SPECIAL TERMS AND CONDITIONS LFAST TARGETS.docx
DOCX document 17 KB Posted
- Attached to
- Live Fire Accuracy Screening Test (LFAST) Panels
- Solicitation number
- 61686
- Issued by
- Nottoway County, Big Rock CDP, Virginia
About this file
This document contains the Special Terms and Conditions for the Live Fire Accuracy Screening Test (LFAST) Panels procurement from the Commonwealth of Virginia. The contract involves the fabrication and delivery of 75 LFAST Panels, with delivery required by July 15, 2024. The procurement includes Nottoway County and Big Rock CDP as the participating jurisdictions. The contract has a five-year audit period and may be canceled by the agency or the contractor after the initial 12-month period with 60 days' written notice. The contract will be awarded to the lowest responsive and responsible bidder, and the agency reserves the right to reject any and all bids.
The pricing terms require the bid price to be for a complete, installation-ready product, including all applicable freight and installation charges. Contractors must provide documentation demonstrating any increases in costs due to federally imposed tariffs, which the agency may agree to pass through up to 25% of the tariff amount. Invoices must include detailed information such as vendor information, order dates, service dates, itemized services and supplies, and payment terms.
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Other files
| File | Type | Posted |
|---|---|---|
| 120mmScreeningPanel.pdf | ||
| General Terms and Conditions.pdf | ||
| SCOPE OF WORK.docx | DOCX document | |
| eMS Contract Language 2023.docx | DOCX document |
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Text version
SPECIAL TERMS AND CONDITIONS
GOODS AND NONPROFESSIONAL SERVICES
Live Fire Accuracy Screening Test (LFAST) Panels
| 1. | AUDIT: The contractor 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. |
| 2. | AW ARD OF CONTRACT: All solicitations must contain one of the following award clauses to specify the method of award. |
A. AW ARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will be based on net prices. 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 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.
| 3. | 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. |
| 4. | eVA ORDERS AND CONTRACTS: The solicitation/contract will result in (1) purchase order(s) with the applicable eVA transaction fee assessed for each order. |
| 5. | RENEWAL OF CONTRACT: (NOTE: A term contract may not be renewed unless a renewal clause is included in the solicitation and the renewal is fully executed in writing prior to the expiration of the current contract term. Select one of the following clauses if an option to renew the contract beyond the original period of the contract is desired. Select either "one year" or complete the blank, indicating the number of"successive one-year periods" the contract may be renewed.) |
| 6. | BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) 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. |
| 7. | DELIVERY: Delivery of goods or performance of services shall be within the number of calendar days stated below after receipt of order (ARO) by the bidder/offeror. The Agency requires the (bidder/offeror) to deliver within a reasonable time after ARO. If the bidder/offeror does not insert a stated delivery time in the blank below, the (bidder/offeror) will be deemed to offer delivery in accordance with the Agency's desired delivery time as stated below: |
| Agency's desired delivered time: 15 July 2024 |
BIDDER'S/OFFEROR'S STATED DELIVERY TIME: _________________
| 8. | DELIVERY NOTIFICATION: The Agency shall be notified 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: | ||
| NAME: Jessica Jams or Alan Hardaway | PHONE: | 434-298-5515 | |
| 9. | 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. | ||
| 10. | ORDERING OPTION: The (name of agency), may during the first sixty (60) 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. | ||
| 11. | 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. | ||
| 12. | FEDERALLY IMPOSED TARIFFS: In the event that the President of the United States, the United States Congress, Customs and Border Protection, or any other federal entity authorized by law, imposes an import duty or tariff ( a "tariff'), on an imported good that results in an increase in contractor's costs to a level that renders performance under the Agreement impracticable, the Commonwealth may agree to an increase to the purchase price for the affected good. No increase in purchase price may exceed 25% of the additional tariff imposed on the goods imported or purchased by the contractor that are provided to the Commonwealth under this Agreement. |
Prior to the Commonwealth agreeing to a price increase pursuant to this Section, the contractor must provide to the Commonwealth, the following documentation, all of which must be satisfactory to the Commonwealth:
- evidence demonstrating: (i) the unit price paid by contractor as of the date of award for the good or raw material used to furnish the goods to the Commonwealth under this Agreement, (ii) the applicability of the tariff to the specific good or raw material, and (iii) contractor's payment of the increased import duty or tariff (either directly or through an increase to the cost paid for the good or raw material). The evidence submitted shall be sufficient.
in detail and content to allow the Commonwealth to verify that the tariff is the cause of the price change.
- a certification signed by contractor that it has made all reasonable efforts to obtain the good or the raw materials comprising the good procured by the Commonwealth at a lower cost from a different source located outside of the country against which the tariff has been imposed.
| - | a certification signed by contractor that the documentation, statements, and any other evidence it submits in support of its request for a price increase under this Section are true and correct, and that the contractor would otherwise be unable to perform under this Agreement without such price increase. |
| - | as requested by the Commonwealth, written instructions authorizing the Commonwealth to request additional documentation from individuals or entities that provide the good or the raw materials to verify the information submitted by contractor. |
All invoices are required to provide the following details:
1. Vendor Name
2. Vendor Address
3. Vendor Phone Number
4. Point of Contact (i.e., salesperson name)
5. Invoice Date
6. Invoice Number
7. Contract #, if applicable (i.e., eVA #)
8. Order Date
9. Individual who ordered service, if applicable
10. Job # (i.e., work order #)
11. Complete Address of Job Location (must include complete physical address)
12. Date of Service or delivery
13. Payment Terms (i.e., net 30)
14. Each service and/or supply must be itemized to include quantity, detailed description, unit price, etc (i.e., 4 shrubs at $20 each for a line total of $80.00, planting of shrubs $50.00, etc)
15. Total Amount Owed
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