Agency: Chesapeake Public School
State: Virginia
Level of Government: State & Local
  • 89 - Subsistence (Food)
Opps ID: NBD14838067171524568
Posted Date: Feb 8, 2019
Due Date: Feb 27, 2019
Solicitation No: BID 33-1819
Source: Members Only

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Chesapeake Public Schools
Purchasing Department
School Administration Building
312 Cedar Road
Chesapeake, Virginia 23322
February 8, 2019
Chesapeake Public Schools
Invitation to Bid
BID NO: 33-1819
BID TOPIC: Stage Curtain Replacements – Various Schools
We are pleased to invite your bid. Attached hereto you will find the necessary
documents giving information and instructions pertaining to your bid:
1. Invitation to Bid This sheet provides you with the basic information concerning
opening of bids, time factors, proper address for submitting your bid, and
identifies the authorized representative of the school system who will be your
2. Conditions of Bid Contained within the Conditions of Bid are the provisions and
terms governing your bid. Please read these pages carefully as they are an
integral part of the bid and any potential award.
3. Specifications / Bid Form This document indicates the exact nature of our
needs. When specifications / bid forms for equipment, material, and supplies are
provided they are to be completed by the vendor and returned with your
4. Letter of Transmittal Please complete this form in its entirety, sign in the
appropriate place, and submit with your response.
February 8, 2019
BID TOPIC: Stage Curtain Replacements – Various Schools
2:00 P.M.
February 27, 2018
Mail To:
Michele Zimbro, CPPB, Buyer, Chesapeake Public Schools
School Administration Building, 312 Cedar Road
Chesapeake, Virginia 23322
TO BE OPENED: Time: 2:05 P.M.
February 27, 2018
School Administration Building
Purchasing Department
312 Cedar Road
Chesapeake, Virginia 23322
Name Michele Zimbro, CPPB
Phone No.
(757) 547-0265
Title Buyer
All material may be shipped and / or all work
To commence
as stated in the bid specifications
With completion as stated in the bid specifications
Chesapeake Public Schools
General Bid Conditions
For Equipment, Supplies and Contract Services
The conditions set forth herein apply to all equipment, supplies, and
contracted services bid to the Chesapeake Public Schools. All bidders
are bound, will adhere to, and comply with these conditions. Please
read these conditions carefully as they are an integral part of the agreement and
contract awarded to the successful bidder.
A. Bid Procedure
1. In the event a bidder finds either discrepancies or omissions in the
specifications, drawings, and / or bid documents, he shall notify the Purchasing
Department, Chesapeake Public Schools, at once. If it is found necessary, a
written addendum will be sent to each bidder. All addenda issued shall become
a part of the bid documents and should be acknowledged on the Letter of
Transmittal. Important: No interpretation of the meaning of the specifications,
drawings, and / or bid documents (except for procedural clarification) will be
made orally to any potential bidder. All requests for such interpretation will be in
writing and submitted no later than seven (7) days prior to the date fixed for the
opening of the bid.
2. The bid response must be:
a. Sealed and submitted in a plain opaque envelope clearly marked with the
bid number, date, and time of bid opening as indicated in the Invitation to
b. Submitted utilizing the envelope template provided in “Attachment A” in
packaging your proposal for submission. Failure to do so may result in
your proposal not being received in a timely manner, which may result in
your proposal not being considered.
c. Submitted in a separate envelope and not submitted or concealed within
any package or envelope that may contain bid samples.
d. Vendors who choose to utilize an overnight mailing service to deliver bid
submittals should be mindful to indicate the bid number, bid due date, and
time of bid opening on the outside of the package. Failure to do so may
affect the proper and timely receipt of bid responses.
3. All proposals will be opened and read aloud at the time and date set forth in the
Invitation to Bid. Bidders or their representatives are invited to be present at the
opening of bids. All bid openings will be at the School Administration Building,
312 Cedar Road, Chesapeake, Virginia unless otherwise stated in the bid. Bids
received after the date and time of bid registration will not be considered.
4. Bids are to be submitted on and in accordance with forms provided by the
Chesapeake Public Schools.
5. All information requested on the Letter of Transmittal and the Vendor’s
Response / Bid Proposal Form must be completed in order to constitute a valid
bid offer.
6. Any deviations from the specifications must be set forth in the bid documents.
7. Prices and information required, except for the signature of the bidder, should
be typewritten for legibility. Illegible or vague bids will be rejected. Note: The
signature of the person submitting the bid must be handwritten. Any bid
submitted with corrections must have the corrections initialed by the person
who signed the bid or his designee. No bid changes will be permitted after the
bid is due.
8. The use of a brand name, make, or manufacturer within the specifications does
not restrict the bidder solely to that specified. Instead, it serves to convey to the
bidder the general style, type, character, and quality of the item desired. Any
item which the Chesapeake Public Schools in its sole discretion determines to
be the equal of that specified, considering quality, workmanship, economy of
operation, and suitability for the purpose intended, shall be accepted.
9. When bidding an item other than that specified, the bidder will give the trade
designation of the item, manufacturer’s name, and detailed specification on the
item he proposes to furnish. The absence of this information on the Vendor’s
Response / Bid Proposal Form will be construed as submitting a price on the
identical item specified.
10. Bids on equipment must be standard new equipment, of latest model, and in
current production, unless otherwise specified.
11. All manufactured stock must be certified to meet all federal, state, and local
12. When bids are requested on lump sum basis, bidder must enter the price for
each item and also the lump sum.
13. All prices quoted must be “per unit” as specified. All prices quoted will include
all materials, labor, and any incidental expenses incurred by the contractor in
performing the contract as per the bid documents. No other charges may be
14. Enter the price per unit and the extensions for each item bid. In cases where
there is a discrepancy, the lowest price will govern.
15. All bid prices are to be F.O.B. destination unless otherwise indicated. If the
award is made on any other basis, transportation charges will be prepaid by the
successful bidder and added to the invoice as a separate item. In any case, title
shall not pass until items have been delivered and accepted. Delivery alone
does not constitute acceptance.
16. The bidder expressly warrants that the price or prices quoted herein are not the
result of an agreement or understanding expressed or implied with any other
bidder or bidders.
17. Withdrawal of bid due to error: A bidder may withdraw his bid from
consideration if it contains a mistake provided that:
a. The bid was submitted in good faith.
b. The mistake was a clerical mistake as opposed to a judgment mistake.
c. It was due to an unintentional arithmetic error or unintentional omission of
a quantity of work, labor, or materials made in the compilation of the bid.
Chesapeake Public Schools reserves the right to require proof from original
sources of compilation that would verify the withdrawal’s validity. It is preferred
that notice of intent to withdraw be given in writing within two (2) business days
after conclusion of the bid opening procedure and must state the reason for
withdrawal. However, for all construction projects, notice must be given within
two (2) business days after conclusion of the bid opening. No bidder who is
permitted to withdraw a bid shall, for compensation, supply any material or
labor to or perform any subcontract or other work agreement for the person or
firm to whom the contract is awarded or otherwise benefit, directly or indirectly,
from the performance of the project for which the withdrawn bid was submitted.
If the Chesapeake Public Schools denies the withdrawal of a bid under the
provisions of this section, it shall notify the bidder in writing stating the reasons
for its decision and award the contract to such bidder at the bid price, provided
such bidder is a responsible and responsive bidder.
18. For all contracts:
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 federal or 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 will, in all solicitations of advertisements for employees
placed by or on behalf of the contractor, state that such contractor is an
equal opportunity employer; provided, however, that 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.
c. The contractor will include the provisions of the foregoing paragraph in
every subcontract or purchase order over $10,000, so that the provisions
will be binding upon each subcontractor or vendor.
d. During the performance of this contract, the contractor agrees to (i)
provide a drug-free and tobacco-free workplace for the contractor’s
employees; (ii) post in conspicuous places, available to employees and
applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, dispensation, possession, or use
of a controlled substance, marijuana, or tobacco product is prohibited in
the contractor’s workplace, and specifying the actions that will be taken
against employees for violations of such prohibition; (iii) state in all
solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free and tobacco-free
workplace; and (iv) include the provisions of the foregoing clauses in every
subcontract or purchase order so that the provisions will be binding upon
each subcontractor or vendor.
19. Chesapeake Public Schools is exempt from federal, state, local, and excise
taxes. The bid price shall be net and not include the amount of any such tax.
Exemption certificates, if required, will be provided upon request. The
contractor shall pay all sales, consumer, use, and other similar taxes for work
or portions thereof provided by the contractor which are legally enacted at the
time bids are received, whether or not yet effective. The contractor shall also
pay for and obtain all permits (includes all federal, state, and local) necessary
to complete the project as indicted in the bid documents.
20. Sales to school boards are not affected by any fair trade agreements.
21. Prompt payment discounts will be considered in awarding the bid; however, no
prompt payment discounts will be considered if offered for a period of less than
twenty (20) days. Time allowed for cash discounts will be figured from date of
receipt of a properly executed invoice form or date of delivery, whichever is
22. In submitting a bid, the bidder signifies that he is fully informed as to the extent
and character of the supplies, material, equipment, and services required and a
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