Department of Purchasing & Contract Compliance
Felicia Strong-Whitaker, Director
REQUEST FOR E-QUOTE NUMBER: 20FB124684B
PROJECT TITLE: OFFICE FURNITURE
DEPARTMENT: FULTON COUNTY SHERIFF’S OFFICE
DUE DATE: April 13, 2020
WILL BE RECEIVED UNTIL: 2:00 P.M.
LAST DAY FOR QUESTIONS: April 7, 2020
BIDDERS MAY SUBMIT REQUESTS FOR CLARIFICATION OR QUESTIONS REGARDING THIS E-QUOTE TO THE PURCHASING
CONTACT PERON LISTED BELOW. ANY REQUEST SHALL ONLY BE SUBMITTED IN WRITING (FAX OR EMAIL). ALL
RESPONSES TO WRITTEN REQUEST(S) WILL BE DISTRIBUTED AS ADDENDA TO THIS E-QUOTE AND POSTED ON THE FULTON
COUNTY WEBSITE AT www.fultoncountyga.gov.
THE COUNTY WILL NOT RESPOND TO REQUESTS RECEIVED AFTER Tuesday, April 7, 2020 AT 2:00 P.M.
E-QUOTE RESPONSES MUST BE SUBMITTED ONLINE AT https://vss.fultoncountyga.gov/webapp/VSSPROD/AltSelfService. BY
THE DATE AND TIME INDICATED. You must be a registered vendor in order to respond to E-QUOTES.
ANY QUESTIONS REGARDING PURCHASING PROCEDURES OR THE SPECIFICATIONS SHOULD BE ADDRESSED ONLY TO
THE PURCHASING CONTACT PERSON LISTED BELOW VIA EMAIL ONLY. NO PHONE CALLS WILL BE ACCEPTED. BIDDERS
MAY NOT HAVE CONTACT WITH COUNTY OFFICERS, ELECTED OFFICIALS OR COUNTY EMPLOYEES REGARDING THIS
BID PRIOR TO AWARD OF PURCHASE ORDER. VIOLATION OF THIS INSTRUCTION WILL RESULT IN YOUR BID BEING
All information requested on this sheet must be completed. Unless specifications indicate “NO SUBSTITUTE”, items
determined by Fulton County to be “EQUAL OR BETTER” will be given full consideration. All prices QUOTED must be
“FOB DELIVERED” unless otherwise requested, and must be submitted in the format requested. The County
reserves the right to cancel the solicitation and to reject any or all quotes in whole or in part and is not bound to
accept any quote if rejection of that quote is determined to be contrary to the best interest of the County.
REQUEST FOR QUOTE - COMMODITIES
GENERAL TERMS AND CONDITIONS
The following provisions are hereby made a part of this Request for Quote (“E-QUOTE”). Any contract or purchase order awarded
as the result of this request shall be governed by these General Terms and Conditions. By submission of your responses to this e-
quote, vendor agrees to furnish the product(s) and/or service(s) pursuant to these conditions.
1. GENERAL. These provisions are standard for all County contracts. The County may delete or modify any of these
standard provisions for a particular contract or purchase order by indicating a change in the special instructions or
provisions. Any vendor accepting a purchase order award as the result of this request agrees that the provisions
included within this Request for E-Quote shall prevail over any conflicting provision within any standard form
contract of the vendor.
2. 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 Bidding.
3. SUBMISSION OF RESPONSES. Responses must be submitted for e-quotes on-line via the Vendor Self Service system
at https://vss.fultoncountyga.gov/webapp/VSSPROD/AltSelfService. Response to e-quotes must be received no later than
2:00 p.m. on the date indicated.
4. AMENDMENTS TO THE REQUEST FOR E-QUOTE. Any amendment to pricing is valid only if in writing and issued by
5. ADDENDUM. Revision to the Request for E-Quote issued by the County prior to the receipt of bids.
6. NON-COLLUSION. Bidder certifies that this bid is made without prior understanding, agreement or connection with any
other corporation, firm or person submitting a bid for the same work, labor or service to be done or the supplies, materials
or equipment to be furnished and is in all respects fair and without collusion or fraud. Bidder further understands collusive
bidding is a violation of state and federal law and can result in fines, prison sentences and civil damage awards. Bidder
agrees to abide by all conditions of this bid and certifies that person signing is authorized to sign this bid or proposal for the
7. CONFLICT OF INTEREST. Vendor states that no County officer or employee, nor any business entity in which they have
an interest: a) Has an interest in the contract awarded; b) Has been employed or retained to solicit or aid in the procuring
of the resulting contract; c) Will be employed in the performance of such contract without immediate disclosure of such fact
to the County.
8. BASIS OF AWARD. The County shall award to the overall lowest responsive and responsible bidder complying with the
provisions of the E-Quote.
The following criteria may be considered by the County in selecting the most advantageous quote: a) Ability to perform the
service required within the specified time; b) Conformance to specification; c) The quality of performance in previous
contracts; d) Financial ability to perform the contract; e) Item pricing; f) vendor references. The County reserves the right to
cancel the solicitation and to reject any or all quotes in whole or in part and is not bound to accept any quote if rejection of
that quote is determined to be contrary to the best interest of the County.
9. SAMPLES. Samples of items when required, must be furnished free of expense to the County and upon request, be
returned to the Vendor at the Vendor’s expense. Samples of selected items may be retained for comparison purposes.
10. NEW. All items bid must be new. Used, rebuilt and refurbished items will not be considered unless specifically authorized
by Fulton County in the written specifications.
11. BRAND NAME SPECIFICATIONS AND APPROVED EQUIVALENTS. Unless otherwise specified, manufacturer’s
names, trade names, brand names, information and/or catalog numbers listed in the specifications are intended only to
identify the quality and characteristics desired. They are not intended to limit competition. The Vendor may offer any
equivalent product which meets or exceeds the specifications. If quotations are based on equivalent products, the quote
must: a) Indicate the alternate manufacturer’s name and catalog number; b) Include complete descriptive literature and/or
specifications; c) Include proof that the proposed equivalent will meet the specifications. The County reserves the right to
be the sole judge of what is equal and acceptable to meet its needs in all respects. If Bidder fails to name a substitute,
goods identical to the published standard must be furnished.
12. INDEMNIFICATION. Contractor/Vendor hereby agrees to release, indemnify, defend and hold harmless the County, it’s
Commissioners, officers, employees, subcontractors, successors, assigns and agents from and against any and all losses
(including death), claims, damages, liabilities, costs and expenses (including but not limited to all actions, proceedings, or
investigations in respect thereof and any outcome of any such action, proceeding, or investigation), caused by, relating to,
based upon or arising out of any act or omission by contractor, it’s directors, officers, employees, subcontractors,
successors, assigns or agents, or otherwise in connection with its acceptance, of the performance, or nonperformance, of
its obligations under this agreements.
13. TAXES. Fulton County is exempt from the State of Georgia sales tax and exemption certificate will be furnished upon
14. DELIVERY. All prices must be FOB Destination, unloaded inside and assembled unless otherwise indicated.
15. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT. If any item furnished by the Vendor fails to conform to
specifications, or to the sample submitted by the Vendor, the County may reject it. Upon rejection, the Vendor must
promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected
items with others conforming to such specification and samples. If the Vendor fails to do so, the County has the right to
purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the Vendor
the difference between the prices named in the purchase order and the actual cost to the County. If the Vendor fails to
make prompt delivery of any item, the County has the right to purchase such item in the open market and to deduct from
any monies due the Vendor the difference between the prices named in the purchase order and the actual replacement
cost to the County. The rights and remedies of the County identified above are in addition to any other rights and remedies
provided by law or under the purchase order.
16. INVOICES AND PAYMENT TERMS. All invoices must include the purchase order number or master agreement number.
Failure to comply may result in delayed payments. The County payment terms are Net 30 days unless a cash discount is
allowed for payment within not less than twenty (20) days. The payment term shall begin on the date the merchandise is
inspected, delivered and accepted by the County and the correct invoice is received by Accounts Payable.
Submittal of Invoices: Invoices shall be submitted as follows:
Fulton County Government
141 Pryor Street, SW
Atlanta, Georgia 30303
Attn: Finance Department – Accounts Payable
At minimum, original invoices must reference all of the following information:
1) Vendor Information
a. Vendor Name
b. Vendor Address
c. Vendor Code
d. Vendor Contact Information
e. Remittance Address
2) Invoice Details
a. Invoice Date
b. Invoice Number (uniquely numbered, no duplicates)
c. Purchase Order Reference Number
d. Date(s) of Services Performed
e. Itemization of Services Provided/Commodity Units
3) Fulton County Department Information (needed for invoice approval)
a. Department Name
b. Department Representative Name
17. LEGAL REQUIREMENTS. Federal, State, County and local ordinances, rules and regulations, and policies shall govern
development, submittal and evaluation of quote and disputes about quotes. Lack of knowledge by any Vendor about
applicable law is not a defense.
18. ASSIGNMENT. Any purchase order awarded shall not be assignable by the Vendor without the express written approval
of the County, and shall not become an asset in any bankruptcy, receivership or guardianship proceedings.
19. REJECTION OF BID. Bids may be considered irregular and may be rejected if they show omissions, alternations of form,
additions not called for, conditions, limitations, unauthorized alternate bids or other irregularities of any kind. The County
reserves the right to waive minor technicalities or irregularities of bid.
20. DISQUALIFICATION OF BIDDER. The submission of more than one (1) bid to the County as the primary Bidder for the
same work by an individual firm, partnership or corporation under the same or different names may be grounds for
disqualification of a Bidder and the rejection of the bid.
21. TERMINATION. In the event any of the provisions of the purchase order are violated, the County may serve written notice
of its intention to terminate the purchase order. Such notice will state the reason(s) for such intention, and unless within
ten (10) days after serving notice upon the contractor, such violation has ceased and satisfactory arrangements for
correction made, the purchase order shall, upon expiration of ten (10) days, be terminated. Further, the County reserves
the right to terminate for its convenience any purchase order in whole or in part upon giving thirty (30) days prior written
notice to the other party.
22. DEBARMENT. If a Bidder is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise
excluded from doing business with any government agency which prohibits your firm from participating in any
procurement, the Bidder must provide the County with that information as part of its response to this solicitation. Failure to
fully and truthfully provide the information required, may result in the disqualification of your bid from consideration or
termination of the purchase order, once awarded.
23. RIGHT TO PROTEST. Any actual bidder or offeror that has submitted a bid/proposal for a particular procurement and is
aggrieved in connection with the solicitation or award of the contract shall protest in writing to the purchasing agent after
the date that the specific bid or proposal is submitted. No protest will be accepted or considered prior to the date the
specific bid or proposal is submitted; it will be considered untimely. All protests shall set forth in full detail the factual and
legal basis for the protest and specific relief sought by the protestor. Protests arising from factual or legal basis that the
protestor knew or should have known prior to the submission of the bid/proposal must be submitted within three business
days of the submission of the bid/proposal. Protests arising from factual or legal basis that the protestor knew or should
have known subsequent to the date the bid/proposal was submitted must be submitted within ten business days after the
protestor knew or should have known of such bases, but in no event shall any protest be submitted more than ten
business days after the award of the contract. Untimely protests will not be considered by the purchasing agent and will be
simply denied as untimely. Decisions on timeliness by the purchasing agent are not appealable. An oral protest or a protest
to an official, employee, User Department, or other person apart from the Director of Purchasing & Contract Compliance
does not comply.
24. BINDING AUTHORITY. The individual submitting this E-QUOTE must have binding authority to submit contracts on behalf
of the responding company. By submitting a response, vendor agrees that their quote is an offer to sell. All bidders shall
comply with all Fulton County purchasing laws, policies, and procedures, as well as relevant state and federal laws,
including compliance with EEOC hiring guidelines and requirements under the Americans with Disabilities Act.
25. INTERGOVERNMENTAL COOPERATIVE PROCUREMENT STATEMENT. The County through the Department of
Purchasing & Contract Compliance grants to any public serving governmental agency, authorization to purchase
equivalent services or products described herein with this solicitation at the same submitted unit bid price, terms and
conditions, but only with the consent of the Contractor/Consultant/ Service Provider. Public agencies shall have the ability
to purchase the awarded goods and services from the awarded Contractor(s)/Consultant(s)/Service Provider(s) under the
terms and conditions of the resultant contract. Any purchases shall be between the Contractor/Consultant/Service
Provider and the participating public agency and shall not impact the Contractor’s/Consultant’s/Service Provider’s
obligation to the County. Any estimated purchase volumes listed herein do not include other public agencies and the
County makes no guarantee as to their participation.
REQUEST FOR E-QUOTE SPECIFICATIONS
Fulton County Sheriff’s Office
The Fulton County Department of Purchasing & Contract Compliance is soliciting e-quotes
from qualified vendors to provide office furniture for the Fulton County Sheriff’s Office.
2. CONTACT PERSON
Please contact Felicia Brooks by e-mail Felicia.Brooks@fultoncountyga.gov or Fax (404)
612-0351 only, with any procedural or technical questions. All questions should be submitted
in writing to the Purchasing contact person via email only. No phone calls will be accepted.
Any responses made by the County will be provided in writing to all Bidders by addendum.
No verbal responses shall be authoritative.
3. TERM OF AGREEMENT
This is a one-time procurement.
4. PRODUCT/SERVICE SPECIFICATIONS
The successful vendor will provide office furniture for the Fulton County Sheriff’s Office per
the specifications listed below.
Executive Office Desk (Sauder Office Furniture: Palladia (Cherry)
Engineered wood with Dura-guard
Two pencil drawers
Two utility drawers
Large keyboard drawer with flip-down
Two letter/legal size file