MADISON COUNTY PURCHASING

DEPARTMENT
100 North Side Square, Room 735
Huntsville, AL 35801
BID SUBMISSION CHECKLIST
Bid #2014-80
Bid Opening Date: December 12, 2014

(Please check all completed items)

Signed, notarized and returned the Illegal Affidavit

Forms with bid
Completed IFB Form, signed and notarized
Filled in all blanks within the specifications
Included bid bond, if applicable
*Included performance bond, if applicable
Included all requested information in bid package
Certifications/Licenses/Permits, if applicable
Certificate of Insurance(s), if applicable
Acknowledged the Addenda, if applicable
Put bid number, company name and address on the
outside of the envelope(s)
Sealed bid response
Cost Sheet on CD, if applicable
Read specifications thoroughly

INCOMPLETE AND IRREGULAR BIDS

A bid that is not accompanied by data required by the Bid
Documents, or a bid which is in any way incomplete, may be
rejected. Any bid which contains any uninitiated alterations or
erasures, or any bid which contains any additions, alternate bids, or
conditions not called for, or any other irregularities of any kind, will
be subject to rejection. Bids may also be rejected for any of (but not
limited to) the following causes:

A. Failure to utilize bid forms provided by Madison County.

B. Lack of signature on all notarized document(s) by authorized
representative on the bid forms.
C. Failure to properly complete the bid.
D. Evidence of collusion among bidders.
E. Unauthorized alteration of bid/proposal form.
F. Failure to submit other forms and documents as required.
G. Failure to print and submit bid forms on letter size paper
(make sure no portion of the bid documents are cut off)

SWORN AFFIDAVIT OF EMPLOYER REGARDING UNAUTHORIZED ALIENS

1.
The undersigned hereby attests by this sworn affidavit signed before a notary that
it does not knowingly employ, hire for employment, or continue to employ an unauthorized
alien.
2.
The undersigned hereby attests that it is enrolled in the Federal E-Verify program.
A true and correct copy of the undersigned's fully executed Federal E-Verify Memorandum of
Understanding is attached hereto.
3.
The Federal E-Verify Memorandum of Understanding attached hereto is the
operative Memorandum of Understanding under which the undersigned is currently participating
in the Federal E-Verify Program.
4.
This sworn affidavit is provided to comply with Alabama Act No. 2011-535,
known as the "Beason-Hammon Alabama Taxpayer and Citizen Protection Act."
Name:
______________Company Name_____________
By: ___________Signature___________________
Printed Name:______________________________
Position:__________________________________
STATE OF __________________________
COUNTY OF ________________________
I, the undersigned, Notary Public in and for said County in said State, hereby certify that
______Employee_______, whose name as __Job Title__________ of _Name of Organization,
is signed to the foregoing instrument and who is known to me, acknowledged before me on this
day that, being informed of the contents of the instrument, he, as such __Job Title________ and
with full authority, executed the same voluntarily for and as the act of said
__Name of Organization/Company_______.
Given under my hand this the _____ day of _____________, 20___.

Notary Public
My Commission Expires:

DOCSHSV\204047\1\

SWORN AFFIDAVIT OF EMPLOYER REGARDING UNAUTHORIZED ALIENS

1.
The undersigned hereby attests by this sworn affidavit signed before a notary that
it does not knowingly employ, hire for employment, or continue to employ an unauthorized
alien.
2.
The undersigned hereby attests that it is enrolled in the Federal E-Verify program.
A true and correct copy of the undersigned's fully executed Federal E-Verify Memorandum of
Understanding is attached hereto.
3.
The Federal E-Verify Memorandum of Understanding attached hereto is the
operative Memorandum of Understanding under which the undersigned is currently participating
in the Federal E-Verify Program.
4.
This sworn affidavit is provided to comply with Alabama Act No. 2011-535,
known as the "Beason-Hammon Alabama Taxpayer and Citizen Protection Act."
Name:
__________________________________________
By:_______________________________________
Printed Name:______________________________
Position:__________________________________
STATE OF ___________________
COUNTY OF _________________
I, the undersigned, Notary Public in and for said County in said State, hereby certify that
__________________, whose name as _____________________ of__________________, is
signed to the foregoing instrument and who is known to me, acknowledged before me on this
day that, being informed of the contents of the instrument, he, as such _____________________
and with full authority, executed the same voluntarily for and as the act of said
_______________________.
Given under my hand this the _____ day of _____________, 20___.

Notary Public
My Commission Expires:

DOCSHSV\204047\1\

SWORN AFFIDAVIT OF SUBCONTRACTOR

REGARDING UNAUTHORIZED ALIENS
1.
The undersigned subcontractor hereby attests by this sworn affidavit signed
before a notary that it does not knowingly employ, hire for employment, or continue to employ
an unauthorized alien.
2.
The undersigned subcontractor hereby attests that it is enrolled in the Federal EVerify program. A true and correct copy of the undersigned's fully executed Federal E-Verify
Memorandum of Understanding is attached hereto.
3.
The Federal E-Verify Memorandum of Understanding attached hereto is the
operative Memorandum of Understanding under which the undersigned is currently participating
in the Federal E-Verify Program.
4.
This sworn affidavit is provided to comply with Alabama Act No. 2011-535,
known as the "Beason-Hammon Alabama Taxpayer and Citizen Protection Act."

Name:
__________________________________________
By:_______________________________________
Printed Name:______________________________
Position:__________________________________
STATE OF __________________________
COUNTY OF ________________________
I, the undersigned, Notary Public in and for said County in said State, hereby certify that
__________________, whose name as _____________________ of__________________, is
signed to the foregoing instrument and who is known to me, acknowledged before me on this
day that, being informed of the contents of the instrument, he, as such _____________________
and with full authority, executed the same voluntarily for and as the act of said
_______________________.
Given under my hand this the _____ day of _____________, 20___.

Notary Public
My Commission Expires:

MADISON COUNTY COMMISSION

100 NORTH SIDE SQUARE
HUNTSVILLE, ALABAMA 35801

INVITATION FOR BIDS

BID NUMBER: 2014-80
Madison County Commission will accept bids for Yard Repairs as needed for a period of one year not to exceed

$47,500.
Bids will open on Friday, December 12, 2014 at 11:00 a.m.
7th Floor, Room 735 Madison County Courthouse, Huntsville, Alabama
(See attached specifications)
Current bids are available on our website at www.madisoncountyal.gov
Each vendor submitting a bid must complete the Verified Statements Regarding Unauthorized Aliens.
Madison County will accept bids for Yard Repairs, described by the attached specifications, Madison County Water Department
Yard Repairs Bid, dated November 2014. Copies of this document can be obtained at www.madisoncountyal.gov. The total
contract amount shall not exceed $47,500.00
Mr. Jay Craft is the point of contact at (256) 532-1552.
See Section 3 and Attachment A in the Specifications for Low Bid Determination Form
Total bid from Low Bid Determination Form is _____________________________________________________ dollars
($_______________). Attach Low Bid Determination form to this document.
Alabama Department of Agriculture and Industries Setting of Landscape Plants (SLP) permit Number ___________
The Madison County Commission will receive sealed bids until the date and time of bid opening for item(s) meeting, exceeding, or equivalent to
specifications. The Madison County Commission reserves the right to accept or reject any and all bids in whole or in part.
Failure to comply with any of the requirements contained in this invitation for bids may result in the rejection of the entire bid submitted.
Any attachments hereto become a part of the bid and will remain in the bid file. Brand names used in this invitation for bids are for comparison
purposes only and are not to be construed as indicating any preference. Any items submitted as equivalent to or exceeding specifications must be
described in detail.
All bids must be submitted on this form. No errors will be corrected after bids are opened. Bids made out in pencil will NOT be accepted.
No Federal or State taxes are to be included or charged. It is the intent of the Madison County Commission to allow any business selling the type(s)
of merchandise described, to participate in our bidding process. If any prospective vendor feels that any part of these specifications would prohibit
their company from submitting a bid, or has any questions regarding this bid, you may email the Purchasing Department at
sbattle@madisoncountyal.gov prior to the bid opening date.
Each vendor must possess proper state, county, and city license, certification, or other requirements imposed, for engaging in the type of activity for
which bids are solicited. Subsequent contracts will not be accepted from a vendor after a bid has been awarded. Vendors must include their contracts
with the Invitation for Bids form prior to the bid opening.
Madison County reserves the right to require proof that the products bid are suitable for the purposes for which they are intended.
Madison County also reserves the right to cancel a bid if the products received under the bid are not suitable for the purposes intended.
Vendors must sign and notarize their bid. Failure to do so may result in rejection of bid.
Madison County Commission reserves the right to waive any minor informality which is immaterial in nature, negligible, or trivial, and does not
affect responsiveness.
SUBMIT BID TO: MADISON COUNTY PURCHASING
100 NORTH SIDE SQUARE
ROOM 735
HUNTSVILLE, AL 35801
Vendor must show on envelope the bid number and opening date. Each numbered bid must be in a separate envelope.
All documents submitted to Madison County will be subject to Alabama's Open Records Laws (Code of Alabama, Title 36-12-40 and 41, as last
amended). Due to the provisions of the Open Records Laws and the Competitive Bid Laws (especially Code of Alabama, Title 41-16-24(b)), the
Madison County Commission cannot assure any Bidder that any information submitted with the bid, even though marked "Proprietary" will not be
open to public inspection and copying.
I hereby affirm that I have not been in any agreement or collusion among vendors or prospective vendors in restraint of freedom of competition, by
agreement to bid at a fixed price or to refrain from bidding, or otherwise.

COMPANY NAME: _____________________________________

THIS BID MUST BE NOTARIZED.
SIGNATURE: __________________________________________
Subscribed and sworn to before
PRINT NAME: _________________________________________
me this______________ day of
__________________20_____.

STREET ADDRESS: ____________________________________

CITY: _________________STATE:______ ZIP CODE: _________

Notary Public
Angela Anderson
Madison County Purchasing Director

Madison County Commission

Awarding Authority

PHONE #:____________________ FAX #:___________________

EMAIL ADDRESS: _____________________________________
FEDERAL ID# _________________________________________

DATE: November 26, 2014

MADISON COUTY WATER DEPARTMENT

YARD REPAIRS BID
NOVEMBER 2014
1.

GENERAL.

The Madison County Water Department will accept bids for Yard Repairs on an as needed basis for the period
of one year with an option for a second year. The contract is an indefinite delivery and indefinite quantity
contract. Madison County does not commit to any minimum amount of work being performed under the
contract. The total contract amount shall not exceed $47,500. The contract will be terminated when the total
contract value has been reached regardless of the period of performance.
The Contractor will perform the following work:

Clear disturbed areas of all debris including rocks, roots, clods, or any other obstruction that is present
Return disturbed area to original grade using topsoil that has been screened and free of debris
Seed and straw disturbed areas with seed that will grow during the season that the seeding takes place
Sod disturbed areas with the same sod that is present around the disturbed area

The Yard Repairs at the following addresses are typical of the anticipated repairs under this contract.

2.

Main leak: 3445 Winchester Rd

Short service repair: 1375 Winchester Rd

PRECONSTRUCTION CONFERENCE

The Contractor may schedule a preconstruction conference at his discretion. The conference may be scheduled
in advance of the beginning of the work or during the first day of work.
3

DETERMINATION OF LOW BIDDER.

The low bidder shall be determined based on the quantities listed on the Attachment A Low Bid Determination
Form. These quantities are provided only as a means of determining the low bid. The contractor shall be paid
based on the unit prices multiplied by the amount of work performed for each disturbed area.
4.

REQUIREMENTS.

The Contractor shall hold a current Alabama Department of Agriculture and Industries Setting of Landscape
Plants (SLP) permit before the Contract is executed. Proof of the Permit will be required.
5.

COORDINATION.

The primary Water Department contact is Jay Craft, 256-532-1552.

6.

A work order will be issued for each yard in groups of 25 disturbed areas. The Contractor shall obtain
the work orders from the Water Department Office at 107-B Wholesale Avenue, Huntsville, AL 35811
during the normal business hours of 7:00 AM through 3:30 PM, Monday through Friday, excluding
holidays.

Work shall be completed within two weeks of notification. Additional time will be allowed for
extenuating weather conditions.

The Contractor shall submit a completed work order form for each landscaping assignment. The
completed form shall be attached to the invoice.
MATERIALS SUPPLIED BY CONTRACTOR.

The Contractor shall furnish all labor, equipment, and landscaping materials, including topsoil, seed, straw, and
sod. All seed must be of a blend that will grow during the season that it is applied. Sod shall be of the same
type as the sod surrounding the disturbed area. All recommended seed and sod will require approval of a
Madison County Water Department Representative (MCR).
7.

SPECIFICATIONS.

All assigned disturbed areas shall be seeded and strawed within 14 days of assignment. Disturbed areas to be
seeded or sodded shall be brought to the designated grade with no less than the original depth of select topsoil,
with due consideration being given to shrinkage and settlement. Care should be taken to insure that all

disturbed areas will properly drain. The topsoil shall be free from rocks, roots, or other debris. All curb and
gutter areas in subdivisions will be sodded.
In areas that are seeded, a uniform cover of straw mulch shall be spread over the seeded area. All areas with
steep slopes shall have protective netting installed or shall be sodded, with the Contractor being responsible for
furnishing whatever means necessary to hold the seed and straw or sod in place.
8.

INSPECTION.

Upon completion of assigned areas, the Contractor shall notify the MCR. The MCR will then conduct an
inspection of the assigned areas that have been turned in as complete. If the inspection finds the work to be
satisfactory then the conditions for payment will have been met.
9.

PAYMENT.

The Contractor shall be paid based on the prices on the bid sheet.
The Contractor shall be paid once a month on all work orders that have been completed and the work approved
by the Madison County Water Department. The Contractor must submit to the Madison County Water
Department an invoice listing address where landscaping work is complete.
The invoice must show the bid limit, sum of previous invoices, amount of current invoice and amount
remaining of the contract.
The Contractor certification will be included on all invoices.
The Contractor certifies that, to the best of the Contractors knowledge, information, and belief, the Work
covered by the invoice has been completed in accordance with the Contract Documents, that all amounts have
been paid by the Contractor for Work for which previous invoices were issue, and payments received from the
Owner, and that the current payment shown in the invoice has not yet been received.
Madison County shall review the invoice or correctness prior to authorizing for Payment.
10.
PREREQUESITES TO FINAL PAYMENT. The following conditions are prerequisites to Final
Payment becoming due the Contractor:

11.

Final Application for Payment

Completion of an Advertisement for Completion. The Contractor, immediately after being notified by the
Owner that all other requirements of the Contract have been completed, shall give public notice of
completion of the Contract by having an Advertisement for Completion published one time in a
newspaper of general circulation, published in the county in which the Owner is located and shall post
notice of completion of the Contract on the Owners bulletin board for one week, and shall certify under
oath that all bills have been paid in full. Final payment may be made at any time after the notice has been
posted for one entire week.
Delivery by the Contractor to the Owner of a completed Lien Waiver and Release of Claims as provided
in Attachment B.

INSURANCE.

The Contractor shall provide the following insurance:

Workers Compensations as required by statue.
Employers Liability Insurance
Bodily Injury by Accident $1,000,000
Bodily Injury by Disease $1,000,000
Commercial General Liability Insurance
General Aggregate 1,000,000 per project
Products, Completed Operations Aggregate $1,000,000 per project
Personal and Advertising Injury 1,000,000 per occurrence
Each Occurrence $1,000,000
Commercial Business Automobile Insurance ($1,000,000 combined single limits for each
occurrence)
Commercial Umbrella Liability Insurance
$2,000,000 per occurrence
$2,000,000 per aggregate
12.

PROTECTION OF PERSONS AND PROPERTY.

The Contractor shall be solely and completely responsible for conditions at the project site, including safety of
all persons (including employees) and property. The Contractor shall create, maintain, and supervise conditions
and programs to facilitate and promote safe execution of the work and shall supervise the work with the
attention and skill required to assure its safe performance. The contractor is responsible for traffic control at the
work site. Traffic control is to include warning signs, cones, flashing lights, flaggers, as required by the
Uniform Manual of Traffic Control Devices, Temporary Traffic control, current edition.
13.

INDEMNEFICATION.

To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless the Owner,
Owners consultants, and their agents, employees, and consultants (hereinafter collectively referred to as the
Indemnitees) from and against all claims, damages, losses and expenses, including but not limited to
attorneys fees, arising out of, related to, or resulting from performance of the Work, provided that such claim,
damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction
of tangible property, including loss of use resulting there from, and is caused in whole or in part by negligent
acts or omissions of the Contractor, a Subcontractor, anyone directly or indirectly employed by them, or anyone
for whose acts they may be liable, regardless of whether such claim, damage, loss or expense is caused in part,
or is alleged but not legally established to have been caused in whole or in part by the negligence or other fault
of a party indemnified hereunder. This indemnification shall extend to all claims, damages, losses and expenses
for injury or damage to adjacent or neighboring property, or persons injured thereon, that arise out of, relate to,
or result from performance of the Work. This indemnification does not apply to the extent of the sole
negligence of the Indemnitees.
ATTACHMENT A: LOW BID DETERMINATION FORM.
There will be a minimum of 25 disturbed areas assigned at a time. Calculation should be figured on one
job for each type of assignment.
Vendors shall bid on the following: (Price to include prep work, top soil, and labor)

UNIT PRICE

x BID QUANTITY = TOTAL

Landscaping for Water Main Repairs:

Sodded Areas: ______________

25

= _________

Seed and Straw:______________

25

= _________

Sodded Areas: ______________

25

= _________

Seed and Straw:______________

25

= _________

Sodded Areas: ______________

25

= _________

Seed and Straw:______________

25

= _________

Landscaping for Long Side Services:

Landscaping for Short Side Services:

TOTAL FOR LOW BID DETERMINATION

_______________

ATTACHMENT B: LIEN WAIVER AND RELEASE OF CLAIMS

FOR PUBLIC WORKS CONTRACTS
Yard Repairs Bid # 2014-80
Project
Various Locations, Madison County, Alabama
Job Address
.
1.
resides at
2.

The undersigned, being first duly sworn, deposes and says that he is over the age of 21 years and
.
(Check One)
____

He is the contractor referred to herein.

_____ He is the general partner in _________________________, a partnership composed of

the undersigned and carrying on business at ______________________________, City of
____________________.
_____ He holds the title of ___________________, in _____________________, a corporation
organized under the laws of the State of ________________, carrying on business at
_________________________________________,
City
of
____________________,
State
of
____________________, which corporation is the contractor referred to herein. The undersigned is authorized
to execute this instrument on its behalf.
3.
Contractor is a contractor for the performance of certain work and/or the furnishing of certain
materials or supplies (the "Project") pursuant to an agreement (hereinafter the "Contract") between Madison
County, Alabama and
(hereinafter the "Contractor") for the improvements or project
known as
, County of Madison, State of Alabama (hereinafter
the "Property").
4.
This instrument is delivered in consideration of and for the purpose of inducing Madison County
to make final payment to Contractor under the Contract subject to collection of any check given as payment,
Contractor acknowledges that upon receipt of this final payment, Contractor has been paid in full the total
Contract price of _________________ for all of the work performed under the Contract, including retainage, if
any.
5.

Contractor warrants and represents:

5.1

All materials delivered to said Project by and for the Contractor are for use therein only;

5.2
Title to all work, material and equipment covered by said payment, whether or not
incorporated in the Property, has passed to Madison County, free and clear of all liens, claims, security interest
or encumbrances (hereinafter all referred to as "Liens");
5.3
All taxes applicable to the materials furnished and the work performed under the Contract
have been fully paid; and
5.4
All laborers, mechanics, subcontractors, materialmen and suppliers for all work done and
for all materials, machinery, equipment, fixtures, tools, scaffolding and appliances furnished for the
performance of the Contract and for any other indebtedness connected therewith for which Madison County
might be responsible have been paid in full. Contractor, for itself, its successors and on behalf of all persons
able to claim through or under Contractor: (i) waives, relinquishes and releases all liens and rights for claim to
a lien for labor or materials furnished in the construction, improvement, alteration or repair involved in
performance under the Contract; (ii) agrees to save Madison County harmless from all liability, cost and
expenses, including reasonable attorneys' fees, to: (a) discharge (by bond or otherwise) or to defend suit to
enforce, any mechanics' or materialmen's lien, claim to or right of action for such lien, which may be filed and
(b) satisfy any claims or demands arising out of, due or which may be made, directly or indirectly attributable to
the Contract, any work performed or supplies furnished thereunder, or in furtherance of the construction or
completion of the Contract work; and (iii) hereby releases Madison County, the Property and any lender who
may now or hereafter have a security interest therein from all claims, causes of action, liability or liens which
may be filed or asserted in connection with the Contract.
Dated this the _____ day of

.
____________________________________

By: ________________________________
Its: _____________________________
STATE OF ALABAMA
COUNTY OF MADISON
I, the undersigned, a Notary Public in and for said County and State, do hereby certify that
, whose name as ______________________ of
, is signed to
the foregoing instrument, and who is known to me, acknowledged before me on this day that, being informed of
the contents of the said Agreement, he/she as such officer, and with full authority, executed the same voluntarily
for and as the act of the said corporation.
Given under my hand and official seal this the _____ day of

____________________________________
Notary Public
My Commission Expires:
******************************************************************************************
All procurement questions must be sent via email to Sylvia Battle at sbattle@madisoncountyal.gov.
Procurement questions will not be permitted via telephone.
******************************************************************************************

ALL VENDORS PLEASE NOTE

Addenda: Bidders must periodically check the Countys website for any addenda issued for this
procurement. Madison County will not be responsible for a bidders failure to acquire any addenda
issued.
The Bidder acknowledges receipt of the following addenda, if applicable:
_______________________
www.madisoncountyal.gov