Mowing Tractor

BUTTS COUNTY BOARD OF COMMISSIONERS
INVITATION TO BID (ITB)
ITB #26-18
MOWING TRACTOR
Butts County Board of Commissioners
625 West Third Street
Suite 4
Jackson, Georgia 30233
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ITB #26-18 - MOWING TRACTOR
I. INTRODUCTION
Butts County is soliciting sealed bids for the purchase and delivery of one (1) new John Deere
5090E Cab Tractor 4x4 meeting the specifications below.
Bids should be typed or submitted in ink and returned in a sealed envelope marked on the outside
with the Bid# and Company Name. Bids will be received until 2:00 p.m. local time on May 8, 2026,
at the Butts County Administration Office - Purchasing Department - Suite 4, 625 West Third Street,
Jackson, Georgia 30233. Any bid received after this date and time will not be accepted and will be
returned unopened. Bids will be publicly opened and read at 2:00 P.M on May 8, 2026.
There will not be a mandatory pre-bid conference.
Questions regarding proposals should be directed to JoAnna Phillips, Procurement Coordinator, at
jphillips@buttscounty.org no later than April 22, 2026, at 2:00 p.m. Any exceptions to the proposal
specifications and/or terms and conditions should be addressed during this phase. These requests
will be answered in an addendum if such information is necessary so that all potential bidders will
have the information. Deadline for first addendum, if required, posted on the Butts County website:
https://buttscountyga.com/requests-for-bids-proposals-or-qualifications by 4:00 p.m. April 26,
2026. 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 Butts County.
The written bid documents supersede any verbal or written prior communications between the
parties. Butts County reserves the right to reject any or all bids, to waive technicalities and to make
an award deemed in its best interest. Bids may be split or awarded in entirety. Butts County
reserves the option to negotiate terms, conditions, and pricing with the lowest responsive,
responsible bidder(s) at its discretion.
Thank you for your interest in Butts County!
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ITB #26-18 - WOODS BATWING ROTARY MOWER
Schedule of Events
Non-Mandatory Pre-bid NONE NONE
Meeting
Questions Submittal Direct all questions to: April 22, 2026
Deadline jphillips@buttscounty.org 2:00 pm
First Addendum Deadline Posted on county website: April 26, 2026
https://buttscountyga.com/requests- 4:00 pm
for-bids-proposals-or-qualifications
Bid Delivery Deadline Mail to: May 8, 2026
2:00 pm
Butts County BOC
625 West Third Street
Suite 4
Attn: Procurement Dept
Jackson, Georgia 30233
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II. SCOPE OF WORK
Butts County is soliciting sealed bids for the purchase and delivery of one (1) new John Deere
5090E Cab Tractor 4x4 meeting the specifications below.
III. MINIMUM SPECIFICATIONS
The unit furnished under this contract must meet or exceed the following:
General
* Model: John Deere 5090E
* Type: 4x4, Cab
* New, unused, current model year
Engine
* Minimum 90 HP diesel
* Tier 4 emissions compliant
Transmission
* PowrReverser Hi-Lo 24F/12R
* Shuttle shift
Cab
* Fully enclosed cab with heat and A/C
* Work lights front and rear
* AM/FM radio or equivalent
Hydraulics
* Rear remote valves (minimum 3)
* 3-point hitch, Category II/III compatible
* PTO: 540/540E/1000
Tires
* Front and rear industrial/ag tires suitable for public works use
Warranty
* Manufacturer's standard warranty; include extended warranty options
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Delivery
* FOB Destination to: 1036 Brownlee Rd Jackson GA 31029
* Delivery within _60__ days of order
VII. EVALUATION CRITERIA
* Experience and Qualifications - 25%
* Compliance with Specifications and Regulations - 20%
* Cost Proposal - 20%
* Timeline and Warranty - 20%
* References - 10%
* Responsiveness - 5%
VIII. RESERVATION OF RIGHTS
Butts County reserves the right to reject any or all proposals, waive technicalities, and award in the
County's best interest.
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VI. GENERAL INSTRUCTIONS, TERMS AND CONDITIONS
1. Bids Submission
a. These instructions will bind bidders to terms and conditions set forth herein, 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 to 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 at the Purchasing Department. Any bid received at the office
designated in this document after the exact time and date specified, will not be
considered, and returned unopened to the bidder.
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:
Butts County Board of Commissioners
Purchasing Department, Suite 4
625 West Third Street
Jackson, GA 30233
ITB #26-18 - Woods Batwing Rotary Mower
e. The Submittal Checklist must be reviewed, and the bidder is to comply with the
order of the submittal of documents and 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,
* Two (2) bound copy identical to the original bid documents,
* One (1) digital copy in PDF format on a USB flash drive identical to the
original bid documents. The 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.
j. Individual contractors shall provide their Social Security number and
proprietorships; partnerships and corporations shall provide their Federal Employer
Identification number on the Bidder Information Form of the bid documents and 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
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further certifies that the prices shown on the Bid Price Submittal Form are 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. Unit price must be shown on the Bid Cost Submittal Form in this document if
indicated. All bids should be tabulated, totaled, and checked for accuracy. The unit
price will prevail in case of errors.
b. All products, equipment, articles, or material must be new and unused or in 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.
c. 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.
d. Full identification of each item 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. If 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 Butts County.
e. 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.
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 submission. Therefore, we encourage all
Bidders to frequently review the County's website:
https://buttscountyga.com/requests-for-bids-proposals-or-qualifications. 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 Butts County contract shall not initiate or continue
any verbal or written communication regarding a solicitation with any County
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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 Commissioners.
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 point of contact listed in the bid/proposal.
(These requests will be answered in an addendum).
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 "Invitation to 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 a 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 to
withdraw a bid after bid opening. Withdrawal of bid for this reason must be done in
writing within the forty-eight (48) hour period.
b. The County may reject all or part of the bid where it is in the best interest of the
county or because of improper conduct on the part of a county employee.
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.
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c. Contract Term - The period of the agreement, if any is formed from this bid, will be
determined after the review and evaluation of the Timeline Schedules submitted by
the successful bidder and the County.
7. Exceptions and Omissions
Any exceptions to the specifications and/or terms and conditions must be addressed
during the question/clarification and addendum phases.
8. Alterations of Solicitation and Associated Documents
Alterations of County documents are strictly prohibited and will result in automatic
disqualification of the Bidder's solicitation response.
9. Cost Incurred by Vendors
All expenses involved with the preparation and submission of the bid to the Butts County
Board of Commissioners, or any work performed in connection therewith is the
responsibility of the vendor(s).
10. Codes, Permits, Fees, Licenses and Law
a. All permits, fees, arrangements for inspections, licenses, and costs incurred for the
same shall be the sole responsibility of the successful Bidder. All materials, labor
and construction must comply with all applicable rules and regulations of local,
state and/or national codes, laws and ordinances of all authorities having
jurisdiction over the project, shall apply to the contract throughout and will be
deemed to be included in the contract the same as though herein written out in full.
b. All General Contractors must have a current valid license from the State Licensing
Board for Residential and General Contractors, unless specifically exempted from
holding such license pursuant to Georgia law, O.C.G.A. Section 43-41-17.
11. Safety
All vendors and subcontractors performing services are required and shall comply with all
Occupational Safety and Health Administration (OSHA), State and County Safety and
Occupational Health Standards and any other applicable rules and regulations. Also, all
contractors and subcontractors shall be held responsible for the safety of their employees
and any unsafe acts or conditions that may cause injury or damage to any persons or
property within and around the work site area under this Contract.
12. Design, Standards and Practices
Design, strength, quality of materials and workmanship must conform to the industry
acceptable standards of engineering practices and/or professional services.
13. Statement of Warranty
A Statement of Warranty should include all applicable manufacturers' warranties and the
Contractor's warranty regarding equipment, materials, and workmanship. This statement
shall include the terms, conditions, and the period of warranty coverage. Any exclusion(s)
must be clearly stated.
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14. Non-collusion
By submitting a bid in response to this solicitation, the Bidder represents that in the
preparation and submission of this bid, said Bidder did not either directly or indirectly, enter
into any combination or arrangement with any person, Bidder, Corporation or enter into any
agreement, participate in any collusion, or otherwise take any action in the restraint of free,
competitive bidding in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1
through 59.1-9.17 or Sections 59.1 - 68.6 through 59.68.8). Collusion and fraud in bid
preparation shall be reported to the State of Georgia Attorney General and the United
States Justice Department.
15. Nondiscrimination
Notwithstanding any other provision of this Agreement, during the performance of this
Agreement Contractor, for itself, its heirs, personal representatives, successors in interest
and assigns, as part of the consideration of this Agreement does hereby covenant and
agree, as a covenant running with the land, that:
a. No person on the grounds of race, color, religion, sex, or national origin shall be
excluded from participation in, denied the benefits of, or otherwise be subjected to
discrimination.
b. In the production of the vehicle(s), and the furnishing of services therein or thereon, no
person on the grounds of race, color, religion, sex, or national origin shall be excluded
from participation in, or denied the benefits of, such activities, or otherwise be
subjected to discrimination.
16. Georgia Security and Immigration Compliance Act
Pursuant to the Georgia Security and Immigration Compliance Act of 2006, the successful
Contractor understands and agrees that compliance with the requirements of O.C.G.A. 13-
10-91 and Georgia Department of Labor Rule 300-10-02 are conditions of this bid and
contract document. The Contractor further agrees that such compliance shall be attested
by the Contractor and any of his Subcontractors by execution of the appropriate Affidavit
and Agreement which will be included and become a part of the Agreement between Butts
County and the successful Contractor.
17. Supplier Inclusion Program
Small, local, Disadvantaged Business Enterprise (DBE), and female-owned business
enterprises are encouraged to participate in the solicitation process.
18. Delivery and F.O.B. Destination
a. All prices shall include shipping and delivery cost to our destination; F.O.B., Butts
County, Georgia, unless otherwise requested. The Bidder shall oversee all material
procurement, storage, and delivery to the project site. Unless otherwise specified in
this specification, Bidder shall supply all materials required. The County will grant
no allowance for boxing, crating or delivery unless specifically provided for in this
bid. The Bidder shall retain title for the risk of transportation, including the filing for
loss or damages.
b. The County desires delivery of the product(s) or service(s) as specified at the
earliest possible time after the date of award. Unreasonable delivery may be cause
for disqualifying a bid. Each firm shall state a definite delivery time and avoid using
general terms such as "ASAP" or approximately so many days.
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