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RFP for Sonoraville Recreation Exterior Athletic Lighting Renovations Contact Information: Gordon County Attn: Purchasing Manager 201 North Wall Street Calhoun, Georgia 30701 (706) 879-2198 [EMAIL REDACTED] ---PAGE BREAK--- REQUEST FOR PROPOSAL Sonoraville Recreation Complex Exterior Athletic Lighting Renovations The Gordon County Board of Commissioners is soliciting competitive sealed proposals from qualified vendors to perform renovations of the Exterior Athletic Lighting at the Sonoraville Recreation Complex. Your written sealed proposal must contain a minimum: ● Completed bid form with the total cost of services ● An Authorized Signature. ● Non-Collusion Affidavit form provided by the county. In addition, the successful contractor shall submit the following items within ten (10) calendar days of notification from the county of the bid award. ● Proof of Worker’s Compensation Insurance in accordance with state law. ● Proof of valid and current business license from the city/county where the business is located or a business license from Gordon County. ● Certification that the contractor operates a drug-free workplace in accordance with O.C.G.A. 50-24-1 through 50-24-6 (form provided by the county) ● General Liability Insurance Certificate A mandatory pre-submittal meeting will be held on April 2, 2025 at 1:00 p.m. at the Sonoraville Recreation Complex located at 7494 Fairmount Hwy SE, Calhoun, GA 30701. All questions concerning this project must be sent via e-mail to [EMAIL REDACTED] Questions will be answered as an addendum on the website. No questions will be answered via telephone calls. If you choose to submit a written proposal, your sealed proposal must be marked, Sealed Proposal - “Exterior Lighting Proposal” and delivered to Gordon County Administration Building at 201 N. Wall Street, Calhoun, GA 30701 no later than 2:00 p.m. on April 29, 2025. All Proposals will be publicly opened at that time and place. You are invited to attend this proposal opening. No proposals shall be withdrawn for a period of 90 days after the proposal opening. The Gordon County Board of Commissioners reserves the right to accept or reject any or all proposals received and/or disregard informalities in the bids received. ---PAGE BREAK--- Submission If you choose to submit a RFP for this service and products, the County requires the vendor to submit two sealed original printed bid/proposal (faxes not accepted) and one electronic copy of the bid/proposal. The bid response shall be in the form defined in Proposal Response Requirements. Any response received after the deadline date and time shall be returned unopened. Incomplete responses may not be considered if the omissions are determined to be significant. The Gordon County Board of Commissioners reserves the right to accept, or reject, any and all Bids received and/or disregard informalities in the Bids received. If additional information is needed, contact Charmon VanDyke, Gordon County Purchasing Manager [EMAIL REDACTED] Communication with Gordon County All Communications regarding this RFP should be communicated through Gordon County Purchasing. Telephone inquiries will not be accepted. Any questions regarding this RFP should be submitted to Charmon VanDyke via email – [EMAIL REDACTED]. Your inquiry must contain “Exterior Lighting Proposal”, your company name, address, and telephone number Information obtained from any other source is not official and should not be relied upon ---PAGE BREAK--- Award While the County entertains a Bid, it will not be bound to award the Bid. The County may contact and evaluate the vendor’s and any subcontractor’s references; contact any vendor to clarify response; contact any current or past users of a vendor's or subcontractors services. The County will not be obligated to accept the lowest offer but will make an award in the best interest of the County after all factors have been evaluated. The County will be the sole judge of the successful offer. The County reserves the right to negotiate with any and all vendors. Vendors are advised that it is possible that an award may be made without discussion or any contact concerning the Bid received. Accordingly, Bids should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss or revise your proposal. Payment Terms THE COUNTY SHALL: Pay the contractor in payments with terms of NET 60 unless cash discounts are offered for early payment. ---PAGE BREAK--- Local Bidder Privilege The County has within the purchasing policies a Local Bidder Privilege as defined below: Because bids awarded to “local” vendors contribute to the Gordon County tax base and promote the local economy, the Gordon County Board of Commissioners has determined that, under certain circumstances, such “local” vendors shall be provided an additional privilege when bidding against non-local vendors. If a “local” vendor’s bid shall meet all specifications and is not more than four percent more than the lowest responsive and responsible bidder, the lowest bidding “local” vendor shall be given one business day from the opening of such bids in which to notify the Purchasing Manager that it agrees to match the low bid submitted by any non-local vendor. If such “local” vendor shall not agree to match the low bid, then the next lowest “local” vendor, if any within this specified category, shall be given one business day there from to notify the Purchasing Manager that it agrees to match the low bid submitted by any non-local vendor, and so on until all “local” vendors who fall within the specified category have had an opportunity to match the low bid. This privilege or preference shall not apply to road construction or public works projects otherwise governed by Georgia Law or to the purchase of any other goods and/or services, for which such preference is prohibited by Georgia Law. A “local” vendor for purposes of this section shall be defined as a vendor maintaining a physical presence within Gordon County, including, but not limited to the maintenance of one or more offices within Gordon County with continuous employment of not fewer than two persons at such office(s) for more than six months prior to the submission of such bid. The mere maintenance of a post office box within Gordon County shall not qualify a vendor as “local” for purposes of this policy. ---PAGE BREAK--- Tentative Calendar of Events RFP Posted: March 18, 2025 RFP Pre Bid Mandatory Meeting April 2, 2025 @ 1:00 p.m. Question Deadline via email April 9, 2025 RFP Pre Bid Submittal Deadline April 18, 2025 Gordon County Admin Building – 201 N Wall St. – Calhoun, GA 30701 Deadline for actual Bid due April 29, 2025 Gordon County Admin Building – 201 N Wall St. – Calhoun, GA 30701 Evaluation April 29, 2025 through May 1, 2025 Possible Vendor notification of award May 7, 2025 ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- GORDON COUNTY, GEORGIA SONORAVILLE RECREATION COMPLEX EXTERIOR LIGHTING RENOVATIONS BID FORM Completion Date Name of Contact Authorized Printed It is agreed by the above-signed bidder that the signature and submission of this bid represents the bidder’s acceptance of all terms, conditions, and requirements of the bid specifications and if awarded, the bid will represent the agreement between both parties. The bidder agrees that the cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the bid documents, but which are incidental to the scope, intent, and completion of this contract, shall be deemed to have been included in the prices bid for the various items scheduled. ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS NON-COLLUSIONAL AFFIDAVIT STATE COUNTY I first duly sworn, depose and say that; He/She the bidder that has submitted the attached bid; He/She is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid; Such bid is genuine and is not a collusive or sham bid; Neither the said bidder nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has any way colluded, conspired, connived, or agreed, directly or indirectly with any other bidder, firm or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder, firm or person to fix the price or prices in the attached bid or of any other bidder, or to fix any overhead, profit, or cost element of the bid price or the bid price of any other bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Gordon County Board of Commissioners or any person interested in the proposed contract; and The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. Printed Subscribed and sworn to me this day of 2025 Notary Public: Commission Expires: ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS DRUG-FREE WORKPLACE CERTIFICATE By signature on this certificate, the contractor certifies that the provisions of O.C.G.A. Section 50-24-6 related to the “Drug-Free Workplace Act” have been complied with in full. The contractor further certifies that: 1. A drug-free workplace will be provided for the contractor’s employees during the performance of the contract; and 2. Each contractor who hires a subcontractor to work in the drug-free workplace shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with (contractor’s name), (subcontractor’s name) certifies to the contractor that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).” By signature of this certificate, the contractor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substance or marijuana during the performance of this contract. Printed