REQUEST FOR PROPOSAL
RFP # 35-19-20
Employee Benefits Broker Services For Health and
Welfare Benefit Plan
THE CITY OF VALDOSTA
216 E. CENTRAL AVE., SECOND FLOOR
P.O. BOX 1125
VALDOSTA, GA 31603-1125
RELEASE DATE: February 11, 2020
PROPOSAL DUE DATE: March 10, 2020
DUE TIME: 11:00 AM EST
NOTICE TO PROPOSERS
1. Any prices offered by proposers on any item or service offered to the City of Valdosta
shall be the price effective at the date of delivery.
2. No delivery date of “ASAP” (As Soon As Possible) shall be considered acceptable on
items that have a maximum delivery date listed in the specifications.
3. The City of Valdosta reserves the right to accept any or all items where maximum
delivery date, as listed in the specifications if not met by proposer.
4. Signature below of authorized agent for proposer shall constitute recognition and
acceptance of all conditions of the sale as listed above.
PLEASE CHECK FOR OTHER PROCUREMENT OPPORTUNITIES YOU MIGHT BE
INTERESTED IN AT:
Please let the Purchasing Department know if you found this opportunity on our website
and if you are going to submit a proposal with you company name, address, phone, and
email address to firstname.lastname@example.org
Please be aware that private and public mail carriers are not always reliable on
next day delivery in our area. Please assure your response is sent in plenty of time
to reach us. As you know, late responses are not acceptable. If you utilize the US
Postal Service and mail your response to the physical address, the chances are
high it will be diverted to our post office box so allow extra time for delivery.
Private carries will deliver to the physical address but include “Purchasing, 2nd
Floor” in your delivery address and be aware that although you pay overnight
fees, overnight delivery is not always successful although you are told the
delivery time will be met.
It is the intent of these specifications and scope of work to furnish the City of Valdosta with the
following requisitioned equipment or services, according to the attached. It is clearly understood
that the following are minimum specifications and are made in order to show the exact
specifications of the equipment or services proposed.
The City of Valdosta reserves the right to accept any or all conditions or to choose the proposer
considered to be in their best interest.
The final decision will be made by the City of Valdosta Mayor and Council.
NO RFP WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME
SPECIFIED. THE CITY OF VALDOSTA CISCO PHONE SYSTEM
CLOCK WILL BE USED AS THE OFFICIAL TIME STAMP.
Please put the RFP No. on the outside of your return envelope.
FUND APPORPRIATION CONTINGENCY
The proposer and the City recognize that the continuation of any contract after the close of any
given fiscal year of the City of Valdosta shall be subject to the approval of the budget of the City
of Valdosta providing the contract is an approved expenditure. The City does not guarantee that
the expenditure will be actually adopted each year by Mayor and Council.
INDEMNIFY AND HOLD HARMLESS
Contractor further agrees to indemnify, defend and hold harmless the City against (1) any and all
losses, claims, damages, law suits and liabilities for any personal injury, death or property damage
arising out of or as a consequence of any work performed pursuant to this contract, (2) any and all
expenses related to claims or lawsuits resulting from the above including courts cost and attorney
fees, (3) any and all penalties and damages incurred by reason of contractor’s failure to comply
with any applicable laws, ordinances or regulations. Any court action or litigation will be
performed in the State of Georgia.
INSTRUCTIONS TO PROPOSERS
1. Proposals must be enclosed in a sealed plain envelope, with the RFP number written on the outside
and endorsed with the title of the proposal, and must be filed with the Purchasing Agent of the City
of Valdosta, located at 216 E. Central Ave., 3rd floor. In the event you choose to mail your proposal,
it should be mailed to City of Valdosta Purchasing, Greg Brown, P.A., P.O. Box 1125, Valdosta,
2. No proposer will be allowed to withdraw his proposal for any reason whatsoever after the
RFP’s have been opened.
3. The specifications and scope of work following represent the minimum general size,
weight, capacity and performance characteristics desired in the equipment or services to be
purchased. These requirements are not intended to prevent obtaining fair prices or to
eliminate competition, but to insure, if possible, that all proposals submitted shall not be
subject to correction or alteration after the RFP has been filed, opened, and publicly read.
In view of an unusually wide disparity in details of design and manufacture, complete
descriptive literature and manufacturer’s specifications must be submitted on each type of
equipment offered. The City of Valdosta reserves the right to evaluate any or all RFP’s,
particularly where there is a range in specifications. Special consideration will be given to
the ready availability of repair parts and service.
4. Federal or State taxes are not applicable to Georgia Municipalities under the United States
Code Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.
5. It is expressly understood by the proposer that written notice of the award or purchase order
the City of Valdosta will constitute an agreement and consummate the transaction and will
serve together with the proposal, the advertisement, these instructions and the detailed
specifications, as the entire form of contract between the parties.
6. The proposer agrees that the City of Valdosta reserves the right to reject any or all
proposals, or to accept the part of the RFP considered in the best interest of the City.
7. Specifications and the scope of work referred are minimum so therefore unless otherwise
indicated by the proposer, the City will assume proposals meet or exceed all specifications.
8. The names of a certain brand, make or definite specifications are to denote quality standard
of the article desired, but do not restrict proposers to the specific brand, make or
manufacturer named; it is to set forth and convey to prospective proposers the general style,
type, character and quality of the article desired.
9. The City of Valdosta reserves the right to reject all RFP’s as appears in its own best interest
and to waive technicalities.
The following affidavit is to accompany the bid:
STATE OF _________________
COUNTY OF _______________
Owner, Partner or Officer of Firm
Company Name, Address, City and State
Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the
bidder to submit the attached bid. Affiant further states as bidder, that they have not been a party
to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or
to refrain from bidding. Affiant also states as bidder, that they have not been a party to any
collusion with any officer of the City of Valdosta or any of their employees as to quantity, quality
or price in the prospective contract; and that discussions have not taken place between bidders and
any office of the City of Valdosta or any of their employees concerning exchange of money or
other things of value for special consideration in submitting a sealed bid for:
Subscribed and sworn to before me this ______ day of _____________________, 20____.