GPS Fleet Tracking

Page 1 of 12 INVITATION TO BID (ITB) WHITFIELD COUNTY, GEORGIA ITB # 100-4-200-52-1228-GPS GPS – Fleet Tracking Date: November 30, 2021 Time: 2:00PM ______________________ Page 2 of 12 USE THIS FORM ONLY ONLY BIDS SUBMITTED ON THIS FORM SHALL BE CONSIDERED The Whitfield County Board of Commissioners will receive sealed bids until 2:00 PM on November 30, 2021 for ITB# 100-4-200-52-1228-GPS. Bids shall be submitted in a sealed envelope and shall be marked on the outside with the: 1. Name of the submitting company 2. The ITB number 3. “GPS Fleet Tracking” Any deviation from the requirements set forth for the labeling of the bid envelopes shall result in said bid being returned to the bidder unopened and any such bid shall not be considered. Vendors are to submit 1 original and 2 copies of their bid Sealed bids shall be addressed to the attention of: Brian McBrayer Whitfield County Board of Commissioners, P.O. Box 248 Dalton GA 30722-0248 Or hand delivered to the Courthouse Annex, 201 S

Hamilton St 4th floor, Dalton GA. All bids shall be received on or before the above designated date and time. Any bid received after this date and time shall not be accepted. Bids shall be typed or submitted in ink. Bids will be opened and read publicly. Bids are legal and binding upon the bidder when submitted. It is understood that this contract, if accepted by Whitfield County, is entered into solely for the convenience of the county and in no way precludes the county from obtaining like goods from other suppliers upon prior approval of the Whitfield County Board of Commissioners. Such approval shall be made at the sole discretion of the Whitfield County Board of Commissioners and shall be conclusive. Do not call with questions relating to this ITB. Refer to the County Website at http://www.whitfieldcountyga.com for bid details and any updates. All communication must be in writing or via email. Address email correspondence to mturner@whitfieldcountyga.com. No http://www.whitfieldcountyga.com/ Page 3 of 12 verbal or written information which is obtained other than through this ITB or its addenda shall be binding on Whitfield County. No employee of Whitfield County is authorized to interpret any portion of this ITB or give any information as to the requirements of this ITB in addition to that contained in or amended to this written ITB document. PART I – INFORMATION / SPECIAL CONDITIONS 1.01. Purpose The Whitfield County Public Works Department is actively seeking bids from qualified bidders, hereinafter referred to as the Contractor, for the purpose of Fleet Tracking Services. The successful bidder agrees to furnish all necessary labor, tools, equipment, and materials required to perform and complete all work required for Fleet Tracking in full accordance with the specifications, terms, and conditions contained in this Invitation to Bid (ITB). 1.02. Information or Clarification For information concerning procedures for responding to this ITB, contact Public Works Fleet Manager, Mike Turner by email or phone. Such contact is to be for clarification purposes only. Changes, if any, to the technical specifications or bidding procedures will only be transmitted by written addendum. Mike can be reached at mturner@whitfieldcountyga.com or 706- 278-7167. 1.03. Questions and Addendum Any questions that bidders wish to have addressed and which might require an addendum must be submitted to the Fleet Manager, Mike Turner, in writing at least 5 days prior to bid due and open date. (see contact information above) 1.04. Extent of Work It is recommended that bidders are familiar with vehicles to be serviced prior to submission of a bid. No variation in price or conditions shall be permitted based on a claim of ignorance. Submission of the bid is evidence that the bidder has familiarized himself with the nature and extent of the work and any conditions that may, in any manner, affect the scope of the work and/or materials required. 1.05. Competency of Bidders Bids shall be considered only from firms that have been continuously engaged in providing services like those specified herein for a reasonable period and that are presently engaged in the provision of these services. Vendor must have established representation living in Georgia. It may be necessary to produce evidence that they have established a satisfactory record of performance for a reasonable period. mailto:mturner@whitfieldcountyga.com Page 4 of 12 1.06. Performance It is the intention of the County to obtain the services as specified herein from a source of supply that will give prompt and convenient service. The awarded Contractor must be able to perform as required under the Scope of Service. Any failure of a successful bidder to comply with these conditions may be cause for terminating any resulting contract immediately upon notice by the County. The County reserves the right to obtain these services from other sources, when necessary, should a successful bidder be unable to perform on a timely basis and such delay may cause harm to the using department or County residents. 1.07. Contract Term The initial term of this contract is estimated to begin on or about December 1, 2021, and end on November 30, 2024. The County reserves the right to extend the contract for an additional two years in one-year contracts, providing both parties agree to the extension; all the terms, conditions and specifications remain the same; and such extension is approved by the County. 1.08. Cost Adjustments The cost for service as quoted herein shall remain firm for the first 365 days of the contract. Costs for subsequent days and any extension term days shall be subject to an adjustment only if increases occur in the industry. Any requested cost increase shall be fully documented and submitted to the County at least ten (10) days prior to the contract extension date. Any approved cost adjustments shall become effective upon the extension date of the contract. In the event the CPI or industry costs decline, the County shall have the right to receive, from the Contractor, a reasonable reduction in costs that reflect such cost changes in the industry. The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, increases are excessive, or decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, the contract can be cancelled by the County upon giving ten (10) days written notice to the Contractor. Page 5 of 12 1.09. Price Bidder will quote a firm, fixed cost for each item listed below on the Bid Proposal page. Pricing shall include all costs associated with the project including labor, equipment, management, etc. Payment will be made only after service is completed and meets approval by the County. 1.10. Evaluation/Award Award will be made to the responsible bidder quoting the lowest total cost to the County. The County reserves the right to compare specific items, at its discretion, to determine the low responsible bidder. It is anticipated that an award will be made within 30 days of bid opening. A copy of the bid tabulation will be sent to any vendor who provides a self-addressed, stamped envelope with their bid or can be emailed upon request. GENERAL INFORMATION Whitfield County reserves the right to waive any informalities or minor defects or reject all bids. Any bid may be withdrawn prior to the above scheduled time for the opening of bids. Any bid received after the time and date specified shall not be considered. No bidder will be permitted to withdraw its proposal between the closing time for receipt of proposals and the execution of contract. The County may include in the specifications minimum service times. Should the vendor fail to perform service within the time allotted in the bid documents, the County may, at its option, exercise its right to deduct from the vendor’s billing, twenty-five ($25.00) dollars per day for each day the service is late. This amount is fixed and agreed upon by the successful bidder and the County because of the impracticability and extreme difficulty in ascertaining the actual damages the County would sustain in such an event. Signing of the bid sheet by the vendor and subsequent acceptance by the County will constitute a binding agreement between the County and the Vendor. The Vendor understands and agrees that no contract payment will be made until the County certifies that all stated specifications have been complied with and the service have been performed in full and approved by the County. Page 6 of 12 Bids will be evaluated and submitted to the County Council for approval as soon as possible after bid opening. All bidders will be notified of results in writing. Upon award of the contract to the successful bidder, the County will send contract documents, which will include the final agreed upon price. The Vendor will execute the Contract Documents by signing and returning them to the County along with a copy of business license, insurance and E-Verify. Each party will retain an executed contract. Upon execution of the contract with the successful bidder, Whitfield County requires a Purchase Order be issued prior to acquisition of all materials, supplies, equipment, repairs, leases, services, and all other transactions which obligate the County. The purchase order is the contract between the County and vendor and is the vendor’s authorization to ship materials or perform specified services. Materials shipped or services performed without a Purchase Order is at the Vendor’s own risk. Invoicing shall be done based on each order completed. Invoices shall be numbered and shall clearly indicate the quantity, description, packaging, order date, delivery date, purchase order number and price. The Contractor agrees to protect, defend, indemnify, and hold harmless Whitfield County and its officers, employees, and agents from and against any and all losses, penalties, damages, settlements, claims, costs, charges for other expenses, or liabilities of every and any kind including attorney fees, in connection with or arising directly or indirectly out of the work agreed to or performed by Contractor under the terms of any agreement that may arise due to the bidding process. Without limiting the foregoing, all such claims, suits, or other actions relating to personal injury, death, damage to property, defects in materials or workmanship, actual or alleged violations of any applicable statute, ordinance administrative order, rule or regulation, or decree of any court shall be included in the indemnity hereunder. Page 7 of 12 INSURANCE AND LICENSE REQUIREMENTS 1.11. Insurance Any firm performing work on behalf of Whitfield County must provide proof of Worker’s Compensation insurance. A. Commercial General Liability Insurance This coverage shall be written on an occurrence basis including Premises Operations, Products and Completed Operations, Broad Form Property Damage, and Contractual Liability with all aggregates on a “per job” basis in the following amounts: a. General Aggregate: b. Products & Completed $2,000,000.00 Operations Aggregate: $2,000,000.00 c. Personal & Advertising Injury: $1,000,000.00 d. Each Occurrence: $1,000,000.00 e. Damage to Rented Premises: $100,000.00 f. Medical Expense per Person: $5,000.00 B. Automobile Liability Insurance Business Auto Liability Written on a “symbol 1” basis covering “any auto” and including “hired and non-owned vehicles”: a. Combined Single Limit: $1,000,000.00 C. Workers Compensation Insurance 1.1 Employer’s Liability Insurance Part Two: a. Bodily Injury by Accident $1,000,000.00 each accident b. Bodily Injury by Disease $1,000,000.00 policy limit c. Bodily Injury by Disease $1,000,000.00 each employee Contractor shall furnish to the Whitfield County’s designee a “Certificate of Insurance” prior to the commencement of any work as described in Section 1.11 (A) evidencing said policy or policies of insurance for each insurance company providing coverage to Contractor showing the required insurance to be in force and certifying that said insurance will not be cancelled, non-renewed or materially changed without first giving Page 8 of 12 Whitfield County thirty (30) days advance written notice of any such cancellation, nonrenewal or material change; and deleting from the Cancellation Clause of the Certificate of Insurance any language that the required notice will “endeavor to” be given and “but failure to do so shall impose no obligation or liability of any kind upon the insurer, its agents or representatives.” In the event of any cancellation, nonrenewal or material change in the insurance coverage about which Whitfield County receives notice, the County shall have the option of cancelling the contract immediately. The County shall be named as an additional insured on the above- named policies, excluding Workers Compensation. 1.12. Warranty The Contractor shall guarantee parts and workmanship for contract period. 1.14. Laws / Ordinances The Contractor shall observe and comply with all Federal, state, local and municipal laws, ordinances rules and regulations that would apply to this contract. 1.15. E-Verify Requirements Pursuant to the requirements of the Beason-Hammon Alabama Taxpayer and Citizen Protection Act (“the Act”), as a condition for the award of any contract, grant, or incentive by the state, any political subdivision thereof, or any state funded entity to a business entity or employer that employs one or more employees, the business entity or employer shall provide documentation establishing that the business entity or employer is enrolled in the E-Verify program. During the performance of the contract, the business entity or employer shall participate in the E-Verify program and shall verify every employee that is required to be verified according to the applicable federal rules and regulations. The Act also provides that no sub-Vendor on a project paid for by contract, grant, or incentive by the state, any political subdivision thereof, or any state-funded entity shall knowingly employ, hire for employment, or continue to employ an unauthorized alien and shall attest to such by affidavit signed before a notary. The sub-Vendor shall also enroll in the E-Verify program prior to performing any work on the project and shall attach to the sworn affidavit documentation establishing that the sub-Vendor is enrolled in the E-Verify program.