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Jefferson County Board of Commissioners 217 E. Broad Street P.O. Box 658 Louisville, GA 30434 Phone: [PHONE REDACTED] DATE: February 15, 2018 COMMODITY: Track Hoe Jefferson County Government is soliciting SEALED proposals for the lease purchase of a Track Hoe. Specifications for the equipment are detailed within this Request for Proposal (RFP) under Section II. Attached hereto are the general conditions, technical specifications, and submittal format. The written requirements contained in this Request for Proposal (RFP) shall not be changed or superseded except by written addendum form Jefferson County Government. Failure to comply with the written requirements for this RFP may result in disqualification of the submittal by Jefferson County. Submittals are to be sealed, marked with the vendor’s name and address and labeled: “Track Hoe” and delivered to: Jefferson County Board of Commissioners Attention: County Administrator 217 E. Broad Street P.O. Box 658 Louisville, GA 30434 No later than March 9, 2018 AT 3:00 PM, EST. Jefferson County reserves the right to reject any and all submittals, to waive any technicalities or irregularities and to award contracts based on the best interest of Jefferson County. Inquiries regarding this document should be made to Adam Brett, County Administrator, via email [EMAIL REDACTED] ---PAGE BREAK--- Page 2 JEFFERSON COUNTY BOARD OF COMMISSIONERS REQUEST OF PROPOSAL FOR Track Hoe SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN March 9, 2018 AT 3:00 PM, EST JEFFERSON COUNTY BOARD OF COMMISSIONERS ATTENTION: COUNTY ADMINISTRATOR 217 E. BROAD STREET P.O. BOX 658 LOUISVILLE, GA 30434 Track Hoe THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE THE STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE OFFEROR. ISSUE DATE: February 16, 2018 ---PAGE BREAK--- Page 3 REQUEST FOR PROPOSAL FOR Track Hoe SECTION I – GENERAL INSTRUCTIONS A. PURPOSE Jefferson County Board of Commissioners are soliciting sealed proposals for the lease purchase of a Track Hoe. Specifications for the equipment are detailed within this Request for Proposal (RFP) under Section II. B. INFORMATION TO VENDORS 1) TIMETABLE The anticipated schedule for the RFP is as follows: Release of Request for Proposal February 16, 2018 Deadline for Questions February 23, 2018 Addenda Submitted To Bidders February 27, 2018 Submittal Deadline March 9, 2018 3:00 P.M. Tentative Bid Opening March 9, 2018 3:30 P.M. 2) BID SUBMISSION: One original and seven copies of the complete signed submittal must be received by March 9, 2018 at 3:00 PM, EST. Proposal must be submitted in a sealed envelope stating on the outside, the vendor’s name, address, the project name (Track Hoe) to: Jefferson County Board of Commissioners Attention: County Administrator 217 E. Broad Street P.O. Box 658 Louisville, GA 30434 ---PAGE BREAK--- Page 4 Hand delivered copies may be delivered to the above address ONLY between the hours of 8:30 AM and 5:00 PM EST, Monday through Friday, excluding holidays observed by the Jefferson County Government. Vendors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. Submission by US Mail must be sent to the below address: Jefferson County Board of Commissioners P.O Box 658 Louisville, GA 30434 The proposal must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the vendor. 3) CONTACT PERSON: Vendors are encouraged to contact Adam Brett, County Administrator at (478) 625-3332, or email [EMAIL REDACTED] to clarify any part of the RFP requirements. 4) ADDITIONAL INFORMATION/ADDENDA Jefferson County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date reported in this RFP. Vendors should not rely on any representations, statements or explanations other than those made in this RFP or in any addenda to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addenda issued will prevail. The County will send the official addenda to anyone who requested a copy of the RFP. Vendors must acknowledge any issued addenda by including Attachment B-Addenda Acknowledgement with the submittal. Proposals which fail to acknowledge the vendor’s receipt of any addendum will result in the rejection of the offer if the addendum contains information which functionally changes the County’s requirements. 5) LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered. Jefferson County Government assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper designation. ---PAGE BREAK--- Page 5 6) REJECTION OF PROPOSALS/CANCELLATION Jefferson County Government reserves the right to reject any and all bid submittals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of Jefferson County. Jefferson County reserves the right to cancel this RFP at any time 7) MINIMUM RFP ACCEPTANCE PERIOD Submittals shall be valid and may not be withdrawn for a period of 90 days from the date specified for receipt of submittals. 8) NON-COLLUSION AFFIDAVIT By submitting a response to this RFP, the vendor represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the vendor has not directly or indirectly induced or solicited any other vendor to put in a false proposal, or any other person, firm or corporation to refrain from submitting and that the vendor has not in any manner sought by collusion to secure any advantage over any other vendor. By submitting a bid, the vendor represents and warrants that no official or employee of Jefferson County Government has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise there from. 9) COST INCURRED BY VENDORS All expenses involved with the preparation and submission of the RFP to Jefferson County Government, or any work performed in connection therewith is the responsibility of the vendor(s). 10) RFP OPENING Only the names of the firms responding to this RFP will be read aloud publicly due to the fact that the proposals will be subject to an evaluation review for accurate qualifications. A list of names of firms responding to the RFP may be obtained from the County Administrator by request, after the RFP due date and time stated herein. 11) TAXES Jefferson County Government is tax exempt. No sales tax will be charged on any products or services. Jefferson County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relation to this project. Selected vendor will be provided with the Jefferson County’s Sales and Use Tax Certificate of Exemption number upon request. 12) VENOR INFORMATION All submissions shall include a completed vendor information form and current W-9. Vendors whose place of business is not located in the State of Georgia may be required to provide the County Administrator with copies of your state’s regulations and/or laws concerning the applicable state. ---PAGE BREAK--- Page 6 Failure to provide this information will result in the disqualification of the vendor from submitting a proposal. 13) INSURANCE Selected vendor will be required to provide a Certificate of Insurance as proof of liability and workman’s compensation insurance while under contract with Jefferson County. Workman’s Compensation Insurance should be as required by the State of Georgia. General Liability at a minimum should cover $1,000,000 per incident. Jefferson County Board of Commissioners shall be named as the certificate holder. 14) BONDS If required, under SECTION II – SCOPE OF WORK/SPECIFICATIONS of this document any combination of the following bonds may be required by Jefferson County. A five percent bid bond, a one hundred percent (100%) performance bond. All bonds would be payable to Jefferson County Board of Commissioners. 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. 15) OPEN RECORDS All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America and the open records policies of the Jefferson County Board of Commissioners. All such materials shall remain the property of the Jefferson County Board of Commissioners. 16) GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT Vendors submitting a bid package in response to this RFP must provide the following information in the package to indicate compliance with the Georgia Security and Immigration Compliance Act. The form is provided for completion. A. A statement that indicates the contactor will conduct itself in compliance with O.C.G.A §13- 10-91 and Rule 300-10-.02 in the execution of the contract. B. By completing the affidavit that is provided with this solicitation, the vendor is attesting to the following: a. The affiant has registered with and is authorized to use the federal work authorization program; ---PAGE BREAK--- Page 7 b. The user identification number and date of authorization for the affiant; c. The affiant is using and will continue to use the federal work authorization program throughout the contract period; d. Any employee, contractor, or subcontractor of such contractor or subcontractor shall also be required to satisfy the requirements set forth in this paragraph; and C. Failure to provide the completed and notarized affidavit with the contractor’s proposals will result in immediate disqualification as required by the Georgia Security and Immigration Compliance Act. 17) AWARD Once given Commission approval, the County will complete contract negotiations. Jefferson County reserves the right to accept the proposal that is determined to be in the best interest of the County. Jefferson County reserves the right to reject any and or all proposals. The winning vendor will be contacted via email or telephone by the County Administrator and arrangements will be made for signing the contractual agreement. SECTION II – SCOPE OF WORK 1) PURPOSE: Jefferson County Board of Commissioners are soliciting sealed proposals for the purchase a Track Hoe. The Board of Commissioners are soliciting two options: Option 1: Cash Purchase of a Track Hoe. Option 2: Lease Purchase Option of a Track Hoe for 5 Year (60 Mo). 2) CONTRACT TERMS: The term of a contract awarded as a result of this Request for Proposal shall be from the time the bid is accepted until delivery and acceptance of the goods solicited by Jefferson County. All standard warranties shall apply. The County will secure lease financing after the project has been awarded if option 1 is chosen. 3) SPECIFICATIONS: The following specified herein shall apply to all vehicles purchased by Jefferson County. Bidders must comply with the specifications listed here and the Detailed Specification Response Form. ---PAGE BREAK--- Page 8 A. Applicable Documents: Reference to publications in the equipment specifications shall apply to those issues in effect on the date of the Request for Proposal, unless otherwise specified. B. Design: New models in current production, complete with all necessary operating components and accessories customarily furnished, together with such modifications as may be necessary to enable the equipment to function reliably and efficiently in sustained operation. Design to permit accessibility for maintenance purposes with minimal disturbance of other components or accessories. C. Components, Assemblies and Accessories: The equipment shall have all of its components, assemblies, and accessories installed and shall be delivered to the County, meeting or exceeding all applicable requirements of the Environmental Protection Agency Regulations, Industry Specifications, and Standards and Regulations that are in effect on the date of manufacture. D. Track Hoe Specifications Basic Specifications Engine net power according to SAE J1349 shall be at least 177 hp Lift capacity over the front at ground level shall be no less than 19.350 lbs at 20 ft and 13,500 at 25 ft Track width shall be at least 30 in Lift capacity over the side at ground level shall be no less than 12,500 lbs at 20 ft and 8,850 lbs at 25 ft Max digging depth shall be no less than 22 ft Max reach at ground level shall be no less than 31 ft 7 in Machine width shall be between 10 ft 9in and 11 ft 3 in ---PAGE BREAK--- Page 9 Max Cab height shall be 10 ft 6 in Max ground speed shall be at least 3.1 MPH Minimum drawbar pull shall be at least 44,950 lbs Boom should be between 19ft and 19ft 6 in with stick being between 9ft 6 in and 10ft Engine Engine shall be US EPA Tier IV Final Compliant Engine Displacement of 317 cubic inches or more The radial seal air filter shall have a double layered filter core Engine mounts shall be rubber isolating Hydraulic System Max pressure shall be at least 4,975 psi under normal pressure and at least 5410 under heavy lift pressure max pressure for the travel circuit shall be at least 4975 psi max pressure for the swing circuit shall be at least 3900 psi Machine must include auxiliary hydraulic valve and quick coupler control valve Control circuits shall be available for attachments that allow for high and medium pressure tools Hydraulic system is to have a straight line travel circuit at low speed Main system shall have a maximum flow of 123 gal/min with two pumps. ---PAGE BREAK--- Page 10 Undercarriage Undercarriage length shat be at least 15 ft Two speed axial piston hydraulic motors shall provide drive power and speed selection Operators Station Machine must have roll-over protective structure certified cab Seat shall be air suspension and have adjustments for operator comfort Machine shall have ability to allow owner to set idle time before engine shutdown to conserve fuel Machine shall have a heavy lift mode that improved control of heavy loads and is activately from the cab Machine shall utilize pilot operated levers positioned so operator can operate with arms on armrests Machine shall be equipped with skylight for better visibility Stick and Boom Machine shall have heavy duty reach configuration Swing System Swing speed shall be at least 9 rpm Swing torque shall be at least 54,000 lb ft Work Tool Options Machine shall have a hydraulic thumb rotation that follows the bucket through complete rotation cycle Machine shall be equipped with a hydraulic quick coupler Machine shall have a ditching bucket of at least 5 ft in width ---PAGE BREAK--- Page 11 Machine shall have heavy duty 42 in bucket Serviceability Machine shall have sealed and lubricated track rollers, carrier rollers and idlers Service points shall be centrally located for easy access to routine maintenance Test ports for hydraulic system, engine oil and coolant shall be available Boom shall have a centralized greasing station for hard to reach locations Machine shall have an automatic electric fuel priming pump Minimum Service Fill Capacities Fuel tank shall be at least 105 gal Cooling system shall be no less than 7.5 gal Engine oil capacity shall be no less than 6.1 gal Hydraulic system refill shall be at least 64 gal Machine shall have lights on the cab and boom for nighttime operation Other Options Machine shall have fleet management options for hours, location and machine health Machine shall have cat walks on each side Machine shall be equipped strobe safety light ---PAGE BREAK--- Page 12 If certain specifications are not met, please indicate which one(s), why not, and what the similar specifications of the machine will be. E. Materials: New and quality conforming to current engineering and manufacturing practice. No defects are suitable for the intended service. F. Service & Repairs: Full service agreement for the duration of the lease (Five Years/4000 hours) G. Warranty: Five Years-5000 Hours—Full Machine Warranty Five Years-5000 Hours—Free Travel time and mileage Full service agreement (Five Years/4000 hours) H. Responsibility for Inspection: Unless otherwise specified in the contract or purchase order, the supplier shall be responsible for the performance of all inspection and test requirements. This action does not preclude subsequent inspection and testing by the County to determine conformance with specification requirements for performance, quality standards of workmanship, material and construction techniques. 4) TRADE-IN OPTIONS There is no trade in involved in this agreement. 5) PRICING Vendors must provide pricing on the Bidder’s Response & Certification Form included in this document. Two options will be presented. Bidders may choose to bid on one option, or both options. Each option will include section for total equipment cost (lump sum), total guaranteed buy- back price, total trade-in value, and final price for equipment. 6) BONDS Bid Bonds: Not Required Payment Bonds: Not Required Performance Bonds: Not Required 7) DELIVERY REQUIRMENTS All equipment must be ready within 45 days of purchase. ---PAGE BREAK--- Page 13 8) DELIVERY POINT F.O.B. Delivery address for all items: Jefferson County Landfill C/O Ken Thomas 1691 Mennonite Church Rd Stapleton, GA 30823 9) PROCEDURES AND MISCELLANEOUS ITEMS: A. All questions shall be submitted in writing (e-meal is acceptable) and shall be communicated in the form of an addenda, if the scope specifications are to be affected, and relayed to all bidders. B. All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America and the open records policies of Jefferson County Board of Commissioners. All such material shall remain the property of the Jefferson County Board of Commissioners and will not be returned to the respondent. C. All respondents to the RFP shall hold harmless the Jefferson County Board of Commissioners, and any of their officers and employees from all suits and claims alleged to be a result of this RFP. The issuance of this RFP constitutes only an invitation to submit a proposal. The Jefferson County Board of Commissioners reserves the right to determine, at its sole discretion, whether any aspect of a respondent’s submittal meets the criteria in the RFP. The Jefferson County Board of Commissioners also reserves the right to seek clarifications, to negotiate with any vendor submitting a response, to reject any and all responses with or without cause, and to modify the procurement process and schedule. In the event that this RFP is withdrawn or there is a need to cancel the contract services for any reason, the Jefferson County Board of Commissioners shall have no liability to any respondent for any costs or expenses incurred in connection with this RFP or otherwise. D. Failure to submit all the mandatory forms from this RFP package shall be just cause for the rejection of the bid package. However, Jefferson County reserves the right to decide, on a case by case basis, in its sole discretion, whether or not to reject such a bid as non- responsive. E. Jefferson County pays on Net 30; any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment less than 30 day, however. F. In case of failure to deliver goods or services in accordance with the contract terms and conditions, Jefferson County, after due oral or written notice, may procure substitute goods or services from other sources and hold the contractor responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other remedies which Jefferson County may have. ---PAGE BREAK--- Page 14 G. By submitting a response package, the vendor is certifying that they are not currently debarred from bidding on contracts by any agency of the State of Georgia, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia H. Any contract resulting from this RFP shall be governed in all respects by the laws of the State of Georgia and any litigation with respect thereto shall be brought in the courts of the State of Georgia. Then contractor shall comply with the applicable federal, state, and local laws and regulations. I. It is understood and agreed between the parties herein that Jefferson County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. 10) PROPOSAL CHECKLIST The following checklist is provided to ensure all required documents are included in your proposal: Bidder Response Form (Both Option 1 and Option 2) Statement of Non-Collusion Addenda Acknowledgment Form (required even if no addenda posted) Vendor’s Information Form & completed W-9 Contractor’s Affidavit (if applicable) Bidder’s Information Form RFP – Track Hoe Legal Name of Bidder: ---PAGE BREAK--- Page 15 1. Company 2. Street 3. City, State & 4. Type of Business: (Corporation, Partnership, 5. Name & Title of Authorized 6. Primary 7. 8. 9. Company 10. Tax ID and State where THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PACKET. ---PAGE BREAK--- Page 16 ADDENDA ACKNOWLEDGEMNET The vendor has examined and carefully studied the RFP and the following Addenda, receipt of all of which is hereby acknowledged: Addendum No. Addendum No. Addendum No. Addendum No. Authorized Representative/Title Authorized Representative (DATE) (Print or Type) (Signature) Vendors must acknowledge any issued addenda. Proposals which fail to acknowledge the vendor’s receipt of any addendum will result in the rejection of the offer if the addendum contained information which substantively changes the County’s requirements. THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PACKET. ---PAGE BREAK--- Page 17 Jefferson County E-Verify 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 Jefferson County 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 provision 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 Jefferson County Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on 201_ in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF 201__. NOTARY PUBLIC My Commission Expires: This Affidavit is required by order of the Georgia General Assembly. ---PAGE BREAK--- Page 18 Statement of Non-Collusion RFP – Track Hoe 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 RFP was issued except: 1) through the Purchasing Department 2) at the Pre-Proposal Conference or 3) as provided by existing work agreement(s). The County reserves the right to reject the proposal submitted by any proposer violating this provision. I agree to abide by all conditions of this bid and certify that I am authorized to sign for the bidder. COMPANY NAME: Authorized Signature Title Print Name Date THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PACKET. ---PAGE BREAK--- Page 19 Jefferson County Bidder Response Form RFP- Track Hoe OPTION #1 Company Name: Cost of Equipment, 5 Year/5000Hr Warranty, 5 Year/4000Hr Service Plan Guaranteed Buy Back Price at End of 5 Years or 5000 Hrs, whichever is first (The County will seek other financing options under this Option.) ☐ Check this box if you are not bidding this options. The above package has been read and accepted as completed. Authorized Signature Date ---PAGE BREAK--- Page 20 Jefferson County Bidder Response Form RFP- Track Hoe OPTION #2 Company Name: Cost of Equipment, 5 Year/ 5000Hr Warranty, 5 Year/4000Hr Service Plan Payment on 5 Year (60 month) Lease Agreement Guaranteed Buy Back Price at End of 5 Years or 5000 Hrs, which ever is first Interest Rate on the Lease Total Finance Charges over the 5 years ☐ Check this box if you are not bidding this options. The above package has been read and accepted as completed. Authorized Signature Date