BID RECEIVING OFFICE: Forsyth County Public Library, Administrative Offices, 585 Dahlonega Street, Cumming, GA 30040

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1 INVITATION TO BID DATE ISSUED: September 27, 2017 FOR: Professional janitorial services for a contract period of January 1, 2018 to December 31, This annual contract may be renewed for two (2) one (1) year terms. DEADLINE FOR RECEIVING SEALED BIDS: Friday, October 27, 2017, 2:00 PM Bids submitted after the deadline will not be accepted under any circumstances. BID RECEIVING OFFICE: Forsyth County Public Library, Administrative Offices, 585 Dahlonega Street, Cumming, GA BIDS WILL BE OPENED AT: Friday, October 27, 2017, 2:05 PM Forsyth County Public Library, Administrative Offices, 585 Dahlonega Street, Cumming, GA Sealed bids in triplicate copy, subject to all provisions of the Invitation to Bid, will be received and opened at the time, date and place shown above. Bids must be submitted in a sealed envelope or package with the name of the bidder and Janitorial Services on the front of the package. Bid responses must include all required information and forms as described in the bid specifications packet. All content and forms relevant to the bid response must be contained within the sealed package. Award of bid will be made at a later date pending evaluations of all bids submitted and approval by the FCPL Board of Trustees. The Library reserves the right to reject any or all bids and to waive technicalities. Subject to approval by the FCPL Board, the bid shall be awarded to the lowest responsive and responsible vendor whose bid, conforming to the requirements of the bid specifications package, will be most advantageous to the Library, with price and other factors considered. Factors that will be considered include: qualifications, experience, bid pricing, references and completeness of bid response. Insurance: The winner of the bid is required to furnish a Certificate of Insurance that meets all the insurance requirements of this bid before a contract will be signed. Addenda and Interpretations: No interpretation of the meaning of the specifications or other bid documents will be made to any bid orally. Every request for such interpretations must be sent in writing to Monica Hennings at henningsm@forsythpl.org, and, to be given consideration, must be must be received by 2:00 PM on Monday, October 16, Any and all such interpretations and any supplemental instructions will be in the form of written Addenda to the Specifications which, if issued, will be ed to all prospective bidders, at the respective addresses furnished when bid packages were issued. Failure of any bidders to receive any such addendum or interpretation shall not relieve such bidders from any obligation under his bid as submitted; it is the responsibility of the bidder to ensure receipt of any addenda. All addenda so issued shall become part of the contract documents. Permits and Fees: It is the Contractor s responsibility to secure and pay for permits, fees, licenses, and inspections necessary for proper execution of the work which are customarily secured after execution of the Contract. Title VI: In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C , and all other provisions of Federal law, the Firms doing business with Forsyth County Public Library agree that, the Firm, for themselves, their assignees and successors in interest, will not discriminate against any employee or applicant for employment, any subcontractor, or any supplier because of race, color, creed, religion, national origin, gender, age or disability.

2 Visiting Facilities: It is the Contractor s responsibility to visit each library facility in order to ensure that the scope of work is understood and that the bid price is responsible. The hours that the libraries are open to the public are available at If you wish to see the non-public areas of the building, please identify yourself as a potential bidder to a staff member and request access to the staff area. Please be aware that the Sharon Forks location will be closed for several weeks beginning October 2, Electronic copies of the Sharon Forks floor plans will be available.

3 CONTRACTOR CHECKLIST Please read the enclosed documents carefully and make sure that your bid complies with all instructions. Each bidder must provide three (3) copies of his bid response. At a minimum, the bid responses must include the following: Letter of introduction from contractor that describes qualifications to perform services. Letter should include: Company information, including how long in business, number of employees, and areas of specialization. Qualifications of employee(s) who would be responsible for the contract with FCPL. Process for screening employees or subcontractors who will be assigned to FCPL. Description of quality control process. Statement that contractor has visited each library facility. Any other information that demonstrates that the contractor has the ability to meet the contract requirements. Bidder Information Form Bid Pricing Schedule Bidder References Form Non-Collusion Affidavit Contractor E-Verify Affidavit and Agreement Local Business Affidavit of Eligibility The Library follows Forsyth County Government s Local Business Initiative. This form is required of any bidder wishing to be considered for a local preference credit of 5%. For more information and to obtain the affidavit, visit Forsyth County Government s Procurement Department website. NEED FURTHER INFORMATION? If you need further information, please contact Monica Hennings, Financial Coordinator, at (678) or henningsm@forsythpl.org. Please note that any requests for interpretations of the specifications/bid documents must be submitted in writing as described on the Invitation to Bid.

4 BIDDER INFORMATION FORM The undersigned agrees, if this bid is accepted within 60 calendar days after date of opening, to furnish all equipment, materials, or services in strict accordance with the provisions of this Invitation to Bid, at the price and terms included on the Bid Pricing Schedule, and according to specifications or other provisions in this bid package. Company Name Tax ID # Street Address Mailing Address (if different) Telephone # Fax # address Name and title of person authorized to submit this bid Authorized Signature Date Primary contact person (regular business hours) Telephone # address Primary contact person (outside regular business hours) Telephone # address

5 Forsyth County Public Library Bid Pricing Schedule--Janitorial Services >> This form will be attached to the contract with the successful bidder. >> Do not include any taxes in the bid price as Forsyth County Public Library is exempt by law. >> The bid prices listed below must be all-inclusive. Budgetary constraints prevent the Library from accepting add-ons such as gas surcharges. Be sure to include all costs associated with labor, equipment, transportation, and insurance. Responsible bidders will have visited each library site prior to submitting a bid price. >> Forsyth County Public Library requires prices to remain firm for the initial contract period (January 1, 2018 to December 31, 2018). The contract may be renewed for two (2) additional one (1) year periods provided fees are firm (or subject to a pre-approved increase), service is satisfactory, and both parties are willing to renew. Prior to each period of renewal, any increases in renewal rates will be evaluated and compared to the actual rate of inflation experienced, and will thereby remain subject to negotiation. Annual Quote (12 months) Monthly Quote 1/1/18 12/31/18 1/1/18 12/31/18 Headquarters/Administrative Offices 585 Dahlonega Street $ $ Cumming Library 585 Dahlonega Street $ $ Sharon Forks Library 2820 Old Atlanta Road $ $ Hampton Park Library 5345 Settingdown Road $ $ Post Road Library 5010 Post Road $ $ TOTAL $ $ Contractor Signature Date

6 BIDDER REFERENCES FORM You must have at least three (3) local client references listed on this form. Reference information must reflect current or recent work that is comparable in scope to the FCPL job. References should be located within a 50 mile radius of FCPL. Please list client reference, address, a contact person who is knowledgeable of your work, a business telephone number, and address. Client Reference # 1: Client Reference #2: Client Reference #3:

7 NON-COLLUSION AFFIDAVIT being first duly sworn, deposes and says that he is (sole owner, a partner, president secretary, etc.) of. the party making the foregoing Proposal or Bid; that such Bid is genuine and not collusive or sham; that said Bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any Bidder or person, to put in a sham Bid, or that such other person refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the Bid Price of affiant or any other Bidder, or to fix any overhead, profit or cost element of said Bid Price, or of that of any other Bidder, or to secure any advantage against Forsyth County Public Library, or any person interested in the proposed Contract; and that all statements in said Proposal or Bid are true; and further, that such Bidder has not, directly or indirectly submitted this Bid, or the contents thereof, or divulged information or data relative thereto to any association or to any member or agent thereof Affiant: Sworn to and subscribed before me this day of,20 Notary Public My Commission Expires 20

8 Contractor Affidavit under O.C.G.A (b)(1) 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 engaged in the physical performance of services on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on,, 20 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 20. NOTARY PUBLIC My Commission Expires:

9 Subcontractor Affidavit under O.C.G.A (b)(3) 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 engaged in the physical performance of services under a contract with (name of contractor) on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A (b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on,, 20 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 20. NOTARY PUBLIC My Commission Expires: