2026-09: ROW Contractor

Request for Bid
Row Contractor
#2026-09 ROW Contractor
Release Date: April 24, 2026
City of Covington
2194 Emory Street
Covington, Georgia 30014

The City of Covington is accepting proposals for electric utility right-of-way clearing. Sealed proposals must
be received by the Purchasing Department, Attn: Scott Cromer in City Hall by Thursday, May 28, 2026, at
10:00 am. A mandatory pre-bid meeting will be held on Tuesday, May 12, 2026 at 10:00 am at City Hall at
2194 Emory Street NW, Covington, Georgia 30014.
The City of Covington will consider the competency and responsibility of bidders in making the award. City of
Covington reserves the right to reject any and all bids, to waive informalities and technicalities, to reject
portions of the bids and to award contracts in a manner consistent with the City and laws governing the State
of Georgia.
SCOPE AND SPECIFICATIONS
Contractors are invited to submit a proposal to furnish all labor and equipment to preform tree & brush cutting
removal services as specified in Exhibit "A" for the City of Covington.
Proposals are due to the City of Covington Purchasing Department attention Scott Cromer located at 2194 Emory
Street NW, Covington, Georgia 30014 by 10:00 am on Thursday, May 28, 2026. If using United States Postal
Service, please mail proposal to P.O. Box 1527 Covington, Ga 30015. UPS, Federal Express please use the
physical address below No proposals received after said time or at any place other than the time and place as
stated in the notice shall be considered. No responsibility shall attach to City of Covington for the premature
opening of a proposal not properly addressed and identified.
Please submit an original and one (1) copy and one (1) PDF digital copy on a flash drive to:
City of Covington Purchasing Department
Marked: #2026-09 ROW Contractor
Attention Scott Cromer
2194 Emory Street NW
Covington, Georgia 30014

SPECIAL TERMS AND CONDITIONS
I. Contract Period:
The contract shall be in effect for twelve (12) months with the option to renew for three (3) additional
calendar years upon mutual agreement of both parties. Either party may terminate this contract with
thirty days' notice without cause and without further obligation except for payment due for services prior
to date of such termination.
II. Submission of Bids
Proposals shall be enclosed in sealed envelopes, addressed to the City of Covington Purchasing
Department with the name of the bidder, the date and hour of opening and marked "2026-09 ROW
Contractor". Bids must be received in the Purchasing Department no later than the date and time
(determined by the date/time stamp in the department) set forth in the Invitation to Bid. It is the sole
responsibility of the bidder to ensure that his or her bid reaches the Purchasing Department. Any
addenda should be enclosed in the sealed envelopes as well.
Unsigned bids will not be considered except in cases where bid is enclosed with other documents,
which have been signed. The City will determine this.
City of Covington is exempt from federal excise tax and Georgia sales tax with regards to goods and
services purchased directly by City of Covington. Suppliers and contractors are responsible for federal
excise tax and sales tax, including any taxes for materials incorporated in City construction projects.
Suppliers and contractors should contact the State of Georgia Sales Tax Division for additional
information. Tax Exemption Certificates will be furnished upon request.
Information submitted by a bidder in the bidding process shall be subject to disclosure after the public
opening in accordance with the Georgia Open Records Act. Each page of proprietary information must
be identified. Entire bid may not be deemed proprietary.
III. Requirements
The Owner reserves the right to refuse to issue any voucher and to direct that no payment shall be
made to the contractor in case they have reason to believe that said contractor has neglected or failed
to pay any subcontractor, material dealer, worker or employee for work performed on or about the
project including work as set forth in these specifications, until the Owner is satisfied that such
subcontractors, material dealers, worker, or employees have been fully paid. However, this provision
shall not obligate the Owner to intervene in any claim.

The Contractor shall be responsible for all material and work until they are finally accepted by the
Owner, and shall repair at his own expense any damage that they sustain before their final acceptance.
The Contractor shall be responsible for all damages to the proportionate extent caused by him of
whatever nature and must settle all claims arising from such damage without cost to the Owner; he
shall act as defendant in, and bear the expense of each and every suit of any and every nature which
may be brought against him or the Owner, to the proportionate extent caused by Contractor's negligent
performance of the work under the Contract. Should any claim arise, the Owner may hold back
sufficient money to meet said claims or until the Contractor has satisfied the Owner that all claims
against him as the result of his work have been adjusted. He must also show that there are no claims or
liens whatsoever outstanding at the completion of his contract before final payment is made.
The Contractor shall comply with all laws, ordinances, rules, orders, and regulations relating to
performance of the work, the protection of adjacent property, and the maintenance of passageways,
guard fences or other protective facilities.
No roadway shall be closed or opened except by express permission of the Owner and the Contractor's
proper notification of local fire and police departments. Precaution shall be exercised at all times for the
protection of persons and property. Machinery, equipment and other hazards shall be guarded in
accordance with the safety provisions of the manual of Accident Prevention in Construction, published
by the Associated General Contractors of America to extent that such provisions are not in contra-
vention of applicable laws.
The Contractor shall provide all necessary equipment in good repair. Any equipment not adapted for
the work or in such repair as to be dangerous to the project or workers shall not be used.
The Contractor shall be responsible for all injury or damage of any kind resulting from his work, to
persons or property. The Contractor hereby assumes the obligation to indemnify and save harmless the
Owner and Engineers including associates, agents and representatives, from every expense, liability,
or payment arising out of or through injury to any person or persons including death and loss of
services, or damage to property, regardless of who may be the Owner of the property, to the
proportionate extent caused by Contractor's negligent performance of the work involved in the contract
and to defend on their behalf any suit brought against them arising from any such cause.
The contractor will be responsible for all traffic control and conform to the guidelines set forth by the
Manual on Uniformed Traffic Control Devices, Part 6.
Care shall be exercised in construction operations to minimize erosion. Temporary sediment control
structures will be erected according to the Erosion, Sedimentation and Pollution Control (ES&PC) plan.
Also, Contractor shall comply with the State of Georgia and any applicable local Regulations for erosion
control.

CITY OF COVINGTON
Invitation to Bid
#2026-09
ROW Contractor

ADVERTISEMENT FOR BIDS
The City of Covington is soliciting for sealed bids to furnish all labor and equipment to preform tree &
brush cutting removal services for the electric utility rights-of-way.
A mandatory pre-bid meeting will be held on Tuesday, May 12, 2026 at 10:00 am at City Hall
conference room located at 2194 Emory Street NW, Covington, Georgia 30014.
Sealed proposals must be delivered to City Hall, 2194 Emory Street NW, Covington, GA 30014, Attn:
Scott Cromer no later than 10:00am on Thursday, May 28, 2026.
Request for Bids and additional information may be obtained by accessing the request for proposals
on the City's website at https://www.cityofcovington.org/index.php?section=business-opportunities
The City of Covington reserves the right to reject any and all bids /proposals.

INTRODUCTION:
Contractors are invited to submit a bid to furnish all labor and equipment to preform tree & brush cutting
removal services for the electric utility right-of-ways as specified in Exhibit "A"
Instructions for preparation and submission of a bid are contained in this packet. Proposals must be typed or
printed in ink.
The City of Covington provides equal opportunity for all businesses and does not discriminate against any
person or business because of race, color, religion, sex, national origin, and handicap or veterans status. This
policy ensures all segments of the business community have access to supplying the goods and services
needed by the City of Covington.
CONTACT FOR THIS REQUEST:
All questions regarding this RFP shall be emailed to Bran Dean at bdean@cityofcovington.org. Questions are
due by 3:00 PM Tuesday, May 19, 2026. The City will post "Response to questions and/pr Addenda", if
applicable on the city website https://www.cityofcovington.org/index.php?section=businessopportunities by
4:00 PM, Thursday, May 21, 2026.
BID COPIES FOR EVALUATION:
Two (2) hard copies and one (1) PDF digital copy on a flash drive will be required for review purposes.
CONTRACT TERM:
The contract shall be in effect for twelve (12) months with the option to renew for three (3) additional calendar
years upon mutual agreement of both parties. Either party may terminate this contract with thirty days' notice
without cause and without further obligation except for payment due for services prior to date of such
termination.
CHANGE ORDERS:
All change orders must be submitted in writing and approved by the City of Covington prior to any work being
performed.
PRE-BID/BID MEETING:
A mandatory pre-bid meeting will be held on Thursday, May 12, 2026 at 10:00 am at City Hall located at 2194
Emory Street NW, Covington, Georgia 30014.
DUE DATE:
Sealed bids must be received by the City of Covington Purchasing Department, 2194 Emory Street NW,
Covington, Georgia 30014 by 10:00 A.M., local time on Thursday, May 28, 2026. Bids received after this
time will not be accepted.

QUALIFICATIONS OF OFFERORS:
Contractor and all subcontractors must obtain a business license in Georgia and provide a copy of that license
with the submittal of their bid response. Bidder shall hold a current utility contractor license issued by the State
of Georgia Construction Industry Licensing Board
Proposals will be considered only from experienced and well-equipped Contractors engaged in work of this
type and magnitude.
Bidders may be required to submit evidence setting forth qualifications which entitle him to considerations as a
responsible Contractor. A list of work of similar character successfully completed within the last two years may
be required giving the location, size and listing equipment available for use on this work. Before accepting any
bid, the City may require evidence of the Contractor's financial ability to successfully perform the work to be
accomplished under the contract.
The City may make such investigations as it deems necessary to determine the ability of the Bidder to
perform the work, and the Bidder shall furnish to the City all such information and data for this purpose as the
City may request. The City reserves the right to reject any bid if the evidence submitted by, or investigation of,
such Bidder fails to satisfy the City that such Bidder is properly qualified to carry out the obligations of the
Contract and to complete the work contemplated therein. Conditional bids will not be accepted.
INSURANCE:
Contractor shall maintain the following minimum insurance, (a) comprehensive general liability, including
blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence; and (b)
commercial automobile liability, including blanket contractual, covering bodily injuries with limits of no less than
$1,000,000 per occurrence, and property damage with no limits of no less than $1,000,000 per accident, (c)
statutory worker's compensation insurance, including $1,000,000 employer's liability insurance
Contractor shall include in their bid, a certificate or policy of insurance evidencing Contractor's compliance
with this paragraph with the City of Covington listed as the certificate holder. Contractor shall abide by all terms
and conditions of the insurance and shall do nothing to impair or invalidate the coverage.
PERMITS:
N/A
ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011
Vendors submitting a Qualification package in response to this RFP must complete the Contractor Affidavit
under O.C.G.A. 13-10-91(b)(1) which is provided with the RFP package to verify compliance with the Illegal
Immigration Reform and Enforcement Act of 2011.
A. The form must be signed by an authorized officer of the contractor or their authorized agent.
B. The form must be notarized.
C. The contractor will be required to have all subcontractors and sub-subcontractors who are engaged to
complete physical performance of services under the final contract executed between the City and the
contractor complete the appropriate subcontractor and sub-subcontractor affidavits.
GENERAL INFORMATION:

RECEIPT OF BID:
No bids received after said time or at any place other than the time and place as stated in the notice shall be
considered. No responsibility shall attach to City of Covington for the premature opening of a bid not properly
addressed and identified.
WITHDRAWAL OF BID:
A bidder may withdraw their bid before the bid due date, without prejudice to the bidder, by submitting a
written request of withdrawal to the City of Covington Purchasing Department.
Bids may not be withdrawn for a period of sixty (60) days from the due date.
REJECTION OF BID:
City of Covington may reject any and all bids/proposals and must reject a bid/proposal of any party who has
been delinquent or unfaithful in any formal contract with the City of Covington. Also, the right is reserved to
waive any irregularities or informalities in any bid in the proposing procedure. The City of Covington shall be
the sole judge as to which bid is best, and in ascertaining this, will take into consideration the business
integrity, financial resources, facilities for performing the work, and experience in similar operations of the
various bidders.
STATEMENT OF EXPERIENCE AND QUALIFICATIONS:
The bidder may be required, upon request, to prove to the satisfaction of the City of Covington that he/she has
the skill, experience, necessary facilities and ample financial resources to perform the contract(s) in a
satisfactory manner and within the required time. If the available evidence of competency of any bidder is not
satisfactory, the bid of such bidder may be rejected. The successful bidder is required to comply with and abide
by all applicable federal and state laws in effect at the time the contract is awarded.
NON-COLLUSION AFFIDAVIT:
By submitting a bid, the bidder represents and warrants that such bid is genuine and not sham or collusive or
made in the interest or in behalf of any person not therein named, that the bidder has not directly or indirectly
induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain
from proposing and that the bidder has not in any manner sought by collusion to secure to that bidder any
advantage over any other bidder.
DOCUMENTS DEEMED PART OF THE CONTRACT:
The notice, invitation to bidders, general conditions, and instructions for bidders, special conditions,
specifications, bid, and addenda, if any, will be deemed part of the contract.
GOVERNING LAWS:
This contract is made under and shall be governed and construed in accordance with the laws of the State of
Georgia.
ERRORS AND OMISSIONS:

The vendor shall not take advantage of any errors or omissions in this Bid Request, and shall promptly notify
the City of Covington of any omissions or errors found in this document.
TORT IMMUNITY:
No officer, employee, or agent of the City acting within the scope of his/her employment or function shall be
held personally liable in tort or named as a defendant in any action for injury or damage suffered because of
any act, event, or failure to act.
SILENCE OF SPECIFICATIONS
The apparent silence of these specifications and any supplemental specifications as to any details, or the
omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best
commercial practices are to prevail and that only materials of first quality and correct type, size and design are
to be used. All workmanship is to be first quality. All interpretations of this specification shall be made upon the
basis of this statement, with City interpretation to prevail.
OPTION TO AUDIT
Successful bidder will be required to maintain complete records during the life of the contract and for a period
of one year after completion of the contract. Such records are to be made available to the City if officially
requested, to be audited by designated City auditing staff. In such audits reveal overcharges and/or
undercharges, such will be adjusted and compensation made by either party to correct charges.
STANDARD INSTRUCTIONS:
1. The instructions contained herein shall be construed as a part of any bid invitation and/or specifications
issued by the City of Covington and must be followed by each bidder.
2. The written specifications contained in this bid shall not be changed or superseded except by written
addendum from the City of Covington. Failure to comply with the written specifications for this bid may result in
disqualification by the City of Covington.
3. All goods and materials shall be F.O.B. Destination Covington, Georgia and no freight or postage charges
will be paid by the City of Covington unless such charges are included in the bid price.
4. The following RFP# 2026-09 ROW Contractor must be written clearly on the outside of each bid envelope
to avoid prior opening in error. Bidder shall hold a current utility contractor license issued by the State of
Georgia Construction Industry Licensing Board and shall bear the current license number on the outside of his
bid envelope
5. All bids/proposals must be received and in-hand at bid due date and time. Each bidder assumes the
responsibility for having his/her bid received at the designated time and place of bid due date. Bids received
after the stated time and date may be subject to rejection without consideration, regardless of postmark. The
City of Covington accepts no responsibility for mail delivery.
6. Unless otherwise stated, all bids submitted shall be valid and may not be withdrawn for a period of 60 days
from the due date.