Addition 1

Posted: 2/3/2015

Type of Addition: Q&A

Overview: Minutes from the mandatory pre-bid meeting held on January 30, 2015; 2:00 PM local time in the Commission Chambers, Suite 205, Oconee County Courthouse, 23 N. main Street, Watkinsville, GA 30677 Please acknowledge this an addendum to the bid documents as it contains a revised cost sheet (attachment): Addendum 1: Pre-Bid Meeting Minutes/Q & A dated 2-3-15 ---------------------------------------- Dear Potential Bidders, RE: FY16 Pest Control Contract Please find attached the sign in roster from the mandatory pre-bid meeting held on Friday, January 30, 2015 at 2:00 PM EST in the Commission Chambers located at the Oconee County Courthouse, 23 N. Main St., Suite 205, Watkinsville, GA 30677. Also, I have attached a revised Cost sheet with a completed list of square footage per property. Please be sure to use this revised cost sheet when submitting your bid. As discussed, since this was a mandatory meeting, all communication will be through email. I will be your point of contact throughout the bidding process. The purpose of this email today is to highlight some questions and go over some important points that may have been excluded from last week’s meeting. My name and email address is Karen Barnett kbarnett@oconee.ga.us Questions/Answers: 1. Q. Do we have to get the current contract amount through an open records request? A. Yes. 2. Q. How do we handle Summer Day Camp and Home School Programs at Herman C. Michael – Brannen Bldg. Facilities? A. It should be treated like any other “public school”. The staff at the Parks facilities will give you direction on schedules to allow access. Generally the Winter months do not pose as big a problem with scheduling as Spring months. 3. Q. Should we take care of the fire ants? A. No, our Grounds Maintenance contractor is responsible for fire ant control outside all buildings but should you see any immediately around the entrance area, please spray. 4. Statements from Marvin Poe: All offices and building are accessible during business hours M-F; 8am -5pm local time. a) Marvin is only interested in an annual cost lump sum figure. If you would like to figure your costs per property, that would be okay as well, as long as we have an annual lump sum figure in writing. b) Sanitation/recycle areas access is M-W-F. c) Fire Stations and the William Daniel house have alarm systems. You will have code and keys for these buildings. d) Contractor must coordinate a schedule with the kitchen staff at the Civic Center, Senior Center, and Detention Center. e) The Parks and Recreation staff will personally guide you to each facility on their campus to unlock doors. Staff will guide you through Courthouse. f) Staff will give access and guide through Detention Center. 5. Notes from the Purchasing Officer (Karen Barnett): a) ITB opening is February 13, 2015; 2:00 PM Local Time. Questions deadline is February 6, 2015; 5:00 PM Local Time. Acceptance place is at the Oconee County Finance Department, 23 N. Main St. Suite 206, Watkinsville, GA 30677. b) This was a mandatory meeting - any changes and/or amendments shall be communicated by email to each bidder. Every effort will be made to post any changes, emails and updates to the County’s website on the same day of the mass email to the Potential Bidders. c) All interested bidders are encouraged to check the County’s website at www.oconeecounty.com by clicking ‘Bidding Opportunities’ at least two days before the bid is scheduled to open to make sure you have seen all communication from the Purchasing Office. Please be sure to indicate that you have seen all emails and addenda by using the “addenda acknowledgement form” included in your bid package. d) Nothing discussed that materially affects the bid documents can be relied upon unless contained in an addendum or email issued after the pre-bid meeting. e) Requesting one (1) unbound, original cost and technical proposal and two (2) bound copies of the technical proposal only. f) All questions shall be directed to Procurement and will be answered via Email to all participants of the pre-bid meeting. Karen Barnett will be your contact throughout the bidding process. Email is kbarnett@oconee.ga.us . g) A bid bond is not required for this project; no performance or payment bond is required. h) This is an Invitation to Bid and the names of the bidders and costs will be announced at the opening. i) Notification of award is expected at the Board of Commissioners meeting held on March 3, 2015 if cost is within budget. If not, selected bid may go before the BOC in effort to gain additional funding or the project may be tabled. j) Standard Required Information: Bidder’s Information Form, Bidder’s Cost Sheet, Bidder’s Reference Form, Execution of Bid Submittal, Addenda/Email Acknowledgement, Copy of your company’s Occupational Tax License, Photocopy of your company’s current Certificate of Insurance, list of sub-contractors (if any), W-9, Contractor’s Affidavit (E-Verify)Sub-contractors Affidavit, Drug-Free Certificate and Non-Collusion Affidavit. Other information you may want to include is any other licenses or certifications you, your staff or company may have. k) A Local Vendor is a business with a physical address in Oconee County. Thank you, Karen Barnett Karen T. Barnett, CPPB Purchasing Officer Oconee County Finance Department Post Office Box 1527 23 North Main Street Watkinsville, Georgia 30677 Phone: 706-769-2944 Fax: 706-310-3574 www.oconeecounty.com

Solicitation #: FY16-201501-02

Documents:

• FY16-201501-02_BIDDERS COST SHEET.xls
• ITB#FY16-201501-02-Pest Control Services Pre-Bid Meeting Sign In Roster.pdf