WILLIAMSBURG-JAMES CITY COUNTY PUBLIC SCHOOLS
INVITATION FOR BIDS 14-6342
MOBILE EDUCATIONAL CLASSROOM TRAILER
FOR MATTHEW WHALEY ELEMENTARY SCHOOL
THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS
February 2014
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James City County Purchasing Office 101-F Mounts Bay Road, Suite 300 JAMES CITY COUNTY, VIRGINIA Williamsburg, Virginia 23185 INVITATION FOR BIDS Phone: (757) 253-6648 IFB #14-6342 Fax: (757) 253-6753 Email: [email protected]
Title: Mobile Educational Classroom Trailer for Matthew Whaley Elementary School
Issue Date: February 6, 2014
Due Date: Thursday, February 27, 2014 until 2:00 p.m. local time, at Purchasing Office 101-F Mounts Bay Road, Suite 300, Williamsburg, Virginia 23185.
Inquiries: All questions pertaining to this project should be directed to Linda Hodges, Senior Purchasing Specialist no later than 2:00 P.M., on Tuesday, February 18, 2014 in writing via e-mail: [email protected]. Addendum will be issued by James City County Purchasing.
The Bid Documents shall be obtained from the James City County Purchasing Website at no cost to bidders: http://www.jamescitycountyva.gov/purchasing/bids.html or Williamsburg/James City County Public School Website: http://www.edline.net/pages/WJCC/Departments/Finance/Purchasing__Bids___Awards Neither the Owner nor any of its representatives shall be responsible for full or partial sets of Bid Documents, including addenda, obtained from any other source. The Bid Documents, except the Bid Form which must be submitted in duplicate with each bid, shall NOT be duplicated.
JAMES CITY COUNTY DOES NOT DISCRIMINATE IN THE SOLICITATION OR AWARDING OF CONTRACTS ON THE BASIS OF RACE, RELIGION, FAITH-BASED ORGANIZATIONS, COLOR, NATIONAL ORIGIN, AGE, DISABILITY OR ANY OTHER BASIS PROHIBITED BY STATE OR FEDERAL LAW.
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WILLIAMSBURG-JAMES CITY COUNTY SCHOOLS INVITATION FOR BIDS 14-6342 MOBILE EDUCATIONAL CLASSROOM TRAILER FOR MATTHEW WHALEY ELEMENTARY SCHOOL
BIDDING REQUIREMENTS AND CONDITIONS
SECTION ONE
I. INVITATION FOR BIDS The Purchasing Coordinator or her designated representative will receive sealed Bids in duplicate for the Mobile Educational Classroom Trailer for Matthew Whaley Elementary School at the James City County Purchasing Office, located at 101-F Mounts Bay Road, Suite 300, Williamsburg, Virginia 23185 until 2:00 p.m. local prevailing time on Thursday, February 27, 2014, at which time the Bids will be publicly opened and read aloud. All bids must be received in the Purchasing Office by the date and time given. Late Bids and misdirected bids will not be accepted after the specified time and date and will not be considered.
Matthew Whaley Elementary School is a historic school building located in Williamsburg, Virginia. The Georgian Revival structure was built between 1929 and 1930. The monumental school building was located adjacent to the Governor's Palace in Colonial Williamsburg and "quickly became a local landmark of considerable architectural pretension." The building's exterior features Flemish bond brickwork with glazed headers trimmed with a modillion cornice, and a hipped slate roof pierced by gables and topped with a pair of glazed cupolas. The structure has been well preserved with little alteration. From 1997 to 1998, the school underwent a $5.4 million renovation which included improvements to make the building accessible to the handicapped and refurbishing the original slate roof. In June 2004, the Virginia Board of Historic Resources added the school to the Virginia Landmarks Register.
The Work under this Project as defined by the Contract Documents and consists of the following: a qualified vendor to provide, deliver and install a New Mobile Educational Classroom Trailer (28’ by 66’) with two (2) classrooms and bathrooms to Matthew Whaley Elementary School district.
Services provided by the contractor shall include, but not be limited to the furnishing of all labor, materials, equipment, tools, testing and all other miscellaneous appurtenances and work necessary to complete a turnkey project in accordance with the Contract Documents and Specifications.
Delivery to site by June 20, 2014 and all work associated with this project shall meet final completion by July 14, 2014.
The Bid Documents shall be obtained from the James City County Purchasing Website at no cost to bidders: http://www.jamescitycountyva.gov/purchasing/bids.html or Williamsburg/James City County Public School Website: http://www.edline.net/pages/WJCC/Departments/Finance/Purchasing__Bids___Awards Neither the Owner nor any of its representatives shall be responsible for full or partial sets of Bid Documents, including addenda, obtained from any other source. The Bid Documents, except the Bid Form which must be submitted in duplicate with each bid, shall NOT be duplicated.
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Contractor registration in accordance with Title 2.2 Chapter 43, Code of Virginia is required.
Withdrawal of Bids due to error shall be subject to and in accordance with Section 2.2-4330 (A) (i) of the Code of Virginia and the Contract Documents.
The Owner reserves the right to waive minor non-substantive errors (informalities) in the Bid, to reject any/or all Bids, to award any Bid in whole or in part and award the Bid considered to be in the best interest of the Owner. The Owner also reserves the right to negotiate with the lowest responsive, responsible Bidder should Bid exceed available funds.
WJCC Schools does not discriminate in the solicitation or awarding of contracts on the basis of race, religion, faith-based organizations, color, national origin, age, disability or any other basis prohibited by state or federal law.
Questions pertaining to this project should be directed to Linda Hodges, CPPB, Senior Purchasing Specialist, via e-mail: [email protected] no later than 2:00 p.m. on Tuesday, February 18, 2014.
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1. PURPOSE
The Williamsburg-James City County Public Schools lease agreement for one (1) double trailer for the Williamsburg-James City County Public Schools to be used as classrooms until June 30, 2018 at Matthew Whaley Elementary School. Size is to be 28' by 66' new modular with two (2) classrooms with bath rooms to be set and finished according to the specifications.
2. SCOPE OF WORK
The contractor shall provide one (1) new double classroom trailer for Matthew Whaley Elementary School. The contractor shall be responsible for delivery, (freight to site (FOB Destination), installation, blocking the trailer up (on ABS pads), leveling, tie-downs, and skirting (per specifications). Upon acceptance of a lease agreement, the lease shall not be sold to a third party for the term of the lease and teardown and removal cost shall be included in agreement at the end of the lease period. Pricing shall be all inclusive of all fees, permits, freight, etc.
3. REQUIREMENTS
These requirements are in addition to all specifications and drawings identified herein.
3.1 Construction must conform to 2009 IBC, Virginia Industrialized Building and Mobile Home Safety Regulations, Code of Virginia and all state and local codes. Trailer shall be for educational use of ages three (3) years and up.
3.2 Mobile building units shall be labeled as defined in the Virginia Industrialized Building and Manufactured Home Safety Regulations.
3.2.1 A written certification shall be provided; certifying that the model submitted for approval has been approved by a recognized testing laboratory and approved for educational use.
3.2.2 Provide EPA certified, "Asbestos Free Disclaimer Certifications."
3.3 All color selections shall be made as specified with in this specification.
3.4 Contractor shall be responsible for all permits, delivery to site, set up, tie downs, and skirting shown in specifications to achieve a "turn-key" product.
3.5 Installation shall be in compliance with applicable 2009 IBC, American’s with Disabilities Act, inspected and approved by City of Williamsburg Code Compliance Office with certificate of occupancy issued by August 15, 2014 for site prior to acceptance by the School Board.
3.6 Shop drawings shall be submitted and shall have a Virginia PE seal for review and approval prior to the construction of the units whether purchased or leased.
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4. SPECIFICATIONS (28’x 66’ W/ bath) (Matthew Whaley) Mobile and Modular Buildings
4.1 Size: 28’ x 66’ nominal floor size.
4.2 Codes: BOCA, NEC, ADA, VA, 5B Construction, Use Group E.
4.3 Frame: Estimated unit height 15’ 0”.
4.3.1 Type: Outrigger with formed steel @ 48" O.C. Beam: 12" I Beam, ASTM A-36 Steel Hitch: Detachable
4.5 Floor
4.4.1 Bottom Board: .040 asphalt impregnated, .040 Simplex, or WJCC approved equal.
4.4.2 Insulation: R-11 minimum.
4.4.3 Joists: 2x6 @ 16" O.C., #2 SPF or better, transverse.
4.4.4 Decking: 3/4" plywood, double layer tongue and groove.
4.4.5 Covering: 20 oz. Commercial carpet.
4.6 Exterior Walls
4.6.1 Studs: 2x6 @16" O.C., stud grade or better.
4.6.2 Bottom Plate: Single 2x4, continuous, #3 SPF or better.
4.6.3 Top Plate: Double 2x4, continuous, #3 SPF or better.
4.6.4 Sheathing: 1/8" thermoply, entire perimeter.
4.6.5 Insulation: R-19 minimum.
4.6.6 Siding: Hardiplank (8 or 10 3/4” select Cedar mill) painted with Sherwin Williams SW 3016 Rock Rose. WJCC Public Schools IFB 14-6342 Mobile Educational Trailer Matthew Whaley February, 2014 Page 6
4.6.7 Trim: Hardiplank or wood C painted with Sherwin Williams SW 3016 Rock Rose.
4.7 Interior Walls
4.7.1 Studs: 2x4 @ 16" O.C., stud grade or better.
4.7.2 Bottom Plate: Single 2x4, continuous #3 SPF or better.
4.7.3 Top Plate: Double 2x4 continuous, #3 SPF or better.
4.7.4 Covering: 5/8 “, vinyl clad gypsum, (Class 1 flame spread) Color shall be selected by WJCC.
4.7.5 Insulation: R-11 Minimum.
4.7.6 Columns: Concealed in wall.
4.7.7 Plenum walls: Insulated.
4.8 Roof
4.8.1 Rafters: 3:1 pitched 30# L.L.
4.8.2 Mate Beam: Mateline ridgebeam, 4 layer, 24”, 3/4"plywood.
4.8.3 Ceiling: 1/2" pre-finished gypsum (without rosettes), seaspray or "popcorn", (class 1 flame spread).
4.8.4 Ceiling Height: 8'0" AFF.
4.8.5 Insulation: R-38 Minimum.
4.8.6 Sheathing: 7/16" minimum, APA rated, 20/0 span, exposure 1.
4.8.7 Roofing: Asphalt Shingles (IKO Cambridge East Charcoal Grey).
4.8.8 Tie Down: per Local Code.
4.8.9 Roof Vents: Standard.
4.8.10 Gable Vents: Standard.
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4.9 Exterior Doors: 36"x80" 20 GA. insulated steel door with wrap around 18 GA.steel jambs.
4.9.1 Hardware: Commercial grade - panic, wing pull and closure, ADA approved, weather stripping and threshold, Best Access Systems, No Substitutes.
4.9.2 Misc.: 10x10 safety glass window on exterior doors.
4.10 Interior Doors: 36" x 80" hollow core Imperial oak, paint grade doors with wood jambs, pre- hung.
4.10.1 Hardware: Key lockset, Best Access Systems, No Substitutes, lever hardware, commercial passage lockset.
4.11 Windows
4.11.1 Size: 24”X54” VS, DP-66, Low E Insulated, bronze aluminum frames.
4.11.2 Glazing: Single, clear.
4.11.3 Storms: Self storing with insect screens and vinyl mini blinds.
4.12 Plumbing
4.12.1 Mirror: Two (2) Stainless Steel.
4.12.2 Handrail: Handicap bar per ADA Code.
4.12.3 Commode: Two (2) per ADA Code.
4.12.4 T/ Tissue Holder: Two (2) Stainless Steel.
4.12.5 Water cooler: Two (2) per ADA Code.
4.12.6 Lavatory: Two (2) Wall hung per ADA Code.
4.12.7 Water Heater: Two (2) 6 gallon.
4.12.8 Supply Piping: PVC.
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4.12.9 Waste Piping: CPVC.
4.13 Electrical
4.13.1 Load Center: One (1) 200 amp for 28’ x 66’ units, interior flush mount, single phase, 3 wire, 60 Hz with ground, 120/240 volt.
4.13.2 Raceway: #12 Romex minimum.
4.13.3 Lights: 32 (2 tube) surface mounted fluorescent fixtures with lens.
4.13.4 Receptacles: 125 volt/15 amp duplex with matching plate.
4.13.5 Emergency: Two (2) Dual head with battery back-up.
4.13.6 Exit: Two (2) Single faced with battery back-up.
4.13.7 Exterior: Two (2) Standard porch lights with photo cell.
4.13.8 Misc.: J-boxes for fire alarm wiring with ridged conduit, stubbed through floor. 2” ridged conduit through floor for load centers.
4.14 HVAC
4.14.1 Heating: Two (2) 10 kw, 240 volt electric resistance heat strip.
4.14.2 Cooling: Two (2) 3 1/2 Ton Central Units.
4.14.3 Mount: Wall.
4.14.4 Ducts: In roof.
4.14.5 Diffusers: Adjustable damper, ceiling supply.
4.14.6 Return Air: Grill in plenum wall.
4.14.7 Misc.: Exterior mounted weather tight disconnect.
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4.15 Miscellaneous
• Two (2) 5# ABC fire extinguishers with brackets.
• Two (2) Closets with high pressure laminate 1 tier x 12" deep shelve @ 5’ AFF.
• Two (2), 8’ x 4’, whiteboard with tray and tack rail, aluminum frame. Whiteboard mounting location to be confirmed with WJCC representative.
• Two (2), 4' x 4', Tack Boards with aluminum frame. Tack Board mounting location to be confirmed with WJCC representative.
• Two (2) Hardwired smoke detectors battery powered.
• Hurricane tie down requirements to meet State and Local Code Compliance.
• ABS pads for base of piers.
• Skirting wood frame with Hardiplank (4’x8’ vertical siding cut to grade select Cedar Mill) painted with Sherwin Williams SW 3016 Rock Rose.
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BID FORM - PART A
Bids to be opened: Time: 2:00 p.m. February 27, 2014 Work to be Completed by: July 12, 2014
This bid is for New Double Mobile Educational Classroom Trailer at Matthew Whaley Elementary School.
Each bidder shall submit their bid on this form. Submit two (2) copies of this form completed and with original signatures.
To: James City County Purchasing Office 101-F Mounts Bay Road, Suite 300 Williamsburg, Virginia 23185
From: (Name)
(Address)
Having carefully examined the Contract Documents including the Invitation To Bid, Instructions To Bidders, Specifications, Drawings, and the Addenda entitled:
WILLIAMSBURG-JAMES CITY COUNTY PUBLIC SCHOOLS Invitation for Bid 14-6342 Mobile Educational Classroom Trailer – Matthew Whaley Elementary School
Bid Form
______FIRM NAME
______ADDRESS
______CITY, STATE, ZIP
______TELEPHONE (INCLUDE AREA CODE) FAX NUMBER (INCLUDING AREA CODE)
LICENSE #: FIN/SSN: ______
EMAIL ADDRESS : ______SCC # : ______
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Vendor to provide, deliver and install a New Mobile Educational Classroom Trailer (28’ by 66’) with two (2) classrooms and bathrooms to Matthew Whaley Elementary School district. (Pricing shall be all inclusive.)
Monthly lease: $______per month/ per trailer
New Construction/Placement: $______per trailer
Removal charge: $______per trailer
Make and model of proposed trailer: ______
DELIVERY TIME ARO: ______DAYS (Delivery time may be a factor in award of contract.) THE UNDERSIGNED BIDDER HEREBY CERTIFIES THAT HE/SHE HAS CAREFULLY EXAMINED ALL CONDITIONS AND SPECIFICATIONS OF THIS INVITATION TO BID AND HEREBY SUBMITS THIS BID PURSUANT TO SUCH INSTRUCTIONS AND SPECIFICATIONS.
______PRINT NAME AND TITLE OF PERSON AUTHORIZED TO SUBMIT THIS BID
______SIGNATURE OF PERSON SUBMITTING THIS BID
DATE: ______
Bidder acknowledges that estimated quantities are not guaranteed, and are solely for the purpose of comparison of Bids, and final payment for all Unit Price Bid items will be based on actual quantities provided, determined as provided in the Contract Documents. The prices quoted shall include without exception all materials, supervision, labor, equipment, appliances, clean-up, applicable sales, use and other taxes, insurance, building permit or fees, and the Contractor's labor, overhead, profit, mobilization and other mark-ups, and in full accordance with the Contract Documents. Include allowance for waste where appropriate. The unit prices shall be maintained throughout the Contract Time. Unit prices shall be used in determining additions or deductions from the total Contract Price in the event of changes due to unforeseen conditions in the Work.
The bidder has relied upon the following public historical climatological records: National Climatic Data Center Records for James City County.
B. ADDENDA
The undersigned acknowledges receipt of the following addenda:
Addendum No. Dated: .
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Addendum No. Dated: . Addendum No. Dated: .
C. We agree to enter into an Agreement with the Owner within ten (10) days of the award of same to us for the price named in our Bid.
D. It is expressly agreed by us that the Owner shall have the right to reject any and all Bids and to waive any minor non-substantive errors in the Bid and accept the Bid in the Owner’s best interests.
E. In default of the performance on our part of the conditions of Bid, our failure to enter into an Agreement with Owner within the time above set, we herewith furnish a Bid Security in the amount of $______, which shall be absolutely forfeited to the Owner but otherwise the said Bid Security shall be returned.
F. We agree to begin Work at any time we may be notified by the Owner, and complete all of the Work embraced in the Agreement by July 14, 2014.
G. CONTRACTOR'S REGISTRATION AND SIGNATURE
(NOTE: Failure to include the Contractor’s Registration Number may be cause for rejection of Bid)
State Corporation Commission ID #______
*SCC Requirement per the Virginia Public Procurement Act, VPPA:
§ 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth. --
A. All public bodies shall include in every written contract a provision that a contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.
B. Pursuant to competitive sealed bidding or competitive negotiation, all public bodies shall include in the solicitation a provision that requires a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 to include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.
C. Any bidder or offeror described in subsection B that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Director of the Department of General Services or his designee or by the chief executive of a local governing body.
D. Any business entity described in subsection A that enters into a contract with a public body pursuant to this chapter shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.
A. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.
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*Virginia State Corporation Commission (“SCC”) registration information: The undersigned Offeror:
is a corporation or other business entity with the following SCC identification number: ______-OR- is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR- is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.
**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):
Contractor______Signed______
Date______Title______
NOTE: If Bidder is a corporation, write state of incorporation under signature.
Contractor ______Signed ______
Date ______Title ______
NOTE: If Bidder is a corporation, write state of incorporation under signature.
MAILING ADDRESS AND TELEPHONE/FAX NUMBER OF BIDDER:
( ) ______[Telephone] FAX ______Email:______
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CERTIFICATION REGARDING DEBARMENT
This is to certify that this person/firm/corporation is not now debarred by the Federal Government or by the Commonwealth of Virginia or by any other state, or by any town, city, or county, from submitting
Bids on contracts for construction covered by this solicitation, nor are they an agent of any person or entity that is now so debarred.
______Name of Official
______Title
______Firm or Corporation
______Date
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CERTIFICATION OF COMPLIANCE WITH IMMIGRATION LAWS AND REGULATIONS
Section 40.1-11.1 of the ______City/County Code requires that any person or entity doing business with the City/County of ______, including its boards and commissions, shall include a sworn certification by the Contractor of compliance with all federal immigration laws and regulations. These laws include the Federal Immigration Reform and Control Act, which makes it unlawful for a person or other entity to hire, recruit or refer for a fee for employment in the United States, an alien knowing the alien is unauthorized, and Section 40.1-11.1 of the Code of Virginia, which makes it unlawful for any employer to knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for employment in the United States. The state law, in particular, places an affirmative duty on employers to ensure that aliens have proof of eligibility for employment.
Accordingly this certification shall be completed and attached to all contracts and agreements for goods and services made by the City/County of ______or any of its boards and commissions. Failure to attach a completed certification shall render the contract or agreement void.
Type or print legibly when completing this form. Legal Name of Contractor: (Note: This is your name as reported to the IRS. This should match your Social Security card or Federal ID Number.)
Type of Business Entity:
Sole proprietorship (Provide full name and address of owner):
Limited Partnership (Provide full name and address of all partners):
General Partnership (Provide full name and address of all partners):
Limited Liability Company (Provide full name and address of all managing members):
Corporation (Provide full name and address of all officers):
Doing Business As: If Applicable (Note: This is the name that appears on your invoices but is not used as your reporting name.)
Name and Position of Person Completing this Certificate:
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Physical Business Address:
Primary Correspondence Address (If different from physical address):
Number of Employees:
Are all Employees Who Work in the United States Eligible for Employment in the United States?
Under penalties of perjury, I declare on behalf of the Contractor listed above that to the best of my knowledge and based upon reasonable inquiry, each and every one of the Contractor’s employees who work in the United States are eligible for employment in the United States as required by the Federal Immigration Reform and Control Act of 1986 and Section 40.1-11.1 of the Code of Virginia. I further declare on behalf of the Contractor that it shall use due care and diligence to ensure that all employees hired in the future who will work in the United States will be eligible for employment in the United States. I affirm that the information provided herein is true, correct, and complete.
Sworn this ____ day of ______, 201_ on behalf of ______as evidenced by the following signature and seal:
Name of Contractor: ______
Printed Name of Signatory:______
Signature:______
Date:______
COMMONWEALTH OF VIRGINIA: CITY/COUNTY OF______, to-wit:
The foregoing instrument was acknowledged before me this ___ day of ______, 201__, by ______.
______Notary Public Registration No.:______
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CERTIFICATION OF COMPLIANCE WITH § 22.1-296.1 OF THE CODE OF VIRGINIA, 1950, AS AMENDED.
I, ______, a duly authorized representative and officer of ______(Contractor’s name), in accordance with § 22.1-296.1 the Code of Virginia, 1950, as amended, hereby certifies that the employees, subcontractors, partners, and representatives who will be in direct contact with students (i) have not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; and (ii) have not been convicted of a crime of moral turpitude. For the purposes of this certification, "direct contact with students" is defined as "being in the presence of students during regular school hours or during school- sponsored activities."
Any person making a materially false statement regarding any such offense shall be guilty of a Class 1 misdemeanor and, upon conviction, the fact of such conviction shall be grounds for the revocation of the contract to provide such services and, when relevant, the revocation of any license required to provide such services. Williamsburg-James City County Public School Division shall not be liable for materially false statements regarding the certifications required by the Code of Virginia. The contractor is responsible for ensuring that each of its employees, subcontractors, partners, and representatives who will be in direct contact with students have [also executed a copy of this certification agreement] and shall maintain such certifications on file for the duration of the contract period. [Do you want to have a statement that requires them to update this certification if they become aware of changed circumstance?]
I do understand the above information and certify that the above statements are true.
______(Contractor’s Authorized Office – Signature)
______(Contractor’s Authorized Officer – Printed Name)
______(Title)
______(Date)
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TERMS AND CONDITIONS
1. APPLICABLE LAW AND COURTS: Any contract resulting from this solicitation shall be governed in any respects by the laws of Virginia, and any litigation with respect thereto shall be brought in the courts resolved in the Circuit Court of James City County, Virginia. The Contractor shall comply with applicable federal, state and local laws and regulations.
2. ETHICS IN PUBLIC CONTRACTING: The provisions contained in Sections 2.2-4367 through 2.2-4377 of the Virginia Public Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited or entered into by the Williamsburg-James City County Public Schools. By submitting their bids, all Bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder, supplier manufacturer or subcontractor in connection with their bid, and that they have not conferred any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal Value, present or promised, unless consideration of substantially equal or greater Value was exchanged.
3. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids, the bidders certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.
4. ANTI-TRUST: By entering into a contract, the Bidder conveys, sells, assigns, and transfers to the Williamsburg-James City County Public Schools all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust law of the United States and James City County, relating to the particular goods or services purchased or acquired by the Williamsburg-James City County Public Schools under said contract. Consistent and continued tie bidding could cause rejection of bids by the Purchasing Agent and/or investigation for Antitrust violations.
5. PAYMENT TO SUBCONTRACTORS: A contractor awarded a contract under this solicitation is hereby obligated: To pay the subcontractor(s) within seven (7) days of the contractor's receipt of payment from the Williamsburg-James City County Public Schools for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or
To notify the Williamsburg-James City County Public Schools and the subcontractor(s), in writing, of the contractor's intention to withhold payment and the reason. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Williamsburg-James City County Public Schools, except for amounts withheld as stated in 1 above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor's obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Williamsburg-James City County Public Schools.
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6. TAXES: Williamsburg-James City County Public Schools are exempt from all direct State and Federal tax. Exempt certificates will be issued upon request. Deliveries against this contract shall be free of Federal excise and transportation taxes.
7. QUALIFICATIONS OF BIDDERS OR OFFERORS: The Williamsburg-James City County Public Schools may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder to perform the work/furnish the item(s) and the Bidder shall furnish to Williamsburg-James City County Public Schools all such information and data for this purpose as may be requested. The Williamsburg-James City County Public Schools reserves the right to inspect Bidder's physical facilities prior to award to satisfy questions regarding the Bidder's capabilities. The Williamsburg-James City County Public Schools further reserves the right to reject any bid or proposal if the evidence submitted by or investigations of, such Bidder fails to satisfy the Williamsburg-James City County Public Schools that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein.
8. TESTING AND INSPECTION: The Williamsburg-James City County Public Schools reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services conform to the specification.
9. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the Owner.
10. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Williamsburg-James City County Public Schools, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Williamsburg-James City County Public Schools may have.
11. NON-APPROPRIATION: All funds for payments of items ordered under this agreement are subject to the availability of Williamsburg-James City County Public Schools appropriation for this purpose. Payments during subsequent fiscal periods are dependent upon the same action. In the event of non- appropriation of funds by the Williamsburg-James City County Public Schools for the items under this contract, the Williamsburg-James City County Public Schools will terminate this contract. Written notice will be provided to the contractor as soon as possible after Williamsburg-James City County Public Schools action is completed.
12. ANTI-DISCRIMINATION: By submitting their bids, Bidders certify to the Williamsburg-James City County Public Schools that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 2.43ll of the Virginia Public Procurement Act which provides:
1. During the performance of this contract, the contractor agrees as follows: a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
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b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
2. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
13. DEBARMENT STATUS: By submitting their bids or proposals, Bidders or Offerors certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of Williamsburg-James City County Public Schools, nor are they an agent of any person or entity that is currently debarred from submitting bids or proposals on contracts by any agency of Williamsburg-James City County Public Schools.
14. MANDATORY USE OF BID FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official Williamsburg-James City County Public Schools form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the invitation for bid may be cause for rejection of the bid; however, the Williamsburg-James City County Public Schools reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as non- responsive. As a precondition to its acceptance, the Williamsburg-James City County Public Schools may, in its sole discretion, request that the Bidder withdraw or modify non-responsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.
15. INVOICES: Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the Williamsburg-James City County Public Schools IFB/RFP number and/or purchase order number.
16. PAYMENT TERMS: Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last.
17. REFERENCES: In the case of a tie bid, preference shall be given to goods, services and construction produced in Virginia or Williamsburg-James City County or provided by persons, firms or corporations having a principal place of business in Virginia or Williamsburg-James City County, if such a choice is available; otherwise the tie shall be decided by lot.
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18. DISPUTES: Contractual claims, whether for money or other relief, shall be submitted in writing no later than sixty (60) days after final payment; however, written notice of the contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Nothing herein shall preclude a contract from requiring submission of an invoice for final payment within a certain time after completion and acceptance of the work or acceptance of the goods. Pendency of claims shall not delay payment of amount agreed due in the final payment.
19. PROTEST OF AWARD OR DECISION TO AWARD: Any bidder or offeror who desires to protest the award or decision to award a contract shall submit such protest in writing to WJCC no later than ten (10) days after the award announcement or the decision to award, whichever comes first. No protest shall lie for a claim that the selected bidder or offeror is not a responsible bidder or offeror. The written protest shall include the basis for the protest and the relief sought.
20. AWARD Award shall be based on the Total Base Bid
21. INSURANCE
A. The Contractor shall purchase and maintain during the life of this contract such Comprehensive General Liability Insurance including product and completed operations liability insurance as will provide protection from Contractor's performance of the Work and Contractor's other obligations under the contract documents, whether such performance is by Contractor, or by subcontractor, by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable and shall otherwise bear responsibility therefore. The Contractor further agrees that all limits will be made available which are excess of the amounts below:
1. Workers Compensation and Employers Liability
Coverage A - Statutory Coverage B - $100,000/$100,000/$500,000
A broad form of all states endorsement should be attached.
2. Commercial General Liability Including Contractual and Completed Operations.
Limit of Liability $1,000,000 Per Occurrence
3. Commercial Auto Liability Including Hired and Non-Owned Car Liability Coverage
Limit of Liability $1,000,000 Per Occurrence
The Contractor shall purchase and maintain during the life of this Contract such commercial automobile liability insurance including employer's non-ownership liability and hired car liability insurance to protect him and any subcontractors performing work covered by this Contract from claims for damages, whether such operations be by him or any subcontractor, or by anyone directly or indirectly employed by either of them. WJCC Public Schools IFB 14-6342 Mobile Educational Trailer Matthew Whaley February, 2014 Page 22
4. Excess Liability
Contractors have the option of meeting the insurance requirements of 2 and 3 above with a single primary policy or by providing evidence of an excess policy that, in addition to the primary policy, provides the coverage and meets the limit requirements of the coverage as specified in 2 and 3.Builder’s Risk Insurance
Property insurance shall be on an all risk policy form and shall insure against the perils of fire and extended coverage and physical loss damage including, without duplication of coverage, theft, vandalism, malicious mischief, collapse, falsework, temporary buildings and debris removal including demolition occasioned by enforcement of any applicable legal requirements, and shall cover reasonable compensation for Architects or Engineers services and expenses required as a result of such insured loss. Coverage for other perils shall not be required unless otherwise provided in the Contract Documents.
6. Self-Insured Retentions, Deductibles and Aggregate Limits
All self-insured retentions, deductibles and aggregate limits on any required insurance must be disclosed and approved by the James City County Risk Management Director.
B. The Contractor shall file with the Owner, as herein before required, satisfactory proof of acceptable insurance coverage. Such proof shall, unless otherwise required by the Owner, consist of the following:
1. Certificates of insurance on the insurance carrier's standard form indicating all policies required by law and the Contract documents. Certificates of insurance shall be furnished in a number of copies equal to the number of counterparts of the Contract documents executed. Contractor shall notify Owner immediately if Contractor receives notification of non-renewal or cancellation.
C. WJCC Schools shall be endorsed as an Additional Insured on the Commercial General Liability per ISO 2010 on a primary basis. WJCC Schools Commercial General Liability shall not contribute in any loss payment insured under the Contractor's Commercial General Liability policy.
22. AWARD TO MULTIPLE BIDDERS: W-JCC reserves the right to make multiple awards as a result of this solicitation. The award(s) will be made to the lowest responsive and responsible bidder(s) meeting the requirements of the solicitation. W-JCC reserves the right to conduct any tests it may deem advisable and to make all evaluations. W-JCC 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. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. The Williamsburg-James City County Public Schools reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award. The right is reserved to make a separate award of 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 W-JCC Schools.
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23. CANCELLATION OF CONTRACT: The purchasing agency 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. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
24. 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.
24. LABELING OF HAZARDOUS SUBSTANCES: Contractor shall be required to notify the Department Head of the facility of any hazardous materials or chemicals that will be used or installed as part of work. Contractor also shall be required to present all Material Safety Data Sheets (MSDS) that pertain to those same materials.
If the items or products requested by this solicitation are "Hazardous Substances" as defined by Article 3.1-250 of the Code of Virginia (1950), as amended, or Article 1261 of Title 15 of the United States Code, then the Bidder/Offeror, by submitting his bid/proposal, certifies and warrants that the items or products to be delivered under this contract shall be properly labeled as required by the foregoing sections and that by delivering the items or products the Bidder/Offeror does not violate any of the prohibitions of Article 3.1-252 of the Code of Virginia or Title 15 U.S.C, Article 1263.
25. MATERIAL SAFETY DATA SHEETS: Material Safety Data Sheets and descriptive literature shall be provided with the bid/proposal for each chemical and/or compound offered. Failure on the part of the Bidder/Offeror to submit such data sheets may be cause for declaring the bid/proposal as non- responsive. Contractors shall be required to notify the department head of the facility of any hazardous materials or chemicals that will be furnished or installed as part of their work. They also shall be required to present all Material Safety Data Sheets (MSDS) that pertain to those same materials.
26. NEGOTIATION WITH THE LOWEST BIDDER: Unless all bids are canceled or rejected, the Williamsburg-James City County Public Schools reserves the right granted by Section 2.2-4818 of the Code of Virginia to negotiate with the lowest responsive, responsible Bidder to obtain a contract price within the funds available to the Williamsburg-James City County Public Schools whenever such low bid exceeds the Williamsburg-James City County Public Schools available funds. For the purpose of determining when such negotiations may take place, the term "available funds" shall mean those funds which were budgeted by the Williamsburg-James City County Public Schools for this contract prior to the issuance of the written Invitation for Bids. Negotiations with the low Bidder may include both modifications of the bid price and the Scope of Work/Specifications to be performed. The Williamsburg-James City County Public Schools shall initiate such negotiations by written notice to the lowest responsive, responsible Bidder that its bid exceeds the available funds and that the Williamsburg-James City County Public Schools wishes to negotiate a lower contract price. The times, places, and manner of negotiating shall be agreed to by the Williamsburg-James City County Public Schools and the lowest responsive, responsible Bidder.
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27. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may employ. 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. 28. WARRANTY: All materials and equipment shall be fully guaranteed against defects in material and workmanship for a period of sixty (60) days following date of the delivery. Should any defect be noted by the owner, the Purchasing Office will notify the Contractor of such defect or non- conformance. Notification will state either (1) that the Contractor shall replace or correct, or (2) the owner does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to the Williamsburg-James City County Public Schools and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, the office issuing the purchase order may have the materials corrected or replaced with similar items and charge the Contractor the costs occasioned thereby or obtain an equitable adjustment in the contract price.
28. WARRANTY (COMMERCIAL): The Contractor agrees that the supplies 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 supplies or services and that the rights and remedies provided therein are in addition to and do not limit those available to the Williamsburg-James City County Public Schools by any other clause of this solicitation. A copy of this warranty must be furnished with the bid/proposal.
29. WORK SITE DAMAGES: Any damage, including damage to finished surfaces, resulting from the performance of this contract shall be repaired to the Williamsburg-James City County Public Schools' satisfaction at the Contractor's expense.
30. CONTRACT DOCUMENTS
a. The contract entered into by the parties shall consist of the Invitation for Bids, the signed bid submitted by the Contractor, the Notice of Award or Purchase Order, the General and Special Conditions, the Specifications with drawings, if any, including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.
b. All time limits stated in the Contract Documents are of the essence of the Contract.
31. RECEIPT AND OPENING OF BIDS
a. It is the responsibility of the bidder to assure that the bid is delivered to the place designated for receipt of bids prior to the time set for receipt of bids. No bid received after the time designated for receipt of bids shall be considered. The bids shall be opened at the time fixed by the Williamsburg-James City County Public Schools for the submission of bids.
b. Bids received in response to an Invitation for Bids will be opened at the time and place stated in the solicitation and Bidders' names and prices made public for the information of Bidders and others interested who may be present either in person or
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by representative. The officer or agent of the Williamsburg-James City County Public Schools, whose duty it is to open them, will decide when the specified time has arrived. No responsibility will be attached to any officer or agent for the premature opening of a bid not properly addressed and identified.
32. WARRANTY OF MATERIALS AND WORKMANSHIP
a. The Contractor warrants that, unless otherwise specified, all materials and equipment incorporated in the work under the Contract shall be new, first class, and in accordance with the Contract Documents. The Contractor further warrants that all workmanship shall be first class and in accordance with Contract Documents and shall be performed by persons qualified in their respective trades.
b. Work not conforming to these warranties shall be considered defective.
c. This warranty of materials and workmanship is separate and independent from and in addition to any other guarantees in this Contract.
33. PROTECTION OF PERSONS AND PROPERTY
a. The Contractor expressly undertakes, both directly and through its Subcontractors, to take every precaution at all times for the protection of persons and property, including Williamsburg-James City County Public Schools' employees and property and its own.
b. The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.
c. The Contractor shall continuously maintain adequate protection of all work from damage and shall protect the Williamsburg-James City County Public Schools' property from injury or loss arising in connection with 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 the Williamsburg-James City County Public Schools. 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.
d. 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 the Williamsburg-James City County Public Schools, is hereby permitted to act, at its discretion, to prevent such threatened loss or injury. Also, should the Contractor to prevent threatened loss or injury, be instructed or authorized to act by the
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Williamsburg-James City County Public Schools, he shall so act, without appeal. Any additional compensation or extension of time claimed by the Contractor on account of any emergency work shall be determined as provided in the contract.
34. FELONY CONVICTION:
The Contractor acknowledges and certifies that all employees of the contractor and subcontractors performing work on school division property are not convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child. The contractor further acknowledges and certifies that it understands that allowing any person subject to the direct or indirect control of the contractor to perform work or enter on school division property if such person has been convicted of such a crime constitutes a breach of contract and may result in default action being taken by the school division in addition to any criminal penalties that may result from such conduct.
35. QUANTITIES
Quantities set forth in this solicitation are estimates only, and the contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.
36. ORDERING OPTION
The Williamsburg-James City County Schools, may during the first sixty (60) days after this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract.
37. WORKPLACE POLICIES
Dress Code Policy:
The Contractor shall ensure that attire is appropriate and does not interfere with the educational process or violate accepted safety standards.
Smoke Free Schools Policy:
The W-JCC School Board's policy prohibits “the use of all tobacco products in all school buildings by all persons at all times. Furthermore, the Board prohibits the use of all tobacco products on school grounds during the school day.” Any contractors or subcontractors which do not enforce this tobacco-free policy may be declared in default of their contract.
Drug-Free Work Place:
The Contractor certifies that they will provide a drug-free work place by the following:
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Giving written notice to each employee that the unlawful manufacture, distribution, possession, or use of controlled substances is prohibited in the employee's work place and that a condition for the employee is that the employee will abide by the terms of the notice and notify the Contractor no later than (5) calendar days after conviction of a violation of any criminal drug statute which occurred in the employee's work place. Providing a drug-free awareness program to inform employees about the dangers of drug abuse in the work place, the company's policy of maintaining a drug-free work place, available drug counseling, rehabilitation, employee assistance programs, and the penalties that may be imposed upon employees for violations.
Notifying the Board's administrator within ten (10) calendar days after receiving actual notice from an employee associated with this project or otherwise being notified of a criminal drug statute conviction for a violation occurring in the work place.
Imposing a sanction on the employee and/or requiring satisfactory participation in a drug abuse assistance or rehabilitation program within thirty (30) days of conviction in the event an employee associated with this project has been convicted of a criminal drug statute violation occurring in the work place. Continuing to make a good faith effort to maintain a drug-free work place.
Sexual Harassment/Sexual Violence Policy:
Sexual harassment/sexual violence will not be tolerated on school grounds. Sexual harassment/sexual violence is a form of sex discrimination which violates Section 703 of Title VII of the Civil Rights Act of 1964, as amended.
Sexual harassment/sexual violence may include but is not limited to written and/or verbal harassment or abuse, indecent propositions, subtle pressure for sexual favors, unwelcome touching or sexual advances, indecent exposure, or inappropriate physical contact of a sexual nature which conduct substantially interferes with an employee's performance or creates an intimidating, hostile or offensive school/work environment.
Identification Policy:
Contractor's and subcontractor's employees shall wear photo - identification badges at all times when on the school property. The Contractor(s) shall be responsible for ensuring that all employees are provided ID badges prior to entering site. The Identification badges will include the employees' name and company they are employed with. If workers are from a Temp. Agency the company that requested the Temp. Agency employee will provide the Identification badge.
Felony Conviction Policy:
The Contractor acknowledges and certifies that all employees of the contractor and sub-contractors performing work on school division property are not convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child. The contractor further acknowledges and certifies that it understands that allowing any person subject to the direct or indirect control of the contractor to perform work or enter on school division property if such person has been convicted of such a crime constitutes a breach of contract and may result in default action being taken by the school division in addition to any criminal penalties that may result from such conduct.
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38. ATTORNEY’S FEES
In the event of any action brought by either party against the other to enforce any of the obligations hereunder or arising out of any dispute concerning the terms and conditions hereby created, each party shall pay their own attorney's fees, costs and expenses.
39. PRECEDENCE IN TERMS
In cases of conflicts, the Special Terms and Conditions shall govern over the General Terms and Conditions; Specifications shall govern over Drawings; figure dimensions shall govern over scaled dimensions; and, detailed Drawings shall govern over general Drawings; unless, the interpretation would result in a violation of any law or regulation applicable to the performance of the Work.
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JAMES CITY COUNTY
GENERAL TERMS &CONDITIONS AND INSTRUCTIONS TO BIDDERS
These CONDITIONS AND INSTRUCTIONS TO BIDDERS shall be binding on all bidders or offerors and are incorporated by reference in all contracts resulting from any written Request for Quotes, Invitation to Bid or Request for Proposals issued, collectively the (“Request”), to which they are attached. Use of the term “bid” in these General Terms & Conditions and Instructions to Bidders is not intended to be restricted to an Invitation to Bid and shall also affect written Request for Quotes, Invitation to Bid or Request for Proposals. The Purchasing Office is responsible for the purchasing activity of James City County, a political subdivision of the Commonwealth of Virginia, and the James City Service Authority, herein referred to collectively as “James City County” or “County”. 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 and except as provided by law, relief cannot be secured on the plea of error.
Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and legislation including the County Purchasing Policy and the County Purchasing Manual, bids/proposals on all solicitations issued by the Purchasing Office will bind bidders/ offerors to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.
Cooperative Purchasing--James City County issues this solicitation in accordance with Section 2.2-4304 of the Virginia Public Procurement Act and Chapter 1, Section 5 of the James City County Purchasing Policy, and on behalf of the members of the Southeastern Virginia Governmental Purchasing Cooperative (SVGPC), as well as other public bodies, governmental jurisdictions and school divisions.
Bidders/Offerors are advised that all resultant contracts will be extended, with the authorization of the bidder/offeror, to other public bodies, governmental jurisdictions and school divisions as may be interested. Should other entities decide to use the final contract, the contractor shall deal directly with that jurisdiction or political subdivision concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing and payments. James City County acts only as the “Contracting Agent” for these jurisdictions and political subdivisions. Failure to extend a contract to any jurisdiction will have no effect on consideration of your bid or offer.
It is the responsibility of the contractor to notify the public bodies, jurisdictions and political subdivisions of the availability of the contract.
Each participating public body, jurisdiction and political subdivisions has the option of executing a separate contract with the contractor. Such contracts may contain general terms and conditions unique to those jurisdictions and political subdivisions. If, when preparing such a contract, the general terms and conditions of a jurisdiction are unacceptable to the contractor, the contractor may withdraw its extension of the award to that jurisdiction.
James City County shall not be held liable for any costs or damages incurred by another public body or jurisdiction as a result of any award extended to that public body, jurisdiction or political subdivision by the contractor.
SVGPC members reserve the right to make awards to the lowest responsive and responsible offeror during the contract term. SVGPC members not explicitly named in the IFB are not obligated to participate, nor is the successful offeror obligated to contract with other SVGPC members.
City of Chesapeake Newport News Public Schools City of Hampton Williamsburg/James City County Public Schools City of Newport News York County Public Schools City of Norfolk Christopher Newport University City of Portsmouth College of William & Mary City of Virginia Beach Norfolk State University City of Williamsburg Tidewater Community College County of Gloucester Jamestown/Yorktown Foundation County of James City Southeastern Public Service Authority County of King William County of York Thomas Nelson Community College Portsmouth Redevelopment & Housing Newport News Redevelopment & Housing CAS Norfolk Regional Office DDS Tidewater Regional Office Revised 7/22/10
1. AUTHORITY AND COOPERATIVE PURCHASING-The County b. Late bids/proposals/modifications will be returned to the Purchasing Director has the sole responsibility and authority for Bidder/Offeror UNOPENED, if solicitation number, negotiating, placing and when necessary modifying every acceptance date and Bidder/Offeror’s return address is solicitation, contract and purchase order issued by James City shown on the container. County. In the discharge of these responsibilities, the County Purchasing Director may be assisted by assigned buyers. Unless c. If the County closes its offices due to inclement weather specifically delegated by the County Purchasing Director, no other scheduled bid openings or receipt of proposals will be County officer or employee is authorized to order supplies or extended to the next business day, same time. services, enter into purchase negotiations or contracts, or in any way obligate the government of the County of James City for an d. Vendors may modify their bids prior to the date and time indebtedness. Any purchase order or contract made which is specified for the bid opening. Facsimile modification of bids contrary to these provisions and authorities shall be of no effect shall not be accepted unless the solicitation allowed such and void and the County shall not be bound thereby. submission.
2. COMPETITION INTENDED: It is the County’s intent that this 6. WITHDRAWAL OF BIDS/PROPOSALS: solicitation permit competition. It shall be the Bidder’s/Offeror’s responsibility to advise the Purchasing Director in writing if any A bidder/offeror for a contract other than for public construction language, requirement, specification, etc., or any combination may request withdrawal of his or her bid/proposal under the thereof, stifles competition or inadvertently restricts or limits the following circumstances: requirements stated in this solicitation to a single source. The Purchasing Director must receive such notification not later than a. Bids/Proposals may be withdrawn on written request from five (5) business days prior to the deadline set for acceptance of the Bidder/offeror received at the address shown in the the bids/proposals. solicitation prior to the time of acceptance.
CONDITIONS OF BIDDING b. Requests for withdrawal of bids/proposals after opening of such bids/proposals but prior to award shall be transmitted to 3. CLARIFICATION OF TERMS - If any Bidder/Offeror has the County Purchasing Director, in writing, accompanied by questions about the specifications or other solicitation documents, full documentation supporting the request. If the request is the prospective Bidder/ Offeror should contact the buyer whose based on a claim of error, documentation must show the name appears on the face of the solicitation no later than five (5) basis of the error. Such documentation may take the form of business days prior to the date set for the opening of bids or supplier quotations, vendor work sheets, etc. If bid bonds receipt of proposals. Any revisions to the solicitation will be made were tendered with the bid, the County may exercise its right only by addendum issued by the buyer. Notifications regarding of collection. specifications may not be considered if received in less than five (5) business days of the date set for opening of bids/receipt of c. Bids/proposals shall not be withdrawn after award of a proposals. contract or issuance of a purchase order. No plea or claim of mistake in a solicitation or resulting contract or purchase 4. USE OF COUNTY FORM AND TERMS AND CONDITIONS: order shall be available as a defense in any legal proceeding Failure to submit a solicitation on the official James City County brought upon a contract or purchase order awarded to a form provided for that purpose or unauthorized modification of or bidder/offeror as a result of the breach or nonperformance of additions to any portion of the solicitation documents may be a such contract or purchase order. cause for rejection of the bid/proposal if the price, quality, quantity, delivery, necessary assurances, performance of the No Bid/Proposal may be withdrawn under this paragraph when contract and other factors deemed important to the solicitation will the result would be the awarding of the contract on another be affected. James City County reserves the right to decide, on a Bid/Proposal of the same bidder/offeror or of another case-by-case basis, in its sole discretion, whether to reject any bidder/offeror in which the ownership of the withdrawing bid or proposal which has been modified. The County shall not bidder/offeror is more than five percent. In the case of Invitation be responsible for any errors or omissions of the bidder/proposer. for Bids, if a bid is withdrawn under the authority of this The solicitation shall be signed by a representative authorized to paragraph, the lowest remaining bid shall be deemed to be the legally bind the firm. By signing the solicitation, the bidder/offeror low bid. No bidder/offeror who is permitted to withdraw a agrees to the terms and conditions of the solicitation and certifies bid/proposal shall, for compensation, supply any material or labor that they have inspected the job site(s) and are aware of the to or perform any subcontract or other work agreement for the conditions under which the work must be accomplished. Claims, person or firm to whom the contract is awarded or otherwise as a result of failure to inspect the job site, shall not be considered benefit, directly or indirectly, from the performance of the project by the County. for which the withdrawn bid/proposal was submitted.
5. LATE BIDS/PROPOSALS & MODIFICATION OF BIDS/ 7. ERRORS IN BIDS/PROPOSALS – When an error is made in PROPOSALS: extending total prices, the unit bid price will govern. Erasures in bids/proposals must be initialed by the bidder/offeror. Any bid/proposal/modification received at the office designated in Carelessness in quoting prices, or in preparation of bid/proposal the solicitation after the exact time specified for receipt of the otherwise, will not relieve the Bidder/Offeror of his responsibilities bid/proposal/modification is considered a late bid/proposal/ to provide the good or service. Bidders/Offerors are cautioned to modification. recheck their bids/proposals for possible errors. Errors discovered after public opening cannot be corrected and the James City County is not responsible for delays in the delivery of bidder will be required to perform if his or her bid is accepted. the mail by the U.S. Postal Service, private carriers or the inter- office mail system. It is the sole responsibility of the 8. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed Bidder/Offeror to ensure their bid/proposal reaches the bid/proposal and requested copies should be returned in a Purchasing Office by the designated date and hour. separate envelope or package, sealed and identified with the following information: a. The official time used in the receipt of bids/ proposals is that time stamped by the automatic time stamp machine in the ADDRESSED AS INDICATED ON PAGE 1 Purchasing Office. Date/time stamps marked after the IFB/RFP NUMBER designated time of receipt will be rejected. TITLE BID/PROPOSAL DUE DATE AND TIME VENDOR NAME AND COMPLETE MAILING ADDRESS materials, or supplies to a bidder is not thereby disqualified from (RETURN ADDRESS) quoting prices to other bidders or firms submitting a bid directly for the work, materials or supplies. If a bid/proposal is not addressed with the information as shown above, the Bidder/Offeror takes the risk that the envelope may be 15. TAX EXEMPTION: The County is exempt from the payment of inadvertently opened and the information compromised, which any federal excise or any Virginia sales tax. The price bid must may cause the bid/proposal to be disqualified. Bids/Proposals be net, exclusive of taxes. Tax exemption certificates will be may be hand delivered to the designated location in the office furnished if requested by the Bidder/Offeror. issuing the solicitation. No other correspondence or other proposals should be placed in the envelope. 16. DEBARMENT STATUS: By submitting their bids/proposals, Bidders/Offerors certify that they are not currently debarred by 9. ACCEPTANCE OF BIDS/PROPOSALS: Unless otherwise James City County, the Commonwealth of Virginia, the Federal specified, all formal bids/proposals submitted shall be valid for a Government, any local government or government minimum period of ninety (90) calendar days following the date agency/entity/authority from submitting bids or proposals on established for acceptance. At the end of the ninety (90) calendar contracts for the type of goods and/or services covered by this days the bid/proposal may be withdrawn at the written request of solicitation, nor are they an agent of any person or entity that is the Bidder/Offeror. If the proposal is not withdrawn at that time it currently so debarred. remains in effect until an award is made or the solicitation is canceled. 17. ETHICS IN PUBLIC CONTRACTING: The provisions contained in Sections 2.2-4367 through 2.2-4377, Code of Virginia, as 10. PRICING: amended, shall be applicable to all contracts solicited or entered into by James City County. By submitting their bids/proposals, all a. Bidder warrants by virtue of bidding that prices, terms, and Bidders/Offerors certify that their bids/proposals are made without conditions quoted in his bid will be firm for acceptance for a collusion or fraud and that they have not offered or received any period of ninety (90) days from the date of bid opening kickbacks or inducements from any other Bidder, Offeror, unless otherwise stated by the County or Bidder. supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have not conferred on any public b. Prices should be stated in units of quantity as specified in employee having official responsibility for this procurement the bid form. transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present c. Life cycle cost analysis may be considered when or promised, unless consideration of substantially equal or greater determining the lowest responsive and responsible bid. This value was exchanged. analysis may consider, in addition to purchase price, any proposed upward or downward escalator clauses proposed The Bidder/Offeror certifies that to the best of his knowledge, no for the initial contract term and any potential renewal terms; employee of the County, nor any member thereof, nor any public operating and related costs over the life of the item including agency or official impacted by the solicitation or resulting contract maintenance, down time, energy costs, salvage value, etc. has any pecuniary interest in the business of the Bidder/Offeror, and that no person associated with the Bidder/Offeror has any d. Bid prices shall be for complete installation ready for the interest that would conflict in any manner with the performance of County’s use and shall include all applicable freight and the contract resulting from this solicitation. installation charges; extra charges will not be allowed. 18. PERFORMANCE BOND: When requested in the bid, the County e. When an annual contract is not requested by the County, shall require the successful bidder to furnish a performance bond and the bid is for products or services to be delivered on a and labor and material payment bond with surety satisfactory to one-time only or staggered basis, only firm pricing shall be the County Attorney in the amount of the contract price at a time given consideration. General terms such as "price in effect of or prior to execution of the contract. at time of delivery" shall not be considered for award. 19. NO CONTACT POLICY: No Bidder/Offeror shall initiate or otherwise have contact related to the solicitation with any County 11. CONDITIONAL BIDS: Conditional bids are subject to rejection in employee, other than the Purchasing Office, after the date and whole or in part if the price, quality, quantity, delivery, necessary time established for receipt of bids/proposals. Any contact assurances, performance of the contract and other factors initiated by a Bidder/Offeror with any County representative, other deemed important to the solicitation will be affected. than the Purchasing Office, concerning this solicitation is prohibited and may cause the disqualification of the 12. OPENING: At the time fixed for the opening of responses to a bid, Bidder/Offeror from this procurement process. all bids will be opened and the names of the bidders and the amount bid shall be read aloud and made readily available to the 20. LICENSES, PERMITS, AND FEES: All bids submitted shall have public. included a list of any business and professional licenses, permits, or fees required by James City County or the Commonwealth of If a public opening of a Request for Proposals is held, only the Virginia. names of the offerors will be read publicly. SPECIFICATIONS 13. RESPONSE TO SOLICITATIONS: In the event a vendor cannot submit a bid on a solicitation, the vendor is requested to return the 21. BRAND NAME OR EQUAL ITEMS: Unless otherwise provided in solicitation cover sheet with an explanation as to why the vendor the solicitation, the name of a certain brand, make or is unable to bid on these requirements. Because of the large manufacturer does not restrict bidders to the specific brand, make number of firms listed on the County’s Bidders List, it may be or manufacturer named; it conveys the general style, type, necessary to delete from this list the names of those persons, character, and quality of the article desired, and any article which firms or corporations who fail to respond after having been invited the County in its sole discretion determines to be the equal of that to bid for three (3) successive solicitations. Such deletion will be specified, considering quality, workmanship, economy of made only after formal notification of the intent to remove the firm operation, and suitability for the purpose intended, shall be from the County’s Bidder’s List. accepted. The Bidder is responsible to clearly and specifically indicate the product being offered and to provide sufficient 14. BIDDER INTERESTED IN MORE THAN ONE BID: If more than descriptive literature, catalog cuts and technical detail to enable one bid is offered by any one party, either directly or by or in the James City County to determine if the product offered meets the name of his or her clerk, partner, or other persons, all such bids requirements of the solicitation. This is required even if offering may be rejected. A party who has quoted prices on work, the exact brand, make or manufacturer specified. Normally in competitive sealed bidding, only the information furnished with the Bidder's/Offeror’s capabilities. James City County further bid will be considered in the evaluation. Failure to furnish reserves the right to reject any bid or proposal if the evidence adequate data to enable James City County to determine if the submitted by or investigations of, such Bidder/Offeror fails to product offered meets the requirements of the solicitation may satisfy James City County that such Bidder/Offeror is properly result the bid being declared non-responsive. Unless the Bidder qualified to carry out the obligations of the contract and to clearly indicates in its bid/proposal that the product offered is complete the work/furnish the item(s) contemplated therein. "equal" product, such bid/proposal will be considered to offer the brand name product referenced in the solicitation. 28. TIE BIDS: In the case of a tie bid, the County may give preference to goods, services and construction produced in the 22. FORMAL SPECIFICATIONS: When a solicitation contains a County or provided by persons, firms or corporations having specification which states no substitutes, no deviation therefrom principal places of business in the County. If such choice is not will be permitted and the bidder will be required to furnish articles available, preference shall then be given to goods and services in conformity with that specification. produced in the Commonwealth pursuant to Code of Virginia § 2.2-4324. If no County or Commonwealth choice is available, the 23. OMISSIONS & DISCREPANCIES: Any items or parts of any tie shall be decided by lot. equipment listed in this solicitation which are not fully described or are omitted from such specification, and which are clearly 29. FACTORS OTHER THAN PRICE IN AWARD DECISION: The necessary for the completion of such equipment and its following factors, in addition to price (as they apply), shall be a appurtenances, shall be considered a part of such equipment consideration in the award decision: although not directly specified or called for in the specifications. a. The quality of performance/workmanship of previous The Bidder/Offeror shall abide by and comply with the true intent contracts, services or products, or references which attest to of the specifications and not take advantage of any unintentional other specific experiences; error or omission, but shall fully complete every part as the true intent and meaning of the specifications and drawings. Whenever b. The timely completion of previous contracts or services or the mention is made of any articles, material or workmanship to the timely delivery of past orders; or references which attest be in accordance with laws, ordinances, building codes, to other specific experiences; underwriter’s codes, A.S.T.M. regulations or similar expressions, the requirements of these laws, ordinances., etc., shall be c. The sufficiency of financial resources and its impact on construed as to the minimum requirements of these ability of the bidder to perform the contract or provide the specifications. services;
24. EQUIPMENT STANDARDS. Any equipment delivered shall be d. The County reserves the right to conduct on-site inspections standard new equipment, latest model, the best quality, and the of any bidder's facilities prior to award. The results of said highest grade work, except as otherwise specifically stated in bid. inspection will be considered by the County in determining Any part of nominal appurtenances which are usually provided in bidder's capabilities of successfully administering to this the manufacturer’s stock model shall be furnished. contract;
25. ANNUAL CONTRACT USAGE REQUIREMENTS: Whenever a e. The ability and availability of the bidder to provide both bid is sought seeking a source of supply for an annual contract for quality and timely maintenance, service, and/or parts; products or services, the quantities or usage shown are estimates only. No guarantee or warranty is given or implied by James City f. The resale value, life cycle costing, and value analysis of a County as to the total amount that may not be purchased from product; any resulting contracts. These quantities are for Bidder's information only and will be used for tabulation and presentation g. The availability and capability of local and regional vendor of bid. support as it affects the quantity, quality, and timeliness of the work or products required; AWARD h. Delivery of a product and timely completion of a project as 26. AWARD OR REJECTION OF BIDS: The Purchasing Director stated by vendor in bid; shall award the contract to the lowest responsive and responsible bidder complying with all provisions of the IFB, provided the bid i. Substantial compliance or noncompliance with specifications price is reasonable and it is in the best interest of the County to set forth in bid as determined by the County; accept it. Awards made in response to a RFP will be made to the highest qualified offeror whose proposal is determined, in writing, j. Product or parts inventory capability as it relates to a to be the most advantageous to the County taking into particular bid; and consideration the evaluation factors set forth in the RFP. The Purchasing Director reserves the right to award a contract by k. Results of product testing. individual items, in the aggregate, or in combination thereof, or to reject any or all bids/proposals and to waive any informality in CONTRACT PROVISIONS bids/proposals received whenever such rejection or waiver is in the best interest of the County. Award may be made to as many 30. APPLICABLE LAW AND COURTS: Any contract resulting from bidders/offerors as deemed necessary to fulfill the anticipated this solicitation shall be governed in any respects by the laws of requirements of James City County. The Purchasing Director Virginia, and any litigation with respect thereto shall be brought in reserves the right to negotiate with the lowest responsive, the Circuit Court or General District Court of James City County, responsible bidder should bids exceed available funds. The Virginia. The Contractor shall comply with applicable federal, Purchasing Director shall reject the bid if the bidder is deemed to state and local laws and regulations. be a non-responsible or non-responsive bidder. 31. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By 27. QUALIFICATIONS OF BIDDERS OR OFFERORS: James City entering into this contract, vendor certifies that it does not and will County may make such reasonable investigations as deemed not during the performance of this contract knowingly employ an proper and necessary to determine the ability of the unauthorized alien as defined in, or otherwise violate the Bidder/Offeror to perform the work/furnish the item(s) and the provisions of, the federal Immigration Reform and Control Act of Bidder/Offeror shall furnish to James City County all such 1986, as amended. information and data for this purpose as may be requested. James City County reserves the right to inspect Bidder's/Offeror’s 32. OBLIGATIONS OF COUNTY AND physical facilities prior to award to satisfy questions regarding the CONTRACTOR: County: The County shall furnish to the contractor all available information as listed in the solicitation that Mail is deemed to be payment to the addressee. These may be useful for the contract work. The County shall assist the provisions apply to each sub-tier contractor performing under the contractor in obtaining access to enter upon public and private primary contract. A contractor's obligation to pay an interest property as required to perform the contract work. The County charge to a subcontractor may not by construed to be an shall designate a representative who shall serve as the principal obligation of James City County. contact and give direction to the contractor throughout the duration of the contract. Contractor: The contractor represents 38. ASSIGNMENT OF CONTRACT: A contract shall not be that he has, or shall secure at his expense, all personnel, assignable by the Contractor in whole or in part without the written including subcontractors, required to perform and complete the consent of the Purchasing Director. Scope of Work. 39. DEFAULT: In case of failure to deliver goods or services in 33. CONFIDENTIALITY AND OWNERSHIP OF DATA: Any reports, accordance with the contract terms and conditions, James City information, intellectual property, data, drawings, specifications, County, after due oral or written notice, may procure them from estimates and summaries given to or prepared or assembled by other sources and hold the Contractor responsible for any the contractor under the Scope of Work of the contract, shall not resulting additional purchase and administrative costs. This be made available to any individual or organization by the remedy shall be in addition to another remedies which James City contractor without prior written approval of the County. All of County may have. these items shall become the property of the County upon payment of fees as required by the contract. 40. AVAILABILITY OF FUNDS: It is understood and agreed between the contractor and the County herein that the County 34. REPORTS OF WORK: The County and the contractor shall shall be bound hereunder only to the extent of the funds available schedule progress meetings at appropriate intervals throughout or which hereafter become available for the purpose of the the duration of the contract. These meetings shall provide for the contract. exchange of information related to the status of the Scope of Work, anticipated progress and any problems that have occurred. 41. ANTI-DISCRIMINATION: By submitting their bids/proposals, Bidders/Offerors certify to James City County that they will 35. ANTI-TRUST: By entering into a contract, the contractor conveys, conform to the provisions of the Federal Civil Rights Act of 1964, sells, assigns, and transfers to James City County all rights, title as amended, as well as the Virginia Fair Employment Act of 1975, and interest in and to all causes of the action it may now have or as amended, where applicable, the Virginians With Disabilities hereafter acquire under the antitrust law of the United States and Act, the Americans With Disabilities Act and the Code of Virginia James City County, relating to the particular goods or services § 2.2-4311, as amended. If the award is made to a faith-based purchased or acquired by James City County under said contract. organization, the organization shall not discriminate against any Consistent and continued tie bidding could cause rejection of bids recipient of goods, services, or disbursements made pursuant to by the Purchasing Director and/or investigation for Anti-Trust the contract on the basis of the recipient’s religion, religious belief, violations. refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to 36. PAYMENT TERMS: Unless otherwise provided in the solicitation the same rules as other organizations that contract with public payment will be made thirty (30) days after receipt of a proper bodies to account for the use of the funds provided; however, if invoice with complete supporting documentation, or thirty (30) the faith-based organization segregates public funds into separate days after receipt of all goods or acceptance of work, whichever is accounts shall be subject to audit by the public body . (Code of the latter. For construction projects, the County may retain five Virginia § 2.2-4343.1.E). percent (5%) of the total amount of each partial progress payment to assure faithful performance of the contract by the contractor. In every contract over $10,000 the provisions in a and b below The County will release all retainage upon final payment. apply:
a. Invoices for items/services ordered, delivered/performed and a. During the performance of this contract, the Contractor accepted shall be submitted by the Contractor directly to the agrees as follows: payment address shown on the purchase order/contract. All invoices shall show the contract number, purchase order 1) The Contractor will not discriminate against any number, and any federal employer identification number. employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or b. Any payment terms requiring payment in less than 30 days any other basis prohibited by state law relating to will be regarded as requiring payment 30 days after invoice discrimination in employment, except where there is a or delivery, whichever occurs last. This shall not affect offers bona fide occupational qualification reasonably of discounts for payment in less than 30 days, however. necessary to the normal operation of the contractor. The Contractor agrees to post in conspicuous places, c. The date of payment shall be deemed the date of postmark available to employees and applicants for employment, in all cases where payment is made by mail. notices setting forth the provisions of this nondiscrimination clause. 37. PAYMENT TO SUBCONTRACTORS: A contractor awarded a contract under this solicitation is hereby obligated: 2) The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will a. To pay the subcontractor(s) within seven (7) days of the state that such Contractor is an equal opportunity contractor's receipt of payment from James City County for employer. the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or 3) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be b. To notify James City County and the subcontractor(s), in deemed sufficient for the purpose of meeting the writing, of the contractor's intention to withhold payment and requirements of this Section. the reason. b. The Contractor will include the provisions of a. above in The contractor is obligated to pay the subcontractor(s) interest at every subcontract or purchase order over $10,000, so that the rate of one percent per month (unless otherwise provided the provisions will be binding upon each subcontractor or under the terms of the contract) on all amounts owed by the vendor. contractor that remain unpaid seven (7) days following receipt of payment from James City County, except for amounts withheld as 42. NONDISCRIMINATION OF CONTRACTORS: A bidder,offeror,or stated in b above. The date of mailing of any payment by U.S. contractor shall not be discriminated against in the solicitations or award of this contract because of race, religion, color, sex, provided by the Disputes Clause of the contract. national origin, age or disability or against faith-based Neither the existence of a claim nor a dispute resolution organizations. If the award of this contract is made to a faith- process, litigation or any other provision of this contract based organization and an individual who applies for or receives shall excuse the Contractor from promptly complying goods, services, or disbursements provided pursuant to this with the changes ordered by the County or with the contract objects to the religious character of the faith-based performance of the contract generally. organization from which the individual receives or would receive the goods, services, or disbursements, James City County shall c. No modification for a fixed price contract may be increased offer the individual, within a reasonable period of time after the by more than 25% or $50,000, whichever is greater, without date of his objection, access to equivalent goods, service, or the advanced written approval of the Board of Supervisors. disbursements from an alternative provider. 46. AUTHORIZATION TO TRANSACT BUSINESS, STATE 43. INVOICES: Invoices for items ordered, delivered and accepted REGISTRATION OF CONTRACTORS (IF APPLICABLE) AND shall be submitted by the Contractor directly to the payment COUNTY BUSINESS LICENSE: A contractor organized as a address shown on the purchase order/contract. All invoices shall stock or nonstock corporation, limited liability company, business show the IFB/RFP number and/or purchase order number. trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the 44. PRECEDENCE OF TERMS: In the event there is a conflict Commonwealth as a domestic or foreign business entity if so between the General Terms and Conditions and any Special required by Title 13.1 or Title 50 or as otherwise required by law. Terms and Conditions, the Special Terms and Conditions shall apply. Pursuant to competitive sealed bidding or competitive negotiation, all bidders or offerors organized or authorized to transact 45. CHANGES TO THE CONTRACT: There shall be no extra work business in the Commonwealth pursuant to Title 13.1 or Title 50 allowed on the contract without prior written authorization in the are required to include in its bid or proposal the identification form of a change order signed by the Purchasing Director or the number issued to it by the State Corporation Commission. Any County Administrator. No officer, agent or employee of the bidder or offeror that is not required to be authorized to transact County is authorized to give verbal instructions to increase the business in the Commonwealth as a foreign business entity under Scope of Work and the contractor shall not use verbal instructions Title 13.1 or Title 50 or as otherwise required by law shall include as the basis for additional costs. Changes can be made to the in its bid or proposal a statement describing why the bidder or contract in any of the following ways by the issuance of a Change offeror is not required to be so authorized. Order: Attention is directed to Chapter 11, title 54.1 of the Code of a. The parties may agree to modify the scope of the contract. Virginia (Re: State registration of contractors), which requires An increase or decrease in the price of the contract resulting that all bidders must show evidence of the proper license under from such modification shall be agreed to by the parties as a the provision of this chapter before such bid is considered. part of their written agreement to modify the scope of the contract. All firms doing business in James City County are required to be licensed in accordance with the County's "Business, Professional, b. James City County may order changes within the general and Occupational Licensing (BPOL) Tax" Ordinance. Wholesale scope of the contract at any time by written notice to the and retail merchants without a business location in James City Contractor. Changes within the scope of the contract County are exempt from this requirement. Questions concerning include, but are not limited to, things such as services to be the BPOL Tax should be directed to the Business License performed, the method of packing or shipment, and the Inspector, telephone (757) 253-6698. place of delivery or installation. The Contractor shall comply with the notice upon receipt. The Contractor shall be 47. PROPRIETARY INFORMATION: Section 2.2-4342F of the Code compensated for any additional costs incurred as the result of Virginia states: "Trade secrets of proprietary information of such order and shall give the County a credit for any submitted by a bidder, offeror, or contractor in connection with a savings. Said compensation shall be determined by one of procurement transaction shall not be subject to public disclosure the following methods. under the Virginia Freedom of Information Act; however, the bidder, offeror, or contractor must invoke the protections of this 1) By mutual agreement between the parties in writing; or section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and 2) By agreeing upon a unit price or using a unit price set state the reasons why protection is necessary." Declaring an forth in the contract, if the work to be done can be entire bid or proposal response as proprietary is unacceptable. expressed in units, and the contractor accounts for the number of units of work performed, subject to the 48. INDEMNIFICATION: The Contractor hereby binds himself and County’s right to audit the Contractor’s records and/or his successors to indemnify, defend, and save harmless James determine the correct number of units independently; or City County, its officers, agents or employees, from all suits and actions of every name and description brought against it or them, 3) By ordering the Contractor to proceed with the work and all costs or damages to which it or they may be put, on and keep a record of all costs incurred and savings account of, or by reason of any injury or alleged injury to the realized. A markup for overhead and profit may be person or property of another, resulting from or on account of the allowed if provided by the contract. The same markup negligent acts, errors or omissions, recklessness or intentionally shall be used for determining a decrease in price as the wrongful conduct of the Contractor or his agents in the result of savings realized. The Contractor shall present performance of the contract; and that the whole or so much of the the County with all vouchers and records of expenses moneys due to the contractor under and by virtue of this Contract, incurred and savings realized. The County shall have as such or may be considered necessary by the County, shall the right to audit the records of the Contractor as it and may be retained until all such suits and claims for damages deems necessary to determine costs or savings. Any as aforesaid shall have been settled, and evidence to that effect claim for an adjustment in price under this provision furnished to the satisfaction of the County. The said Contractor must be asserted by written notice to the Purchasing further agrees to indemnify and save harmless James City Office within thirty (30) days from the date of receipt of County against any and all claims, suits or demands that may the written order from the Purchasing Office. If the accrue to, be suffered by, or adjudicated against it by reason of parties fail to agree on an amount of adjustment, the any injury sustained by any of the Contractor’s employees in and questions of an increase or decrease in the contract about the said work, under and pursuant to the provisions of the price or time for performance shall be resolved in Workman’s Compensation Law or any amendments thereto, and accordance with the procedures for relieving disputes the Contractor shall produce certificates or other satisfactory other sources against delayed deliveries and/or rejections. evidence of ample protection against such liability. The Successful Bidder shall reimburse James City County
49. NOTICE OF REQUIRED DISABILITY LEGISLATION: The promptly for excess costs incurred by James City County County government is required to comply with State and Federal for such purchases. Any such purchases will be deducted disability legislation: The Rehabilitation Act of 1973 Section 504, from the contract amount. In the event James City County The Americans with Disabilities Act (ADA) of 1990 Title II and the cost of obtaining goods and/or service deliverables from Virginia with Disabilities Act of 1990. Specifically, the County, may not, through its contractural and/or financial arrangements, other sources be less, Successful Bidder shall have no directly or indirectly avoid compliance with Title II or the claim to the difference. Americans with Disabilities Act, Public Law 101-336, which Liability: Successful Bidder shall be liable to James City prohibits discrimination by public entities on the basis of disability. County for all costs incurred by James City County as a Subtitle A protects qualified individuals with disability from discrimination on the basis of disability in the services, programs, result of Successful Bidder's failure to perform in or activities of all State and local governments. It extends the accordance with the contract. Successful Bidder's liability prohibition of discrimination in federally assisted programs shall include, but not be limited to: Damages and other established by the Rehabilitation Act of 1973 Section 504 to all delay costs, to include costs to procure goods/services activities of State and local governments, including those that do not receive Federal financial assistance, and incorporates specific from alternate suppliers. Increased costs of performance, prohibitions of discrimination on the basis of disability in Titles I, such as extended overhead and increased performance III, and V of the Americans with Disabilities Act. The Virginians costs resulting from performance delays caused by with Disabilities Act of 1990 follows the Rehabilitation Act of 1973 Successful Bidder and/or rejections of Successful Section 504. Bidder’s goods and/or service deliverables. Warranty and 50. DRUG-FREE WORKPLACE: During the performance of this rework costs, liability to third party, excess costs, contract, the contractor agrees to (i) provide a drug-free attorney’s fees and related costs incurred by James City workplace for the contractor’s employees; (ii) post in conspicuous County due to non-responsive performance of Successful places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, Bidder. sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees 52. BREACH OF CONTRACT: Successful Bidder shall be deemed in for violations of such prohibition; (iii) state in all solicitations or breach of this contract if the Successful Bidder: Fails to comply advertisements for employees placed by or on behalf of the with any terms of this contract; Fails to cure such noncompliance contractor that the contractor maintains a drug-free workplace; within ten (10) calendar days from the date of the Owner written and (iv) include the provisions of the foregoing clauses in every notice or such other time frame, greater than ten (10) calendar subcontract or purchase order of over $10,000, so that the days, specified by the JCC Contract Administrator in the notice. provisions will be binding upon each subcontractor or vendor. Successful Bidder fails to submit a written response to the Owner notification of noncompliance within ten (10) calendar days after For the purposes of this section, “drug-free workplace” means a the date of the Owner notice. All notices under this contract shall site for the performance of work done in connection with a be submitted, either by fax, email or certified mail, return-receipt specific contract awarded to a contractor, the employees of whom requested, to the respective contract administrator. Successful are prohibited from engaging in the unlawful manufacture, sale, Bidder shall not be in breach of this contract as long as its default distribution, dispensation, possession or use of any controlled was due to causes beyond the reasonable control of and substance or marijuana during the performance of the contract. occurred without any fault or negligence on the part of both the Successful Bidder and its sub-contractors. Such causes may 51. Non-Responsive Performance: include, but are not restricted to, acts of God or of the public enemy, acts of Owner in its sovereign capacity, fires, floods, Delivery Delays: James City County reserves the right to epidemics, strikes, freight embargoes, and unusually severe procure goods and/or services to be provided under this catastrophic weather such as hurricanes. contract from other sources in the event Successful Bidder fails to deliver such goods and/or service deliverables in 53. TERMINATION: Subject to the provisions below, the contract accordance with delivery dates and time frames set forth may be terminated by the County upon thirty (30) days advance in this contract. Unacceptable Deliveries (Rejections): written notice to the other party. Upon receipt of a notice of Upon notification by James City County that goods and/or termination, the contractor shall cease all work underway on service deliverables provided by the Successful Bidder behalf of the County unless advised by the County to do otherwise. In the event of termination, Contractor shall be under this contract are damaged and/or not of the quality compensated only for the services as set forth in the contract specified by James City County, such goods and/or provided to the satisfaction of the County and expenses incurred service deliverables will be rejected. Successful Bidder as of the date of termination. Any contract cancellation notice shall replace such rejected goods and/or service shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date deliverables immediately or within a reasonable time as of cancellation. determined by James City County. Successful Bidder shall remove all rejected materials, a. Termination for Convenience: In the event that the contract equipment or supplies from the premises of James City is terminated upon request and for the convenience of the County, without the required thirty (30) days advance notice, County within ten (10) days of notification. Rejected then the County shall be responsible for payment of services goods and/or service deliverables not removed from up to the termination date. James City County premises within ten (10) days will be regarded as abandoned, shall become the property of b. Termination for Cause: Termination by the County for cause, default or negligence on the part of the contractor shall be James City County, and James City County shall have the excluded from the foregoing provision; termination costs, if right to dispose of such items. James City County any shall not apply. However, pursuant to the Default Purchase From Alternate Sources: James City County paragraph of these General Conditions, the County may reserves the right to authorize immediate purchase from hold the contractor responsible for any resulting additional purchase and administrative costs. Any payment due to the Independence Day 4th day in July contractor at the time of termination may be adjusted to the Labor Day 1st Monday in September extent of any additional costs occasioned to the County by Veteran’s Day 11th day in November reason of the contractor’s default. The thirty (30) days Thanksgiving Day 4th Thursday in November advance notice requirement is waived in the event of Day after Thanksgiving 4th Friday in November Termination for Cause. Christmas Eve 24th day in December Christmas Day 25th day of December c. Termination Due to Unavailability of Funds in Succeeding Fiscal Years: When funds are not appropriated or otherwise made available to support continuation of performance in a DELIVERY PROVISION subsequent fiscal year, the contract shall be canceled. 60. SHIPPING INSTRUCTIONS-CONSIGNMENT: Unless otherwise 54. CONTRACTOR RESPONSIBILITY FOR COUNTY PROPERTY: specified in the solicitation each case, crate, barrel, package, etc., The Contractor shall be responsible for damages to County delivered under the contract must be plainly stenciled or securely property caused by work performed by itself or its subcontractors. tagged, stating the Contractor’s name, purchase order number, The Contractor shall be responsible for maintaining the area and delivery address as indicated in the order. Where shipping surrounding and adjoining the work site in their current condition. containers are to be used, each container must be marked with Property damage to surrounding or adjoining areas caused the purchase order number, name of the Contractor, the name of directly or indirectly by actions or omissions of the Contractor the item, the item number, and the quantity contained therein. shall be replaced or remedied by the Contractor, to the Deliveries must be made within the hours of 8:00 a.m. – 3:00 satisfaction of the County, at the Contractor’s expense. p.m. Deliveries at any other time will not be accepted unless specific arrangements have been previously made with the 55. COPYRIGHTS OR PATENT RIGHTS: The bidder certifies by designated individual at the delivery point. No deliveries will be submission of bid that there has been no violation of copyrights or accepted on Saturdays, Sundays and holidays unless previous patent rights in manufacturing, producing, or selling the product or arrangements have been made. It shall be the responsibility of services shipped or ordered as a result of this bid. The the contractor to insure compliance with these instructions for successful bidder shall, at his own expense, defend any and all items that are drop-shipped. actions or suits charging such infringement, and will save James City County, its officers, employees, and agents harmless from 61. RESPONSIBILITY FOR SUPPLIES TENDERED: The Contractor any and all liability, loss, or expense occasioned by any such shall be responsible for the materials or supplies covered by the violation. contract until they are delivered at the designated point, and a physical inspection is made and material is requested or rejected, 56. DELIVERY: In the appropriate space, the bidder shall state the but the Contractor shall bear all risk on rejected materials or time of proposed delivery or project completion in number of supplies after notice of rejection. Rejected materials or supplies calendar days. Unless otherwise specified, calendar days shall must be removed by and at the expense of the contractor be presumed. Unless otherwise specified, quote the earliest promptly after notification of rejection, unless public health and delivery possible, as this may be considered a factor in making safety require immediate destruction or other disposal of rejected award. Delivery expressed in calendar days may be given delivery. If rejected materials are not removed by the Contractor preference over such general terms as "stock immediately," and within ten (10) days after date of notification, the County may "as soon as possible." As time will be of the essence for any return the rejected materials or supplies to the Contractor at his or orders places as a result of this bid, the County reserves the right her risk and expense or dispose of them as its own property. to cancel such orders, or any part thereof, without obligation, if delivery is not made at the time(s) specified on bid form. 62. TESTING AND INSPECTIONS: James City County reserves the right to conduct any test/inspection it may deem advisable to 57. INDEPENDENT CONTRACTOR: The contractor shall be legally assure supplies and services conform to the specification. considered an independent contractor and neither the contractor Inspection and acceptance of materials or supplies will be made nor its employees shall, under any circumstances, be considered after delivery at destinations herein specified unless otherwise servants or agents of James City County or James City Service stated. If inspection is made after delivery at destination herein Authority; and the County shall be at no time legally responsible specified, the County will bear the expense of inspection except for any negligence or other wrongdoing by the contractor, its for the value of samples used in case of rejection. Final servants, or agents. The County shall not withhold from the inspection shall be conclusive except in regard to latent defects, contract payments to the contractor any federal or state fraud or such gross mistakes as to amount to fraud. Final unemployment taxes, federal or state income taxes, Social inspection and acceptance or rejection of the materials or Security tax, or any other amounts for benefits to the contractor. supplies will be made as promptly as practicable, but failure to Further, the County shall not provide to the contractor any inspect and accept or reject materials or supplies shall not impose insurance coverage or other benefits, including Worker’s liability on the County for such materials or supplies as are not in Compensation, normally provided by the County for its accordance with the specifications. employees. 63. COMPLIANCE: Delivery must be made as ordered and in 58. SUBCONTRACTS: No portion of the work shall be accordance with the solicitation or as directed by the Purchasing subcontracted without prior written consent of the Purchasing Office when not in conflict with the bid/contract. The decision as Director. In the event that the contractor desires to subcontract to reasonable compliance with delivery terms shall be final. some part of the work, the contractor shall furnish the Purchasing Burden of proof of delay in receipt of goods by the purchaser shall Director the names, qualifications and experience of the proposed rest with the Contractor. Any request for extension of time of subcontractors. The contractor shall remain fully liable and delivery from that specified must be approved by the Purchasing responsible for the work to be done by its subcontractors and Office, such extension applying only to the particular item or shall assure compliance with all requirements of the contract. shipment affected. Should the Contractor be delayed by the County, there shall be added to the time of completion a time 59. HOLIDAYS: The Contractor shall receive approval of the County, equal to the period of such delay caused by the County. in advance, of any work to be performed on Holidays. James City However, the contractor shall not be entitled to claim damages of Service Authority/James City County observes the following extra compensation for such delay or suspension. These Holidays: conditions may vary for construction contracts.
New Year's Day 1st day of January 64. POINT OF DESTINATION: All materials shipped to the County Martin Luther King’s Birthday 3rd Monday in January must be shipped F.O.B. DESTINATION unless otherwise stated President’s Day 3rd Monday in February in the contract. The materials must be delivered to the “Ship To” Memorial Day Last Monday in May address indicated on the purchase order.
65. REPLACEMENT: Materials or components that have been rejected by the Purchasing Office, in accordance with the terms of the contract, shall be replaced by the Contractor at no cost to the County.
66. PACKING SLIPS OR DELIVERY TICKETS: All shipments shall be accompanied by Packing Slips or Delivery Tickets and shall contain the following information for each item delivered:
a. Purchase Order Number/Contract Number b. Name of Article and Stock Number, c. Quantity Ordered, d. Quantity Shipped, e. Quantity Back Ordered, f. The Name of the Contractor.
Contractors are cautioned that failure to comply with these conditions shall be considered sufficient reason for refusal to accept the goods.
67. SAMPLES: Evidence in the form of samples may be requested if brand being quoted upon is other than as specified. The County reserves the right to request that such samples be furnished at the time of bid opening. The County also reserves the right to request samples after the date of bid opening. Requested samples must be furnished free of expense to the County and if not used in testing or destroyed, will, upon request, be returned at the bidder's expense.
BIDDER/CONTRACTOR REMEDIES
68. PROTEST OF AWARD OR DECISION TO AWARD: Any Bidder/ Offeror who desires to protest the award or decision to award a contract, by James City County shall submit such protest in writing to the County no later than ten (10) days after public notice of the award or announcement of the decision to award, whichever comes first. No protest shall lie for a claim that the selected bidder/Offeror is not a responsible Bidder/Offeror. The written protest shall include the basis for the protest and the relief sought. The Purchasing Director shall issue a decision in writing within ten (10) days stating the reasons for the action taken. This decision shall be final unless the bidder/offeror appeals within ten (10) days of the written decision by instituting legal action. Nothing in this paragraph shall be construed to permit an offeror to challenge the validity of the terms or conditions of the solicitation.
69. DISPUTES: Claims. Written notice of the Contractor to file a claim must be given at the time of the occurrence or beginning of the work upon which the claim is based. Such claims, whether for money or other relief, shall be submitted in writing to the County’s Purchasing Director no later than sixty (60) days after final payment. The Purchasing Director shall give written notification of the final decision on such claim to the Contractor within thirty (30) days of the date the claim was received. The Contractor may not institute legal action before receiving the Purchasing Director’s final written decision, unless the Purchasing Director fails to render such decision within the specified time. Pendency of claims shall not delay payment of amounts agreed due in the final payment. (Code of Virginia, § 2.2-4363).
Claims Relief. Under certain circumstances beyond the control of the Contractor, such as acts of God, sabotage, and fire or explosion not caused by negligence of the Contractor or its agent, the Purchasing Director may extend the time limit for performance required by this Contract. Any such extension must be issued in writing and signed by the Purchasing Director.