Graduation Rental.pdf

Rev3-04.03.23

Solicitation #88135 Graduation Equipment Rental with Set-Up and Take Down Mountain Empire Community College

Graduation Equipment Rental with Set-up and Take Down

Mountain Empire Community College

Small Business Set-Aside Award

Questions will be Received until: 2/19/2025 at 2:00 PM local time

Bids will be Received Until: 2/24/2025 at 2:00 PM local time. All bids must be received electronically through eVA by the date and time stated immediately above. Emailed and or faxed bids will not be considered.

CONTACTING ANY OTHER REPRESENTATIVE OF THE VCCS OR THE COLLEGE MAY RESULT

IN THE BID BEING DEEMED NON-RESPONSIVE

Any inquiries regarding this solicitation should be directed only to: Shannon Jimenez, Buyer Lead, Email: sjimenez@ssc.vccs.edu Phone: 540-591-4000

TABLE OF CONTENTS PAGE #

I. Purpose 2

II. Questions Regarding Unsealed Bid 2

III. General Definitions 2

IV. Scope of Work 3

V. Specifications Requirements 5

VI. Method for Payment 7

Please refer to the terms and conditions attached to this solicitation.

ATTACHMENTS PAGE #

A. Certificate of Insurance* 8 B. Map/Specs Parking Lot A 9

* This item should be completed and returned as part of the Unsealed Bid submission package before services can proceed. A certificate of Insurance, according to the requirement in this Unsealed Bid must be submitted three (3) business days from the date of closed bid or submitted bids will be deemed non-responsible.

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 because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that Unsealed Bid.

SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD

PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation.

DSBSD-certified micro businesses or small businesses also includes DSBSD-certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.

I. PURPOSE:

The Virginia Community College Shared Services Center (herein referred to as “SSC”) is Soliciting bids from qualified firms to Furnish, Deliver, Install and Remove Graduation Rental Equipment as requested, to

Mountain Empire Community College 3441 Mountain Empire Road State Route 387 Big Stone Gap Virginia 24219

It is anticipated that deliveries and installation will be completed by May 7, 2025, by Noon and removal of equipment no later than May 13, 2025, by 3PM

II. QUESTIONS REGARDING UNSEALED BID

Any questions regarding this Unsealed Bid shall be addressed to Shannon Jimenez at sjimenez@ssc.vccs.edu

III. GENERAL:

For the purpose of clarification, each firm receiving this Unsealed Bid is referred to as a “Bidder” and the Bidder awarded the contract to supply the goods is referred to as a “Contractor”. Virginia Community College Shared Services Center is referred to as “Department”, “VCCS or as “SSC”, and “Representative” refers to the SSC Contract Administrator who will be administering the contract. This Unsealed Bid states the instructions for submitting bids, the procedure, and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between SSC and the Contractor.

mailto:sjimenez@ssc.vccs.edu

All Bids must be received ELECTRONICALLY THROUGH eVA at the date and time stated above.

EMAILED AND OR FAXED BIDS WILL NOT BE CONSIDERED.

IV. SCOPE OF WORK:

1. Unit Bid Pricing: Bid shall be in the form of a firm unit price during the contract period. Unit Price per lot shall include transport and delivery to site for each lot item bid. Bidders shall provide a fully completed detailed quote with their bid response. Failure to submit a detailed quote along with their bid may render the vendor as non-responsive.

2. Equivalency: The Commonwealth reserves all rights to determine the equivalency of any substituted product. All bidders proposing an equivalent item shall supply sales sheets or other manufacturer supplied documents to allow the Commonwealth to determine equivalency.

3. Optional Site Visit Requirements: Vendors may visit the site to view the current conditions by contacting the Institution’s Representative, Vendors performing site visits shall NOT ask questions or seek clarification from the Institution’s Representative but shall direct questions to the contract officer as denoted under CONTACT below. All Bidders submitting bids shall be responsible for verifying existing site conditions and measurements at the work sites.

Vendors that ask questions or seek additional information regarding this bid from any personnel at the Institution named above shall have its bid be deemed non-responsive.

4. Delivery Point: The address for each delivery location is

Mountain Empire Community College 3441 Mountain Empire Road State Route 387 Big Stone Gap Virginia 24219

5. Off-Loading: The Contractor shall be responsible for off-loading material in neat stockpiles unless otherwise directed.

6. Delivery/Set-Up Location:

Mountain Empire Community College parking lot A - Asphalt surface 3441 Mountain Empire Road State Route 387, Big Stone Gap, VA 24219 Parking Lot Size: 315 feet long and 128 feet wide See Attachments on Page 9 & 10

7. Delivery Hours: For planning purposes, the normal hours for acceptance of deliveries are (Monday through Friday between the hours of 7:00AM and 6:00PM), except on days designated as Federal or State holidays or mandated closing.

8. Delivery Notification: The Contractor shall coordinate actual delivery notification at least twenty-four (24) hours prior to intended delivery. Contact information for each delivery location is listed above.

9. Delivery/Installation Need by Date:

It is anticipated that deliveries and installation will be completed by May 7th, 2025, by Noon and Removal of equipment no later than May 13, 2025, by 3PM

10. Warranty: Standard Manufacturer Warranty

V. SPECIFICATION REQUIREMENTS:

Mountain Empire Community College seeks a qualified firm to furnish, deliver install, and remove rental equipment for MECC May 9, 2025 Graduation Ceremony See Specifications below

DESCRIPTION SPECIFICATIONS QTY EXTENDED

COST

Structured Tent

Approximately 200’ x 100’ to house 2000 seats for graduation, tent shall be free of holes, uniform colour, and unsoiled. No centre poles inside of tent that would obstruct view.

Tent shall be solid white in colour with removable sides. Side curtains behind the stage and podium shall be secured at top and bottom to prevent flapping or lifting. These curtains must extend the full length of tent behind stage.

(Stage side 200’) Flame Certificates are required to be attached. Vendor may drill holes in the asphalt for staking purposes. Upon removal all holes must be filled in with sand and patched with asphalt. Please note a 4% grade on the short side of the lot

Chairs Folding Chairs-

CHAIRS SHALL BE FREE FROM

DIRT/RIPS AND/OR STAIN

Chairs must be black or white in colour and shall be in good working condition (broken or unstable chairs are not acceptable)

Lights Internal LED lighting - Lights must be LED High Bay Lights (total of 18) with a colour temperature between 3500K and 4100K, distributed evenly to provide sufficient lighting for the entire tent. Quantity to be adequate to indoor lighting, lights should be attractively mounted inside the tent, so wires and cables are not hanging from the braces.

Stage Approximately 20’ x 40’ with handrails, skirting, and handicapped accessible ramps on each end to allow graduates and guests to come on stage. Stage must be level and attach a Load Test Certificate. For load capacity of 30 persons.

Generator Must be capable of powering all lighting, sound, and AV equipment, minimum 17KW (extremely quiet, very low noise)

Grand Total

Set up must be completed by noon on Wednesday, May 7th, 2025, to allow for stage decorating and sound system check. The bidder shall remove the tent any time after Saturday, May 10, 2025, at 11:00 pm EST, but no later than Tuesday, May 13, 2025, by 3 pm EST. Upon removal of the tent, all stake holes must be filled with sand and patched with asphalt. Prices must include labor, delivery, installation, etc.

The vendor shall set up and take down all equipment, including the tent, stage and chairs. The chairs must be set up in straight, evenly spaced rows.

Ground Requirements

• Bidder will be responsible for making sure all necessary permits are received 60 days before the event.

• Bidder shall submit documents listed below with their bid.

a) Tents

• Certification of Flame Resistance / Certifications

• Wind Load Certifications

• Manufacture’s Information / Drawings / Serial number(s)

• Anchorage Specifications

b) Stage

• Manufacture’s Information / Drawings / Serial number(s)

• Floor Live Load Certificate (PSF)

Labor for all Areas

• Contractor supervision, dress and conduct o It shall be the bidder’s responsibility to completely supervise and direct the work of their employees as well as all subcontractors that may be utilized.

o The bidder’s foreman/supervisor shall be responsible for the conduct and performance of all the bidder’s employees and subcontractors while at the work site and their compliance with the following rules:

Workers appearing to be under the influence of alcohol or drugs shall not be permitted on the job site.

Loud and disruptive conduct shall not be permitted. Whistling, catcalling, leering, coercing, or harassing shall not be tolerated. The substantiated report of harassment shall be grounds for removal of the employee(s) concerned.

Workers shall also be required to wear appropriate attire and shirts with short sleeves as a minimum. Examples of clothing not considered appropriate include tank tops, shirts with no sleeves, shirts with cut out sleeves, shirts with sleeves rolled up to the shoulder, and flagging vests with no shirt.

VI. METHOD FOR PAYMENT:

Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of satisfactory goods received and/or completion of work.

Invoices shall be submitted to the address listed below for all items completed within the designated billing period.

Payment will be made to the vendor in accordance with the Commonwealth of Virginia Prompt Payment Act. Invoice(s) shall be emailed to invoice@ssc.vccs.edu or mailed to the address below, referencing any purchase order numbers that result from this solicitation.

Virginia Community College Shared Services Center Attn: Accounts Payable

147 Daleville Centre Drive Daleville, VA 24083

Remainder of page intentionally left blank

ATTACHMENT A – CERTIFICATE OF INSURANCE SAMPLE