Used Oil & Antifreeze Recycing Services (Annual Contract) Re-Bid
| Agency: | City of Columbus |
|---|---|
| State: | Georgia |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD10900067428966624 |
| Posted Date: | Mar 25, 2024 |
| Due Date: | Apr 17, 2024 |
| Solicitation No: | RFB No. 24-0031 |
| Source: | Members Only |
| SOLICITATION | DESCRIPTION | DUE DATE |
| RFB No. 24-0031 |
Used Oil & Antifreeze Recycing Services (Annual Contract) Re-Bid
Buyer: Sandra Chandler |
Wednesday, April 17 2024 (No later than 2:30 PM) |
Attachment Preview
COLUMBUS CONSOLIDATED GOVERNMENT
Georgia’s First Consolidated Government
FINANCE DEPARTMENT
PURCHASING DIVISION
DATE: March 25, 2024
COLUMBUS CITY HALL
1111 FIRST AVENUE, COLUMBUS, GEORGIA 31901
P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340
706-225-4087, Fax 706-225-3033
www.columbusga.org
REQUEST
FOR BIDS:
RFB NO. 24-0031
GENERAL SCOPE
DUE DATE
Qualified vendors are invited to submit sealed bids, subject to conditions and instructions as
specified, for the furnishing of:
USED OIL & ANTIFREEZE RECYCLING SERVICES
(Annual Contract) Re-Bid
Vendor will pay a feeGfor the contractual right to remove and recycle used oil & antifreeze,
at the following locations: 1011 Cusseta Road, 3950 Schatulga Road and 814 Linwood Blvd,
Columbus, Georgia. The initial term of this contract shall be for three years, with the option
to renew for two additional twelve-month periods.
DUE APRIL 17, 2024 - 2:30 PM (EASTERN TIME)
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 See Appendix B for Submission Requirements, Submission Requirements Checklist, and
REQUIREMENTS DemandStar Registration and Submission Instructions.
ADDENDA
NO BID
RESPONSE
IMPORTANT INFORMATION
Any and all addenda will be posted on the Purchasing Division’s web page, 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.
Refer to the form on page 3 if you are not interested in this invitation.
Andrea J. McCorvey
Purchasing Division Manager
RFB No. 24-0031
Used Oil & Antifreeze Recycling Services (Annual Contract) Re-Bid
Page 1 of 34
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 http://doas.ga.gov/state-
purchasing/suppliers/getting-started-as-a-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
RFB No. 24-0031
Used Oil & Antifreeze Recycling Services (Annual Contract) Re-Bid
Page 2 of 34
STATEMENT OF “NO BID”
Complete and return this form immediately if you do not intend to Bid:
Email:
Mail:
bidopportunities@columbusga.org
Attn: Sandra Chandler, Buyer
Columbus Consolidated Government
Purchasing Division
P. O. Box 1340
Columbus, GA 31902-1340
We, the undersigned decline to bid on your RFB No. 24-0031 for Used Oil & Antifreeze Recycling
Services (Annual Contract) Re-Bid 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: ________________________________________________
RFB No. 24-0031
Used Oil & Antifreeze Recycling Services (Annual Contract) Re-Bid
Page 3 of 34
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. 24-0031
Used Oil & Antifreeze Recycling Services (Annual Contract) Re-Bid
Page 4 of 34
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
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
RFB No. 24-0031
Used Oil & Antifreeze Recycling Services (Annual Contract) Re-Bid
Page 5 of 34
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