IFB-23-011.1-VCBR_Artwork.pdf

INVITATION FOR BID

IFB# 23-011.1-VCBR

Artwork

FOR THE EXPANSION OF

VIRGINIA CENTER FOR BEHAVIORAL REHABILITATION

DEPARTMENT OF BEHAVIORAL HEALTH

AND

DEVELOPMENTAL SERVICES

VIRGINIA CENTER FOR BEHAVIORAL REHABILITATION

PROJECT CODE: 720-18166-000

Re-ISSUE DATE: February 1, 2024

BID DUE DATE: February 21, 2024

Virginia Center for Behavioral Rehabilitation (VCBR), a State-owned Behavioral Health facility in Burkeville, Virginia, is expanding the existing behavioral health treatment facility. The expanded treatment facility will include administrative, patient and support spaces. The expansion is complete.

The Department of Behavioral Health and Developmental Services (DBHDS) for the Commonwealth of Virginia has engaged HDR Architecture to assist with the furniture, fixtures, and equipment (FF&E) procurement related to this Invitation for Bid (IFB). All purchase orders will be issued by DBHDS through the eVa Procurement system.

eVa Vendor Registration: The bidder or offeror shall be a registered vendor in eVa.

Enclosed are specifications for Artwork to be provided and installed. The attached drawings identify the overall layout of the facility, and the location of the buildings in which artwork will be installed. These drawings are provided only to give the bidder a general orientation of the facility. The location where each piece of art will be installed will be provided to the successful bidder.

IFB# 23-011.1

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

The facility’s address is: Virginia Center for Behavioral Rehabilitation 4901 E. Patrick Henry Hwy.

Burkeville, Va. 23922 Purchase Orders will be awarded to the vendor with the lowest price providing they meet the product requirements and specifications. DBHDS will be billed per the requirements provided in the Purchase Order.

Please consider the following conditions when submitting your bid:

1. The bid must include all products identified in the Invitation for Bid. Partial bids will not be accepted. Show all prices on the enclosed Bid Form. All prices shall be shown as Discounted Unit Price and Discounted Extended Price on a line item by line-item basis.

2. A bid bond is not required.

3. The bid price shall be for complete installation ready for the Commonwealth’s use and shall include all applicable freight and installation charges; extra charges will not be allowed.

4. Installation is to be performed by workmen with experience with installing artwork. The Vendor/ Supplier must provide installation supervision and confirm pre-installation conditions (i.e., support structure) as applicable. Installation requirements are provided for each piece of art where the art piece is specified.

5. VCBR is a secure facility, and all installers must abide by the facility clearance requirements and complete the attached forms prior to receiving access to the facility. The forms do not need to be completed unless you are the successful bidder.

6. Delivery and Installation:

a. The Vendor must deliver the art and complete installation by May 8, 2024. Vendor/Supplier must notify HDR/DBHDS if the installation schedule cannot be met in its bid. Within one week of receipt of order, vendor must provide detailed acknowledgement of order, including expected start of installation date.

Bid Re-Issue date 2/01/2024 Bidders’ questions due 2/06/2024 Bids Due 2/21/2024 Bids Opening 2/22/2024 Award date 03/04/2024 Installation 3/05/2024 (Start No earlier than) Art Installation completion date 5/8/2024 (Finish No later than)

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

b. Bids shall be based upon installation taking place during normal working hours. Standard hours of operation / installation: 8AM – 5PM – no weekends

c. A passenger elevator is available for vendor use. The vendor is required to protect the elevator from damage. Delivery schedules and elevator usage will be coordinated through HDR.

d. Installation costs are to include proper anchorage (security fasteners) and sealing the Art to walls using pick proof caulking if indicated in the specifications.

e. The contractor shall remove all boxes and packing materials from the building each day and legally dispose of the debris off-site. The use of the building dumpsters or Owner’s trash pick-up services is strictly prohibited.

f. The contractor shall verify all existing conditions prior to installation. The contractor will field verify that all products will fit into spaces as planned on project drawings.

g. Resolution of any labor jurisdictional disputes shall be the responsibility of the Vendor/ Supplier.

h. The vendor is liable for any damage caused by them during installation or moving through the building.

i. All Commonwealth of Virginia buildings are “smoke-free” environments. No smoking or other use of tobacco products shall be permitted within State owned buildings. Eating and drinking in the building is also prohibited.

j. Shipments arriving at the loading dock must be coordinated with Linh Le linh.le@hdrinc.com

(HDR Onsite team member) prior to shipping. The vendor will be responsible for moving all shipped materials from loading dock location to install location. Materials can be delivered to 4901 E. Patrick Henry Hwy, Burkeville, VA 23922. Shipments must be labeled “VCBR / Art Install Materials” on the outside. Tracking must be provided to Linh Le linh.le@hdrinc.com

k. Security Escorts provided by VCBR: A security escort is required for each installation team. A maximum of four installation teams can be staffed with an escort.

l. Units where the work is to be performed will be occupied.

m. Materials will be inside of a “taped” off area out of the reach of residents – Installers will need to leave open the path to phone alcove.

mailto:linh.le@hdrinc.com mailto:linh.le@hdrinc.com

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

n. Generally, the installation of the artwork should be planned so that resident charging stations are available for resident use at the end of the work that day. The work must be tamper-resistant; tools and equipment must be removed from the installation site at the end of the day. The installation site will be taped off during installation hours.

o. At the end of each install day, the space must be cleared and returned to standard order. The install team, with help of the VCBR escort, will remove tape and clear the space. Once cleared the escort will give green light for installers to exit each day.

p. Secure storage will be provided by VCBR for use by the successful Bidder.

q. Some of the items on the specification sheets have a cost indicated that will cover the cost for rights to the artwork. This amount should be included in the Vendor’s price, as well as all other costs necessary to print and install the work. In some case the Owner has already secured the rights to the piece and the files those pieces will be provided to the vendor for printing and installation per the artwork specifications.

r. As noted in the artwork specifications chart all artwork shall be printed following the requirements in the comments section for each individual piece. In addition, any rights to purchase the selected artwork shall be included in the cost.

7. Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder is responsible to identify the product clearly and specifically being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the bidder clearly indicates in its bid that the product offered is an equivalent product, such bid will be considered to offer the brand name product referenced in the solicitation. This Solicitation requires the artwork identified be provided- no substitutions of art.

8. The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by a minimum warranty of 5 years and shall include all parts, labor, and travel during the warranty period. If your standard warranty is greater than 5 years, please state as part of your bid. A copy of this warranty shall be furnished with the bid.

9. Product quoted shall not be subject to any chattel mortgage or under a conditional sale or other

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

agreement by which interest is retained by the seller. The seller warrants that the goods supplied are free from liens, claims, or encumbrances.

10. The manufacturer/supplier represents that the artwork quoted is not being manufactured, sold or priced in violation of any Federal, State or Local codes, ordinances or laws.

11. DBHDS reserves the right to reject any and all bids in whole or in part and to waive any informality in the bid.

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

12. Any bid in response to this solicitation must be valid for 60 days. At the end of the 60 days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

13. Subcontractors, suppliers, and vendors are prohibited from using references to this project for ANY advertising or marketing, including responses for requests for proposals. Bids are submitted acknowledging this stipulation.

14. If there are any questions regarding this Invitation for Bid, please contact Jason Beshore at

Jason.Beshore@hdrinc.com. All questions must be submitted no later than February 6, 2024.

Responses will be provided through eVa.

15. Two sealed hard copies of the bid are to be sent in an envelope marked “Invitation for Bid- Project

Code 720-18166-000 IFB# 23-025- VCBRFE Virginia Center for Behavioral Rehabilitation -- BEHAVIORAL HEALTH ART WORK" along with two electronic copies with literature are due and must be received in the office of:

Department of Behavioral Health and Developmental Services Attn: Abbey Dowler 1220 Bank Street Room 731 Richmond, VA 23219 abbey.dowler@dbhds.virginia.gov

No later than 2:00 PM, Local time, February 21, 2024

Be sure to comply with all the specifications, terms, and conditions of this Invitation for Bid. Failure to do so may result in disqualification.

mailto:Jason.Beshore@hdrinc.com mailto:abbey.dowler@dbhds.virginia.gov

IFB# 23-011.1-

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL

B. APPLICABLE LAWS AND COURTS

C. ANTI-DISCRIMINATION

D. ETHICS IN PUBLIC CONTRACTING

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986

F. DEBARMENT STATUS

G. ANTITRUST

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS

I. CLARIFICATION OF TERMS

J. PAYMENT

K. PRECEDENCE OF TERMS

L. QUALIFICATIONS OF BIDDERS OR OFFERORS

M. TESTING AND INSPECTION

N. ASSIGNMENT OF CONTRACT

O. CHANGES TO THE CONTRACT

P. DEFAULT

Q. TAXES

R. USE OF BRAND NAMES

S. TRANSPORTATION AND PACKAGING

T. INSURANCE

U. ANNOUNCEMENT OF AWARD

V. DRUG-FREE WORKPLACE

W. NONDISCRIMINATION OF CONTRACTORS

X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION

Y. AVAILABILITY OF FUNDS

Z. SET-ASIDES IN ACCORANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY

AA. BID PRICE CURRENCY

BB. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH

CC. CIVILITY IN STATE WORKPLACES

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia

Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally

IFB# 23-011.1-

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2- 4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the

Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender, sexual orientation, gender identity or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided;

however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2- 4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

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

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any 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, will 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.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in http://www.eva.virginia.gov/

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their (bids/proposals), (bidders/offerors) certify that their (bids/proposals) are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other (bidder/offeror), supplier, manufacturer or subcontractor in connection with their (bid/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.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the

Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR

IFBs AND RFPs:

1. (For Invitation For Bids): Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

2. (For Request For Proposals): Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a proposal.

I. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/offeror) should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment

30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment of less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month

(unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC

CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS,

ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS,

CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

L. QUALIFICATIONS OF (BIDDERS/OFFERORS): The Commonwealth may make such reasonable investigations as deemed proper and necessaryto determine the ability of the (bidder/offeror) to perform the services/furnish the goods and the (bidder/offeror) shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect (bidder’s/offeror’s) physical facilities prior to award to satisfy questions regarding the (bidder’s/offeror’s) capabilities. The Commonwealth further reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy the Commonwealth that such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency 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 include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency 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; or

b. By agreeing upon 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 Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract.

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

The same markup shall be used for determining a decrease in price as the result of savings realized.

The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency 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 Purchasing Agency within thirty

(30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, 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 any other remedies which the Commonwealth may have.

Q. TAXES: Sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption registration number is 54-73-0076K.

If sales or deliveries against the contract are not exempt, the contractor shall be responsible for the payment of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the contractor from offering a tax-included price.

R. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The (bidder/offeror) is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the (bidder/offeror) clearly indicates in its (bid/proposal) that the product offered is an equivalent product, such (bid/proposal) will be considered to offer the brand name product referenced in the solicitation.

S. TRANSPORTATION AND PACKAGING: By submitting their (bids/proposals), all (bidders/offerors) certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All

VCBR ARTWORK

VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

T. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third-party owner of such motor vehicle.)

Profession/Service Limits Accounting $1,000,000 per occurrence, $3,000,000 aggregate Architecture $2,000,000 per occurrence, $6,000,000 aggregate Asbestos Design, Inspection or Abatement Contractors $1,000,000 per occurrence, $3,000,000 aggregate Health Care Practitioner (to include Dentists, Licensed Dental

Hygienists, Optometrists, Registered or Licensed Practical Nurses, Pharmacists, Physicians, Podiatrists, Chiropractors, Physical Therapists, Physical Therapist Assistants, Clinical Psychologists, Clinical Social Workers, Professional Counselors, Hospitals, or Health Maintenance Organizations.) Code of Virginia § 8.01-581.15 https://law.lis.virginia.gov/vacode/title8.01/chapter21.1/section8.01-581.15/

Insurance/Risk Management $1,000,000 per occurrence, $3,000,000 aggregate Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate Legal $1,000,000 per occurrence, $5,000,000 aggregate Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate Surveying $1,000,000 per occurrence, $1,000,000 aggregate https://law.lis.virginia.gov/vacode/title8.01/chapter21.1/section8.01-581.15/

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VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice on the DGS/DPS eVA VBO (www.eva.virginia.gov) for a minimum of 10 days.

V. DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

W. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, or disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS:

The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.

(ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

http://www.eva.state.va.us/

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VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

b. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at www.eVA.virginia.gov.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.

Y. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

Z. SET-ASIDES. This solicitation is set-aside for award to DSBSD-certified micro or small business participation only when designated “Micro Business Set-Aside Award Priority” or “Small Business Set- Aside Award Priority” accordingly in the solicitation. DSBSD-certified micro or small businesses shall include DSBSD-certified women, minority and service-disabled veteran owned businesses when they have also received the DSBSD small business certification. For purposes of award, bidders/offerors shall be deemed small business if and only if they are certified as such by DSBSD on the due date for receipt of bids/proposals

AA. BID PRICE CURRENCY. Unless stated otherwise in the solicitation, bidders/offerors shall state bid/offer prices in US dollars.

BB. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A

contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title

13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

CC. CIVILITY IN STATE WORKPLACES: The contractor shall take all reasonable steps to ensure that no individual, while performing work on behalf of the contractor or any subcontractor in connection with this agreement (each, a “Contract Worker”), shall engage in 1) harassment (including sexual harassment), bullying, cyber-bullying, or threatening or violent conduct, or 2) discriminatory behavior on the basis of race, sex, color, national origin, religious belief, sexual orientation, gender identity or

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VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

expression, age, political affiliation, veteran status, or disability.

The contractor shall provide each Contract Worker with a copy of this Section and will require Contract Workers to participate in agency training on civility in the State workplace if contractor’s (and any subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater expectations. Upon request, the contractor shall provide documentation that each Contract Worker has received such training.

For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a Commonwealth employee performs any work-related duty or is representing his or her agency, as well as surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these locations. Communications are deemed to occur in a State workplace if the Contract Worker reasonably should know that the phone number, email, or other method of communication is associated with a State workplace or is associated with a person who is a State employee.

The Commonwealth of Virginia may require, at its sole discretion, the removal and replacement of any Contract Worker who the Commonwealth reasonably believes to have violated this Section.

This Section creates obligations solely on the part of the contractor. Employees or other third parties may benefit incidentally from this Section and from training materials or other communications distributed on this topic, but the Parties to this agreement intend this Section to be enforceable solely by the Commonwealth an

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VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

VIRGINIA STATE CORPORATION COMMISSION (SCC) FORM

Virginia State Corporation Commission (“SCC”) registration information:

The undersigned Bidder:

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 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 out-of- state location)

-OR-

is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned Bidder’s current contacts with Virginia and describes why those 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.

** NOTE **

Check this box if you have not completed 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.*

Signature:

Name:

(Print)

Title:

Name of Firm:

Date: _

* The Commonwealth reserves the right to determine in its sole discretion whether to allow such a waiver.

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VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

VENDORS DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive. (In the case of a two-step IFB, it may cause the proposal portion to be determined to be not acceptable.)

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

2. Vendor’s Primary Contact:

Name: Phone:

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

4. Vendor Information:

FIN or FEI Number: If Company, Corporation, or Partnership

Social Security Number: If Individual

5. Indicate below a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact.

A. Company: _ Contact:

Phone: (_ ) _ Fax:( )

Project:

Dates of Service: $ Value:

B. Company: Contact:

Phone: (_ ) Fax:( _)

C. Company: Contact: __

Phone: ( ) Fax:( )

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VIRGINIA CENTER FOR BEHAVIORAL REHABIITATION

BURKEVILLE, VIRGINIA

D. Company: Contact:_

Phone: (_ ) Fax:( )

I certify the accuracy of this information.

Signed: Title: Date:

Bid Form #1

PURCHASER: Commonwealth of Virginia- DBHDS IFB DATE: 2/1/2024 VCBR Expansion Facility Artwork Project PC# 720-18166-000 IFB #23-011.1-VCBR DUE DATE: 2/21/2024

ITEM DESCRIPTION

MANUFACTURER / MODEL NO.

/ DESCRIPTION

Cost Artwork Package Building 1 Per attached specification

Artwork Package Building 2 Per attached specification Artwork Package Buildings 3 & 4 Per attached specification Artwork Package Building 5 Per attached specification Artwork Package Building 6 Per attached specification Artwork Package Building 7 Per attached specification Artwork - Door Wraps &

Wallcovering Per attached specification

Total Lump Sum Price

PURCHASER: Commonwealth of Virginia- DBHDS IFB DATE: 02/01/2024 VCBR Expansion Facility Artwork

Project PC# 720-18166-000 IFB # 23-011.1-VCBR

DUE DATE: 2/21/2024

TERMS AND CONDITIONS

PAYMENT

TERMS:

Net 30 Days

F.O.B.: Destination

FREIGHT: Prepaid and allowed. All freight charges shall be absorbed by the manufacturer/ supplier.

WE ARE IN AGREEMENT WITH THE TERMS AND CONDITIONS AS INDICATED IN THIS INVITATION FOR BIDS DATED

Company Name Authorized Signature

Address Title

City State Zip Date

Telephone Number E-Mail

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