QQ-128386 Special_Terms_and_Conditions.pdf
PDF 113 KB Posted
- Solicitation number
- QQ-128386
- Issued by
- Roanoke County, Roanoke City, Virginia
About this file
This is a Special Terms and Conditions document for solicitation QQ-128386 issued by the Commonwealth of Virginia, Department of Forensic Science, for the procurement of disposable air filters (Baker and Labconco HEPA Exhaust and Supply Filter or equivalent products) for the Western Laboratory located in Roanoke, Virginia. The solicitation is structured as a one-time single purchase for various types and sizes of air filters, with delivery required on a FOB Destination basis. Bids must remain valid for ninety (90) days from submission, and the contract includes an ordering option allowing the Department of Forensic Science to place additional orders within the first ninety days after award at the original unit prices, with aggregate additional orders not to exceed 100 percent of the originally stated contract quantity.
Award will be made on a grand total basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if the bid does not exceed $10,000, or to a DSBSD-certified small business if the bid does not exceed $100,000, provided the agency determines the price is fair and reasonable; otherwise, award will be made to the lowest responsive and responsible bidder of any size. The bid price must be complete and all-inclusive, covering complete installation, assembly, freight, and installation charges with no additional charges permitted. The contractor must provide operations and maintenance manuals with wiring diagrams and warranties with each piece of equipment and is required to provide a twelve-month warranty against defects in material and workmanship. Payment will be made thirty days after receipt of goods, with invoices of $5,000 and below paid by credit card if accepted and invoices exceeding $5,000 paid by check. All damages to existing utilities or finished surfaces resulting from contract performance must be repaired at the contractor's expense.
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Other files
| File | Type | Posted |
|---|---|---|
| Specifications - QQ-128386 .pdf | ||
| QQ-128386General_Terms___Conditions.pdf | ||
| Cover Sheet - QQ128386.pdf | ||
| Attachment A - Submission Instructions.pdf |
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Text version
QQ-128386
SPECIAL TERMS AND CONDITIONS
1. 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.
2. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for ninety (90) days.
At the end of the 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 canceled.
3. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in (1) purchase order with the applicable eVA transaction fee assessed for each order.
4. EXTRA CHARGES NOT ALLOWED: 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.
5. INSTALLATION: All items must be assembled and set in place, ready for use. All crating and other debris must be removed from the premises.
6. MAINTENANCE MANUALS: The contractor shall provide with each piece of equipment an operations and maintenance manual with wiring diagrams, parts list, and a copy of all warranties.
7. ORDERING OPTION: The Department of Forensic Science, may during the first ninety (90) days after this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract.
8. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid/proposal to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid/proposal to be considered nonresponsive.
9. WARRANTY: All materials and equipment shall be fully guaranteed against defects in material and workmanship for a period of twelve months after installation. Should any defect be noted by the owner, the Purchasing Office will notify the contractor of such defect or non-conformance. Notification will state
QQ-127530
either (1) that the contractor shall replace or correct, or (2) the owner does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the contractor is required to correct or replace, it shall be at no cost to the Commonwealth and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the contractor fails or refuses to replace or correct the deficiency, the office issuing the purchase order may have the materials corrected or replaced with similar items and charge the contractor the costs occasioned thereby or obtain an equitable adjustment in the contract price.
10. 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.
11. METHOD OF PAYMENT
A. All invoices shall include date(s)in which goods were shipped and delivered, pricing for each piece of equipment ordered, and a valid purchase order number.
B. Payment will be made thirty (30) days after receipt of goods purchased. Invoices $5,000.00 and below will be paid by credit card if the contractor accepts credit card payment.
Invoices exceeding $5,000.00 will be paid by check.
C. Contractor shall address invoices to:
Department of Forensic Science Financial Management Services Attn: Accounts Payable 8850 Times Dispatch Blvd.
Suite # 100 Mechanicsville, VA 23116 Email: dfsfinance@dfs.virginia.gov
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