IFB 23-007 - King William Central Gargae Water Main.pdf

King William County

IFB 23-007

King William Central Garage

Ductile Iron Water Main

Due: June 6, 2023

King William County, VA (County), is requesting sealed bids for furnishing and delivering 15,000 linear feet of 12-inch diameter ductile iron water main pipe.

Two (2) complete copies of the sealed bid will be received until 2:30 P.M. (local prevailing time) on June 6, 2023, at the Finance Department, 180 Horse Landing Rd, King William, VA 23086. Because this is a formal invitation to bid, no faxed bids shall be accepted. It is the responsibility of the bidder to insure that their response is clocked in at the office of the Finance Department, by the above date and time. Any responses received after the above date and time will be returned to the offeror unopened, at the bidder’s expense. All responses must have the BID number and title clearly marked on the envelope. You must complete and sign the Contract and BID form. Your response and pricing should be submitted in a sealed envelope/package, clearly marked as follows:

IFB 23-007

King William Central Garage – Ductile Iron Water Main

The work is generally described as: Furnish and deliver water pipe to be used in the installation of the County’s domestic water distribution system.

Pipe will be purchased and delivered in full loads only. Upon purchasing, the pipe shall be delivered to the specified jobsite within the County’s service area and/or general contractor laydown area within the central garage water service area.

Inquiries regarding this bid should be directed to Julie Mills by email at jmills@kingwilliamcounty.us.

It is the responsibility of the Bidder to check the eVA website for any addenda that may be issued prior to the Bid Opening.

Bidders are referred to the Code of Virginia, Public Procurement Act § 2.2-4300 et seq. to review the process for competitive sealed bidding.

Individuals with disabilities, who require assistance or special arrangement in order to participate in delivering the proposal, please contact Julie Mills by email at jmills@kingwilliamcounty.us. We require that you provide at least a 48 hour notice so that reasonable efforts may be made to provide the proper arrangements. You may be requested to specify the nature of any accommodation of assistance which may be required for your participation.

If a contract is awarded, the successful bidder(s) shall enter into a contract with the County to provide the goods as defined in this invitation. The contract period shall begin on the date the agreement is signed and executed by the County.. A contract shall be executed within forty-five days of bid opening.

It is not the intent of the specifications to be proprietary, or to exclude any manufacturer or dealer. Any brand names used in these specifications are for comparison only. Deviations and/or alternates will be given consideration if they are considered to be suitable and acceptable for comparison. Any deviations or alternates must be submitted, in writing, and clearly identified in the bid. Deviations or alternates discovered after bid award or material receipt, not stated in the bid, shall be grounds for disqualification and nullification of order.

KING WILLIAM COUNTY

GENERAL TERMS AND CONDITIONS

GOODS AND NON-PROFESSIONAL SERVICES

A. Anti-Discrimination:

By submitting bids or proposals, bidders, offerors or contractors certify to King William County that they will conform to the provisions of the federal Civil Rights Act of 1964, as amended, the Virginia Fair Employment Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and Section 2.2-4311 of the Virginia Public Procurement Act, which provides:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, political affiliation, veteran status, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, shall state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor shall include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

B. Ethics in Public Contracting:

By submitting a bid or proposal, bidders, offerors or contractors certify that their bids or proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder or offeror, supplier, manufacturer or subcontractor in connection with their bid or proposal and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

C. Immigration Reform and Control Act of 1986:

By submitting a bid or proposal, bidders, offerors or contractors certify that they do not and will not, during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

D. Policy on Drug and Alcohol Abuse:

King William County has adopted a Policy on Drug and Alcohol Abuse. The County’s goal is to provide a safe workplace by eliminating the hazards to health and job safety created by alcohol and other drug abuse. This policy is intended to apply to contractors, subcontractors and employees of firms doing business with the County while on County premises. By submitting a bid or proposal, bidders, offerors or contractors certify full compliance with this policy. A copy of the policy is available upon request.

E. Receipt of Bids/Proposals:

To be considered, bids or proposals shall be received at the location provided and within the time period specified in the Invitation for Bids (IFB) or the Request for Proposals (RFP).

Responses received after the specified date and time shall be returned unopened.

F. Acceptance/Rejection of Bids/Proposals:

King William County reserves the right to accept or reject any or all bids or proposals or portion of any bid or proposal and to reissue said bid or proposal. The County reserves the right to award a contract based on a lump sum or per item basis or a sample provided.

G. Clarification of Terms:

Prospective bidders, offerors or contractors may submit questions in writing concerning the specifications or other solicitation documents no later than seven (7) working days before the due date. Any revisions to the IFB or RFP will be issued as an addendum.

H. Precedence of Terms:

Paragraphs A - G of these General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions or any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

I. Use of Brand Names:

Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders, offerors or contractors to the specific brand, make or manufacturer named; it conveys the general style, type, character and quality of the article desired. Any article, which the County, in its sole discretion determines to be the equal of that specified, considering quality, workmanship, economy of operation and suitability for the purpose intended, shall be accepted.

J. Firm Prices:

Prices and all associated charges shall be firm for sixty (60) days after the due date of the bids or proposals unless otherwise stated by King William County.

K. Taxes:

King William County (federal I.D. #54-6001376) is exempt from federal, state and local taxes. Taxes included on invoices will be deducted from the payment amount. Tax-exempt forms will be completed for a vendor upon request.

L. Delivery:

All costs and other charges associated with the delivery of a good or non-professional service shall be included in the bid or proposal. The County reserves the right to cancel all or any part of a contract without obligation if delivery is not made within the time period specified in the bid or proposal document.

M. Required Signature:

All bids and proposals shall be signed with the firm name, federal identification number and by a representative possessing the authority to bind said firm with his/her signature. The County may request documentation of the signer’s authority.

N. Qualifications of Bidders, offerors or contractors:

King William County may make such reasonable investigations as deemed proper and necessary to determine the ability of a bidder, offeror or contractor to perform the work or supply the goods. The bidder, offeror or contractor shall furnish to the County all such information and data for this purpose as may be requested. The County reserves the right to inspect the bidder’s, offeror’s or contractor’s physical facilities prior to award to satisfy questions regarding the bidder’s or offeror’s capabilities. Further, the County reserves the right to reject any bid or proposal if the evidence submitted by, or investigations of, such bidder or offeror fails to satisfy the County that such bidder or offeror is properly qualified to carry out the obligations of the contract and to complete the work or supply the goods.

O. Changes to the Contract:

Changes can be made to the contract in one (1) of the following ways:

1. The Administrative staff may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract may include, but are not limited to the method of packing or shipment or the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Finance Department a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing;

b. By agreeing on a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units and the contractor accounts for the number of units of work performed, subject to the Finance Department’s right to audit the contractor’s records and/or to determine the correct number of units independently;

c. By ordering the contractor to proceed with the work and to keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Finance Department with all invoices or other records of expenses incurred and savings realized. The Finance Department shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Finance Department within thirty (30) days from the date of receipt of the written order from the Finance Department.

P. Payment Terms:

All approved invoices will be paid within forty-five (45) days of receipt.

Q. Default:

In the case of failure to deliver goods or services in accordance with the contract terms and conditions, King William County, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to and cumulative with any other remedies the County may have under federal, state and local law. Any litigation arising from this Invitation for Bids (IFB) or Request for Proposals (RFP) or subsequent contract(s) shall be brought in the Circuit Court of King William County.