Request for Quotes #2355-A Inman, Lee’s Lake and Lester Road Roadside Pruning

"Purchasing Department\n\nFAYETTE 140 Stonewall Avenue West, Ste 204\nFayetteville, GA 30214\nPhone: 770-305-5420\n\nCreate Your Story! www.fayettecountyga.gov\n\nDecember 13, 2023\nSubject: Request for Quotes #2355-A: Inman, Lee\u2019s Lake and Lester Road Roadside Pruning\nGentlemen/Ladies:\n\nFayette County, Georgia invites you to submit a quote for the above listed solicitation in\naccordance with the information and specifications contained herein.\n\nAddress any questions you may have about this request for quotes to Sherry White via email to\nswhite@fayettecountyga.gov or fax to (770) 719-5544. Questions will be accepted until 12:00\np.m., Friday, January 5, 2023.\n\nQuotes will be accepted until 3:00 p.m. Thursday, January 18, 2023. Please provide your quote\nand other information via email to Sherry White, Contract Administrator

at\n\nswhite@fayettecountyga.gov or fax to (770) 719-5544.\n\nPurchasing Department office hours are Monday through Friday 8:00 a.m. to 5:00 p.m. The office\ntelephone number is (770) 305-5420.\n\nTed L. Burgess\nChief Procurement Officer\n" "GENERAL TERMS AND CONDITIONS\nRFQ #2355-A: Inman, Lee\u2019s Lake and Lester Road Roadside Pruning\n\nl. Definitions:\na. Responder: Acompany or individual who submits a quote in response to this RFQ.\nb. Successful Responder: The Responder that is awarded a contract.\nc. Contractor: The Successful Responder, upon execution of the contract.\nd. County: Fayette County, Georgia.\n\n2. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a\ncontract with the County, incorporating the Request for Quotes and the Responder\u2019s quote.\nThe binding offer includes compliance with all terms, conditions, special conditions,\nspecifications, and requirements stated in the Request for Quotes, except to the extent that a\nResponder takes written exception to such provisions, and the County agrees to the\nexceptions. All such terms, conditions, special conditions, specifications, and requirements will\nform the basis of the contract. The Responder should take care to answer all questions and\nprovide all requested information, and to note any exceptions in the quote submission. Failure\nto observe any of the instructions or conditions in this Request for Quotes may result in\nrejection of the quote.\n\nBinding Offer: To allow sufficient time for a contract to be awarded, each quote shall constitute\na firm offer that is binding for ninety (90) days from the received by date to the date of award.\n\nReferences: Include with your quote a list of three (3) jobs that your company has done that\nare ofthe same or similar nature to the work described in this Request for Quotes, on the form\nprovided. Include all information as requested on the form.\n\nPreparation Costs: The Responder shall bear all costs associated with preparing the quote.\n\n6. More Than One Quote: Do not submit alternate quotes or options, unless requested or\nauthorized by the County in the Request for Quotes. If a Responder submits more than one\nquote without being requested or authorized to do so, the County may disqualify the quotes\nfrom that Responder, at the County\u2019s option.\n\nDefects or Irregularities: The County reserves the right to waive any defect or irregularity in any\nquote received. In case of a discrepancy between unit prices and extended prices, the unit\nprice will govern unless the facts or other considerations indicate another basis for correction of\nthe discrepancy.\n\nBrand Name: If items in this Request for Quotes have been identified, described or referenced\nby a brand name or trade name description, such identification is intended to be descriptive, but\nnot restrictive and is to indicate the quality and characteristics of products that may be offered.\nAlternative products may be considered for award if clearly identified in the quote. Items\noffered must meet required specifications and must be of a quality which will adequately serve\nthe use and purpose for which intended.\n\n9. Prices Held Firm: Prices quoted shall be firm for the period of the contract, unless otherwise\nspecified in the quote. All prices for commodities, supplies, equipment, or other products shall\n" "10.\n\n12.\n\n13.\n\nbe quoted FOB Destination, Fayette County or job site.\n\nNon-Collusion: By responding to this Request for Quotes, the Responder represents that the\nquote is not made in connection with any competing Responder, supplier, or service provider\nsubmitting a separate response to this Request for Quotes, and is in all respects fair and\nwithout collusion or fraud.\n\n. Ethics - Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is\n\nrecommended for award to the Board of Commissioners or the County Administrator, or\nbefore the County renews, extends, or otherwise modifies a contract after it has been\nawarded, the Contractor must disclose certain relationships with any County Commissioner or\nCounty Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter\nrelated by blood, adoption, or marriage (including in-laws). A relationship that must be\nreported exists if any of these individuals is a director, officer, partner, or employee, or has a\nsubstantial financial interest the business, as described in Fayette County Ordinance Chapter 2,\nArticle IV, Division 3 (Code of Ethics).\n\nIf such relationship exists between your company and any individual mentioned above,\nrelevant information must be presented in the form of a written letter to the Director of\nPurchasing. You must include the letter with any bid, proposal, or price quote you submit to\nthe Purchasing Department.\n\nIn the event that a Contractor fails to comply with this requirement, the County will take action\nas appropriate to the situation, which may include actions up to and including rejection of the\nbid or offer, cancellation of the contract in question, or debarment or suspension from award\nof a County contract for a period of up to three years.\n\nEvaluation: Award will be made to the lowest responsive, responsible Responder, taking into\nconsideration payment terms, vendor qualifications and experience, quality, references, any\nexceptions listed, and/or other factors deemed relevant in making the award. The County may\nmake such investigation as it deems necessary to determine the ability of the Responder to\nperform, and the Contractor shall furnish to the County all information and data for this purpose\nas the County may request. The County reserves the right to reject any item, any quote, or all\nquotes, and to re-solicit for pricing.\n\nPayment Terms and Discounts: The County\u2019s standard payment terms are Net 30. Any\ndeviation from standard payment terms must be specified in the resulting contract, and both\nparties must agree on such deviation. Cash discounts offered will be a consideration in\nawarding the quote, but only if they give the County at least 15 days from receipt of invoice to\npay. For taking discounts, time will be computed from the date of invoice acceptance by the\nCounty, orthe date a correct invoice is received, whichever is the later date. Payment is\ndeemed made, for the purpose of earning the discount, on the date of the check.\n\n. Trade Secrets - Confidentiality: If any person or entity submits a bid, proposal, or quote that\n\ncontains trade secrets, an affidavit shall be included with the bid, proposal, or quote. The\naffidavit shall declare the specific included information which constitutes trade secrets. Any\ntrade secrets must be either (1) placed in a separate envelope, clearly identified and marked as\nsuch, or (2) at aminimum, marked in the affidavit or an attached document explaining exactly\nwhere such information is, and otherwise marked, highlighted, or made plainly visible.\n" ". Trade Secrets - Internal Use: In submitting a quote, the Responder agrees that the County may\n\nreveal any trade secret materials contained in the quote to all County staff and officials involved\nin the selection process, and to any outside consultant or other third parties who may assist in\nthe selection process. The Responder agrees to hold harmless the County and each of its\nofficers, employees, and agents from all costs, damages, and expenses incurred in connection\nwith refusing to disclose any material which the Responder has designated as a trade secret.\n\n. Contract Execution & Notice to Proceed: After an award is made, and all required documents\n\nare received by the County, and the contract is fully executed with signature of both parties, the\nCounty will issue a written Notice to Proceed. The County shall not be liable for payment of any\nwork done or any costs incurred by any Responder prior to the County issuing the Notice to\nProceed.\n\nUnavailability of Funds: This contract will terminate immediately and absolutely at such time\nas appropriated and otherwise unobligated funds are no longer available to satisfy the\nobligations of the County under the contract.\n\n. Insurance: The Successful Responder shall procure and maintain the following insurance,\n\nto be in effect throughout the term of the contract, in at least the amounts and limits as\nfollows:\n\na. General Liability Insurance: $1,000,000 combined single limit per occurrence, including\nbodily and personal injury, destruction of property, and contractual liability.\n\nb. Automobile Liability Insurance: $1,000,000 combined single limit each occurrence,\nincluding bodily injury and property damage liability.\n\nc. Worker\u2019s Compensation & Employer\u2019s Liability Insurance: Workers Compensation as\nrequired by Georgia statute.\n\nBefore a contract is executed, the Certificates of Insurance for all required coverage shall\nbe submitted to the County. The certificate shall list an additional insured as follows:\n\nFayette County, Georgia\n140 Stonewall Avenue West\nFayetteville, GA 30214\n\n19. Unauthorized Performance: The County will not compensate the Contractor for work\n\nperformed unless the work is authorized under the contract, as initially executed or as\namended.\n\n20. Assignment of Contract: Assignment of any contract resulting from this Request for Quotes will\n\n21.\n\nnot be authorized, except with express written authorization from the County.\n\nIndemnification: The Contractor shall indemnify and save the County and all its officers, agents\nand employees harmless from all suits, actions, or other claims of any character, name and\ndescription brought for or on account of any damages, losses, or expenses to the extent caused\n" "by or resulting from the negligence, recklessness, or intentionally wrongful conduct ofthe\nContractor or other persons employed or utilized by the Contractor in the performance of the\ncontract. The Contractor shall pay any judgment with cost which may be obtained against the\nCounty growing out of such damages, losses, or expenses.\n\n22. Severability: The invalidity of one or more of the phrases, sentences, clauses or sections\ncontained in the contract shall not affect the validity of the remaining portion of the\ncontract. If any provision of the contract is held to be unenforceable, then both parties\nshall be relieved of all obligations arising under such provision to the extent that the\nprovision is unenforceable. In such case, the contract shall be deemed amended to the\nextent necessary to make it enforceable while preserving its intent.\n\n23. Delivery Failures: If the Contractor fails to deliver contracted goods or services within the time\nspecified in the contract or fails to replace rejected items in a timely manner, the County shall\nhave authority to make open-market purchases of comparable goods or services. The County\nshall have the right to invoice the Contractor for any excess expenses incurred or deduct such\namount from monies owed the Contractor. Such purchases shall be deducted from contracted\nquantities.\n\n24. Termination for Cause: The County may terminate the contract for cause by sending written\nnotice to the Contractor of the Contractor\u2019s default in the performance of any term of this\nagreement. Termination shall be without prejudice to any of the County\u2019s rights or remedies\nby law.\n\n25. Termination for Convenience: The County may terminate the contract for its convenience at\nany time with 10 days\u2019 written notice to the Contractor. In the event of termination for\nconvenience, the County will pay the Contractor for services performed. The County will\ncompensate partially completed performance based upon a signed statement of completion.\n\n26. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that\nperformance of its obligations is delayed, restricted, or prevented by reason of any act of God,\nnatural disaster, act of government, or any other act or condition beyond the reasonable\ncontrol of the party in question.\n\n27. Governing Law: This agreement shall be governed in accordance with the laws of the State of\nGeorgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any\ncause of action arising under this agreement shall be required to be brought in proper venue in\nFayette County, Georgia.\n"