Generator Maintenance Services

Transcription

1 Dawson County Purchasing Department 76 Howard Avenue East, Suite 120 Dawsonville, GA INVITATION FOR BIDS BID Number: # 7708IFB Generator Maintenance Services SCHEDULE OF EVENTS November 10, 2008 None Invitation for Bids Released Pre-Bid Conference November 21, :00 Noon Deadline for Questions November 25, :00 PM Deadline for addenda to be posted on December 4, :00 PM Bid submission deadline. Bids opened immediately following deadline. December 19, 2008 Tentative Award Date I. BIDDER S INSTRUCTIONS A. Purpose for IFB Dawson County intends to award a contract to retain the services of a Generator Repair and Maintenance firm for county owned generators. The total obligation of the county for the term of a contract that is executed as a result of this bid shall be based upon need by the county. The County does not guarantee a minimum value of this contract. B. Restrictions on Communication From the issue date of this bid until the Award is announced, Bidders are not allowed to communicate for any reason with any County staff, elected officials except through the Purchasing Director named herein, or as provided by existing work agreement(s). The County reserves the right to reject the submittal of any bidder violating this provision. All questions concerning this bid must be submitted in writing (fax or may be used) to the Purchasing Director. No questions other than written will be accepted. No response other than written will be binding upon the County. #7708IFB Generator Maintenance Services Dawson County, GA Page 1 of 23

2 C. Inquiries and Addenda Written questions may be submitted to Krystal Brewster, Buyer, regarding this Invitation to Bid no later than 12:00 Noon on November 21, is the preferred mode of communication; however other written forms of communication will be accepted. Faxes may be sent to Krystal Brewster, Buyer at Dawson County reserves the right to issue written addenda to any inquiries that alter the scope or Specifications in this Invitation to Bid. Addenda will be posted to the county website at no later than 5:00 PM on November 25, Bidders shall check the website for addenda prior to submitting a bid. All responsive bid submissions will include signed copies of any posted addenda. D. Duration of Contract The initial term of a contract awarded as a result of this IFB shall be from January 1, 2009 through December 31, The contract may be renewed according to the terms stated herein for two (2) additional one (1) year periods. The contract shall terminate absolutely and without further obligation at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under this contract. If, at any time, the County determines it is in its best interest to discontinue use of these services the County reserves the right to cancel this Agreement by giving thirty (30) days advance written notice. E. Bid Bonds, Payment Bonds & Performance Bonds Bid Bonds Payment Bonds Performance Bonds Not Required Not Required Not Required Information regarding bonds to be furnished is stated in the General Terms section of this bid document, Item 24 Bid Bonds, Payment Bonds and Performance Bonds. F. Submission of Bids The required bid documents, as listed on the Bidder s Checklist, shall be submitted in a sealed container/envelope with the statement #7708IFB Generator Maintenance Services marked in the lower left hand corner of the shipping container/envelope. The bidder s business name must be clearly visible on the envelope. The bid documents provided must be submitted. The County will NOT accept bid responses on bidder s letterhead and/or quotation forms. Bid responses submitted by fax or electronic mail will NOT be accepted. #7708IFB Generator Maintenance Services Dawson County, GA Page 2 of 23

3 Bids may be delivered, or express mailed to: Krystal Brewster, Buyer Dawson County Board of Commissioners 76 Howard Avenue East, Suite 120 Dawsonville, GA Bids being submitted by US Mail shall be sent to: Krystal Brewster, Buyer Dawson County Board of Commissioners 78 Howard Avenue East, Suite 100 Dawsonville, GA Bidders are advised to allow adequate time for shipping. NOTE: Many express mail and delivery services do not guarantee overnight delivery by noon to Dawson County. Late bids will be rejected in their entirety. Bids will be opened and read immediately following the submission deadline at the Dawson County Purchasing office at 76 Howard Avenue East, Suite 120, Dawsonville, GA Any bid received after 3:00 PM on December 4, 2008 will not be opened. G. Withdrawal of Bid Due to Errors Bidders shall have up to forty-eight (48) hours to notify the Dawson County Purchasing Department in writing of an obvious clerical error made in the calculation of bid in order to withdraw a bid after bid opening. Bids may be withdrawn from consideration if the price was substantially lower than the other bids due solely to a mistake. The bidder shall provide evidence that the bid was submitted in good faith, and that the mistake was a clerical mistake as opposed to a judgment mistake. The bidder s original work papers shall be the sole acceptable evidence of error or mistake. If a bid is withdrawn under this provision, the lowest remaining responsive bid shall be deemed to be low bid. No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded. Failure to make a request to with draw a bid due to error within forty-eight (48) hours shall cause the bidder to forfeit any bid bond. Bid withdrawal is not automatically granted and will be allowed solely at Dawson County s discretion. H. Award Any contract awarded pursuant to this IFB shall be awarded to the responsive and responsible bidder whose bid response meets the requirements and criteria set forth in this IFB. A responsive bidder is a bidder who has submitted a bid response which conforms in all material respects to the IFB. A responsible bidder is a bidder who has the capacity in all respects to perform fully the contract requirements and the integrity and reliability which will assure good faith performance. The winning bidder will be contacted via telephone by the Purchasing Department and arrangements will be made for signing the contractual agreement. A Notice of Intent to Award shall be posted on the County website at #7708IFB Generator Maintenance Services Dawson County, GA Page 3 of 23

4 I. Rejection of Submissions/Cancellation of Invitation to Bid Dawson County reserves the right to cancel this Invitation to Bid at any time. Dawson County reserves the right to reject any or all bids, to waive any irregularity or informality in a bid, and to accept or reject any item or combination of items, when to do so would be to the advantage of Dawson County. It is also within the rights of Dawson County to reject bids that do not contain all elements and information requested in this document. Dawson County will not be liable for any cost/losses incurred by the bidders throughout this process. #7708IFB Generator Maintenance Services Dawson County, GA Page 4 of 23

5 II. SCOPE OF WORK AND BID SPECIFICATIONS A. Following is a list of generators that will require maintenance/service repair. 1. Courthouse: Guardian: Model KW Approximately 3 years old 25 Tucker Ave. Contact: Maynard Waters 2. Repeater Building at Amicalola Falls State Park: Guardian: Model KW Approximately 4 years old 418 Amicalola Falls lodge Dr. Contact: Maynard Waters 3. Old Detention Center: KOHLER Fast Response II Ford V-8 Engine 45 KW Approximately years old Not operational. Engine will turn over but not start. No other identifying information on unit 64 West 3 rd St. Contact: Maynard Waters 4. Fouts Building: ONAN Power System (Cummins) Mod # 45EH SN KW Approximately years old 189 Hwy 53W Contact: Maynard Waters 5. New Law Enforcement Center: Caterpillar Engine Model: C32 Year KW 1250 KVA 3 Phase 480 volts 1504 amps Generator serial number: G5C Tucker Ave. Contact: Maynard Waters #7708IFB Generator Maintenance Services Dawson County, GA Page 5 of 23

6 6. Station # 1 Onan Model: GGHH SN: I KW Memory Lane Contact: Billy Thurmond 7. Station #3 Generac Model: Guardian SN: KW Harmony Church Rd. Contact: Billy Thurmond 8. Station #6 Generac Model: Guardian SN: KW Hubbard Rd. Contact: Billy Thurmond B. Preventative Maintenance 1. Preventative maintenance service will include : One (1) complete annual full service check- January 2009 Two (2) additional semiannual inspections for each generator April 2009 and August 2009 The following maintenance checks shall be provided on the equipment during annual service check: Replace lubrication oil Replace lubrication oil filter Replace spark plugs except diesel Replace ignition points and condenser Check radiator, hoses, etc. for leakage and pliability Check anti-freeze and add if low (up to 1 gallon) Clean sediment bowl or replace fuel filters Check fuel capacity Check unit for fuel or oil leakage Check and adjust fan and governor belts Service battery, add water, clean post, check specific gravity Service air filter Check all brushes for setting and wear Clean slip rings and commutator Wipe down outside of generator and motor Conduct safety shut down checks, oil pressure overspeed high temperature, etc. Inspect transfer switch for proper operation, check connections and settings #7708IFB Generator Maintenance Services Dawson County, GA Page 6 of 23

7 Simulate power failure (with permission of owner or representative) Check charging rate of battery charger A complete written report of any findings should be provided. The following maintenance checks shall be provided on the equipment during semiannual inspection check: Full inspection of systems, including Cooling, Air Intake, Fuel, Exhaust, Electrical Active check while generator engine is running Check oil level Check for oil leaks Check fuel capacity Check air filter Check for air filter leaks Check coolant level Check battery level Simulate power failure (with permission of owner or representative) C. Delivery of Services 1. Contractors responding to this bid must be able to provide emergency service twenty four (24) hours a day, seven (7) days a week, three hundred sixty five (365) days a year, including holidays, for the duration of the agreement. 2. Dawson County expects the Contractor to give priority service to any call for generator maintenance services/repairs in the County. Response time must be stated on the Bidder s response form. 3. Service will be performed in a variety of government locations including administrative offices, courthouse and the jail. All unique requirements and or regulations for each location shall be strictly followed by the Contractor and the Contractor s employees. D. Emergency Service Response 1. This service maintenance program is to provide emergency response twenty four (24) hours a day, seven (7) days a week. 2. Non-emergency requests for service are to be responded to within 24 business hours. 3. The service provider shall provide all of the transportation, equipment, and labor, needed to complete necessary repairs. E. Equipment Repair Note: EMERGENCY SERVICE CALLS ARE PART OF THIS AGREEMENT. 1. Service provider will make repairs to equipment during normal business hours, except as noted above under Emergency Response. Equipment covered by original equipment manufacturers (OEM) warranty will be repaired under warranty first. Repairs to equipment outside of OEM warranty will repaired under the terms of this service agreement. All components deemed Defective will be replaced with new OEM approved parts or equivalent. #7708IFB Generator Maintenance Services Dawson County, GA Page 7 of 23

8 2. Any damage to a facility as a result of the service provider or his work will be the responsibility of the service provider to repair as required and supervised by the County at the service provider s expense. F. Exceptions 3. If during the preventative/scheduled maintenance services, the service provider determines the need for repair or replacement of parts, the scope of which extends beyond the assigned preventive/scheduled maintenance tasks, the service provider shall promptly notify the Facilities Director. 1. Non-routine installations or repairs that will cost over $3, must be approved by the Purchasing Department before any service is performed. Payment will not be made under this contract for such service unless prior approval is obtained from Purchasing. G. Specific Terms 1. CHANGES: The pricing for the 2009 calendar year shall remain as bid for the entire year. Changes in the number of unit s to be serviced will require a contract amendment. The Contractor shall submit a price change request to purchasing detailing the additional services required with the associated costs. If approved, the Purchasing Department will issue a contract amendment for signature. 2. RENEWALS: This contract is eligible for two (2), one-year annual renewal periods. Any price increases for subsequent years must be submitted to the Dawson County Purchasing Department no later than sixty (60) days prior to the renewal date. 3. LICENSES: Contractor MUST be licensed by the State of Georgia to perform Electrical Maintenance/Repair Services. All services are to be performed according to all Federal, State, County and City regulations and any changes thereto for the duration of the contract. 4. PROOF OF LICENSING: Contractor shall submit proof of professional license, insurance and business license upon award. Contactors, who do not have a Dawson County Business License, will be required to register their business license with the Dawson County Community Development Department. #7708IFB Generator Maintenance Services Dawson County, GA Page 8 of 23

9 Dawson County, GA Bidder s Response #7708IFB Generator Maintenance Service Form must be completed and Returned with Bid 1. Courthouse: Guardian: Model KW Approximately 3 years old 25 Tucker Ave. $ Annual Full Service Inspection 2 Additional Inspections during year Total Cost 2. Repeater Building at Amicalola Falls State Park: Guardian: Model KW Approximately 4 years old 418 Amicalola Falls lodge Dr. $ 3. Old Detention Center: KOHLER Fast Response II Ford V-8 Engine 45 KW Approximately years old Not operational. Engine will turn over but not start. No other identifying information on unit 64 West 3 rd St. $ 4. Fouts Building: ONAN Power System (Cummins) Mod # 45EH SN KW Approximately years old 189 Hwy 53W #7708IFB Generator Maintenance Services Dawson County, GA Page 9 of 23 $

10 5. New Law Enforcement Center: Caterpillar Engine Model: C32 Year KW 1250 KVA 3 Phase 480 volts 1504 amps Generator serial number: G5C Tucker Ave. $ Annual Full Service Inspection 2 Additional Inspections during year Total Cost 6. Station # 1 Onan Model: GGHH SN: I KW Memory Lane $ 7. Station #3 Generac Model: Guardian SN: KW Harmony Church Rd. $ 8. Station #6 Generac Model: Guardian SN: KW Hubbard Rd. $ Total Annual Cost $ #7708IFB Generator Maintenance Services Dawson County, GA Page 10 of 23

11 State response time for service calls during normal working hours. State response time for URGENT service calls from County during regular hours. State response time for URGENT service calls from County outside regular hours. State hourly labor rate for service calls, not included in the scheduled maintenance: $ State hourly labor rate for URGENT service calls: $ Bidder will accept Credit Card payment? YES NO Describe Warranty on work/service. This bid is submitted in response to Dawson County Bid #7708IFB Generator Maintenance Service by: Company Name: Authorized Signature: Print Name: Date: #7708IFB Generator Maintenance Services Dawson County, GA Page 11 of 23

12 Dawson County, GA Standard Terms & Conditions 1. BID COSTS: The cost for developing a bid/quote is the sole responsibility of the bidder. The County will not provide reimbursement for such costs. 2. BID ACCEPTANCE TIME: Bids requiring acceptance by the county in less than ninety (90) calendar days may be rejected, unless so stated on Bidder's Response page and accepted by the county. 3. DELIVERY TIME: Specify on Bid Schedule the delivery time you are able to meet for items listed in Bid Schedule. Failure to meet stated delivery times may be grounds for cancellation of order. 4. WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only if the request is received prior to the time and date set for the opening of bids. No bid shall be withdrawn for a period of ninety (90) days following the opening of the bids. 5. SUBSTITUTIONS: When references are made in bid documents to trade names or to the brand names of manufacturers, such references are made solely to designate and identify the quality of materials or equipment to be furnished and are not intended to restrict competitive bidding. If comparable materials or equipment with different trade names are offered, the bidder has the burden of proving equivalency. Product literature or catalogs may be submitted to support claim of equality. 6. BID RESULTS: No bid results will be issued by telephone. Interested parties may view the bid tabulation on the Dawson County website at Or a copy of the bid results may be requested in writing by sending a selfaddressed, stamped envelope request to: Dawson County Purchasing Department, 78 Howard Avenue East, Suite 100, Dawsonville, GA. Be sure to specify the bid for which you are requesting tabulation results. 7. AWARD: Any Purchase Order issued as a result of this IFB shall be awarded to the lowest responsive and responsible bidder whose bid response meets the requirements and criteria set forth in this IFB. A responsive bidder is a bidder who has submitted a bid response which conforms in all material respects to the IFB. A responsible bidder is a bidder who has the capacity in all respects to perform fully the contract requirements and the integrity and reliability which will assure good faith performance. The winning bidder will be contacted via telephone by the Purchasing Department and subsequently issued a Notice of Award and/or Purchase Order. The County assumes no liability for goods and/or services provided without Notice of Award and/or Purchase Order. A Notice of Intent to Award shall be posted on the County website at 8. EXECUTION OF CONTRACT: Subsequent to the award the successful bidder will be presented with a contract and other applicable forms. The successful bidder shall execute and return the contract within ten (10) days of presentation together with the required Bonds and the Certificate of Insurance. If said documents are mailed to the successful bidder, the date of presentation shall be deemed the postmark date. The bid of the successful bidder and the Invitation to Bid shall be incorporated into the contract, except to the extent that this Invitation to Bid conflicts with the contract. In a case where the provisions of the contract differ from the Invitation, the contract shall have precedence. 9. REJECTION OF BIDS/QUOTES: The Dawson County Board of Commissioner s reserves the right to reject any and all bids submitted in response to any solicitation, to reject any portion thereof, or to waive any minor irregularity or administrative requirement. The County reserves the right to cancel this bid at any stage with no further obligation 10. COMMODITY STATUS: It is understood and agreed that materials delivered shall be new, of latest design, and in first quality condition; and that all bags, containers, and boxes shall be new and suitable for storage, unless otherwise stated by Dawson County 11. FOB DESTINATION: Bid price to include shipping, packing, crating and unloading at address in Bid Schedule. Title to remain with vendor until fully accepted by county. Goods damaged or not meeting specifications will be rejected and removed at vendor's expense. Concealed damaged goods to remain property of vendor until replaced or removed at County's direction 12. RISK OF LOSS: Vendor agrees to bear all risk of loss, injury and destruction of goods and materials ordered herein which occur prior to delivery to include concealed damage; and such loss, injury or destruction shall not release vendor from any obligation. 13. WORK TO BE PERFORMED: Bidder has examined and carefully studied the scope of work and contractual documents relative to this IFB. Bidder is aware of the general nature of the work to be performed and is satisfied as to conditions that may affect cost, progress, performance and furnishing of the work 14. DELIVERY TIME: Specify on Bid Schedule the delivery time you are able to meet for items listed in Bid Schedule. Failure to meet stated delivery times may be grounds for cancellation of order. 15. PAYMENT: Upon inspection and acceptance of all items, amount due shall be eligible for payment. Dawson County prefers to make payment using a County credit card; however, the County will NOT pay a surcharge or convenience fee to pay by credit card. Credit card payments will be made within seven (7) business days upon receipt of delivery confirmation and invoice When Credit Card is NOT accepted, Invoices shall be paid within (30) thirty days of receipt of correct invoice, unless a shorter time is stated in the bid and accepted by the county. Submit invoice(s) with original signature of receiving county personnel to Dawson County Commissioners, Attn. Accounts Payable, 78 Howard Avenue East, Suite 100, Dawsonville, GA. #7708IFB Generator Maintenance Service Dawson County, GA Page 12 of 23

13 15.1 Itemize all invoices in full. Show payment terms. The Dawson County Purchase Order number MUST be stated on the invoice. Mail the original and one copy of your invoice to the address above Vendor must furnish delivery receipt with invoice identifying that this order has been delivered in accordance with specifications, quantities, and price as set forth on the purchase order. A Dawson County employee s signature must appear on the delivery receipt or invoice Dawson County is exempt from taxes but the successful bidder shall pay all taxes required of him by law. Dawson County cannot exempt others from tax Dawson County reserves the right to deduct from payment any monies owed to Dawson County by the Contractor. 16. INQUIRIES REGARDING PAYMENT: Credit card payment inquiries shall be directed to the Purchasing Department at x236 or x246. All other payment inquiries shall be directed to: Accounts Payable, 78 Howard Avenue East, Suite 100, Dawsonville, GA, x 243or x PAYMENT ON CONTRACTS: Payment for work completed will be made on monthly invoices at the contract price for units in place and accepted by the County. 18. DISCOUNTS: (Does not apply to credit card payment) Prompt payment discounts will not be considered in determining the low bidder. However, such discounts, when offered, will be taken provided payment is made within the time specified. Time, in connection with discounts for prompt payment, will be computed from the date of final acceptance of all goods for which payment is claimed, or the date the correct invoice is received by the county, whichever is later. 19. ANTI-DISCRIMINATION CLAUSE: Dawson County does not discriminate against any person because of race, color, religion, national origin, sex, age, or disability in employment, services provided, or contracts awarded. Contractor certifies that it will not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, disability or other basis prohibited by law. Dawson County prohibits unlawful discrimination or harassment including sexual harassment. Contractor must not engage in unlawful harassment including sexual harassment or discrimination while on county premises. 20. REGULATORY AGENCIES: Successful bidder will be responsible for all required permits or license required by any regulatory agency of the city, county, state or federal governments. Successful bidder will be responsible for meeting all requirements, regulations or guidelines of any governments or any independent agency recognized by said governments as the publisher such regulations or guidelines. 21. INDEPENDENT CONTRACTORS: The bidder represents to Dawson County that he is fully experienced and properly qualified to perform the functions provided for herein and that he is properly equipped, organized and financed to perform such functions. The bidder shall finance his own operations, shall operate as an independent contractor and not as an agent of Dawson County. Nothing contained in this Invitation or a resulting contract shall be construed to constitute the bidder or any of his employees, agents or sub-contractors as a partner, employee, or agent of the county; nor shall either party have any authority to bind the other in any respect, it being intended that each shall remain an independent Contractor. 22. ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that successful bidder will not assign, transfer, convey or otherwise dispose of a contract that results from this invitation or his right, title, or interest in or to the same, or any part thereof, without written consent of the county. 23. NON-COLLUSION: The bidder will be required to execute a Certificate of Non-Collusion and submit it with Bid Documents. 24. BID BONDS, PAYMENT BONDS & PERFORMANCE BONDS (if required): A five percent (5%) bid bond, a one hundred percent (100%), and one hundred percent (100%) payment bond shall be furnished to Dawson County if stated as required in ITEM III in the INTRODUCTION section of this document. Failure to submit appropriate bonding will result in automatic rejection of bid. Bonding company must be authorized to do business in Georgia by the Georgia Insurance Commission, listed in the Department of Treasury s publication of companies holding certificates of authority as acceptable surety on Federal bonds and as acceptable reinsuring companies, and have an A.M. Best rating as stated in the insurance requirement of the solicitation. 25. INSURANCE 25.1 Liability The contractor shall maintain such insurance as will protect him from claims under workmen's compensation acts and from any other claims for damages to property, and for personal injury, including death, which may arise from operations under this contract, whether such operations be by himself or by any sub-contractor or anyone directly or indirectly employed by either of them. Certificates of such insurance shall be filed with the Owner. The CONTRACTOR shall be responsible for providing adequate limits of insurance when working within property owned by railroads, as established by such railroad company Indemnity To the fullest extent permitted by laws, statutes, rules and regulations, the Contractor shall indemnify and hold harmless the County and Employees from and against claims, costs, damages, losses, and expenses, including but not limited to all fees and charges of attorneys and other professionals and all court costs, arising out of or resulting from performance of the work, but only to the extent caused in whole or in part by negligent, reckless, willful and wanton, or wrongful acts or omissions of the contractor, its Officers, Directors, Employees, Agents, and anyone directly, or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost, damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party shall indemnify any other party or person for their own sole negligence. Such obligation shall not be construed to negate, abridge or reduce other rights or obligations of indemnity which would otherwise exist as to a party or person described in this Paragraph Comprehensive General Liability The successful Bidder shall exercise proper precaution at all times for the protection of persons and property. He shall carry approved insurance from insurance companies authorized to do business in Georgia and having an A.M. Best s rating of B+ or better with the following minimums: General Liability insurance of at least One Million ($1,000,000) Dollars combined single limit per occurrence. #7708IFB Generator Maintenance Service Dawson County, GA Page 13 of 23

14 Automobile insurance of at least five hundred thousand dollars ($500,000) combined single limit per accident for bodily injury or property damage); and Workers Compensation Insurance as will protect potential bidder from Workers Compensation Acts. Liability Insurance shall be effective for the duration of the work as described in the contract documents, including authorized change orders, plus any period of guarantee as required in the General Warranty. 26. INSPECTION OF RECORDS: The records of the Purchasing Department are open and accessible to the public in accordance with the provisions of the Georgia Open Records Act. Requests for inspection of records, must be in writing, must be reasonable, must contain sufficient information to facilitate retrieval, and must not interfere with the orderly operation of the Purchasing Department. Bidders are cautioned that any documentation submitted with or in support of a bid or proposal will become subject to public inspection under the Georgia Open Records Act. There will be a charge assessed to any vendor requesting copies of records. An Open Records request form is available in the Purchasing Department section on the County website, PERMITS & LICENSES: It is the Contractor s responsibility to secure and pay for the building permits and any other permits and fees, licenses, and inspections that are necessary for proper execution of the work described in the Scope. 28. BACKGROUND CHECKS: Dawson County reserves the right to have the contractor and the contractor s employees undergo a Dawson County Sheriff s Office criminal history background check for any project, at the Contractor s cost. #7708IFB Generator Maintenance Service Dawson County, GA Page 14 of 23

15 Dawson County, GA Bidder s Checklist #7708IFB Generator Maintenance Service Legal Name of Bidder: This form and the following items must be completed and returned with your bid. Submitted: YES NO DESCRIPTION Addenda Circle numbers for attached addenda: #1, #2, #3, #4, #5, #6 (if applicable) Original and 2 copies of the Bidder s Response Form Bidder s Certification Bidder s Information Form Bidder s Reference Form Contractor Affidavit and Agreement Subcontractor Affidavit and Agreement Sample Contract with any issues marked in red Copy of Contractor s License Product Information for Substitutions (if applicable) (Authorized Signature) (Date) #7708IFB Generator Maintenance Service Dawson County, GA Page 15 of 23

16 Dawson County, GA Bidder s Certification #7708IFB Generator Maintenance Services I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and Federal law and can result in fines, prison sentences and civil damages awards. I certify that this bid has been prepared independently and the price submitted will not be disclosed to another person. I certify that there has been no contact or communication by the bidder or the bidder s associates with any County staff, or elected officials since the date this IFB was issued except: 1) through the Purchasing Department 2) at the Pre-Bid Conference or 3) as provided by existing work agreement(s). The County reserves the right to reject the bid submitted by any bidder violating this provision. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder. BIDDER NAME: Authorized Signature Title Print Name Date #7708IFB Generator Maintenance Service Dawson County, GA Page 16 of 23

17 Dawson County, Georgia Bidder s Information Form #7708IFB Generator Maintenance Services Legal Name of Bidder: This form must be completed and returned with your bid. 1. Company Name 2. Street Address 3. City, State & Zip 4. Type of Business: (corporation, partnership etc) 5. Name & Title of Authorized Signer: 6. Primary Contact 7. Phone FAX Company Website 8. Tax ID and State where issued 9. Please attach a brief history of the company. 10. Are you prepared to provide proof of insurance? Yes No 11. Has your company ever been debarred from doing business with any federal, state or local agency? Yes No If Yes, please attach a separate sheet detailing the agency name, dates and reason for debarment. 12. Does your company offer online ordering? Yes No 13. Does your company accept payment by credit card? Yes No #7708IFB Generator Maintenance Service Dawson County, GA Page 17 of 23

18 Dawson County, GA Bidder Reference Form #7708IFB Generator Maintenance Services This form must be completed and returned with your bid. All references must be from customers for whom your company has completed work similar to the specifications of this bid. Attach additional page if necessary. References for: (Company Name) 1. Company Street Address City, State & Zip Contact Person Name Title Phone FAX Describe Scope of Work and dates of project/service: 2. Company Street Address City, State & Zip Contact Person Name Title Phone FAX Describe Scope of Work and dates of project/service: 3. Company Street Address City, State & Zip Contact Person Name Title Phone FAX Describe Scope of Work and dates of project/service: #7708IFB Generator Maintenance Service Dawson County, GA Page 18 of 23

19 Dawson County, GA #7708IFB Generator Maintenance Services CONTRACTOR AFFIDAVIT AND AGREEMENT By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm, or corporation which is contracting with Dawson County has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of1986 (IRCA) P.L ), in accordance with the applicability provisions and deadlines established in O.C.G.A The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Dawson County, GA; contractor will secure from such contractor(s) similar verification of compliance with O.C.G.A on the Subcontractor Affidavit provided in Rule or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to Dawson County Purchasing Department at the time the subcontractor(s) is retained to provide the service. EEV/ Basic Pilot Program* User Identification Number BY: Authorized Officer or Agent Date Title of Authorized Office or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF 200 Notary Public My Commission Expires: *As of the effective date of O.C.G.A , the applicable federal work authorization program is the EEV/Basic Rule Pilot Program operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in Conjunction with the Social Security Administration (SSA) (End of Form) #7708IFB Generator Maintenance Service Dawson County, GA Page 19 of 23

20 Dawson County, GA #7708IFB Generator Maintenance Services SUBCONTRACTOR AFFIDAVIT AND AGREEMENT By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm, or corporation which is contracting with Dawson County has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of1986 (IRCA) P.L ), in accordance with the applicability provisions and deadlines established in O.C.G.A EEV/ Basic Pilot Program* User Identification Number BY: Authorized Officer or Agent (Subcontractor Name) Date Title of Authorized Office or Agent of Subcontractor SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF 200 Notary Public My Commission Expires: *As of the effective date of O.C.G.A , the applicable federal work authorization program is the EEV/Basic Rule Pilot Program operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in Conjunction with the Social Security Administration (SSA) (End of Form) #7708IFB Generator Maintenance Service Dawson County, GA Page 20 of 23

21 DAWSON COUNTY BOARD OF COMMISSIONERS 78 Howard Avenue East, Suite 100 Dawsonville, GA Contract #7708IFB Generator Maintenance Services This contract, made and entered into this the day of, 2009 by and between Dawson County, Georgia, 78 Howard Avenue, Suite 100, Dawsonville, GA (hereafter referred to as County ) and, Dawsonville, GA (hereafter referred to as Contractor ) for Generator Maintenance Services. Witnesseth: Whereas, the County desires Generator Maintenance Services and hereby enters into an agreement for these services; Whereas, the Contractor desires to provide the services; and Whereas, Dawson County s Invitation for Bids #7708IFB issued on November 10, 2008 for Generator Maintenance Services, along with addenda issued to that bid, and the Contractor s bid in response to that Invitation (All originals are on file in the Dawson County Purchasing Department, 76 Howard Avenue, Suite 120, Dawsonville, GA 30534) are incorporated into and made a part of this agreement by reference; and Whereas, monetary compensation shall be paid by the County to the Contractor, the receipt and sufficiency thereof being acknowledged by the Contractor, Now, therefore, the parties mutually agree as follows: The Contractor shall fully, completely, and strictly perform all obligations for the Generator Maintenance Services under the Agreement including the Invitation for Bids, Addenda and the Contractor s bid, for the following compensation: $ If any paragraph, sub-paragraph, sentence, clause, phrase or any portion of this agreement is declared invalid or unconstitutional by any Court of competent jurisdiction or if the provisions of any part of this agreement as applied to any particular situation or set of circumstances shall be declared invalid or unconstitutional, then such invalidity shall not be construed to affect the portions of this agreement, not held to be invalid or the application of this agreement to other circumstances shall not be held invalid. It is hereby declared to be the intent of the parties to this agreement to provide for separate and divisible parts and to hereby adopt any and all parts hereof as may not be held invalid for any reason. Scope of Work: The Contractor shall provide to the County the services set forth in the Invitation for Bids #7708IFB Generator Maintenance Services. #7708IFB Generator Maintenance Service Dawson County, GA Page 21 of 23

22 Term of Contract: The initial term of this contract shall be from January 1, 2009 through December 31, The terms hereof shall automatically renew for a term of one year beginning January 1, 2009, unless the County provides 30 days written notice of the intent not to renew these terms. (OCGA ). Renewal Terms: Unless mutually agreed upon, in writing by the parties, or otherwise indicated herein, all provisions and conditions of any Subsequent or Optional Renewal Terms shall be exactly the same as those contained within this agreement. Any request to change the terms of the contract by the Contractor, must be received by the County at least sixty (60) days prior to the renewal date. Termination: If, at any time, the County determines it is in its best interest to discontinue use of these services the County reserves the right to cancel this Agreement by giving thirty (30) days advance written notice. The contract shall terminate absolutely and without further obligation at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under this contract. Dawson County reserves the right to terminate the contract immediately in the event that the Contractor discontinues or abandons operations, is adjudged bankrupt or is reorganized under any bankruptcy law, or fails to keep in force any required insurance policies or bonds. Failure of the successful contractor to comply with any section or part of the contract will be considered grounds for immediate termination of the contract by the County without penalty to Dawson County. Dawson County shall pay for services rendered up to the point of termination. Notwithstanding anything to the contrary contained in the contract between the County and the successful Contractor, the County may, without prejudice to any other rights it may have, terminate the contract for convenience and without cause, by giving thirty (30) days written notice to the successful Contractor. If the termination clause is used the County, the successful Contractor will be paid by the County for all scheduled work completed satisfactorily by the successful Contractor up to the termination date set forth in the written termination notice. Arbitration: Any controversy or claim arising out of or relating to this AGREEMENT, or the breach thereof, may be resolved by arbitration in accord with the Georgia Arbitration Code (O.C.G.A , et seq.). The parties hereto acknowledge and agree that the terms hereof shall be construed in accord with the laws of the State of Georgia and that venue for any action shall be Dawson County, Georgia. Force Majeure: Both Dawson County and Contractor shall not be considered in default in the performance of its obligations under this Agreement to the extent that the performance of its obligations is prevented or delayed by any cause beyond either s reasonable control, including without limitations: acts of God; acts or omissions of governmental authorities; strikes; lockouts or other industrial disturbances. Severability: In the event any provision or any portion of any provision of this Agreement, or application thereof to any person or circumstances shall to any extent be held invalid or unenforceable, the remainder of this Agreement or the application of such remaining provisions or remaining portion of said provision to any other person or circumstances shall not be affected thereby. Said remainder shall #7708IFB Generator Maintenance Service Dawson County, GA Page 22 of 23

23 continue in full force and effect and shall be valid and enforceable to the fullest extent permitted by law. If any provision of this contract is held to be invalid, illegal, or unenforceable for any reason, the validity, legality and enforceability of the remaining provisions of this contract will not be adversely affected. Contract Documents: The Agreement consists of the following contract documents, which by this reference are incorporated herein: This signed Contract. The Invitation for Bids and addenda #7708IFB Generator Maintenance Services The Bidders Response and all items required on the Bidder s Checklist submitted by the Contractor Statutory Compliance Regarding Purchasing Contracts: The parties intend that this agreement shall, and this agreement shall operate in conformity with and not in contravention of the requirements of O.C.G.A , as applicable, and in the event that this agreement would conflict therewith, then this agreement shall be interpreted and implemented in a manner consistent with such statute. The Agreement contains the entire agreement and understanding by and between the parties with respect to the subject matter hereof, and no representations, promises, agreements or understandings, written or oral, not herein contained shall be of any force or effect. No change or modification hereof shall be valid or binding unless the same is in writing and signed by the party against whom such waiver is sought to be enforced. Witness: Sworn to and subscribed before me this day of, Notary Public Commission Expires: Sworn to and subscribed before me this day of, 2008 Notary Public Commission Expires: Dawson County, Georgia Mike Berg, Chairman Board of Commissioners Business Name Authorized Signature Print Name Title Address: #7708IFB Generator Maintenance Service Dawson County, GA Page 23 of 23