CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT INVITATION TO BID Revised bid per addendum # 1 The City of Charlotte ( City ) hereby invites informal bids for the following project (the Project ) at Charlotte Douglas International Airport ( Airport ): PROJECT NAME: Furniture Purchase BID DUE DATE AND TIME: January 25, 2016 @ 10:00 am Bids can be mailed, hand-delivered or emailed to the address below. Failure to submit a bid by the designated date and time shall result in rejection of the bid. Attn: Debi Combis Charlotte Douglas International Airport 5601 Wilkinson Boulevard Charlotte, NC 28208 Email: dacombis@cltairport.com All questions should be submitted by email no later than January 19, 2016 by 12:00 pm to: dacombis@cltairport.com SCOPE OF WORK: furniture purchase TERMS AND CONDITIONS: The successful bidder will be subject to the terms and conditions of the City of Charlotte Purchase Order, which are attached hereto as Exhibit A. Supplemental terms and conditions are as follows: 1. Seller shall not include sales and/or use taxes for building materials, supplies, fixtures and equipment that become a part of the Project in the bid ( Eligible Taxes ). Sales and/or use taxes paid in other states or paid to North Carolina on the purchase or rental of tools, equipment and disposable supplies (e.g., fuel) shall be included in the bid ( Non- Eligible Taxes ). Eligible Taxes must be itemized in sufficient detail on a Sales/Use Tax Statement, a form copy of which is attached hereto as Exhibit B, which shall be executed by an authorized representative of Seller and submitted with the corresponding invoice. The City shall not be liable for nor have any duty to reimburse Seller for any Eligible Taxes that are submitted on a Sales/Use Tax Statement in the manner described herein. This provision does not apply to projects that do not involve payment of sales and/or use taxes as defined above. 2. Seller agrees to comply with the Non-Discrimination Policy set forth in Chapter 2, Article V of the Charlotte City Code, and available for review at http://library.municode.com/index.aspx?clientid=19970 and incorporated herein by reference. Seller consents to be bound by the award of any arbitration conducted thereunder. 3. The City is a drug-free workplace employer. Charlotte City Council adopted a policy requiring City vendors to provide a drug-free workplace in the performance of any City Rev. 11.11.13 Page 1 of 8
contract, which is available at https://cityvendors.charmeck.org and incorporated herein by reference. Seller certifies that it will comply with the City s drug-free workplace policy with respect to all personnel who provide services under this purchase order. 4. Seller shall secure, before delivery of any goods or services hereunder, Commercial General Liability insurance in an amount not less than $1,000,000 bodily injury each occurrence/aggregate and $1,000,000 property damage each occurrence/aggregate, or $1,000,000 bodily injury and property damage combined single limits each occurrence/aggregate, with the City listed as additional insured. Seller shall produce an insurance certificate evidencing such coverage upon request by the City. 5. In addition to the insurance required in the preceding paragraph, if Seller performs services pursuant to this purchase order, Seller shall secure, before delivery of services hereunder (1) Workers' Compensation Insurance meeting the statutory requirements of the State of North Carolina with $100,000 per accident limit, $500,000 disease per policy limit, $100,000 disease each employee limit, providing coverage for employees and owners; and (2) Commercial Automobile Liability Insurance with limits of no less than $1,000,000 bodily injury each person, each accident and $1,000,000 property damage, or $1,000,000 combined single limit each occurrence/aggregate, with the City listed as additional insured. Evidence of commercial automobile coverage is only necessary if vehicles are used in the provision of services under this purchase order. Seller shall produce an insurance certificate evidencing such coverage upon request by the City. 6. If Seller performs services pursuant to this purchase order in the Air Operations Area, insurance limits for Commercial General Liability insurance and Commercial Automobile Liability Insurance shall increase to $5,000,000. 7. This purchase order is governed by North Carolina law. Any legal actions arising from this purchase order shall be brought in Mecklenburg County, North Carolina. 8. Absent a written contract, this purchase order shall serve as the parties entire agreement relating to the goods and services provided hereunder, and Seller shall not add terms and conditions without the express written consent of the City. However, in the sole discretion of the City, a contract may be required to accompany the purchase order. 9. Seller agrees that the stated bid prices constitute a firm offer that is binding for ninety (90) days from the bid due date and to supply the listed items at the stated costs for the full term of the purchase order. Rev. 11.11.13 Page 2 of 8
INFORMAL BID FORM Office Furniture Purchase Charlotte Douglas International Airport BASE BID (Unit Price Total Amount + Allowances = BASE BID) The undersigned bidder, being familiar with all conditions and requirements listed in the scope of work, hereby agrees to furnish all material, labor, equipment and services, including all scheduled Allowances, installation, cleanup and trash removal necessary to complete the work for the abovenamed project, in accordance with the requirements of the Purchase Order, for the sum of: Dollars ($ ) Installation schedule: Phase 1-3 The installation schedule is scheduled for 3 phases. Installation hours are between Monday- Saturday 7am - 8pm, which will be determined by the Owner, a week notice will be given prior to the installation date,. The project duration for Phase 1-3 can be anywhere from 3-8 months. Delivery and install address of Phases 1-3 5601 Wilkinson Blvd, Charlotte, NC 28208. Installation will be on the same floor and located within the same building, loading docks and ramps are located within the facility. Phase 1 will involve the install of 4 offices which will include PL#20 and a combination of all or some of PL112, PL184, PL156, and PL128 Phase 2 will involve the install of 13 offices which will include PL#20 and a combination of all or some of PL112, PL184, PL156, and PL128 Phase 3 will involve the installation of PLT472, PFT2472, (B) 10821KT, PL136, PL137, PL100 Phase 4 Phase 4 Installation can be installed as soon as contract awarded and product is delivered between M-F 7am 4pm. Delivery and install address of Phase 4 is XX Yorkmont Road, Charlotte, NC 28208. Installation will be on the 2 nd floor which must be accessed via a stairwell. Loading docks and ramps are located within the facility on the first floor only. Phase 4, will involve the installation of office (5) PL#3, (7) PL112, (1) PL#20, (1) PL156, (1) PL128, (1) PL143 Rev. 11.11.13 Page 3 of 8
Phase 3 Conference Rooms Bellanca, Piper, MTC, Parking, Conference Rooms A, B, C Catalog Model Color Qty Unit Price amount Extended Total Office Source PLT2472 Walnut 35 Office Source PFT72 Black 35 Office Source (B) 10821KT Black 50 Office Source PL136 Cherry 3 Office Source PL137 Cherry 2 Office Source PL100 Cherry 7 Phase 4 Office Furniture Catalog Model Color QTY Unit Price Amount Office Source Layout Suite PL #3 Honey 5 Extended Total Office Source PL112 Honey 7 Office Source Layout Suite PL#20 Honey 1 Office Source PL156 Honey 1 Office Source PL128 Honey 1 Office Source PL143 Honey 1 Rev. 11.11.13 Page 4 of 8
Office Furniture Phase 1 & 2 Catalog Model Color QTY Unit Price Amount Office Source Layout Suite PL# Cherry 7 20 Extended Total Office Source Layout Suite PL#20 Honey 5 Office Source Layout Suite Espresso 5 PL#20 Office Source PL112 Cherry 6 Office Source PL112 Honey 4 Office Source PL112 Espresso 5 Office Source PL184 Honey 2 Office Source PL184 Cherry 2 Office Source PL156 Cherry 7 Office Source PL156 Honey 5 Office Source PL156 Espresso 5 Office Source PL128 Honey 2 Rev. 11.11.13 Page 5 of 8
Freight $ Non-Eligible Sales Tax $ Installation $ Total $ The undersigned hereby acknowledges and certifies compliance with the requirements stated herein, including the terms and conditions set forth in the Purchase Order. Company Name: Mailing Address: City/State/Zip: Phone: Printed Name: Signature: Email: Title: Date: Rev. 11.11.13 Page 6 of 8
EXHIBIT A PURCHASE ORDER TERMS AND CONDITIONS The seller agrees that the following terms and conditions will be applicable: 1. If the seller refuses to accept this order exactly as written, he will return it at once with explanation. 2. Purchaser will not be responsible for any goods delivered without purchase order. 3. Seller will send separate invoice for each purchase order number. 4. Seller will deliver no invoice to purchaser s employees. 5. No boxing, packing or cartage charges will be allowed by purchaser unless specifically authorized on the face of this order. 6. It shall be understood that the cash discount period to purchaser will date from the receipt of the invoice or from the date of the receipt of goods, whichever is later. 7. The risk of loss of and damage to the goods which are the subject of this order shall be and remain in the seller until the goods are delivered to the destination set out in the order and accepted by the purchaser or its nominee. 8. In the event of seller s failure to deliver as and when specified or to perform as and when specified, purchaser reserves the right to cancel this order or any part thereof, without prejudice to its other rights, and seller agrees that purchaser may return part or all of any shipment so made and may charge seller with any loss or expense sustained as a result of such failure to deliver or to perform. 9. In the event any article, service, or process sold, delivered and/or performed hereunder shall be covered by any patent, copyright, or application for either seller will indemnify and save harmless purchaser from any and all loss, cost or expenses on account of any and all claims, suits, or judgments on account of the use or sale of such article or the use of such service or process in violation of rights under such patent, copyright, or application for either. 10. In the event any article, service, or process sold and delivered or sold and performed hereunder shall be defective in any respect whatsoever, seller will indemnify and save harmless purchaser from all loss or the payment of all sums of money by reason of all accidents, injuries or damages to persons or property that may happen or occur in connection with the use or sale of such Article, service or process and are contributed to by said defective condition. 11. If seller performs services or constructs, erects, inspects or delivers here under, seller will indemnify and save harmless buyer from all loss or the payment of all sums of money by reason of all accidents, injuries or damages to persons or property that may happen or occur in connection therewith. 12. Purchaser reserves the right to place in sellers plant, at purchaser s expense an inspector or inspectors who shall be permitted to inspect before shipment, or during the process of manufacture, any material on this order. 13. Seller agrees not to release any advertising copy mentioning purchaser or quoting the opinion of any of purchaser s employees. 14. Seller represents and warrants that no Federal or State statute or regulation or municipal ordinance, has been or will be violated in the manufacturing, sale and delivery of any article or service sold and delivered hereunder and if such violation has or does occur, seller will indemnify and save harmless purchaser from all loss, penalties, or the payment of all sums of money on account of such violation. 15. Unless this contract is exempt there from under the rules and regulations of the President s Committee on Equal Employment Opportunity, the contract provisions of Section 301 of the Executive Order No. 10925, dated March 6, 1961, and any subsequent changes thereto are to the extent they may be applicable made a part of this contract by reference. 16. Any contractors supplying both services and materials shall pay all sales or use taxes on materials so furnished and shall indemnify and save harmless purchaser from any damages, costs, expenses or penalties on account of such taxes. 17. Purchaser may at any time insist upon strict compliance with these terms and conditions notwithstanding any previous custom, practice or course of dealing to the contrary. 18. The terms and conditions of sale as stated in this order govern in event of conflict with any terms of seller s proposal, and are not subject to change by reason of any written or verbal statements by seller or by any terms stated in seller s acknowledgment unless same be accepted in writing by the City of Charlotte. Rev. 11.11.13 Page 7 of 8
EXHIBIT B STATE/COUNTY SALES/USE TAX STATEMENT PROJECT: CONTRACTOR/ SUBCONTRACTOR: PERIOD COVERED: PAGE: of Invoice No. Invoice Date Vendor Name Vendor # Amount Before Taxes NC Tax County Tax Total Invoice Amount County Paid Subtotal (Page 1) $ $ $ $ Plus total cost of material withdrawn from our warehouse stock Grand Total $ $ $ $ I certify that the above listed vendors were paid sales tax upon purchases of building material during the period covered by the construction estimate, and the property upon which such taxes were paid with or will be used in the performance of this contract. No tax on purchases of tangible personal property purchased by such contractors for use in performing the contract which does not annex to, affix to, or in some manner become a part of the project, building, structure or repairs included in the above list. Signed: Date: Rev. 11.11.13 Page 8 of 8