INVITATION FOR BID
Isle of Wight County Schools
Office of Purchasing
820 West Main Street
Smithfield VA 23430
757-357-0824
Attention of Bidders is invited to the Code of Virginia, Virginia Public Procurement Act,
Sections 2.2-4367 thru 2.2-4377 (conflict of interest)
THE SCHOOL BOARD OF ISLE OF WIGHT COUNTY DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS
BID NO:GDT02052013 / PROJECT:
Projectors and Supporting Hardware
ISSUE DATE:
02/15/2013 / PROCUREMENT OFFICER:
Anthony Hinds
BID DUE DATE:
03/04/2013 / BID DUE TIME:
10:00 AM; NO LATE BIDS ACCEPTED
BID OPENING DATE:
03/04/2013 / BID OPENING TIME:
11:00 AM / LOCATION:
Central Office –Large Conference Room
DESCRIPTION OF INVITATION FOR BID
THIS DOCUMENT CONSTITUTES AN INVITATION FOR SEALED BIDS (IFB) FROM QUALIFIED INDIVIDUALS AND OR ORGANIZATIONS TO PROVIDE FOR THE ISLE OF WIGHT COUNTY SCHOOL SYSTEM.
In submitting a bid, the Bidder signifies to be fully informed as to the extent and character of the supplies, materials, equipment and services required and a representation that the Bidder can furnish the supplies, materials, equipment, and services satisfactorily in complete compliance with the specifications.
TABLE OF CONTENTS
1. PURPOSE 1
2. SCOPE OF WORK 1
3. SPECIFICATIONS 1
4. INSTRUCTIONS TO BIDDERS 2
4.1 LOCATION OF WORK 2
4.2 ISSUING OFFICE 2
4.3 CONTRACT ADMINISTRATOR 2
4.4 BASIS OF AWARD 2
4.5 WORK DATES/CONTRACT PERIOD 2
4.6 PRE-BID CONFERENCE 2
4.7 QUESTIONS CONCERNING THIS BID 2
4.8 SITE VISIT 3
4.9 BID OPENING DATE 3
4.10 BID BOND 3
4.11 PERFORMANCE / MATERIAL AND PAYMENT BOND 3
4.12 INSPECTIONS 3
4.13 LIQUIDATED DAMAGES 3
4.14 QUALITY CONTROL 3
4.15 SAFETY REQUIREMENTS 4
4.16 WORK PERFORMANCE 4
4.17 USING ENTITIES / REGIONAL CONTRACTS 4
4.18 COOPERATIVE AGREEMENT 4
5. BID RESPONSE INSTRUCTIONS 5
5.1 ALTERNATE FORMAT OF THIS SOLICITATION 5
5.2 BIDDER OF RECORD 5
5.3 TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM 5
5.4 CONTRACTOR/EMPLOYEE BACKGROUND CERTIFICATION 5
5.5 VIRGINIA STATE CORPORATION COMMISSION REGISTRATION 5
5.6 VIRGINIA STATE BOARD OF CONTRACTORS LICENSE 6
5.7 SUBMITTAL OF BID 6
6. GENERAL TERMS AND CONDITIONS 6
6.1 ANTI-COLLUSION CLAUSE 7
6.2 NONDISCRIMINATION CLAUSE 7
6.3 ANTI-TRUST 7
6.4 EMPLOYMENT OF UNAUTHORIZED ALIENS 7
6.5 AWARDS 7
6.6 PROTEST OF AWARD OR DECISION TO AWARD 8
6.7 CONTRACTUAL DISPUTES 8
6.8 NEGOTIATION WITH THE LOW BIDDER 8
6.9 WITHDRAWAL OF BIDS 8
6.10 BIDS VALID FOR THIRTY (30) DAYS 9
6.11 PROPRIETARY INFORMATION / DISCLOSURE 9
6.12 CONTRACT DOCUMENT 9
6.13 BID CHANGES OR MODIFICATIONS 9
6.14 CONTRACT MODIFICATIONS 9
6.15 PRICE ESCALATION FOR RENEWABLE TERMS 10
6.16 EXAMINATION 10
6.17 CONDITIONS OF WORK 10
6.18 PRESENTATION / DEMONSTRATION 10
6.19 HOLD HARMLESS - INDEMNIFICATION 10
6.20 APPLICABLE LAW 10
6.21 LAWS AND REGULATIONS 11
6.22 CONTRACT WAIVER 11
6.23 NOTICES 11
6.24 DELAYS 11
6.25 RESPONSIVENESS 11
6.26 FAILURE TO PERFORM 12
6.27 FORCE MAJURE 12
6.28 BREACH OF CONTRACT 12
6.29 TERMINATION WITHOUT CAUSE 12
6.30 TERMINATION WITH CAUSE/DEFAULT/CANCELLATION 12
6.31 ADDITIONAL SERVICES 13
6.32 SEVERABILITY 13
6.33 AUDITS 13
6.34 PERMITS, INSPECTIONS AND LICENSING 13
6.35 COPYRIGHT / PATENT INDEMNITY 13
6.36 CONTRACTOR IS NOT AN AGENT 14
6.37 NON-ASSIGNMENT 14
6.38 VENUE 14
6.39 VANDALISM 14
6.40 MILITANCY 14
6.41 DRUG FREE WORKPLACE 14
6.42 ASSIGNMENT/CHANGES IN PERSONNEL 15
6.43 NON-APPROPRIATION / AVAILABILITY OF FUNDS 15
6.44 COST OF RESPONDING 15
6.45 DISPOSITION OF BIDS 15
6.46 TAXES 15
6.47 QUALITY STANDARDS 16
6.48 SAMPLES 16
6.49 TITLE TO EQUIPMENT 16
6.50 EQUIPMENT CONDITION 16
6.51 INVOICES 17
6.52 PAYMENTS 17
6.53 PAYMENTS TO SUBCONTRACTORS 17
6.54 WARRANTY 18
6.55 INSURANCE REQUIREMENTS 18
6.56 DELIVERY AND INSTALLATION 19
ISLE OF WIGHT COUNTY SCHOOLS
Invitation for Bid # 121212IT
1. PURPOSE
The School Board of Isle of Wight County Schools also known as the Isle of Wight County Schools (hereinafter referred to as IWCS) requests sealed bids from prospective Bidders (hereinafter referred to as Bidder, Successful Bidder or Contractor) to provide . This assistance shall include, but is not limited to; those listed in the Scope of Work, specifications and timely reporting of information as requested by IWCS.
The IWCS invites any qualified Bidder to submit a bid. Bidders responding to this solicitation must be responsible, regularly and practically engaged in providing the goods or services requested in this IFB and possess ample resources for doing this work.
2. SCOPE OF WORK
Furnish all labor, materials, and equipment necessary to provide at the following location, as per the attached specifications.
3. SPECIFICATIONS
Bidder is to furnish prices for the following two projectors. Bidders may choose to bid on one or both projectors. Bid will be awarded to the lowest, responsive and responsible supplier based on model selection. In the bid evaluation, we will look at total cost of ownership as well as unit price (cost of replacement bulbs and electricity over live of projector). IWCS reserves the right to secure the best value bid based on the following specifications:
QTY 44 - CASIO, EPSON OR SIMILAR QUALITY MEETING THE FOLLOWING SPECIFICATIONS
Pixel Number:786,432 dots (1024 x 768) x 3
Color Brightness (Color Light Output):2600 lumens1
White Brightness (White Light Output):2600 lumens1
Lamp Life: Minimum of 3000 hours or more in normal use.
Minimum interfaces must include: HDMI x 1 and a RJ-45 x 1
Audio out: Mini stereo x 1 and speaker (minimum 5W)
QTY 44 – LASER LED PROJECTOR (CASIO, EPSON, OR SIMILAR QUALITY)
LUMENS: 2500-3000 lumens
LIFE EXPECTANCY: 20,000 hours estimated
INTERFACES MUST INCLUDE: HDMI and RJ-45
Audio out: Mini stereo x1 and speaker (minimum 5W)
QTY 44 – MOUNTING HARDWARE
Mounting hardware for 2X2 drop ceiling
4. INSTRUCTIONS TO BIDDERS
4.1 LOCATION OF WORK
Items are to be sent to:
Technology Central
770 West Main Street
Smithfield, VA 23430
ATTN: Eric Cooprider
4.2 ISSUING OFFICE
Wherever used in this IFB, the Issuing Office shall be:
Isle of Wight County Schools
Office of Purchasing
820 West Main Street
Telephone: (757) 357-0824 Fax: (757) 365-0970
All Bids shall be accepted if received and date/time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page. Bids received and date/time stamped after the Closing Date and Time will not be accepted and will be returned unopened.
Bids received by email, telephone, or facsimile machine will not be accepted.
It is the responsibility of the Bidder to ensure that their Bid is received and time/date stamped in the Issuing Office. Please allow sufficient time for your Bid to be transported. Please be advised that if sending your Bid at a late date requiring expedited shipping, that both FedEx and UPS will deliver directly to the issuing office. The US Postal Service does not.
4.3 CONTRACT ADMINISTRATOR
The Contract Administrator for this project shall be Eric Cooprider. Contact can be made at 757- 357-4393 .
4.4 BASIS OF AWARD
The right is reserved to make the award on a per location or lump sum basis. All requirements within scope must be included. Failure to include these requirements can result in bid being considered not responsible. Isle of Wight County reserves the right to provide a 10% preference for SWAM and local businesses per the Isle of Wight County Purchasing Procedures.
4.5 WORK DATES/CONTRACT PERIOD
The Contract period will be effective from award through June 30, 2013. All bid prices shall remain firm throughout the contract period. It is the IWCS intent for this IFB, any addenda, Successful Bidders Bid, any additional information requested, and negotiated changes to be incorporated by reference into the Contract. This may be renewed for one year terms for a maximum of five years.
4.6 PRE-BID CONFERENCE
No pre-bid conference is scheduled. Please refer any questions to the Purchasing Department (757) 357-0824.
4.7 QUESTIONS CONCERNING THIS BID
Refer questions concerning this bid by e-mail, phone, fax or in writing to the Issuing Office.
No interpretation of the meaning of the specifications or other bid document will be made orally to any Bidder. Requests for such interpretation should be in writing, addressed to the Issuing Office, no later than five (5) days prior to the date fixed for the opening of bids. Notice of any and all interpretations and any supplemental instructions will be sent to all Bidders of record by the Issuing Office in the form of addenda to the specifications. All addenda so issued shall become a part of the bid documents. Oral instructions do not form a part of the bid documents.
4.8 SITE VISIT
Not required for this bid. Should you feel it necessary to visit locations, please contact Issuing Office.
4.9 BID OPENING DATE
At the Bid Opening Date and Time specified on the cover page, the submitted bids shall be publicly announced. After the bid opening, no other information will be provided nor are the bids open to the public until an award is made. After award, the bids will be retained in our files for a reasonable amount of time and open to public inspection under the guidelines of the Virginia Public Procurement Act and the Virginia Freedom of Information Act. Anyone interested in attending this opening will be welcome. It is expected that all attending be on time.
4.10 BID BOND
Not required.
4.11 PERFORMANCE / MATERIAL AND PAYMENT BOND
Not required.
4.12 INSPECTIONS
All work must be inspected to ensure conformity with the specifications and requirements surrounding the work. Inspections should be arranged by contacting the Contract Administrator.
NO PAYMENT WILL BE MADE UNTIL ITEMS ARE INSPECTED AND APPROVED.
4.13 LIQUIDATED DAMAGES
In the case of failure of the Contractor to complete the entire work within the time stated in the Contract, or any extensions thereof, the Contractor shall pay to the IWCS, as liquidated damages, but not as a penalty, the sum of $250.00 for each calendar day of delay.
4.14 QUALITY CONTROL
· Bidder shall notify the IWCS of any omissions, contradictions or conflicts in the specifications prior to the bid opening date. If the Bidder does not notify the IWCS of any such conditions, it will be assumed that the Bidder has included all necessary items in his bid to complete the project.
· It is the intent that this be a completed project as far as the Contract documents set forth. The Contractor shall make his own Contracts with Subcontractors and be responsible for obtaining any required permits. The Contractor alone shall be held responsible by the IWCS for the completed project.
· Contractor shall assume full responsibility for the protection and safekeeping of project materials stored on premises.
· Contractor shall take precautions to ensure that dust and debris associated with the project is contained within the work area and not allowed to spread into other areas of the school. Equipment or materials, which cannot be moved, shall be covered by the Contractor to prevent contamination or damage.
4.15 SAFETY REQUIREMENTS
· Contractor shall assure that all application, material handling, and associated equipment will be handled and operated in conformance with OSHA safety requirements. Where applicable, provide Material Safety Data Sheets for materials to be used on the project.
· Contractor shall comply with federal, state, and local fire and safety codes and requirements.
· Contractor shall advise the IWCS whenever work is expected to be hazardous to IWCS employees, students or other building occupants.
· Contractor shall maintain fire extinguisher within easy access whenever power tools; flammable materials or heat producing devices are being used.
· Contractor shall advise the IWCS when volatile materials are to be used near air ventilation intakes or near occupied spaces so that action may be taken to prevent degradation of indoor air quality.
· Contractor shall dispose of all asbestos containing materials into an EPA approved sanitary landfill.
· Contractors performing work, that disturbs paint in housing and child-occupied facilities including schools built before 1978, must be EPA-certified and their employees must be trained in the use of lead-safe work practices. Contractor must follow Lead-safe work practices that minimize occupants' exposure to lead hazards. Information about these requirements can be found atwww.epa.gov/lead or by calling 1-800-424-5323.
4.16 WORK PERFORMANCE
· Contractor shall perform all work in a professional manner by personnel experienced in their trade.
· Work shall progress in such manner as to cause the least inconvenience to the IWCS and with proper consideration for the rights of other Contractors or workmen. The Contractor shall keep in touch with the entire operation and perform all installations promptly and professionally.
4.17 USING ENTITIES / REGIONAL CONTRACTS
The following entities are hereby named as potential participants in this solicitation:
City of Virginia BeachAccomack County Public Schools
Chesapeake City Public Schools
Franklin Public Schools
Gloucester County Public Schools
Hampton Public Schools
Virginia Beach Public Schools
Newport News City Public Schools
New Horizon Regional School
City of Franklin
Town of Smithfield / Norfolk City Public Schools
Northampton County Public Schools
Poquoson City Public Schools
Portsmouth City Public Schools
Southampton County Public Schools
Suffolk City Public Schools
Williamsburg/James County Public Schools
York County Public Schools
Isle of Wight County
Sussex and Sussex County Schools
Town of Windsor
Each of these entities may enter into a Contract cooperatively or separately with the Successful Bidder with all the terms and conditions as set forth in this IFB.
4.18 COOPERATIVE AGREEMENT
This solicitation is being conducted on behalf of other public bodies under the provisions of § 2.2-4304 of the Virginia Public Procurement Act, Cooperative Procurement, as stated, “a public body may purchase from another public body's contract even if it did not participate in the request for proposal or invitation to bid, if the Request for Proposal or Invitation to Bid specified that the procurement was being conducted on behalf of other public bodies.”
If authorized by the Bidder(s), the resultant contract(s) may be extended to any jurisdiction within the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms.