Materials and Field Testing Services ? Annual Contract

Agency: Henry County
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541380 - Testing Laboratories
Posted Date: Jun 7, 2019
Due Date: Jul 2, 2019
Solicitation No: BID#: 20-03
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
BID: 20-02

Materials and Field Testing Services – Annual Contract

The Henry County Board of Commissioners is accepting sealed bids from qualified vendors to provide comprehensive materials and field testing services on a renewable contract basis. In order to bid on this contract, the Contractor’s firm/team and subcontractors must be included on the current Georgia Department of Transportation (GDOT) Prequalified Consultants list in the area classes listed in this bid. The Contractor shall furnish all materials and services required to fulfill the terms and conditions of this bid.

Bids will be received by Henry County Board of Commissioners, Purchasing Department, 140 Henry Parkway, Room 209, McDonough, GA 30253 until 3:00 PM local time on July 2, 2019. Late bids will not be considered nor returned.

Bids may not be withdrawn for sixty (60) days after the time and date set for closing, except as allowed by OCGA. Henry County reserves the right to reject any and all proposals and to waive any technicalities.

The bid documents and specifications are available for inspection and download here:

Contact: E-mail or call (770) 288-6027

Attachment Preview

Henry County
Purchasing Department
140 Henry Parkway, McDonough, GA 30253
Phone: 770-288-6027
Fax: 770-288-6047
Website: henrycounty-ga.com/purchasing
INVITATION TO BID
Sealed Envelope shall be marked with the following information:
Bid # 20-03
Materials and Field Testing Services - Annual Contract
Opening: 3:00 PM, July 2, 2019
SCHEDULE OF EVENTS FOR
BID # 20-03
Pre-Bid Conference
None
Deadline for requests for clarifications and questions. Any possible exceptions
to the bid specifications and/or terms and conditions should be addressed
3:00 PM
during this phase. These requests will be answered in an addendum and must
June 18, 2019
be emailed to: henrycountysealedbid@co.henry.ga.us
*Deadline for first addendum, if required, posted on the Henry County website:
3:00 PM
henrycounty-ga.com/purchasing
June 21, 2019
Sealed bids will be accepted until the opening date and time. Any late
submittals received will not be considered. Submittals are to be delivered to
3:00 PM
Henry County Purchasing Department, 140 Henry Parkway, McDonough, GA
July 2, 2019
30253.
THIS FORM MUST BE SIGNED AND SUBMITTED TO BE CONSIDERED FOR AWARD
COMPANY NAME:
DATE:
MAILING ADDRESS:
PHONE:
CITY:
FAX:
STATE:
ZIP:
SSN OR FEDERAL TAX ID:
EMAIL:
TITLE OF AUTHORIZED REPRESENTATIVE:
PRINTED NAME:
AUTHORIZED SIGNATURE:
*The posting of additional addenda may be required and it is the responsibility of the bidder to ensure that they review the
County’s website for any additional addenda, and that they submit acknowledgement of all applicable addenda (on the included
form) with their solicitation. Bidders should not expect to be individually notified by Henry County.
______________________________________________________________________________________________________________________
Bid #20-03, Materials and Field Testing Services Annual Contract
Page 1 of 26
Bid # 20-03
Materials and Field Testing Services - Annual Contract
Opening: 3:00 PM, July 2, 2019
TABLE OF CONTENTS
SECTION I GENERAL OVERVIEW
A - PURPOSE
B - GENERAL INSTRUCTIONS, TERMS, AND CONDITIONS
SECTION II SPECIFICATIONS
A SCOPE OF WORK
B BID AWARD
C CONTRACT TERMS
D INSURANCE REQUIREMENTS
SECTION III - FORMS
STANDARD CONTRACT (SAMPLE)
BID AUTHORIZATION AFFIDAVIT
NON-CONFLICT OF INTEREST
REFERENCES
GA SECURITY & IMMIGRATION COMPLIANCE AFFIDAVIT & AGREEMENT
SUPPLIER INCLUSION PROGRAM
BID PRICE SHEET(S)
CHECKLIST FOR BID DOCUMENTS
SECTION IV SEALED BID LABEL
Page
3
4 - 12
13 - 14
15
15
15 16
17
18
19
20
21
22
23 24
25
26
______________________________________________________________________________________________________________________
Bid #20-03, Materials and Field Testing Services Annual Contract
Page 2 of 26
SECTION I - GENERAL OVERVIEW
A. PURPOSE
The intent of this invitation is to obtain competitive sealed bids from qualified vendors to provide
comprehensive materials and field testing services on a renewable contract basis. In order to bid on this
contract, the Contractor’s firm/team and subcontractors must be included on the current Georgia
Department of Transportation (GDOT) Prequalified Consultants list in the area classes listed in this bid.
The Contractor shall furnish all materials and services required to fulfill the terms and conditions of this
bid.
B. GENERAL INSTRUCTIONS, TERMS, AND CONDITIONS
1. Bids Submission
a. These instructions will bind bidders to terms and conditions herein set forth, except as specifically
stated otherwise in special contract terms with any individual bid. These instructions are to be
considered an integral part of the bid.
b. Bids may be submitted by mail, common carrier or delivered in person. Fax or electronic bids are
not acceptable. It shall be the duty of each Bidder to ensure that their bid is delivered within the
time and at the place prescribed in this document. Bids received prior to the time fixed in this bid
document will be securely kept unopened. A date/time stamp will be affixed to the
envelope/package immediately upon its arrival to the Purchasing Department. Any bid received
at the office designated in this document after the exact time and date specified, will not be
considered. If a late bid is received via carrier, it will be marked “late bid” and will not be opened.
If a late bid is hand delivered, it will be returned unopened to the presenter.
c. At the date and time specified for the opening of the bid, the bid shall be publicly opened and read
aloud for the information of Bidders and others present.
d. The bid must be submitted in a sealed envelope/parcel on or before the date and time stated in
this document and is to be mailed or delivered to:
Henry County Purchasing Department
140 Henry Parkway
McDonough, GA 30253
Bid # 20-03
Materials and Field Testing Services - Annual Contract
e. The Submittal Checklist must be reviewed and the bidder is to comply with the order of the
submittal of documents. This document along with the cover page (page 1) is to be included with
the bid.
f. The following items are to be submitted:
One (1) unbound clearly marked “Original,” of the bid documents,
One (1) bound copy identical to the original bid documents, and
One (1) electronic version in PDF format on CD/DVD or USB flash drive identical to the
original bid documents. The CD/DVD or USB flash drive should be labeled with the bid
number and bidder’s name.
g. All bids must be manually signed and filled out legibly (typewritten or printed in ink) with all
changes or corrections initialed by the person signing the bid.
h. If descriptive literature is attached to the bid, your firm’s name must be on all sheets submitted.
i. Each bid submitted shall be deemed to have been made with full knowledge of all terms,
conditions, and requirements contained in this Bid request. The failure or omission of any Bidder
to examine any form, instrument or document shall in no way relieve any Bidder from obligations
in respect to the bid submittal or the compliance of the terms, conditions and requirements of the
bid.
______________________________________________________________________________________________________________________
Bid #20-03, Materials and Field Testing Services Annual Contract
Page 3 of 26
j. Individual contractors shall provide their Social Security number and proprietorships; partnerships
and corporations shall provide their Federal Employer Identification number on page one of this
bid documents and provide a completed W9 form to be submitted with the bid.
k. The authorized representative whose signature will appear on the bid submitted certifies that the
Bidder has carefully examined the instructions of this bid and the terms and specifications
applicable to and made a part of this bid. The Bidder further certifies that the prices shown on the
Bid Price Submittal Form is in accordance with the conditions, terms and specifications of the bid
and that any exception taken thereto may disqualify the bid.
l. Any documentation submitted with or in support of a bid or bid shall become subject to public
inspection under the Georgia Open Records Act. Labeling such information “Confidential”,
“Proprietary”, or in any other manner shall not protect this material from public inspection upon
request. All records become subject to public inspection only after award of the contract or
purchase order.
2. Preparation of Bids
a. Negligence on the part of the Bidder in preparing the bid confers no right for withdrawal or
modification in any way after the deadline for the bid opening.
b. Unit price must be shown on the Bid Cost Submittal Form in this document. All bids should be
tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
c. All product, equipment, article or material must be new and unused or current production. No
reconditioned or used item(s) will be accepted except as specifically requested herein. Units that
are classified as prototype or discontinued models are not acceptable.
d. Samples of items, when required, must be submitted within the time specified and unless otherwise
specified by the County, at no expense to the County. Unless otherwise specified, samples will be
returned at the Bidder’s request and expense if items are not destroyed by testing.
e. Full identification of each item bid upon, including brand name, model, catalog number, etc., must
be furnished to identify exactly what the Bidder is offering. Whenever an article or material is
defined by describing a proprietary product or by using the name of a manufacturer, the term “or
equal” if not inserted shall be implied. The specified article or material shall be understood as
indicating the type, function, minimum standard of design, efficiency and quality desired and shall
not be construed as to exclude other manufactured products of comparable quality, design and
efficiency. In the event that any equivalent version is proposed, prospective Bidders are herewith
advised that precise, adequate, and documented evidence of equivalency in performance, stability,
and operational efficiency should be submitted with the bid for further consideration. Final
determination of equivalency will be determined by Henry County.
3. Clarification and Communication to County Concerning Bid
a. From time to time, the Purchasing Department may have to release written changes to a
solicitation. These formal written changes are called addendum or if multiple, Addenda. It is
the ultimate responsibility of the Bidder to ensure that they have all applicable addenda
prior to the bid/bid submission. Therefore, we encourage all Bidders to frequently review
the County’s website: henrycounty-ga.com/purchasing
All addenda forms must be signed and submitted with the bid. Failure to respond and
acknowledge any addenda or requests for clarification, even after the bid opening, shall
result in a non-responsive bid.
b. The successful firm’s bid and all addenda will become a part of the agreement resulting from this
document.
c. Bidders seeking an award of a Henry County contract shall not initiate or continue any verbal or
written communication regarding a solicitation with any County officer, elected official, employee
or other County representative without permission of the Purchasing Department between the date
of the issuance of the solicitation and the date of the final contract award by the Board of
______________________________________________________________________________________________________________________
Bid #20-03, Materials and Field Testing Services Annual Contract
Page 4 of 26
Commissioners. Violations will be reviewed by the Purchasing Director. If determined that such
communication has compromised the competitive process, the offer submitted by the individual,
firm or business shall be disqualified from consideration for award. EXCEPTION to the above
would be emailing request for clarification and/or questions to the Purchasing Department
henrycountysealedbid@co.henry.ga.us. (These requests will be answered in an addendum. Please
see schedule of events.)
4. Pre-Bid Conference
The Pre-Bid Conference or any other information session (if indicated in the schedule of events) will be
held at the offices referred to in the “Schedule of Events” of this bid. Unless indicated otherwise,
attendance is not mandatory; although suppliers are strongly encouraged to attend. However, in the
event the conference has been identified as mandatory, then a representative of the supplier must attend
the conference in its entirety to be considered eligible for contract award.
5. Rejection and Withdrawal of Bids
a. Withdrawal of bid due to errors, the supplier has up to forty-eight (48) hours to notify the
Purchasing Department of an obvious clerical error made in calculation of bid in order to withdraw
a bid after bid opening. Withdrawal of bid for this reason must be done in writing within the forty-
eight hour period.
b. The County will make a recommendation of the bid/bid to the Board of Commissioners within 60
days from date of the opening, unless the successful Bidder agrees in writing to a longer period for
the award.
c. The County may reject all or part of the bid/bid within 60 days of bid opening.
6. Bid and Contract Documents
a. A bid executed by an attorney or agent on behalf of the Bidder shall be accompanied by an
authenticated copy of the Power of Attorney or other evidence of authority to act on behalf of the
Bidder.
Corporation: If the Bidder is a corporation, the bid must be submitted in the name of the
corporation, not simply the corporation’s trade name. In addition, the bid shall be signed by an
officer of the corporation.
Partnership: If the Bidder is a partnership, all partners must sign the bid. If all the partners do
not sign the bid, then the names of all those except limited partners must be furnished on the bid
and evidence of the authority of the signer(s) to execute the bid on behalf of the partnership.
Limited Liability Company (LLC): If the Bidder is a limited liability company, the authorized
agent having authority to bind the limited liability company must sign the bid documents.
Sole Proprietorship or Individual: If the Bidder is a sole proprietor or individual, a signature is
required on all bid documents by that individual.
b. The contract documents consist of this Agreement, Specifications and Addenda issued prior to
execution of this Agreement, other documents listed in this Agreement and Modifications issued
after execution of this Agreement. These form the Contract and are as fully a part of the Contract
as if attached to this Agreement or repeated herein. The Contract represents the entire and
integrated Agreement between the parties hereto and supersedes prior negotiations, representation
or agreements, either written or oral.
c. Contract Term The time period of the agreement, if any is formed from this bid, will be
determined after the review and evaluation of the Time Line Schedules submitted by the
successful Consultant.
7. Exceptions and Omissions
Any exceptions to the specifications and/or terms and conditions must be addressed during the
question/clarification and addendum phases.
______________________________________________________________________________________________________________________
Bid #20-03, Materials and Field Testing Services Annual Contract
Page 5 of 26

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