Lauderdale County Board of Supervisors 410 Constitution Ave, 11 th Floor Meridian, Mississippi 39301 601-482-9746 Main 601-482-9744 Fax Information Packet TERM BIDS FOR PERIOD JULY 1, 2018 THROUGH JUNE 30, 2019 FOR THE FOLLOWING: **BID NO: 3819 Service Contract - Electrical UN-Priced Solicitation Due: On or before, Wednesday, May 23, 2018 at 4:30 p.m. **Electronic Bids Due: On or before 9:45 am, Wednesday, June 7, 2018 Company Name 1
INSTRUCTIONS TO BIDDERS/SPECIFICATIONS In 2017 Mississippi passed legislation requiring government bidding to be conducted by reverse auction and to allow any bid to be submitted by electronic means. The Lauderdale County Board of Supervisors is required to follow these laws. Vendors are welcome to continue to submit paper bids in sealed envelopes, but are encouraged to participate in the reverse auction process. REVERSE AUCTION DEFINITION: Process allowing several vendors to compete for the right to sell goods or services to a buyer. Competing vendors can see the price of their competitors and lower their price to compete for the sale. Bidders are required to submit their completed bid packet without pricing no later than 4:30 p.m. on Wednesday, May 23, 2018. This may be submitted in any of the following ways: Un-Priced Bids: Written packet submitted in sealed envelope and clearly labeled as UN-PRICED OFFER with bidder s name and address, name of bid, bid number and bid due date. Bids may be mailed or delivered to 410 Constitution Ave, 11 th Floor, Meridian, Mississippi, 39301 or by Electronic bid submission via www.centralauctionhouse.com. Submissions will be evaluated and vendors submitting acceptable offers will be invited to submit priced bids. Electronic bids and/or reverse auction bids can be submitted via www.centralauctionhouse.com. For any questions relating to the electronic bidding process, please call Central Bidding at 225-810- 4814. Bidding will be held by electronic reverse auction on Thursday, June 7, 2018, starting at 9:00 a.m. and ending at 2:00 p.m. at www.centralauctionhouse.com. The county reserves the right to utilize anti-sniping for reverse auctions. Anti-sniping is a tool that automatically extends the bid time for a reverse auction by fifteen (15) minutes if a vendor places a bid in the final five (5) minutes of the reverse auction. The anti-sniping effect will auto extend the reverse auction bid time any time a bid is placed in the last five (5) minutes of the reverse auction and can auto extend the reverse auction multiple times until the bidding on the reverse auction ends. Specifications and procedures are available on Central Bidding at https://www.centralauctionhouse.com/. All bids must comply with the specifications provided. The Office of Purchasing will review all submissions for compliance to specifications. The County will notify each bidder regarding their status upon review. Acceptance indicates all specifications were met. Unacceptable indicates the proposal does not meet all specifications and will not be considered for the reverse auction. All bidders will be notified after proposals have been reviewed. Acceptable offers will be extended an invitation to participate in the reverse auction (or to submit their written sealed pricing.) The County reserves the right to open all bidding based on information provided by quote submissions by qualified bidders. Bidders submitting non-compliant offers will receive notification of noncompliance. The reverse auction is conducted online through the website of a contracted vendor specializing in electronic bidding. This company trains all vendors on how to use their website to submit their pricing upon registration of the bid and prior to the start of the auction process. This bidding technique offers bidders the opportunity to understand their bidding position in real time and allows them the ability to adjust their pricing accordingly. Adjustments can continue to be made until the end of the auction period. By pre-qualifying the technical submissions, all bidders will have the assurance that they are competing with other qualified submissions. There is no fee to our bidders to participate in the reverse auction. Bidders who submit their proposals in a written delivery method may still participate in the reverse auction bid by attending the auction and submitting their pricing during the auction period. Refer to the Authorization of Representation for Reverse Auction Bidding form on page 5. Electronic submission provides a way for bidders to submit their un-priced proposals without the need for printing, mailing or hand delivery of bid packets to the County. All documents are uploaded to the contracted vendor s website and transmitted to the County. There is no fee to our bidders for this service provided you download the bid packet from the County s website. All addenda are to be acknowledged and submitted with the bid response. The bid package shall be considered to be one bid document and all aspects of every part of the bid document shall be considered as defining the responsibility of the bidder. The Lauderdale County Board of Supervisors reserves the right to amend the specifications, accept or reject any and/or all bids and waive informalities. **Please note the County will be utilizing the Electronic bid submission process for this purchase. All instructions are provided within our bid packet. 2
BID CALENDAR Bid Publication May 4, 2018 Bid Publication May 11, 2018 Un-priced Proposals Due May 23, 2018 Evaluation of Proposals Process May 23, 2018 Notification of Invitation to Bid (based upon acceptance of Proposals) No later than May 30, 2018 Reverse Auction Bidding and/or Electronic Bid Submission Due June 7, 2018 Anticipated Recommendation to Board of Supervisors No later than June 14, 2018 3
Lauderdale County Board of Supervisors 410 Constitution Ave, 11 th Floor Meridian, Mississippi 39301 601-482-9746 Main UN-PRICED OFFER FOR PRE-QUALIFICATION Bid Name: ELECTRICAL SERVICE Bid File Number: 3819 UN-Priced Solicitation Due: Wednesday, May 23, 2018 at 4:30 p.m. **Electronic Bids Due: On or before 9:45 am, Wednesday, June 7, 2018 COMPANY NAME: ADDRESS: CITY, STATE, ZIP: PHONE: CONTACT PERSON FOR THIS BID: EMAIL: PHONE: ORDERING CONTACT PERSON FOR THIS BID: It is agreed by the undersigned bidder that this signature submission of this bid represents the bidder s acceptance and compliance of all terms, conditions, and requirements of all bid documents. Our company intends to participate in the reverse auction/bid process: ( NO indicates you will submit a one-time written bid price.) YES NO If your response is YES, where will you participate? Location of my choosing Office of Purchasing Does your company intend to use County computers during the auction? YES NO Bidders participating at the Office of Purchasing and/or submitting a paper bid are required to complete and return the Authorization of Representation for Reverse Auction Bidding. ACKNOWLEDGEMENT OF ADDENDUMS: ADDENDUM 1: ADDENDUM 2: ADDENDUM 3: Authorized Signature Printed Name Date *All Electronic Un-Priced Bid Specifications and Procedures may be submitted electronically at www.centralbidding.com no later than 4:30 pm, Wednesday, May 23, 2018. ** All Sealed Un-Priced Bid Specifications and Procedures must be on file with the Lauderdale County Purchasing Clerk prior to or by the acceptance date and time as stated above. 4
Lauderdale County Board of Supervisors 410 Constitution Ave, 11 th Floor Meridian, Mississippi 39301 601-482-9746 Main AUTHORIZATION OF REPRESENTATION FOR REVERSE AUCTION BIDDING (To be used with paper bid submissions only.) **Electronic Bids Due: On or before 9:45 am, Wednesday, June 7, 2018 Bid Name: ELECTRICAL SERVICE Bid File Number: 3819 COMPANY NAME: ADDRESS: CITY, STATE, ZIP: PHONE: CONTACT PERSON FOR THIS BID: EMAIL: PHONE: REPRESENTED BY: This is to confirm has authority to represent our company for the purpose of submitting bid(s) Service Contract - Electrical for the Lauderdale County Board of Supervisors. Authorized Signature Printed Name Date Failure to return this form with your bid submission will signal to the Office of Purchasing that the bidder is only submitting one price and will not be participating in the auction. 5
LAUDERDALE COUNTY BOARD OF SUPERVISORS 410 CONSTITUTION AVE, 11 TH FLOOR, MERIDIAN, MS 39301 601-482-9735 BID FORM FILE NO: 3819 COMPANY NAME: MAILING ADDRESS: PRINTED NAME: ELECTRICAL MAINTENANCE AND INSTALLATION SERVICE SIGNATURE OF AGENT: PHONE #: FAX #: DATE: EMAIL ADDRESS: In Response to your advertisement for bids to furnish Lauderdale County with the above services for the period July 1, 2018 through June 30, 2019. Prices quoted must be firm for a twelve (12) month period. The undersigned submits a bid as follows: 1) Be available for calls twenty-four hours a day, including all holidays and weekends. A maximum response time of two hours from time of call. 2) Must hold a current commercial license and bonded to work in the City of Meridian, MS. 3) Personnel who operate a mechanical scissor lift must have the appropriate certification. 4) Personnel should be responsible for providing all of their own tools and equipment. 5) All personnel who enter the detention facility, to perform services, must have successfully completed the ten hour OSHA safety certification class and the certification must be current. 1) LABOR CHARGES PER HOUR: ---------------------------------------- $ 2) PARTS, SUPPLIES AND MATERIALS: (PLEASE INDICATE PERCENT (%) ABOVE DEALER INVOICE COST). CONTRACTOR TO FURNISH DEALER INVOICE WHEN SUBMITTING BILL. COST PLUS--------------------- % It shall be incumbent upon each bidder to understand the specifications as listed herein and to obtain clarification when necessary. It is not the intent of the specifications to limit the bidding to any make or manufacture of materials, but rather to select such materials to fill a specific need and perform a specific task. Any reference to name-brand materials is intended to establish standards only and bids submitted in materials equal thereto shall be considered. No responsibly will attach to any person employed by the Board for premature opening of any bid not properly addressed and identified as stipulated above. The Lauderdale County Board of Supervisors reserves the right to accept or reject any and all bid(s) and to waive informalities. 6
BID MUST BE SUBMITTED IN DUPLICATE I, (we) fully understand that this bid is irrevocably subject to the following: 1) that by signing this bid I (we) certify that I (we) have not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding; 2) that no itemized attachments to this bid form will be allowed; 3) that the Lauderdale County Board of Supervisors reserves the right to reject any or all bids; 4) that bids must be firm; bids determined not to be firm by the Lauderdale County Board of Supervisors shall be treated as void; 5) that unit price bid quotes shall be completed by the bidder with no further calculations required of the Lauderdale County board of supervisors in order to determine firm unit prices; 6) that the bid form must be signed and dated in appropriate place by bidder or his authorized agent; 7) that all material furnished shall meet or exceed the minimum requirements of the Mississippi Standard specifications for State Aid Road and Bridge construction, latest edition with approved supplemental provisions and revisions. 8) Asphalt hot mix surface, binder, and black base courses shall comply with an approved current Mississippi Department of Transportation mix design. Contractor shall furnish the County with the approved mix design prior to placement of material; County may waive acceptance standards in Sections S-401.02.6 of specs. 9) that I (we) may omit price quotes on any item which cannot be furnished or supplied for the full term as specified in the publication; 10) that I (we) hereby certify that the prices quoted herein do not exceed the prices permitted by law; 11) this is to certify that the undersigned is in compliance with the Civil Rights Act of 1964, as amended; the Civil Rights Act of 1968, as amended; the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975; the Handicapped Act; the Sex Discrimination Act; the Copeland "antikickback Act; and all executive orders and regulations relating to the above referenced acts, and all regulations issued under said Acts, and additionally, certify that the undersigned does not discriminate in employment and/or operations on the basis of sex, race, color, creed, religion, national origins, handicapped status or age. 12) The undersigned bidder hereby certifies and/or affirms that (he) (she) (it) is currently in compliance with and shall, for the term of the referenced project contract or service period, remain in compliance with all pertinent United States government Rules, Regulations, and Standards relating to the funds, project or service, and/or Anti-Discrimination, GAO, O. MB, or Specific departmental Standards. Further, this bidder is informed about and is familiar with all such Federal requirements and shall cooperate with Lauderdale County in complying with all audits and other inquiries to confirm compliance with such requirements. 13) It is requested you bid on MDOT Office of State Aid specifications, but if unable to do so, bid on material produced in accordance with your specifications, but you are to attach copies, in duplicate, of the specifications for all items bid on in your proposal that do not conform to the MDOT Office of State Aid specifications whether or not such specifications have been previously submitted. 14) Asphalt price adjustments shall be made according to MDOT Office of State Aid Special Provisions. Base liquid asphalt prices on May, 2018 prices. DATED AND CERTIFIED BY: SIGNATURE OF BIDDER OR AUTHORIZED AGENT DATE SIGNED 7