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Bid Number: QQ 001-FY24
Bid Title: Paving Services
Category: Current Bids
Status: Open
Bid Recipient: Anita Dragan

Description:

The Campbell County Department of Public Works is looking for a fixed quote for the purchase and delivery of permeable pavers for the parking lot at the Historical Church in Rustburg, VA

RETURN QUOTATION DOCUMENTS NO LATER THAN 

2:00 P.M., local prevailing time, Monday August 21, 2023

COUNTY OF CAMPBELL

Management Services

Central Purchasing

1st Floor, Haberer Building

47 Courthouse Lane

Rustburg, VA  24588

QUOTES MAY BE emailed to  

QUOTES RECEIVED AFTER 

2:00 PM, Monday August 21, 2023 

WILL NOT BE CONSIDERED

 All quotations are to be submitted on the enclosed Quote Form. This document is located on eVA and the county’s website   https://www.co.campbell.va.us/bids.aspx

PURPOSE:

The Campbell County Department of Public Works is looking for a fixed quote for the purchase and delivery of permeable pavers for the parking lot at the Historical Church in Rustburg, VA.

SCOPE:

Public Works is looking for Enviro-Flo™ or equal permeable pavers that are both appealing to the eye and can be walked on. These pavers need to meet or exceed current storm water management requirements. The product must be suitable for vehicular applications. A rectangular shape and structurally-sound herringbone pattern, granite gray or in the gray family is required. This project will cover a total square footage of 4500 sq. ft. The quote must include delivery to the Historical Church, Rustburg, VA.

Be prepared to show a sample of your product if requested by Public Works.

SUBMITTAL FORMS:

Completely filled out quote forms included signed by an authorized representative of the company:  

Attachment A:  Contractor Bid Qualification Certificate

Attachment B:  Quote Form

Publication Date/Time:
8/4/2023 3:00 PM
Closing Date/Time:
Open Until Contracted
Submittal Information:
aldragan@co.campbell.va.us
Special Requirements:
GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS
These general rules and conditions shall apply to all purchases and be a part of each solicitation and every contract awarded by Campbell County, unless otherwise specified. In the event there is a conflict between any of these General Terms and Conditions and any Special Terms and Conditions of the contract, the Special Terms and Conditions shall apply.
The Central Purchasing Office is responsible for the purchasing activity of Campbell County. The term “Owner” as used herein refers to the contracting entity which is the signatory on the contract and may be either the County, Campbell County, or Campbell County Board of Supervisors. The Bidder or their authorized representatives are expected to inform themselves fully as to the conditions, requirements, and specifications before submitting bids. Failure to do so will be at the Bidder’s own risk and except as provided by law.
All solicitations issued and contracts awarded by the County are governed by the provisions of the Virginia Public Procurement Act as set forth in the Code of Virginia.


1. COMPETITION INTENDED: It is the Owner’s intent that this solicitation permits competition. It shall be the Bidder’s responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof inadvertently restricts or limits the requirements stated in this solicitation to a single source. The Purchasing Agent must receive such notification not later than ten (10) business days prior to the deadline set for acceptance of the bids.

2. CLARIFICATION OF TERMS: If any Bidder has questions about the specifications or other solicitation documents, the prospective Bidder should contact the Central Purchasing Office no later than five (5) business days prior to the date set for the opening of bids. Any revisions to the solicitation will be made only by addendum issued by Central Purchasing. Oral or other interpretations or clarifications will be without legal effect.

3. IDENTIFICATION OF BID ENVELOPE: The signed quote and requested copies should be returned in a separate envelope or package, sealed and identified with the following information:

ADDRESSED AS INDICATED IN THE SOLICITATION DOCUMENTS
BID NUMBER
TITLE OF INVITATION FOR BID
BID DUE DATE AND TIME
VENDOR NAME AND COMPLETE MAILING ADDRESS (return address)

If a quote is not addressed with the information as shown above, the Bidder takes the risk that the envelope may be inadvertently opened and the information compromised, which may cause the quote to be disqualified. Quotes may be hand delivered to the Central Purchasing Office. No other correspondence or other proposals should be placed in the envelope.

4. MANDATORY USE OF OWNER FORM AND TERMS AND CONDITIONS: If requested in the solicitation, failure to submit a quote on the official Owner form provided for that purpose shall be a cause for rejection of the quote.

5. LATE QUOTES: Any quote received at the Central Purchasing Office after the exact time specified for receipt of the bid is considered a late quote.

The Owner is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers or the inter-office mail system. It is the sole responsibility of the Bidder to ensure their quote reaches the Central Purchasing Office by the designated date and hour.

Late quotes will be returned to the Bidder unopened, if solicitation number, acceptance date and Bidder’s return address is shown on the container.
If the Owner closes its offices due to inclement weather, scheduled quote openings will be extended to the next business day, same time.

6. QUOTE OPENING: All quotes will be opened at the time and place specified and read publicly.

7. ADDENDA: By submitting a bid, the Bidder certifies that (i) he has made due inquiry of the Owner as to the existence of any addenda issued in connection with the bid solicitation documents, (ii) he is satisfied that he has received any and all such addenda and he has taken the contents thereof into consideration when preparing and tabulating his bid; and (iii) he accepts full and complete responsibility for the receipt of any and all such addenda and waives any claim of mistake or error in his bid based upon his failure to have received any one or more addenda.

8. MODIFICATION OF QUOTES: Unauthorized modification of, or any additions to any portion of the Invitation to Quote may be cause for rejection of the Quote.

9. WITHDRAWAL OF QUOTES: A Bidder for a contract other than for public construction may request withdrawal of his quote under the following circumstances:

a. A written request for a withdrawal of a quote or any part thereof will be granted if received by the Owner prior to the specified quote opening date and time.

b. Requests for withdrawal of quote after opening of such quotes but prior to award shall be transmitted to the Purchasing Agent, in writing, accompanied by full documentation supporting the request. If the request is based on a claim of error, documentation must show the basis of the error. Such documentation may take the form of supplier quotations, vendor work sheets, etc.

c. No quote may be withdrawn under this paragraph when the result would be the awarding of the contract on another quote of the same Bidder or of another Bidder in which the ownership of the withdrawing Bidder is more than five percent. In the case of an Invitation for Quote, if a quote is withdrawn under the authority of this paragraph, the lowest remaining quote shall be deemed to be the low quote. No Bidder who is permitted to withdraw a quote shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn quote was submitted.

10. ERRORS IN QUOTES: When an error is made in extending total prices, the unit quote price will govern. Erasures in quotes must be initialed by the Bidder. Carelessness in quoting prices, or in preparation of quote otherwise, will not relieve the Bidder. Bidders are cautioned to recheck their quotes for possible error. Errors discovered after public opening cannot be corrected and the bidder will be required to perform if his or her quote is accepted, except as provided in paragraph 9 hereof.

11. PUBLIC INSPECTION OF QUOTE: All submitted bids, accompanying data, materials or documentation will become the property of the Owner and will be subject to public inspection in accordance with the Virginia Freedom of Information Act; however, the bidder must invoke the protections of §2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary.

Trade secrets or proprietary information submitted by a bidder, offeror or contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of § 2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.); however, the bidder, offeror or contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary.

12. TAX EXEMPTION: The Owner is exempt from the payment of any federal excise or any Virginia sales tax. The bid price must be net, exclusive of taxes. Tax exemption certificates will be furnished by Campbell County on request.

13. COUNTY BPOL LICENSING: All firms with a business location in Campbell County are required to be licensed in accordance with the County’s “Business, Professional, and Occupational Licensing (BPOL)” Tax Ordinance. Questions concerning BPOL Tax should be directed to the Office of the Commissioner of the Revenue, telephone 434-332-9518.

SPECIFICATIONS
14. BRAND NAME OR EQUAL ITEMS: Any specific make, manufacturer or brand, names used in connection with articles mentioned in the specifications are used to convey the general style, type, character, and quality of the article desired. The Owner will consider other brands as substitutes if written evidence and other data submitted to the Owner by the vendor can satisfactorily substantiate equality. The Owner’s representative shall be the sole determining authority as to quality, workmanship, and suitability of purpose. The Bidder is responsible to clearly and specifically indicate the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Owner to determine if the product offered meets the requirements of the solicitation.

Failure to furnish adequate data for evaluation purposes may result in declaring a quote non-responsive. Unless the Bidder clearly indicates in its quote that the product offered is an “equal” product, such quote will be considered to offer the brand name product referenced in the solicitation.

15. PRODUCT EVALUATION: The Owner reserves the right to conduct any test it may deem advisable to establish that the products and/or services offered are in accordance with the contract requirements. The Owner reserves the right to reject the bid of any Bidder who does not pass such evaluation to the Owner’s satisfaction.

16. FORMAL SPECIFICATIONS: When a solicitation contains a specification which states no substitutes, no deviation therefrom will be permitted and the bidder will be required to furnish articles in conformity with that specification.

17. OMISSIONS & DISCREPANCIES: Any items or parts of any equipment/product list in the solicitation which are not fully described or are omitted from such specification, and which are clearly necessary for the completion of such equipment/product and its appurtenances, shall be considered a part of such equipment/product although not directly specified or called for in the specifications.

The Bidder shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the specifications and drawings.

18. CONDITION OF ITEMS: Unless otherwise specified in the solicitation, all items shall be new, in first class condition.

19. AWARD OR REJECTION OF QUOTE:

a. The Owner shall award the contract to the lowest responsive and responsible quote complying with all provisions of the RFQ provided the quote price is within funding available for the project.

b. The Owner reserves the right to reject any and all quotes, in whole or in part, to waive any and all informalities, whenever such rejection or waiver is in the best interest of the Owner.

c. Notice of Award: Upon the award or announcement of the decision to award a contract as a result of this solicitation, the purchasing department will publicly post such notice on the Campbell County website (www.co.campbell.va.us) for a minimum of ten (10) days.

20. QUALIFICATIONS OF BIDDERS: The Owner may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder to perform the work/furnish the item(s) or services, and the Bidder shall furnish to the Owner all such information and data for this purpose as may be requested. The Owner reserves the right to inspect Bidder’s physical facilities prior to award to satisfy questions regarding the Bidder’s capabilities. The Owner further reserves the right to reject any bid if the evidence submitted by or investigations of, such Bidder fails to satisfy the Owner that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein, in the sole judgment of the Owner.

21. STANDARDS OF CONTRACT: The Owner reserves the right to cancel and terminate a contract at any time, at the convenience of the Owner. Repeated delays or partial deliveries and returns for inadequate, damaged, or spoiled products shall be interpreted as failure to meet contractual obligations and may cause cancellation of the contract. Upon receipt of notice of termination, the Contractor shall cease all deliveries or services unless advised by the Owner to do otherwise. In the event of termination, the contractor shall be compensated for those deliveries or services provided to the satisfaction of the Owner as of the date of termination.
22. AVAILABILITY OF FUNDS: Award and contract are conditioned upon appropriation and availability of funds from year to year. If sufficient appropriation and funding is not available, the County may terminate the contract without penalty, cost or damage payment.

23. NEGOTIATIONS WITH LOWEST RESPONSIBLE BIDDER: Unless cancelled or rejected, a responsive bid from the lowest responsible bidder will be accepted as submitted, except that if the bid from the lowest responsible bidder exceeds available funds. The negotiation will be undertaken under conditions and procedures described in writing and approved by the Owner prior to issuance of the IFB.

24. INSURANCE: If requested in the solicitation, the Contractor shall secure and provide insurance in at least the following amounts:

Automobile Liability Insurance: $1,000,000 combined single limit

General Liability Insurance: $1,000,000 occurrence limit, $2,000,000 general aggregate

Professional Liability (if appropriate): $1,000,000 occurrence limit, $2,000,000 aggregate

Workers’ Compensation Insurance at statutory limits as required under the Virginia Workers’ Compensation Act

Within 15 days after Notice of Award, the Contractor agrees to furnish a Certificate of Insurance naming Campbell County as additional insured

All insurance shall be written by insurance companies licensed to do business in the Commonwealth of Virginia. The insurance company must have an A.M. Best Rating of A- or better.

Insurance provided in response to this proposal shall not contain language that allows defense costs to be subtracted from amounts available as coverage to the County in the event of a claim, without alternative arrangements satisfactory to the County, to include a personal guarantee of the insured Contractor and a financial statement.

25. INDEMNITY: The contractor shall indemnify and hold harmless Campbell County, its officers, boards, commissions, agents and employees against any and all claims, demands, causes of action, suits, proceedings, damages, costs or liabilities (including costs or liabilities of Campbell County with respect to its employees), of every kind and nature whatsoever, including, but not limited to, damages for injury or death or damages to person or property, regardless of the merit of any of the same, including any attorney fees, accountant fees, expert witness or consultant fees, court costs, per diem, expense traveling and transportation expense, or other costs or expense arising out of or pertaining to the performance of the Agreement by contractor unless resulting from the sole negligence of Campbell County or its officers, boards, commissions, agents or employees.

Campbell County will not indemnify the contractor.

26. PAYMENT TERMS: Unless otherwise provided in the solicitation, payment will be made thirty (30) days after receipt of a proper invoice, or thirty (30) days after receipt of all goods or acceptance or work, whichever is later.

27. CHANGES TO THE CONTRACT:

a. During performance of the contract, the parties may agree to modify the scope of the contract. Any 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.

b. The Owner 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 may include, but are not limited to, 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
c. incurred as the result of such order and shall give the Owner a credit for any savings. Said compensation shall be determined by written mutual agreement between the parties.

d. No modification for a fixed price contract may be increased by more than 25% or $50,000, whichever is greater without the advance written approval of the Board of Supervisors.

28. EMPLOYMENT DISCRIMINATION: 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 place in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

29. 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 place 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 in accordance with this chapter, 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.

30. NONDISCRIMINATION STATEMENT: In accordance with the Code of Virginia §2.2-4310 and §2.2-4343.1, this public body does not discriminate against faith based organizations 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.

31. ILLEGAL ALIEN EMPLOYMENT: In accepting this order, the Contractor certifies that it does not and will not during the performance of this contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegal aliens.

32. LICENSE: If in a business or profession required to be licensed by the Commonwealth of Virginia, you must provide your state contractor’s or professional certificate number.

33. COMMONWEALTH OF VIRGINIA BUSINESS TRANSACTIONS: All Bidders or Offerors organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Virginia Code must include in its bids or proposals the identification number issued to it by the State Corporation Commission. Any Bidder or Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the Bidder or Offeror is not required to be so authorized.

34. CONTRACT FORMATION: The Contractor or successful bidder agrees to sign a contract drafted or approved by the County Attorney. In the event no such contract is signed, the terms and conditions of all specifications, plans, and documents of the Invitation for Bid shall constitute the terms of the contract and no provision of any response, bid or other agreement may vary or alter the same unless agreed in writing and approved by the County Attorney.
35. MODIFICATION: Any term or provision submitted as part of your response that in any way attempts to change or modify the terms of these contract documents shall be ineffectual, null and void. In addition, Campbell County may declare a bid that attempts to do so unresponsive and disqualified, in its sole discretion.

36. ASSIGNMENT: The contractor shall not assign this contract without the prior written consent of Campbell County.

BIDDER/CONTRACTOR REMEDIES
37. PROTEST: Bidders may refer to §2.2-4357 through §2.2-4364 of the Code of Virginia to determine their remedies concerning this competitive process.

38. APPLICABLE LAWS AND VENUE:

a. Any contract resulting from this solicitation shall be governed by the laws of the Commonwealth of Virginia. Venue for any litigation arising from a solicitation or resulting contract shall be proper only in Campbell County General District Court or Campbell County Circuit Court.

b. The Contractor shall comply with all applicable federal, state and local laws.

39. CLAIMS PROCEDURE: Contractual claims must be submitted to the Campbell County Board of Supervisors in writing no later than ten (10) days after the time of occurrence or beginning of the work upon which the claim is based. The Board will consider all facts provided to it in a format established by the Board and render a decision within sixty (60) days of receipt of the claim. Failure to act by the Board shall operate to relieve the contractor from the claims procedure and allow the contractor to file suit for relief.

40. SEVERABILITY: In the event that any provision of these documents shall be adjudged or decreed to be invalid, such ruling shall not invalidate the entire contract but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding, and in full force and effect.

41. COOPERATIVE PROCUREMENT: This procurement is being conducted by the County of Campbell in
accordance with the provisions of 2.2-4304 Code of Virginia. Except for contracts for architectural and engineering services, if agreed to by the contractor, other public bodies may utilize this contract. The Contractor shall deal directly with any public body it authorizes to use the contract. The County, its officials and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the Contractor and any other public bodies, and in no event shall the County, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of a County Contract. The County assumes no responsibility for any notifications of the availability of the contract for use by other public bodies, but the Contractor may conduct such notification.
Rev. 04/23

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