Demand Services for On-Call Concrete Contractors

Request for Qualifications with Price ProposalsRFQ/P #46-004For the provision of : Demand Services for On-Call Concrete ContractorsHall County, Georgia Board of Commissioners (herein County ) is soliciting proposals from qualified concrete contractors to furnish and install all materials and equipment necessary to provide concrete work on an as-needed basis for various concrete projects throughout the County to include (but not limited to): grading, forming, pouring, and finishing sidewalks; repair of concrete bridge and drainage structures (such as spalling concrete and repair of wing walls); retaining walls; catch basin lids; curb & gutter; driveways; concrete flumes or ditches; foundations; slabs; etc. (herein Services ). The County seeks to award multiple contractors for which to issue Task Orders for future projects.SCHEDULE OF EVENTS:Bid Post Date: Wednesday, April 16, 2025Bidders' Questions Due: Friday, May 2, 2025Response to Bidder Questions Due: Monday, May 5, 2025Bid Due Date: Wednesday, May 15, 2025, 2:00pm ESTBidding Process: Hall County is now accepting sealed bid proposals from qualified concrete contractors (herein Bidder or Contractor or Firm ) for Services according to the Scope of Work herein. The County will accept sealed bids in the Purchasing Division on the fourth (4th) floor of the Hall County Government Center, located at 2875 Browns Bridge Road, Gainesville, GA 30504, Wednesday, May 15, 2025, by 2:00pm EST. Late bids may not be evaluated. All bid packets must be sealed. Additionally, all packages must be time and date stamped by the Hall County receptionist located on the 4th floor to be considered.Term: It is the County's intention to award more than one (1) contractor for the Services listed herein for an initial one (1) year term, followed by four (4) annual renewal options. Renewal options are not guaranteed.Schedule of Fees: Bidders' proposed schedule of fees, if accepted, shall be firm and fixed for the initial contract term.Definitions: For the purpose of this RFQ/P, the terms Contract , Letter of Engagement , and Agreement shall mean one and the same. Furthermore, the terms Bidder and Firm shall mean one and the same. Bid Packet includes all documents of this solicitation, its exhibits, and attachments.Contact: Address all questions and communications solely to Julie Dorough, Issuing Officer, at For security reasons, you must enable JavaScript to view this E-mail address. for clarification to any part of the RFQ/P requirements.Public Reading: Bid openings are open to the public and Bidders. Bidders are not required to attend but may do so. The Issuing Officer named herein will open and publicly read all Bidders' company names and location on the date, time, and address above. Cost will not be read at this time but published after the County has evaluated the qualifications of each Bidder.Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned in the bid packet.Proposal Documents: Bidders may download bid submittal documents at no cost via the County's website at https://www.hallcounty.org/Bids.aspx. Then scroll down and select the link for Demand Services for On-Call Concrete Contractors. Any Addenda will also be posted at the bottom of the solicitation as needed and Bidders are responsible for checking for addenda.Pre-Bid Meeting: Not required for this solicitation.Request for Clarification: The County reserves the right to request clarification of information submitted and to request additional information through a written Request for Clarification. The County may also request in-person, virtual presentations or interviews, and may choose to enter into negotiations with potential Bidders as needed.Bid Response: The County considers a bid response as an irrevocable offer, good for a period of one hundred twenty (120) days from submission. The County reserves the right to reject all proposals, in whole or in part, and to negotiate fees, conditions, or other terms with the Bidders submitting the overall best scored proposals. Furthermore, the County may cancel the RFQ/P in its entirety if in the best interest of the County. The County may waive nonmaterial irregularities, informalities, and errors and seek clarification of such.Legally Binding Agreement: The County and the awarded Bidders shall enter into a formal agreement; substantially in the form of the attached Exhibit B Contract for Services by countersigning the contract with an execution date. Contracts are only valid if they are countersigned. Bidders should sign the Contract and submit it with their bid response. All questions regarding the Scope of Work should be submitted to the Issuing Officer by Friday, May 2, 2025. If there are no written objections, then the County will understand this as an affirmative acceptance of the Scope of Work as it is presented.Technical Qualifications & Proposal Response: Bidders must answer all mandatory questions found on Exhibit G Mandatory Scored Questions, which are weighted and will be scored by the County's evaluation committee. The County's evaluation committee will score and assign point values to the answers. The total maximum points are set at 1,000. The County has assigned an 80%/20% split for scoring points: eight hundred (800) points available for Technical Qualifications and two hundred (200) points available for the Cost Proposal. The Bidder with the highest total point scores closest to 1,000 will be the apparent contract award winner.Bidders may expand their answers to the questions onto separate pages if needed, with the question repeated at the top of each page, in addition to the space provided next to each scored question on Exhibit G Mandatory Scored Questions. Bidders may input see attached in the space provided next to each question.Responses to the mandatory questions should be clear and concise. All quantitative material should include complete assumptions and be supported by detailed schedules evidencing all calculations and results. Where appropriate, Bidders should show statistical information in a tabular chart format, and textual information in bullet form. Summarize key points at the beginning of each answer.Evaluation and Selection: The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate proposals using a two-step process: The first is the Technical Qualifications Proposal that outlines the bidding firm's qualifications and experience, and its approach to deliver the Services. The second step is the Cost Proposal. The Evaluation Committee will evaluate the proposed cost for such services to determine the best value in the interest of the County.Cost Evaluation: This solicitation is heavily focused on contractors' qualifications, experience, and capabilities. Therefore, awards may not be made solely based on the lowest cost bids. Cost will be given more importance when all the other evaluation criteria are relatively equal.The County may deem an unreasonably low cost and the highest cost as materially unbalanced. In such cases then the County reserves the right to reject the materially unbalanced proposals. Although cost is not the driving consideration for award, it is a vitally important component. If, in the County's consideration, qualifications between two (2) or more Bidders are equal, then the County may make an award to the lower cost Bidder among them. The County will evaluate costs as presented on Exhibit C - Mandatory Cost Proposal Worksheet. The cost is weighted and will be scored by the evaluation committee. Lower costs will receive higher scores. Any and all fees should be detailed in the response, if applicable.Please do not submit bound bid responses. Provide one-sided documents only. Do not include superfluous marketing brochures nor unnecessary promotional materials. These will not be evaluated. Address each specific question with direct, detailed answers.Bidder Response:Technical QualificationsEach Bidder must provide four (4) sets of hardcopies with one (1) marked Original and three (3) marked Copy of their Technical Qualifications response. Submit all four (4) hardcopies in a sealed envelope(s) separate from the cost proposal and write RFQ/P #46-004 Demand Services for On-Call Concrete Contractors on the outside.Cost ProposalBidders are to also submit one (1) hardcopy of the Exhibit C Mandatory Cost Proposal Worksheet.Combined Digital Response Bidders must also provide their responses on one (1) USB flash drive with two (2) folders therein: one (1) entitled Technical Qualifications Response containing the technical response, and one (1) entitled Cost Proposal . Do not include the cost proposal in the technical response folder as this may cause your proposal to be rejected.Validation: Bidders must sign and notarize their submittals. Digital signatures are acceptable. Hall County requires that Bidders provide a cover letter with a signature by an officer of the firm with the submittal to ensure its originality and validity.Bid Retention: The County reserves the right to retain all proposals submitted and use any idea(s) in a proposal regardless of contract award. The County shall have the right to waive any informality or irregularity of immaterial deviation, omissions, and clerical errors in any bid received.Mandatory Documents: Bidders must complete and return all forms and documents entitled Mandatory with their bid proposal. Failure to do so may deem the proposal non-responsive and the County may not evaluate it for award.Award Process: The County reserves the right to reject any or all bids, in whole or in part, or to select any Bidder to complete the described Service. The County will not make an award of contract solely based on lowest cost bid. The County will consider approach, references, qualifications, and other subjective criteria as the County may deem necessary and determine at its sole discretion.Non-Collusion Requirement (aka Cone of Silence): Bidders must not have contact of any nature with other Bidders, County staff members including the Director of Financial Services, administration, elected officials, nor Commissioners during the evaluation process. The County may deem such as collusion and thus render the submission in violation of the Official Code of Hall County and therefore the County may render the proposal as non-responsible and not evaluate the proposal for an award.By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.Open Records: All documents, communication, and proposals fall under the Georgia Open Records Act and are subject to disclosure to an open records request.Taxes: Hall County, Georgia is exempt from State of Georgia Sales and Use Tax. A Certificate of Exemption will be made available upon request to the awarded contractor.Bonds: Bonds are not required for this solicitation. Table of Contents1.0 Introduction2.0 Statement of Need3.0 General Terms and Conditions4.0 Scope of Work5.0 Submission of Proposals6.0 RFQ/P Response Preparation7.0 Selection Process8.0 Steps to Award9.0 Exhibits and Attachments 1.0 INTRODUCTIONHall County, Georgia Board of Commissioners is soliciting proposals from qualified concrete contractors to furnish and install all materials and equipment necessary to provide concrete work on an as-needed basis for various concrete projects throughout the County to include (but not limited to): grading, forming, pouring, and finishing sidewalks; repair of concrete bridge and drainage structures (such as spalling concrete and repair of wing walls); retaining walls; catch basin lids; curb & gutter; driveways; concrete flumes or ditches; foundations; slabs; etc. The County seeks to award multiple contractors for which to issue Task Orders for future projects.2.0 STATEMENT OF NEEDHall County, Georgia desires to attract a pool of concrete contractors for which to send future Task Orders for various concrete repairs, replacements, and new construction and is soliciting submissions for this RFQ/P for the Services.3.0 GENERAL TERMS AND CONDITIONSA. The County reserves the right to conduct any review it may deem advisable to assure Services conform to the specifications contained in the Scope of Work of each Task Order, andB. Prospective Bidders, including all officers, must not be, or have been, barred by any federal, state, or local authority, andC. Prospective Bidders must not be, or have been, in any legal suit for negligence, willful misconduct, fraud, or otherwise malpractice charges, andD. Prospective Bidders must be legally able to conduct business in the State of Georgia and have not abandoned a project or an engagement or otherwise been terminated for non-performance or subpar performance, andE. Must not be under an enforcement action for related investigation pending by a professional or regulatory group.4.0 SCOPE OF WORKThe awarded contractors will be asked to perform various tasks as the need arises. Awarded contractors will be issued Task Orders for which to submit proposals. Awarded contractors may be tasked to perform the following, but not limited to, under this contract: Grading, forming, pouring, and finishing sidewalks Repairing concrete bridge and drainage structures, such as spalling concrete and repair of wing walls Catch basin lids Curb & gutter Driveways Concrete flumes for ditches Slabs Other tasks as assignedAll work is to be conducted in accordance with Hall County and/or Georgia Department of Transportation methods and standards.Hall County will not pay overtime.The awarded Contractor for a Task Order shall not be paid for mileage and travel time to and from a worksite. Time shall begin when the Contractor reaches the worksite and end when the Contractor leaves the worksite. Bidders should incorporate anticipated mobilization and travel costs into the unit hourly rates stated on Exhibit C Mandatory Cost Proposal.The awarded Contractor for a Task Order shall be responsible for obtaining any necessary permits, inspections, and paying any fees associated with a particular Task Order.Time of completion for the work authorized under each Task Order will be established at the time of issuance of such Task Order. If the awarded Contractor fails to complete the work under any Task Order within the time allotted, the awarded Contractor agrees to pay Hall County liquidated damages for each day of overrun.5.0 SUBMISSION OF PROPOSALS5.1 The County requests that Bidders submit proposals addressing all items listed below. Failure to include any of these mandatory documents may result in bid disqualification. All responses must be in writing. Bidders should submit a total of four (4) hard copies: one (1) copy marked Original and three (3) marked Copy and all documents loaded onto one (1) USB flash drive in MS Word, Excel and PDF formats, depending on the document, with the technical responses and cost proposals separated into two different file folders on the USB flash Drive.5.2 Bidders must submit their sealed bid response packages clearly marked with RFQ/P #46-004 Demand Services for On-Call Concrete Contractors on the outside.5.3 The awarded contractors must maintain insurance policies at the Contractors' own expense and must furnish the County with a Certificate of Insurance (COI) providing evidence of coverage at least in the amounts indicated in Exhibit B Contract for Services. The insurance certificate must list County as the certificate holder and as an additional insured under the commercial general, automobile, and umbrella liability policies as follows: Hall County, Georgia, its Board of Commissioners, officers, employees, servants and agents, 2875 Browns Bridge Rd, Gainesville, GA 30504 .5.4 Include in the bid response package two (2) separate, sealed envelopes. Mark one envelope with RFQ/P #46-004 Demand Services for On-Call Concrete Contractors, and enclose these completed mandatory exhibits:Exhibit A Mandatory Bid Response SheetExhibit B Mandatory Contract for ServicesExhibit D Mandatory W-9 FormExhibit E Mandatory E-Verify AffidavitExhibit F Mandatory Ethics AffidavitExhibit G Mandatory Scored QuestionsAny Addenda (Signed)Copy of Business LicenseCertificate of InsuranceCopy of Professional Licenses or CertificationsIn a separate sealed envelope from the Technical Qualifications, enclose a completed Exhibit C Mandatory Cost Proposal Worksheet and clearly mark RFQ/P #46-004 Demand Services for On-Call Concrete Contractors Cost Proposal on the outside of the envelope.Do not enclose the Cost Proposal worksheet in the Technical Response envelope. This may render the proposal as non-responsive and thus not evaluated for award.5.5 Bidders must submit their proposals to the following address. All deliveries must be date and timed stamped by the HCGC 4th Floor Receptionist. The County is not responsible for late bids due to mailing delays.Hall County Government CenterAttn: Julie Dorough, Issuing OfficerPurchasing Division 4th Floor2875 Browns Bridge RoadGainesville, Georgia 305046.0 RFQ/P RESPONSE PREPARATION6.1 Bidders bear all responsibility for all expenses incurred in responding to this RFQ/P such expenses to be borne exclusively by the proposer.6.2 Cover Letter: Prepare and submit a cover letter addressing general qualifications. Provide the following information: Name of Proposer(s), Name and title of the person(s) who will manage the engagement, mailing address, physical address, telephone number(s), and email address(es) of Proposer(s).6.3 In the Cover Letter, describe the organization of your firm, the location of offices, and resources that are available to accomplish the work for the County.6.4 Of the services listed in the Scope of Work, indicate which one(s), if any, your firm would be unable to provide. If there is another service that your firm could provide instead, please elaborate.6.5 The County will not accept joint proposals unless otherwise noted herein. Awarded Contractors may utilize subcontractors as needed and pre-approved by the County. Bidders must submit all intended subcontracts with their proposals. If plans to subcontract portions of the required services are included, please provide detail on such plans.7.0 SELECTION PROCESS7.1 The evaluation process will include a pre-selected evaluation committee comprised of Hall County stakeholders and subject matter experts. The committee will evaluate the technical qualifications. The highest scoring Bidders may be asked for an interview, further negotiations, demonstrations, or a Best and Final Offer.7.2 Each proposal should contain the Exhibit C Mandatory Cost Proposal Worksheet (in a separate envelope) as provided with the RFQ/P document.7.3 The evaluation committee will review each proposal with regard to demonstrated breadth of service, experience, financial stability, personnel, rates, references, lead times, and other related criteria.7.4 The awarded contractors will be required to submit acceptable evidence of compliance with professional liability insurance coverage requirements as outlined in Exhibit B Contract for Services.7.5 Bidders are encouraged to submit clear and concise responses and excessive length or extraneous information is discouraged. In an effort to ensure the ability to evaluate and choose successful Contractors, Bidders are encouraged to organize their proposal as follows:Section 1 Cover Letter and Executive SummarySection 2 Mandatory Scored Questions Section 3 Cost Proposals submitted in a separate sealed envelope7.6 Bidders must locate and complete all exhibits to this RFQ/P and submit with the bid. Bidders failing to do so may result in the bid to be non-responsive and thus not evaluated. Bidders are encouraged to check the County's website for addenda, attachments, and other supplemental documents for this RFQ/P during the bidding period.7.7 If unable to reach an agreement with the highest scoring Bidders, the County retains the right to negotiate with the next highest scoring Bidder and so on until reaching a satisfactory agreement, or the County may terminate the process.7.8 The County structured the evaluation process to secure highly competitive Bidders who would be most effective in delivering the Services. The primary objective of the evaluation process is to select a firm that:7.8.1 Clearly demonstrates a thorough understanding of the contract responsibilities; and,7.8.2 Presents a compelling work plan that yields the desired contract services and deliverables; and,7.8.3 Shows adequate resources to handle the project; and,7.8.4 Presents a focused effort to allocate those resources to the project; and,7.8.5 Demonstrates exceptional value for the cost of services proposed.8.0 STEPS TO AWARDThe evaluation committee will recommend award of the contract to the highest scoring companies. In the unlikely event of a tie, the County may enter into negotiations of terms and conditions. The County will then follow with a Notice of Award once approved by the Board of Commissioners.Step 1: The evaluation committee will evaluate the Bidders' responses according to the criteria as described herein, and score and rank the proposals. The County reserves the right to request clarification of information provided and to request additional information required to assist in the evaluation process.Step 2: The Purchasing Division will then open the cost proposals and score the responses. The Purchasing Division will combine these results with the results of technical scoring. After this scoring, the Purchasing Division will rank the highest scoring proposers on a bid tabulation summary.Step 3: The evaluation committee may schedule interviews with the Bidders. All costs associated with the interview (if required) will be at the expense of the proposing Bidder.Step 4: Based upon the results of the proposals, references, and the interviews, the Purchasing Division along with the evaluation committee may negotiate with the Bidders ranked highest in an attempt to reach agreement. If negotiations with the highest ranked Bidders are unsuccessful, the County may negotiate with the second ranked Bidder, and so on until reaching a satisfactory agreement.9.0 EXHIBITS AND ATTACHMENTSExhibit A Mandatory Bid Response Sheet Exhibit B Mandatory Contract for ServicesExhibit C Mandatory Cost Proposal WorksheetExhibit D Mandatory W-9 FormExhibit E Mandatory E-Verify Affidavit Exhibit F Mandatory Ethics Affidavit Exhibit G Mandatory Scored Questions