Sailors Creek 3 Inch Ordnance Rifle Specification Sheet.docx

DCR—Virginia State Parks – Cannon Type: 3-inch Ordnance Rifle US Civil War Era

Department of Conservation and Recreation Cannon Type: Model 1861 3-inch Ordnance Rifle Quick Quote

I. PURPOSE: The intent of this Quick Quote is to obtain a fixed price bid to furnish and deliver an 1861 to scale working replica 3-inch Ordnance Rifle complete with white oak carriage, operating equipment, white oak lumber and lumber box copper top delivery requirements and warrantee requirements per specifications below:

II. SPECIFICATIONS: The 3-inch Ordnance Rifle, Carriage, Equipment, Limber and Limber Box shall conform in all principal dimensions and weights as specified in period manuals such as the “1861 Ordnance Manual for the use of the Officers of the United States Army” and “1849 Artillery for the Land Service” by Major Alfred Mordecai. Condition New/Unused

A. Ordnance rifle 3” model 1861, Cannon Tube must be cast of Cast Ductile Iron, will be cast solid and bored. Core castings are NOT acceptable.

a) Tub Liner: 3/8-inch thick D.O.M. (Drawn Over Mandrel) seamless steel tubing for bore diameters less than 4 inches. Tube WILL NOT be cast with Liner in place. The bore of the Liner will be of uniform diameter for its entire length. The Iron Tube and its Steel Liner will be rifled. The liner must be closed at the breech end with a steel plug, sweat-fitted into the liner and welded. The breech plug must have a radius of at least 25 percent of the bore radius and be at least 1 inch thick at its thinnest point. All reproduction barrels manufactured after March 1, 1986 must have pictures of the liner and breech plug before and after welding. No reproduction barrel shall be approved after March 1, 1986 that does not have one caliber’s thickness of metal surrounding the bore at the breech. The Internal breech of the seamless Steel Liner sleeve must consist of an appropriate radius steel plug threaded into place and secured in sleeve with a deep fillet weld around the circumference exterior surface of the plug. (see Diagram)

b) Trunnion: Diameter not to exceed measurement of original design.

c) Where appropriate: the tube will have lathe turned external finish.

d) Vent and Vent Piece: Where appropriate the tube will be vented with a brass or copper vent piece, as per the original guns. The vent will be on a vertical plane passing through the axis of the bore and makes an angle of 80 degrees with it. The vent enters the bore at a distance from the bottom equal to one fourth the diameter of the bore. The diameter of the vent will not exceed .2 inches.

e) Barrel Markings: The barrel manufacturer may place their company’s identification stamp ONLY on the underside of the barrel between the trunnions or on the left rim base. Any additional stampings are at the discretion of the purchasing park.

f) Paint-Minimum Standards: One coat of metal primer and one coat of semi-gloss black, oil base enamel.

g) Front Sight: included and of a type identical to the original design.

h) Rear Sight Brackets: included to cradle a Pendulum-Hausse identical to the original design.

i) Equipment: two ram rods, one worm a gun, sight vent pic lanyard pro long water bucket.

j) Cannon Carriage and Equipment: Will be a Type 1 (Number 1) carriage made of white oak wood, as was historically accurate. Will include two ram rods, one worm, prolong, vent pick, lanyard, water bucket, etc. that is standard for operating a reproduction artillery piece.

k) Limber and Limber Box: Will be a Type 1 (Number 1) carriage made of white oak wood, as was historically accurate. In addition, the Limber Chest will be made of white oak wood and will have a spark-proof copper top with divided compartments, as was historically accurate.

l) Changes or Substitutions: No changes or substitutions of materials or design shall be made without approval of the contracting officer after consultation with the (19th Century-Era) Chief Historic Weapons Safety Officer for Virginia State Parks.

m) Inspection and Acceptance: Virginia State Parks shall have the option of inspecting the gun at the contractor’s location or at Sailor’s Creek Battlefield Historical State Park where the gun is to be delivered upon completion. Virginia State Parks shall have seven (7) days to perform a final inspection of the gun once delivered. The contractor agrees to perform the necessary changes or the purchase order shall be cancelled.

n) Contractor’s Warranty: The contractor shall warrant all parts and labor for a period of two years from the date of acceptance of delivery. The contractor shall replace without cost to Virginia State Parks any part that fails due to manufacturing or material defect during the warranty period. All costs of transportation of the gun for repair work that is covered by the warranty will be at the expense of the contractor.

o) Attachments: “United States Ordnance Manual 1861”,” Artillery for the Land Service 1849”.

B. DELIVERY/PICKUP REQUIREMENTS:

1. Contractor/Vendor shall deliver within 45 days of award of the bid or agency approved timeframe upon award. If item is not in stock, the alternate delivery time-frame must be specified in the comments of the bid.

2. Bid must include delivery to the following locations:

Sailor’s Creek Battlefield State Park 6541 Saylers Creek Road Rice, VA 23966 Contact: Lee Wilcox 804-561-7512 or Michael Timms 804-796-4256

3. Contractor/Vendor shall notify 48 hours prior to delivery to the listed contact.

III. BID INSTRUCTIONS:

Electronic Bid Submissions ONLY will be accepted for this solicitation.

1. Contractor/Vendor must provide bid to include delivery and any minimum listed items that are not standard.

2. Contractor/Vendor must provide cut sheets, detailed specification sheet and or technical drawing marked showing the bid model meets the minimum requirements of the specifications listed at time of bid.

IV. GENERAL TERMS AND CONDITIONS: See additional attachments entitled “General Terms and Conditions”.

V. SPECIAL TERMS AND CONDITIONS:

A. AUDIT: The Contractor/Vendor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. 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.

C. AWARD: The Commonwealth will make the award on a Grand Total basis to the lowest responsive and responsible bidder(s) 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(s) 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(s) 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.

D. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall 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 canceled.

E. BID PRICES: Bid shall be in the form of a firm all-inclusive price for each Line of interest.

F. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order(s) with the applicable eVA transaction fee assessed for each order.

G. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete and shall include all applicable mobilization and labor charges; extra charges will not be allowed.

H. ORDERING OPTION: The Department of Conservation and Recreation may during the first sixty (60) days after this contract is awarded, with the concurrence of the Contractor/Vendor, 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.

I. 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 to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive.

J. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The Agency may, at its discretion, require the Contractor/Vendor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the Contractor/Vendor.

K. TRANSPORTATION AND PACKAGING: By submitting their bid, all Bidders certify and warrant that the price offered is for FOB destination and 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. Extra charges not allowed.

L. 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:

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

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

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

1. 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.

VI. METHOD OF PAYMENT: The Contractor/Vendor shall invoice complete after completion of work or shipment of goods approved by Contact. Payment will be made under the Commonwealth of Virginia payment terms and conditions. Net 30.

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