8-Part E - ITB Instructions to Bidders.docx

City of Alexandria Invitation to Bid

ITB: SWIMMING POOL MAINTENANCE, CLEANING, AND REPAIR

(O&M) SERVICES

ITB No.: 2031 Part E – Instructions to Bidders Questions Bidders must submit any questions regarding sites, scope of work, and Contract requirements in writing to the Point of Contact by the date and time as specified in Part A – Solicitation General Information.

Vendor Registration Bidders must complete the following registration to submit a Bid electronically and to receive grant funding (if applicable).

To submit a Bid the vendor must also register with Euna via the City’s Procurement Portal located at https://alexandriava.bonfirehub.com/portal/?tab=openOpportunities. Then click Register, and follow the prompts.

2.1.1 For additional information on registering with Euna you may use the following: https://customer.eunasolutions.com/public/s/article/vendor-registration

2.1.2 If you require further assistance, you may contact Euna directly at support.bonfire@eunasolutions.com

2.2. In the case of Contract Award, the Contractor shall be registered with the City as an active vendor by completing the Vendor Self Service (VSS) registration on the City’s ERP system located at https://service.alexandriava.gov/MSS/Vendors/default.aspx

0. If the Vendor is a Small-, Women-, or Minority-owned (SWaM) business and is registered with the Commonwealth of Virginia, provide the Vendor’s Virginia SWaM certification documentation with the registration on the City’s VSS. To register as a SWaM business with the Commonwealth of Virginia, go to the website for the Virginia Department of Small Business and Supplier Diversity, located at https://www.sbsd.virginia.gov/.

Bid Submission Information and Instructions All bids must be submitted electronically. Submit them through the City’s Euna ERP system at https://alexandriava.bonfirehub.com/portal/?tab=openOpportunities. Bids/proposals sent by mail or by hand will not be accepted.

Bidders are required to complete, including signatures, and return all Attachments included in the Solicitation Documents. Bids and Addenda that are not signed may be considered non-responsive and not accepted.

Bidder must review and comply with the requirements of the Bid and ensure that all required information is provided and required forms are executed and returned with its Bid response, including, but not limited to:

0.1.1. Attachments

0.2.1. Any applicable certifications and licenses.

Bid Signature A Bid must contain the original signature of an individual who is authorized to bind the Bidder. The original signature must be provided on all Bid documents where a signature is required. Facsimile signatures, photographic reproductions of signatures, rubber stamps, etc., are not acceptable, except in cases where the Bidder submits its Bid through the City’s ERP system.

Acceptance Period The Bidder agrees that, if their Bid is accepted within one hundred twenty (120) calendar days from the Bid Due Date specified in Part A – Solicitation General Information, the Bidder will furnish all construction, goods, and services for which prices are submitted, in accordance with the requirements, terms and conditions of the Solicitation Documents and the Contract Documents.

Award The award will be made as provided in Part F - Evaluation and Method of Award.

Bid or Proposal Submission and Presentation Costs The City must not be liable in any way for any costs incurred by any Bidder/Proposer in the preparation or submission of its Bid/Proposal or its participation in any discussion, presentation, negotiation, or meeting regarding its Bid/Proposal or the solicitation.

Late Bids Bids arriving after the specified time and date in Part A – Solicitation General Information will not be accepted. Please allow sufficient time for the preparation and delivery of your Bid.

No Response Form Vendors not wishing to submit a Bid are asked to complete and return the No Response Form located in Part G, Attachment G.

Opening of Bids As specified in Part A – Solicitation General Information.

Mistakes in Bids Except as expressly provided for in “Withdrawal of Bid” due to a clerical mistake, correction of Bids after opening is not permitted. A Bidder assumes full responsibility for the accuracy of its Bid.

Withdrawal of Bids A Bidder may withdraw its Bid from consideration at any time prior to the Bid opening by notifying the Contracting Officer in writing of such withdrawal.

Subsequent to the commencement of the Bid opening procedure, a Bidder may withdraw its Bid from consideration if the price Bid was substantially lower than other Bids due solely to a mistake therein, provided:

Bidder Qualifications Bidder must be a responsible Bidder and must satisfactorily prove to the City that they have adequate experience, facilities, manpower, and financial capacity to perform the Work. Bidder must demonstrate and warrant to the satisfaction of the Contracting Officer that the Bidder and the Bidder’s Subcontractors have the technical expertise, relevant project experience, and the ability to complete all of the various elements of the Contract and Scope of Work.

References: Bidder must complete and submit with their Bid the Reference Sheet located in Part G, Attachment E.

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