Two (2) 2023 Harley Davidson FLHTP Motorcycles for the Rockdale County Sheriff’s Office

ITB No. 22-40 1 RROOCCKKDDAALLEE CCOOUUNNTTYY,, GGEEOORRGGIIAA NNoovveemmbbeerr 22,, 22002222 TTWWOO ((22)) 22002233 HHAARRLLEEYY--DDAAVVIIDDSSOONN FFLLHHTTPP MMOOTTOORRCCYYCCLLEESS FFOORR TTHHEE RROOCCKKDDAALLEE CCOOUUNNTTYY SSHHEERRIIFFFFSS OOFFFFIICCEE IINNVVIITTAATTIIOONN TTOO BBIIDD NNoo.. 2222--4400 ROCKDALE COUNTY FINANCE DEPARTMENT PROCUREMENT DIVISION 958 MILSTEAD AVENUE CONYERS, GA 30012 770-278-7552 ITB No. 22-40 2 INTRODUCTION: This is an Invitation to Bid (ITB) for the purchase of Two (2) 2023 Harley-Davidson FLHTP Motorcycles in Rockdale County. Instructions for preparation and submission of a bid are contained in this packet. Bids must be typed or printed in ink. Rockdale County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, and handicap, or veterans status. This policy ensures all segments of the business community have access to supplying the goods and

services needed by Rockdale County. PURCHASING CONTACT FOR THIS REQUEST: All questions concerning this ITB and all questions arising subsequent to award are to be addressed to the Purchasing Division via email to Meagan Porch, Buyer, at meagan.porch@rockdalecountyga.gov or the following address: Rockdale County Finance Department Purchasing Division Attn: Meagan Porch 958 Milstead Avenue Conyers, GA 30012 Phone: (770) 278-7557, Fax (770) 278-8910 E-mail: meagan.porch@rockdalecountyga.gov To maintain a level playing field, and to assure that all bidders receive the same information, bidders are requested NOT to contact anyone other than the contact above until after the award of the contract. Doing so could result in disqualification of the bidder. BID COPIES FOR EVALUATION: One (1) hard copy, one (1) original hard copy, and one (1) USB Flash Drive in Adobe PDF format will be required for review purposes. (Original must be clearly marked Original and the Copies clearly marked Copies.). Flash Drives that are blank or have incorrect information on them will not be acceptable and may be justification for disqualification. Check your Flash Drive(s) to ensure that they have the appropriate material on it before submitting. All bid materials must be completed and enclosed in a sealed envelope prior to submittal. The ITB number must be clearly written on the outside of the envelope. Incomplete, incorrect, unsealed, unmarked, or improperly submitted bids may be rejected. DUE DATE: Sealed bids will be received at the Rockdale County Finance Department, Procurement Division, 958 Milstead Avenue, Conyers, GA 30012 no later than 2:00 P.M., local time, Thursday, December 1, 2022. Bids received after this time will not be accepted. Bidders are not required to attend bid opening. QUESTIONS AND CLARIFICATIONS: All questions and/or requests for clarifications concerning this ITB must be submitted to the Purchasing Division via email to meagan.porch@rockdalecountyga.gov or at the above address no later than 2:00 p.m., local time, on Thursday, November 17, 2022. It shall be the Bidders responsibility to seek clarification as early as possible prior to the due date and time. Written responses from the County to the questions it receives will be in an addendum and posted to the Countys website at www.rockdalecountyga.gov, under Bid Opportunities. Questions or requests for clarifications received after this deadline will not receive a response. mailto:meagan.porch@rockdalecountyga.gov mailto:meagan.porch@rockdalecountyga.gov mailto:meagan.porch@rockdalecountyga.gov http://www.rockdalecountyga.gov/ ITB No. 22-40 3 ADDENDA: Answers to questions submitted that materially change the conditions and specifications of this ITB will be issued in an addendum and posted to the Countys website at www.rockdalecountyga.gov under Bid Opportunities. Any discussions or documents will be considered non-binding unless incorporated and issued in an addendum. It is the bidders responsibility to check the Rockdale County website at www.rockdalecountyga.gov, under Bid Opportunities for any addenda that may be issued, prior to submitting a bid for this ITB. WARRANTY AND / OR GUARANTY: The bidder will state below or will furnish a separate letter attachment which fully explains the condition of Warranty and/or Guaranty. If no Warranty and/or Guaranty is applicable, it must be so stated. NOTE: Failure to respond to the requirement of this paragraph may result in the bid being non-responsive. http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/ ITB No. 22-40 4 SELECTION PROCESS: The Rockdale County Procurement Office and/or Evaluation Committee make a recommendation for award. The Board of Commissioners will make the actual award of the contract and has the authority to award the contract to a company different than the company recommended by the Purchasing Department and/or Evaluation Committee. This is a past performance/quality/price trade-off source selection in which competing offerors past and present performance history and product quality will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose bid represents the best value after evaluation in accordance with the factors listed below. Rockdale County Board of Commissioners may reject any or all bids if such action is in the countys interest. Rockdale County may evaluate bids and award a contract without discussions with offerors. Therefore, the offerors initial bid should contain the offerors best terms from a price and technical standpoint. The County reserves the right to conduct discussions if the County later determines them to be necessary. LOCAL VENDOR PREFERENCE POLICY The Rockdale County Board of Commissioners adopted a Local Vendor Preference Policy on March 26, 2013. The policy will apply to all qualified Invitations to Bid and Request for Proposals after May 1, 2013. The Local Vendor Preference Policy allows Rockdale County vendors to get an extra 5 points on the evaluation criteria scoring for Request for Proposal. The Policy will give the local bidder the opportunity to match the price of a non-local vendors bid price if they are low and within 5% of the low bidders price on Invitations to Bid. A copy of the Policy may be downloaded from the County website at www.rockdalecountyga.gov, Bid Opportunities. Local vendors interested in being considered for the Local Vendor Preference must submit an Affidavit of Eligibility with their bid response. The form is attached to these bid documents. The Local Vendor Preference Policy: Will apply to this ITB. http://www.rockdalecountyga.gov/ ITB No. 22-40 5 GENERAL INFORMATION: RECEIPT OF BID: No bids received after said time or at any place other than the time and place as stated in the notice shall be considered. No responsibility shall attach to Rockdale County for the premature opening of a bid not properly addressed and identified. WITHDRAWAL OF BID: A bidder may withdraw his bid before the bid due date, without prejudice to the bidder, by submitting a written request of withdrawal to the Rockdale County Procurement Office. REJECTION OF BID: Rockdale County may reject any and all bids and must reject a bid of any party who has been delinquent or unfaithful in any formal contract with Rockdale County. Also, the right is reserved to waive any irregularities or informalities in any bid in the proposing procedure. Rockdale County shall be the sole judge as to which bid is best, and in ascertaining this, will take into consideration the business integrity, financial resources, facilities for performing the work, and experience in similar operations of the various bidders. STATEMENT OF EXPERIENCE AND QUALIFICATIONS: The bidder may be required, upon request, to prove to the satisfaction of Rockdale County that he/she has the skill, experience, necessary facilities, and ample financial resources to perform the contract(s) in a satisfactory manner and within the required time. If the available evidence of competency of any bidder is not satisfactory, the bid of such bidder may be rejected. The successful bidder is required to comply with and abide by all applicable federal and state laws in effect at the time the contract is awarded. NON-COLLUSION AFFIDAVIT: By submitting a bid, the bidder represents and warrants that such bid is genuine and not sham or collusive or made in the interest or in behalf of any person not therein named, that the bidder has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from proposing and that the bidder has not in any manner sought by collusion to secure to that bidder any advantage over any other bidder. INTEREST OF: By submitting a bid, the bidder represents and warrants that a Commissioner, Administrator, employee, nor any other person employed by Rockdale County has, in any manner, an interest, directly or indirectly, in the bid or in the contract which may be made under it, or in any expected profits to arise therefrom. DOCUMENTS DEEMED PART OF THE CONTRACT: The notice, invitation to bidders, general conditions, and instructions for bidders, special conditions, specifications, bid, and addenda, if any, will be deemed part of the contract. GOVERNING LAWS: This contract is made under and shall be governed and construed in accordance with the laws of the State of Georgia. ERRORS AND OMISSIONS: The vendor shall not take advantage of any errors or omissions in this Bid Request and shall promptly notify Rockdale County of any omissions or errors found in this document. ITB No. 22-40 6 STANDARD INSTRUCTIONS: 1. The instructions contained herein shall be construed as a part of any bid invitation and/or specifications issued by Rockdale County and must be followed by each bidder. 2. The written specifications contained in this bid shall not be changed or superseded except by written addendum from Rockdale County. Failure to comply with the written specifications for this bid may result in disqualification by Rockdale County. 3. All goods and materials shall be F.O.B. Destination Conyers, Georgia and no freight or postage charges will be paid by Rockdale County unless such charges are included in the bid price. 4. The following ITB# 22-40 must be written clearly on the outside of each bid envelope in order to avoid prior opening in error. 5. All bids must be received and in-hand at bid due date and time. Each bidder assumes the responsibility for having his/her bid received at the designated time and place of bid due date. Bids received after the stated time and date may be subject to rejection without consideration, regardless of postmark. Rockdale County accepts no responsibility for mail delivery. 6. Unless otherwise stated, all bids submitted shall be valid and may not be withdrawn for a period of 120 days from the due date. 7. Each bid form submitted must include the name of the business, mailing address, the name, title and signature of the person submitting the bid. When submitting a bid to Rockdale County the first page of your bid package should be the bid form listing the price, delivery date, etc., unless the bid form is requested to be in a separate envelope. 8. Rockdale County reserves the right to accept a bid that is not the lowest price if, in the County's judgment, such bid is in the best interest of the County and the public. The County reserves the right to reject any and all bids. 9. Telephone, Emailed or Facsimile bids will not be accepted. 10. No sales tax will be charged on any orders except for contracts that include construction materials being purchased through a third party. Federal I.D. #58-6000882 Sales Tax Exempt #308750008 11. If applicable, completed questionnaires must be signed manually. Rockdale County reserves the right to accept or reject any bid on the basis of incomplete or inaccurate answers to the questionnaire. 12. If applicable, warranty information shall be provided. 13. Bidders shall state delivery time after receiving order. 14. Bidders shall identify any subcontractors and include an explanation of the service or product that they may provide. ITB No. 22-40 7 BID SPECIFICATIONS: The specifications are as follows and on the attached pages: General: Purchase Price shall include delivery, F.O.B. Rockdale County, Conyers, GA 30012. Include any brochures and specifications that pertain to the equipment that you are proposing. List any options and the cost for the options separately. Warranty information must be provided with the submittal of bid. All manuals associated with the equipment must be delivered with the equipment at no additional charge to Rockdale County. Manuals included but not limited to: Electrical, Pump, Wiring, Mechanical, Operational, Parts, Service, etc. ITB No. 22-40 8 BID SPECIFICATIONS: The Rockdale County Sheriffs Office is looking to purchase (2) 2023 Harley-Davidson FLHTP Motorcycles. The following are the specs for the bid per motorcycle. PART# DESCRIPTION QUANITY 2023 FLHTP W/RDRS SILVER 1 WHE-M4B6R TOUR BOX 1 WHE-M4BADPT14 PLATE 1 WHE-MO8T LIGHT ARRAY 1 WHE-TIONHDRS REAR BRACKET 2 WHE-TIONHDSS SIDE BRACKET 2 WHE-TLIB LED LIGHT 10 WHE-TIONFC FLANGE 10 WHE-M2KTHD1 TAG BRACKET 1 WHE-M2BC LED TAG LIGHT 2 WHE-RBKTHD8 45/90 BRACKET 2 WHE-LINZ6B LED LIGHT 4 WHE-P32F2BB PASSING LAMP (PAIR) 1 90201903 HD GUARDRAILS (PAIR) 1 76001039 HD SIREN KIT 1 WHE-M1BATT AUX BATTERY 1 WHE-M4BCHRG CHARGE SYSTEM 1 WHE-M1GROUND GROUND PLANE 1 WHE-M4BSEP SEPARATION PLATE 1 67502PHD MOTOLIGHT HOUSING 1 65881R2 MOTOLIGHT WIG WAG 1 65301 LED LIGHT 2 KCHDCB1 FORK BRACKETS (PAIR) 1 RELAY 30 AMP RELAYS 2 FUSE HOLDER MAX FUSE W/ HOLDER 1 6021 COBRA SLIP-ONS (PAIR) 1 26800128 COOLFLOW FAN 1 69200173 SWITCHPAK FOR FAN 1 71400031 PUSH BUTTON FOR FAN 1 AM/FM BLUETOOTH STEREO 1 SPEAKERS (PAIR) 1 The dealer is responsible for installation of the equipment listed above. Pricing shall include necessary shop supplies and any labor costs. We require owners/operators manuals along with a service/maintenance manual. ITB No. 22-40 9 BID FORM ITB No. 22-40 Instructions: Complete all THREE parts of this bid form. PART I: Bid Summary Complete the information below. If you wish to submit more than one brand, make a photocopy of this Bid Form. 1. 2023 Harley-Davidson FLHTP EACH $ 2. Any Additional Costs, If Applicable $ 3. Lump Sum Bid Amount Qty. 2 $ 3. Delivery Time After Receipt of Order (ARO) /Days PART II: Addenda Acknowledgements (if applicable) Each vendor is responsible for determining that all addenda issued by the Rockdale County Finance Department Purchasing Division have been received before submitting a bid. PART III: Vendor Information: Vendor Name Address Telephone E-Mail Representative (print name) Signature of Representative Date Submitted Addenda Date Vendor Received Initials 1 2 3 4 5 6 ITB No. 22-40 10 ROCKDALE COUNTY LOCAL VENDOR PREFERENCE AFFIDAVIT OF ELIGIBILITY Complete all areas below. Incomplete forms may be rejected. l. LEGAL NAME OF FIRM: Mailing Address: Physical Address (if different): 2. Year your business was established in Rockdale County: 3. Business License: License Number: County _________________ 4. For transactions which require sales tax, provide the following Reseller information: Reseller Permit Number: ------------- Enter the Company Name and Address as it appears on permit: 5. Does your business have more than one office in the State of Georgia? Yes No If yes, specify the office location considered as the point-of-sale for sales tax purposes: 6. Was the local business required to pay business and/or real property tax for the most recent tax year? Yes No If yes, did the local business pay any of this tax to Rockdale County? Yes No ************************************************************************************************** Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation, or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Rockdale County products and services for a period of one (1) year. Authorized Signature: Date: Printed Name & Title: Phone: ITB No.22-XXX Page 11 of 11 BIDDERS CHECKLIST __________ TWO (2) HARDCOPIES (one original, one photocopy) and ONE (1) FLASH DRIVE (containing a copy in Adobe PDF format) of the following documents: all documents shall be fully completed, signed, and dated: __________ Bid Form (See Page 9) __________ Local Vendor Preference Policy (If Applicable) - (See Page 10) __________ Any Proposed Deviations from the Required Specifications, Including Necessary Explanations and Conditions __________ Warranty Information __________ Proof of Business License The purpose of this checklist is to remind bidders of the documents generally required for the bid submittal. It is the bidders responsibility to include additional documents requested in the bid that may not be shown on the checklist, if applicable.