Special Terms & Conditions.pdf
PDF 167 KB Posted
- Attached to
- Forestry VDOT #3 Stone
- Solicitation number
- QQ-127476
- Issued by
- New Kent County, Virginia
About this file
This Special Terms and Conditions document establishes contractual requirements for the Commonwealth of Virginia's procurement of 250 tons of #3 VDOT Spec stone for delivery to the Fort Pickett Forestry Department quarry in Blackstone, Virginia. The solicitation requires delivery within five calendar days after receipt of order, with the bidder responsible for all arrangements including unloading and coordination with facility personnel. The agency requests 24-hour advance notice prior to delivery to ensure staff availability for access and item verification, with all communications directed to Beth Nelson at 434-292-8428. All bids remain valid for 90 days from submission, after which they may be withdrawn or remain in effect until award or solicitation cancellation.
Award shall be made on a Grand Total basis to the lowest responsive and responsible bidder that is DSBSD-certified as a 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. If neither set-aside criterion is met, the contract shall be awarded to the lowest responsive and responsible bidder of any size. Bid prices must be submitted as firm unit prices, with all arithmetic errors resolved in favor of the unit price rather than the extension. The contractor must retain all records for five years after final payment or until audited by the Commonwealth, with full access granted to authorized agents and state auditors. Additionally, any damages to existing utilities, equipment, or finished surfaces resulting from contract performance shall be repaired at the contractor's expense, and the Commonwealth will assess an applicable eVA transaction fee for the resulting purchase order.
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Other files
| File | Type | Posted |
|---|---|---|
| 2026_Quick_Quote_3_VDOT_Spec_Stone.pdf | ||
| DMA Mandatory Invoice Requirements.pdf | ||
| General Terms & Conditions PIM45.pdf |
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Text version
I. SPECIAL TERMS AND CONDITIONS
1. AUDIT
2. AWARD OF CONTRACT
3. eVA ORDERS AND CONTRACTS
4. BID ACCEPTANCE PERIOD
5. BID PRICES
6. DELIVERY
7. DELIVERY NOTIFICATION
8. WORK SITE DAMAGES
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. 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.
3. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order with the applicable eVA transaction fee assessed for each order.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to eVA-catalog-manager@dgs.virginia.gov.
4. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for 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.
5. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.
6.
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. The Agency requires the bidder to deliver within a reasonable time after ARO. If the bidder does not insert a stated delivery time in the blank below, the bidder will be deemed to offer delivery in accordance with the Agency’s desired delivery time as stated below:
Agency’s desired delivered time: 5 calendar days ARO
BIDDER’S STATED DELIVERY TIME: CALENDAR DAYS ARO
It shall be the responsibility of the contractor to make all arrangements for delivery and unloading of equipment. Contractor shall check with the owner and make necessary arrangements for delivery.
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:
Beth Nelson 434-292-8428 Name Phone
9. 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.
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