Water Management Services (Annual Contract)

RFB No. 24-0005 Water Management Services (Annual Contract) Page 1 of 46 FINANCE DEPARTMENT PURCHASING DIVISION 1111 1st Avenue, COLUMBUS, GEORGIA 31901 P.O. BOX 1340, COLUMBUS, GEORGIA 31902-1340 706-225-4087, Fax 706-225-4086 www.columbusga.org Date: September 22, 2023 REQUEST FOR BIDS RFB No: 24-0005 Qualified vendors are invited to submit sealed bids, subject to conditions and instructions as specified for the furnishing of: WATER MANAGEMENT SERVICES (Annual Contract) GENERAL SCOPE Provide a comprehensive industrial water treatment management program, on a monthly basis, for the cooling towers, boilers and water chiller closed loop systems operated in City buildings by Columbus Consolidated Government. The contract period will be for two (2) years with the option to renew for three (3) additional twelve-month periods. DUE DATE OCTOBER 18, 2023 - 2:30 PM (Eastern) Responses must be submitted via DemandStar on

or before the due date. A virtual opening will be held during the 3:00 PM hour of the due date. Responding vendors are not required, but are invited to attend the opening. If you wish to attend the virtual opening, use one of the Microsoft Teams meeting options: Click here to join the meeting Or call in (audio only) +1 478-239- 0725,,855808406# United States, Macon Phone Conference ID: 855 808 406# Find a local number | Reset PIN . Note: Columbus Consolidated Government is not responsible for technical issues that may arise during the virtual opening. BID SUBMISSION REQUIREMENTS See Appendix A for Submission Requirements, Submission Requirements Checklist, and DemandStar Registration and Submission Instructions. SITE TOUR A Non-Mandatory Site Tour is scheduled for Tuesday, October 3, 2023 to begin at 9:00 am EST. Vendors shall convene at the Government Center located at 100 10th Street, Columbus, GA 31901. Prospective Bidders are strongly encouraged to attend the site visit. (See Attendance Confirmation Form, Page 11) Visit the Govt Center, Trade Center, Civic Center and City Hall. ADDENDA IMPORTANT INFORMATION Any and all addenda will be posted on the Purchasing Division’s web page, at https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities.ht m. It is the vendors’ responsibility to periodically visit the web page for addenda before the due date and prior to submitting a quote. “NO BID” RESPONSE Refer to the form on page 3 if you are not interested in this invitation. Andrea J. McCorvey Purchasing Division Manager COLUMBUS CONSOLIDATED GOVERNMENT Georgia’s First Consolidated Government http://www.columbusga.org/ https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZDBhMjU0OWQtNzhmMC00MWI3LWFmYTUtMWE5Mzg1MjYzNjJh%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%2522f6bad3c9-1001-44da-acff-b25808ccd0c4%2522%252c%2522Oid%2522%253a%252231b993f8-2ba4-4447-8595-e9bd2a9237bb%2522%257d&data=04%7C01%7CPostorino.Patti%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378863294%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=ewYcfzZnex5rqmALFZtXZVGEFmh4HvCIOxvihm9qfWk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZDBhMjU0OWQtNzhmMC00MWI3LWFmYTUtMWE5Mzg1MjYzNjJh%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%2522f6bad3c9-1001-44da-acff-b25808ccd0c4%2522%252c%2522Oid%2522%253a%252231b993f8-2ba4-4447-8595-e9bd2a9237bb%2522%257d&data=04%7C01%7CPostorino.Patti%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378863294%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=ewYcfzZnex5rqmALFZtXZVGEFmh4HvCIOxvihm9qfWk%3D&reserved=0 tel:+14782390725,,855808406# tel:+14782390725,,855808406# tel:+14782390725,,855808406# https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.microsoft.com%2F59f93fad-7434-42f9-b866-29ac5c89c046%3Fid%3D855808406&data=04%7C01%7CPostorino.Patti%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378863294%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=LOQPmk%2BS%2BpULgjkNmXH9dTUAH7TPxT%2BQOMTTNiXzXEw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.microsoft.com%2F59f93fad-7434-42f9-b866-29ac5c89c046%3Fid%3D855808406&data=04%7C01%7CPostorino.Patti%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378863294%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=LOQPmk%2BS%2BpULgjkNmXH9dTUAH7TPxT%2BQOMTTNiXzXEw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.microsoft.com%2F59f93fad-7434-42f9-b866-29ac5c89c046%3Fid%3D855808406&data=04%7C01%7CPostorino.Patti%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378863294%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=LOQPmk%2BS%2BpULgjkNmXH9dTUAH7TPxT%2BQOMTTNiXzXEw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmysettings.lync.com%2Fpstnconferencing&data=04%7C01%7CPostorino.Patti%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378873250%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=vAUevrgg0SVQDQfhpm%2BJW5VHHrXQZ7salvDotMyo9kY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmysettings.lync.com%2Fpstnconferencing&data=04%7C01%7CPostorino.Patti%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378873250%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=vAUevrgg0SVQDQfhpm%2BJW5VHHrXQZ7salvDotMyo9kY%3D&reserved=0 https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities.htm https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities.htm RFB No. 24-0005 Water Management Services (Annual Contract) Page 2 of 46 IMPORTANT INFORMATION e-Notification The City uses the Georgia Procurement Registry e-notification system. You must register with the Team Georgia Market Place/Georgia Procurement Registry to receive future procurement notifications via https://doas.ga.gov/state- purchasing/getting-started-supplier . If you have any questions or encounter any problems while registering, please contact the Team Georgia Marketplace Procurement Helpdesk: Telephone: 404-657-6000 Fax: 404-657-8444 Email: procurementhelp@doas.ga.gov https://doas.ga.gov/state-purchasing/getting-started-supplier https://doas.ga.gov/state-purchasing/getting-started-supplier mailto:procurementhelp@doas.ga.gov RFB No. 24-0005 Water Management Services (Annual Contract) Page 3 of 46 STATEMENT OF "NO BID" Complete and return this form immediately if you do not intend to Bid: Email: bidopportunities@columbusga.org Fax: (706) 225-3033 Attn: Patti Postorino, Buyer Mail: Columbus Consolidated Government Purchasing Division P.O. Box 1340 Columbus, GA 31902-1340 We, the undersigned decline to bid on your RFB No. 24-0005 for Water Management Services (Annual Contract) for the following reason(s): ___Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below) ___There is insufficient time to respond to the Invitation for Bids. ___We do not offer this product or service. ___We are unable to meet specifications. ___We are unable to meet bond requirements. ___Specifications are unclear (explain below). ___We are unable to meet insurance requirements. ___Other (specify below) Remarks:__________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ COMPANY NAME: ________________________________________________ AGENT: ________________________________________________ DATE: ________________________________________________ TELEPHONE NUMBER: ________________________________________________ EMAIL ADDRESS: ________________________________________________ mailto:bidopportunities@columbusga.org RFB No. 24-0005 Water Management Services (Annual Contract) Page 4 of 46 GENERAL PROVISIONS THESE GENERAL PROVISIONS SHALL BE DEEMED AS PART OF THE BID SPECIFICATIONS. The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations for bids and award of all contracts and is specifically incorporated herein by this reference. A copy of the ordinance is on file in the Purchasing Division. 1. TERM “CITY”. The term “City” as used throughout these documents will mean Consolidated Government of Columbus, Georgia. 2. PREPARATION OF FORM. Bid proposals shall be submitted on the forms provided by the City. All figures must be written in ink or typewritten. Figures written in pencil or erasures are not acceptable. However, mistakes may be crossed out, corrections inserted adjacent thereto, initialed in ink by the person signing the proposal. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. Failure to properly sign forms, in ink, will render bid incomplete. 3. EXECUTION OF THE BID PROPOSAL. Execution of the bid proposal will indicate the bidder is familiar and in compliance with all local laws, regulations, ordinances, site inspections, licenses, dray tags, etc. 4. BID DUE DATE. The bid submission must arrive in the Purchasing Division on or before the stated due date and time. Upon receipt, bids will be time and date stamped. Bids will remain sealed and secured until the stated due date and time for the bid opening. 5. BID OPENING. Bids shall be opened publicly in the presence of one or more witnesses at the time and place stated in the public notice. The amount of each bid, the bidder's name and such other relevant information as the Purchasing Manager deems appropriate shall be recorded and retained in accordance with Georgia law. The record and each bid shall be open to the public in accordance with Article 3. 301A of the Procurement Ordinance (Public Access to Procurement Information). 6. LATE BIDS. It is the responsibility of the bidder to ensure bids are submitted by the specified due date and time. Bids received after the stated date and time will be returned, unopened, to the bidder. The official clock to determine the date and time will be the time/date stamp located in the Finance Department. All bids received will be time and date stamped by the official clock. The City will not be held responsible for the late delivery of bids due to the U.S. Mail Service, or any other courier service. 7. RECEIPT OF ONE SEALED BID. In the event only one sealed bid is received, no formal bid opening shall take place. First, the Purchasing Division shall conduct a survey of vendors to inquire of “no bid” responses and non- responsive vendors. If, from the survey, it is determined by the Purchasing Division that specifications need revision, the one bid received will be returned, unopened, to the responding vendor, with a letter of explanation and a new bid solicitation prepared. If it is determined that other vendors need to be contacted, the bid due date will be extended, and the one bid received will remain sealed until the new bid opening date. The vendor submitting the single bid will receive a letter of explanation. If it is determined the one bid received is from the only responsive, responsible bidder, then the bid shall be opened by the Purchasing Division Manager or designee, in the presence of at least one other witness. The single bid will be evaluated by the using agency for award recommendation. 8. RECEIPT OF TIE BIDS. In the event multiple responsive, responsible bidders are tied for the lowest price and all other terms and requirements are met by all tied bidders, the award recommendation shall be resolved in the order of the preferences listed below: 1. Award to the local bidder whose principal place of business is located in Columbus, Georgia. 2. Award to bidder previously awarded based on favorable prior experience. 3. Award to bidder whose principal place of business is located in the State of Georgia. 4. If feasible, divide the award equally among the bidders. 5. If it is not feasible to award equally and only two bidders are tied, perform a coin toss in the presence of the two bidders, either in person or virtually. 6. If the above preferences are insufficient to resolve the tie, all bid responses will be rejected and the bid will be re-advertised. 9. RECEIPT OF MULTIPLE BIDS. Unless otherwise stated in the bid specifications, the City will accept one and only one bid per vendor. Any unsolicited multiple bid(s) will not be considered. If prior to the bid opening, more than one bid is received from the same vendor, the following will occur: (1) the bidder will be contacted and required to submit written acknowledgment of the bid to be considered; (2) the additional bid(s) will be returned to the bidder unopened. If at the bid opening more than one bid is enclosed in a single bid package, the City will consider the vendor non-responsive and bids will be returned to the bidder. RFB No. 24-0005 Water Management Services (Annual Contract) Page 5 of 46 10. CONDITIONS AND PACKAGING. Unless otherwise defined in the bid specifications, it is understood and agreed that any item offered or furnished shall be new, in current production and in first class condition, that all containers shall be new and suitable for storage or shipment, and that prices include standard commercial packaging. 11. FREIGHT/SHIPPING/HANDLING CHARGES. All freight, shipping, and handling charges shall be included in the bid price. The City will pay no additional charges. 12. CORRECTION OR WITHDRAWAL OF BIDS; CANCELLATION OF AWARDS Correction or withdrawal of inadvertently erroneous bids before bid opening, or cancellation of awards or contracts based on such bid mistakes, may be permitted where appropriate. Mistakes discovered before bid opening may be modified or withdrawn by written notice received in the Purchasing Division. After bid opening, corrections in bids shall be permitted only to the extent that the bidder can show by clear and convincing evidence that a mistake of a nonjudgmental character was made, the nature of the mistake and the bid price actually intended. After bid opening, no changes in bid prices or other provisions of bids prejudicial to the interest of the City or fair competition shall be permitted. In lieu of bid correction, a low bidder alleging a material mistake of fact may be permitted to withdraw its bid if the mistake is clearly evident on the face of the bid document but the intended correct bid is not similarly evident, or if the bidder submits evidence which clearly and convincingly demonstrate that a mistake was made. All decisions to permit correction or withdrawal of bids or to cancel awards of contracts based on bid mistakes will be supported by the Purchasing Manager's written determination. 13. ADDENDA AND INTERPRETATIONS. If it becomes necessary to revise any part of this bid, a written addendum will be provided to all bidders. The City is not bound by any oral representations, clarifications, or changes made to the written specifications by City employees, unless such clarification or change is provided to the bidders in written addendum form from the Purchasing Officer. Bidders will be required to acknowledge receipt of the addenda (if applicable) in their sealed bid proposal. The vendor may provide an initialed copy of each addendum or initial the appropriate area on the bid form (pricing page). Failure to acknowledge receipt of the addenda (when applicable) will render bid incomplete. It is the bidder’s responsibility to ensure that they have received all addenda. 14. BID RECEIPT AND EVALUATION. Bids shall be unconditionally received without alteration or correction except as authorized in the City's Procurement Ordinance. Bids shall be evaluated based on requirements set forth in the Invitation for Bid, which may include criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery, and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation cost, and total or life-cycle costs. The specifications presented in the Invitation for Bids shall represent the evaluation criteria. No other criteria may be used to evaluate bids. 15. TIME FOR CONSIDERATION. Bids must remain in effect for at least ninety (90) days after date of receipt to allow for evaluation. 16. BID SECURITY (1) Requirement for Bid Security. Bid security shall be required for all competitive sealed bids for construction contracts when the price is estimated by the Purchasing Manager to exceed $25,000. Bid security shall be a bond provided by a surety company authorized to do business in the State, or other form satisfactory to the City. Such bonds may also be required on construction contracts under $25,000 or other procurement contracts when circumstances warrant. (2) Amount of Bid Security. Bid security shall be in an amount equal to at least five percent (5%) of the bid amount. (3) Rejection of Bids for Noncompliance with Bid Security Requirements. When the invitation for Bids requires security, noncompliance with such requirement shall force rejection of a bid. (4) Withdrawal of Bids. If a bidder is permitted to withdraw its bid before award as provided in Section 3-108 Subsection (G) (Competitive Sealed Bidding – Correction or Withdrawal of Bids: Cancellation of Awards), no action shall be had against the bidder or the bid security. 17. CONTRACT PERFORMANCE AND PAYMENT BONDS (1) When Required: Amounts. When a construction contract is awarded in excess of $25,000, the following bonds or security shall be delivered to the City, and shall be binding on the parties upon the execution of the contract: a. a performance bond satisfactory to the City executed by a surely company authorized to do business in the State, or otherwise secured in a manner satisfactory to the City, amounting to one hundred percent (100%) of the price specified in the contract; and RFB No. 24-0005 Water Management Services (Annual Contract) Page 6 of 46 b. a payment bond satisfactory to the City executed by a surety company authorized to do business in the State or otherwise secured in a manner satisfactory to the City, to protect all persons supplying labor and material to the contractor or its subcontractors for the performance of the work provided for in the contract, amounting to one hundred percent (100%) of the price specified in the contract. At the discretion of the Purchasing Manager, this same condition may be placed on awards of any amount. (2) Authority to Require Additional Bonds. Nothing in this Section shall be construed to limit the authority of the City to require a performance bond or other security in addition to the bonds, in circumstances other than the circumstances described in Subsection (1) above. 18. SUBCONTRACTING. Should bidder intend to subcontract all or any part of the work specified, name(s) and address(es) of sub-contractor(s) must be provided in bid proposal (use additional sheet if necessary). The bidder shall be responsible for subcontractor(s) full compliance with the requirements of the bid specifications. THE COLUMBUS CONSOLIDATED GOVERNMENT WILL NOT BE RESPONSIBLE FOR PAYMENTS TO SUBCONTRACTORS. 19. DISQUALIFICATION OF BIDDERS AND REJECTION OF BIDS. Bidders may be disqualified and rejection of bid proposals may be recommended by the City for any (but not limited) to the following reasons: (A) Receipt after the time limit for receiving bid proposals as stated in the bid invitation. (B) Any irregularities contrary to the General Provisions or bid specifications. (C) Unbalanced unit price or extensions. (D) Unbalanced value of items. (E) Failure to use the proper forms furnished by the Consolidated Government. (F) Failure to complete the proposal properly (G) Omission of warranty, product literature, samples, acknowledgment of addenda or other items required to be included with bid proposal. (H) Failure to properly sign forms in ink. The City reserves the right to waive any minor informality or irregularity. The City reserves the right to reject any and all bids. 20. BRAND NAMES “OR EQUAL”. Whenever in this invitation any particular material, process and/or equipment are indicated or specified by patent, proprietary or brand name of manufacturer, such wording will be deemed to be used for the purpose of facilitating description of the material, process and/or equipment desired by the City. It is not meant to eliminate bidders or restrict competition in any bid process. Any manufacturers’ names, drawings, trade names, brand names, specifications and/or catalog numbers used herein are for the purpose of description and establishing general quality levels. Bidders may propose equivalent equipment, services or manufacturer. Any proposal that is equivalent to or surpasses stated specifications will be considered. Determination of equivalency shall rest solely with the City. Please Note: Due to existing equipment, specific manufacturers may be required to facilitate compatibility. 21. ASSIGNMENT OF CONTRACTUAL RIGHTS. It is agreed that the successful bidder will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the City and any sureties. 22. DISCOUNTS. Terms of payments offered will be reflected in the space provided on the bid proposal form. Cash discounts will be considered net in the bid evaluation process. All terms of payment (cash discounts) will be taken and computed from the date of delivery of acceptable material or services, or the date of receipt of the invoice, whichever is later. 23. TAXES. The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec. 48-8-3. Federal ID No. 58-1097948. 24. FEDERAL, STATE AND LOCAL LAWS. All bidders will comply with all Federal, State, and Local laws and ordinances, relative to conducting business in Columbus, Georgia. 25. BID INCLUSIONS. When bid inclusions are required, such as warranty information, product literature/specifications, references, etc. The inclusions should reference all aspects of the specific equipment or service proposed by the bidder. Do not include general descriptive catalogs. References to literature or other required inclusions submitted previously does not satisfy this provision. Bids found to be in non-compliance with these requirements will be subject to rejection. 26. NON-COLLUSION. By signing and submitting this bid, bidder declares that its agents, officers or employees have not directly or indirectly entered into any agreements, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this bid. In the event, said bidder is found guilty of collusion, the company and agents will be removed from the City’s bid list for one full year and any current orders will be canceled. RFB No. 24-0005 Water Management Services (Annual Contract) Page 7 of 46 27. INDEMNITY. The successful bidder agrees, by entering into this contract, to defend, indemnify and hold City harmless from any and all causes of action or claims of damages arising out or under this contract. 28. DISADVANTAGED BUSINESS ENTERPRISE. Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract. 29. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE. The Consolidated Government of Columbus, Georgia (“the City”) is committed to using Disadvantaged Business Enterprises (DBEs) (small, women- owned and minority business enterprises) to the greatest extent practical in all solicitations and day-to-day procurement needs of the City and to taking specific affirmative actions to meet these commitments. The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful bidder will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap. 30. AWARDS TO LOCAL BUSINESSES. Except for construction contracts, Federally funded projects, Request for Proposals and Request for Qualifications, awards will be made to responsive and responsible local businesses proposing a cost not more than two percent (2%) above the low bid or quote for contracts involving an expenditure less than or equal to $25,000.00; and made to responsive and responsible local businesses proposing a cost not more than one percent (1%) above the low bid or quote for contracts involving an expenditure greater than $25,000.00. 31. RIGHT TO PROTEST. (1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and of no effect. (2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder or offeror or provided by an authorized legal representative of the protestor. (3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5) business days prior to the opening of bids or the closing date of proposals or qualification statements. (4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City. 32. FAILURE TO BID. Vendors choosing not to submit a bid are requested to return a Statement of “No Bid”. 33. PRODUCT/EQUIPMENT DEMONSTRATION - SITE VISIT. During the evaluation of bids, the City reserves the right to request a demonstration or site visit of the product, equipment or service offered by a bidder. The demonstration or site visit shall be at the expense of the bidder. Bidders who fail to provide demonstration or site visit, as requested, will be considered non-responsive. 34. CANCELLATION PROVISIONS. An Invitation for Bid, Request for Proposal, or other solicitation may be canceled, or any or all bids, proposals or responses rejected in whole or in part, at the discretion of the City for any reason whatsoever. The reasons for the cancellation shall be sent to all businesses solicited or that responded. The notice shall identify the solicitation, give the reasons for the cancellation, and when appropriate state that an opportunity will be given to compete on any re-solicitation or similar procurement in the future. Reasons for rejection will be provided to unsuccessful bidders or offerors. When such action is in the best financial interest of the City, contracts for supplies to be purchased or services to be rendered under an annual (term) contract basis may be canceled and re-advertised at the discretion of the Purchasing Officer and in accordance with contract terms. After the receipt of a product or piece of equipment, it is found that said item does not perform as specified and required, payment for said product or equipment will be withheld. The successful vendor will be notified of the non-performance in writing. After notification, the successful vendor will have ten (10) calendar days, from the date of notification, to deliver product or equipment which performs satisfactorily. If a satisfactory product is not delivered within 10 calendar days, from the notification date, the City will cancel the contract (purchase order) and award to the next low, responsive, responsible bidder. The vendor will be responsible for the pick-up or shipment of the unsatisfactory equipment or product. RFB No. 24-0005 Water Management Services (Annual Contract) Page 8 of 46 35. QUESTIONS: Questions concerning specifications must be submitted, in writing, at least 5 (five) working days (Monday-Friday) prior to receipt date. Questions received less than five working days prior to receipt date will not be considered. 36. SAMPLES: When samples are required to be included with the proposal response, the bidder will be responsible for the following: 1) Unless otherwise specified, bidders are required to submit exact samples of item(s) bid. Do not submit sample of “like” item(s). 2) Affix an identification label to each individual sample to include bidder’s name, bid name and number. 3) Make arrangements for the return of sample after the bid award. All shipping costs will be the responsibility of the bidder. If bidder does not make arrangements for return of sample, within 60 days after award, the sample will be discarded. 37. GOVERNING LAW: The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance. 38. PAYMENT DEDUCTIONS: The City reserves the right to deduct, from payments to awarded vendor(s), any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License Fees, Landfill fees, etc. 39. PAYMENT TERMS: The City's standard payment term is usually net 30 days, after successful receipt of goods or services. Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or invoice is in dispute. 40. FINAL CONTRACT DOCUMENTS: If a formal contract is required as a result of the Request for Bid; the final contract shall include the following: 1) The RFB; 2) Addenda; 3) Awarded Vendors(s) Bid response; 4) Awarded Vendor(s) Clarifications; and 5) Awarded Vendor(s) Business Requirements. NOTICE TO VENDORS Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.—By mayor or councilmembers. Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid to the consolidated government. (Ord. No. 92-60, 6-23-92) Sec. 2-3.06. - Same—By members of boards, authorities, commissions. No member of any board or authority or commission or other independent or subordinate entity of the consolidated government shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a b id to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such membership. (Ord. No. 92-61, 6-23-92) RFB No. 24-0005 Water Management Services (Annual Contract) Page 9 of 46 DO YOU HAVE QUESTIONS, CONCERNS OR NEED CLARIFICATION ABOUT THIS SOLICITATION? COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO THE PURCHASING DIVISION. ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING. ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT CITY EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH QUESTIONS OR ANY OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED TO THE PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL QUESTION NEEDS ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH TO THE USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE. THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL BIDDERS. THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE PURCHASING MANAGER. BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED “QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION. ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD, MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION. RFB No. 24-0005 Water Management Services (Annual Contract) Page 10 of 46 QUESTION/CLARIFICATION FORM DATE: TO: Patti Postorino, Buyer Email BidOpportunities@ColumbusGA.org or Fax 706-225-3033 RE: RFB No. 24-0005; Water Management Services (Annual Contract) Questions/clarification requests must be submitted at least five (5) business days before the due date: From: Company Name Website Representative Email Address Complete Address City State Zip Telephone Number Fax Number mailto:BidOpportunities@ColumbusGA.org RFB No. 24-0005 Water Management Services (Annual Contract) Page 11 of 46 ATTENDANCE CONFIRMATION FORM NON-MANDATORY SITE TOUR DATE: TO: Patti Postorino, Buyer postorino.patti@columbusga.org RE: RFB NO. 24-0005 WATER MANAGEMENT SERVICES (ANNUAL CONTRACT) A TOUR OF THE TEN (10) LOCATIONS FOR WATER MANAGEMENT SERVICES IS SCHEDULED FOR TUESDAY, OCTOBER 3, 2023 beginning 9:00 am EST. The tour will start at the Government Center, 100 10th Street, Columbus, Georgia, 31901. Vendors must complete this form to confirm attendance. E-mail this form to Patti Postorino, Buyer, at postorino.patti@columbusga.org . All questions resulting from the tour must be submitted in writing to Purchasing. The City will not be held by any verbal responses to questions. All vendors attending the tour must sign an attendance sheet, complete with name of the firm, name of the attendee, complete address, phone and fax numbers, and e-mail address. Completing this form and e-mailing back to the Purchasing Division confirms your attendance for the Site Tour. (PLEASE PRINT) FROM: Vendor Authorized Agent Mailing Address City State Zip Code Telephone Number Fax Number mailto:postorino.patti@columbusga.org mailto:postorino.patti@columbusga.org RFB No. 24-0005 Water Management Services (Annual Contract) Page 12 of 46 GENERAL SPECIFICATIONS WATER MANAGEMENT SERVICES (Annual Contract) RFB No. 24-0005 I. SCOPE It is the intent of the Columbus Consolidated Government (City) to establish an annual contract with a qualified contractor that meets or exceeds the requirements of the specifications to provide a maximum comprehensive industrial water treatment management program for the cooling towers, boilers, and water chiller closed loop systems for City buildings operated by the City. This treatment program will include, but is not limited to, remove and clean grates, repair sections with water leaks, all prevention of mineral scale, corrosion and bacterial growth in the water systems, water conservation, technical support, service, equipment repair and reporting. This water management program may have additional buildings and/or new equipment added during the term of the contract. See Pages 19-22 for current equipment and locations. If additional buildings and/or new equipment must be added to the contract, contracted vendor will be asked to provide a price quote. The current vendor is Zee Company, Inc, a Vincit company, (formerly Steam-Co, LLC). The current monthly service amount is $1,175.00 to cover the same buildings listed on Pages 20-25 of the bid specifications, excluding City Hall. See Technical Specifications and Equipment Specifications, Pages 17-25. The City reserves the right to waive any informality in any proposal, and to reject any or all bids. The City also reserves the right not to enter into any contract as a result of this invitation for bid. II. SITE TOUR A. A Non-Mandatory Site Tour is scheduled for Tuesday, October 3, 2023 beginning at 9:00 am EST. Vendors shall convene at the Government Center, 100 10th Street, Columbus, GA 31901. Site contact will be Johnny Harp, Facilities Maintenance Manager, 706-392-7050. B. Prospective Bidders are strongly encouraged to attend the site tour. To confirm attendance at this Non-Mandatory Site Tour, return the Attendance Confirmation Form (Page 11) via email to postorino.patti@columbusga.org . Please RSVP. All vendors attending the non- mandatory site tour will sign an attendance sheet. C. Questions resulting from the Site Tour must be submitted in writing to the Purchasing Division no later than 5 business days before the bid due date. (complete Question/Clarification form page 10). The City will not be bound by any verbal clarifications provided by City Staff at the site visit. III. TERM OF CONTRACT A. The term of contract shall be for two (2) years, with the option to renew for three (3) additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractor. Notice of intent to renew will be given to the contractor in writing by the Purchasing Division Director, normally sixty days before the expiration date of the current contract. This notice shall not be deemed to commit the City to a contract renewal. It should be noted that multi-year contracts may be continued each fiscal year only after funding mailto:postorino.patti@columbusga.org RFB No. 24-0005 Water Management Services (Annual Contract) Page 13 of 46 appropriations and programs approval has been granted by the Council of the Consolidated Government of Columbus, Georgia. In the event the necessary funding is not approved, then the affected multi-year contract becomes null and void, effective July 1st of the fiscal year for which such approval has been denied. B. Termination for Convenience For the protection of both parties, either party giving 30 days prior notice in writing to the other party may cancel this contract. IV. PRICE ADJUSTMENT CLAUSE Contract pricing shall remain fixed for the initial two (2) year term of the contract. After the initial term, Contractor may request a price escalation by submitting a fully documented request (i.e. documentation from manufacturers illustrating the necessity to implement price increases). Request for price increases, without documentation, shall not be considered. Such escalation shall not exceed a five percent (5%) increase. The using department(s) and the Purchasing Manager will review the request and shall approve or disapprove the increases based on budget constraints and other price comparisons. If for any reason the Contractor has a price increase that exceed five percent (5%), the price increase will be evaluated on a case-by-case basis. The City and the Contractor will have the option to discuss and make adjustments to the requested increase. If either party declines approval of the adjustments, the contract will be considered cancelled on the scheduled expiration date of the contract. V. BRAND NAMES It is not the intent of Columbus Consolidated Government (City) to restrict competition in any purchasing process. Any manufacturers’ names, drawing, trade name, brand names, information and/or catalog numbers used herein are for purpose of description and establishing general quality levels. Such references are not intended to be restrictive; any equivalent products of any manufacturer may be offered. Any bid that is equivalent to or surpasses these specifications will be considered; determination of equivalency shall rest solely with the City. VI. QUESTIONS / ADDENDA Questions and requests for clarification must be submitted within five (5) business days of the due date (see pages 9 & 10). Changes to the specifications (if any) will be provided in the form of an addendum, which will be posted on the web page of the Finance Department/Purchasing Division of Columbus Consolidated Government at https://www.columbusga.gov/finance-2/bid-opportunities . It is the vendors’ responsibility to periodically visit the web page for addenda before the due date and prior to submitting a quote. VII. INSURANCE The Contractor shall be required, at their own expense, to furnish to the City of Columbus Purchasing Division, evidence showing the insurance coverage to be in force throughout the term of the contract. Insurance requirements are listed on the attached Insurance Checklist (See Form 9). The limits shown are minimum limits. Vendor shall indicate the actual limit they will provide for each insurance requirement. The bidder shall complete the Insurance Checklist and include with bid response. Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the bidder’s ability and agreement to provide the required insurance, in the event of contract award. The successful candidate shall provide the required Certificates of Insurance within 10 business https://www.columbusga.gov/finance-2/bid-opportunities RFB No. 24-0005 Water Management Services (Annual Contract) Page 14 of 46 days after award notification. The Certificates of Insurance will name Columbus Consolidated Government as an additional insured, as well as, list the applicable project or annual contract name, and/or Solicitation name and number. The Certificate of Insurance will be included with the contract documents prior to signing. VIII. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT / E-VERIFY Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program. If a supplier is providing services under a contract with a total compensation amount of $2,500 or greater, (even if such services will be performed outside of the State of Georgia), Columbus Consolidated Government requires a notarized affidavit from the supplier attesting to the following: (A) The affiant has registered with, is authorized to use, and uses the federal work authorization program; (B) The user identification number and date of authorization for the affiant; (C) The affiant will continue to use the federal work authorization program throughout the contract period; and, (D) The affiant 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 same information required by subparagraphs (A), (B), and (C) of this paragraph. Additional information regarding the State’s E-Verify requirements can be found at: https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf A completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration. IX. INDEMNITY CLAUSE The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the "City") from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents. X. BID SUBMISSION REQUIREMENTS Each bidder shall include the following information with bid submission. Bidder shall submit ONE (1) ELECTRONIC BID RESPONSE VIA DEMANDSTAR. The City reserves the right to request any omitted information, to exclude the forms Communications Concerning This Solicitation (Form 1), the E-Verify (Form 2), and Conflict of Interest Affidavit (Form 5), WHICH DOES NOT AFFECT THE SUBMITTED BID PRICE. Bidders shall be notified, in writing, and shall have two (2) days, after notification to submit the omitted information. If the omitted information is not received within two (2) days, the Bidder shall be deemed non-responsive and the Bid Submission will be deemed “Incomplete”: A. Communication Concerning This Solicitation (Form 1) B. E-Verify/GSICA Form (Form 2) C. Addenda: Provide a signed copy of the Addenda Acknowledgement (Form 3). Addenda will be posted at: https://www.columbusga.gov/finance-2/bid-opportunities Vendors are responsible for periodically visiting the web page, to check for addenda, prior to the bid due date and before submitting a bid. D. Federal Compliance (Form 4) https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf https://www.columbusga.gov/finance-2/bid-opportunities RFB No. 24-0005 Water Management Services (Annual Contract) Page 15 of 46 E. Conflict of Interest Affidavit (Form 5) F. Bid Form and Pricing Pages: (Form 6, Pages 34-35) G. Contract Signature Page (Form 7) H. Statement of Qualifications and Work Guarantee: (Form 8). Include qualifications of all Technicians that will be dedicated to this contract and written warranty. I. Vendor Requirements/Qualifications: Water Treatment Program (Pages 17-19) 1. Provide proof that all products meet or exceed guidelines set by EPA and OSHA Page 18, Item C, Number 1 2. Provide technical and safety information Page 18, Item D, Numbers 1-7 J. Sample Invoice – Provide an itemized Invoice sample depicting the billing format. K. Business License: Vendors located in Muscogee County shall submit a current copy of their City of Columbus Business License (Occupation License). If the business is not located in Muscogee County and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that city, the vendor will not be required to pay occupation taxes in Columbus, Georgia. If the business location is not in Georgia, vendor must provide a current copy of their active Articles of Incorporation from the State and/or a current business license from the City/State in which business is located. If you have questions regarding this requirement, please contact Yvonne Ivey, Revenue Manager: 706-225-3091. L. Insurance Checklist / Certificate of Insurance: (Form 9) M. W-9 Rev 2018 Request for Taxpayer Identification Number and Certification ( https://www.irs.gov/pub/irs-pdf/fw9.pdf ) XI. AWARD / INVOICE A. Award: This contract will be awarded to the lowest responsive, responsible bidder(s). The City will be the judge of the factors and will make the award accordingly. Should the successful bidder not be able to supply the required services, the City reserves the right to procure from other sources. B. Invoices: The successful vendor shall submit invoices to the City for all services. Invoices shall delineate hours worked, material cost, etc. All invoice rates shall be in accordance with this contract. Payment will be processed from priced invoices only. Statements and service tickets are not acceptable. The City will be billed for completed work only and that all service/work orders shall be attached to the invoice. After receipt of goods/services and upon satisfactory delivery, the successful vendor shall forward itemized invoice(s) to the following address: Columbus Consolidated Government Accounting Division / Accounts Payable P. O. Box 1340 Columbus, Georgia 31902-1340 The invoice(s) shall reference the bid number (RFB No. 24-0005) and/or purchase order number. https://www.irs.gov/pub/irs-pdf/fw9.pdf RFB No. 24-0005 Water Management Services (Annual Contract) Page 16 of 46 XII. TERMINATION OF CONTRACT Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or non-performance and if not cured within ten (10) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the contractor's right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform. In the event of termination in whole or in part the Purchasing Division Director may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the Purchasing Division Director. The contractor shall continue performance of the contract to the extent it is not terminated and shall be liable for excess costs incurred in procuring similar goods or services. Compensation: Payment for completed supplies delivered and accepted by the city shall be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Director deems to be necessary to protect the City against loss because of outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in procuring similar goods and services. Excuse for Nonperformance or Delayed Performance: Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms, if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God; acts of public enemy; acts of the City and any other governmental entity in its sovereign or contractual capacity; fires; floods; epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather. If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deemed to be in default, unless the supplies or services to be furnished by the subcontractor were reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements. Upon request of the contractor, the Purchasing Division Director shall ascertain the facts and extent of such failure, and, if such director determines that any failure to perform was occasioned by any one or more of the excusable causes, and that, but for the excusable cause, the contractor's progress and performance would have met the terms of the contract, the delivery schedule shall be revised accordingly. RFB No. 24-0005 Water Management Services (Annual Contract) Page 17 of 46 TECHNICAL SPECIFICATIONS WATER MANAGEMENT SERVICES (Annual Contract) RFB NO. 24-0005 I. SCOPE OF WORK A. Provide all labor, materials and equipment to provide a complete service-oriented industrial water treatment management program for the treatment of all cooling towers, boilers and water chiller closed loops systems in City buildings operated by the City of Columbus, as listed, but not limited to the attached equipment listing. The vendor shall provide all necessary equipment and labor to remove and clean grates, repair sections with water leaks, install any new containment containers, corrosion coupon racks and accessories, by-pass feeders, and dual biocide feed. If additional equipment or services are needed, quotes will be obtained from the successful contractor. B. In addition, the water treatment program will include all chemical products, any required equipment and professional consulting and management services to: 1) Improve program safety and reduce program risk/liability 2) Reduce fuel and electrical consumption through improved heat transfer efficiency. This is accomplished by minimizing scale, corrosion, fouling and microbiological growth that create deposits on heat transfer surfaces and conserve water through maintaining cycles of concentrations in each system. 3) Minimize repair and maintenance costs associated with replacement by cleaning equipment monthly to prevent scale, corrosion, fouling or microbiological activity. 4) Provide professional, knowledgeable and involved sales/services personnel to ensure program success. 5) Accurately monitor program results with quantifiable business oriented justifications. 6) Thoroughly train City of Columbus maintenance personnel on the maintenance and control of the program. II. VENDOR REQUIREMENTS / QUALIFICATIONS A. General The City is seeking a vendor to provide maximum customer satisfaction, and has the following qualifications: 1) The vendor should be primarily engaged in the sale of water treatment chemicals. 2) The vendor should have been in business for a minimum of ten (10) years. 3) All chemicals and biocide used for this contract shall be EPA and sub-registration approved and meet all federal, state and local laws. 4) Qualified vendors must supply the City of Columbus with the names and addresses of three (3) references with similar cooling, heating and closed loop systems. B. Vendor Qualifications The work to be accomplished under this contract requires technical expertise. Incorrect work could result in a threat to the public health, welfare or environment. In reviewing the bids to determine who is the lowest responsible bidder, the City will take into consideration the extent to which the bid conforms to the bid specifications and the qualifications of the bidder to satisfactorily RFB No. 24-0005 Water Management Services (Annual Contract) Page 18 of 46 implement the requirements of the Contract. The City specifically reserves the right to reject any bids for which the bidder fails to demonstrate the ability to complete the service required in a responsible manner. Vendors shall complete a “Statement of Qualifications and Work Guarantee” (Form 8) to allow the City to determine whether the vendor is qualified to perform the work specified. C. Results The efficiency of our HVAC equipment must be optimized from the standpoint of water, sewer, fuel, electricity, chemical and labor. To help attain this goal, we require the following: 1) Products supplied by vendor must be of the highest quality. All products must meet or exceed the guidelines set forth by the EPA and OSHA to meet all limits and maintain a safe work environment. Provide proof that all products meet or exceed guidelines set by EPA and OSHA. 2) To accurately monitor equipment efficiencies/results, vendor must run on-site analysis of each treated system to monitor chemical residual levels, cycles of concentrations and overall system conditions. This analysis shall be supported by microbiological surveys, corrosion studies by coupon and corroder and photographic records of each system when it is open for inspection. These analysis and inspections will form the basis for reports to the City of Columbus, recommending corrective action to achieve intended program results. Vendor has the choice of using the coupon or corroder study. If the coupon study is used, vendor must provide an itemized listing of coupon racks, parts and cost. The vendor shall provide the labor and equipment to install containment containers, corrosion coupon racks and accessories, and by-pass feeders as needed. The City will not purchase this separately. 3) On-site analysis of each treated system shall be conducted as set forth: Cooling Towers – twice per month Hot Water Boilers – once per month Water Chiller Closed Loop Systems – once per month Complete reports of analysis and recommended changes shall be completed and reviewed with City personnel. 4) In addition to field testing capabilities, the vendor shall maintain a laboratory facility capable of conducting complete water, deposit and microbiological studies. Full time vendor employees must staff this laboratory to provide water analysis, corrosion coupon analysis, microbiological studies and resin analysis. If using an independent lab, vendor must provide lab name and address. If using own laboratory, vendor must provide the resume’ of employee(s) performing testing. 5) Provide 100% capacity for containment. D. Technical and Safety Information In order to have quick access to all technical and safety information regarding the water treatment program, the awarded vendor must provide and maintain (as a minimum) documentation for all on- site work performed for the following: (include a sample copy of each 1-7 with the bid submission) 1) An outline of the chemical program 2) All chemical control test procedures 3) Log Sheet for each location to provide and maintain on-site log of all work performed 4) Product Bulletins 5) Material Safety Data Sheets (MSDS) 6) Feed/Control Equipment Specifications 7) Service Reports Vendor shall provide training session for City of Columbus personnel as needed. Training will cover each location and include the basics of water treatment, how to perform tests and monitor chemical RFB No. 24-0005 Water Management Services (Annual Contract) Page 19 of 46 program results, how to work safely with chemical products, and general training regarding the function of cooling towers, boilers and water chiller closed loop systems. E. Safety The City places the utmost emphasis on safety. Based on this primary concern, all programs must meet the following minimum specifications: 1) Vendor must provide MSDS sheets to ensure a safe environment for plant personnel. These MSDS shall comply with all state and federal laws concerning the handling of hazardous materials. MSDS shall accompany all first-time orders and the vendor must operate a 24- hour, 7-day per week emergency number which can be called for emergency information regarding chemical spills and/or accidents involving vendor supplies products. 2) Vendor’s chemical feed and delivery system must eliminate contact with liquid chemical products in all applications. 3) Chemical deliveries must be made to “point of feed”. This includes applications that require products to be transported up/down stairs. All empty containers shall be removed from the premises by vendor. Drums can be used. 4) To eliminate the long-term risk of chemical spills, all on-site storage of liquid chemicals shall utilize containment, as outlined by industry standards. 5) To prevent microbiologically induced health risks, vendor must have the capability of conducting on-site microbiological studies, with results reported within two (2) days. Testing shall be conducted on each cooling tower system monthly. F. Clean Up The Contractor shall, at all times, keep the premises free from accumulation of waste materials or rubbish caused by his operation. At the completion of the work, all waste materials, rubbish and tools shall be removed from and about the project. G. Liability The City’s intent is to significantly reduce the liability and risk associated with the water treatment chemical program. To attain this goal, we require the following: 1) Eliminate drum disposal and the risk of spills, all product must utilize containment, and all empty containers shall be removed from the plant site by vendor personnel. 2) The vendor must maintain a minimum of $ 1,000,000.00 in liability insurance to protect the City of Columbus, it’s employees and equipment. III. CHEMICAL TREATMENT Cooling tower treatment shall consist of a blended corrosion/scale inhibitor and a liquid biocide program for the prevention of algae, fungi and slime formation. The corrosion inhibitor shall be Organic for protection of the yellow metals in the system. To prevent algae and bacterial growth, a primary biocide shall be a poly-quat product with a secondary liquid biocide for the prevention of algae/bacteria to be used as an alternate. Kathon WT is acceptable. Hot water boilers and water chiller closed loops treatment shall consist of a nitrate/borate based program. To prevent corrosion, nitrite levels shall be maintained at a residual level of 900 – 1000 ppm. All systems are tight. RFB No. 24-0005 Water Management Services (Annual Contract) Page 20 of 46 EQUIPMENT SPECIFICATIONS WATER MANAGEMENT SERVICES (Annual Contract) RFB NO. 24-0005 NOTE: It will be the responsibility of the successful bidder to provide each cooling tower with new chemical pumps and bleed controllers for the Government Center and County Jail. The new vendor shall provide all necessary equipment and labor to install any new containment containers, corrosion coupon racks and accessories, by-pass feeders, and dual biocide feed. If additional equipment or services are needed, quotes will be obtained form the successful contractor. Cooling Towers – Must maintain six (6) cycles of concentration in tower systems. Location & Address Cooling Towers Description Boilers Description Chillers / Closed Loop Systems Description Government Center 100 10th Street Columbus, GA 31901 (3) Cooling Towers Volume 4,000 gals x 2; GPM is 1,700 x 2 (1) Boiler Model S-250-W Sellers Engineering Serial # 4683 BTU Input – 10,463,000 Operated 5 months per year (2) Trane Chillers, 500 ton Earth Wise Centravac Refrigerant 123 Model #CVH555 Serial # 3KO7622 & Serial # LO3KO7617 Operated 10 months per year City Services Center (CSC) 3111 Citizens Way Columbus, GA 31906 (2) Cooling Towers Evapco 450 Gal Per Min x 2 N/A (2) Trane Chillers, 156 ton Model RTWD 150’s Refrigerant 134A Civic Center 400 4th Street Columbus, GA 31901 (4) Cooling Towers Volume 3,174 gals x 2 and 2,891 gals x 1; GPM 1,300 x 3 N/A (2) Chillers, York Centrifugal 600 ton (1) Chiller, York Centrifugal 300 ton Refrigerant 123 (1) Ammonia / Ice System – BAC Condenser Operated 5-6 months per year Public Safety Complex 510 10th Street (1) Cooling Tower Volume 957 gals x 2; GPM 600 x 2 N/A (2) Trane Chillers, Helical Rotary 195 ton Model #RTHB215 Serial # U95J00431 and Serial # U95J00432 Refrigerant 22 RFB No. 24-0005 Water Management Services (Annual Contract) Page 21 of 46 Columbus, GA 31901 Operated (one at a time) 12 months per year Muscogee County Jail 700 10th Street Columbus, GA 31901 (2) Cooling Towers Volume 1,350 gals x 2; GPM 830 x 1 (1) Boiler Model # 3PW- 100-GO-GP; Burnham Serial # 14120 BTU Input – 4183 MBH BTU Output – 3348 MBH Operated 5 winter months per year (2) Trane Chillers, 215 ton each Model #s ACSA2152EUAALUXAXNBZ XLNXSMEX1HBCBXXAA1X4XXO Refrigerant 410A Operated 12 months per year Dog Pound (ACCC) 4910 Milgen Road Columbus, GA 31907 N/A (1) Boiler Model #DVE200A Serial # 0825R000022 Watts 45,000 Operated 5 winter months per year N/A Fire Station 1 205 10th Street Columbus, GA 31901 N/A (1) Boiler Model # 210-6- W-S Peerless Serial #210-8- 026 BTU Input – 1,050,000 BTU Output – 840,000 Operated 5 winter months per year N/A Fire Station 6 1126 Brown Avenue Columbus, GA 31906 N/A (1) Boiler Model #210-5- W-S Peerless Serial # 210- 8025 BTU Input – 840,000 BTU Output – 672,000 Operated 5 winter months per year N/A RFB No. 24-0005 Water Management Services (Annual Contract) Page 22 of 46 Muscogee County Prison 7175 Sacerdote Lane Columbus, GA 31907 N/A (2) Boilers Model # HS- 1458A- CECRCAA Raypak Serial # 9604130903 BTU Input – 1,457,000 BTU Output – 1,202,940 Operated 5 winter months per year Model # H3- 1458A- CECRCAA Raypak Serial # 9604130902 BTU Input - 1,457,000 BTU Output – 1,202,940 Operated 5 months per year N/A City Hall 1111 1st Avenue Columbus, GA 31901 Basement: 1st Floor: N/A N/A AO smith water heater: Model: DVE250A-036 Serial: 133481803 N/A SCU-DC-1 Model: SCWMN05L4033BHCWL1VR2G0A0CAAE000000000A0 Serial: 200118-05 SCU-DC-2 Model: SCWMN03L4032AHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-01 SCU-DC-3 Model: SCWMN0404033AHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-07 RFB No. 24-0005 Water Management Services (Annual Contract) Page 23 of 46 Mezzanine: 2nd Floor: 3rd Floor: 4th Floor: Main building cooling tower: HR wing: Storage Wing: N/A N/A N/A N/A Evapco Moder: UT19-79 Serial: 14- 660593 Belt: 3B173 Evapco Model: AT 14-206 Serial: 22P121161 Belt: B92 Evapco Model: AT 14- 3F4 Serial: 21P110055 Belt: B92 N/A N/A N/A N/A N/A N/A N/A SCU-DC-4 Model: SCWMN03L4032AHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-02 SCU-DC-6 Model: SCWMN04L4033AHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-05 SCU-DC-5 Model: SCWMN04L4033AHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-04 SCU-DC-7 Model: SCWMN0404033AHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-06 SCU-DC-8 Model: SCWMN03L4032AHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-03 N/A SCU-HR-1 Model: SCWMN06LF034BHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-10 SCU-9 Model: SCWMN05LF033BHCWR1VL2S0B0CAAE000000000A0 Serial: 200135-09 RFB No. 24-0005 Water Management Services (Annual Contract) Page 24 of 46 Trade Center 801 Front Avenue Columbus, GA 31901 (1) Cooling Tower Evapco AT-212-924 Tonnage – 1030 Capacity (8) Boilers Lochinvar Armor Condensing Gas Water Heater Model # AWN601PM Serial # 1714105588534 Boiler Capacity 600,000 BTU Horsepower: 17 Maximum Working PSI: 160 Lochinvar Armor Condensing Gas Water Heater Model # AWN601PM Serial # 1714105588533 Boiler Capacity 600,000 BTU Horsepower: 17 Maximum Working PSI: 160 Lochinvar Storage Tank Model # RGA0504 Serial # 105724995 504 Gallons Capacity 125 PSI Manufactured: 2017 Lochinvar Storage Tank Model # RGA0504 Serial # 105724993 504 Gallons Capacity (1) Carrier Chiller (Small) Model #19XR3737333CLH64 Serial # 4802Q67591 Tonnage: 360 Refrigerant R134A 480 / 3 / 60 (1) Carrier Chiller (Large) Model #19XR5757445DDH64 Serial #4802Q67592 Tonnage: 660 Refrigerant R134A 480 / 3 / 60 RFB No. 24-0005 Water Management Services (Annual Contract) Page 25 of 46 125 PSI Manufactured: 2017 Raypak Hot Water Boiler 2003 Model # H2- 3001 Serial # 030554597 BTU/HR Input Rate: 600,000 BTU/HR Output: 2,460,000 Raypak Hot Water Boiler 2003 Model # H2- 3001 Serial # 030554598 BTU/HR Input Rate: 600,000 BTU/HR Output: 2,460,000 Lochinvar Power Fin Boiler Model # PBN2001 Serial # 2002 117690825 Lochinvar Power Fin Boiler Model # PBN2001 Serial # 2013 118683964 RFB No. 24-0005 Water Management Services (Annual Contract) Page 26 of 46 COMMUNICATION CONCERNING THIS SOLICITATION THIS PAGE MUST BE SIGNED AND RETURNED WITH THE VENDOR’S BID/PROPOSAL. FAILURE TO INCLUDE THIS FORM WILL AUTOMATICALLY RENDER VENDOR’S RESPONSE NON- RESPONSIVE. ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING. ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT CITY EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION COMMITTEE MEMBERS, INCLUDING NON-CCG EMPLOYEES, CONTRACTED PERSONNEL ASSOCIATED WITH THIS PARTICULAR PROJECT (I.E. ARCHITECTS, ENGINEERS, CONSULTANTS), OR ELECTED OFFICIALS WITH QUESTIONS OR ANY OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED TO THE PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL QUESTION NEEDS ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH TO THE USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE. THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE RESPECTIVE BIDDER. IF IT BECOMES NECESSARY TO REVISE ANY PART OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL BIDDERS. THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE PURCHASING MANAGER. BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED “QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION. QUESTIONS AND REQUESTS FOR CLARIFICATION MUST BE SUBMITTED AT LEAST FIVE (5) BUSINESS DAYS BEFORE THE DUE DATE. ANY REQUEST/CONCERN/PROTEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD, MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION. ----------------------------------------------------- I agree to forward all communication about this solicitation, in writing, to the Purchasing Division. I understand that communication with other persons, other than the Purchasing Division, will render my Bid/Proposal response non- responsive and I will no longer be considered in the solicitation process. Vendor Name: Print Name of Authorized Agent: Signature of Authorized Agent: FORM 1 RFB No. 24-0005 Water Management Services (Annual Contract) Page 27 of 46 GEORGIA SECURITY AND IMMIGRATION COMPLIANCE and House Bill 87, also known as, The Illegal Immigration Reform and Enforcement Act of 2011 Section 3 of House Bill 87 amends O.C.G.A. §13-10-91. O.C.G.A. §13-10-91(b)(1) states, in part, “A public employer shall not enter into a contract ... for the physical performance of services unless the contractor registers and participates in the federal work authorization program.” Accordingly, the affidavits on the pages that follow relate to documentation you must provide the City. All contractors must complete the attached “CONTRACTOR AFFIDAVIT”****. Additionally, if you utilize subcontractors, they must complete the “SUBCONTRACTOR AFFIDAVIT” and or the “SUB-SUBCONTRACTOR AFFIDAVIT.” ***In lieu of the affidavit required by this subsection, a contractor, subcontractor, or sub- subcontractor who has no employees and does not hire or intend to hire employees for purposes of satisfying or completing the terms and conditions of any part or all of the original contract with the public employer shall instead provide a copy of the state issued driver's license or state issued identification card of such contracting party and a copy of the state issued driver's license or identification card of each independent contractor utilized in the satisfaction of part or all of the original contract with a public employer. A driver's license or identification card shall only be accepted in lieu of an affidavit if it is issued by a state within the United States and such state verifies lawful immigration status prior to issuing a driver's license or identification card. Information is available at: http://www.dol.state.ga.us/spotlight/sp_sb_529_new_rules.htm http://www.dol.state.ga.us/spotlight/sp_sb_529_new_rules.htm RFB No. 24-0005 Water Management Services (Annual Contract) Page 28 of 46 "GEORGIA SECURITY AND IMMIGRATION COMPLIANCE" 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 Columbus Consolidated Government 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 provisions 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: ______________________________________________________________________ Company ID Number (numerical, 4-7 digits) Date of Authorization **See https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES to access your E-Verify Company Identification Number. _________________________________ Date of Authorization _________________________________ Name of Contractor Water Management Services (Annual Contract); RFB No. 24-0005 Name of Project Columbus Consolidated Government 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: _________________________________ A properly completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration. FORM 2 https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES RFB No. 24-0005 Water Management Services (Annual Contract) Page 29 of 46 "GEORGIA SECURITY AND IMMIGRATION COMPLIANCE" Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(4) By executing this affidavit, the undersigned subcontractor 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 under a contract for _______________________________________________________________ (Name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract) and ________________________________________________________ (Name of Contractor) on behalf of Columbus Consolidated Government 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 provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to _______________________________________________________________________________ (Name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract) Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub- subcontractor to _______________________________________________________________________________ (Name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract) Sub-subcontractor 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 Sub-subcontractor Water Management Services (Annual Contract); RFB No. 24-0005 Name of Project Columbus Consolidated Government 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: ________________________________ RFB No. 24-0005 Water Management Services (Annual Contract) Page 30 of 46 FORM 3 ___________________________________ (date) ADDENDA ACKNOWLEDGEMENT Water Management Services (Annual Contract) RFB No. 24-0005 The Purchasing Division will post addenda (if any) on the Bid Opportunities page: https://www.columbusga.gov/finance/Bid-Opportunities . It is the vendors’ responsibility to periodically visit the page to check for addenda, both before the due date and prior to submitting a response in DemandStar. IF ADDENDA WERE ISSUED: By signing below, I acknowledge 1) I have received the addenda (if any) as indicated below, 2) my submittal reflects the changes to the specifications, and 3) my submittal includes the most recently revised forms: Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated IF NO ADDENDA WERE ISSUED: By signing below, I acknowledge that I reviewed the Bid Opportunities page referenced above on and did not see any addenda listed for this solicitation. Business Name Date Authorized Signature Print Name https://www.columbusga.gov/finance/Bid-Opportunities RFB No. 24-0005 Water Management Services (Annual Contract) Page 31 of 46 FORM 4 FEDERAL COMPLIANCE In the event a procurement under this contract is federally funded, the Contractor agrees to comply with all federal statutes relating to nondiscrimination, labor standards, and environmental compliance. The Contractor will be notified if the procurement is federally funded. With regards to “Rights to Inventions Made Under a Contract or Agreement,” If the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Contractor agrees to be wholly compliant with the provisions of 2 CFR 200, Appendix II. Additionally, for work to be performed under the Agreement or subcontract thereof, including procurement of materials or leases of equipment. Contractor shall comply and shall notify each potential subcontractor or supplier of the Contractor's federal compliance obligations. These may include, but are not limited to: (a) Title VII of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) the Fair Labor Standards Act of 1938 (29 USC 676 et. seq.), (d) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of handicaps and the Americans with Disabilities Act of 1990; (e) the Age Discrimination in Employment Act of 1967 (29 USC 621 et. seq.) and the Age Discrimination Act of 1974, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (f) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (g) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to the nondiscrimination on the basis of alcohol abuse or alcoholism; (h) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (i) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (j) any other nondiscrimination provisions in any specific statute(s) applicable to any Federal funding for this Agreement; (k) the requirements of any other nondiscrimination statute(s) which may apply to this Agreement; (l) Applicable provisions of the Clean Air Act (42 U.S.C. §7401 et seq.), the Federal Water Pollution Control Act, as amended (33 U.S.C. §1251 et seq.), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the Environmental Protection Agency regulations at 40 CPR Part 15; (m) applicable provisions of the Davis- Bacon Act (40 U.S.C. 276a - 276a-7), the Copeland Act (40 U.S.C. 276c), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-332), as set forth in Department of Labor Regulations at 20 CPR 5.5a; (n) the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (P.L. 94-163). To demonstrate acknowledgement and understanding of the above listed Federal Requirements, vendor is required to sign below and return with bid response: Vendor Name: Signature of Authorized Agent: Date Print Name and Title of above Agent: RFB No. 24-0005 Water Management Services (Annual Contract) Page 32 of 46 CONFLICT OF INTEREST AFFIDAVIT: THIS PAGE MUST BE SIGNED AND RETURNED WITH THE VENDOR’S BID/PROPOSAL. FAILURE TO INCLUDE THIS FORM WILL AUTOMATICALLY RENDER VENDOR’S RESPONSE NON-RESPONSIVE. Pursuant to Columbus Georgia Code Part I – Charter, Appendix Two Code of Ethics and Prohibited Practices: I hereby declare that any person(s) employed by the City of Columbus, who has direct or indirect personal or financial interest in this solicitation, has been identified and the interest disclosed below. (Please include in your disclosure any interest which you know of). An example of a direct interest would be a City of Columbus employee, City of Columbus City Council Member, who would be paid to perform services if awarded the contract. An example of indirect interest would be a City of Columbus employee who is related to any officers, employees, principal, or shareholders of your firm or to you. (If in doubt as to status or interest, please disclose to the extent known). ------------------------------------------------------ Disclosed Conflict of Interests: I hereby certify that the information on this form is complete and accurate. If necessary, I will provide the information required to verify this data (e.g., pay stubs, bank account statements, etc.). I, therefore, authorize such verification, and I will provide the supporting documentation, if necessary. Vendor Name: Print Name of Authorized Agent: Signature of Authorized Agent: 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: FORM 5 RFB No. 24-0005 Water Management Services (Annual Contract) Page 33 of 46 BID FORM / PRICING PAGE Water Management Services (Annual Contract) RFB NO. 24-0005 IMPORTANT INFORMATION: PLEASE SUBMIT ONE (1) ELECTRONIC BID RESPONSE VIA DEMANDSTAR By signing this Bid Form, the authorized representative understands the City reserves the right to request any omitted information, WHICH DOES NOT AFFECT THE SUBMITTED BID PRICE. Bidders shall be notified, in writing, and shall have two (2) days, after notification to submit the omitted information, to exclude the forms “Communications Concerning This Solicitation” (Form 1), the E-Verify (Form 2), and Conflict of Interest Affidavit (Form 5). If the omitted information is not received within two (2) days, the Bidder shall be deemed non-responsive and the Bid Submission will be deemed “Incomplete”. Use the following check-list to verify the items are included in sealed bid:  Communication Concerning This Solicitation (Form 1)  E-Verify (Form 2)  Addenda Acknowledgement (Form 3)  Federal Compliance (Form 4)  Conflict of Interest Affidavit (Form 5)  Bid Form / Pricing Page (Form 6 & Pages 34-35)  Contract Signature Page (Form 7)  Statement of Qualifications and Work Guarantee (Form 8)  Requirements; Sections C (1) & D (1-7) (Page 18)  Sample Invoice  Business License 2023  Insurance Checklist (Form 9)  W-9 Rev 2018 The following bid is submitted to provide services to maintain the cooling towers, boilers and chillers for the Columbus Consolidated Government in accordance with the specification requirements. Having examined, and on the basis of, the specification requirements, this contractor proposes to provide the water management services described, in the manner specified on the attached pricing page. The undersigned hereby declares that he has/they have carefully examined the specifications herein referred to and will provide all services and terms of the Columbus Consolidated Government. Vendor Business Name Email Address __________________________________________________________________________________________________ Authorized Signature Print Name Date Please circle and initial if Business is {Minority} or {Woman} Owned: _____________ If certified as a DBE or WBE, list the certifying agency: _________________________ Not Minority, Woman or DBE owned (please initial) ___________________________ ***COMPLETE ALL PAGES AND RETURN WITH BID*** FORM 6 RFB No. 24-0005 Water Management Services (Annual Contract) Page 34 of 46 PRICING PAGE Water Management Services (Annual Contract) RFB No. 24-0005 DESCRIPTION COOLING TOWERS (Service Twice per Month) MONTHLY COST ANNUAL COST 1. Government Center (3) $ $ 2. City Services Center (CSC) (2) $ $ 3. Civic Center (4) $ $ 4. Public Safety Complex (1) $ $ 5. Muscogee County Jail (2) $ $ 6. Trade Center (1) $ $ 7. City Hall (3) $ $ BOILERS (Service Once per Month) MONTHLY COST 5-MONTH EXTENDED COST 8. Government Center (1) $ $ 9. Muscogee County Jail (1) $ $ 10. Dog Pound (ACCC) – Milgen Road (1) $ $ 11. Fire Station 1 (1) $ $ 12. Fire Station 6 (1) $ $ 13. Muscogee County Prison (2) $ $ 14. City Hall (1) BOILERS (Service Once per Month) MONTHLY COST ANNUAL COST 15. Trade Center (8) $ $ CHILLERS / CLOSED LOOP SYSTEMS (Service Once per Month) MONTHLY COST ANNUAL COST 16. Government Center (2) $ $ 17. City Services Center (CSC) (2) $ $ 18. Civic Center (4) $ $ 19. Public Safety Complex (2) $ $ 20. Muscogee County Jail (2) $ $ 21. Trade Center (2) $ $ 22. City Hall (9) $ $ TOTAL ANNUAL COST $ RFB No. 24-0005 Water Management Services (Annual Contract) Page 35 of 46 SEE TECHNICAL SPECIFICATIONS AND EQUIPMENT SPECIFICATIONS; PAGES 17-25 Vendor Business Name E-Mail Signature of Authorized Representative & Title Date of Signature RFB No. 24-0005 Water Management Services (Annual Contract) Page 36 of 46 CONTRACT SIGNATURE PAGE Water Management Services (Annual Contract) RFB No. 24-0005 The undersigned hereby declares that he has/they have carefully examined the specifications herein referred to and will provide all equipment, terms and services of the Consolidated Government of Columbus, Georgia: ________________________________________ Signature of Authorized Representative Date (Corporate seal, if applicable) ___________________________________________ Print Name and Title of Signatory ________________________________________ Company Name Company Ordering Address Company Payment Address Contact Contact Email Email Telephone Telephone Fax Fax CONSOLIDATED GOVERNMENT OF COLUMBUS, GEORGIA Accepted this day of 20 APPROVED AS TO LEGAL FORM: Isaiah Hugley, City Manager Clifton C. Fay, City Attorney ATTEST: Sandra T. Davis, Clerk of Council FORM 7 RFB No. 24-0005 Water Management Services (Annual Contract) Page 37 of 46 FORM 8 STATEMENT OF QUALIFICATIONS & WORK GUARANTEE Water Management Services (Annual Contract) RFB No. 24-0005 1. Company Name: ___________________________________________________________________________________ 2. Permanent Main Office Address: ______________________________________________________________________ 3. When was company organized? If a Corporation, when/where incorporated? ___________________________________ 4. How many years have you been engaged in this business under your present company/trade name? ______________________________________________________________________________________________ 5. General character of work performed: _______________________________________________________________ _________________________________________________________________________________________________ 6. List at least 3 similar projects that your company has performed within the last (3) years, stating contract value and month/year of completion. Company Name/Address Contact Person Telephone Number 7. List personnel that will be assigned to this project and their qualifications: __________________________________ 8. Have you ever failed to complete a project and/or defaulted on a contract? If so specify when, where, and with whom: ___________________________________________________________________________________________ _________________________________________________________________________________________________ 9. Provide statement of Warranty and Guarantee of Work: ______________________________________________________________________________________________ ______________________________________________________________________________________ _________________________________ _______________________________ Signature of Authorized Representative Print Name and Title of Signatory **COMPLETE AND RETURN THIS PAGE WITH BID** RFB No. 24-0005 Water Management Services (Annual Contract) Page 38 of 46 INSURANCE CHECKLIST Water Management Services (Annual Contract) RFB No. 24-0005 CERTIFICATE OF INSURANCE MUST SHOW ALL COVERAGE AND ENDORSEMENTS INDICATED BY “X” CSL = Combined Single Limit; BI = Bodily Injury; PD=Property Damage Required Coverage(s) Limits (Figures denote minimums) Bidders Limits/Response X 1. Worker’s Compensation and Employer’s Liability STATUTORY REQUIREMENTS Comprehensive General Liability: X 2. General Liability Premises/Operations $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate X 3. Independent Contractors and Sub – Contractors $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate X 4. Products Liability $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate X 5. Completed Operations $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate X 6. Contractual Liability (Must be shown on Certificate) $ 1 Million CSL BI/PD each occurrence, $1 Million annual aggregate Automobile Liability: X 7. Owned/Hired/Non-Owned Vehicles/ Employer non-ownership $1 Million BI/PD each Accident, Uninsured Motorist Other: 8. Miscellaneous Errors and Omissions $1 Million per occurrence/claim X 9. Umbrella/Excess Liability $1 Million Bodily Injury, Property Damage and Personal Injury 10. Personal and Advertising Injury Liability $1 Million each offense, $1 Million annual aggregate 11. Professional Liability $1 Million per occurrence/claim 12. Architects and Engineers $1 Million per occurrence/claim 13. Asbestos Removal Liability $2 Million per o