Project Information

Bid Title

RFQ 26122-A: Annual Contract for Printing and Mailing of Tax Assessors Notices

Issuing Agency

Fayette County

Location

Georgia

Published Date

Apr 1, 2026

Closing Date

Apr 22, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFQ 26122-A: Annual Contract for Printing and Mailing of Tax Assessors Notices

RFQ 26122-A: Annual Contract for Printing and Mailing of Tax Assessors Notices

Fayette County, Georgia invites you to submit a quote for printing and mailing of Tax Assessors Notices.

Quotes will be received at the County complex, 140 Stonewall Avenue West, Suite 204, Fayetteville, GA 30214, until 3:00pm on Wednesday, April 22, 2026.  You may also submit your quote through email, the U. S. Postal Service, courier service (e.g. UPS or FedEx) or in person.

Questions Due: 3pm, Wednesday, April 15, 2026
Quotes Due: 3pm, Wednesday, April 22, 2026

26122-A RFQ

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GENERAL TERMS AND CONDITIONS

RFQ 26122-A: Annual Contract for Printing and Mailing of Tax Assessors Notices

1. Definitions:

a. Responder: A company or individual who submits a quote in response to this RFQ.

b. Successful Responder: The Responder that is awarded a contract.

c. Contractor: The Successful Responder, upon execution of the contract.

d. County: Fayette County, Georgia.

2. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a

contract with the County, incorporating the Request for Quotes and the Responder’s quote. The

binding offer includes compliance with all terms, conditions, special conditions, specifications,

and requirements stated in the Request for Quotes, except to the extent that a Responder takes

written exception to such provisions, and the County agrees to the exceptions. All such terms,

conditions, special conditions, specifications, and requirements will form the basis of the

contract. The Responder should take care to answer all questions and provide all requested

information, and to note any exceptions in the quote submission. Failure to observe any of the

instructions or conditions in this Request for Quotes may result in rejection of the quote.

3. Binding Offer: To allow sufficient time for a contract to be awarded, each quote shall constitute

a firm offer that is binding for ninety (90) days from the received by date to the date of award.

4. References: Include with your quote a list of three (3) jobs that your company has done that

are of the same or similar nature to the work described in this Request for Quotes, on the form

provided. Include all information as requested on the form.

5. Preparation Costs: The Responder shall bear all costs associated with preparing the quote.

6. More Than One Quote: Do not submit alternate quotes or options, unless requested or

authorized by the County in the Request for Quotes. If a Responder submits more than one

quote without being requested or authorized to do so, the County may disqualify the quotes from

that Responder, at the County’s option.

7. Defects or Irregularities: The County reserves the right to waive any defect or irregularity in

any quote received. In case of a discrepancy between unit prices and extended prices, the unit

price will govern unless the facts or other considerations indicate another basis for correction of

the discrepancy.

8. Prices Held Firm: Prices quoted shall be firm for the period of the contract, unless otherwise

specified in the quote. All prices for services, printing, mailing, and related deliverables shall be

quoted FOB Destination, Fayette County or job site.

9. Quantities are Estimates: Quantities listed herein are estimates for the period specified. This

will be an indefinite-quantity type contract, with County requirements fulfilled on an “as

ordered” basis. No guarantee to purchase the amounts shown is intended or implied. The

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County reserves the right to order larger or smaller quantities at the prices stated in the quote.

10. Responder Substitutions: Responders offering substitutions or deviations from specifications

stated in the Request for Quotes, shall list such substitutions or deviations on the “Exceptions to

Specifications” sheet provided, or on a separate sheet to be submitted with the quote. The

absence of such list shall indicate that the Responder has taken no exception to the

specifications. The evaluation of quotes and the determination as to equality and acceptability of

products or services offered shall be the responsibility of the County.

11. Non-Collusion: By responding to this Request for Quotes, the Responder represents that the

quote is not made in connection with any competing Responder, supplier, or service provider

submitting a separate response to this Request for Quotes, and is in all respects fair and without

collusion or fraud.

12. Ethics – Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is

recommended for award to the Board of Commissioners or the County Administrator, or before

the County renews, extends, or otherwise modifies a contract after it has been awarded, the

Contractor must disclose certain relationships with any County Commissioner or County

Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter related by

blood, adoption, or marriage (including in-laws). A relationship that must be reported exists if

any of these individuals is a director, officer, partner, or employee, or has a substantial financial

interest the business, as described in Fayette County Ordinance Chapter 2, Article IV, Division 3

(Code of Ethics).

If such relationship exists between your company and any individual mentioned above, relevant

information must be presented in the form of a written letter to the Director of Purchasing. You

must include the letter with any bid, proposal, or price quote you submit to the Purchasing

Department.

In the event that a Contractor fails to comply with this requirement, the County will take action

as appropriate to the situation, which may include actions up to and including rejection of the bid

or offer, cancellation of the contract in question, or debarment or suspension from award of a

County contract for a period of up to three years.

13. Evaluation: Award will be made to the lowest responsive, responsible Responder, taking into

consideration payment terms, vendor qualifications and experience, quality, references, any

exceptions listed, and/or other factors deemed relevant in making the award. The County may

make such investigation as it deems necessary to determine the ability of the Responder to

perform, and the Contractor shall furnish to the County all information and data for this purpose

as the County may request. The County reserves the right to reject any item, any quote, or all

quotes, and to re-solicit for pricing.

14. Payment Terms and Discounts: The County’s standard payment terms are Net 30. Any

deviation from standard payment terms must be specified in the resulting contract, and both

parties must agree on such deviation. Cash discounts offered will be a consideration in awarding

the quote, but only if they give the County at least 15 days from receipt of invoice to pay. For

taking discounts, time will be computed from the date of invoice acceptance by the County, or

the date a correct invoice is received, whichever is the later date. Payment is deemed made, for

the purpose of earning the discount, on the date of the check.

15. Trade Secrets – Confidentiality: If any person or entity submits a quote that contains trade

secrets, an affidavit shall be included with the quote. The affidavit shall declare the specific

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included information which constitutes trade secrets. Any trade secrets must be either (1) placed

in a separate envelope, clearly identified and marked as such, or (2) at a minimum, marked in the

affidavit or an attached document explaining exactly where such information is, and otherwise

marked, highlighted, or made plainly visible. See O.C.G.A. § 50-18-72 (A)(34).

16. Trade Secrets – Internal Use: In submitting a quote, the Responder agrees that the County may

reveal any trade secret materials contained in the quote to all County staff and officials involved

in the selection process, and to any outside consultant or other third parties who may assist in the

selection process. The Responder agrees to hold harmless the County and each of its officers,

employees, and agents from all costs, damages, and expenses incurred in connection with

refusing to disclose any material which the Responder has designated as a trade secret.

17. Contract Execution & Notice to Proceed: After an award is made, and all required documents

are received by the County, and the contract is fully executed with signature of both parties, the

County will issue a written Notice to Proceed. The County shall not be liable for payment of

any work done or any costs incurred by any Responder prior to the County issuing the Notice to

Proceed.

18. Term of Contract: The term of this agreement shall begin July 1, 2026 and continue for a period

of one (1) year through June 30, 2027. Thereafter, this agreement may be renewed by the County

for two additional one-year renewal terms (each a “Renewal Term” and together with the Initial

Term, the “Term”), which renewal will be by letter or other written correspondence from the

County to the Contractor ninety (90) days prior to expiration of the Initial Term or the then-

current Renewal Term. If the County fails to provide notice of renewal, this Agreement will

terminate at the end of the Initial Term or the then-current Renewal Term. This agreement is

subject to the multi-year contractual provisions of O.C.G.A. 36-60-13(a).

19. Unavailability of Funds: This contract will terminate immediately and absolutely at such time

as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations

of the County under the contract.

20. Unauthorized Performance: The County will not compensate the Contractor for work

performed unless the work is authorized under the contract, as initially executed or as amended.

21. Assignment of Contract: Assignment of any contract resulting from this Request for Quotes will

not be authorized, except with express written authorization from the County.

22. Indemnification: The Contractor shall indemnify and save the County and all its officers, agents

and employees harmless from all suits, actions, or other claims of any character, name and

description brought for or on account of any damages, losses, or expenses to the extent caused

by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the

Contractor or other persons employed or utilized by the Contractor in the performance of the

contract. The Contractor shall pay any judgment with cost which may be obtained against the

County growing out of such damages, losses, or expenses.

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23. Severability: The invalidity of one or more of the phrases, sentences, clauses or sections

contained in the contract shall not affect the validity of the remaining portion of the contract.

If any provision of the contract is held to be unenforceable, then both parties shall be relieved

of all obligations arising under such provision to the extent that the provision is

unenforceable. In such case, the contract shall be deemed amended to the extent necessary

to make it enforceable while preserving its intent.

24. Delivery Failures: If the Contractor fails to deliver contracted goods or services within the time

specified in the contract, or fails to replace rejected items in a timely manner, the County shall

have authority to make open-market purchases of comparable services or printed materials. The

County shall have the right to invoice the Contractor for any excess expenses incurred, or deduct

such amount from monies owed the Contractor. Such purchases shall be deducted from

contracted quantities.

25. Inspection and Acceptance of Deliveries: The County reserves the right to inspect all Services

and printed materials. The County will decide whether to accept or reject items delivered. The

inspection shall be conclusive except with respect to latent defects, fraud, or such gross mistakes

as shall amount to fraud. Final inspection resulting in acceptance or rejection of the products will

be made as soon as practicable, but failure to inspect shall not be construed as a waiver by the

County to claim reimbursement or damages for such products which are later found to be in non-

conformance with specifications. Should public necessity demand it, the County reserves the

right to use or consume articles delivered which are substandard in quality, subject to an

adjustment in price to be determined by the Purchasing Director.

26. Termination for Cause: The County may terminate the contract for cause by sending written

notice to the Contractor of the Contractor’s default in the performance of any term of this

agreement. Termination shall be without prejudice to any of the County’s rights or remedies by

law.

27. Termination for Convenience: The County may terminate the contract for its convenience at

any time with 10 days’ written notice to the Contractor. In the event of termination for

convenience, the County will pay the Contractor for services performed. The County will

compensate partially completed performance based upon a signed statement of completion.

28. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that

performance of its obligations is delayed, restricted, or prevented by reason of any act of God,

natural disaster, act of government, or any other act or condition beyond the reasonable control of

the party in question.

29. Governing Law: This agreement shall be governed in accordance with the laws of the State of

Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any

cause of action arising under this agreement shall be required to be brought in proper venue in

Fayette County, Georgia.

30. Open Records Act: In the event that the Contractor receives, and responds to, a request for

information as provided in Georgia’s Open Records Act (O.C.G.A. § 50-18-70 et seq.), the

Contractor shall promptly provide the County the same information provided to the initiator of the

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Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)

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