INVITATION TO BID The Ware County Board of Commissioners is now accepting sealed bids for the purchase of Bulk Oil, Lubricants and Fluids for the Ware County Vehicle Maintenance Department. Ware County has no intention of purposely eliminating any company from bidding. However, there are certain specifications that must be met or exceeded. The Ware County Board of Commissioners reserves the right to reject any or all bids, with or without cause. Sealed bids will be accepted until Tuesday, April 29, 2014 and bids will be opened on that date at 10:30 a.m., at the Ware County Commission Office located at 800 Church Street, Suite 223, Waycross, Georgia. No late bids will be accepted. Awarding of the bid will take place at the next regular meeting of the Ware County Board of Commissioners and will be based on the lowest and/or best bid. If you have any questions concerning this bid, you may call Elizabeth Hope at (912) 287-4300. Should your firm be interested in submitting a bid, please complete the attached forms, submit the sealed bid, marked Bulk Oil, and mail or deliver to: Ware County Commission Elizabeth Hope 800 Church Street, Suite 223 Waycross, GA 31501
SPECIFICATIONS Background and Objective: The Ware County Vehicle Maintenance Department is located at 3699 Harris Road, Waycross, Georgia. Approximately $20,000.00 of oil, fluid and lubricants were purchased during 2013. Purchase volumes can and do vary, the amounts listed are estimates only, not a guarantee of future purchases. Requirements: Products furnished under these specifications must meet or exceed the following requirements. When specifications cannot be met, the Exception Form should be completed in detail. Technical Specifications: Only premium products will be accepted. No re-refined oils will be authorized for use. Supplier must provide, upon the request of Ware County, specification sheets and technical information regarding the products provided. All products shall be clearly labeled with the product name and designation. Unlabeled products will not be accepted. Delivery Requirements: Deliveries must be made on an as needed basis. The Contractor shall deliver the specified oil or lubricant in the quantities so ordered within two (2) calendar days of receiving an order from Ware County. Supplier is liable for any spills and clean-up costs associated with deliveries made to the above facility. Supplier is responsible for disposing of any materials used in the spill clean-up. Pricing: Pricing shall remain firm for the first ninety (90) days of the contract. Any and all price increases must be accompanied by written justification attesting to the cost increase to the vendor. All prices are F.O.B to the Ware County Vehicle Maintenance Facility. Complete pricing information on Attachment A. 2
Bid/Contract Period: The contract will be for a three (3) year period, with an annual option to renew. The first contract period will run from July 1, 2014-June 30, 2015. At any time during this period, there is a breach of contract by the supplier, the supplier will provided with a thirty (30) day written notice of contract termination. Rebidding will then be necessary. Supplier must notify Barry Cox, Vehicle Maintenance Supervisor, 912-287-4406, of any changes that occur during the contract period. Insurance Coverage: Supplier must have insurance on all motor vehicles in their fleet in accordance with State, Federal and Local laws. Minimum coverage shall be $1,000,000.00 per incident. Failure to maintain insurance coverage as required will be grounds for immediate termination of the contract. Prior to commencing work or services under this contract, the supplier must furnish Ware County with Certificates of Insurance as evidence that policies provide the required coverage. Preservation of Rights: The Owner reserves the right to reject any and/or all bids and waive all minor technicalities, informalities, and irregularities. The Owner reserves the right to accept the bid, which in the judgment of the Owner, is in his best interest. 3
ATTACHMENT A Pricing Product Size (Tube, Gallon, Drum, Ounce, Etc) Brand Price SAE 15W40-Quart Container Chevron 400 15W40 SAE 15W40-1 Gallon Container Chevron 400 15W40 SAE 10W30-Quart Container Chevron Supreme 10W30 SAE 10W20-Quart Container Chevron Supreme 10W20 SAE 5W20-Quart Container Chevron Supreme 5W20 SAE 5W30-Quart Container Chevron Supreme 5W30 4
SAE 20W50-Quart Container Chevron Supreme 20W50 SAE 30W-Quart Container Chevron Supreme 30W SAE 30W-1 Gallon Container Chevron Supreme 30W 50W Gear Oil-5 Gallon Container Caterpillar TO-4 85W140 Gear Oil-5 Gallon Container Chevron Universal Gear Lubricant Multi-Purpose Grease Chevron Ultra Duty Grease Hydraulic Oil-5 Gallon Container Chevron THF 1000 Automatic Transmission Fluid-Quart Chevron Dexron III and Allison C-4 5
Drive Train Fluid Chevron Drive Train Fluid HD30 Extended Life Antifreeze-1 Gal Container Chevron Delo Extended Life Coolant Discount Percentage discount offered on non-contract items % All prices are F.O.B to the Ware County Vehicle Maintenance Facility 6
EXCEPTIONS Please include detailed information regarding any exceptions that apply. If no exceptions, leave blank. Deliveries on an as needed basis: Insurance coverage: Other: 7
BID AUTHORIZATION Sign below in ink in the space provided. Unsigned bids will be considered incomplete and will be subject to rejection. IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND DELIVERY OF THIS BID REPRESENTS THE BIDDER S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE SPECIFICATIONS AND PROVISIONS, AND IF AWARDED THIS BID, WILL PERFORM IN ACCORDANCE WITH THIS AGREEMENT. BID SUBMITTED BY: COMPANY NAME: ADDRESS: CITY, STATE, ZIP: TELEPHONE: FAX: SIGNATURE: PRINTED NAME: TITLE: DATE: 8
STATEMENT OF NO BID We, the undersigned, have declined to bid Specifications too tight, i.e., geared toward one brand or manufacturer only Insufficient time to respond to the Invitation to Bid. We do not offer this product or services Unable to meet specifications Unable to meet Bond requirements Specifications unclear (explain how) Unable to meet Insurance requirements Remove us from your Vendor s List altogether Other (specify below) Remark: Company Name: Signature: Telephone: Date: 9
ADDITIONAL INFORMATION Is any owner or officer of the bidder an employee of Ware County or related as close as third cousin to a Ware County Commissioner or other elected official? YES NO Local Vendors submitting a bid from Waycross and Ware County MUST have valid City and/or County business license. Local Vendor: YES NO City License #: County License #: Date of Issue: Any bid not containing this information will NOT be considered 10
E-Verify Form Contractor Affidavit under O.C.G.A. 13-10-91(b)(1) By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. 13-10- 91, stating affirmatively that the individual, firm or corporation which is engaged in the physical Performance of services on behalf of Ware County Board of Commissioners 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. 13-10-91. 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. 13-10-91(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 Ware County Board of Commissioners Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on (month, day, year) in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON (month, day, year) NOTARY PUBLIC My Commission Expires: (month, day, year) 11
WORKER S COMPENSATION EXEMPTION AFFIDAVIT Form should be completed by an officer of a sole proprietorship or a corporation with three (3) or less employees. Form must be signed and notarized. Name: Address: Phone: This is to verify that Business Name is a Street City State Zip Sole Proprietorship Or Corporation/Partnership And has employees, other than his/her self. Under the terms of Georgia Worker s Compensation regulations, it is NOT necessary for the above named company to carry Worker s Compensation Insurance. Signature: Sworn and subscribed to me this day of 2014. Notary Public: My Commission Expires: 12