Unsealed Bid#ELLISSQFURNITURE2026.pdf

UNSEALED BID

Issue Date: August 14, 2026 Bid#ELLISSQFURNITURE2026

Title: Furniture for Apartments

Issuing Agency: Greater Reach Community Services Board 20 W. Bank Street Petersburg, VA 23803 Using Agency And/ Or Location Where Work Will Be Performed: Ellis Square Apartments 6310 Church Road Petersburg, VA 23805

UnSealed Bids Will Be Received Until August 20, 2026, at 3:00 p.m. For Furnishing The Services Described Herein.

All Inquiries For Information Should Be Directed To: Theoria Barnes / Brittany Nesbitt via email at procurement@grcsb.org

BIDS ARE TO BE SENT VIA EMAIL TO: procurement@grcsb.org or FAXED TO: 804-862-8064. If hand delivery, deliver to Suite 2, 2nd Floor, 20 W. Bank St., Petersburg, VA 23803.

No bids will be accepted after close date and time specified above.

In Compliance With This Unsealed Bid And To All The Conditions Imposed Therein, The Undersigned Offers And Agrees To Furnish The Services At The Price(s) Indicated On The Bid Sheets for each Unit, Name And Address Of Firm:

____________________________________________ Date: ______________________________________

____________________________________________ By: ________________________________________ (Signature in Ink) _______________________Zip Code:_____________ Name:__________________________________________ (Please Print) DUNS#:_____________________________________ Title: ___________________________________________

Fax Number: (___) ____________________________Telephone Number:(___)___________________________

E-mail Address: ______________________________ This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

mailto:procurement@grcsb.org mailto:procurement@grcsb.org

TABLE OF CONTENTS:

I. Background/Mission/Vision

II. Purpose

III. Scope of Work

IV. Reporting and Delivery Instructions

V. Specific Requirements

VI. Method of Payment

VII. General Terms & Conditions

VIII. Special Terms & Conditions

IX. ATTACHMENT A – Ellis Furniture

I. BACKGROUND/Mission/Vision:

For over 50 years, Greater Reach CSB has provided behavioral health services to residents of the cities of Colonial Heights, Emporia, Hopewell, and Petersburg and the counties of Dinwiddie, Greensville, Prince George, Surry, and Sussex.

We provide various services for adults, adolescents, children, and infants experiencing mental illness, Intellectual/developmental disabilities, and substance use disorders.

Our mission is to improve the quality and productivity of the lives of individuals who experience, or are at risk of experiencing, mental disabilities and/or substance abuse. We accomplish this through a fully integrated continuum of services in collaboration with the localities of Colonial Heights, Dinwiddie, Emporia, Greensville, Hopewell, Petersburg, Prince George, Surry, and Sussex.

Our Vision, we see Greater Reach Community Services Board as being the preferred provider for addressing the needs of individuals, families, and children within our catchment area at risk of mental and substance abuse disabilities. We envision Greater Reach Community Services Board providing a continuum of services that are effective, accessible, and focused on the needs of the individual.

We see ourselves continuing to operate in a multi-jurisdictional area that is supportive and responsive to the services we provide to its citizens. We see ourselves as a vital and cohesive force in the quality of life of our communities and their citizens.

Greater Reach Community Services Board is committed to providing outcome-oriented services in an efficient, effective, and accountable manner, while ensuring that consumer satisfaction and service quality are maintained.

II. PURPOSE:

This Scope of Work is intended to identify one or multiple qualified vendors to provide household furniture for five (5) units located at 6310 Church Rd., Petersburg, VA, for the Bedroom, Living Room, and Kitchen.

III. SCOPE OF WORK

The contractor shall provide all labor, supervision, equipment, tools, materials and incidentals necessary to furnish and install the furniture as specified in this solicitation. All equipment, materials and installation work shall comply with this specification, the Virginia OSHA Standards, and the Virginia Uniform

Statewide Building Codes.

Furniture is to be placed in the designated room at each Unit (apartment).

The Contractor shall remove all packaging materials from the unit that were generated during the installation of the furniture. The unit and parking lot must be left clean and free of all debris.

IV. REPORTING AND DELIVERY INSTRUCTIONS: The Vendor will contact the office when arriving at 6310 Church Road, Petersburg, VA. Please call (804) 957- 4879.

The vendor will be able to offload the furniture from the parking lot directly into the unit that they are delivering to. There are no elevators. Some units may have a few steps.

The agency would like the furniture to be delivered once the renovation of the unit is complete.

The anticipated renovation completion of each unit:

Oct. 24, 2026, for Units 6314, 6324, 6330 & 6410

Dec. 07, 2026, for Units 6412 & 6414

These dates are subject to change.

V. SPECIFIC REQUIREMENTS:

• The Vendor will be responsible for keeping the area clean and free of debris when unpacking the furniture.

• All trash accumulated during the delivery and installation of the furniture is to be disposed of properly in a landfill of the vendor’s choice.

• Vendor will be able to deliver furniture on weekends.

• All delivery dates are to be agreed upon.

• Vendor is to use product specs from Butterworth’s Furniture. The agency will accept

Brand Name or Equal. The product will be approved by the Director or their designee.

• Vendor should submit pictures and/or links of the furniture they can provide.

• Vendor should be able to store furniture until the delivery dates are confirmed.

• Sofa should be able to accommodate seating for 3 – 4 people.

• There will be one end table per unit.

• The TV stand should be able to hold a 65 – 70-inch TV.

• The Dresser Drawer should be 4 – 5 drawers (2 of these per unit).

• The smaller dresser/nightstand should have 2 drawers.

• The dining set should be a complete wooden set. The table should be square, and there should be 4 chairs.

• The bed should have a headboard and a footboard.

• Boxspring may be needed depending on the style of bed.

• The colors for the sofa and loveseat: Dark blue. Dark Grey or Brown. Sofa should have pillows.

• No leather material for the furniture.

• Any quotes received from this bid before this solicitation was submitted will be considered when evaluating the bid responses.

VI. METHOD OF PAYMENT: The Contractor will submit invoices after completion of work. Invoices shall comprise of: the contract #, address of the location serviced to include dates, and the amount. Payment shall be made to the Contractor within 30 days after receipt of invoices. Please remit invoices to:

Greater Reach Community Services Board

20 W. Bank Street, Suite 2 – Accounts Payable

Petersburg, VA 23803

All invoices will be approved by the manager or their designee.

VII. GENERAL TERMS AND CONDITIONS

A. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-

4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

B. ANTI-DISCRIMINATION:

By submitting their bids/proposals, bidders/offerors certify to Greater Reach CSB that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided;

however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, §2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements of this section.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and

(ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, District 19 CSB may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

C. ETHICS IN PUBLIC CONTRACTING:

By submitting their bids/proposals, bidders/offerors certify that their bids/proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder/offeror, supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than value, present or promised, unless consideration of substantially equal or greater value was exchanged.

D. IMMIGRATION REFORM AND CONTROL ACT OF 1986:

By entering into a written contract with Greater Reach CSB, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

E. DEBARMENT STATUS:

By submitting their bids/proposals, bidders/offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they an agent of any person or entity that is currently debarred by the Commonwealth of

Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

F. ANTITRUST:

By entering into a contract, the contractor conveys, sells, assigns, and transfers to Greater

Reach CSB all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of

Virginia, relating to the particular goods or services purchased or acquired by Greater

Reach CSB under said contract.

G. MANDATORY USE OF FORM AND TERMS AND CONDITIONS:

Failure to submit a bid on the forms provided for that purpose may be a cause for rejection of the bid. Modification of or additions to any portion of the Unsealed Bid may be cause for rejection of the bid; however, Greater Reach CSB reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, Greater Reach CSB may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

H. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/offeror) should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

I. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, Greater Reach CSB shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from Greater Reach

CSB, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from Greater Reach CSB, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of Greater Reach

CSB.

J. PRECEDENCE OF TERMS:

The following General Terms and Conditions, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION

REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST,

MANDATORY USE OF GREATER REACH CSB FORM AND TERMS AND

CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances.

In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

K. QUALIFICATIONS OF BIDDERS/OFFERORS:

Greater Reach CSB may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder/offeror to perform the services/furnish the goods and the bidder/offeror shall furnish to Greater Reach CSB all such information and data for this purpose as may be requested. Greater Reach CSB reserves the right to inspect bidder’s/offeror’s physical facilities prior to award to satisfy questions regarding the bidder’s/offeror’s capabilities. Greater Reach CSB further reserves the right to reject any bid/proposal if the evidence submitted by, or investigations of, such bidder/offeror fails to satisfy Greater Reach CSB that such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

L. TESTING AND INSPECTION:

Greater Reach CSB reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

M. ASSIGNMENT OF CONTRACT:

A contract shall not be assignable by the contractor in whole or in part without the written consent of Greater Reach CSB.

N. CHANGES TO THE CONTRACT:

Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. Greater Reach CSB Purchasing department may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the

Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing department with all vouchers and records of expenses incurred and savings realized. The

Purchasing department shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing department within thirty (30) days from the date of receipt of the written order from the Purchasing department. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the

Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of Greater Reach CSB Procurement Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing department or with the performance of the contract generally.

O. DEFAULT:

In case of failure to deliver goods or services in accordance with the contract terms and conditions, District 19 CSB, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which District

19 CSB may have.

P. INSURANCE:

By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with

§§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain this insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State

Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify Greater Reach CSB of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate.

Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. District 19 CSB must be named as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by District 19 CSB is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle).

Q. DRUG-FREE WORKPLACE:

During the performance of this contract, the contractor agrees to (i) provide a drug free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

R. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice on our eVA and/or our Public Bulletin Board at 20 W. Bank St., Petersburg, VA, for a minimum of 10 days.

S. NONDISCRIMINATION OF CONTRACTORS:

A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless Greater Reach CSB, state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

T. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that

Greater Reach CSB shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

U. BID PRICE CURRENCY:

Unless stated otherwise in the solicitation, bidders/offerors shall state bid/offer prices in

US dollars.

V. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A

contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the

Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

W. CIVILITY IN STATE WORKPLACES: The contractor shall take all reasonable steps to ensure that no individual, while performing work on behalf of the contractor or any subcontractor in connection with this agreement (each, a “Contract Worker”), shall engage in 1) harassment (including sexual harassment), bullying, cyber-bullying, or threatening or violent conduct, or 2) discriminatory behavior on the basis of race, sex, color, national origin, religious belief, sexual orientation, gender identity or expression, age, political affiliation, veteran status, or disability.

The contractor shall provide each Contract Worker with a copy of this Section and will require Contract

Workers to participate in agency training on civility in the State workplace if contractor’s (and any subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater expectations. Upon request, the contractor shall provide documentation that each Contract Worker has received such training.

For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a

Commonwealth employee performs any work-related duty or is representing his or her agency, as well as surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these locations. Communications are deemed to occur in a State workplace if the Contract Worker reasonably should know that the phone number, email, or other method of communication is associated with a State workplace or is associated with a person who is a State employee.

Greater Reach CSB may require, at its sole discretion, the removal and replacement of any Contract

Worker who the agency reasonably believes to have violated this Section.

This Section creates obligations solely on the part of the contractor. Employees or other third parties may benefit incidentally from this Section and from training materials or other communications distributed on this topic , but the Parties to this agreement intend this Section to be enforceable solely by the Commonwealth and not by employees or other third parties.

X. FORCED OR INDENTURED CHILD LABOR:

During the performance of this contract the use of forced or indentured child labor is prohibited. Any Prime

Contractor shall include such prohibition in every subcontract that exceeds $10,000 and shall be binding upon each subcontractor or vendor.

For the purposes of this section, “ forced or indentured child labor” means all work or service exacted from any person younger that 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

VIII. SPECIAL TERMS AND CONDITIONS

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: 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 Greater Reach CSB 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. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (30) 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.

4. TAXES: Sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Greater Reach CSB excise tax exemption registration number is 54-095-7035.

If sales or deliveries against the contract are not exempt, the contractor shall be responsible for the payment of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the contractor from offering a tax-included price.

5. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The

(bidder/offeror) is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable

Greater Reach CSB to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the (bidder/offeror) clearly indicates in its (bid/proposal) that the product offered is an equivalent product, such

(bid/proposal) will be considered to offer the brand name product referenced in the solicitation.

6. TRANSPORTATION AND PACKAGING: By submitting their (bids/proposals), all (bidders/offerors) certify and warrant that the price offered for FOB destination 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. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

7. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

8. 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.

9. E-VERIFY PROGRAM: EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-

4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the

Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

10. CRIMINAL CONVICTIONS: By submitting their proposals, offerors certify that they and their employees that will be performing services under this contract are free of any criminal conviction that indicates a behavior that may pose a risk or threat to District 19

CSB. Verification of certification shall be made available to the Human Resource

Department at Greater Reach CSB upon request within ten (10) working days.

11. DISPUTES: Disputes for the refusals to allow withdrawal of bids, appeals from disqualifications, appeals from determinations of nonresponsibility, appeals of denials of protests of award or decision to award a contract, and appeals from decisions on disputes arising during the performance of a contract shall be communicated between Contractor’s assigned coordinator and assigned Greater Reach CSB Contract Officer, who will negotiate resolution of dispute. If the condition is not corrected at the above level, a meeting shall be scheduled with the Executive Director or his designee by the Greater Reach CSB’s

Contract Officer, including all interested parties. The decision of the Greater Reach CSB’s

Executive Director shall be final.

12. HIPAA PRIVACY RULE: It is the policy of Greater Reach CSB that all staff, students, volunteers, interns, residents, and contract workers will comply with the HIPAA Privacy

Rule, the Rules and Regulations to Assure the Rights of Individuals Receiving Services from Providers of Mental Health, Intellectual Disability and Substance Use Disorder

Services (“Human Rights Regulations”), and other related state and federal laws and regulations. Violations should be reported according to the protocols established in the

Greater Reach CSB’s Compliance Plan.

13. HUMAN RIGHTS POLICY: The contractor shall comply with and adopt the Board’s

Human Rights Policy. This policy complies with the Community Human Rights

Regulations promulgated in February 2008, and has been approved by the State Human

Rights Committee. For a copy of this policy, please contact the Purchasing department at (804) 862-8002, or a copy can be obtained at 20 West Bank Street, Suite 2, Petersburg, VA 23803.

14. REJECTION OF PROPOSALS: Greater Reach CSB reserves the right to reject any and all bids/proposals when such rejection is in the best interest of the Greater Reach CSB, and to reject the bid/proposal of a vendor who is not in a position to perform the contract.

15. SUBCONTRACTS: In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

16. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION:

The Contractor shall adhere to the rules and regulations promulgated by the Virginia

Department of Behavioral Health and Developmental Services safeguarding the confidentiality of client related information during and after the term of the contract.

17. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

18. FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owners representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

19. INSTALLATION: All items must be assembled and set in place, ready for use. All crating and other debris must be removed from the premises.

ATTACHMENT A

Property Name: Ellis Square Apartments: 6314,6324,6330,6410, 6412, 6414

Name Brands or Equal - Liberty (bedroom furniture), Fusion (Loveseat and sofa), Roxbury Furniture

(Mattress and bed) Jofran (Tables, TV Stands)

Each unit needs the following:

1. Full-Size Bed Set – Includes bed frame, headboard, footboard, box spring, and mattress.

2. Sofa and Loveseat – Sofa should comfortably accommodate 3–4 people.

3. Coffee Table and End Table – One coffee table and one end table per apartment.

4. TV Stand – Must accommodate a 65–70-inch television.

5. Dining Table and Chairs – One square wooden table with four matching wooden chairs.

6. Dressers/Storage – 2 of each per apartment o Small: Two-drawer nightstand.

o Tall: Four- to five-drawer dresser.

LIVING ROOM – 1 for each apartment

Item Total Items to Order

Sofa 6

Love seat 6

End Table 6

Coffee Table 6

TV Stand 6

Living Room Total 30

KITCHEN – 1 set for each apartment

Item Total Items to Order

Dinette Table 6

Dining Chair 24

Kitchen Total 30

BEDROOM ITEMS – 2 of each for each apartment

Item

Total

Items to

Order

Headboard 12

Footboard 12

Bed Frame 12

Full-Size Mattress

Boxspring (Depending upon style of bed if this item is needed

Chest of Drawers; 4-5 drawers 12

Nightstands 12

Full-Size Mattress 12

Bedroom Total 84

ORDER TOTALS

Area Total Items to Order

Living Room 30

Kitchen 30

Bedroom Items 84

GRAND TOTAL ITEMS TO ORDER 144