Request for Quotes #2203-A Mini-Split for IT

Purchasing Department FAYETTE 140 Stonewall Avenue West, Ste 204 Fayetteville, GA 30214 Phone: 770-305-5420 Create Your Story! win fayettecountjee gov December 1, 2022 Subject: Request for Quotes #2203-A Mini-Split for IT Gentlemen/Ladies: Fayette County, Georgia invites you to submit a quote for two cool only ductless mini-split, in accordance with the information and specifications contained herein. A mandatory pre-quote conference will be held at 9:00 a.m., Wednesday, December 14, 2022, at Fayette County, 140 Stonewall Ave outside suite 104, Fayetteville, Georgia 30214 to provide an opportunity for you to become familiar with the location, work conditions, and to ask questions. Address any questions you may have about this request for quotes to Sherry White via email to swhite@fayettecountyga.gov or fax to (770) 719-5544. Questions will be accepted until 3:00 p.m., Thursday, December 15, 2022. Quotes will be accepted

until 3:00p.m., Wednesday, December 21, 2022. Please provide your quote and other information via email to Sherry White, Contract Administrator at swhite@fayettecountyga.gov or fax to (770) 719-5544. Purchasing Department office hours are Monday through Friday 8:00 a.m. to 5:00 p.m. The office is in the county complex at 140 Stonewall Avenue West Suite 204, Fayetteville, Georgia, telephone number is (770) 305-5420. Ted L. Burgess Director of Purchasing 1. GENERAL TERMS AND CONDITIONS RFQ #2203-A Mini-Split for IT Definitions: The term contractor as used herein and elsewhere in these Terms and Conditions shall be used synonymously with the term successful responder. The term county shall mean Fayette County, Georgia. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a contract with the county, incorporating the request for quote and the responders quote. The binding offer includes compliance with all terms, conditions, special conditions, specifications, and requirements stated in the request for quote, except to the extent that a responder takes written exception to such provisions. All such terms, conditions, special conditions, specifications, and requirements will form the basis of the contract. The responder should take care to answer all questions and provide all requested information, and to note any exceptions in the quote submission. Failure to observe any of the instructions or conditions in this request for quote may result in rejection of the quote. Binding Offer: Each quote shall constitute a firm offer that is binding for ninety (90) days from the received by date until time of award, unless the responder takes exception to this provision in writing. References: Include with your quote a list of three (3) jobs that your company has done that are of the same or similar nature to the work described in this request for quote, on the form provided. Include all information as requested on the form. Preparation Costs: The responder shall bear all costs associated with preparing the quote. More Than One Quote: Do not submit alternate quotes or options, unless requested or authorized by the county in the request for quote. If a responder submits more than one quote without being requested or authorized to do so, the county may disqualify the quotes from that responder, at the countys option. Defects or Irregularities: The county reserves the right to waive any defect or irregularity in any quote received. In case of a discrepancy between unit prices and extended prices, the unit price will govern unless the facts or other considerations indicate another basis for correction of the discrepancy. Responder Substitutions: Responders offering substitutions or deviations from specifications stated in the request for quote, shall list such substitutions or deviations on the Exceptions to Specifications sheet provided, or on a separate sheet to be submitted with the quote. The absence of such list shall indicate that the responder has taken no exception to the specifications. The evaluation of quotes and the determination as to equality and acceptability of products or services offered shall be the responsibility of the county. Non-Collusion: By responding to this request for quote, the responder represents that the quote is not made in connection with any competing responder, supplier, or service provider 10. 11. 12. 13. submitting a separate response to this request for quote, and is in all respects fair and without collusion or fraud. Ethics Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is recommended for award to the Board of Commissioners or the County Administrator, or before the County renews, extends, or otherwise modifies a contract after it has been awarded, the contractor must disclose certain relationships with any County Commissioner or County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter related by blood, adoption, or marriage (including in-laws). A relationship that must be reported exists ifany of these individuals is a director, officer, partner, or employee, or has a substantial financial interest the business, as described in Fayette County Ordinance Chapter 2, Article IV, Division 3 (Code of Ethics). If such relationship exists between your company and any individual mentioned above, relevant information must be presented in the form of a written letter to the Director of Purchasing. You must include the letter with any bid, proposal, or price quote you submit to the Purchasing Department. In the event that a contractor fails to comply with this requirement, the County will take action as appropriate to the situation, which may include actions up to and including rejection of the bid or offer, cancellation of the contract in question, or debarment or suspension from award of a County contract for a period of up to three years. Evaluation: Award will be made to the lowest responsive, responsible responder, taking into consideration payment terms, vendor qualifications and experience, quality, references, any exceptions listed, and/or other factors deemed relevant in making the award. The county may make such investigation as it deems necessary to determine the ability of the responder to perform, and the contractor shall furnish to the county all information and data for this purpose as the county may request. The county reserves the right to reject any item, any quote, or all quotes, and to re-solicit for pricing. Payment Terms and Discounts: The Countys standard payment terms are Net 30. Any deviation from standard payment terms must be specified in the resulting contract, and both parties must agree on such deviation. Cash discounts offered will be a consideration in awarding the quote, but only if they give the county at least 15 days from receipt of invoice to pay. For taking discounts, time will be computed from the date of invoice acceptance by the County, or the date a correct invoice is received, whichever is the later date. Payment is deemed made, for the purpose of earning the discount, on the date of the check. Contract Execution & Notice to Proceed (NTP): After an award is made, and all required documents are received by the county, and the contract is fully executed with signature of both parties, the county will issue a written Notice to Proceed. The vendor will have 30 business days after NTP to complete all work. The county shall not be liable for payment of any work done or any costs incurred by any responder prior to the county issuing the Notice to Proceed. Unavyailability of Funds: This contract will terminate immediately and absolutely at such 15. 16. 17. 20. time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the county under the contract. Insurance: The contractor shall procure and maintain the following insurance, to be in effect throughout the term of the contract, in at least the amounts and limits as follows: a. General Liability Insurance: $1,000,000 combined single limit per occurrence, including bodily and personal injury, destruction of property, and contractual liability. b. Automobile Liability Insurance: $1,000,000 combined single limit each occurrence, including bodily injury and property damage liability. c. Workers Compensation & Employers Liability Insurance: Workers Compensation as required by Georgia statute. Before a contract is executed, the Certificates of Insurance for all required coverage shall be submitted. The certificate shall list an additional insured as follows: Fayette County, Georgia 140 Stonewall Avenue West Fayetteville, GA 30214 Unauthorized Performance: The County will not compensate the contractor for work performed unless the work is authorized under the contract, as initially executed or as amended. Assignment of Contract: Assignment of any contract resulting from this request for quotes will not be authorized, except with express written authorization from the county. Indemnification: The contractor shall indemnify and save the county and all its officers, agents and employees harmless from all suits, actions, or other claims of any character, name and description brought for or on account of any damages, losses, or expenses to the extent caused by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the contractor or other persons employed or utilized by the contractor in the performance of the contract. The contractor shall pay any judgment with cost which may be obtained against the county growing out of such damages, losses, or expenses. Severability: The invalidity of one or more of the phrases, sentences, clauses or sections contained in the contract shall not affect the validity of the remaining portion of the contract. If any provision of the contract is held to be unenforceable, then both parties shall be relieved of all obligations arising under such provision to the extent that the provision is unenforceable. In such case, the contract shall be deemed amended to the extent necessary to make it enforceable while preserving its intent. Delivery Failures: If the contractor fails to deliver contracted goods or services within the Zhe 22. 23% 24. 25. time specified in the contract, or fails to replace rejected items in a timely manner, the county shall have authority to make open-market purchases of comparable goods or services. The county shall have the right to invoice the contractor for any excess expenses incurred, or deduct such amount from monies owed the contractor. Such purchases shall be deducted from contracted quantities. Inspection and Acceptance of Deliveries: The county reserves the right to inspect all goods and products delivered. The county will decide whether to accept or reject items delivered. The inspection shall be conclusive except with respect to latent defects, fraud, or such gross mistakes as shall amount to fraud. Final inspection resulting in acceptance or rejection of the products will be made as soon as practicable, but failure to inspect shall not be construed as a waiver by the county to claim reimbursement or damages for such products which are later found to be in non-conformance with specifications. Should public necessity demand it, the county reserves the right to use or consume articles delivered which are substandard in quality, subject to an adjustment in price to be determined by the Purchasing Director. Termination for Cause: The county may terminate the contract for cause by sending written notice to the contractor of the contractors default in the performance of any term of this agreement. Termination shall be without prejudice to any of the countys rights or remedies by law. Termination for Convenience: The county may terminate the contract for its convenience at any time with 10 days written notice to the contractor. In the event of termination for convenience, the county will pay the contractor for services performed. The county will compensate partially completed performance based upon a signed statement of completion. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that performance of its obligations is delayed, restricted, or prevented by reason of any act of God, natural disaster, act of government, or any other act or condition beyond the reasonable control of the party in question. Governing Law: This agreement shall be governed in accordance with the laws of the State of Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any cause of action arising under this agreement shall be required to be brought in proper venue in Fayette County, Georgia. Checklist of Required Documents (Be Sure to Return This Checklist and the Required Documents in the order listed below) RFQ #2203-A Mini-Split for IT Company information on the form provided Contractor Affidavit under O.C.G.A. 13-10-91(b)(1) Pricing sheet List of exceptions, if any on the form provided References on form provided Signed Addenda, if any are issued COMPANY NAME: REFERENCES RFQ #2203-A MINI-SPLIT FOR IT Please list three (3) references for current or recent customers who can verify the quality of service your company provides. Projects of similar size and scope are preferable. 1. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email 2. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email 3. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email COMPANY NAME COMPANY INFORMATION RFQ #2203-A Mini-Split for IT A. COMPANY Company Name: Physical Address: Mailing Address (if different): Website (if applicable): B. AUTHORIZED REPRESENTATIVE Signature: Printed or Typed Name: Title: E-mail Address: Office Number: Fax Number: C. PROJECT CONTACT PERSON Name: Title: E-mail Address: Contractor Affidavit under O.C.G.A. 13-10-91(b)(1) The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. 13-10-91 and hereby verifies its compliance with O.C.G.A. 13-10-91, attesting as follows: a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program; b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof; c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof; d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract; e) The Contractor will contract for the 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(a), (b), and (c); f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. 13-10-91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. 13-10-91 to the public employer within five business days of receipt. Federal Work Authorization User Identification Number Date of Authorization #2203-A Mini-Split for IT Name of Contractor Name of Project Fayette County Georgia Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on ; , 20 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 20 NOTARY PUBLIC My Commission Expires: SCOPE AND SPECIFICATIONS RFQ #2203-A Mini-Split for IT Fayette Countys Department of Information Technology maintains the data center at the Fayette County Stonewall Complex, 140 Stonewall Avenue West, Suite 101, Fayetteville, GA 30214. Fayette Countys IT Department wants to maintain a 68 degree room temperature and an acceptable humidity threshold within the room and therefore is seeking bids from a qualified contractor to replace the existing Liebert Unit and install two (2) new Daikin or equivalent 3 ton Cool Only ductless mini-split with wall mount cassette for the server room. Scope of Work: The Contractor shall: Provide all necessary licensed labor, equipment and supplies to complete the following work. Provide an HVAC specialist for instillation and dispose tasks. Install two (2) new 3 ton ductless mini-split units on the roof. Outdoor units will be placed on a pad on the roof. Install two (2) new indoor wall mount cassettes in the server room. Line set will be run through the ceiling to the roof. Install two (2) new mini condensate pumps for indoor unit. Install two (2) new wireless remote thermostat/controller. Provide a licensed electrician to install new dedicated circuits for the new system, circuit should from an existing panel that is on the Emergency Generator backup to remain operational during power failures. Provide a roofer to seal any roof penetrations. Perform all start-up procedures as per manufacturers recommendations. Provide two (2) new outdoor disconnects for new units. Demo and remove the existing 12-ton Liebert unit. Remove and reclaim all refrigerant from defective system as per rules and regulations mandated by EPA and dispose of per industry standards. Contractor shall be responsible for the conduct of their personnel while on County property, all personnel shall always conduct themselves in a professional and courteous manner. Contractor shall abide by the Fayette County no smoking policy, on all County property and building. Contractor shall be liable for any damages caused during the project; items must be replaced with an equivalent or better item. Contractor shall provide a timeline for the project. Once the project starts, the contractor shall continue to perform all needed work through completion of the project without delays, other than weather. Fayette County personnel will perform periodic inspections of the work done by the contractor. e Should the inspections determine that the work is substandard or not per code, the Contractor will be notified immediately of the problem and a stop work notice will be issued until the problem is resolved. e The contractor shall be responsible for keeping his area of work clean and free of any debris or trash daily. At the completion of the work, he shall leave the work area, including grounds, building and roof, clean and free of debris, trash, roofing materials, and stains such as asphalt, which resulted from work accomplished by the contractor. Fayette County dumpsters may NOT be used. e The contractor shall apply and received a permit from Fayette County Building Safety for new installation. e Contractor shall submit and engineer stamped design for wind uplift. Warranty: 1 year parts, labor and 5 years compressor PRICING SHEET RFQ #2203-A Mini-Split for IT Responder agrees to perform all the work described in the Contract documents for the following price: Item Description Lump Sum Mini-Split upgrade NOTE: All applicable charges shall be included in your total quoted amount, including but not limited to materials, equipment, installation, labor, traffic control and any other amounts. No additional charges will be allowed after the quote received by date. State time needed to commence work after Notice to Proceed is issued State length of time needed to complete project Days Provide Mini-Split Brand: State, List or Attach the terms of your warranty, if applicable: (1 year warranty on parts and labor. 5-year warranty on compressor) COMPANY NAME: EXCEPTIONS TO SPECIFICATIONS RFQ #2203-A Mini-Split for IT Please list below any exceptions or clarifications to the specifications of this bid. Explain any exceptions in full. COMPANY NAME: