Invitation for Bids IFB # 0049101 For Lounge Furniture July 7, 2017 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.
INVITATION FOR SEALED BID # 0049101 LOUNGE FURNITURE VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (VIRGINIA TECH) PROCUREMENT DEPARTMENT (MC 0333) NORTH END CENTER, SUITE 2100, 300 TURNER STREET NW BLACKSBURG, VIRGINIA 24061 DATE July 7, 2017 BID RETURN DATE AND HOUR BID OPENING DATE AND HOUR July 31, 2017 3PM BIDDERS ADDRESS ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Mary Seyler, CPPB, CUPO Contracts Officer / Buyer Senior E-MAIL ADDRESS: mseyler@vt.edu TELEPHONE NUMBER (540) 231-3813 FAX NUMBER (540) 231-9628 AFTER HOUR MESSAGES (540) 231-6221 SPECIAL INSTRUCTIONS 1. Sealed Bids must be mailed, express mailed or hand delivered directly to the Procurement Department. Sealed Bids cannot be faxed or emailed directly to the Procurement Department, see Facsimile Bids of the attached General Terms and Conditions. 2. Responses must be submitted on this form and the attachment (s) provided. 3. Responses shall be signed below. 4. Responses will be received in the Virginia Polytechnic Institute and State University (Virginia Tech), Procurement Department (MC 0333), North End Center, Suite 2100, 300 Turner Street, NW, Blacksburg, VA 24061 until the bid opening date and hour or, if specified, the bid return date and hour shown above. Please note that USPS is delivered to a central location and is not delivered directly to Procurement. Allow extra time if sending proposal via USPS. It is the vendor s responsibility to ensure proposals are received in the Procurement office at the appropriate date and time for consideration. 5. Contact the buyer listed above for bid award information. Enclose a self-addressed stamped envelope if you wish to obtain price information. 6. DELIVERY IS F.O.B. DESTINATION UNLESS OTHERWISE NOTED IN THE BODY OF THE BID. 7. Any ADDENDUM issued for this solicitation may be accessed at http://www.apps.vpfin.vt.edu/html.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly. 8. Bidders must be aware of the fees associated with the eva Business-To-Government Vendor Registration requirement described herein and at http://www.eva.state.va.us/ and submit prices accordingly. CERTIFICATION: IN ACCORDANCE WITH THIS INVITATION FOR SEALED AND SUBJECT TO ALL TERMS AND CONDITIONS CONTAINED HEREIN INCLUDING THE GENERAL TERMS AND CONDITIONS SHOWN AT http://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/terms/gtc_bid_01012016.pdf THE UNDERSIGNED OFFERS AND AGREES TO FURNISH THE GOODS OR SERVICES FOR THE PRICE(S) OFFERED. 2
FULL LEGAL NAME (PRINT) (Company name as it appears with your Federal Taxpayer Number) FEDERAL TAXPAYER NUMBER (ID#) DELIVERY DATE BUSINESS NAME/DBA NAME/TA NAME (If different than the Full Legal Name) FEDERAL TAXPAYER NUMBER (If different than ID# above) BILLING NAME (Company name as it appears on your invoice) FEDERAL TAXPAYER NUMBER (If different than ID# above) PURCHASE ORDER ADDRESS PAYMENT ADDRESS CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER *BUSINESS CLASSIFICATION LARGE SMALL MINORITY- OWNED WOMEN-OWNED *Business Classification definitions can be viewed at http://www.procurement.vt.edu/vendor/class.html *Is your Classification certified by the Virginia Department of Small If yes, provide Certification Number: Business and Supplier Diversity (SBSD)? Yes No *For assistance with certification questions, please visit: http://sbsd.virginia.gov/ Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the Code of Virginia? YES NO SIGNATURE (IN INK) Date: THIS IS NOT AN ORDER Revised 04/24/2017 3
I. PURPOSE: The intent and purpose of this Invitation For Sealed Bid is to purchase Lounge Furniture for Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia. II. BACKGROUND: The Inn at Virginia Tech and Skelton Conference Center opened in 2005. The Skelton Conference Center is currently undergoing interior renovations to update the finishes and furnishings. The furniture described in this solicitation has been selected to complement the new interior finishes and provide comfortable lounge spaces for guests attending events at the conference center. III. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM: The eva Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a trading partner within the eva system. There are registration fees and transaction fees involved with the use of eva. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eva system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eva system. Registration in the eva system is accomplished on-line. Your firm must provide the necessary information. Please visit the eva website portal at http://www.eva.virginia.gov/pages/evaregistration-buyer-vendor.htm and register both with eva and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration. For registration and technical assistance, reference the eva website at: http://www.eva.virginia.gov, or call 866-289-7367 or 804-371-2525. IV. General: The awarded bidder or bidders shall provide, deliver and install the furniture described in Attachment B Price Schedule and Attachment C Floor Plans in accordance with Attachment A Terms and Conditions. B. Furniture Specifications: See Attachment B Price Schedule and Attachment C Floor Plans and Furniture Renderings C. Delivery and Installation: 1. Installation shall include full assembly and installation / set in place of furnishings as well as removal of all packing material and debris from Virginia Tech premises. 2. Delivery and installation must take place simultaneously as there is no place to store furniture prior to install. Exact installation date shall be coordinated with a Virginia Tech designee prior to delivery. See Attachment C Floor Plans 4
D. COM Fabrics: If customers own material (COM) is specified, the bidder shall be responsible for purchasing and providing these fabrics to the manufacturer. V. PRICE: 1. Bidders unit prices shall include all costs associated with providing, delivering and installing the furniture described Attachment B Price Schedule. 2. Due to limited funding, it may be necessary to reduce the qtys of some items or eliminate some items prior to award. It is therefore crucial that bid unit prices include all costs associated with delivery and installation. Failure to do so may cause your bid to be deemed nonresponsive. 3. Bidders are not required to bid all items. See Section VI regarding award. VI. COMPLETE PRODUCT INFORMATION: Bidders should state manufacturer and product offered in bidder s notes section of Attachment B Price Schedule, and enclose complete and detailed specifications with bid for all products offered. Failure to do so may cause bid to be deemed nonresponsive. VI. 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 Virginia Tech. The award or awards will be made to the lowest responsible Bidder or Bidders as applicable. Virginia Tech reserves the right to determine reasonable administrative costs in making an award to one, two, or multiple vendors for a particular item, or group of items, on which that vendor is the low bidder. VII. METHOD OF PAYMENT: Virginia Tech will authorize payment to the contractor Net 30 days after each satisfactory delivery of furniture, sign off by Virginia Tech and receipt of the contractor's invoice. VIII. INVOICES: Invoices for goods or services provided under any purchase order resulting from this solicitation shall be submitted to: Virginia Polytechnic Institute and State University Accounts Payable North End Center, Suite 3300, Virginia Tech 300 Turner Street, NW Blacksburg, Virginia 24061 IX. ADDENDUM: Any ADDENDUM issued for this solicitation may be accessed at http://www.apps.vpfin.vt.edu/html.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly. X. CONTROLLING VERSION OF SOLICITATION: The PDF version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of/or additions to the solicitation by the Bidder shall not modify the official version of the solicitation issued by Virginia 5
Tech Procurement Services. Such modifications or additions to the solicitation by the Bidder may be cause for rejection of the bid; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid. XI. TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. XII ATTACHMENTS: Attachment A - Terms and Conditions Attachment B Price Schedule Attachment C Floor Plans and Detailed Furniture Renderings 6
RFP/BID GENERAL TERMS AND CONDITIONS ATTACHMENT A TERMS AND CONDITIONS See http://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/terms/gtc_bid_01012016.pdf ADDITIONAL TERMS AND CONDITIONS A. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement. B. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period. C. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. D. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate envelope or package and identified as follows: From: Name of Bidder or Offeror Due Date Time Due Street or Box No. City, State, Zip Code Name of Procurement Officer: Solicitation Number Solicitation Title The envelope should be addressed to: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (Virginia Tech) Procurement Department (MC 0333) North End Center, Suite 2100 300 Turner Street NW Blacksburg, Virginia 24061 The offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope. 7
E. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address If to Contractor: Attention: Address Shown On IFB Cover Page Name Of Person Signing IFB If to Virginia Tech: Virginia Polytechnic Institute and State University (Virginia Tech) Attn: Mary Seyler Procurement Department (MC 0333) North End Center, Suite 2100 300 Turner Street NW Blacksburg, Virginia 24061 and Virginia Polytechnic Institute and State University (Virginia Tech) Attn: Chris Compton Inn at Virginia Tech & Skelton Conference Center (MC 0104) 901 Prices Fork Road Blacksburg, Virginia 24061 F. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation. SPECIAL TERMS AND CONDITIONS 1. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. 2. BID ACCEPTANCE PERIOD: Any bid received in response to this solicitation shall be valid for (90) days. At the end of the (90) days the bid may be withdrawn at the written request of the Bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled. 3. FINAL INSPECTION: At the conclusion of the work, the Contractor shall demonstrate to the authorized owners representatives that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor's sole expense prior to final acceptance of the work. 4. INSTALLATION: All items must be assembled and set in place, ready for use. All crating and other debris must be removed from the premises. 5. 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. 8
6. SAFETY: The Contractor bears sole responsibility for the safety of its employees. The Contractor shall take all steps necessary to establish, administer, and enforce safety rules that meet the regulatory requirements of the Virginia Department of Labor and Industry (VDLI) and the Occupational Safety and Health Administration (OSHA). The contractor shall take steps as necessary to protect the safety and health of university employees, students, and visitors during the performance of their work. In addition, the contractor must also provide the university with a written safety program that it intends to follow in pursuing work under this contract. By entering into a contract with Virginia Tech, the contractor and its subcontractors agree to abide by the requirements described in Safety Requirements for Contractors and Subcontractors located on Virginia Tech s Environmental, Health and Safety Services (EHSS) web site at this URL http://www.ehss.vt.edu/programs/contractor_safety.php. A copy of the publication may also be obtained by contacting EHSS at 540/231-5985. No work under this contract will be permitted until the university is assured that the contractor has an adequate safety program in effect. 7. 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 Virginia Tech by any other clause of this solicitation. A copy of this warranty must be furnished with the bid. 8. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense. 9
ATTACHMENT B PRICE SCHEDULE (To be completed by Bidder) Note: Manufacturer sales contact information at end of this attachment Item# Mfg Model# Item Description Tag# Qty Unit Price Ext Price BIDDERS NOTES 1 Cumberland 2337 Alia Wood Bench with upholstered B1 4 top cushion, 60 W x 18 D x 17 H, Finish: Bison MP-14, Fabric: Designtex, Acacia 2843-702, Color: Sunset, 54" width, 7-1/2"V x 14-1/2"H Repeat $ $ 2 Custom See Provide new upholstered cushion B2 1 Fabricated Attachment C with self-welt, notches and ties. Use existing cushion as template. 68 W x 21 D x 1 H (Verify in Field), Fabric: Designtex, Acacia 2843-702, Color: Sunset, 54" width, 7-1/2"V x 14-1/2"H Repeat $ $ 3 Kellex 1216-05 Avis Lounge Chair with nailhead CH1 4 trim, 28 W x 30 D x 42 H, Wood Finish: 0309 Walnut, Nailhead finish: Pewter, Fabric: ArcCom, Network AC-60063, Color: Papaya #4, 55/56 width $ $ 4 Kellex 1306-04 Pearl Guest Chair with exposed CH3 5 legs and nailhead trim, 24 W x 27 D x 41 H, Wood Finish: 0309 Walnut, Nailhead finish: Pewter, Fabric: Architex Pattern Balcony, Color: Sienna, 54 Width, 7-3/4 V x $ $ 5 Bernhardt Hospitality 3-3/4 H Repeat 348-918 Colter Console Table, 54 W x 16 D x 30 H, Finish: Paris Alligator Embossed Leather, Nailhead Finish: #10 Nickel T4 2 $ $
9 Hooker Furniture 10 Bernhardt Hospitality 11 Bernhardt Hospitality Item# Mfg Model# Item Description Tag# Qty Unit Price Ext Price BIDDERS NOTES 6 Bernhardt N2872 Palisades Lounge Chair with CH2 14 Hospitality exposed legs and nailhead trim, 31-1/2 W x 37 D x 35 H, Fabric: Design Tex, Acacia 2843-702, Color: Sunset, 54 width, 7-1/2"V x 14-1/2"H Repeat CH2a $ $ 7 Mercer41 MRCR1324 Graber Table Lamp with gold base L1 2 and white shade with gold trim, 18 W x 18 D x 27 H, Finish: Gold $ $ 8 Fairfield 2736-70 2736 Series Loveseat with loose S1 3 Chair Company back & loose seat cushions and wood trim, 62-1/2 W x 40 D x 39-1/2 H, Finish: Café Mocha, Fabric: Design Tex, Texture Stripe, 3745- $ $ 1586-80110D- MULTI4 346-274, 346-275 702, Color: Campfire, 54" width Serendipity Rectangular Cocktail Table by Cynthia Rowley, with onyx stone top and gold finish base, 54 W x 28 D x 18-1/4 H, Top Finish: MULTI4 Stone, Base Finish: GLD1 Gold Haven Round Dining Table with figured flat cut walnut veneers, pedestal base & recessed adjustable glides, 54 Dia. x 30 H, Finish: #346 Haven Brunette 340-015 Carnaby Round Metal Cocktail Table with inset smoked glass top over black painted panel, and adjustable levelers, 48 Dia. x 17 H, Finish: Patinated Brass T1 1 T2 1 T3 2 $ $ $ $ $ $
Item# Mfg Model# Item Description Tag# Qty Unit Price Ext Price BIDDERS NOTES 12 Bernhardt 348-918 Colter Console Table, 54 W x 16 D T4 2 Hospitality x 30 H, Finish: Paris Alligator $ $ Embossed Leather, Nailhead Finish: #10 Nickel 13 Bernhardt 339-123 Mercer Round End Table with 11 Hospitality adjustable glides, 26 Dia. x 25 H, Finish: Java $ $ Cumberland JCF Group Phone: 804-833-1179 Lacy@JCFgroup.net Bernhardt Hospitality Office: 800-924-9022 Cell: 240-506-2983 marthavlahakis@icloud.com Kellex O Neil Sales Phone: 804-387-8073 Fairfield Chair Company Schneider League Associates Cell: 804-641-6743 wadeperry@verizon.net Hooker Furniture Jack Fetner Associates, Inc Office: 336-883-8300 Cell: 757-641-7411 tprestonjfa@yahoo.com
ATTACHMENT C - FLOOR PLANS AND FURNITURE RENDERINGS RECEPTION FURNITURE S1 Sofa T1 Coffee Table L1 Table Lamp T2 Entry Table PYE INTERIORS I PREPARED FOR THE INN AT VT I 11.18.16 T4 Console Table
RECEPTION FURNITURE CH1 Lounge Chair T3 Coffee Table PYE INTERIORS I PREPARED FOR THE INN AT VT I 11.18.16
LOBBY FURNITURE CH3 Lounge Chair End Table S1 Sofa PYE INTERIORS I PREPARED FOR THE INN AT VT I 11.18.16 T3 Coffee Table CH2 Lounge Chair
SOUTH FOYER FURNITURE B1 Bench PYE INTERIORS I PREPARED FOR THE INN AT VT I 11.18.16
GUEST CORRIDOR FURNITURE CH2 Lounge Chair End Table PYE INTERIORS I PREPARED FOR THE INN AT VT I 11.18.16
UPHOLSTERY FABRIC PALETTE S1 Sofa (Reception & Lobby) CH2 Lounge Chair (Lobby) B1 Bench (South Foyer) CH1 Lounge Chair (Reception) CH2 Lounge Chair (Guest Corridor) CH3 Lounge Chair PYE INTERIORS I PREPARED FOR THE INN AT VT I 11.18.16
2ND FLOOR PUBLIC SPACES LOUNGE SERVICE C203 OFFICE C202 EQUIP. CB01 C202A CB03 PHONE STAIR CB05 CH2 S1 T3 CH2 BU GUESTROOM CORRIDORS LOUNGE HAC5B CH2a (2) LOBBY HAC5A COMM HA11 HA13 +1 434 971 1393 +1 434 971 1785 fax pyeinteriors.com 100 10th Street, NE Suite 201 Charlottesville, VA 22902 INSPIRING SPACES EDUCATION I HEALTHCARE I CORPORATE CONTINENTAL DIVIDE C201 B2 CH3 (2) LOBBY CBC1 CH3 (2) CH3 3 F-1 FURNITURE PLAN: 1ST FLOOR CORRIDOR SCALE: 1/8"=1'-0" ATM CH1 (4) T3 CNS HB11 VESTIBULE CONC. RECEPTION T2 S1 S1 T4 T1 T4 L1 L1 FRONT DESK H201 4 F-1 LOUNGE HBC5B CH2a (2) LOBBY HBC5A HB13 FURNITURE PLAN: 2ND FLOOR CORRIDOR SCALE: 1/8"=1'-0" VIRGINIA TECH THE INN AT VIRGINIA TECH 901 PRICES FORK ROAD BLACKSBURG, VIRGINIA 1 F-1 FURNITURE PLAN: RECEPTION & LOBBY SCALE: 1/8"=1'-0" CNS LOUNGE HCC5B LOBBY HCC5A HC11 HC13 STAIR HC14 CH2a (2) LOUNGE HCC5C OFFICE C219 OFFICE C221 CH2a (2) CORRIDOR CBC4 REVISIONS A B C 5 FURNITURE PLAN: 3RD FLOOR CORRIDOR EXECUTIVE CLIENT CONTACT: F-1 SCALE: 1/8"=1'-0" TOM SHAVER INN AT VIRGINIA TECH LATHAM BALLROOM D MEETING ROOM 1 C223 B1 540.231.0101 DESIGN CONTACT: SUSAN CASH PYE INTERIORS 434.971.1393 B1 CNS PROJECT NUMBER: LATHAM BALLROOM E MEETING ROOM 2 C225 SOUTH FOYER CBC4 B1 LOUNGE HDC5B CH2a (2) LOBBY HDC5A HD11 HD13 STAIR HD14 CH2a (2) LOUNGE HDC5C 1634 SCALE: DRAWN BY: CHECKED BY: DATE: 1/8" = 1'-0" NB SC 1.16.17 LATHAM BALLROOM F MEETING ROOM 3 C227 B1 6 FURNITURE PLAN: 4TH FLOOR CORRIDOR EXECUTIVE FURNITURE PLANS 2 F-1 FURNITURE PLAN: SOUTH FOYER SCALE: 1/8"=1'-0" F-1 SCALE: 1/8"=1'-0" SHEET NUMBER: F-1