INVITATION FOR BID. TITLE: Maintenance Storage Building #2

Transcription

1 INVITATION FOR BID ISSUE DATE: April 10, 2018 IFB #: S-LB TITLE: Maintenance Storage Building #2 Sealed Bids will be received until May 1, 2018 at 2:00 p.m. for furnishing items and/or services described herein. Facsimile and/or electronic bids will NOT be accepted. Any Changes and/or Addenda to this solicitation will be posted on the PWCS Web site at Bidders are responsible for checking this Web site prior to bid submission. Failure to acknowledge all addenda may result in declaration of your bid as non-responsive. All inquiries for information regarding Bid Submission requirements or Procurement Procedures should be directed to: Laurie Baber, CPPB, Senior Buyer, Phone: (703) , Fax: (703) , BIDS MAILED SHALL BE SENT DIRECTLY TO: Prince William County Public Schools Edward L. Kelly Leadership Center Attn: Financial Services/Purchasing Rm #1500 IFB # S-LB P.O. Box 389 Manassas, VA BIDS HAND DELIVERED AND/OR EXPRESS COURIER SERVICES SHALL BE SENT TO: Prince William County Public Schools Edward L. Kelly Leadership Center Attn: Financial Services/Purchasing Rm #1500 IFB # S-LB Bristow Road Manassas, VA PWCS does not discriminate against faith-based organizations in accordance with the Code of Virginia, Section or against any Bidder or Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. In Compliance With This Invitation For Bid and To All The Conditions Imposed Herein, The Undersigned Offers and Agrees To Provide The Goods/Services At The Prices Indicated In The Pricing Schedule. Name and Address of Firm: Date: By: Signature In Ink Telephone: Fax: Address: VA Contractors License # Print/Type Title This Solicitation Requires State Corporation Commission SCC ID # (This is not your Tax ID Number) Refer to Section 7.1.

2 TABLE OF CONTENTS TITLE PAGE NO. PURPOSE... 1 BACKGROUND... 1 CONTRACT ADMINISTRATOR/PROJECT MANAGER... 1 OPTIONAL SITE VISIT... 1 WORK COMPLETION... 1 SCOPE OF CONTRACT... 1 SPECIAL TERMS AND CONDITIONS Authority to Transact Business in the Commonwealth Availability of Funds Award of Contract Bid Bond Guarantee Bid Prices Certificate of Compliance Cleaning of Site Contractor Registration Coordination of Work Extra Charges Not Allowed Final Inspection Guarantee of Work1 Identification of Bid Envelope Installation Insurance Method of Ordering Method of Payment Ownership of Material Performance and Payment Bonds Prime Contractor Responsibilities Product Information Protection of Persons and Property Subcontracts Use of Premises and Removal of Debris Work Site Damages GENERAL TERMS AND CONDITIONS PRICING SCHEDULE Bid Submission ATTACHMENTS: CONTRACTOR DATA SHEET... ATTACHMENT A CERTIFICATE OF COMPLIANCE... ATTACHMENT B VENDOR INFORMATION FORM... ATTACHMENT C SITE PLAN... ATTACHMENT D Full set of drawings will be provided to potential Bidders only. Bidder s must contact the buyer via for such request to include full company name, address, phone number and contact person. All request must be received within five (5) days of bid opening date.

3 1. PURPOSE: The Purpose and Intent of this Invitation for Bid (IFB) is to establish a firm fixed price contract with one (1) qualified source to furnish, deliver and install a post-frame, metal skinned storage building for Prince William County Public Schools, herein referred to as PWCS, in accordance with the specifications, terms and conditions stated herein. 2. BACKGROUND: Prince William County Public Schools is located 35 miles southwest of Washington, DC and 80 miles north of Richmond, VA. The county encompasses 348 square miles and stretches from the Potomac River to the Bull Run Mountains. PWCS enrollment on September 30, 2017 was 89,861 pupils, making it the second largest of 138 school divisions in the Commonwealth of Virginia. The school division is growing at the rate of more than 1,000 students per year. There are currently 60 elementary schools, 17 middle schools, 12 high schools, 3 special education schools, 2 alternative schools and 4 traditional schools. 3. CONTRACT ADMINISTRATOR/PROJECT MANAGER: The following employees of PWCS are identified to use all powers under the contract to enforce its faithful performance: 3.1. CONTRACT ADMINISTRATOR: As the Contract Administrator, the following individual, or her designee, shall serves as the interpreter of the conditions of the contract and shall use all powers under the contract to enforce its faithful performance. Laurie Baber, Senior Buyer, , baberl@pwcs.edu 3.2. PROJECT MANAGER: The following individual shall work directly with the Contractor in scheduling and coordinating work, answering questions regarding the scope of work, and providing general direction under the resulting contract: Azmir Kabilovic, Project Manager, , kabiloax@pwcs.edu 4. OPTIONAL SITE VISIT: The site will be available for inspection up until five (5) days prior to the bid opening date. To visit the site, contact the PWCS Project Manager. The location of the site is: Joplin Road, Manassas, VA Failure to visit the site will not prohibit the Bidder from submitting a bid. 5. WORK COMPLETION: It is the intent of PWCS to make an award no later than June 7, Actual on-site work is to be scheduled and coordinated with the Project Manager. The site will be available for work completion during the hours 7:00 a.m. to 3:00 p.m. Monday through Friday. Work completion outside these hours shall be arranged through the Project Manager. The time in which the Contractor agrees to complete the work is of the essence of the contract. It is the intent of PWCS to have substantial completion by April 15, Final project completion shall be completed no later than April 30, SCOPE OF CONTRACT: Contractor shall provide all necessary labor, parts, tools, materials, equipment, delivery and resources as may be required to furnish, deliver and install a new post-frame, metal skinned building at the PWCS Independent Hill Complex, Joplin Road, Manassas, VA, in accordance with the Site Plans, Attachment X, specifications and terms and conditions stated here 6.1. Design Criteria: Governing Building Code - Structural design for the building system shall follow the latest edition of the International Construction Code (ICC) and applicable amendments as adopted by the State in which the building is to be located. Where there is any conflict, the stricter code shall prevail Virginia Uniform Statewide Building Code, Virginia Construction Code,

4 6.2. Building Construction Classification and Use Group: 6.3. Building Specifications: Construction shall be Type V-B-Unprotected Wood Frame, Non- Sprinklered (as allowed by code) with the Occupancy and Use Group in compliance with the codes listed Footings - Footings will be sized according to building code and soil conditions. Footings shall be wet poured to meet or exceed local building code and soil conditions. Footer size and bearing capacity must be determined by contractor and approved before placement of concrete Loads for snow, wind and seismic shall follow the Building Classification Code for Type 5-1, Storage Building, based on the location of the building, unless specified below or as listed on the bid drawings, and may not be reduced Collateral Load - Additional imposed loads required by the contract documents other than the weight of the building system. These added loads shall include such items as mechanical, electrical, and ceiling systems Load Combinations - Load combinations used to design primary and secondary structural members shall be according to the governing code Roof Live Load Roof live loads are loads produced during the life of the structure by moveable objects. Wind, snow, seismic or dead loads are not live loads. Roof live loads are calculated at 20 pounds per square foot Dead Load - The weight of building system construction, such as roof, framing, and covering members Ground Snow Loads Ground snow loads for roof trusses shall follow the Building Classification Code for Type 5-1, Storage Building, in addition to the city and county of location compatible with ASCE 7-95 through ASCE Contractor shall provide the basis of design, Conestoga Building by CB Structures or approved equal, that meets all applicable codes and requirements herein Contractor must clearly and specifically identify the product being offered on Pricing Schedule, Section 8 and enclose with their bid complete and detailed descriptive literature, drawings, catalog cuts, and specifications with the bid to enable PWCS to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive The building system for this project will be a post-frame type preengineered building system or approved equal and includes, but not limited to, footings, poles, building insulation, 4 trough drain spanning building length, girts/purlins, skirt board, trusses and truss carriers, siding, roofing, gutters and downspouts, doors and trim, interior and exterior concrete work and all other required components and accessories for a completed pre-engineered postframe type building as listed below or as referenced on drawings: Building size will measure 54 feet wide by 150 feet long Clear height from the finished slab elevation to the underside of the 2

5 6.4. Material Specifications: roof trusses will be 17 feet 0 inches The building will have a nominal 4/12 roof pitch with 12-inch eave and gable overhangs with fully vented soffit, ridge vent, and 5-inch seamless gutters Building must be erected on 5 ft. high concrete or masonry wall, and designed using the Site Plan, Attachment D, as a guideline Soil bearing design for the building footings, foundations, and slab shall be based on a maximum allowable bearing pressure of 1,500 pounds per square foot (PSF) Building shall have guttering and downspouts installed along the full length of the eaves Building shall rest on a 54 x 150 six-inch thick, 4000 psi concrete slab with a footing/foundation meeting building code requirement Building shall have two (2) insulated electric overhead doors, (14-2 x 14-1 ) with electric door openers and two (2) standard personnel doors (3 0 x 6-8 ) in swing right hinge. Electrical power for overhead doors shall be provided by PWCS Doors shall be weathertight and installed at the length end of the building with proper door locking hardware installed on each door Concrete aprons for the overhead doors shall be 14 x20 and 5 x5 for personnel doors Poles- Minimum three- ply or four-ply (2x6 (or 8)) as applicable glue-laminated posts on eave walls, three-ply (2x6) glue-laminated posts on gable end walls. Posts shall be no more than 8 feet on center on side walls and gable ends Posts- shall be #1 Southern Yellow Pine treated with CCA to a 0.6 pcf retention and #2 untreated Southern Yellow Pine. 50-year warranty shall apply Treatment - The treated portion shall be designed to extend at least 7-9 above the ground line. The adhesives shall be for wet-use conforming to ASTM D The laminations shall be surfaced, glued, and then clamped. The columns shall be surfaced, after curing, on the narrow faces of the laminations. Nail laminated or solid posts will not be permitted Each production lot shall be qualified by the following tests as described in AITC and include AITC Test 107 Shear, AITC Test 110 Cyclic Delamination and AITC Test 119 END Joint Tension Material Skirt Board 2x8 Southern Yellow Pine with pressure preservative chemical treatments to retention levels for Use Category UC4B or better per AWPA-U Connection hardware As per fastening schedule on contractor provided drawings Material Girts and Purlins-shall be non-treated, 2 x 4 3

6 Spruce/Pine/Fir (SPF) #2 grade or better placed no more than 2 feet on center. Girts and purlins shall be attached in compliance with fastener schedules on the approved shop drawings Connection hardware As per fastening schedule on approved drawings Headers Headers shall be engineered Laminated Veneer Lumber (LVL) or Machine Stress Rated (MSR) lumber. Each piece shall be non-destructively evaluated and quality control tested to verify the strength and stiffness of the final product Connection hardware As per fastening schedule on approved drawings Trusses Roof trusses shall be metal-plated, pre-engineered wood trusses to meet the building design loads as required on approved drawings per the designer of record. All trusses shall be spaced no more than 48 inches on center with a minimum 4/12 pitch unless otherwise noted. When applicable, trusses shall be tested, certified and sealed by an engineering professional for load design Connection hardware All trusses shall be attached with rafter tie connectors and fastened as per fastening schedule on approved drawings Siding Siding shall be 28-gauge structural steel grade 80 produced in conformance with ASTM792 coating 47% - 57% aluminum, 1% - 3%magnesium, 1% - 2% silicon with the remainder zinc, 95,000 PSI minimum yield; AZM substrate. Heat formed panels with Colorbond paint system, or equivalent, with 40-year pro-rated warranty, 25-year perforation warranty. Edges shall be treated with cut-edge corrosion inhibitor (CECITM) with 10-year edge rust warranty. Panels shall be procured from the same manufacturer as the steel roofing manufacturer with a limited 50-year warranty. Color shall be selected by PWCS from the siding manufacturers standard color chart for this product Connection hardware Siding shall be attached with self-drilling exposed zinc plated/color Sentri painted, or equivalent, (to coordinate with siding color) screws with EPDM gasket fastened as per siding manufacturers recommendations and per wind load designs. Fasteners shall be installed in a straight line only Roofing Roofing shall be 28-gauge structural steel grade 80 produced in conformance with ASTM792 coating 47% - 57% aluminum, 1% - 3%magnesium, 1% - 2% silicon with the remainder zinc, 95,000 PSI minimum yield; AZM substrate. Heat formed panels with Colorbond paint system, or equivalent, with 40-year pro-rated warranty, 25-year perforation warranty. Edges shall be treated with cut-edge corrosion inhibitor (CECITM) with 10-year edge rust warranty. Panels shall be procured from the same manufacturer as the steel siding manufacturer with a limited 50-year warranty. Color shall be selected by PWCS from the siding manufacturers standard color chart for this product Connection hardware Metal roofing shall be attached with selfdrilling exposed zinc plated/color Sentri painted, or equivalent, (to coordinate with roofing color) screws with EPDM gasket fastened as per roofing manufacturers recommendations and per wind load designs. Fasteners shall be installed in a straight line only. 4

7 6.5. Quality Assurance: 6.6. Execution Inspection: Lumber Fasteners Unless specified otherwise in these specifications or in the fastener schedule on the designer approved shop drawings, all lumber shall be fastened with double hot dipped galvanized 3-1/2 pneumatic nails Metal Fasteners - Unless specified otherwise in these specifications or in the fastener schedule on the designer approved shop drawings, all metals shall be fastened with color coordinated fasteners Gutters and Downspouts Gutters shall be 5-inch Type K seamless gutter with 3x4 downspouts (as required), discharging to grade. Color shall be selected by PWCS from the manufacturers standard color chart Trims - All entry doors, Overhead Doors and windows are to have either integral or applied metal J-trim with a 2-inch exposed face. Corner, rake, ridge vent and base angle trims shall also be included. Color shall be selected by PWCS from the manufacturers standard color chart The manufacturer shall have a minimum of 15 years experience in the post-frame building industry The Builder/Erector shall have specialized experience in the postframe building and erection system for a period of no less than 5 years and be properly licensed in the State of Virginia Structural framing (and sheathing if required) shall be the design of a licensed Professional Engineer/Architect, registered in the State of Virginia In addition, the manufacturer shall provide, upon request, evidence of compliance with specifications through testing independent of the manufacturer s suppliers Metal Panels shall withstand ASTM D-4214, latest version, and ASTM D-2244, latest version, paragraph 4.3 testing without change in appearance or material failure and have been performed by an independent testing facility Posts, sheathing, trusses and metal panels must be erected plumb, level, straight and true by qualified workmen with connections as shown and anchored as detailed in the approved shop drawings Contractor must include, with their bid submission, five (5) references in which projects are the same scope and size of this project. Failure to include this may result in the bid being deemed nonresponsive Before start of installation, carefully inspect installed Work of other trades affecting construction of the post frame building. Verify that all such work is complete to the point where installation of the post-frame building may properly commence Verify that the work of this section may be installed in accordance with all applicable codes and regulations, and within original design shown and indicated on the approved shop drawings. In the event of a discrepancy, 5

8 6.7. Building Erection: installer shall immediately notify the designer of record. Installation shall not proceed until discrepancies and/or unsatisfactory conditions have been fully resolved and/or approved as agreed by the designer of record and the installer Work shall proceed in accordance with contractor s current, written instructions and as per approved design specifications and approved shop drawings for erection of post-framed building systems Install all footers, foundations, wall and roof structural elements, building components and accessories as shown in the approved shop drawings, in component supplier instruction sheets and/or in accordance with IBC and NFBA specifications Floors shall be as specified and as shown on the approved shop drawings Install all connections between indicated structural components per approved shop drawings Install wall girts and roof purlins in the orientation shown in the approved shop drawings Provide temporary bracing as required to maintain structure plumb and in alignment until completion of erection and installation of permanent bracing Handle, install and brace all trusses during construction according to the TPI s, HIB-Post Frame document Install required roof bracing as shown on shop drawings If applicable, install individual web member permanent lateral restraint at the locations shown on the sealed truss shop drawings If applicable, install diagonal bracing to appropriate individual web members for permanent lateral restraint as specified by section B3 of BCSI for metal plate connected wood trusses Install permanent wind bracing in the wall system as shown on the approved shop drawings Install supplemental framing as required for any roof top equipment and/or wall openings for other framed openings such as louvers and doors Install all framing components to within ¼ inch from level and 1/8 inch from plumb. Install all siding and roofing - 1/8 inch from true position Do not field cut or alter structural members without approval of preengineered building manufacturer Install siding and roof cladding in accordance with manufacturer s instructions to structural supports, aligned level and plumb. Install sealant and gaskets to prevent weather penetration at eaves Install door frame, door, overhead door, window and glass, and other accessories in accordance with manufacturer s instructions. Adjust all 6

9 6.8. Cleaning and Protection: 6.9. Contractor Responsibilities: operating components as required to assure that they operate in accordance with manufacturer s or supplier s recommendations Seal all wall and roof accessories with watertight and weather-tight sealant in accordance with other specifications in this document and as preengineered building manufacturer recommends Rigidly support and secure components to achieve positive slope for water flow to outlets per IBC. Join lengths with formed seams and seal with watertight sealant. Flash and seal gutters to downspouts Contractor shall clean all building elements, components and/or surfaces in areas with more than normal construction amount of foreign matter such as dirt, dust or other surface debris. More than normal dirt, debris and other blemishes are defined as visible by a majority of normal-sighted individuals when viewed under natural noon-day lighting from an at grade position no closer than fifteen feet to the blemish in question Touch up all marred, abraded or otherwise damaged finishes as deemed necessary so the evident of such damage is eliminated At the completion of the Work, remove trash, debris and all excess materials, cartons and/or items so that all areas of work are clean Provide protective measure, as required, so the wood post-frame building is without damage or deterioration at the time of Substantial Completion Provide to PWCS two (2) complete sets of approved engineered stamped drawings. Drawings shall be provided within twenty (20) calendar days after notice to proceed Examine the work areas and site conditions under which work stated herein shall be performed. Contractor shall notify PWCS of any condition(s) which may affect installation of building structure The Contractor shall maintain a sufficient supply of manpower and equipment to complete the project in a continuous safe and timely manner The Contractor shall make the areas safe at the end of each work shift Prepare site where building is being erected Deliver building materials to site location as designated by the PWCS Provide concrete slab, aprons for overhead and personal doors Erect storage building on concrete slab, foundation and walls Secure building permit, schedule all necessary inspections Furnish and install all supplementary or miscellaneous items, appurtenances and devices incidental to or necessary for a sound, secure and 7

10 complete installation Provide finished grading and/or landscape work Provide final approval/inspection and acceptance of building structure Obtain final inspection of work from PWCS PWCS Responsibilities: PWCS will provide the following for this project: Prepare site plan and obtain approval from Prince William County Locate and clearly mark all underground utilities prior to construction Provide grade stakes or locator flags to flag corners of building Provide access and drive lane space for delivery trucks to allow unloading of materials Provide designated drop-off area for unloading of materials Provide clear (at grade) work area space around building perimeter Provide electrical power to building Approve engineer stamped drawings submitted by Contractor PWCS is responsible for electrical and plumbing for new building Provide on-site supervision of construction activities General Requirements: The Contractor shall designate a Job Manager who shall be on site during any work being performed. The PWCS Project Manager shall communicate freely to the Contractor through the Contractor s Job Manager The Contractor shall not act on requests or take direction from anyone except the designated PWCS Project Manager. Any additional work which is outside the scope of this contract, or any time extensions shall be approved, in writing, by the PWCS Project Manager prior to starting the work At the discretion of the PWCS Project Manager, any employee of the Contractor and/or subcontractor may be removed with or without cause, from any project site The Contractor shall promptly remove from the premises all work and/or materials condemned by PWCS as failing to conform to the contract, whether incorporated or not, and the Contractor shall promptly replace and reexecute condemned work in accordance with the contract and without expense to PWCS, and shall bear the expense of making good all work of other Contractor destroyed or damaged by such removal or replacement Warranty: The Contractor shall guarantee to the PWCS the following warranties. All warranty documentation shall be provided to PWCS within ten (10) days after final completion. Final payment will not be made until all warranty 8

11 7. SPECIAL TERMS AND CONDITIONS: documentation has been received Pressure Treated Lumber - Fifty (50) years from the date of building completion that the pressure-treated lumber will not fail due to decay or insect damage. The Manufacturer will bear the cost of repair or replacement Workmanship - One (1) year from the date of building completion that all workmanship defects will be corrected Repair/Replacement - One (1) year from the date of building completion, the Contractor will repair or replace items which prove to be defective Panel paint coatings - The paint coating of the roof and siding panels will be guaranteed to perform under limited warranty against cracking, check or peeling for 50 years; chalk and fading 35 years; red rust 10 years, and perforation 25 years AUTHORITY TO TRANSACT BUSINESS IN THE COMMONWEALTH: Any Bidder registered or organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity as described in the Code of Virginia The proper legal name of the firm or entity, form of the firm (i.e. corporation, limited partnership, etc.) and the identification number issued to the Bidder by the State Corporation Commission must be written in the space provided on the bid submission form (cover page), Pricing Schedule, and Vendor Information Form. Any Bidder not required to be authorized to transact business in the Commonwealth of Virginia shall include in its proposal a statement/documentation from their legal counsel describing why the Bidder is not required to be registered. Failure of a prospective and/or successful Bidder to provide such documentation shall be grounds for rejection of their proposal. For further information, refer to the Commonwealth of Virginia State Corporation Commission Web site at: Any falsification or misrepresentation contained in the statement submitted by the Bidder pursuant to the Code of Virginia , Code of Virginia, Title 13.1 or Title 50 may be cause for debarment by PWCS AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that PWCS shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this contract AWARD OF CONTRACT: The award will be made to the lowest responsive and responsible Bidder based on a total lump sum basis as indicated in the Pricing Schedule, Section 8. PWCS reserves the right to make a separate award for each item, a group of items or all items, and to make an award either in whole or in part, whichever is deemed in the best interest of PWCS. PWCS reserves the right to reject any or all bids, in whole or in part, to waive any informality and to delete items prior to making the award, whenever it is deemed in the sole opinion of PWCS to be in its best interest BID BOND GUARANTEE Each bid shall be accompanied by a bid bond or guarantee of five percent (5%) of the amount of the bid, which shall be certified check, cash escrow or a bid bond payable to Prince William County Public Schools. The sureties of all bonds shall be of such surety company or companies as are approved by the State and are authorized to transact business in the Commonwealth of Virginia. Such bid bond or check shall be submitted with the understanding that it shall guarantee that the bidder will not withdraw such bid during the period of sixty (60) days following the opening of bid; that if such bid is 9

12 accepted, the bidder will accept and perform under the terms of the Invitation of Bid. The bid guarantee will be returned upon award of contract BID PRICES: Bid prices shall be in the form of a firm fixed lump sum total amount basis, in accordance with the specifications and terms and conditions identified herein. All prices shall include all direct and indirect costs such as travel, disposal fees, permits, profit and overhead, supervision, equipment, material, etc CERTIFICATE OF COMPLIANCE: By signing and submitting a bid, the Bidder acknowledges that as a condition of any Contract awarded and prior to Notice of Award, the Bidder/ Contractor must certify that neither the Contractor, any employee of the Contractor, nor any other person who will provide services under the Contract and will have direct contact with students on school property during regular school hours or school-sponsored activities, have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. Bidder further acknowledges that such certification shall be binding on the Bidder/Contractor throughout the term of any Contract, including renewals or extensions, thereof, and agrees to provide immediate notice to PWCS of any event which might render such certification untrue, including the arrest indictment, or investigation of any individual providing such services. The successful Bidder agrees to fully document and provide this Certificate of Compliance (Attachment B) prior to Notice of Award CLEANING OF SITE: The Contractor shall always, keep the premises free from accumulation of waste materials or rubbish caused by the work performed. The Contractor shall remove daily all waste materials, rubbish, tools, equipment, machinery, and surplus materials from and about the job, and the Contractor shall clean all building surfaces and leave the work area broom clean CONTRACTOR REGISTRATION: If a contract for construction, removal, repair or improvement of a building or other real property is for one hundred twenty thousand dollars ($120,000) or more, or if the total value of all such contracts undertaken by the Bidder within any twelve-month period is seven hundred fifty thousand dollars ($750,000) or more, the Bidder is required under Title , Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors as a "CLASS A CONTRACTOR". If such a contract is for seventy-five hundred dollars ($7,500) or more but less than one hundred twenty thousand dollars ($120,000), the Bidder is required to be licensed as a "CLASS B CONTRACTOR". The Bidder shall place on the outside of the envelope containing the bid and shall place in the bid over his signature whichever of the following notations is appropriate, inserting his contractor license number: Licensed Class A Virginia Contractor Number: Specialty: If the Bidder shall fail to provide this information on his bid or on the envelope containing the bid and shall fail to promptly provide said Contractor license number to PWCS in writing when requested to do so before or after the opening of Bids, he shall be deemed to be in violation of Section of the Code of Virginia (1950), as amended, and his bid will not be considered. If a Bidder shall fail to obtain the required license prior to submission of his/her bid, the bid shall not be considered COORDINATION OF WORK: The Contractor shall plan and coordinate all work through the Project Manager EXTRA CHARGES NOT ALLOWED: The bid price shall be for the complete delivery, ready for PWCS use, and shall include all applicable freight charges; extra charges will not be allowed for shipment to multiple locations. 10

13 7.11. FINAL INSPECTION: At the conclusion of the work, the Contractor shall demonstrate to the authorized PWCS representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor's sole expense prior to final acceptance of the work GUARANTEE OF WORK: Except as otherwise specified, all work shall be guaranteed by the Contractor against defects resulting from the use of inferior materials, equipment or workmanship for one year from the date of final acceptance of the entire project by PWCS in writing If, within the guarantee period, defects are noticed by PWCS which require repairs or changes in connection with the guaranteed work, those repairs or changes being in the opinion of PWCS rendered necessary as the result of the use of materials, equipment or workmanship, which are defective, or inferior or not in accordance with the terms on the contract, then the Contractor shall promptly upon receipt of notice from PWCS, such notice being given not more than two weeks after the guarantee period expires, and without expense to PWCS Place in satisfactory condition, in every particular, all such guaranteed work and correct all defects therein Make good on all damage to the structure, site, equipment or contents thereof, which is the result of use of materials, equipment, or workmanship which are inferior, defective or not in accordance with the terms of the contract Make good any work, materials, equipment, contents of structures, and/or disturbance of the site in fulfilling any such guarantee In any case, where in fulfilling the requirements of the contract or any guarantee embraced in or required thereby, the Contractor disturbs any work guaranteed under the contract, he shall restore such work to a condition satisfactory to PWCS and guarantee such restored work to the same extent as it was guaranteed under such other contract If the Contractor, after notice, fails to proceed promptly to comply with the terms of the guarantee, PWCS may have the defects corrected and the Contractor shall be liable for all expense incurred IDENTIFICATION OF BID ENVELOPE: The signed bid should be returned in a sealed envelope or package, sealed, addressed as directed on the Cover Page, and identified as follows: The signed bid should be returned in a sealed envelope or package, sealed, addressed as directed on the Cover Page, and identified as below. Bids may be hand delivered to the designated location. PWCS will not accept facsimile and/or electronic bids. From: Name of Bidder Due Date Due Time Street or Box Number IFB Number IFB Title 11

14 City State, Zip Code Name of Buyer INSTALLATION: All work and/or equipment shall be assembled, operational, and fully completed, ready for PWCS use INSURANCE: By signing and submitting a bid or proposal under this solicitation, the Bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the work commences. Additionally, the Bidder agrees to maintain the required coverage during the entire term of the contract and that all insurance policies will be issued by insurance companies authorized by the Virginia State Corporation Commission. Additionally, the Bidder agrees to furnish evidence of insurance in the form of an Acord 25 Certificate of Insurance within five (5) days of notice of award. During the period of the contract, PWCS reserves the right to require the Contractor to furnish certificates of insurance for the coverage required by PWCS and the Commonwealth of Virginia as indicated below: Worker's Compensation - Statutory requirements and benefits Employer s Liability - $100, Commercial General Liability - 1,000,000 combined single limit coverage with $2,000,000 general aggregate covering all premises and operations and including Personal Injury, Completed Operations, Contractual Liability, and where applicable to the project (as determined by PWCS), Products and Independent Contractors. The general aggregate limit shall apply to this project. Prince William County School Board is to be included as an additional insured with respect to the services being provided Automobile Liability - $1,000,000 combined single limit per occurrence. The Prince William County School Board is to be included as an additional insured with respect to the services being provided METHOD OF ORDERING: Prince William County Schools (PWCS) may use three (3) different methods of placing orders from the final contract: Delivery Orders (DO s), Purchase (delivery) orders (PC s, PD s and CT s), and approved PWCS procurement cards (encouraged) Procurement Card Orders and payments may be made by the use of a Prince William County Schools Procurement and/or Single Use Card. The Procurement and/or Single Use Card is currently a Master Card. Contractors are encouraged to accept this method of order and payment Contractors willing to accept PWCS procurement cards should check the box on the Pricing Schedule In any contract resulting from this IFB, the contractor shall be paid 95% of the amount due of each progress payment, with the remaining 5% being retained to assure faithful performance of the contract. All amounts withheld shall be included in the final payment. Any subcontract which provides for similar progress payments shall be subject to the same limitations METHOD OF PAYMENT: The Contractor shall be paid on the basis of invoices submitted, to be paid net thirty (30) days from receipt and approval by an authorized PWCS official, upon satisfactory completion of delivery and/or installation. Payment shall be made after satisfactory performance of the contract in accordance with all of the provisions thereof and upon receipt of a properly completed invoice. The School Board reserves the right to 12

15 withhold any or all payments or portions thereof for contractor's failure to perform in accordance with the provisions of the contract or any modifications thereto. In any contract resulting from this IFB, the contractor shall be paid 95% of the amount due of each progress payment, with the remaining 5% being retained to assure faithful performance of the contract. All amounts withheld shall be included in the final payment. Any subcontract which provides for similar progress payments shall be subject to the same limitations OWNERSHIP OF MATERIAL: Ownership of all data, material, and documentation originated and prepared by the Contractor for PWCS pursuant to this solicitation and any resulting contract shall belong exclusively to PWCS and be subject to public inspection in accordance with the Virginia Freedom of Information Act PERFORMANCE AND PAYMENT BOND: The successful Bidder(s) shall deliver to the Purchasing Office and executed AIA Form and Document A312 Performance and Labor and Material Payment Bonds each in the sum of the contract amount, with Prince William County School Board as oblige ten (10) days from Notice of Award. The surety shall be a surety company or companies approved by the Virginia State Corporation Commission to transact business in the Commonwealth of Virginia. No payment shall be due and payable to the contractor, even if the contract has been performed in whole or in part, until the bonds have been delivered to and approved by the PWCS Purchasing Office PRIME CONTRACTOR RESPONSIBILITES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees PRODUCT INFORMATION: The Bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts, and specifications with the bid to enable PWCS to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive. It will not be the responsibility of PWCS to determine which products are being offered from the vendors catalog or cut sheet, if it is not clearly identified PROTECTION OF PERSONS AND PROPERTY: The Contractor expressly undertakes, both directly and through its Subcontractor(s), to take every precaution at all times for the protection of persons and property, including PWCS' employees and property and its own The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs relating to the work The Contractor shall continuously maintain adequate protection of all his/her work from damage and shall protect PWCS' property from injury or loss arising relating to this contract. The Contractor shall make good any such damage, injury, or loss, except such as may be directly due to errors in the Contract Documents or caused by agents or employees of PWCS. The Contractor shall adequately protect adjacent property as provided by law and the Contract Documents, and shall provide and maintain all passageways, guard fences, lights and other facilities for protection required by public authority, local conditions, or any of the Contract Documents In an emergency affecting the safety or life of individuals, or of the work, or of adjoining property, the Contractor, without special instruction or authorization from PWCS, is hereby permitted to act, at its discretion, to prevent threatened loss or injury, be instructed or authorized to act by PWCS, he shall so act, without appeal. Any additional 13

16 compensation or extension of time claimed by the Contractor because of any emergency work shall be determined as provided in the contract SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the Purchasing Office. If the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the Purchasing Office the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract USE OF PREMISES AND REMOVAL OF DEBRIS: The Contractor shall expressly undertake, either directly or through its Subcontractor: To perform this Contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises, at the location of the work, or with the work of any contractor; To store its apparatus, materials, supplies, and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of his work or the work of PWCS or any other Contractor To place upon the work or any part thereof only such loads as are consistent with the safety of that portion of the work To effect all cutting, filling, or patching of its work required to make the same conform to the plans and specifications, and except with the consent of PWCS Project Inspector, not to cut or otherwise alter the work of any other Contractor. The Contractor shall not damage or endanger any portion of the work by cutting, patching or otherwise altering any work, or by excavation; and To clean up daily all refuse, rubbish, scrap materials and debris caused by its operation, or as necessary so that at all times the area of the work presents a safe, neat, orderly, and workmanlike appearance WORK SITE DAMAGES: Any damage to existing facilities or equipment resulting from the performance of this contract shall be repaired to PWCS' satisfaction at the Contractor's expense. Back-charging for the damage may be necessary. 14

17 GENERAL TERMS AND CONDITIONS (Revised 6/11/14) These general terms, conditions and instructions apply to all purchases and are a part of each solicitation and every contract awarded by PWCS, unless otherwise specified in such solicitation or contract. The Purchasing Office is responsible for the purchasing activity of Prince William County Public Schools and its governing body, the Prince William County Public School Board. The term PWCS as used herein refers to the contracting entity which is the signatory on the contract and may be either PWCS, or the PWCS School Board, or both. Bidder/Offeror or their authorized representatives are expected to inform themselves fully as to the conditions, requirements, and specifications before submitting bids/proposals: failure to do so will be at the bidder s/offeror s own risk. These general terms, conditions and instructions are subject to all applicable Federal, State and local statutes, policies, resolutions, and regulations (collectively laws ), and are to be interpreted so as to be consistent with such laws. In the case of irreducible conflict, these general terms and conditions are preempted by applicable laws. AUTHORITY 1. The Supervisor of Purchasing has been delegated authority for issuance of invitations to bid, request for proposals, modifications, purchase orders and awards approved by and for PWCS. In the discharge of these responsibilities, the Supervisor of Purchasing may be assisted by delegating to Buyers and other Purchasing Office staff. Unless specifically delegated by the Supervisor of Purchasing, no other PWCS officer or employee is authorized to enter into purchase negotiations, change orders, contracts, or in any way obligate PWCS for indebtedness. Any purchase order or contract made which is contrary to these provisions and authorities shall be of no effect and void, and PWCS shall not be bound thereby. CONDITIONS OF BIDDING/OFFERING 2. OPEN PRICING RECORDS: The classification of line item prices and/or bid prices as proprietary information or trade secrets is not acceptable. All bid prices will be read aloud at the public bid opening and posted on the PWCS Purchasing website. Any bidder who designates bid prices as proprietary information or trade secrets will be given 48 hours to withdraw this designation. If it is not withdrawn, their bid will be rejected. See b.3 of the Virginia Public Procurement Act. 3. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, PWCS will publicly post such notice on the Purchasing Web site, for a minimum of 10 calendar days except in emergencies. 4. CLARIFICATION OF TERMS: If any prospective Bidder/Offeror has questions about the specifications or other solicitation documents, the prospective Bidder/Offeror shall contact the Buyer whose name appears on the face of the solicitation no later than five (5) working days before the due date. Any revisions to the solicitation will be made only by a written addendum issued by the Purchasing Office. 5. DEBARMENT STATUS: By submitting their bid/proposal, the Bidder/ Offeror certifies that he/she is not currently debarred by the Commonwealth of Virginia or PWCS from submitting bids/proposals on contracts for the type of goods and/or services covered by this solicitation, nor is the Bidder/Offeror an agent of any person or entity that is currently so debarred. 6. ERRORS IN BIDS: When an error is made in extending total prices, the unit bid price times the number of units will govern. Erasures and changes in bids must be initialed by the bidder. Carelessness in quoting prices, omitting portions of the work from the calculations, or in preparation of the bid otherwise will not relieve the bidder. Bidders are cautioned to recheck their bids for possible error. Errors discovered after public opening cannot otherwise be corrected except as provided in paragraph 16 below, and the bidder will be required to perform if his or her bid is accepted. 7. ETHICS IN PUBLIC CONTRACTING: By submitting their bid/proposal, Bidders/Offerors certify that their bid/proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder/Offeror, supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have not conferred on any public employee having official responsibility for this procurement 15 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. 8. INCLEMENT WEATHER: Due to inclement weather conditions, PWCS may elect to close schools and administration offices. The following is an explanation of the policy: CODE GREEN: All PWCS schools are closed. Administration offices are opened. CODE RED: All PWCS schools are closed. Administration offices are closed. 8.1 In the event of a delay school opening, all times shall remain as stated in the Invitation for Bid/Request for Proposal. 8.2 In the event that PWCS closes on a CODE GREEN, any optional/mandatory pre-bid/proposal conference and all bid/proposal openings will be held as scheduled. 8.3 In the event that PWCS closes on a CODE RED, any optional/mandatory pre-bid proposal conference and all bid/proposal openings will be held on the next business day the PWCS experiences a normal opening, a delayed opening, or a school closing on a CODE GREEN, at the time previously scheduled. No exceptions will be made in this matter. 9. LATE BIDS/PROPOSALS: To be considered for selection, bids/proposals must be received by the PWCS Purchasing Office by the designated date and hour. The official time used in the receipt of bids/proposals is that time on the automatic time stamp machine in the Purchasing Office. Bids/proposals received in the Purchasing Office after the date and hour designated are nonresponsive, automatically disqualified and will not be considered. PWCS is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or the intra-school mail system or delivery by any other means. It is the sole responsibility of the Bidder/Offeror to ensure that his/her bid/proposal reaches the Purchasing Office by the designated date and hour. 10. MANDATORY USE OF PWCS FORM AND TERMS AND CONDITIONS: Failure to submit a bid/proposal on the official PWCS form provided for that purpose may be cause for rejection of the bid/proposal. Return of this complete solicitation document is required. Modification of or additions to the General and/or Special Terms and Conditions of this solicitation may be cause for rejection of the bid/proposal; however, the Supervisor of Purchasing reserves the right to decide, on a case by case basis, in his/her sole discretion, whether to reject such a bid/proposal as nonresponsive. As a precondition to its acceptance, PWCS may, in its sole discretion, request that the Bidder/Offeror withdraw or modify non-responsive portions of a bid/proposal, which do not affect quality, quantity, price or delivery schedule. 11. OFFICIAL NOT TO BENEFIT: 11.1 Each Bidder/Offeror certifies by signing a bid/proposal that to the best of his/her knowledge no PWCS official or employee having official responsibility for the procurement transaction or member of his/her immediate family has received or will receive any financial benefit of more than nominal or minimal