COLUMBUS CONSOLIDATED GOVERNMENT
Georgia’s First Consolidated Government
Date: September 10, 2021
100 TENTH STREET, P. O. BOX 1340
COLUMBUS, GEORGIA 31902-1340
706-225-4087, FAX 706-225-3033
RFB NO. 22-0007
Qualified vendors are invited to submit sealed bids, subject to conditions and instructions
as specified, for the furnishing of:
The Columbus Consolidated Government (the City) is seeking bids from qualified
vendors to provide fourteen (14) full-size, four-door sedans.
OCTOBER 13, 2021 – 2:30 PM (Eastern)
Responses must be submitted via DemandStar on or before the due date. A virtual
opening will be held during the 3:00 PM hour of the due date. Responding vendors are
not required but are invited to attend the opening.
If you wish to attend the virtual opening, use one of the Microsoft Teams meeting
options: Click here to join the meeting Or call in (audio only) +1 478-239-
0725,,855808406# United States, Macon Phone Conference ID: 855 808 406# Find a
local number | Reset PIN . Note: Columbus Consolidated Government is not
responsible for technical issues that may arise during the virtual opening.
See Appendix A for Submission Requirements, Submission Requirements Checklist,
and DemandStar Registration and Submission Instructions.
Any and all addenda will be posted on the Purchasing Division’s web page, at
htm. It is the vendors’ responsibility to periodically visit the web page for addenda
before the due date and prior to submitting a bid.
Refer to the form on page 3 if you are not interested in this invitation.
Andrea J. McCorvey
Purchasing Division Manager
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The City uses the Georgia Procurement Registry e-notification
system. You must register with the Team Georgia Market
Place/Georgia Procurement Registry to receive future procurement
If you have any questions or encounter any problems while
registering, please contact the Team Georgia Marketplace
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STATEMENT OF “NO BID”
Complete and return this form immediately if you do NOT intend to Bid:
(706) 225-3033, Attn: Sandra Chandler, Buyer I
Columbus Consolidated Government
P.O. Box 1340
Columbus, GA 31902-1340
We, the undersigned decline to bid on your RFB NO. 22-0007, for SEDANS for the
Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below)
There is insufficient time to respond to the Invitation for Quotations.
We do not offer this product or service.
We are unable to meet specifications.
We are unable to meet bond requirements.
Specifications are unclear (explain below).
We are unable to meet insurance requirements.
Other (specify below)
COMPANY NAME: ______________________________________________
TELEPHONE NUMBER: ______________________________________________
EMAIL ADDRESS: ______________________________________________
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THESE GENERAL PROVISIONS SHALL BE DEEMED AS PART OF THE BID SPECIFICATIONS.
The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted
and amended by Council shall apply to all invitations for bids and award of all contracts and is specifically
incorporated herein by this reference. A copy of the ordinance is on file in the Purchasing Division.
1. TERM “CITY”. The term “City” as used throughout these documents will mean Consolidated Government of Columbus,
2. PREPARATION OF FORM. Bid proposals shall be submitted on the forms provided by the City. All figures must be
written in ink or typewritten. Figures written in pencil or erasures are not acceptable. However, mistakes may be crossed out,
corrections inserted adjacent thereto, initialed in ink by the person signing the proposal. If there are discrepancies between
unit prices quoted and extensions, the unit price will prevail. Failure to properly sign forms, in ink, will render bid incomplete.
3. EXECUTION OF THE BID PROPOSAL. Execution of the bid proposal will indicate the bidder is familiar and in compliance
with all local laws, regulations, ordinances, site inspections, licenses, dray tags, etc.
4. BID DUE DATE. The bid submission must arrive in the Purchasing Division on or before the stated due date and time.
Upon receipt, bids will be time and date stamped. Bids will remain sealed and secured until the stated due date and time for
the bid opening.
5. BID OPENING. Bids shall be opened publicly in the presence of one or more witnesses at the time and place stated in
the public notice. The amount of each bid, the bidder's name and such other relevant information as the Purchasing Manager
deems appropriate shall be recorded and retained in accordance with Georgia law. The record and each bid shall be open to
the public in accordance with Article 3. 301A of the Procurement Ordinance (Public Access to Procurement Information).
6. LATE BIDS. It is the responsibility of the bidder to ensure bids are submitted by the specified due date and time. Bids
received after the stated date and time will be returned, unopened, to the bidder. The official clock to determine the date and
time will be the time/date stamp located in the Finance Department. All bids received will be time and date stamped by the
official clock. The City will not be held responsible for the late delivery of bids due to the U.S. Mail Service, or any other
7. RECEIPT OF ONE SEALED BID. In the event only one sealed bid is received, no formal bid opening shall take place.
First, the Purchasing Division shall conduct a survey of vendors to inquire of “no bid” responses and non-responsive vendors.
If, from the survey, it is determined by the Purchasing Division that specifications need revision, the one bid received will be
returned, unopened, to the responding vendor, with a letter of explanation and a new bid solicitation prepared. If it is
determined that other vendors need to be contacted, the bid due date will be extended, and the one bid received will remain
sealed until the new bid opening date. The vendor submitting the single bid will receive a letter of explanation.
If it is determined the one bid received is from the only responsive, responsible bidder, then the bid shall be opened
by the Purchasing Division Manager or designee, in the presence of at least one other witness. The single bid will be
evaluated by the using agency for award recommendation.
8. RECEIPT OF TIE BIDS. In the event multiple responsive, responsible bidders are tied for the lowest price and all other
terms and requirements are met by all tied bidders, the award recommendation shall be resolved in the order of the preferences
1. Award to the local bidder whose principal place of business is located in Columbus, Georgia.
2. Award to bidder previously awarded based on favorable prior experience.
3. Award to bidder whose principal place of business is located in the State of Georgia.
4. If feasible, divide the award equally among the bidders.
5. If it is not feasible to award equally and only two bidders are tied, perform a coin toss in the presence of the two
bidders, either in person or virtually.
6. If the above preferences are insufficient to resolve the tie, all bid responses will be rejected and the bid will be re-
9. RECEIPT OF MULTIPLE BIDS. Unless otherwise stated in the bid specifications, the City will accept one and only
one bid per vendor. Any unsolicited multiple bid(s) will not be considered. If prior to the bid opening, more than one bid is
received from the same vendor, the following will occur: (1) the bidder will be contacted and required to submit written
acknowledgment of the bid to be considered; (2) the additional bid(s) will be returned to the bidder unopened. If at the bid
opening more than one bid is enclosed in a single bid package, the City will consider the vendor non-responsive and bids will
be returned to the bidder.
10. CONDITIONS AND PACKAGING. Unless otherwise defined in the bid specifications, it is understood and agreed that
any item offered or furnished shall be new, in current production and in first class condition, that all containers shall be new
and suitable for storage or shipment, and that prices include standard commercial packaging.
11. FREIGHT/SHIPPING/HANDLING CHARGES. All freight, shipping, and handling charges shall be included in the bid
price. The City will pay no additional charges.
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12. CORRECTION OR WITHDRAWAL OF BIDS; CANCELLATION OF AWARDS
Correction or withdrawal of inadvertently erroneous bids before bid opening, or cancellation of awards or contracts based on
such bid mistakes, may be permitted where appropriate. Mistakes discovered before bid opening may be modified or
withdrawn by written notice received in the Purchasing Division.
After bid opening, corrections in bids shall be permitted only to the extent that the bidder can show by clear and convincing
evidence that a mistake of a nonjudgmental character was made, the nature of the mistake and the bid price actually
intended. After bid opening, no changes in bid prices or other provisions of bids prejudicial to the interest of the City or fair
competition shall be permitted. In lieu of bid correction, a low bidder alleging a material mistake of fact may be permitted to
withdraw its bid if the mistake is clearly evident on the face of the bid document but the intended correct bid is not similarly
evident, or if the bidder submits evidence which clearly and convincingly demonstrate that a mistake was made.
All decisions to permit correction or withdrawal of bids or to cancel awards of contracts based on bid mistakes will be supported
by the Purchasing Manager's written determination.
13. ADDENDA AND INTERPRETATIONS. If it becomes necessary to revise any part of this bid, a written addendum will be
provided to all bidders. The City is not bound by any oral representations, clarifications, or changes made to the written
specifications by City employees, unless such clarification or change is provided to the bidders in written addendum form from
the Purchasing Officer. Bidders will be required to acknowledge receipt of the addenda (if applicable) in their sealed bid
proposal. The vendor may provide an initialed copy of each addendum or initial the appropriate area on the bid form (pricing
page). Failure to acknowledge receipt of the addenda (when applicable) will render bid incomplete. It is the bidder’s
responsibility to ensure that they have received all addenda.
14. BID RECEIPT AND EVALUATION. Bids shall be unconditionally received without alteration or correction except as
authorized in the City's Procurement Ordinance. Bids shall be evaluated based on requirements set forth in the Invitation for
Bid, which may include criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery, and
suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall
be objectively measurable, such as discounts, transportation cost, and total or life-cycle costs. The specifications presented in
the Invitation for Bids shall represent the evaluation criteria. No other criteria may be used to evaluate bids.
15. TIME FOR CONSIDERATION. Bids must remain in effect for at least sixty (60) days after date of receipt to allow for
16. BID SECURITY
(1) Requirement for Bid Security. Bid security shall be required for all competitive sealed bids for construction contracts when
the price is estimated by the Purchasing Manager to exceed $25,000. Bid security shall be a bond provided by a surety
company authorized to do business in the State, or other form satisfactory to the City. Such bonds may also be required on
construction contracts under $25,000 or other procurement contracts when circumstances warrant.
(2) Amount of Bid Security. Bid security shall be in an amount equal to at least five percent (5%) of the bid amount.
(3) Rejection of Bids for Noncompliance with Bid Security Requirements. When the invitation for Bids requires security,
noncompliance with such requirement shall force rejection of a bid.
(4) Withdrawal of Bids. If a bidder is permitted to withdraw its bid before award as provided in Section 3-108 Subsection (G)
(Competitive Sealed Bidding – Correction or Withdrawal of Bids: Cancellation of Awards), no action shall be had against the
bidder or the bid security.
17. CONTRACT PERFORMANCE AND PAYMENT BONDS
(1) When Required: Amounts. When a construction contract is awarded in excess of $25,000, the following bonds or security
shall be delivered to the City, and shall be binding on the parties upon the execution of the contract:
a. a performance bond satisfactory to the City executed by a surely company authorized to do business in the State, or
otherwise secured in a manner satisfactory to the City, amounting to one hundred percent (100%) of the price specified in
the contract; and
b. a payment bond satisfactory to the City executed by a surety company authorized to do business in the State or otherwise
secured in a manner satisfactory to the City, to protect all persons supplying labor and material to the contractor or its
subcontractors for the performance of the work provided for in the contract, amounting to one hundred percent (100%) of the
price specified in the contract.
At the discretion of the Purchasing Manager, this same condition may be placed on awards of any amount.
(2) Authority to Require Additional Bonds. Nothing in this Section shall be construed to limit the authority of the City to
require a performance bond or other security in addition to the bonds, in circumstances other than the circumstances
described in Subsection (1) above.
18. SUBCONTRACTING. Should bidder intend to subcontract all or any part of the work specified, name(s) and address(es)
of sub-contractor(s) must be provided in bid proposal (use additional sheet if necessary). The bidder shall be responsible for
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