QQ64929 Bridge Deck Timbers.pdf

Administrative Services/Procurement NOVA District

Bridge Deck Timbers, Furnish and Deliver

QQ # 64929

I. PURPOSE:

The Virginia Department of Transportation, herein referred to as “VDOT,” is soliciting bids from qualified firms to furnish and deliver treated bridge deck timbers per the attached specifications for the Northern Virginia District.

PERIOD OF CONTRACT: System shall be delivered within 120 days of receipt of purchase order.

SMALL BUSINESS SET-ASIDE AWARD PRIORITY: This solicitation is designated as a Small Business Set-Aside in accordance with the Small Business Enhancement Award Priority as outlined in General Term and Condition paragraph #Z and Special Term and Condition Award clause paragraph #2. For information, regarding how to become a Certified Micro/Small Business contact the Department of Small Business and Supplier Diversity at www.sbsd.virginia.gov

II. QUESTIONS REGARDING eVA QUICK QUOTE:

Any questions regarding this quick quote shall be addressed to Steve Ferguson via email at

Steven2.Ferguson@vdot.virginia.gov The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

III. GENERAL:

For the purpose of clarification, each firm submitting a Bid is referred to as a “Bidder” and the Bidder awarded the contract to supply the services is referred to as a “Contractor”. Virginia Department of Transportation is referred to as “Department” or as

“VDOT”, and “Representative” refers to the VDOT Contract Administrator who will be administering the contract. This Quick

Quote 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 VDOT and the Contractor.

IV. SPECIFICATIONS/CONTRACT REQUIREMENTS:

A. The Contractor shall furnish and deliver the specific size and quantity of treated bridge deck timbers to the delivery location indicated below.

o Line Item 1 – Qty: 100 each – Southern Pine #1 Dense – Size 5” x 10” x 26 ft.

o Timbers are to be delivered to: VDOT NOVA Bridge, 7940 Mason King Court, Manassas, VA 20109 o Delivery shall be scheduled with the VDOT Point of Contact.

o A minimum of 24-hours notification is required prior to delivery.

o VDOT Point of Contact: Brad Neff (571-359-0971) or David Dodson (571-565-4129) o Delivery shall be between 6:00 am and 4:30 pm, Monday through Thursday.

B. The Bidder shall include all transportation costs, including any related fuel surcharge, in the bid price.

C. The Contractor shall deliver the bridge deck timbers within 120 days of issuance of Purchase Order.

D. Timbers are to be Southern Pine number 1 Dense per the 2020 VDOT Road and Bridge Specifications, Section

236.02 (a) - 1.

E. Material shall be CCA treated per Section 236.02 (c) – 6 of the 2020 VDOT Road and Bridge Specifications be from

VDOT Qualified CCA Treatment Plant.

F. The successful bidder must either be listed on the VDOT Materials Section Qualified Wood Treatment Plants list or provide name of the treatment plant on returned bid documenting that all the wood furnished was treated at one of the VDOT approved plants listed on the VDOT (45) Qualified Wood Treatment Plants – (Chemistry Lab).

Reference the approved Material Section Qualified Wood Treatment Plants – (Chemistry Lab) list. The approved list can be found at:

http://www.virginiadot.org/business/resources/Materials/ApprovedLists/Materials_Approved_Lists.pdf http://www.sbsd.virginia.gov/ http://www.sbsd.virginia.gov/ http://www.virginiadot.org/business/resources/Materials/ApprovedLists/Materials_Approved_Lists.pdf http://www.virginiadot.org/business/resources/Materials/ApprovedLists/Materials_Approved_Lists.pdf

V. PRE-BID CONFERENCE: A Pre-bid Conference will not be held for this solicitation. However, bidders are encouraged to present any questions concerning the scope of work or contents of this solicitation to the Contract Officer, Steve Ferguson at Steven2.Ferguson@VDOT.Virginia.gov.

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.

VII. INVOICING: Invoice shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress or incomplete deliveries. Work completion will be verified by a VDOT Representative upon acceptance of items delivered. Contractor shall submit a valid invoice within thirty (30) days of delivery of all items.

The invoice shall be sent to: email – nova.invoices@VDOT.virginia.gov

Virginia Department of Transportation

NRO Specialty Business Support

8011 Mason King Court

Manassas, VA 20109

VIII. BID SUBMISSION - INSTRUCTIONS: All quotes must be submitted electronically through eVA, www.eva.virginia.gov prior to bid closing date/time.

➢ Attachments: Bids received with changes, bidder’s terms and conditions, or other documents that contradicts or changes any part of this solicitation may be declared non-responsive at VDOT’s sole discretion.

➢ UOM/Quantity: Bidder shall not change the unit of measure or quantity. The unit of measure for this solicitation is by the “Lot” with a quantity of “one”. The bid submitted represents all material, fabrication, and delivery.

IX. GENERAL TERMS AND CONDITIONS: Commonwealth of Virginia General Terms and Conditions apply.

X. SPECIAL TERMS AND CONDITIONS:

1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this invitation for bid, no indication of such sales or services to the Virginia Department of Transportation (VDOT) shall be used in the contractor's product literature, press releases or advertising nor shall the contractor state in any of its advertising, press release or product literature that the Commonwealth of Virginia or VDOT has purchased or uses its products or services.

The contractor also shall not include VDOT in any client list in advertising and promotional materials.

2. 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 less than $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.

http://www.eva.virginia.gov/ http://www.eva.virginia.gov/

3. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty (60) days. At the end of the sixty (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 canceled.

4. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may also be terminated by the contractor, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5. CLAIMS: The Contractor shall be responsible for the resolution of any and all damage claims presented to VDOT as a result of operations provided herein. Within 30 days of VDOT’s notification to the Contractor of a claim, Contractor shall respond in writing to the claimant and copy VDOT. Failure to properly respond to and resolve claims in a timely manner constitutes unsatisfactory performance and may result in cancellation of the contract and/or removal from the bidders list.

6. DELIVERY NOTIFICATION: The Agency shall be notified no later than 24 hours prior to delivery of any items so that personnel may be available to allow access to the building and verify items received. Notification shall be made to:

Brad Neff, 571-359-0971 or David Dodson, 571-565-4129

7. DELAYS IN AWARD: Delays in award of a contract beyond the anticipated starting date may result in a change in the contract period indicated in the solicitation. If this situation occurs, VDOT reserves the right to award a contract covering the period equal to or less than the initial term indicated in the solicitation.

8. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will result in one (1) purchase order with the eVA transaction fee assessed for each order.

9. EXTRA CHARGES NOT ALLOWED: The bid price shall be for material and delivery ready for the Commonwealth’s use and shall include all applicable freight and installation charges; extra charges will not be allowed.

10. OPEN AND CONCEALED CARRY OF FIREARMS: It is the policy of the Commonwealth that open and concealed carry of firearms shall be prohibited in offices occupied by executive branch agencies, unless held by law enforcement, authorized security, or military personnel authorized to carry firearms in accordance with their duties. Therefore, the

Contractor shall comply with the requirements of Executive Order 50, Virginia Department of General Services

Directive 16 and Regulations Banning Concealed Firearms in Offices Owned or Occupied by Executive Branch

Agencies, 1 VAC 30-105, Virginia Department of Human Resources Management Policy 1.80, and any other applicable laws or policies consistent with the above-mentioned laws and policies. VDOT shall retain the right to expel any person from its premises who is violating this policy, in addition to pursuing any other remedies which may be available under this Agreement and applicable laws.

11. PROPRIETARY INFORMATION: All information submitted to VDOT is subject to disclosure under the Freedom of

Information Act (2.2-3700 et seq. of the Code of Virginia) unless a specific exclusion applies. To claim an exclusion under the Virginia Public Procurement Act (2.2-4300 et seq. of the Code of Virginia), for data or materials submitted as part of a procurement transaction or prequalification application that you believe are trade secrets or proprietary information, you must file:

1) a written request, either before or at the time the data or materials are submitted, that:

• Invokes the protection of 2.2-4342 of the Code of Virginia

• Identifies the specific data or other materials you seek to exclude and protect by using some distinct method such as highlighting or underlining. (Only identify the specific words, figures, or paragraphs that are claimed to be trade secrets or proprietary information; the identification of an entire document, line item, or total price is not acceptable and may result in rejection of the claim for protection); and

• States the reasons why protection is necessary, and

2) a redacted copy of your submittal that deletes or blocks all data or material which is identified as a trade secret or proprietary information in the written request.

12. RECORDS EXCLUSION FROM PUBLIC DISCLOSURE: Pursuant to the provisions of §2.2-3705.6 (22) of the

Code of Virginia, trade secrets, as defined in the Uniform Trade Secrets Act (§ 59.1-336 et seq.), including, but not limited to, financial records, including balance sheets and financial statements, that are not generally available to the public through regulatory disclosure or otherwise, and revenue and cost projections supplied by a private or nongovernmental entity to the Virginia Department of Transportation Assurance and Compliance Office for the purpose of an audit, special investigation, or any study requested by the Assurance and Compliance Office in accordance with law may, subject to a determination by the Assurance and Compliance Office as described herein, be withheld from public disclosure under the Virginia Freedom of Information Act (FOIA). To enable the Assurance and Compliance

Office to identify data or records that may be subject to this exclusion from disclosure under FOIA the private or nongovernmental entity shall, in accord with procedures adopted by the Assurance and Compliance Office, make a written request to the Assurance and Compliance Office of the Virginia Department of Transportation invoking such exclusion upon submission of the data or other materials for which protection is sought; identifying with specificity the data or other materials for which protection is sought; and stating the reasons why protection is necessary.

The Assurance and Compliance Office of the Virginia Department of Transportation shall determine whether the requested exclusion from disclosure is necessary to protect the trade secrets or financial records of the private entity.

The Virginia Department of Transportation shall make a written determination of the nature and scope of the protection to be afforded by it. Notwithstanding the foregoing, Contractor’s failure to comply with the requirements stated herein and procedures established by the Inspector General for seeking an exclusion pursuant to §2.2-3705.6 (22) of the Code of Virginia shall result in a denial of the exclusion. Requests for exclusion that are submitted after data or other materials for which protection is sought have been submitted will be denied.

If litigation directly or indirectly results from or arises out of a granted exemption, the contractor will be responsible for all litigation costs incurred by contractor and/or VDOT associated with such litigation. In no event shall the Virginia

Department of Transportation or its officers, employees or agents be liable to the contractor as a result of any disclosure of records or data collected by the Department, its officers, employees or agents, pursuant to an audit, special investigation, or any study requested by the Assurance and Compliance Office, whether or not the Assurance and

Compliance Office has determined that the requested exclusion from disclosure under FOIA is necessary to protect the trade secrets or financial records of the private entity, and in no event shall the Virginia Department of Transportation, or its officers, employees, or agents be liable to the contractor for any damages or other claims arising directly or indirectly from a determination that the exclusion from public disclosure will not be granted.

13. UNBALANCED BIDS: If the unit prices in the bid are mathematically and materially unbalanced, the bid may be rejected as non-responsive. A mathematically unbalanced bid is one where some unit prices are nominal prices and others are enhanced prices, or where the individual unit prices are unusually high or low in relationship to VDOT’s estimate and do not evenly carry a proportionate share of the total cost of the goods and/or services plus profits. Where a bid is mathematically unbalanced, VDOT will review the estimated quantities and determine whether the bid is also materially unbalanced, meaning that there is doubt as to whether the bid is substantially likely to result in the lowest ultimate cost to the Department.