VIRGINIA DEPARTMENT OF TRANSPORTATION INVITATION FOR BIDS (IFB)

Transcription

1 VIRGINIA DEPARTMENT OF TRANSPORTATION INVITATION FOR BIDS (IFB) Issue Date: June 25, 2013 IFB# , Lynchburg District Office, Appomattox, Dillwyn & Halifax Residencies Commodity Code: Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Lynchburg District Office 4219 Campbell Avenue Lynchburg, VA Attention: Robert Dowdle Location Where Work Will Be Performed: Lynchburg District Office, Appomattox, Dillwyn & Halifax Residencies Period of Contract: One (1) year and option for four (4) renewal years with the start date to be determined at the time of award. Pre-Bid Conference: A Pre-Bid Conference will not be held for this IFB. Sealed Bids will be RECEIVED until 7/09/13-2:00PM Eastern Time for Furnishing the Services Described Herein. Sealed Bids will be OPENED in Public on 7/09/13 2:00PM at the VDOT address shown above. All Inquiries for Information Should Be Directed To: Robert Dowdle, , robert.dowdle@vdot.virginia.gov. If Bids Are Mailed, Hand Delivered, Sent by FedEx, UPS or other Courier, Send Directly To Issuing Agency Shown Above. In Compliance with this Invitation for Bids and to All the Conditions Imposed therein, the undersigned Offers and Agrees to Furnish the Goods and/or Services at the Price(s) Indicated in the enclosed Pricing Schedule. Name and Address Of Firm: Date: By: ( Signature In Ink) Zip Code: Name: eva Vendor ID or DUNS#: (Please Print) Fax Number: ( ) Title: Address: Telephone Number: ( ) Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

2 TABLE OF CONTENTS Page Instructions to Bidders and Signature Sheet Pricing Schedule I. Purpose 21 II. Questions Regarding This Invitation For Bid 21 III. Definitions 21 IV. Specifications/Contract Requirements 21 V. Pre-Bid Conference 23 VI. Method for Payment 23 VII. Invoicing 23 VIII. Bidders Instructions 23 IX. General Terms and Conditions 24 X. Special Terms and Conditions 31 Attachments: A. Vendor Qualification Equipment Inventory Certification Form 37 B. VA State Corporation Commission Form 39 C. Subcontractor Approval Request 40 D. Lot Fire Extinguisher Listing 2

3 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 3 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line Details Line: 1 Item ID: Line Qty: UOM: Each Unit Price: - Lot 1 - Lynchburg District Office Lines Inspection of Fire Extinguishers 5 & 10 (includes any materials, tags, labels, rings, etc., required for proper inspection. Line: 2 Item ID: Line Qty: 1.00 UOM: Each Unit Price: - Lot 1 - Lynchburg District Office Lines Hourly rate for extinguisher repairs.

4 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 4 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 3 Item ID: Line Qty: 8.00 UOM: Each Unit Price: - Lot 1 - Lynchburg District Office Lines lb extinguisher recharge (includes labor and any materials, tags, labels, rings, etc. required for proper recharge. Line: 4 Item ID: Line Qty: UOM: Each Unit Price: - Lot 1 - Lynchburg District Office Lines lb extinguisher recharge (includes labor and any materials tags, labels, rings, etc. required for proper recharge. Line: 5 Item ID: Line Qty: 8.00 UOM: Each Unit Price:

5 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 5 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov - Lot 1 - Lynchburg District Office Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc., required for proper 6 year maintenance.) Line: 6 Item ID: Line Qty: UOM: Each Unit Price: - Lot 1 - Lynchburg District Office Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc., required for proper 6 year maintenance Line: 7 Item ID: Line Qty: 8.00 UOM: Each Unit Price: - Lot 1 - Lynchburg District Office Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rigns, etc. required for Hydrostatic Testing.

6 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 6 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 8 Item ID: Line Qty: UOM: Each Unit Price: - Lot 1 - Lynchburg District Office Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rings, etc required for Hydrostatic Testing) Group Details No Bid: Line: 9 Group ID: LOT 1 Group Total $ : Lot 1 - Lynchburg District Complex

7 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 7 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov These lines comprise a single group that must be bid on as a whole. Group Line Details Line: 1 Item ID: Line Quantity: Unit: Each Item Line: 2 Item ID: Line Quantity: 1.00 Unit: Each Item Line: 3 Item ID: Line Quantity: 8.00 Unit: Each Item Line: 4 Item ID: Line Quantity: Unit: Each Item Line: 5 Item ID: Line Quantity: 8.00 Unit: Each Item Line: 6 Item ID: Line Quantity: Unit: Each Item Line: 7 Item ID: Line Quantity: 8.00 Unit: Each Item Line: 8 Item ID: Line Quantity: Unit: Each Item Line: 10 Item ID: Line Qty: UOM: Each Unit Price: - Lot 2 - Appomattox Residency Lines Inspection of Fire Extinguishers 5 & 10 (includes any materials, tags, labels, rings, etc., required for proper inspection.

8 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 8 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 11 Item ID: Line Qty: 1.00 UOM: Each Unit Price: - Lot 2 - Appomattox Residency Lines Hourly rate for extinguisher repairs. Line: 12 Item ID: Line Qty: UOM: Each Unit Price: - Lot 2 - Appomattox Residency Lines lb extinguisher recharge (includes labor and any materials, tags, labels, rings, etc. required for proper recharge.

9 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 9 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 13 Item ID: Line Qty: UOM: Each Unit Price: - Lot 2 - Appomattox Residency Lines lb extinguisher recharge (includes labor and any materials tags, labels, rings, etc. required for proper recharge. Line: 14 Item ID: Line Qty: UOM: Each Unit Price: - Lot 2 - Appomattox Residency Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc., required for proper 6 year maintenance.) Line: 15 Item ID: Line Qty: UOM: Each Unit Price:

10 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 10 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov - Lot 2 - Appomattox Residency Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc., required for proper 6 year maintenance Line: 16 Item ID: Line Qty: UOM: Each Unit Price: - Lot 2 - Appomattox Residency Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rigns, etc. required for Hydrostatic Testing. Line: 17 Item ID: Line Qty: UOM: Each Unit Price: - Lot 2 - Appomattox Residency Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rings, etc required for Hydrostatic Testing)

11 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 11 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Group Details No Bid: Line: 18 Group ID: LOT 2 Group Total $ : Lot 2 Appomattox Residency These lines comprise a single group that must be bid on as a whole. Group Line Details Line: 10 Item ID: Line Quantity: Unit: Each Item Line: 11 Item ID: Line Quantity: 1.00 Unit: Each Item Line: 12 Item ID: Line Quantity: Unit: Each Item Line: 13 Item ID: Line Quantity: Unit: Each Item Line: 14 Item ID: Line Quantity: Unit: Each Item Line: 15 Item ID: Line Quantity: Unit: Each Item Line: 16 Item ID: Line Quantity: Unit: Each Item Line: 17 Item ID: Line Quantity: Unit: Each Item

12 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 12 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 19 Item ID: Line Qty: UOM: Each Unit Price: - Lot 3 - Dillwyn Residency Lines Inspection of Fire Extinguishers 5 & 10 (includes any materials, tags, labels, rings, etc., required for proper inspection. Line: 20 Item ID: Line Qty: 1.00 UOM: Each Unit Price: - Lot 3 - Dillwyn Residency Lines Hourly rate for extinguisher repairs. Line: 21 Item ID: Line Qty: UOM: Each Unit Price:

13 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 13 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov - Lot 3 - Dillwyn Residency Lines lb extinguisher recharge (includes labor and any materials, tags, labels, rings, etc. required for proper recharge. Line: 22 Item ID: Line Qty: UOM: Each Unit Price: - Lot 3 - Dillwyn Residency Lines lb extinguisher recharge (includes labor and any materials tags, labels, rings, etc. required for proper recharge. Line: 23 Item ID: Line Qty: UOM: Each Unit Price: - Lot 3 - Dillwyn Residency Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc., required for proper 6 year maintenance.)

14 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 14 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 24 Item ID: Line Qty: UOM: Each Unit Price: - Lot 3 - Dillwyn Residency Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc., required for proper 6 year maintenance Line: 25 Item ID: Line Qty: UOM: Each Unit Price: - Lot 3 - Dillwyn Residency Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rigns, etc. required for Hydrostatic Testing.

15 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 15 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 26 Item ID: Line Qty: UOM: Each Unit Price: - Lot 3 - Dillwyn Residency Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rings, etc required for Hydrostatic Testing) Group Details No Bid: Line: 27 Group ID: LOT 3 Group Total $ : Lot 3 Dillwyn Residency

16 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 16 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov These lines comprise a single group that must be bid on as a whole. Group Line Details Line: 19 Item ID: Line Quantity: Unit: Each Item Line: 20 Item ID: Line Quantity: 1.00 Unit: Each Item Line: 21 Item ID: Line Quantity: Unit: Each Item Line: 22 Item ID: Line Quantity: Unit: Each Item Line: 23 Item ID: Line Quantity: Unit: Each Item Line: 24 Item ID: Line Quantity: Unit: Each Item Line: 25 Item ID: Line Quantity: Unit: Each Item Line: 26 Item ID: Line Quantity: Unit: Each Item Line: 28 Item ID: Line Qty: UOM: Each Unit Price: - Lot 4 - Halifax Residency Lines Inspection of fire extinguishers 5 & 10 lbs (includes any materials, tags, labels, rings, etc. regquired for proper inspection).

17 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 17 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 29 Item ID: Line Qty: 1.00 UOM: Each Unit Price: - Lot 4 - Halifax Residency Lines Hourly rate for extinguisher repairs. Line: 30 Item ID: Line Qty: UOM: Each Unit Price: - Lot 4 - Halifax Residency Lines lbs extinguisher recharge (includes labor and any materials tags, labels, rings, etc required for proper recharge).

18 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 18 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Line: 31 Item ID: Line Qty: UOM: Each Unit Price: - Lot 4 - Halifax Residency Lines lbs extinguisher recharge (includes labor and any materials tags, labels, rings, etc required for proper recharge). Line: 32 Item ID: Line Qty: UOM: Each Unit Price: - Lot 4 - Halifax Residency Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc required for proper 6-year maintenance). Line: 33 Item ID: Line Qty: UOM: Each Unit Price:

19 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 19 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov - Lot 4 - Halifax Residency Lines lbs extinguisher (6-year) maintenance (includes labor and any materials tags, labels, rings, etc required for proper 6-year maintenance). Line: 34 Item ID: Line Qty: UOM: Each Unit Price: - Lot 4 - Halifax Residency Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rings, etc required for Hydrostatic Testing). Line: 35 Item ID: Line Qty: UOM: Each Unit Price: - Lot 4 - Halifax Residency Lines lbs extinguisher Hydrostatic Testing (includes labor and any materials tags, labels, rings, etc required for Hydrostatic Testing).

20 Commonwealth of Virginia Department of Transportation Event ID Format Type Page Buy IFB Sealed 20 Event Round Version 1 1 Event Name Fire Extinguisher Services Lynchburg District Start Date/Time Close Date/Time 06/25/ :00:00 ET 07/09/ :00:00 ET Event Currency: Bids allowed in other currency: US Dollar No Event Details (cont.) Bidder: Submit To: Contact: Phone: General Public VA Dept of Transportation VDOT Lynchburg Procurement Section 4219 Campbell Ave Lynchburg VA United States Dowdle, Robert W. (VDOT) robert.dowdle@vdot.virginia.gov Group Details No Bid: Line: 36 Group ID: LOT 4 Group Total $ : Lot 4 Halifax Residency These lines comprise a single group that must be bid on as a whole. Group Line Details Line: 28 Item ID: Line Quantity: Unit: Each Item Line: 29 Item ID: Line Quantity: 1.00 Unit: Each Item Line: 30 Item ID: Line Quantity: Unit: Each Item Line: 31 Item ID: Line Quantity: Unit: Each Item Line: 32 Item ID: Line Quantity: Unit: Each Item Line: 33 Item ID: Line Quantity: Unit: Each Item Line: 34 Item ID: Line Quantity: Unit: Each Item Line: 35 Item ID: Line Quantity: Unit: Each Item

21 This solicitation is designated for Certified Small Business participation only. Certified small businesses are those businesses that hold current certifications from the Virginia Department of Minority Business Enterprises. Solicitation responses from non-dmbe certified small businesses will be rejected. I. PURPOSE: The Virginia Department of Transportation (herein referred to as VDOT ) is soliciting bids from qualified contractors to provide Fire Extinguisher services for the VDOT Lynchburg District Office and the Appomattox, Dillwyn, and Halifax Residencies. The IFB will be awarded on a Lot basis. Lot 1 - Lynchburg District Office Lines 1-9 Lot 2 - Appomattox Residency Lines Lot 3 - Dillwyn Residency Lines Lot 4 - Halifax Residency Lines The successful Contractor shall provide all labor and supplies to inspect, maintain and test the fire extinguishers in accordance with the National Fire Protection Associations, NFPA 10 Standard for Portable Fire Extinguishers, and VDOT Office of Employee Safety and Health Policies for portable fire extinguishers The contract period shall be for one (1) year with the start date to be determined at the time of award and with the possibility of four (4) one-year renewal periods. II. QUESTIONS REGARDING THIS INVITATION FOR BID: Any contractual questions regarding this invitation for bid shall be addressed to Robert Dowdle at robert.dowdle@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 3 days before the close of the bid. III. GENERAL: For the purpose of clarification, each firm submitting a Bid is referred to as a Bidder and the Bidder awarded the contract to supply the services is referred to as a Contractor. Virginia Department of Transportation is referred to as Department or as VDOT, and Representative refers to the VDOT Contract Administrator who will be administering the contract. This Invitation for Bids states the instructions for submitting bids, the procedure and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between VDOT and the Contractor. IV. SPECIFICATIONS / CONTRACT REQUIREMENTS: A. Work Specifications: 1. The Contractor shall inspect, maintain, and test the fire extinguishers in accordance with the NFPA 10 Standard for Portable Extinguishers and VDOT Office of Employee Safety and Health Policies for Portable Fire Extinguishers providing the annual maintenance check for each site beginning in February of each year. The work will consist of a maintenance check, six (6) year maintenance, recharge, 12 year hydrostatic testing, and repair on an as needed basis approved by the VDOT Contract Administrator. Travel will not be separately billable for the contract. The bidder may include anticipated travel costs within the bid cost for each line. The hydrostatic testing will be performed at the discretion of the Contract Administrator which will make the decision regarding to replace or test the extinguisher. Any repairs will require a cost estimate which must be approved by the Contract Administrator before work can be done. All parts needed for repairs must be at cost, and a copy of the parts invoice must be submitted with the repair invoice. Hourly labor may only be charged for repair of fire extinguisher units. Hourly labor charges are not applicable for yearly inspections, 6 year maintenance, recharge or hydrostatic testing. The 21

22 inspections across the Lynchburg District shall be completed within 30 days of beginning the inspection at each site. The contractor shall insure for the yearly inspection that all extinguishers are inspected and tagged prior to the end of the one year period from the date the extinguisher was last inspected. The VDOT Contract Administrator may require the contractor employee to have a VDOT employee escort them while on the VDOT site for the inspections. The contractor shall contact the VDOT contact person and schedule the date(s) and time(s) for the inspection. The Contractor shall schedule all visits to the VDOT locations at least 48 hours in advance (see section C authorized work hours for further detail). 2. The Contractor shall perform all inspections, recharges and testing at the VDOT location if possible. The contractor shall not remove any extinguishers from the VDOT location without prior authorization by the VDOT Contract Administrator. VDOT will dispose of all fire extinguishers found to be out of date or un-repairable. 3. The Contractor shall perform an annual inspection of 5 lb and 10lb extinguishers providing a report of the inspection to the VDOT Contract Administrator and a copy to the Contract Officer via in an excel format. The report shall be dated and include the number of extinguishers inspected, serial # of extinguisher, type inspection/maintenance (annual, 6 year), the year the extinguisher was manufactured, comment (good, out of date, requires recharge or repair, etc.) 4. The Contractor shall insure that each fire extinguisher has a tag or label (included in price of yearly inspection, recharge, six year maintenance or hydrostatic testing) securely attached to record the serial number, date of an action taking place, comment of what action was taken, such as an annual inspection was performed and the name of the person performing the action. 5. In the event of recharge the Contractor shall set a time for return of the extinguisher but no longer than two weeks. The Contractor shall provide an extinguisher loaner at no charge until the extinguisher which has been taken off site is returned. An extinguisher will be recharged no later than 6 years from manufacture or last recharge date. 6. No work will commence until a purchase order has been released by the Contract Administrator or designee for their area of work. B. Manner of Conducting Work at the Job Site: 1. Satisfaction: All work shall be performed according to VDOT specifications and completed to the satisfaction of the VDOT contract administrator or designee. 2. Contractor s Conduct: The contractor shall be responsible for the conduct of all personnel while working at the Lynchburg District sites. 3. Contractor s Personnel: The Contractor s personnel shall at all time serve the employees throughout the Lynchburg District area in a courteous and respectful manner. The Contractor s personnel shall refer all public questions concerning work planned, performed or promised to the Contract Administrator. 4. Behavior: Behaviors displayed by contractor s employees, such as catcalling, whistling, leering and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work sites permanently. Repeated incidents will be grounds for termination of the contract at the discretion of VDOT. 5. Appearance: Any person working under this contract shall be neat in appearance at all times. Proper dress shall include uniform provided by the contractor with contractor logo displayed on the shirt. 6. Signs or Advertisements: No signs or advertisements shall be posted on VDOT s property without prior written approval by the Contract Administrator. C. Authorized Work Hours and Yearly Service Schedule and documentation requirements: Starting times and Schedules: Inspections shall be pre-authorized by the VDOT Contract Administrator or designee at each site. Yearly Inspections will begin in February of each year. The contractor shall insure for the yearly inspection that all extinguishers are inspected and tagged prior to the end of the one year period from the date the extinguisher was last inspected. The contractor shall have 30 days to complete a Lot. Any extension of the one month period shall be approved by the Contract Administrator or designee. All work performed under this contract shall be performed on the designated day(s) between the hours of 7:00AM and 3:00PM unless otherwise approved by the Contract Administrator or designee. The Contract Administrator for the Lot locations are listed below. The Contract Administrator will be responsible for verifying the completion of the services of the Contractor at each Lot. The Contractor shall provide, for each Lot, a 22

23 fire extinguisher inspection report required under section IV A.3. to confirm services have been completed. There will be no partial invoices, the Contractor shall only invoice for a completed site. Lot 1 - Lynchburg District Office David Gardner Lot 2 - Appomattox Residency Ronnie Adcock Lot 3 - Dillwyn Residency Deborah Fish Lot 4 - Halifax Residency Tracey Whitt V. PREBID CONFERENCE: A pre-bid conference will not be held for this solicitation however potential Bidders are encouraged to present questions and obtain clarification relative to any facet of this solicitation. VI. METHOD FOR PAYMENT: Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of satisfactory goods received and/or completion of work. Invoices shall be submitted to the address listed below for all items completed within the designated billing period. Invoices will be provided to each site. VII.. Invoicing: Invoices may be submitted after acceptance of services for a Lot, no partial invoices will be accepted. Invoices shall include the contract number, purchase order number and a copy of the signed services certification letter, signed by the Contractor and by the VDOT designee. Invoices shall be submitted to each Lot address listed below: VDOT Attention: David Gardner 4219 Campbell Ave. Lynchburg, VA VDOT Attention: Ronnie Adcock Route 1008 Ferguson Street Appomattox, VA VDOT Attention: Deborah Fish 3400 Rosney Road Dillwyn, VA VDOT Attention: Tracey Whitt 5211 Halifax Road Halifax, VA VIII. BIDDER S INSTRUCTION: 1. BID SUBMISSION - INSTRUCTIONS: The following documents must be received in our office no later than the closing date and time stated below: 23

24 Entire bid package all pages including Signature Sheet page 1 signed in ink and the completed Bid Pricing Schedule page(s) Completed Vendor Qualification / Equipment Certification Attachment A Completed State Corporation Commission Form Attachment B Completed Subcontractor Approval Request Attachment C (if applicable) The IFB number and closing date should be clearly marked on the outside of the envelope. This solicitation will close on July 9, 2013 at 2:00PM Bids will be opened on July 9, 2013 at 2:00PM Return the bid to: Virginia Department of Transportation Administrative Services Procurement Section 4219 Campbell Avenue Lynchburg, Virginia Attention: Robert Dowdle 2. RECEIPT OF BIDS / LATE BIDS: It is the Bidders responsibility to insure that his/her bid is received prior to or at the specific time and the place designated in the solicitation. Bids received after the date and time specified for receipt shall not be considered. Bids not received at the time and place designated, (See Signature Page) even if they are received at other VDOT offices/locations will be considered late. For instructions for Identification of Bid Envelope see Special Term #12. Bids will be opened at the time and place stated on page 1 of this solicitation, and their contents per the Virginia Public Procurement Act and Commonwealth of Virginia Vendors Manual will be made public for the information of bidders and others interested who may be present either in person or by representative. The VDOT personnel whose duty it is to open the bids will decide when the specified time has arrived. No responsibility will be attached to any VDOT personnel for the premature opening of a bid not properly addressed and identified on the outside of a sealed envelope. IX. GENERAL TERMS AND CONDITIONS: A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at under Vendors Manual on the vendors tab. B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, ). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations. 24

25 C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, E). In every contract over $10,000 the provisions in 1. and 2. below apply: 1. During the performance of this contract, the contractor agrees as follows: a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements. 2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of F. DEBARMENT STATUS: By submitting their bids, bidders certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred. G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract. H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: 25

26 Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties. I. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer. J. PAYMENT: 1. To Prime Contractor: a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations). b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however. c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed. d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act. e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the Commonwealth shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, ). 2. To Subcontractors: a. A contractor awarded a contract under this solicitation is hereby obligated: (1) To pay the subcontractor(s) within seven (7) days of the contractor s receipt of payment from the Commonwealth for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or 26

27 (2) To notify the agency and the subcontractor(s), in writing, of the contractor s intention to withhold payment and the reason. b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth. 3. Each prime contractor who wins an award in which provision of a SWAM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment. 4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments. K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply. L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder s physical facilities prior to award to satisfy questions regarding the bidder s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein. M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications. N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth. O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways: 1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. 2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of 27

28 such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods: a. By mutual agreement between the parties in writing; or b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency s right to audit the contractor s records and/or to determine the correct number of units independently; or c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally. P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have. Q. TAXES: Sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Commonwealth s excise tax exemption registration number is K. R. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the bidder clearly indicates in its bid that the product offered is an equivalent product, such bid will be considered to offer the brand name product referenced in the solicitation. S. TRANSPORTATION AND PACKAGING: By submitting their bids, all bidders certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity. 28