PURCHASING DEPARTMENT 151 Willowbend Road Peachtree City, GA Phone: Fax:

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1 PURCHASING DEPARTMENT 151 Willowbend Road Peachtree City, GA Phone: Fax: September 11, 2012 Ladies and Gentlemen: The City of Peachtree City will be accepting sealed proposals (one original and two copies) at the office of the Purchasing Department, 151 Willowbend Road, Peachtree City, Georgia 30269, until 11:00 a.m. on Tuesday, October 2, 2012 for an On-Call Street Light Maintenance Services in various locations throughout Peachtree City. The proposals will be opened at that time and place and the name of each Proposer shall be announced. Proposals received after the set time will not be considered. All proposals must strictly conform to the plans, specifications, and/or other documents. These documents are available on the City s web site at The City expects to enter into a one year contract for services (January 2013 through December 31, 2013), with the option of extending the contract for two (2) additional calendar years. Three copies of the proposals (one original and two copies) are to be submitted in a sealed envelope, with the name of the project (Street Lights # PES) clearly marked on the front. The date and time of opening are also to be included, along with the name of the company submitting the proposal. The proposal made by any company or firm must be signed in the name of such company or firm in a legal manner by a duly authorized officer; and the principal place of business must be shown (no post office boxes). Sealed price proposals shall accompany the sealed technical proposal. It is the City s intention to have a panel review the sealed proposals. The panel will base their decisions on the following weighted criteria: Price proposal 40% Emergency Response Time 10% References 15% Financial Standing 15% Equipment 10% Experience 10% No proposals may be withdrawn for a period of ninety (90) days after the scheduled time to receive the proposal. Any request for clarification must be submitted in writing (hand delivery, aegan@peachtree-city.org, fax, or regular mail) to the Purchasing Agent by the close of business, five business days prior to the submission of proposals. Any clarification issued will be in the form of an addendum to the proposal instructions, plans, or specifications and will be issued to all known potential offerors and placed on the City s web site not later than seventy-two (72) hours prior to the time of submission of proposals. Although the Purchasing Department will take effort to send any addendum to known proposers, it is the proposer s ultimate responsibility to ensure that they have all applicable addenda prior to submittal. This may be accomplished via contact with the Purchasing Agent or by visiting the City s website prior to submittal. The City reserves the right to award the contract on the phases it deems to be in the City s best interest. The City will exercise its discretion in awarding the contract to the company who best satisfies the needs of the City. The City also reserves the right to reject any and all proposals and to waive any and all irregularities. The City s policy and procedures for this process are available in the Purchasing Department for inspection. Proposals will not be accepted from any person, firm, or corporation who is in arrears in any debt or obligation to the City of Peachtree City or any other governmental entity.

2 Notice: The logo of the City of Peachtree City is protected and may not be used in submissions to the City. When using a logo, proposers should use only their corporate logos. Ownership of all data, materials, and documentation prepared for and submitted to the City in response to this request for proposals shall belong exclusively to the City and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia Annotated, Section , et.seq., unless otherwise provided by law. Angela Egan Purchasing Agent Enclosure ARE/STREET LIGHTS #13-104PES

3 SCOPE OF SERVICES ON-CALL STREET LIGHT SERVICE CONTRACT PUBLIC WORKS PEACHTREE CITY, GEORGIA INTRODUCTION The City of Peachtree City ( City ) is seeking an on-call street light service contract from a qualified contractor with five years related experience to fulfill a variety of maintenance requests throughout the City. The City of Peachtree City will be accepting sealed proposals (one original and two copies) at the office of the Purchasing Department, 151 Willowbend Road, Peachtree City, Georgia 30269, until 11:00 a.m. on Tuesday, October 2, The City expects to enter into a contract for services for calendar year 2013, with the option of extending the contract for two (2) additional calendar years. SCOPE OF SERVICES The City of Peachtree City is seeking an on-call street light service contract from qualified contractor with 5 years experience to fulfill a variety of maintenance request throughout the City. Some of the street lights that fall within the City s responsibilities include: Highway 54 & Market Place Highway 54 & MacDuff Highway 54 & Planterra Highway 54 & Huddleston Crosstown & Mucklow Crosstown & Taco Bell Primary duties will include but, not limited to replacement of bulbs, fixtures and other minor repairs. Due to the nature of the work involved, we require that the selected firm has someone on-site for repairs within 48-hours. The selected contractor must be properly licensed in the State of Georgia as an electrical contractor. The selected firm must be experienced in obtaining the necessary permits to work in the DOT or CSX right-ofway. In addition the City is requiring that the firm to be considered must be DOT pre-qualified and able to perform the proper traffic control within the Department of Transportations right-of-way. Copies of all proof-of-requirements must accompany proposal. Cost evaluation will be assessed by the following: 1. Minimum service call fee to come out plus hourly rate 2. Cost for fixture/parts replacement will be cost plus INSURANCE REQUIREMENTS The contractor shall procure and maintain at his expense during the life of the contract the following minimum insurance, with the City of Peachtree City named as additional insured: A. Commercial General Liability, Contractual Liability, and Products/Completed operations liability, Owners and Contractors Protective Liability, and Personal Injury Liability Insurance covering all operations required to complete the work, including coverage or damage caused by explosion, collapse, or structural injury and damage to underground utilities with $1,000, Combined Single Limit Bodily Injury and Property Damage Liability for each occurrence. The Contractual Liability Insurance Coverage insuring the performance of the contractual obligations assumed by the Contractor by acceptance of this contract, including specifically, but without limitation thereto, the above mentioned agreement, included herein.

4 B. Comprehensive Automobile Liability Insurance with $1,000, Combined Single Limit Bodily Injury and Property Damage Liability for each occurrence. This insurance is to apply to all owned, non-owned, and hired automobiles and other vehicles used by the Contractor in the performance of the work. C. Workers Compensation Insurance for statutory obligations imposed by Workers Compensation or Occupational Disease Laws, including, where applicable, the United States Longshoremen s and Harbor Workers Act, the Federal Employers Liability Act, and the Jones Act. Employer s Liability Insurance shall be provided with minimum limits of: Bodily injury by accident - $100, each accident Bodily injury by disease - $500, policy limit Bodily injury by disease - $100, each employee INVOICING Contractor will submit invoices to the City showing dates and hours of service and essential locations, and whatever other detail the City and the Contractor deem to be essential. Payment will be made by the City within 30 days of receipt. PAYMENT The City shall pay the Contractor based on the submitted and approved invoices for the services rendered. The City shall make payment to the Contractor of one hundred percent (100%) of the approved invoiced amount within thirty (30) days of the City's receipt of the invoice. The City shall provide written notice of its disapproval of all or any portion of an invoice, including the basis for disapproval, within thirty (30) days from receipt of the invoice. The City s payment of an invoice and/or failure to dispute an invoice shall not be a waiver of the City s right to later dispute the invoice, any charges in the invoice, or the work performed and referenced in the invoice. Contractor agrees and acknowledges that Contractor is solely responsible for the retention and payment of any subcontractors and/or material suppliers retained by Contractor pursuant to this Contract, and that the payment for the foregoing is included within the total amount to be paid to the Contractor under this Contract. CONTRACT The CONTRACT represents the entire agreement between the City and the Contractor. Both parties reserve the right to add additional types of work, and services, to this agreement upon the written consent of each party. TERMS The terms of the initial contract would be for one (1) year. State law, O.C.G.A , provides that multiyear agreements for services must terminate as of December 31 of the year in which it was entered and at the end (December 31st) of each succeeding year. After completion of the initial contract period, the contract may be renewed for a period not to exceed two (2) additional calendar years per written confirmation from both the City and the Contractor. GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT OF 2006 House Bill 2, Section 1 (b)(1) No public employer shall enter into a contract pursuant to this chapter for the physical performance of services within this state unless the contractor registers and participates in the federal work authorization program to verify information of all newly hired employees or subcontractors. Before a bid for any such service is considered by a public employer, the bid shall include a signed, notarized affidavit from the contractor attesting to the following: (A) The affiant has registered with and is authorized to use the federal work authorization program; (B) The user identification number and date of authorization for the affiant; and (C) The affiant is using and will continue to use the federal work authorization program throughout the contract period. An affidavit required by this subsection shall be considered an open public record once a public employer has entered into a contract for services; provided, however, that any information protected from public disclosure by federal law shall be redacted. Sample forms are attached.

5 SAVE In addition, successful bidder will be required to comply with the Systematic Alien Verification for Entitlements Program (SAVE), also see attached. Evaluation of Proposals The proposals will be evaluated on the following weighted criteria: Price proposal 40% Emergency Response Time 10% References 15% Financial Standing 15% Equipment 10% Experience 10%

6 PROPOSAL SUBMISSION Process for Submitting Proposals 1. Preparation of Proposal Each proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the technical proposal, the Proposer should reference those materials in the technical proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed. Notice: The logo of the City of Peachtree City is protected and may not be used in submissions to the City. When using a logo, proposers should use only their corporate logos. 2. Packaging of Proposal Mark the outside of shipping package as follows: Name of Company Point of Contact for Company RFP # PES Due no later than Tuesday, October 2, 2012, 11:00 a.m. 3 Submission of Proposals Proposals must be submitted to: Attn: Angela Egan, Purchasing Agent City of Peachtree City 151 Willowbend Road Peachtree City, GA Any proposal received after the due date and time will not be evaluated. 4. Rejection of Proposals/Cancellation of RFP The City reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject proposals that do not contain all elements and information requested in this document. The City reserves the right to cancel this RFP at any time. The City will not be liable for any cost/losses incurred by the Proposer throughout this process.

7 DRUG-FREE WORKPLACE CERTIFICATION The undersigned vendor hereby certifies that it will provide a drug-free workplace program by: 1. Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the vendor s workplace, and specifying the actions that will be taken against employees for violations of such prohibition; 2. Establishing a continuing drug-free awareness program to inform its employees about: A. The dangers of drug abuse in the work place; B. The vendor s policy of maintaining a drug-free workplace; C. Any available drug counseling, rehabilitation, and employee assistance programs; and D. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; 3. Giving all employees engaged in performance of the contract a copy of the statement required by subparagraph (1): 4. Notifying all employees, in writing, of the statement required by subparagraph (1), that as a condition of employment on a covered contract, the employee shall: A. Abide by the terms of the statement; and B. Notify the employer in writing of the employee s conviction under a criminal drug statute for a violation occurring in the workplace no later than five (5) calendar days after such conviction; 5. Notifying Peachtree City Hall in writing within ten (10) calendar days after receiving notice under subdivision (4) (A) above, from an employee or otherwise receiving actual notice of such conviction. The notice shall include name and the position title of the employee; 6. Within thirty (30) calendar days after receiving notice under subparagraph (4) of a conviction, taking one or more of the following actions with respect to an employee who is convicted of a drug abuse violation occurring in the workplace: A. Taking appropriate personnel action against such employee, up to and including termination; and/or B. Requiring such employee to satisfactorily participate in and complete a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency; and 7. Making a good faith effort to maintain a drug-free workplace program through implementation of subparagraphs (1) through (6) As the person authorized to sign this statement, I certify that this firm fully complies with the above requirements. Signature: Date: Print Name: Company:

8 ON-CALL STREET LIGHT SERVICE CONTRACT PEACHTREE CITY, GEORGIA REQUEST FOR PROPOSALS #13 104BES PROPOSAL FORM SUBMITTED BY: NAME OF FIRM: PHONE: PROPOSER S NAME: FAX: ADDRESS: DATE: AUTHORIZED SIGNATURE: DATE: The City of Peachtree City ( City ) is seeking an on-call street light service contract from a qualified contractor with five years related experience to fulfill a variety of maintenance requests throughout the City. PROPOSED PRICING: Minimum service call fee to come out Hourly rate Cost for fixture/parts replacement will be cost plus $ / event $ / hour % On occasion the City may need emergency response services. The City would expect the contractor to make every effort to respond within two hours of notification: Once notified of an emergency need how long will it take you to respond HOURS As part of the proposal, Contractor must provide written documentation of meeting the minimum standards for equipment as detailed in RFP specs. The proposed amounts include all costs required to provide the service, including insurance requirements. Pursuant to and in compliance with the request for proposal and the Contract Documents relating to the project known as On-Call Street Light Service Contract, including Addenda, the undersigned, having become thoroughly familiar with the terms and conditions affecting the performance and costs of the work at the locations where the work is to be completed, and having fully inspected the potential sites and all particulars, hereby proposes and agrees to fully perform the work in strict accordance with the Contract Documents, including furnishing any and all labor and materials, and to do all of the work in accordance with the Contract Documents. The undersigned has checked the above figures, and understands that the City will not be responsible for any errors or omissions on the part of the undersigned in preparing this proposal. In submitting this proposal, it is understood that the right is reserved by the Owner to reject any or all proposal and waive all irregularities in connection herewith. The undersigned declares that the person or persons signing the proposal is/are fully authorized to sign on behalf of the firm listed and to fully bind the firm listed to all of the proposal s conditions and provisions thereof. It is agreed that no person or persons or company other than the firm listed above or as otherwise indicated has any interest whatsoever in this proposal or the contract that may be entered into as a result of this proposal and that in all respects the proposal is legal and firm, submitted in good faith without collusion or fraud. It is agreed that the undersigned has complied or will comply with all requirements of local, state, and federal laws, and that no legal requirements had been or will be violated in making or accepting this proposal, in awarding the contract to him/her and/or in the prosecution of the work required.

9 The undersigned agrees that this proposal may not be revoked or withdrawn after the time set for the opening of the proposals but shall remain open for acceptance for a period of ninety (90) days following such time. If written notice of the acceptance of this proposal is mailed or delivered to the undersigned within ninety (90) days after the date set for the opening of this proposal, or any other time thereafter before it is withdrawn, the undersigned will execute and deliver to the Owner proof of insurance coverage, all within ten (10) days after personal delivery or after deposit in the mails of the Notice of Award of this proposal. NOTE: Proposers should not add any conditions or qualifying statements to this proposal or otherwise the proposal may be declared irregular as being not responsive.

10 CITY OF PEACHTREE CITY QUESTIONNAIRE SHEET The undersigned guarantees the truth and accuracy of all statements and answers herein contained. 1. How many years has your organization been in business? Held required certificates? 2. What is the last project of this nature Design/Build that you have completed? Give project name and describe the scope of the project, contact person, address and telephone number. 3. Have you ever failed to complete work awarded to you: if so, where and why? 4. The following are named as all relevant corporations or individuals for which you have performed work in the last three (3) years: (Give company name, contact person, address, telephone number and the project name). (use additional pages as needed) 5. Have you personally inspected the proposed work and have you a complete plan for its performance? 6. Will you sublet any part of this work? If so, specify all possible contractors, giving business name, phone, contact and type of work: (continued)

11 (use additional pages as needed) 7. State the true, exact, correct and complete name of the partnership, corporation, or trade name under which you do business, and the address of the place of business. (If a corporation, state the name of the President and Secretary. If a partnership, state the names of all partners. If a trade name, state the names of the individuals who do business under the trade name.) It is absolutely necessary that this information be furnished. Correct Name of Bidder (a) (b) The business is a (Proprietorship) (Partnership) (Corporation). The address of principal place of business is: (c) The telephone number and facsimile number are: (d) The names of the corporate officers, or partners, or individuals doing business under a trade name are as follows: Name Name Name Title Title Title Bidder (e) The name(s) of the agent of the corporation registered with the Secretary of State and address: Name Title Address END OF SECTION

12 Revised 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 ( Contractor ) which is engaged in the physical performance of services on behalf of the City of Peachtree City has registered with, is authorized to use and uses 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 Company Name / Contractor Name Name of Project I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 20 in (City) (State) BY: Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent of Contractor SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 20 Notary Public My Commission Expires:

13 Revised 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 the City of Peachtree City has registered with, is authorized to use and uses 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 sub-contractor 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 of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-subcontractor to forward, within five business days of receipt, a copy of such 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 Company Name / Subcontractor Name Name of Project I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 20 in (City) (State) BY: Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent of Contractor SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 20 Notary Public My Commission Expires:

14 2012 Calendar Year Affidavit Verifying Status for City Public Benefit Application By executing this affidavit under oath, as an applicant for a City of Peachtree City, Georgia Business License or Occupational Tax Certificate, Alcohol License, Taxi Permit, or other public benefit as referenced in O.C.G.A. Section , I am stating the following with respect to my application for a City of Peachtree City (circle one) Occupational Tax Certificate or Alcohol License, or other public benefit. I am stating the following for, (The name of person applying on behalf of business, corporation, partnership, or other private entity) As a representative of. (The name of the business, corporation, partnership, or other private entity) 1) I am a United States citizen 2) I am a legal permanent resident of the United States 18 years of age or older, please include Alien Registration Number below signature * 3) I am a 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 * * 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. Qualified aliens that do not have an alien registration number may supply another identifying number below: *FORM OF ID/DOCUMENT SOURCE MUST BE COPIED & ATTACHED TO THIS FORM. FORM OF ID MUST BE PRESENTED EITHER IN PERSON OR ELECTRONICALLY- ( OR FAX) NO MAIL IN COPIES WILL BE ACCEPTED PER FEDERAL GUIDELINES. In making the above statement 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 OCGA Section This is an annual requirement. Please supply/verify address(es) and additional information: ***** PLEASE COMPLETE THIS SECTION ***** for order placement: for this form if different from above: Phone number: Physical address: Signature of Applicant Printed Name *Alien Registration number for non-citizens Date of Birth of Applicant Date NOTARIZATION REQUIRED: SUBSCRIBED AND SWORN BEFORE ME, ON THIS THE DAY OF, 20. Notary Public My Commission Expires: Return to purchasing@peachtree-city.org or fax # Federal guidelines prohibit the mailing of id/documents. Revised April 2012