complete Bid form without irregularities,
excisions, special conditions, or alternative bids for any item unless specifically
requested in the Bid form.
B. Responsibility: The determination of the bidder's responsibility will be
terminated by the following
a. The ability, capacity and skill of the Bidder to perform and/or provide the Work
required;
b. The County reserves the right to reject any bid if the evidence submitted by, or
investigation of, the bidder fails to satisfy the County that he/she is properly
qualified to carry out the obligations of the Contract;
c. The character, integrity, reputation, judgment, experience and efficiency of the
Bidder;
d. The quality of performance of work on previous contracts or work; Maintains a
permanent place of business individually or in conjunction with the prime
contractor.
e. Has the appropriate and adequate technical experience necessary to perform the
Work;
f. Has adequate personnel and equipment to do the Work expeditiously;
g. Has suitable financial means to meet obligations incidental to the work.
13. DISQUALIFICATION OF BIDDERS
Any of the following may be considered as sufficient for disqualification of a Bidder and the
rejection of the Bid:
a. Submission of more than one Bid for the same work by an individual, firm,
partnership or Corporation under the same of different name(s);
b. Evidence of collusion among Bidders;
c. Previous participation in collusive bidding on Work for the County;
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d. Submission of an unbalanced Bid, in which the prices quoted for same items are out of proportion
to the prices for other items;
e. Lack of competency of Bidder. The Agreement will be awarded only to a Bidder(s) rated as capable
of performing the Work.
14. BASIS OF AWARD
The Contract, if awarded, will be awarded to the lowest responsive and responsible
bidder(s) complying with the provisions of this ITB to provide HVAC On Call
Maintenance Services for Fulton County facilities. The recommendation for the award
will be based on the bidders' prices for hourly rates during normal and
weekends/holidays; and trip charges per call for repairing HVAC systems to determine
the lowest responsible bidders. Also, bidders must provide proof of professional
licenses/and certification in Georgia Conditioned Air Contractor, Boiler License,
Class II and Refrigerant License 608 issued by EPA which is a criteria to be
considered for an award with Fulton County.
No bid may be withdrawn for a period of sixty (60) days after the date of bid opening except as permitted by
O.C.G.A., 36-91-41 et seq., as amended.
15. PROFESSIONAL LICENSES (APPLICABLE)
The State of Georgia requires that the following professions are required by state law to be licensed:
1. Electricians
2. Plumbers
3. Conditioned Air Contractors
4. Low voltage Contractors
Bidders and any sub-contractors performing any of the above described work must provide a copy of their
license for the work they will perform on this project. Bidders must complete Form C3: Georgia
Professional License Certification in Section 6, Purchasing Forms Failure to provide the required license
may deem your bid non-responsive.
16. WAGE CLAUSE
Pursuant to 102-413, Each Contractor shall agree that in the performance of the Contract he will comply
with all lawful agreements, if any, which the Contractor had made with any association, union, or other
entity, with respect to wages, salaries, and working conditions, so as not to cause inconvenience, picketing,
or work stoppage.
17. NOTICE OF AWARD OF CONTRACT
As soon as possible, and within sixty (60) days after receipt of bids, the County shall notify the successful
Bidder of the Award of Contract.
The award shall be made by the Board of Commissioners of Fulton County to the lowest responsive,
responsible bidder(s) as soon as possible after receipt of bids, taking into consideration price and the
responsiveness to the requirements set forth in the Invitation for Bid. In such case, no claim shall be made
by the selected Contractor(s) for loss of profit if the contract is not awarded or awarded for less work than is
indicated and for less than the amount of his bid. The total of the awarded contract shall not exceed the
available funds allocated for this project.
Should the County require additional time to award the contract, the time may be extended by mutual
agreement between the County and the successful bidder. If an Award of Contract has not been made
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