Clean & Deodorize Carpet and Chairs in DSC Dome SOW.pdf

Science Museum of Virginia Quick Quote Request RFx ID #57432

Contract No.: SMV-2450

Commodity: Clean & Deodorize Carpet and Chairs in Danville Science

Center Dome Theater

SWAM Set-Aside: MICRO BUSINESS SET-ASIDE AWARD PRIORITY

Issue Date: January 26, 2024

Bids Due: February 16, 2024 at 5:00 PM

Location: Danville Science Center

677 Craghead Street Danville, VA 24541

Contacts for Mandatory Adam Goebel Site Visit: 434-791-5160 x200 agoebel@smv.org

Marc Parrish 434-791-5160 x111 mparrish@smv.org

I. SCOPE OF WORK

The Science Museum of Virginia, hereafter referred to as the “Science Museum”, is seeking a Contractor to clean and deodorize all carpet and upholstered chairs in its satellite location at the Danville Science Center Dome theater (referred to as “The Dome”). All cleaners shall be neutral cleaners. The Dome contains 95 chairs and approximately 1,650 square feet of carpet that require cleaning. The Contractor shall provide all materials, tools and personnel to start this project as soon as possible but must completed no later than April 1, 2024. The work shall be scheduled on a Monday when the Danville Science Center is closed to the public.

All Bidders will need to schedule and attend a site visit with Adam Goebel or Marc Parrish prior to submitting a bid in response to this Quick Quote.

II. BIDDER INSTRUCTIONS

To be considered a responsive bidder for this Quick Quote, the Bidder shall abide by the instructions in this section. Please complete the following by the bid due date and time:

1. All Bidders shall schedule and attend a site visit by contacting Adam Goebel or Marc Parrish prior to submitting a bid. It is the Bidder’s responsibility to field verify all measurements and site conditions during the site visit. All Bidders must sign on the Mandatory Site Visit Sign-in Sheet to confirm their attendance at a site visit prior to the bid close date and time.

2. Submit your bid as a Grand Total amount, as specified in Section III. Pricing Schedule, via eVA Quick Quote or emailed directly to Laura Dearhart at ldearhart@smv.org prior to the bid due date and time specified above. Late bids will not be accepted.

3. Complete and return Attachment A, Bidder Data Sheet, with three references for completed work. Please make sure to include an email address for each reference.

III. PRICING SCHEDULE

The “GRAND TOTAL PRICE” shall reflect the total fixed price for cleaning and deodorizing all carpet and chairs in The Dome, as specified in Section I. Scope of Work.

The Bidder may provide itemized costs with their bid, but the Grand Total Price must be entered into the eVA Quick Quote as the “Unit Price” OR it must be clearly indicated on any bid submitted directly to Laura Dearhart via email.

IV. GENERAL TERMS AND CONDITIONS

The document labeled “General Terms and Conditions” attached to the eVA Quick Quote is hereby incorporated by reference.

V. SPECIAL TERMS AND CONDITIONS

AWARD: The Commonwealth will make the award(s) on a Grand Total basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is up to and including $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

mailto:ldearhart@smv.org eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one (1) purchase order, with the applicable eVA transaction fee assessed for each order.

FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owners representative 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.

INSPECTION OF JOB SITE: My response to this Quick Quote constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth.

PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.

VI. ATTACHMENTS

A. BIDDER DATA SHEET

ATTACHMENT A - BIDDER DATA SHEET

1. Qualification: Bidder must have the capability and capacity in all respects to fully satisfy all of the contractual requirements.

2. Bidder’s Primary Contact: Name: ______________________________________

Phone :(_____) _____________ Email:_______________________________________

3. Years in Business: Indicate the length of time you have been in business providing this type of good or service: __________ Years ________ Months

4. Indicate below a complete listing of at least three (3) current or recent accounts, either commercial or governmental, that your company has provided similar size and type of goods/services.

a. Company: ______________________________________ Contact: _____________________

Phone :(_____) _____________Email:_____________________________________________

Dates of Service: _________________________________$ Value: ______________________

Description of Service: __________________________________________________________

b. Company: ______________________________________ Contact: ______________________

Phone :(_____) _____________Email:_____________________________________________

c. Company: ______________________________________ Contact: _______________________

Phone :(_____) _____________Email:______________________________________________

I certify the accuracy of this information:

Signed: __________________________________________

Title: ________________________________________Date: ______________________________

ATTACHMENT A - BIDDER DATA SHEET