ATTACHMENT A BID FORM FIXED PRICE CONTRACT ITB # 15-9808-5VK Date:. To: Project: County of Henrico Department of Finance, Purchasing Office North Run Office Park, 1590 East Parham Road, Henrico VA 23228 PO Box 90775, Henrico VA 23273-0775 Furnishing and Installing Audiovisual Equipment at Libbie Mill Library 2100 Libbie Mill Road Henrico, VA 23230 FROM (full name): (full address) Having carefully examined the site, and the following documents (collectively, the Bid Documents ): drawings, specifications, and all other documents contained in the Project Manual No. 15-9808-5VK, dated May 2015, the undersigned agrees to furnish all labor, materials, supplies, and equipment necessary to Furnish and Install Audiovisual Systems at Libbie Mill Library, 2100 Libbie Mill Road, Henrico VA 23230. All work shall be in accordance with drawings and technical specifications prepared by The Sextant Group dated May 2015. The Bidder, or his/her subcontractor of any tier, must be a registered contractor in the Commonwealth of Virginia in accordance with Title 54.1, Chapter 11 of the Code of Virginia, as amended, at the time of bid submission, and shall possess a Virginia Contractor s License Classification A, CIC (Commercial Improvement), ELE (Electrical), or ESC (Electronic/Communication). The Bidder, or his/her subcontractor of any tier, must have licensure to do any installation work. The Bidder shall submit with his/her bid the Bidder s Reference Sheet included with the Bid Form for evaluation by the County of Henrico. The successful bidder shall furnish and install all materials, hardware, software, and services necessary for the proper installation and maintenance of audiovisual systems for the Libbie Mill Library, 2100 Libbie Mill Road, Henrico VA 23230. The cost of any permits issued by the Office of Building Construction and Inspections of the County of Henrico will be paid directly by the Owner and will not be included in the bid amount. ITB 15-9808-5VK County of Henrico BF - 1
It shall be the responsibility of the successful bidder to apply for and diligently pursue the applicable building permits from the County of Henrico. It shall be the responsibility of the Owner to pay for the Building Permits. However, the Owner may, in its sole discretion, elect to apply and pay for the building permits prior to receipt of bids. This Bid Form must be completed in blue or black ink or by typewriter. The bid amounts shall be expressed in figures only. The unit price of each item on the Bid Form, if requested, must be stated in figures only. On a Bid Form, when there is a discrepancy between (i) a unit price submitted by the bidder, and (ii) the product of that unit price multiplied by the estimated units, the discrepancy will be resolved in favor of the unit price itself, and not the product. On a Bid Form, when there is a discrepancy between (i) individual figures within a column of figures submitted by the bidder, and (ii) the bidder s stated sum of the column of figures, the discrepancy will be resolved in favor of the individual figures themselves, and not the bidder s stated sum of the column of figures. AWARD A contract will be awarded to the lowest responsive and responsible bidder provided the bid does not exceed the funds available for the contract. Award will be determined by Total Bid Amount. If approved by the Purchasing Director, a notice of award of the contract will be given by the Owner to the successful bidder. PRICES QUOTED SHALL BE FOB DESTINATION Note: Review Appendix A Bid Equipment Lists for itemized breakdowns for each bid item. Include a completed copy of Appendix A with your bid submission. Item A: Vestibule 100 (Figures Only) Item B: Internet Café 102 (Figures Only) Item C: Meeting Room 106 (Figures Only) Item D: Crafts 129 (Figures Only) Item E: Children s Reading Area 130 (Figures Only) Item F: Teens Study 200 _ (Figures Only) ITB 15-9808-5VK County of Henrico BF - 2
Item G: Teens Study 201 _ (Figures Only) Item H: Teens Study 202 _ (Figures Only) Item I: Conference 209 (Figures Only) Item J: Study 215 (Figures Only) Item K: Study 218 (Figures Only) Item L: Digital Media Lab 219 (Figures Only) Item M: Building Wide (Figures Only) TOTAL BID AMOUNT (Sum of Items A through M): (Figures Only) ADDITIVE ALTERNATE: Bid Additive Alternate Extended Warranty Coverage Provide pricing for extended warranty coverage for years 2, 3, and 4. The Owner reserves the right to terminate warranty coverage at any time. Item N: Warranty Year 2: (Figures Only) Item O: Warranty Year 3: (Figures Only) Item P: Warranty Year 4: (Figures Only) Payment for years 2, 3, and 4 will be processed in the year that the warranty service is initiated. ITB 15-9808-5VK County of Henrico BF - 3
BID SECURITY Attached hereto is my bid security for five percent (5%) of the Total Bid Amount, made payable to the County of Henrico, Virginia. Bidder has submitted Appendix A Bid Equipment Lists. Yes No Any substitutions on Appendix A must have been approved by the Consultant by no later than 12:00 PM, June 22, 2015. GENERAL The County of Henrico has a predetermined amount of funds available for the contract (the Project Budget ). The lowest bid will be determined as follows: If the sum of any single bidder s (i) Total Bid Amount plus (ii) Additive Alternate is within the Project Budget, then the lowest bid will be determined by adding the two amounts (Total Bid Amount + Additive Alternate). However, if no single bidder s (i) Total Bid Amount plus (ii) Additive Alternate is within the Project Budget, then the lowest bid will be determined by the Total Bid Amount in which case the Additive Alternate will not be considered and will not be within the scope of the resulting contract. If a contract is awarded, a separate performance bond and a payment bond for 100% of the contract amount, including any additions and/or deductions, shall be provided by the successful bidder. The Successful Bidder agrees to use unit prices to determine changes to the Contract Sum when authorized changes are directed. Unit prices shall include all labor and materials, in place and complete. The source of the unit prices (other than those listed herein) shall be Means Open Shop Building Construction Cost Data, latest edition, R. S. Means Company, Inc., adjusted for Richmond, Virginia. The unit prices will be used as maximum limiting charges and minimum credits allowable for any change in the work. RECEIPT OF ADDENDA We acknowledge the receipt of the following Addenda and Bulletins: Addendum No. Addendum No. Addendum No. Dated Dated Dated ITB 15-9808-5VK County of Henrico BF - 4
TIME OF COMPLETION: The Work shall be substantially complete and certified by the consultant by September 25, 2015. Final completion of all work shall be within thirty (30) calendar days after the date of substantial completion. The Contractor shall warrant that all equipment, materials, and labor confirm to the requirements of the resulting contract are and will remain free from defect for a period of one year from the date of substantial completion. The contract resulting from Invitation to Bid No. 15-9808-5VK will contain the following liquidated damages provision: The Owner and the Contractor recognize that time is of the essence and that the Owner will suffer financial loss if the Work is not completed by the Substantial Completion date required by the Contract Documents. Both parties recognize the delays, expense, and damages involved in proving a legal proceeding the actual loss suffered by the Owner if the Work is not completed on time. Accordingly, notwithstanding any other provisions of this Contract, the Owner and the Contractor agree, stipulate and fix as liquidated damages if the work is delayed, but not as a penalty, the sum of Five Hundred ($500.00) that the Contractor together with the Contractor s surety shall pay the Owner for each calendar day or part thereof that expires after the date specified for Substantial Completion, if the Contractor does not complete the Work by the Substantial Completion date required by the Contract Documents. The Contractor hereby waives any defense as to the validity of liquidated damages stated in this Agreement on the grounds that such liquidated damages are void as penalties or are not reasonably related to actual damages, and the parties agree that the Owner's entitlement to liquidated damages shall be determined at the time of Substantial Completion and shall not be subject to the claims provisions of the Contract Documents. REGISTRATION: My/Our Virginia Contractor s registration number is: CLASS Indicate whether your business is or is not located in the County of Henrico, Virginia and if it is, have you obtained a County license to conduct or engage in this business, trade or occupation in the County of Henrico? Yes. No. ITB 15-9808-5VK County of Henrico BF - 5
SUBMIT THIS FORM WITH BID BID SIGNATURE SHEET My signature certifies that the proposal as submitted complies with all requirements specified in this Invitation for Bid ( ITB ). My signature also certifies that by submitting a bid in response to this ITB, the Bidder represents that in the preparation and submission of this bid, the Bidder did not, either directly or indirectly, enter into any combination or arrangement with any person or business entity, or enter into any agreement, participate in any collusion, or otherwise take any action in the restraining of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1) or Sections 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia. I hereby certify that I am authorized to sign as a legal representative for the business entity submitting this bid. LEGAL NAME OF OFFEROR (DO NOT USE TRADE NAME): ADDRESS: SIGNATURE: NAME OF PERSON SIGNING (print): TITLE: TELEPHONE: FAX: E-MAIL ADDRESS: DATE: ITB 15-9808-5VK County of Henrico BF - 6
Company Legal Name: PLEASE SPECIFY YOUR BUSINESS CATEGORY BY CHECKING THE APPROPRIATE BOX(ES) BELOW. (Check all that apply.) SMALL BUSINESS WOMEN-OWNED BUSINESS MINORITY-OWNED BUSINESS SERVICE DISABLED VETERAN LARGE NONPROFIT NONE OF THE ABOVE DEFINITIONS SUPPLIER REGISTRATION The County of Henrico encourages all suppliers interested in doing business with the County to register with eva, the Commonwealth of Virginia s electronic procurement portal, http://eva.virginia.gov. eva Registered? Yes No If certified by the Virginia For the Minority purpose of Business determining Enterprises the appropriate (DMBE), business provide category, DMBE the following certification definitions number apply: and expiration date. "Small NUMBER business" means a business, independently owned and DATE controlled by one or more individuals who are U.S. citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or annual gross receipts of $10 million or less averaged over the previous three years. One or more of the individual owners shall control both the management and daily business operations of the small business. "Women-owned business" means a business that is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest is owned by one or more women who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more women. "Minority-owned business" means a business that is at least 51 percent owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals. "Minority individual" means an individual who is a citizen of the United States or a legal resident alien and who satisfies one or more of the following definitions: 1. "African American" means a person having origins in any of the original peoples of Africa and who is regarded as such by the community of which this person claims to be a part. 2. "Asian American" means a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands, including but not limited to Japan, China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern Mariana Islands, the Philippines, a U.S. territory of the Pacific, India, Pakistan, Bangladesh, or Sri Lanka and who is regarded as such by the community of which this person claims to be a part. 3. "Hispanic American" means a person having origins in any of the Spanish-speaking peoples of Mexico, South or Central America, or the Caribbean Islands or other Spanish or Portuguese cultures and who is regarded as such by the community of which this person claims to be a part. 4. "Native American" means a person having origins in any of the original peoples of North America and who is regarded as such by the community of which this person claims to be a part or who is recognized by a tribal organization. "Service disabled veteran business" means a business that is at least 51 percent owned by one or more service disabled veterans or, in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more individuals who are service disabled veterans and both the management and VIRGINIA daily business STATE operations CORPORATION are controlled by one or more COMMISSION individuals who are service (SCC) disabled veterans. "Service disabled veteran" means a veteran who (i) served on active duty in the United States military ground, naval, or air service, REGISTRATION INFORMATION (ii) was discharged or released under conditions other than dishonorable, and (iii) has a service-connected disability rating fixed by the United States Department of Veterans Affairs. Large business means any non-women- or minority-owned, or service-disabled business as defined above or any business having more than 250 employees or more than $10 million in gross receipts averaged over the previous three years. Nonprofit means a corporation or an association that conducts business for the benefit of the general public without shareholders and without a profit motive. ITB 15-9808-5VK County of Henrico BF - 7
VIRGINIA STATE CORPORATION COMMISSION (SCC) REGISTRATION INFORMATION The bidder or offeror: is a corporation or other business entity with the following SCC identification number: -OR- is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder/offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder s/offeror s out-of-state location) -OR- is an out-of-state business entity that is including with this bid/proposal an opinion of legal counsel which accurately and completely discloses the undersigned bidder s/offeror s current contacts with Virginia and describes why whose contacts do not constitute the transaction of business in Virginia within the meaning of 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. Please check the following box if you have not checked any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids/proposals: SUBMIT THIS FORM WITH BID ITB 15-9808-5VK County of Henrico BF - 8
BIDDER S REFERENCE SHEET Each Bidder shall complete this Bidder s Reference Sheet for evaluation by the County of Henrico and submit it with the Bid Form, along with all required information from Bidding Requirements and Conditions of the Contract, Section 1.3, Contractor Reference Requirements. 1. Years in Business: Indicate the length of time you have been in business providing this type of goods/services. 2. Reference: Indicate below a listing of at least 3 recent references that meet or exceed the requirements of the ITB for which you have provided this type of goods/services. Include the date service was furnished and the name and address of the client; and the name and telephone number of the contact person. 1. Date: Client: Address: Contact Person: Phone Number: 2. Date: Client: Address: Contact Person: Phone Number: 3. Date: Client: Address: Contact Person: Phone Number: END OF BID FORM ITB 15-9808-5VK County of Henrico BF - 9