Dawson County Emergency Services Uniforms

Transcription

1 DAWSON COUNTY Board of Commissioners INVITATION FOR BIDS BID Number: # 12710IFB Dawson County Emergency Services Uniforms RELEASE DATE: February 19, 2010 DUE DATE & TIME: March 16, 2010 at 3:00 PM #12710IFB Dawson County, GA Page 1 of 53

2 Dawson County Purchasing Department 76 Howard Avenue East, Suite 120 Dawsonville, GA INVITATION FOR BIDS BID Number: # 12710IFB Dawson County Emergency Services Uniforms SCHEDULE OF EVENTS February 19, 2010 Invitation for Bids Released March 4, :00 Noon Deadline for Questions March 9, :00 PM Deadline for addenda to be posted on March 16, :00 PM Bid submission deadline. Bids opened immediately following deadline. April 8, 2010 Tentative Award Date I. BIDDER S INSTRUCTIONS A. Purpose for IFB The Dawson County Purchasing Department is soliciting bids from suppliers to provide uniforms, footwear, workout wear, belts & hats to the Dawson County Emergency Services Department. The County intends to award this bid to a single vendor that is able to supply all uniform pieces. 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 Department, or as provided by existing work agreement(s). The County reserves the right to reject the submittal of any bidder violating this provision. C. Pre-Bid Conference / Site Visit No pre-bid conference or site visit will be held. #12710IFB Dawson County, GA Page 2 of 53

3 D. Inquiries and Addenda Written questions may be submitted to Jill Rathe, Purchasing Department, regarding this Invitation to Bid no later than 12:00 Noon on February 19, is the preferred mode of communication; however other written forms of communication will be accepted. Faxes may be sent to Jill Rathe, Purchasing Department at Dawson County reserves the right to issue written addenda to any inquiries that alter the bid instructions or specifications in this Invitation to Bid. Addenda will be posted to the county website at no later than 5:00 PM on January 23, Bidders shall check the website for addenda prior to submitting a bid. All responsive bid submissions will include signed copies of any posted addenda. E. Duration of Contract The initial term of a contract awarded as a result of this IFB shall begin on or about June 18, 2009 and continue 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. F. 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. G. 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 #12710IFB: Emergency Services Uniforms 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. Bids may be delivered, or express mailed to: Jill Rathe, Purchasing Director Dawson County Board of Commissioners 76 Howard Avenue East, Suite 120 Dawsonville, GA #12710IFB Dawson County, GA Page 3 of 53

4 Bids being submitted by US Mail shall be sent to: Jill Rathe, Purchasing Director 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 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 January 26, 2010 will not be opened. H. 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. Bid withdrawal is not automatically granted and will be allowed solely at Dawson County s discretion. I. 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 J. 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. #12710IFB Dawson County, GA Page 4 of 53

5 II. BID Terms A. Quantities 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 approximate value of the contract for 2010, is $35,000. The County does not guarantee a minimum value of this contract. B. Exclusions Turnout Gear is NOT part of this bid. C. Patches & Logos Each uniform piece shall be delivered with all logos and patches attached. Logos and Patches shall be included in the garment bid price. Art work is not available. The Dawson County Emergency Services officials will supply sample logos and patches to the winning vendor. Photographs of the logos & patches showing the colors, approximate size and placement on the uniforms are posted on the Dawson County Purchasing website for viewing. D. Measuring and Sizing The winning vendor will be required to visit Dawson County to measure the Emergency Services staff. This will require at least three sessions to connect with staff on all shifts. E. Order & Delivery A Purchase Order number must accompany all orders. Dawson County will not be responsible for payment on any invoice that does not include a Purchase Order. All bid prices shall include shipping charges. Bidders shall state standard time from Order to Delivery on the Bidder s Response form. Furthermore, bidders shall state surcharge for any RUSH deliveries. All orders will be FOB Dawson County Fire Station #1 located at: 393 Memory Lane, Dawsonville, GA, F. Brand Names & Equivalency Brand names are specified for some uniform pieces. For items that do not specify a brand name and items that allow equivalent items to be bid, bidders must write in the brand name being offered to the right of the specifications and attach a specification sheet or brochure to be considered. #12710IFB Dawson County, GA Page 5 of 53

6 Dawson County, GA BIDDER S RESPONSE #12710IFB: Emergency Services Uniforms This form must be completed and returned with your bid For items that do not specify a brand name and items that allow equivalent items to be bid, bidders must write in the brand name of the product being offered to the right of the specifications. Bidder shall also attach a specification sheet or brochure to the bid sheet. The undersigned agrees, if this bid is accepted within ninety (90) calendar days after date of opening, to furnish all equipment, materials, or services in strict accordance with the provisions of this for Bids, at the price and terms and according to specifications or other provisions in this bid package. Workrite Uniform Pants- Men s Industrial and Fire Fighter Full Cut Pant 7.5 oz Nomex IIIA Color: Navy Triple-stitched, feld-locked outer seams and seat seam All other seams double stitched Solid Brass Zipper Two front deep-inset pockets Two large rear welt pockets, one with button Fully finished waistband with belt looks Permanent creases Pressed and autoclaved Certified to NFPA 1975 station uniform standard Price for One Pair #12710IFB Dawson County, GA Page 6 of 53

7 Workrite Uniform Pants - Men's Full 7.5 oz Nomex IIIA Color: Navy Triple-stitched, feld-locked outer seams and seat seam All other seams double stitched Solid Brass Zipper Two front deep-inset pockets Two large rear welt pockets, one with button Fully finished waistband with belt loops Permanent creases Pressed and autoclaved Certified to NFPA 1975 station uniform standard Price for One Pair #12710IFB Dawson County, GA Page 7 of 53

8 Workrite Uniform Pants - Women's Industrial and Fire Fighter Pant 7.5 oz Nomex IIIA Color: Navy Triple-stitched, feld-locked outer seams and seat seam All other seams double stitched Solid Brass Zipper Two front deep-inset pockets Two large rear welt pockets, one with button Fully finished waistband with belt loops Permanent creases Pressed and autoclaved Certified to NFPA 1975 station uniform standard Price for One Pair #12710IFB Dawson County, GA Page 8 of 53

9 Workrite Uniform Pants- Women's Pleated Pant 7.5 oz Nomex IIIA Color: Navy Triple-stitched, feld-locked outer seams and seat seam All other seams double stitched Solid Brass Zipper Two front deep-inset pockets Two large rear welt pockets, one with button Fully finished waistband with belt looks Permanent creases Pressed and autoclaved Certified to NFPA 1975 station uniform standard Price for One Pair #12710IFB Dawson County, GA Page 9 of 53

10 Workrite Fire Chief Shirt-Men's Color: Navy 4.5 oz Nomex IIIA Extra long shirt tail Two breast pockets with hook-and-loop flaps Left pocket pencil slot Badge tab above left pocket Five sewn-in military creases Collar band Double stitched front placket with heavy-duty snap enclosure and decorative Melamine buttons Pressed and autoclaved Certified to NFPA 1975 station uniform standard. Logo & Patches Price for One Shirt #12710IFB Dawson County, GA Page 10 of 53

11 Workrite Fire Chief Shirt-Women's Color: Navy 4.5 oz Nomex IIIA Extra long shirt tail Two breast pockets with hook-and-loop flaps Left pocket pencil slot Badge tab above left pocket Five sewn-in military creases Collar band Double stitched front placket with heavy-duty snap enclosure and decorative Melamine buttons Pressed and autoclaved Certified to NFPA 1975 station uniform standard. Logo & Patches Price for One Shirt #12710IFB Dawson County, GA Page 11 of 53

12 Foul Weather Wear-Unisex Snap 'N' Wear Flight Jacket Snap 'N' Wear - Reversible MA-1 Flight Jacket (Style 6075) Color: Navy Heavy Nylon Satin Shell 6 oz/yd. 2 Polyester Orange Nylon Taffeta Lining Logo & Patches Price for One Jacket #12710IFB Dawson County, GA Page 12 of 53

13 Rain Coat 100% Polyester, PU coated breathable fabric Color: Neon Lime Green Removable quilted lining Suitable for year-around wear Meets ANSI/ISEA Class 3 Standards Detachable Hood Two hand warmer pockets 2" Vizlite Silver/grey reflective tape or equivalent Logo on left chest and "DCES" on back of jacket in 6" Block Letters Brand Name Price for One Coat #12710IFB Dawson County, GA Page 13 of 53

14 Winter Zip Turtleneck- Dutyman Style Game Sportswear brand or Equivalent Color: Navy 20 oz. linear (12. oz sq. yd), 80/20 cotton/polyester super weight fleece Brass Zip Turtleneck Set In Sleeve Knit cuffs and bottom Band Side seam pockets 9" right chest radio pocket Logo & Patches Price for One Shirt #12710IFB Dawson County, GA Page 14 of 53

15 Dress Uniform - Men's Men's Pants Southeastern Shirt Co. Code 3 Trouser, Model 3009 or equivalent Color: Black 65% polyester 35% cotton 7 ¾ oz Quarter top pockets ¾" inserted belt loops 2" Snug-Tex waistband with Banroll Brass zipper Topstitched back pockets Bartacks on all stress points French fly Visa III finish Price for One Pair #12710IFB Dawson County, GA Page 15 of 53

16 Men's Shirt Southeastern Shirt Co. Code 3, Short Sleeve Shirt #3203 or equivalent Color: White Lined placket front Sewn in military creases Scalloped flaps Box pleated straps 3 ¾" yoke for comfort Form fit full-length body Logo & Patches Price for One Shirt #12710IFB Dawson County, GA Page 16 of 53

17 Men's Shirt Southeastern Shirt Co. Code 3, Long Sleeve Shirt #3103 or equivalent Color: White Lined placket front Sewn in military creases Scalloped flaps Box pleated straps 3 ¾" yoke for comfort Form fit full-length body Logo & Patches Price for One Shirt #12710IFB Dawson County, GA Page 17 of 53

18 Dress Uniform - Women's Women's Pants Southeastern Shirt Co. Code 3 Trouser, Model L3009 or equivalent Color: Black 65% polyester 35% cotton 7 ¾ oz Quarter top pockets ¾" inserted belt loops 2" Snug-Tex waistband with Banroll Brass zipper Topstitched back pockets Bartacks on all stress points French fly Visa III finish Logo & Patches Price for One Pair #12710IFB Dawson County, GA Page 18 of 53

19 Women's Shirt Southeastern Shirt Co. Code 3, Short Sleeve Shirt #L3203 or equivalent Color: White Lined placket front Sewn in military creases Scalloped flaps Box pleated straps 3 ¾" yoke for comfort Form fit full-length body Logo & Patches Price for One Shirt #12710IFB Dawson County, GA Page 19 of 53

20 Women's Shirt Southeastern Shirt Co. Code 3, Long Sleeve Shirt #L3103 or equivalent Color: White Lined placket front Sewn in military creases Scalloped flaps Box pleated straps 3 ¾" yoke for comfort Form fit full-length body Logo & Patches Price for One Shirt #12710IFB Dawson County, GA Page 20 of 53

21 Class A Uniform - Men's Men's Pants Southeastern Sort Company Model 3009 or equivalent Color: Black 65% Polyester and 35% Cotton; 7 3/4 0z. Quarter top pockets 3/4" inserted belt loops 2" Waistband with Ban-roll Brass zipper Top Stitched back pockets Bartacks on all stress points French Fly Visa III finish Price for One Pair #12710IFB Dawson County, GA Page 21 of 53

22 Class A Uniform-Men's Coat Flying Cross Double Breasted Coat # 17B8696 or equivalent Color: Naval Officer Navy Blue oz. 55/45 Dacron Polyester/Wool, Fully Lined with 6-button front and peak lapels Two lower welt pockets plus an upper breast pocket welt (no pocket) Three inside cloth reinforced pockets Light quilting in upper chest lining Badge tab Logo & Patches Price for One Coat #12710IFB Dawson County, GA Page 22 of 53

23 Class A Uniform - Woman's Women's Slacks Flying Cross by Fechheimer Item # 3933 or equivalent Color: Black 100% Polyester, oz. per yard Gabardine Weave Two quarter top front pockets Two double welt, hip pockets No visible topstitching Closed, waistband at least 1-7/8" wide with 3/4" Ban-roll Hook & Eye waist closure, reinforced Brass Zipper French Fly Price for One Pair #12710IFB Dawson County, GA Page 23 of 53

24 Woman's Jacket Flying Cross Single Breasted Coat # 4800SDC or equivalent Color: Naval Officer Navy Blue oz. 55/45 Dacron Polyester/Wool, Gabardine Fully lined with inside breast pocket 4-button front with peak lapels Front darts and an upper breast pocket welt (no pocket) Badge tab Logo & Patches Price for One Coat #12710IFB Dawson County, GA Page 24 of 53

25 Class A Uniform - Woman's Women's Skirt Flying Cross 4800SK or equivalent Color: Black 55% Polyester/45% Wool 11.5 OZ Fully lined with Rayon or Polyester Lined Pocket Non-Slip tape at waist Placket closure at side seam Unhemmed six gore construction Price for One Coat #12710IFB Dawson County, GA Page 25 of 53

26 Work-Out Wear - Unisex T-Shirts 100% Cotton, Color Navy Ribbed two-needle collar. Quarter-length set-in sleeves. Double-needle emergency Services. Logo Price for One Shirt Brand Name Shorts 50% Cotton, 50% Polyester Multi needle exposed elastic waistband with drawcord 8" inseam. Logo Price for One Pair Brand Name #12710IFB Dawson County, GA Page 26 of 53

27 Work-Out Wear - Unisex Sweatpants Russell Dri-Power Performance Fleece or equivalent 50% Cotton, 50% Polyester Elastic bottom legs Multi needle exposed elastic waistband with drawcord Side pocket Logo Brand Name Price for One Pair Sweatshirt Russell Dri-Power Performance Fleece or equivalent 50% Cotton, 50% Polyester Cuff sleeve and bottom Hem Logo Price for One Shirt #12710IFB Dawson County, GA Page 27 of 53

28 Hat - Unisex Flex-Fit Stretch Fitted Hat or Equivalent Color: Navy Serge polyspun fabric Hypoallergenic Moisture-wicking ability Mid-profile 3 ¼ crown with sewn eyelets Visor with 8 rows of stitching Fused hard buckram front panels Patch Price for One Hat #12710IFB Dawson County, GA Page 28 of 53

29 Belts Rescue Belt Black Hawk CQB/Rescue (Rigger) Belt or equivalent. 1.75" Type 13 (7000lb. Tensile strength) Rescue Belt Color: Black Type 12 liner for abrasion buffer Parachute quality buckles and adapters. Sewn with #5 Nylon cord on a Class 7 Sewing Machine Meets NFPA SCBA Standards Price for One Belt #12710IFB Dawson County, GA Page 29 of 53

30 Ranger Belt Dutyman Floral Leather Ranger Belt, model #1761 Color: Black Leather is 8-9 oz. leather 1.75" Wide Buckle must be available in a silver finish, AND Buckle must also be available in a gold-tone finish for the Officers. Price for One Belt #12710IFB Dawson County, GA Page 30 of 53

31 Footwear 10" Tie/Zip, Black Boot Rocky Para Trooper 2090 Boot or equivalent Welt Construction Rubber Lug Outsole Non-Metallic heel stabilizer Front Tie/Side Zip Price for One Pair #12710IFB Dawson County, GA Page 31 of 53

32 8" Tie/Zip, Black Boot Magnum 5198 Stealth Force or equivalent Full-Grain Leather / 1680 Denier Ballistic Nylon Mesh Upper Circular Side-Zipper Moisture-Wicking Lining Antimicrobial Treatment Anti-Fraying Stitching Thread EN ISO Certified Composite Shank Compression Molded EVA Midsole Contoured Sock liner with Memory Foam Flex-Zone with Siping for Traction and Control X-Traction Zone Outsole Price for One Pair #12710IFB Dawson County, GA Page 32 of 53

33 6" Tie/Zip, Black Boots Magnum 5226 Stealth Force or equivalent Full-Grain Leather / 1680 Denier Ballistic Nylon Mesh Upper Side-Zipper Moisture-Wicking Lining Antimicrobial Treatment Anti-Fraying Stitching Thread EN ISO Certified Composite Shank Compression Molded EVA Midsole Contoured Sock liner with Memory Foam Flex-Zone with Siping for Traction and Control X-Traction Zone Outsole Price for One Pair #12710IFB Dawson County, GA Page 33 of 53

34 6" Slip On, Black Boots Thorogood or equivalent Oil Resistant Soles Translucent TPU Soles Direct Injection Sole Construction Composite Shank Removable foot bed Non-Woven Nylon lining Black Full Grain Leather Upper Slip Resistant Soles Price for One Pair #12710IFB Dawson County, GA Page 34 of 53

35 Footwear - Dress High Gloss Oxford--Women's Thorogood Poromeric Oxford, Style or equivalent Goodyear Welt Slip-Resistant Outsole Removable Insole Rubber Midsole Fiberglass Shank Non-Marking Price for One Pair #12710IFB Dawson County, GA Page 35 of 53

36 High Gloss Oxford--Men's Thorogood Poromeric Oxford, Style or equivalent Goodyear Welt Slip-Resistant Outsole Removable Insole Rubber Midsole Fiberglass Shank Non-Marking Price for One Pair Time required from Order to Standard Delivery: Surcharge for RUSH delivery: The bid price for each garment includes shipping charges and pricing for the patches and logos as shown in photographs available on the Dawson County Purchasing website. This bid is submitted in response to Dawson County Bid #12710IFB EMERGENCY SERVICES Uniforms by: Company Name: Authorized Signature: Print Name: Title: Date: #12710IFB Dawson County, GA Page 36 of 53

37 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 Bidder s Response 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 A copy of the bid results may be requested in writing by sending a self-addressed, stamped envelope request to: Dawson County Purchasing Department, 78 Howard Avenue East, Suite 100, Dawsonville, GA. 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 bid is that 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 that will assure good faith performance. #12710IFB 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. PAYMENT: Upon inspection and acceptance of all items, amount due shall be eligible for payment. 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 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 Dawson County, GA Page 37 of 53

38 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 Vendor 15. INQUIRIES REGARDING PAYMENT: 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. 17. DISCOUNTS: 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. 18. 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. 19. 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. 20. 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. 23. 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. 24. INSURANCE 24.1 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 Five Hundred Thousand ($500,000) Dollars combined single limit per occurrence. 21. 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. 22. NON-COLLUSION: The bidder will be required to execute a Certificate of Non-Collusion and submit it with Bid Documents. 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. #12710IFB Dawson County, GA Page 38 of 53

39 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. 25. 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. 27. 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. 28. E_VERIFY & SAVE: Bidder shall submit a notarized E-Verify Contractor s Affidavit and Sub-Contractor s Affidavit (If applicable) with their bid. Bidder shall also submit a completed and signed SAVE document. Both forms are part of the bid package; and are available by contacting the Purchasing office at X 236 or X 246. #12710IFB Dawson County, GA Page 39 of 53

40 Dawson County, GA Bidder s Checklist #12710IFB Emergency Services Uniforms Legal Name of Bidder: This form and the following items must be completed and returned with your bid. Submitted: YES NO DESCRIPTION Bidder s Information Form Original and 2 copies of the Bidder s Response Form Addenda Circle numbers for attached addenda: #1, #2, #3, #4, #5, #6 (if applicable) Bidder s Certification Bidder s Reference Form Bidder s Affidavit Form Local Small Business Initiative Form E-VERIFY Contractor Affidavit and Agreement E-VERIFY Subcontractor Affidavit and Agreement SAVE Document Sample Contract with any issues marked in red W9 Please submit documents in order listed. (Authorized Signature) (Date) #12710IFB Dawson County, GA Page 40 of 53

41 Dawson County, GA Bidder s Certification #12710IFB Emergency Services Uniforms 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 #12710IFB Dawson County, GA Page 41 of 53

42 Dawson County, Georgia Bidder s Information Form #12710IFB Emergency Services Uniforms 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 #12710IFB Dawson County, GA Page 42 of 53

43 Dawson County, GA Bidder Reference Form #12710IFB Emergency Services Uniforms 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: #12710IFB Dawson County, GA Page 43 of 53

44 Dawson County, GA Bidder s Affidavit #12710IFB Emergency Services Uniforms This form must be completed and returned with your bid BID DATE: STATE OF ) COUNTY OF ) being duly sworn, deposes and says that he resides at (Name Printed) that he is the (Title) (Name of Bidder) who signed the above Bidder s Response, that he was duly authorized to sign and that the Bid is the true offer of the Bidder, that the seal attached is the seal of the Bidder and that all the declarations and statements contained in the Bid are true to the best of his knowledge and belief. Subscribed and Sworn to before me this day of 20. (Notary Public) (SEAL) My Commission expires, 20 #12710IFB Dawson County, GA Page 44 of 53

45 Dawson County Purchasing Department 76 Howard Avenue East, Suite 120, Dawsonville, GA (706) Office (706) Fax LOCAL SMALL BUSINESS CERTIFICATE OF ELIGIBILITY Complete all areas below. Incomplete forms may be rejected. Submit by mail or fax to the below address. Legal Name of Firm: Mailing Address: Physical Address: (if different) Year business was established in Dawson County: Business License Number issued by Dawson County: Number of Employees: Average annual gross receipts for past three years: Business Type: (corporation, partnership, sole proprietorship) Does your business have more than one office in Dawson County: If yes, specify the location(s): Is your business principal base of operations in Dawson County: Yes No Does your business have any locations outside of Dawson County: If yes, specify the locations(s): Bank (branch in Dawson County): CERTIFICATION: I hereby certify under penalty of perjury that the information which I have provided on this form is true and correct, that I am authorized to sign on behalf of the business set out above, and if requested by the County will provide, within 10 days of notice, the necessary documents to substantiate the information provided on this form. By: Title: Print Name Authorized Representative: Date: Subscribed and sworn before me by: this, day of My commission expires: Notary Public (Seal) #12710IFB Dawson County, GA Page 45 of 53

46 Purpose & Scope: Dawson County, GA Local Small Business Initiative Giving preference to local suppliers, even if it means spending a little more, can actually benefit a county s finances. Dollars spent locally generate additional economic activity even beyond the value of the initial contract as the local supplier in turn sources goods and services locally. Each additional dollar that circulates locally boosts economic activity, employment, and ultimately tax revenue. (1) A study in Arizona found that using local independent suppliers for state contracts results in three times the economic benefit of bids fulfilled through national chains. (1) Local Small Business Initiative (LSBI) is a Dawson County program designed to promote opportunities to Local Small Businesses located in Dawson County. The LSBI program is designed to return as much taxpayer money to the local economy, in a relatively short time span, as possible while at the same time foster inclusiveness with the County s procurement activities and a goal to provide more opportunities for Dawson County businesses. Definition of Local Small Business: Local Small Business shall mean a business which has its principal office located in and having a street address within Dawson County for at least six months immediately prior to the issuance of the quote/bid/proposal. Post Office boxes (to include mailing/shipping center addresses) are not eligible and shall not be used for the purpose of establishing a physical address. Must hold a valid business license required by the County and have no outstanding or unresolved fees, fines or penalties due to Dawson County. Not have more than twenty-five (25) employees, and of which at least 33% of those employees have their primary residence in Dawson County, or, if the business has no employees, the business shall be at least fifty-one (51%) percent owned by one or more persons whose primary residence in Dawson County. Have a banking relationship with a bank located in Dawson County. Average annual gross receipts of five million dollars ($5,000,000.00) or less over the previous three years. Must certify under oath to the above criteria upon submission for any bid, solicitation, or proposal to Dawson County. #12710IFB Dawson County, GA Page 46 of 53

47 The LSBI Policy will not be applicable for the following types of purchases, bids, or solicitations: Goods or services provided under a cooperative purchasing agreement or inter-local agreement; Purchases or contracts which are funded in whole or part by a governmental entity and the laws, regulations, or policies governing such funding prohibit application of preference; Purchases made or contracts let under emergency or non-competitive situations or for legal services; Projects over $100, Affidavit: The County will accept an affidavit that a business meets the County s standards to be considered a Local Small Business. The County, in its sole discretion, may request additional information from the business to support its claim of being a Local Small Business. The Purchasing Department will be required to review the affidavit and request additional information as necessary to ensure the LSBI criteria are satisfied. The County will notify a business of acceptance of LSBI certification. How Incentive Works: Under any applicable solicitation or bid, vendors desiring to receive local preference under the LSBI Policy will be required to affirmatively demonstrate via affidavit that they satisfy all pertinent requirements. Any vendor who fails to submit the required affidavit shall be automatically excluded from LSBI consideration. Vendors shall submit the affidavit with each solicitation or bid proposal. The affidavit contemplated under this Policy is valid only for the submitted solicitation or bid, and must be reaffirmed and resubmitted for each subsequent solicitation of bid. For any solicitation that is under $100, the Local Small Business (as demonstrated via affidavit) that submits a responsive, responsible price, a local preference credit of 3%. Waiver: The application of local preference to a particular purchase, contract, bid, solicitation or category of contracts may be waived by the Dawson County Board of County Commissioners in its sole discretion. The promulgation of this Policy is not intended nor should it be construed as created a right or property interest in local preference or in the local preference credit. #12710IFB Dawson County, GA Page 47 of 53

48 Dawson County, GA 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. E-Verify User Identification Number Legal Name of Business 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) #12710IFB Dawson County, GA Page 48 of 53

49 Dawson County, GA SUBCONTRACTOR AFFIDAVIT AND AGREEMENT (IF APPLICABLE) 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 E-Verify User Identification Number Legal Name of Business 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) #12710IFB Dawson County, GA Page 49 of 53

50 Dawson County, Board of Commissioners Affidavit Verifying Residency Status of an Applicant as Required by the Georgia Security and Immigration Compliance Act By executing this affidavit under oath, as an applicant for a Dawson County grant, contract, subcontract, loan, or professional license as referenced in the Georgia Security and Immigration Compliance Act (O.C.G.A ), I am stating the following with respect to my application. OR I am a United States citizen I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.* In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section of the Official Code of Georgia. Signature of Applicant Date Printed Name *Alien registration number for non-citizens SUBSCRIBED AND SWORN BEFORE ME ON THIS DAY OF, 200 Notary Public My Commission Expires: *Note: O.C.G.A (e)(2) requires that aliens under the federal Immigration and nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of alien, legal permanent residents must also provide their alien registration number ********************************************************************************************* PLEASE INDICATE THE DOCUMENT VERIFYING YOUR RESIDENCY STATUS AND ATTACH A COPY OF THE DOCUMENT (front and back) I-327 (Reentry Permit) I-551 (Permanent Resident Card) I-571 (Refugee Travel Document) I-688 (Temporary Resident Card) I-688A (Employment Authorization Card) I-688B (Employment Authorization Document) I-766 (Employment Authorization Card) Certificate of Citizenship Naturalization Certificate Machine Readable Immigrant Visa Temporary I-551 Stamp (on passport or I-94) I-94 (Arrival/Departure Record) Unexpired Foreign Passport I-20 (Certificate of Eligibility for Nonimmigrant (F-1) Student Status) DS2019 (Certificate of Eligibility for Exchange Visitor (J-1) Status) Other (Use Document Description) Applying on Behalf of/name of Associated Business A-CC Finance Business occupation Tax Certificate September 2009 #12710IFB Dawson County, GA Page 50 of 53