COMMONWEALTH OF VIRGINIA
DEPARTMENT OF CORRECTIONS
VIRGINIA CORRECTIONAL ENTERPRISES
INVITATION FOR BIDS (IFB)
Issue Date: December 15, 2011 IFB#: 711:11-035
Title: Fabric, Jersey Knit, White, Orange, Navy
Commodity Code: 85000, 85020
Issuing Agency: Commonwealth of Virginia
Virginia Correctional Enterprises
8030 White Bark Terrace
North Chesterfield, VA 23237
Using Agency And/Or Location
Where Work Will Be Performed:
VCE Clothing Plant VCE South-Park Warehouse
Halifax Correctional Unit 5200 Commerce Road
477 Farm Road North Chesterfield, VA 23234
South Boston, VA 24592
Period Of Contract: One (1) year from Notice of Award with four (4) one-year renewals.
Sealed Bids Will Be Received Until January 19, 2012 @ 2:00 PM (EST).
For Furnishing The Goods/Services Described Herein And Then Opened In Public.
All Inquiries For Information Should Be Directed To: Patricia Lipscomb
Phone: (804) 743-4123 or Fax: 804-743-2298.
In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers
and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the
undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and
complete.
* Virginia Contractor License No. ______
Class: ______Specialty Codes: ______
Name And Address Of Firm:
______Date: ______
______By: ______
______(Signature In Ink)
______Zip Code:______Name: ______
eVA Vendor ID or DUNS #:______(Please Print)
Fax Number: (___) ______Title: ______
E-mail Address: ______Telephone Number: (___)______
* PREBID CONFERENCE: An optional pre-bid conference will be held on January 3, 2012, at 2:00 PM at VCE, 8030 White Bark Terrace, North Chesterfield, VA 23237. Reference: Section III, Page 5 herein.
* If special ADA accommodations are needed, please contact Pat Lipscomb at 804-743-4123 by December 30, 2012.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of
Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability,
or any other basis prohibited by state law relating to discrimination in employment.
TABLE OF CONTENTS
I. PURPOSE/BACKGROUND PAGE 3
II. SCOPE OF WORK/ITEM DESCRIPTION PAGE 3
III. PRE-BID CONFERENCE PAGE 5
IV. GENERAL TERMS AND CONDITIONS PAGE 5
V. SPECIAL TERMS AND CONDITIONS PAGE 14
VI. METHOD OF PAYMENT PAGE 19
VII. PRICING SCHEDULE PAGE 19
VIII. ATTACHMENTS PAGE 21
A. Vendor Data Sheet PAGE 22
B. IFB Checklist PAGE 23
C. Small Business Subcontracting Plan PAGE 24
D. State Corporation Commission Form PAGE 25
PURPOSE / BACKGROUND:
The purpose of this Invitation for Bid (IFB) is to establish a term contract with a qualified firm to provide Jersey Knit fabric, for the manufacture of tee-shirts. Virginia Correctional Enterprises (hereinafter identified as VCE) is part of the Department of Corrections, an agency of the Commonwealth of Virginia. VCE has manufacturing plants statewide and warehouse/distribution centers located in Richmond, VA. The manufacturing plants, also known as industries, are used in the employment, education, and training opportunities of offenders under state custody.
II. SCOPE OF WORK / ITEM DESCRIPTION:
A. GENERAL DESCRIPTION OF PRODUCT:
SCOPE: The fabric requested in this IFB shall be suitable for making clothing with standard apparel spreading, cutting and sewing equipment.
Fabric shall be first quality goods only. No seconds.
1. Ordering: VCE will place written Purchase Orders.
2. Bid Sample: Bidders shall provide a fabric sample with your bid. Failure to provide such samples or to comply with these instructions may be cause to consider the bid non-responsive.
Fabric bid samples shall be at least one-half yard and shall be an exact and true representative sample of the actual material offered. All samples submitted may be subjected to tests and evaluation by either a qualified laboratory or test panel, and the results will be a factor in making the award. The sample will then be held for comparison with goods received after award of contract. VCE will request lab dips after award, but prior to first shipment. Each bid sample shall be properly tagged or labeled with the name of the bidder and manufacturer and the item number. Bid samples shall be provided at no additional cost to the Commonwealth. Bid samples will be handled and disposed of in accordance with paragraph 5.6 of the Vendor’s Manual.
3. Minimum Orders: For each order, 500 yards will be the minimum order requirement for F.O.B. Delivered. For each order with less than 500 yards, the Contractor will be permitted to add actual transportation cost (prepaid) to invoice for payment, or VCE reserves the right to order from alternate source. The Contractor may, at their discretion, accept orders for less than the minimum order. Partial shipments of less than the minimum order value which are made at the option of the Contractor shall be made FOB delivered with no transportation charges added.
4. Delivery: Contractor shall ship all fabric on pallets and securely wrapped to avoid damage. A header shall be provided prior to releasing any shipment for delivery. Delivery of all contract items shall be made within (15) fifteen calendar days after receipt of order. Forty-five (45) days will be allowed for the first delivery of each color on this contract. The Contractor shall stock fabric to insure such delivery service for the duration of this contract. In the event that the Contractor cannot deliver within the fifteen (15) calendar days, VCE reserves the right to purchase that item or its equivalent item on the open market and to charge any excess in contract price to the Contractor in the event the above delivery requirement is not met. The facility shall be notified 24 hours prior to delivery of any items so that personnel may be available to allow access to any building. It is the Contractor’s responsibility to ascertain the delivery and receiving requirements at each location and to provide sufficient personnel to unload shipments. No deliveries on Fridays. All deliveries shall be made prior to 2:00 PM.
5. Inspection/Acceptance: Inspection/acceptance shall normally be accomplished within 7 business days of receipt of product by VCE personnel. Contractor shall immediately replace any incorrect, missing, or damaged items discovered during inspection at no cost to VCE. Crushed core rolls of fabric shall be picked-up by the Contractor and replaced or re-rolled at the Contractors expense. Damaged product may be returned to the Contractor at the Contractor’s expense. If latent defects are found, the Contractor shall be responsible for replacing the defective goods within the delivery time originally stated in this solicitation and is liable for any resulting expenses incurred by VCE. The final inspection of goods may take up to 45 days after delivery of product. Contractor is responsible for latent defects above industry standards.
6. Over-shipments: At the discretion of VCE, over-shipments may be accepted if recognized as a custom of the textile industry. Over-shipments shall not exceed the quoted unit price of the contract. VCE reserves the right to return any over-shipment, at the Contractor’s expense, that is not accepted.
7. VCE reserves the right to conduct a pre-award survey and make all evaluations to determine a Contractors responsibility. In determining a responsible bidder, a number of factors, including but not limited to the following may be used:
a. be a regular dealer, supplier of the goods offered;
b. have the ability to comply with the required delivery or performance schedule, taking into
consideration other business commitments;
c. have a satisfactory record of performance;
d. have a satisfactory record of integrity; and
e. have the necessary facilities, organization, experience, technical skills, and financial
resources to fulfill the terms of the purchase order or contract (see Vendors Manual, 3.7).
B. SPECIFICATIONS: Fabric for manufacturing clothing shall comply with the following specifications:
Fabric Content –100% cotton, pre-shrunk
Yarn Type – Open End
Colors –
White: Pantone No. 11-0601 Bright White
Orange: Pantone No. 16-1362 Vermillion Orange
Navy: Pantone No. 19-4028 Insignia Blue
Any shipment of fabric not matching the exact Pantone color number shall be reviewed by VCE and if rejected will be returned at Contractor’s expense.
Weight – 6.0 oz/sq. yd. + 1/2oz. -0
Shrinkage: not more than 4% after 5 Commercial washings.
Tensile Strength - Warp 140 lbs. Fill: 85 lbs.
Launderability – Preshrunk.
Width – As specified in Pricing schedule.
Core width: The core shall be no less than 2” inner diameter minimum to accommodate our spreader machine. Product not meeting this specification shall be picked up by the Contractor at their expense and replaced.
Put-Up – Standard cones (tubes) and a maximum of 200 linear yards per roll. Identification tickets shall be securely attached to roll ends indicating lot number, yards and any applicable color, shade or merge number, and name of Manufacturer and Vendor. Fabric roll shall be one continuous piece per roll with one color shade per roll. Each roll shall be clearly labeled with the VCE part number.
III. PRE-BID CONFERENCE:
II. Pre-bid Conference: An Optional pre-bid conference is scheduled for time and date shown on the 1st sheet of this bid. The Pre-Bid conference will be held at the VCE Administration located at 8030 White Bark Terrace, North Chesterfield VA, 23237. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.
While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.
The Main VCE telephone number is 804-743-4100. VCE is located with in the Chesterfield Industrial Complex next to the Chesterfield Airport off of Route 10 (Iron Bridge Road) and Route 288, approximately 10-15 minutes from I-95.
IV. GENERAL TERMS AND CONDITIONS:
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “Vendors Manual” on the vendors tab.
B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the Contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations.
C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).
In every contract over $10,000 the provisions in 1. and 2. below apply:
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 any 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.
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 these requirements.
2. The Contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, 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 on 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.
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.