INVITATION FOR BID # R UTILITY VEHICLES (ELECTRIC AND GASOLINE POWERED) TERM CONTRACT

Transcription

1 PROCUREMENT AND CONTRACTS P.O. BOX STOCKTON STREET RADFORD, VA INVITATION FOR BID # R UTILITY VEHICLES (ELECTRIC AND GASOLINE POWERED) TERM CONTRACT FEBRUARY 13, 2012 RADFORD UNIVERSITY IS A PROUD MEMBER OF VASCUPP (VIRGINIA ASSOCIATION OF STATE COLLEGE & UNIVERSITY PURCHASING PROFESSIONALS) Page 1

2 INVITATION FOR BID IFB # R ISSUE DATE: February 13, 2012 TITLE: (Electric and Gasoline Powered) COMMODITY CODE: ISSUING AGENCY: AGENCY WHERE WORK WILL BE PEFORMED: PERIOD OF PERFORMANCE: SEALED BIDS DUE DATE/TIME: QUESTIONS/INQUIRIES: RADFORD UNIVERSITY Procurement and Contracts David E. Armstrong Complex, 501 Stockton St. Post Office Box 6885 Radford, VA Radford University, Radford, VA. Upon Execution of Contract for a Period One (1) year with Four (4) one-year renewal options. February 29, 2012 up to 2:00 PM. BIDS RECEIVED AFTER THE DUE DATE AND TIME CANNOT BE ACCEPTED. all inquiries for information to: Teresa C. Anders at tanders@radford.edu IF BIDS ARE MAILED, SEND DIRECTLY TO RADFORD UNIVERSITY, PROCUREMENT AND CONTRACTS, POST OFFICE BOX 6885, RADFORD, VA IF BIDS ARE HAND DELIVERED OR SENT BY COURIER, DELIVER TO: Radford University, Procurement and Contracts, David E. Armstrong Complex, 501 Stockton St., Radford, VA In compliance with this Invitation for Bids and to all conditions imposed therein, the undersigned offers and agrees to furnish the goods/services described at the prices indicated in SECTION (7), Pricing Schedule. *YOU ARE REQUIRED TO RETURN ALL PAGES OF THE BID DOCUMENT AND ANY DELIVERABLES SPECIFIED. Legal Name and Address of Firm (Please Print) Date: Signature (In Ink): Print Name: Title: FEI/FIN/SS No.: Telephone: eva Vendor ID or DUNS No.: Fax: Check all that apply: Corporation Partnership Proprietorship Individual Woman-Owned Minority-Owned Small Business Department of Minority Business Enterprise (DMBE) Certification No. and Expiration Date: ( for additional information. Note: This public body does not discriminate against faith-based organizations in accordance with 36 of the Governing Rules or against a 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 Page 2

3 Table of Contents 1. PURPOSE: GENERAL: SCOPE OF WORK GENERAL TERMS AND CONDITIONS SPECIAL TERMS AND CONDITIONS.8 6. METHOD OF PAYMENT.8 7. PRICING SCHEDULE ATTACHMENTS.12 Attachment A: Special Terms and Conditions Attachment B: Vendor Data Sheet Page 3

4 1. PURPOSE: The intent and purpose of this Invitation for Bids (IFB) is to establish a term contract with one qualified contractor for furnishing Electric and Gas Powered Utility Carts at Radford University, located in the city of Radford, Virginia, hereinafter referred to as the Agency or the University. Response shall be in the form of a SEALED BID consisting of this IFB inclusive of all bid documents and requested deliverables. 2. GENERAL: A. Issuing/Contracting Office: This IFB is issued by Radford University s Procurement and Contracts Department. The Procurement and Contracts Department is the sole point of contact for the purpose of this IFB, resulting bids, and any resulting contract(s), unless otherwise stated herein. B. Background: 1. Nestled in the New River Valley of the Blue Ridge Mountains in Radford, Virginia, Radford University is student-centered and focused on providing outstanding academic programs for its more than 9,000 students. Well known for its strong faculty/student bonds, innovative use of technology in the learning environment and vibrant student life on a beautiful campus, the University offers many opportunities to get involved and succeed in and out of the classroom. 2. As stated in the University s Strategic Plan, 7-17, Forging a Bold New Future, the mission of the institution is as follows: Radford University serves the Commonwealth of Virginia and the nation through a wide range of academic, cultural, human service, and research programs. First and foremost, the University emphasizes teaching and learning and the process of learning in its commitment to the development of nature, responsible, well-educated citizens. RU develops students creative and critical thinking skills, teaches students to analyze problems and implement solutions, helps students discover their leadership styles, and fosters their growth as leaders. Toward these ends, the University is student-focused and promotes a sense of caring and of meaningful interaction among all members of the University community. Research is viewed as a vital corollary to the teaching and learning transaction as it sustains and enhances the ability to teach effectively. Radford University believes in the dynamics of change and has strong commitment to continuous review, evaluation, and improvement in the curriculum and all aspects of the University, so as to meet the changing needs of society. 3. In the U.S. News and World Report s 2010 Guide to America s Best Colleges, Radford University was named one of the nation s Top Up-and-Coming Schools. The University has continued its rise in these rankings, moving from 51 st in 2005 to 38 th in 2011 in the south for seven consecutive years. Additionally, in the past year the University was named in the Princeton Review s Guide to 286 Green Colleges as well as Blue Ridge Outdoors list of the greenest colleges in the Southeastern United States. 4. Currently, the University has a fleet of approximately 25 utility vehicles of a similar model as specified within the IFB. There are other makes and models utilized on campus as well. The University expects to purchase between one and six utility vehicles within the first year of the contract. Page 4

5 C. Addendums: Any changes resulting from the University s requirements will be issued in the form of a written addendum and will be posted on the eva website, and the Public Posting Board located in the Procurement and Contracts Department in the David E. Armstrong complex at Radford University. It is the sole responsibility of the bidder to check the eva web page for all changes to the IFB prior to bid submission. Failure to do so may cause your bid to be determined non-responsive. Radford University will not mail or fax these documents. D. Correspondence: Questions regarding the meaning or interpretation of this IFB, attachments, specifications, etc. shall be requested in writing and must be submitted to reach the Contract Officer prior to 8:00 a.m. on February 24, Answers will be provided by an addendum to all prospective contractors. Submit direct questions or correspondence regarding the IFB to: Radford University Teresa C. Anders, VCO Procurement and Contracts Post Office Box 6885 Radford, Virginia Phone: (540) Fax: (540) tanders@radford.edu 3. SCOPE OF WORK/DESCRIPTION OF ITEMS: Contractor shall furnish (as detailed in the following specifications) and deliver utility vehicles, both electric and gasoline powered, to Radford University. The specifications provided are for the Club Car Carryall 6, 4x2 model utility cart. This shall be the equal to or better standard. Club Car s website is If a different model/brand is provided cut sheets should be provided with the bid document. Model: Club Car Carryall 6 4x2(Most recent model year available) STANDARD SPECIFICATIONS or if bidding on equal to or better provide Model/Mfg Number: Specs Carryall 6 Electric Carryall 6 Gas Power Source Electric Gas Engine Kawasaki 4-cycle, OHV, 351 cc, singlecylinder, air-cooled, pressurelubricated, spin-on oil filter. Drive Motor 48-volt shunt/sepex Horsepower 3.7 3,400 rpm(continuous) 21 2,000 rpm (peak) ,600 rpm, exceeds SAE J1940 Performance Standards Governor Automatic ground speed sensing, internally geared-in unitized transaxle Governed RPM 3050+/-30 Ignition Electronic with electronic limiter Drive Unit 12.3:1 direct-drive axle, doublereduction helical gear Unitized transaxle with helical gears; 11.8:1 forward, 17.1:1 reverse Electrical System 48-volt 12-volt, 500 cca 105 min reverse Batteries Eight 6-volt, Standard: 115 Heavy Duty; 145 minutes@75 amps Charger On-board with reel, automatic, computer-controlled 48-volt DC, 17 amp, UL and CUL listed Controller 500 amp solid state Page 5

6 Specs Carryall 6 Electric Carryall 6 Gas Steering Self-adjusting rack and pinion Self-adjusting rack and pinion Front Suspension Independent leaf spring with dual hydraulic shocks Independent leaf spring with dual hydraulic shocks Rear Suspension Leaf springs with dual hydraulic shocks Leaf springs with dual hydraulic shocks Brakes 4-wheel mechanical drum 4-wheel mechanical drum Park Brake Foot-operated, multi-lock Foot-operated, multi-lock Stabilizer Bar No Yes Frame Chassis Aluminum I-beam Aluminum I-beam Body Color Matching paint over-molded in color Matching paint over-molded in color Front Body ArmorFlex ArmorFlex Rear Body All aluminum All aluminum Light Package Standard Standard Front Tires 18 x , 6-ply rated, premium tread 18 x , 6-ply rated, premium tread Rear Tires 18 x , 6-ply rated, premium 18 x , 6 ply rated premium tread tread Instrumentation Battery capacity indicator, Battery warning light Battery capacity indicator, Battery warning light Cargo Bed Size 70.5 in x 45.1 in x 9.3 in (17.1 ft 3) cm x cm x 23.5 cm 70.5 in x 45.1 in x 9.3 in (17.1 ft 3) cm x cm x 23.5 cm Flat Bed Size 67.6 in x 44.2 in (171.8 cm x cm) 67.6 in x 44.2 in (171.8 cm x cm) Bed Height 27 (68.6 cm) 27 in (68.6 cm) Bed Capacity 1,000 lb (499.4 kg) 1,000 lb (499.4 kg) Total Vehicle 1,500 lb (681 kg) 1,500 lb (681 kg) Seating Capacity 2 2 Overall Length 134 in (340.4 cm) 134 in (340.4 cm) Overall Width 49.3 in (125.2 cm) 49.3 in (125.2 cm) Overall Height 48 in (121.9 cm) 49 in (121.9 cm) Wheelbase 98.5 in (250.2 cm) 98.5 in (250.2 cm) Ground Clearance 4.5 in (11.4 cm) 4.5 in (11.4 cm) Fuel Tank Capacity 6 gallons (22.7 L) Tread 34.5 in/38.5 in (87.6 cm/98.8 cm) 34.5 in/38.5 in (87.6 cm/98.8 cm) Dry Weight Less Batteries 743 lb (337.3 kg) 868 lb (394.1 kg) Outside Radius Circle 24.7 ft (7.5 m) dia 24.7 ft (7.5 m)dia Turning Radius 12 ft (3.7 m) 12 ft (3.7 m) Intersecting Aisle Radius 90 in (228.6 cm) 90 in (228.6 cm) Speed Range 5-17 mph ( kph) mph ( kph) Vehicle Warranty 2-year limited, 4-year limited battery 2-year limited AVAILABLE OPTIONS: Optional Accessory Carryall 6 Electric Carryall 6 Gas Weather Protection Ambulance Canopy ASI Safety with Wiper Cab Assembly Cab Attachment Adapter Kit Can Fan/Defogger Canopy Top Beige (Standard Length) Canopy Top Beige (Extended Length) Page 6

7 Optional Accessory Carryall 6 Electric Carryall 6 Gas Canopy Top Beige (for use with van box) Canopy Top White Canopy Top White (Extended Length) Canopy Top white (for use with van box) Enclosure 3 sided, white Enclosure Beige (use with canopy & van box) Enclosure White (use with canopy & van box) ROPS Seat Belt Kit 3 Sided Enclosure White (canopy required) Hinged Windshield Kit One-Piece Tinted Windshield Exterior: Bed Mat Cab Safety Strobe Toolbox Flat Bed West Coast Style Mirror Outside Mirror Set of 2 Beige Black Blue Burgundy Dark Grey Green Light Grey Red White Interior: Cab Inside Review Mirror Lighting & Electronics: Cab Accessory Switch Panel Cab Interior Dome Light Safety Stobe Light with Post Mount Work Lights, Set of 2 Performance: Communication Display Module Spark Arrestor Display Module Implements & Attachments: Triple Ball Pintle Hitch Combo Additional Options and Accessories: Turn Signals Locking Glove Box Wheel Covers Page 7

8 Additional Options and Accessories: Heavy Duty Battery Battery Warning Indicator Fuel Gauge and Hour Meter Custom Van Box Electric Bed Lift 2 Inch Rear Receiver Hitch Cab Heater Swisher Dump Cart Stake Side Kit Tire: 18 x , 6 ply rated premium tread 4. GENERAL TERMS AND CONDITIONS: The standard General Terms and Conditions may be accessed by clicking on the following lick which directs you to the University s website. RADFORDUNIVERSITY.pdf. It is the sole responsibility of the bidder to access and print the referenced terms and conditions. These terms and conditions are made part of this Invitation for Bid by reference. 5. SPECIAL TERMS AND CONDITIONS: See Attachment A. 6. METHOD OF PAYMENT: The Contractor shall submit a fully itemized invoice that references the Radford University contract number, material description, quantities and unit prices. Payment will be made thirty days after receipt of proper invoice for the amount due, or thirty days after receipt of goods/services, whichever is the later, in accordance with Commonwealth of Virginia Prompt Payment Legislation. Mail invoices to: RADFORD UNIVERSITY ACCOUNTS PAYABLE POST OFFICE BOX 6906 RADFORD, VIRGINIA Page 8

9 7. PRICING SCHEDULE: The Contractor agrees to provide the goods/services in compliance with the scope of work as well as the terms and conditions at the firm fixed price as follows: Section A: Model: Club Car Carryall 6 4x2(Most recent model year available) STANDARD SPECIFICATIONS Specs Carryall 6 Electric Carryall 6 Gas Power Source Electric Gas Engine Kawasaki 4-cycle, OHV, 351 cc, single-cylinder, aircooled, pressure-lubricated, spin-on oil filter. Drive Motor 48-volt shunt/sepex Horsepower 3.7 3,400 rpm(continuous) 21 2,000 rpm (peak) ,600 rpm, exceeds SAE J1940 Performance Standards Governor Automatic ground speed sensing, internally geared-in unitized transaxle Governed RPM 3050+/-30 Ignition Electronic with electronic limiter Drive Unit 12.3:1 direct-drive axle, double-reduction helical gear Unitized transaxle with helical gears; 11.8:1 forward, 17.1:1 reverse Electrical System 48-volt 12-volt, 500 cca 105 min reverse Batteries Eight 6-volt, Standard: 115 Heavy Duty; 145 minutes@75 amps Charger On-board with reel, automatic, computercontrolled 48-volt DC, 17 amp, UL and CUL listed Controller 500 amp solid state Steering Self-adjusting rack and pinion Self-adjusting rack and pinion Front Suspension Independent leaf spring with dual Independent leaf spring with dual hydraulic shocks hydraulic shocks Rear Suspension Leaf springs with dual hydraulic shocks Leaf springs with dual hydraulic shocks Brakes 4-wheel mechanical drum 4-wheel mechanical drum Park Brake Foot-operated, multi-lock Foot-operated, multi-lock Stabilizer Bar No Yes Frame Chassis Aluminum I-beam Aluminum I-beam Body Color Matching paint over-molded in color Matching paint over-molded in color Front Body ArmorFlex ArmorFlex Rear Body All aluminum All aluminum Light Package Standard Standard Front Tires 18 x , 6-ply rated, premium tread 18 x , 6-ply rated, premium tread Rear Tires 18 x , 6-ply rated, premium tread 18 x , 6 ply rated premium tread Instrumentation Battery capacity indicator, Battery warning Battery capacity indicator, Battery warning light light Cargo Bed Size 70.5 in x 45.1 in x 9.3 in (17.1 ft 3) cm x cm x 23.5 cm 70.5 in x 45.1 in x 9.3 in (17.1 ft 3) cm x cm x 23.5 cm Flat Bed Size 67.6 in x 44.2 in (171.8 cm x cm) 67.6 in x 44.2 in (171.8 cm x cm) Bed Height 27 (68.6 cm) 27 in (68.6 cm) Bed Capacity 1,000 lb (499.4 kg) 1,000 lb (499.4 kg) Total Vehicle 1,500 lb (681 kg) 1,500 lb (681 kg) Seating Capacity 2 2 Overall Length 134 in (340.4 cm) 134 in (340.4 cm) Overall Width 49.3 in (125.2 cm) 49.3 in (125.2 cm) Page 9

10 Specs Carryall 6 Electric Carryall 6 Gas Overall Height 48 in (121.9 cm) 49 in (121.9 cm) Wheelbase 98.5 in (250.2 cm) 98.5 in (250.2 cm) Ground Clearance 4.5 in (11.4 cm) 4.5 in (11.4 cm) Fuel Tank Capacity 6 gallons (22.7 L) Tread 34.5 in/38.5 in (87.6 cm/98.8 cm) 34.5 in/38.5 in (87.6 cm/98.8 cm) Dry Weight Less 743 lb (337.3 kg) 868 lb (394.1 kg) Batteries Outside Radius Circle 24.7 ft (7.5 m) dia 24.7 ft (7.5 m)dia Turning Radius 12 ft (3.7 m) 12 ft (3.7 m) Intersecting Aisle 90 in (228.6 cm) 90 in (228.6 cm) Radius Speed Range 5-17 mph ( kph) mph ( kph) Vehicle Warranty 2-year limited, 4-year limited battery 2-year limited BASE PRICE $ $ Section B: AVAILABLE OPTIONS: Optional Accessory Carryall 6 Electric Cost Carryall 6 Gas Cost Weather Protection Ambulance Canopy $ $ ASI Safety with Wiper Cab Assembly Cab Attachment Adapter Kit Cab Fan/Defogger Canopy Top Beige (Standard Length) Canopy Top Beige (Extended Length) Canopy Top Beige (for use with van box) Canopy Top White Canopy Top White (Extended Length) Canopy Top white (for use with van box) Enclosure 3 sided, white Enclosure Beige (use with canopy & van box) Enclosure White (use with canopy & van box) ROPS Seat Belt Kit 3 Sided Enclosure White (canopy required) Hinged Windshield Kit One-Piece Tinted Windshield Exterior: Bed Mat Cab Safety Strobe Toolbox Flat Bed West Coast Style Mirror Outside Mirror Set of 2 Page 10

11 Optional Accessory Carryall 6 Electric Cost Carryall 6 Gas Cost Beige $ $ Black Blue Burgundy Dark Grey Green Light Grey Red White Interior: Cab Inside Rearview Mirror Lighting & Electronics: Cab Accessory Switch Panel Cab Interior Dome Light Safety Stobe Light with Post Mount Work Lights, Set of 2 Performance: Communication Display Module Spark Arrestor Display Module Implements & Attachments: Triple Ball Pintle Hitch Combo Additional Options and Accessories: Turn Signals Locking Glove Box Wheel Covers Heavy Duty Battery Battery Warning Indicator Fuel Gauge and Hour Meter Custom Van Box Electric Bed Lift 2 Inch Rear Receiver Hitch Cab Heater Swisher Dump Cart Stake Side Kit Tire: 18 x , 6 ply rated premium tread Section C: Delivery Fees It is the preference of the university for deliveries to be F.O.B. Destination; however, if delivery fees are applicable please indicate the added cost per delivery in this section: $ Delivery Fees Section D: Replacement Parts All replacements parts will be provided at a percentage off of current list price. Quotes shall provide the current list cost, the percentage of discount allowed based on the contract, and the resulting net costs. The percentage of discount is: %. This percentage of discount will not be calculated to determine the low bid. Page 11

12 8. ATTACHMENTS: Attachment A Special Terms and Conditions Attachment B Vendor Reference Data Sheet Page 12

13 ATTACHMENT A SPECIAL TERMS AND CONDITIONS 1. ADDITIONAL INFORMATION: Radford University reserves the right to ask any bidder to submit information missing from its bid, to clarify its bid and to submit additional information which the University deems desirable. 2. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods and services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms, and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services that are newly introduced during the term of this contract. Such additional goods and services will be provided to the University at favored nations pricing, terms, and conditions. 3. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this bid/proposal, no indication of such sales or services to Radford University will be used in product literature or advertising. The contractor shall not state in any of its advertising or product literature that Radford University has purchased or uses any of its products or services, and the contractor shall not include Radford University in any client list in advertising and promotional materials. 4. ASSIGNMENT OF CONTRACT: The contractor cannot assign a contract in whole or in part without the prior written consent of the University. 5. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period. 6. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the University shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this contract. 7. AWARD: The Commonwealth will make the award(s) on total sum basis to the lowest responsive and responsible bidder. The Procurement and Contracts Department reserves the right to conduct any test it may deem advisable and to make all evaluations. The Commonwealth also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest. 8. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for a period of sixty (60) days. At the end of the sixty (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. Page 13

14 9. BID EVALUATION PROCEDURES: Bids will be evaluated on the basis of an estimated total. The estimated total shall be the summation of the contractor s firm fixed price for each required line item. Contractor Do not fill in the blank spaces. Section A: Qty: (1 Each)Carryall 6 Electric Qty: (1 Each) Carryall 6 Gas BASE PRICE $ /Each $ /Each Section B: AVAILABLE OPTIONS: Optional Accessory Carryall 6 Electric Cost Carryall 6 Gas Weather Protection ASI Safety with Wiper $ $ Cab Fan/Defogger $ $ Enclosure 3 sided, $ $ white ROPS Seat Belt Kit $ $ Exterior: Cab Safety Strobe $ $ West Coast Style $ $ Mirror Red $ $ Interior: Safety Stobe Light with $ $ Post Mount Additional Options and Accessories: Battery Warning Indicator $ $ Fuel Gauge and Hour Meter $ $ Cab Heater $ $ OPTIONS COST: $ $ Cost Section C: Delivery Fees It is the preference of the university for deliveries to be F.O.B. Destination; however, if delivery fees are applicable please indicate the added cost per delivery in this section: $ Delivery Fees TOTAL SUM ELECTRIC UTILITY CART: $ GASOLINE POWERED: $ Total sum to determine lowest bid will be the sum of sections A+B+C=TOTAL SUM. This example is only intended to reflect the procedure to be used. 10. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period. 11. CANCELLATION OF CONTRACT: Radford University reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contract of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. Page 14

15 12. CONTRACT ADMINISTRATION: Radford University assigns Contract Administrators to each contract awarded. The Contract Administrator shall be the initial point of contact for the Contractor. Contract Administrators are charged with ensuring the terms and conditions of the contract are followed, payments are made in accordance to the contractual pricing schedule, and reporting noncompliance issues to the Procurement and Contracts Department at Radford University. Contract Administrators do not have the authority to authorize changes and/or modifications to the contract. Should noncompliance issues exist and cannot be resolved at this level or changes/modifications to the contract are required, the assigned Contract Officer in the Procurement and Contracts Department must be notified immediately by the Contract Administrator. The assigned Contract Administrator is Julio Stephens. His contact information is as follows: Name: Stephens, Julio Title: Sustainability Coord Office (540) Phone: Department: Facilities Mgmt Sustainability Building: David E Armstrong Complex 153 Office Box: Box CONTRACT PARTICIPATION: Under the authority of 6 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (copy available at Cooperative Procurement, it is the intent of this solicitation and resulting contracts to allow for cooperative procurement. Accordingly, any public, body, public or private health or educational institutions or lead issuing institution s affiliated corporations may access any resulting contract if authorized by the contractor. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) may be extended to the entities indicated above to purchase at contract prices in accordance with the contract terms. The Contractor shall notify the lead-issuing institution in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from Radford University. Radford University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Radford University is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances. Use of this contract(s) does not preclude any participating entity from using other contracts or competitive processes as the need may be. Please contact the buyer for additional information. 14. CONTRACTOR S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the contractor or by any subcontractor subject to any chattel mortgage or under a conditional sales or other agreement by which an interest is retained by the seller. The contractor warrants that he has clear title to all materials and supplies for which he invoices for payment. Page 15

16 15. DELIVERY: State your earliest firm delivery or performance date:, This date may be a factor in making the award. 16. DELIVERY NOTIFICATION: Radford University shall be notified forty-eight (48) hours prior to delivery of any items so that personal may be available to allow access to the building and verify items received. Notification shall be made to: Name: Julio Stephens Phone #: (540) eva BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will result in multiple purchase order(s) with the eva transaction fee specified below assessed for each order: A. for orders issued prior to August 16, 2006, the Vendor Transaction Fee is 1%, capped at a maximum of $500 per order. B. For orders issued August 16, 2006 thru June 30, 2011, the Vendor Transaction Fee is: i. DMBE-certified Small Business: 1% Capped at $500 per order. ii. Businesses that are not DMBE-certified Small Businesses: 1% Capped at $1,500 per order. C. For orders issued July 1, 2011 through June 30, 2012, the Vendor Transaction Fee is: i. DMBE-certified Small Businesses: 0.75% Capped at $500 per order. ii. Businesses that are not DMBE-certified Small Businesses: 0.75% Capped at $1,500 per order. D. For orders issued July 1, 2012 and after, the Vendor Transaction Fee is: i. DMBE-certified Small Businesses: 1% Capped at $500 per order. ii. Businesses that are not DMBE-certified Small Businesses: 1% Capped at $1,500 per order. The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date. Any adjustments, (increases/decreases) will be handled through purchase order changes. The eva Internet electronic procurement solution, website portal streamlines and automates government purchasing activities in the Commonwealth. The portal is a gateway for vendors to conduct business with state agencies and public bodies. Vendors desiring to provide goods and/or services to the Commonwealth are encouraged to participate in the eva Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eva Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from Contractors should Catalog or Index Page information to eva-catalog-manager@dgs.virginia.gov. 18. EXAMINATION OF DOCUMENTS AND SITE: The failure or omission of any bidder to receive or examine any form, instrument, addendum or other document or to visit the site and acquaint her/himself with conditions therein existing shall in no way relieve any bidder from any obligations with respect to his bid or to the contract. The submission of a bid shall be taken as Prima Facia evidence of compliance with this section. 19. IDENTIFICATION OF BID ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned in a separate envelope or package, sealed and identified as follows: Page 16

17 From: Name of Bidder: IFB# R Address: Due Date: February 29, 2012 Time: 2:00 PM IFB Title:, Electric and Gasoline Powered City, State, Zip Code Contract Officer: Teresa C. Anders, VCO This envelope should be addressed as direct on the Invitation for Bids Face Sheet of this solicitation. If a bid not contained in the special envelope is mailed, the bidder takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid to be disqualified. Bids may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids should be placed in the envelope. 20. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the issuing agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered. 21. LATE BIDS: It is the bidder s sole responsibility to ensure bids are received by the due date and time indicated on the face sheet of the bid document. The official time used to record receipt of bids is the time posted on the electronic date/time stamp machine located in the Procurement and Contracts Department in the David E. Armstrong Complex at Radford University. Bids received after the date and time designated on the bid document are automatically disqualified and will not be considered. Disqualified bids are returned to the bidder unopened. The University is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or the internal university mail system. It is the sole responsibility of the Bidder to ensure that its bid reaches the Procurement and Contracts office by the designated date and hour. Bid receipts and openings scheduled during a period of suspended state business operations will be rescheduled for processing at the same time on the next regularly scheduled business day. 22. MAINTENANCE MANUALS: The contractor shall provide with each piece of equipment an operations and maintenance manual with wiring diagrams, parts list, and a copy of all warranties. 23. MANUFACTURE S ACKNOWLEDGEMENT: Contractor shall submit a manufacturer s acknowledgement within fourteen (14) days from the date the purchase order was issued verifying that the order has been received by the manufacturer. The acknowledgement shall show that items have been ordered as specified, and the expected delivery date is the same as the purchase order. Contractors who do not submit the acknowledgement within the specified time frame may be considered to be in default. If a contractor encounters a problem with submitting the manufacturer s acknowledgement, they shall notify Radford University s Office of Procurement and Contracts with the earliest firm date that acknowledgement shall be received. Upon notification, if it is found to be in the best interest of the University, an extension may be approved. If the new date is not approved or met, the contractor may be placed in immediate default. 24. NAME OF MANUFACTURER AND SHIPPING POINT: Each bidder shall supply in the space below the name and address of the manufacturer of each item offered and the shipping point. Item Number(s) Manufacturer Address Page 17

18 Shipping Point 25. PARKING POLICY: All contractors vehicles parked on the Radford University campus must be registered with the Radford University Parking Services Department and display a valid contractor s parking pass. A pass may be obtained by filling out an application for a Radford University Contractor s Parking Pass and submitting it to the Radford University Parking Services Department. Contractors should be aware that vehicles parked on the Radford University campus without a parking pass or permit are subject to ticketing and fines. Operating vehicles on sidewalks, plazas, and areas heavily occupied by pedestrians is prohibited. In the unlikely event a driver should find it necessary to drive on Radford University sidewalks, plazas and areas heavily used by pedestrians, the driver must yield to pedestrians. For a complete list of parking regulations, please go to Radford University Parking Services may also be contacted by calling (540) The safety of our students, faculty and staff is of paramount importance to us. Accordingly, violators may be charged. 26. 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/proposal to enable the University to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid/proposal to be considered nonresponsive. 27. PRODUCT AVAILABILTIY / SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contract Officer. The University may, at is discretion, require the contractor to provide a substitute item of equivalent or better quality/subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes available to the contractor. 28. REFERENCES: Bidder shall provide a list of at least four (4) references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number. See Attachment B Vendor Reference Data Sheet. 29. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth for four (4) successive one year periods under the terms and conditions of the original contract except as stated in A. and B. below. Price increases may be negotiated only at the time of renewal. Written notice of the Commonwealth s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period. A. If the Commonwealth elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one-year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the services category of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. B. If during any subsequent renewal periods, the Commonwealth elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the services category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. 30. SMALL BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE: Page 18

19 A. It is the goal of the Commonwealth that 40% of its purchases are made from small businesses. This includes discretionary spending in prime contracts and subcontracts. All potential bidders/offerors are required to submit a Small Business Subcontracting Plan. Unless the bidder/offeror is registered as a DMBE-certified small business and where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to DMBE-certified small businesses. This shall not exclude DMBEcertified women-owned and minority-owned businesses when they have received DMBE small business certification. No bidder/offeror or subcontractor shall be considered a Small Businesses, a Women-Owned Business or a Minority-Owned Businesses unless certified as such by the Department of Minority Business Enterprise (DMBE) by the due date for receipt of bids or proposals. If a small business subcontractors are used, the prime contractor agrees to report the use of small business subcontractors by providing the purchasing office at a minimum the following information: name of small business with the DMBE certification number or FEIN, phone number, total dollar amount subcontracted, category type (small, women-owned, minority-owned), and type of product/service provided. This information shall be submitted to: Radford University Procurement and Contracts Office, ATTN: SWAM Subcontracting Compliance, Post Office Box 6885, Radford, Virginia B. Each prime contractor who wins an award in which the provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution with every request for payment, evidence of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the small business subcontracting plan. This information shall be submitted to: Radford University Procurement and Contracts Office, ATTN: SWAM Subcontracting Compliance, Post Office Box 6885, Radford, Virginia When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office at a minimum the following information: name of firm with the DMBE certification number of FEIN number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product or service provided. Payment(s) may be withheld until compliance with the plan is received and confirmed by the agency or institution. The agency or institution reserves the right to pursue other appropriate remedies to include but not be limited to, termination for default. C. Each prime contractor who wins an award valued over $200,000 shall deliver to the contracting agency or institution with every request for payment, information on use of subcontractors that are not DMBE-certified small businesses. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office at a minimum the following information: name of firm, phone number, FEIN number, total dollar amount subcontracted, and type of product or service provided. This information shall be submitted to: Radford University Procurement and Contracts Office, ATTN: SWAM Subcontracting Compliance, Post Office Box 6885, Radford, Virginia (Buyers should be sure to attach form S001 as Attachment to any solicitation where these Special Terms and Conditions are used. This is required in solicitations where the value is over $100,000 or where a small business subcontracting plan is a condition of award (i.e. RFP s as there are 20 points assigned to this criterion or IFB s with a potential value of $100,000 or greater) 31. SPECIAL DISCOUNTS: The contractor shall extend any special educational or promotional sale prices or discount immediately to the University during the term of the contract. Such notices shall also advise the duration of the specific sale or discount price. 32. USE OF RECYCLED MATERIALS: Notwithstanding the prohibition against used, damaged or obsolete items, vendors are encouraged to use secondary or recycled materials in the manufacture of products to the maximum extent practicable without jeopardizing the performance or intended end use of the product Page 19

20 unless such use is precluded due to health and welfare of safety requirements or product specifications contained herein. Please provide the following information in this regard: A. Do any of the goods offered contain recycled materials? Yes No B. If so, please qualify the recycled material content. 33. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the University by any other clause of this solicitation. A copy of this warranty should be furnished with the bid. Page 20

21 ATTACHMENT B VENDOR DATA SHEET *Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid/offer nonresponsive. Qualifications: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements. Vendor s Primary Contact: NAME: PHONE: Year s in Business: Indicate the length of time you have been in business providing this type of good or service: YEARS: MONTHS: References: Indicate below a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods/services. Include the length of service and the name, address and telephone number of the point of contact. Company: Contact: Phone: ( ) Fax: ( ) Project: Dates of Service: $ Value: Company: Contact: Phone: ( ) Fax: ( ) Project: Dates of Service: $ Value: Page 21

22 VENDOR DATA SHEET Company: Contact: Phone: ( ) Fax: ( ) Project: Dates of Service: $ Value: Company: Contact: Phone: ( ) Fax: ( ) Project: Dates of Service: $ Value: I certify the accuracy of this information. Signed: Title: Date: Page 22