24-40-KB Generator and Automatic Transfer Switch Installation
| Agency: | County of Spotsylvania |
|---|---|
| State: | Virginia |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17647294958942925 |
| Posted Date: | Apr 15, 2024 |
| Due Date: | May 7, 2024 |
| Solicitation No: | 24-40-KB |
| Source: | Members Only |
Attachment Preview
COUNTY OF SPOTSYLVANIA
INVITATION FOR BID (IFB) 24-40-KB
FOR
Merchant Square Generator and Automatic Transfer Switch Installation
4/15/2024
Attention Vendors - Starting July 1, 2024 Spotsylvania County will be going fully electronic for solicitation
submission. Please be sure to register with eVA at www.eva.virginia.gov . If you need supplier training please visit
https://eva.virginia.gov/supplier-training-materials.html
NAME OF SOLICITING PUBLIC BODY
COUNTY OF SPOTSYLVANIA, PROCUREMENT DIVISION
P.O. BOX 215, 8800 COURTHOUSE ROAD, 2ND FLOOR ROOM 414
SPOTSYLVANIA, VA 22553
BID DUE DATE AND TIME:
Sealed Bids will be received until 5/7/2024 at 2:00 PM for
furnishing the services described herein. No late bids will be
accepted. Please check for updates prior to submitting a bid to
ensure timely delivery to the Procurement Department and refer to
Attachment A of this solicitation for information to bidders and
specific bid drop off procedures.
BIDS SHALL BE MAILED OR Spotsylvania County Procurement Division, P.O. Box 215,
HAND DELIVERED TO:
Spotsylvania, VA 22553 or hand delivered to 8800 Courthouse
Road, 2nd Floor Room 414, Spotsylvania, VA 22553
PRE-BID CONFERENCE/
SITE VISIT:
☐Mandatory
☒Non-Mandatory
Date: Tuesday, April 23, 2024
Time: 9:00 AM
Address: 9019 Old Battlefield Boulevard
Spotsylvania, VA 22553
PUBLIC BID-OPENING:
Date: Tuesday, May 7, 2024 Time: 2:00 PM
QUESTIONS DUE DATE AND
TIME:
Questions and Inquiries from Bidders must be received by the
Spotsylvania County Procurement Division by Tuesday, April
30, 2024 at noon.
Questions must be emailed to Katie Baird, Senior Procurement
Officer, at KBaird@spotsylvania.va.us.
The County is not responsible for verbal clarification of
information provided by parties other than staff of the
Procurement Division.
All updates are posted on the Spotsylvania County website at
https://www.spotsylvania.va.us/374/Solicitations and www.eva.virginia.gov.
It is the responsibility of the Bidder to check for additional updates prior to submission of bid.
IFB 24-40-KB | Page 1 of 24
TABLE OF CONTENTS
I. PURPOSE ............................................................................................................................3
II. BASIS OF AWARD ............................................................................................................3
III. INSTRUCTIONS TO BIDDERS ........................................................................................3
IV. SCOPE OF WORK..............................................................................................................7
V. CONTRACT PERFORMANCE .........................................................................................7
VI. TERMS AND CONDITIONS: (Effective March 4, 2019) ...............................................12
ATTACHMENTS
A –INFORMATION TO BIDDERS
B – BID FORMS
C – VENDOR AUTHORIZATION FORM
D – DRAWINGS
IFB 24-40-KB | Page 2 of 24
I. PURPOSE
The County of Spotsylvania, Virginia is seeking bids from qualified Contractors who will
be responsible for unloading, setting into place and rendering operational the generator and
the automatic transfer switch at the project site, into their permanent location. The Owner
will furnish and deliver the specified generator and automatic transfer switch.
II. BASIS OF AWARD
The award of a contract resulting from this Invitation for Bid shall be based on the
following criteria:
PRICE - The bids will be evaluated and contract award will be made to the lowest
responsive and responsible Bidder in accordance with the Spotsylvania County
Procurement Policy. Contract award will be based on the Total Bid Price, as stated on
Attachment B, Bid Form. In case of arithmetic errors, the unit price will govern.
The County reserves the right to reject any and all bids in whole or in part and to waive
any informalities prior to making an award.
III. INSTRUCTIONS TO BIDDERS
A. This competitive sealed bidding procurement shall be conducted in accordance with
the Spotsylvania County Procurement Policy. The Procurement Policy is available at
https://www.spotsylvania.va.us/377/Spotsylvania-County-Policies.
B. Bids may be withdrawn at any time before the bid opening. A Bidder wishing to
withdraw the bid after bid opening may do so in accordance with Spotsylvania
Procurement Policy Section 2-24.
C. Bids shall be made by utilizing, initialing and signing Attachment B, Bid Form. The
Bid Form (all pages) of this IFB must be completed and returned for a Bidder to be
considered responsive. Specifications incorporated into this Invitation to Bid shall
be followed accordingly.
D. The Response Statement of the Bid Form (Attachment B) shall be completed in a
sufficient manner to allow for a detailed comparison of the IFB Specifications and
the Bidder’s proposed construction work to ascertain adherence to the Specifications.
The Bidder shall explain in the Response Statement any deviations from the
Specifications.
E. Questions must be e-mailed to Spotsylvania County. All responses to inquiries will
be in writing in the form of an Addendum and will be posted on eVA,
IFB 24-40-KB | Page 3 of 24
www.eva.virginia.gov and on the Procurement Division website at
https://www.spotsylvania.va.us/374/Solicitations. Questions from Bidders must be
received by the date and time stated on Page 1 of this Invitation for Bid. The County
is not responsible for verbal clarification of information provided by parties other
than Procurement Division staff.
F. Bidders are responsible for familiarizing themselves with all of the requirements
stated herein.
G. All bids must be in a sealed envelope and clearly marked as follows:
[Business/Contractor Name]
Sealed Bid
Spotsylvania County IFB # 24-40-KB
Merchant Square Generator and Automatic Transfer Switch Installation
Bid Opening: [Insert Date and Time as stated on Page 1 of this IFB,
or as revised in any Addendum issued.]
DO NOT OPEN
1. It is the Bidder’s sole responsibility to have their bid received by the
Spotsylvania County Procurement Division at the above address and by the
above stated time and date. Please note that Federal Express and other
overnight delivery services do not guarantee morning delivery to
Spotsylvania, Virginia. Next day delivery usually arrives in mid-to-late
afternoon. Also, please note that USPS deliveries require additional days
from the post office to the Procurement Office. If you will be using one of
these services for delivery of your bid, please take this information into
consideration.
H. Late Bids shall not be considered and will be returned to Bidder unopened if received
by special carrier or not accepted if hand delivered by Bidder. The time of receipt
shall be determined by the time clock stamp in the Procurement Division, Room 414.
I. Inclement Weather: In the event that Spotsylvania County is closed during the
scheduled times for bids to be received/bid opening or a pre-bid conference/site visits;
those scheduled dates/times will occur on the next business day that Spotsylvania
County is open at the appropriate times as stated in the IFB. Please contact the
Procurement Officer as stated in the IFB for information pertaining to this
procurement.
IFB 24-40-KB | Page 4 of 24
J. Specifications incorporated into this Invitation to Bid shall be followed accordingly.
Bids must be made by utilizing, signing, and submitting the respective Bid Forms.
The Bid Form must include the total bid price, warranty details and exceptions to the
specification (if any), to be considered responsive. The Bid Form in its entirety must
be completed and returned for a Bidder to be considered responsive.
K. All warranties shall commence from the date of Spotsylvania County’s acceptance of
the completed work. The contractor warrants that, unless otherwise specified, all
materials and equipment incorporated in the work under the contract shall be new,
first class condition, and in accordance with the contract documents. The contractor
further warrants that all workmanship shall be of the highest quality and in
accordance with contract documents and shall be performed by persons qualified at
their respective trades. Work not conforming to these warranties shall be considered
defective. This warranty of materials and workmanship separate and independent
from and in addition to any of the contractor’s other guarantees or obligations in this
contract.
L. The minimum warranty/maintenance period for the construction and related
accessories shall be at least two years unless otherwise specified in the Specifications
incorporated herein and made part of this IFB and shall start from the date of
Spotsylvania County’s acceptance of the completed work.
J. BID BOND: All bids shall be accompanied by a Bid Bond from a surety company
selected by the Bidder, which is legally authorized to do business in Virginia in the
amount of five percent (5%) of the amount of the bid if the bid price is in an amount
of or over $100,000. If the bid price is less than $100,000 the County may ask for a
bid bond after the opening of the IFB and performance and payment bonds before
work commences. In lieu of a Bid Bond, a Bidder may furnish a certified check or
cash escrow in the face amount required for the bond. Such bid guarantee shall be
submitted with the understanding of the following:
1. It shall guarantee that the Bidder will not withdraw his bid during the period of
150 days following the opening of bids; if his bid is accepted, he will enter into
a formal Contract with Spotsylvania County in accordance with the County
Agreement or Purchase Order included as a part of the Contract Documents;
and the Standard Performance Bond and the Standard Labor and Material
Payment Bond shall be given. And further, in the event of the withdrawal of the
said bid within said period, or failure to enter into said Contract and give said
Bonds within ten (10) days after he has received Notice of Award, the Bidder
shall be liable to the Spotsylvania County Board of Supervisors for the lesser
of (i) the difference between the Bid for which the Bond was written and the
next low Bid, or (ii) the face amount of the Bid Bond. This amount represents
IFB 24-40-KB | Page 5 of 24
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