Delivery of Motor Oil and Lubricants - October 9, 2014 IFB #15-4110-15 (10/9/14)
Department of Budget & Finance
17090 Monument Circle, Suite 137
Isle of Wight, VA 23397
Phone: (757) 365-4579/ Fax: (757) 357-2216
Invitation for Bids
IFB #15-4110-16
October 9, 2014
Delivery of Motor Oil and Lubricants
Isle of Wight County and Isle of Wight County Schools
Sealed bids subject to the conditions and instructions contained herein, will be received at the office of the Purchasing
Agent listed above, until the time and date shown below (local prevailing time), for furnishing the items or services
described in the bid.
SCOPE OF WORK
To provide delivery of motor oils and lubricants as needed by Isle of Wight County (IOWC)
and Isle of Wight Schools (IOWS).
Bids Due: 2:30 PM, October 21, 2014
Contracting Officer:
Michael Coburn, Purchasing Coordinator, Michael.coburn@isleofwightus.net
All questions and/or comments should be directed by email to the Contracting Officer.
**ONE ORIGINAL AND ONE ELECTRONIC COPY IS REQUIRED**
Company
Name:
Address:
City / State /
Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:
In compliance with this Invitation for Bids (IFB), and subject to all the conditions thereof,
the undersigned offers, if this bid is accepted within ninety (90) calendar days from the
date of the opening, agree to furnish any or all of the items and/or services upon which
prices are quoted, at the price set opposite each item, to be delivered at the time and place
specified herein. The undersigned certifies he has read, understands, and agrees to all terms,
conditions, and requirements of this solicitation, and is authorized to contract on behalf of
firm named below.
Questions concerning this project must be in writing and addressed to the Contracting
Officer show on the cover page of this document and, must be received no later than five
(5) business days preceding the date that the quotes are accepted.
A pre-bid meeting is not scheduled.
Bidders may withdraw their bids at any time prior to the cutoff for receiving bids, or may
request withdrawal within two business days after that date/time in case of error. The
County may require original working papers prior to approving such withdrawal requests.
Department of Budget and Finance. In addition, electronic copies are posted on the
be issued, they will be posted on those same sites.
Addenda:
If issued, addenda to this solicitation will be posted on the Purchasing website
(http://www.co.isle-of-wight.va.us/budget-and-finance/
the website or to contact the Purchasing division prior to the submittal deadline to ensure that the
bidder has a complete, up-to-date package. Acknowledgement of all issued Addenda shall be
indicated on the bid form in the appropriate spaces.
Isle of Wight County does not discriminate against faith-based organizations.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF
DISABILITY IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE
CONTACT THIS DIVISION AS SOON AS POSSIBLE.
Bidders should carefully examine the specifications and fully familiarize themselves to all
conditions and matters that could have an effect on the cost. Should a Bidder find
discrepancies in or omissions from the specifications or Invitation for Bids, or should be in
doubt as to their meanings, he shall notify Contract Officer noted on the cover page.
Purpose:
It is the purpose of the Invitation for Bid (IFB) to solicit sealed bids to establish
a contract or contracts through competitive negotiations for the purchase of PETROLEUM
PRODUCTS for Isle of Wight County (IOWC) and Isle of Wight County Schools (IWCS).
Term of Contract:
The contract shall be in effect from the date of award for a period of
12 months. At the option of Isle of Wight County and/or Isle of Wight County Schools, the
contract will be renewed for four additional one-year terms unless one or more of the
participates elect not to renew in writing no less than thirty days prior to the ending date of
the current contract term.
Background:
Isle of Wight County is located in Southeastern Virginia approximately 30
miles west of Norfolk. It encompasses a total land area of 316 square miles with
approximately 34,723 citizens living within the County.
The Isle of Wight County School District includes five elementary, two middle, and two
high schools. The Isle of Wight County School System is a rural and growing suburban
residential school district serving a very diverse population of approximately 5,450
students.
Petroleum products are required for the operation of all County and School System
vehicles, the operation of generators, and for the heating of buildings. Bidder shall establish
pricing based on the formula on the bid form, to apply to the first and subsequent contract
terms. The following products are required: Ultra low sulfur diesel fuel for vehicles;
Unleaded gasoline (conventional not reformulated) certified with an octane rating of 87;
Dyed low sulfur # 2 heating fuel (500 ppm) for heating buildings.
Deliveries
: All deliveries with the exception of emergencies shall be delivered within a
twenty-four (24) hour time-frame. Deliveries may be in the form of tank wagon or transport
vehicles depending on the order amount. Canned motor oil will be ordered in at least five
case lots.
Deliveries outside of normal operating hours, on weekends or holidays will not be allowed
unless on an emergency basis.
Estimated Quantities
: The quantities shown in this document are good faith estimates
based on the most current information known at the time of posting this invitation. They
are estimates and shall not be obligatory amounts guaranteed to the bidders to be correct
since usage is based on many variables and quantities may inadvertently be misunderstood
or misstated.
Bid Form
Motor Oil, Fluids, Container Size Estimated Price per
Lubricants Combined Gallon/Drum /Quart
Usage
15W40 CJ4 Motor Price/Gallon 300 gal
Oil for Diesel
Vehicles
Dexron III/Mercon 55 Gal 1 drum
Transmission Fluid Drum
Price/Gallon
80W90 Gear Oil 16 Gal Keg 1 drum
Price/Lb
Pyroplex Red 16 Gal Keg 1 drum
Grease, 52258 Price/Lb
5W20 Motor Oil Price/Quart 125 quarts
5W30 Motor Oil Price/Quart 125 quarts
Total Price
Prices bid shall be firm fixed for the period of the original contract and any subsequent renewals.
Award:
Award shall be based on the Total Price as extended on the last column of the Bid
Form. While it is the intent of the County to award to a single provider, the right is reserved to
award by line item if it is in the best interest of the County or County Schools.
Submittals:
Bids shall be submitted to Isle of Wight County, Department of Budget and
Finance, 17090 Monument Circle, Suite 137, Isle of Wight, Virginia, 23397, not later than the
A second electronic copy is required along
bid due date shown on the cover of this solicitation.
with the original paper document, .
and should be sealed in the same envelope
Delivery of Motor Oil and Lubricants for County and County Schools
LOCATIONS AND ANNUAL CONSUMPTION
15W40 CJ4 for diesel vehicles 1,000 gallons bulk (tank capacity
250 gallons)
Transmission Fluid 275 gallons bulk (55 gallon drum)
80W90 Gear Oil 32 gallons bulk (16 gal/120 pound
keg)
Pyroplex Red Grease 240 pounds bulk (16 gal /120 pound
keg)
5W20 Motor Oil 220 quarts (quart or 55 gal drum
w/hand pump/gal
counter)
5W30 Motor Oil 220 quarts (quart or 55 gal drum
w/hand pump/gal
counter)
Successful bidder will arrange deliveries with the County Public Works Director, School
Transportation Supervisor, and the School Plant Facilities Director.
I
:Payments will be due Net 30 days, upon delivery of products and a proper invoice,
NVOICES
whichever is later. Successful bidder shall submit billings for the school division separately from
the county. Billings shall be submitted to the following addresses:
Isle of Wight County Schools
Finance Office
820 West Main Street
Smithfield, VA 23430
Billings should be through the last day of each month or as requested
Isle of Wight County
Public Works Department
16655 Courthouse Highway
Isle of Wight, VA 23397
th
Bills paid on the 15 of each month are due on the
th
5 of each month
CONDITIONS AND INSTRUCTIONS
Rev: 8/14/2014
Use of Form
1. : All bids shall be submitted on and in accordance with this form. If more
space is required to furnish a description of the goods and/or services bid, or delivery terms,
the bidder may attach a letter hereto that will be made a part of the bid. In case of a conflict
with published requirements, the bid may be considered non-
published specifications shall supersede any additional writings submitted with the bid.
Such additional writings shall be clearly marked and noted as an exception.
Submittals:
2. An original bound bid, and one electronic copy, shall be submitted sealed,
plainly marked showing the bid number, date and time. The entire solicitation document is
to be returned when submitting a bid unless otherwise directed by the bid document. Failure
to return all pages may result in a determination that the submittal is non-responsive.
Late Bids:
3. Bids and amendments thereto, if received by Purchasing after the date and
time specified for bid opening, will not be considered. It will be the responsibility of the
bidder to see that their bid is received by Purchasing as specified. There will be no
exceptions. Date of postmark will not be considered. Except for the required electronic
copy, telephone, facsimile, electronic and verbal bids will not be accepted. Prices or
changes shown on the outside of an envelope will not be considered in determination of
low bid.
County Offices Closure:
4. If County Offices are closed for business at the time
scheduled for the bid opening, for whatever reasons, sealed bids will be accepted and
opened on the next business day of the County, at the original scheduled hour.
Acceptance of Bid:
5. Receipt of the bid by the County is not to be construed as an award
or an order to ship.
Offer/Acceptance:
6. Each bid is received with the understanding that the acceptance in
writing by the County of the bidder to furnish any or all of the goods and/or services
described therein, shall constitute a contract between the bidder and the County, which
shall bind the bidder to furnish and deliver the goods and/or services quoted at the prices
stated and in accordance with the conditions of the accepted bid; and the County on its part
to order from such bidder, except for causes beyond reasonable control; and pay for, at the
agreed prices, all goods and/or services specified and delivered.
Withdrawal of Bids
7. : Bidder has the right to request withdrawal of their bids from
consideration due to error by giving notice not later than two business days after the bids
are publicly opened. Work papers showing evidence of error(s) may be required.
Bids may be withdrawn any time prior to the bid opening. Withdrawal of bids may be
accomplished by submitting such request in writing on the issuing company's letterhead in
person, electronically (email) or by certified mail.
Addenda
8. : If issued, addenda to this solicitation will be posted on the Purchasing website
(http://www.co.isle-of-wight.va.us/budget-and-finance/
to check the website or to contact the Purchasing division prior to the submittal deadline to
ensure that the bidder has a complete, up-to-date package. Acknowledgement of all issued
Addenda shall be indicated on the bid form in the appropriate spaces.
Governing Document
9. : The solicitation document maintained by Purchasing, in the bid
file, shall be considered the official copy. In the case of any inconsistency between bid
documents submitted to the County, but not clearly listed as an exception, the language of
the official copy shall prevail. Furthermore, any exception or change to the specifications
made by the bidder may be cause to disqualify your bid.
Award
10. : Award will be made to the lowest responsive and responsible bidder. The quality
of the goods and/or services to be supplied, their conformity with the specifications, their
suitability to the requirements, the delivery, qualifications and references will be taken into
consideration in making the award. The County reserves the right to refuse all bids.
Determination of low bid shall be determined by the audited figure shown
on the Bid Form on page four.
Negotiation:
11. Unless canceled or rejected, a responsive bid from the lowest responsible
bidder shall be accepted as submitted; except that if the bid from the lowest responsible
bidder exceeds available funds, the County may negotiate with the apparent low bidder to
obtain a contract price within the available funds.
12. The County reserves the right to reject any and all bids, and to waive
any informality if it is determined to be in the best interest of the County.
Cooperative Agreements:
13. If authorized by the bidder(s), the resultant contract(s) may
be extended to any jurisdiction within the Commonwealth of Virginia to purchase at the
contract prices in accordance with the contract terms. Any jurisdiction using such contracts
shall place its own order(s) directly with the successful contractor(s). The County of Isle
of Wight acts only as the contracting agent and is not responsible for placement of orders,
responsibility to notify the jurisdictions of the availability of contract(s).
Prices
14. : Prices shall be stated in units of quantity specified. No additional charges shall
be passed on to the County, including any applicable taxes, delivery, or surcharges. Prices
quoted shall be the final cost to the County. In case of error in the extension of prices, the
unit price shall govern.
Corrections:
15. All prices and notations should be in ink or typewritten. Mistakes may be
crossed out and corrections made in ink and must be initialed and dated by the person
signing the bid.
Delivery:
16. The time of delivery must be stated in definite terms. If time of delivery for
different goods and/or services varies, the bidder shall so state.
Samples:
17. Samples, when requested, must be furnished free of expense, and upon request,
if not destroyed, will be r
Brand Names:
18. The use of the name of a manufacturer, brand, make or catalog
designation in specifying an item shall restrict bidders to the manufacturer, brand, make or
catalog designation identified, unless qual
and/or performance equivalence of the goods and/or services desired. The goods and/or
services on which bids are submitted must be of such character, quality and/or performance
equivalence that it will serve as that specified. In submitting bids on goods and/or services
other than as specified, bidder shall furnish complete data and identification with respect
to the
sole judgment if a substitute product offered is an approved equal and acceptable.
Standard equipment:
19. Any equipment delivered must be standard, new and unused
equipment, latest model, except as otherwise specifically stated in the bid. Where any part
or the normal accessories of equipment is not described, it shall be understood that all the
stock model
shall be furnished.
Silence of Specifications:
20. The apparent silence of these specifications and any
supplemental specifications as to any detail or the omission from the specifications of a
detailed description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail and correct type, size and design are to be used. All
interpretations of these specifications shall be made on the basis of this statement.
Capacity of Bidder
21. : All bids must be signed by a responsible officer or employee having
the authority to bind the firm in contract. The bidder agrees that its contract performance
shall be in strict conformance with the contract documents.
Rights to Damages:
22. By signing this bid, the bidder assigns to the County any and all
rights that it may have under the antitrust laws of the United States and the Commonwealth
of Virginia in any way arising from or pertaining to this bid. This provision is remedial in
nature and is to be liberally construed by any court in favor of the County.
Anti-collusion:
23. The bidder certifies by signing this Invitation of Bid that this bid is made
without prior understanding, agreement, or accord with any other person or firm submitting
a bid for the same goods and/or services and that this bid is in all respects bona fide, fair,
and not the result of any act of fraud or collusion with another person or firm engaged in
the same line of business or commerce. Any false statement hereunder may constitute a
felony and can result in a fine and imprisonment, as well as civil damages.
Indemnification:
24. The Contractor shall defend, indemnify and hold the County, and the
fees and
court costs) of every kind and nature (including, without limitation, those arising from any
injury or damage to any person, property or business) incurred by or claimed against the
contractor, its employees, agents, and volunteers, or incurred by or claimed against the
with, the performance of all services hereunder by the contractor. This indemnification and
hold harmless includes, but is not limited to, any financial or other loss including, but not
limited to, any adverse regulatory, agency or administrative sanction or civil penalties,
incurred by the County due to the negligent, fraudulent or criminal acts of the contractor
cers, shareholders, employees, agents, contractors,
subcontractors, or any other person or entity acting on behalf of the Contractor. Unless
otherwise provided by law, the Contractor indemnification obligations hereunder shall not
be limited in any way by the amount or type of damages, compensation, or benefits payable
employee benefit acts, or benefits payable under any insurance policy. This paragraph shall
survive the termination of the contract including any renewal or extension thereof.
Copyright Protection:
25. The Contractor agrees to defend and save the County, its agents,
officials, and employees, harmless from liability of any nature or kind, for use of any
copyright, composition, secret process, patented or unpatented invention, articles or
appliances furnished or used in the performance of the contract, or which the Contractor is
not the patentee, assignee, or licensee, to the same extent as provided in the above
paragraph.
Laws, Regulations:
26. The Contractor shall keep fully informed of all federal, state, and
local laws, ordinances and regulations that in any manner affect the conduct of the work.
The Contractor shall at all times observe and comply with all such laws, ordinances and
regulations.
Alien employment:
27. The Contractor certifies that he does not and shall not during the
performance of the contract for goods and services in the Commonwealth, knowingly
employ unauthorized aliens as defined in the federal Immigration Reform and Control Act
of 1986, as amended.
SCC Authorization:
28. All bidders or offerors organized or authorized to transact business
in the Commonwealth pursuant to Title 13.1 or Title 50, as amended, shall include 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, as amended, 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.
SCC Number or Statement:
_________________________________________
Any business entity that enters into a contract with a public body pursuant to this chapter
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, as amended, to
be revoked or cancelled at any time during the term of the contract. The County may void
any contract with a business entity if the business entity fails to remain in compliance with
the provisions of this section.
29. If any of the services promulgated under this solicitation consist
of construction work, it is required under Title 54.1, Chapter 11, Code of Virginia, for a
contractor who performs or manages construction, removal, repair, or improvement when
the total value referred to in a single contract or project is:
One hundred twenty thousand dollars ($120,000) or more, or the total value of all such
construction, removal, repair or improvements undertaken by such person within any
twelve-month period is seven hundred fifty thousand dollars ($ 750,000) or more shall
show evidence of being licensed as a Class A Contractor.
Ten thousand dollars ($10,000) or more, but less than one hundred twenty thousand dollars
($120,000) or the total value of all such construction, removal, repair, or improvement
undertaken by such person within any twelve-month period is one hundred and fifty
thousand dollars ($150,000) or more, but less than seven hundred fifty thousand dollars
($750,000) shall show evidence of being licensed as a Class B Contractor.
Over one thousand ($1,000) but less than ten thousand ($10,000), or the total value of all
such construction, removal, repair, or improvements undertaken by such person within any
twelve-month period is one hundred and fifty thousand dollars ($150,000) shall show
evidence of being licensed as a Class C Contractor.
The County shall require master certification as a condition of licensure or certification of
electrical, plumbing and heating, ventilation and air conditions contractors.
A valid business license from the County may be required. The bidder shall complete
whichever of the following notations as appropriate:
Licensed Class A Virginia Contractor Number
Licensed Class B Virginia Contractor Number
Licensed Class C Virginia Contractor Number
Payment Terms:
30. days, from the date of Contractor
invoice approval by the County.
Payment terms, if offered, shall not be considered in determining the low bidder.
Discount period, if offered, shall be computed from the date of proper receipt of the
ct invoice, or from the date of acceptable receipt of the goods and/or
services, whichever is latest.
with this requirement shall result in the invoice being returned to the contractor for
correction.
Late payment charges shall not exceed the allowable rate specified by the Commonwealth
of Virginia Prompt Payment Act. (1% per month)
Contractor shall submit invoices in duplicate, such statement to include detailed breakdown
of all charges, and shall be based on completion of tasks or deliverables.
Individual Contractors shall provide their social security numbers, and proprietorships,
partnerships, and corporations shall provide their federal employer identification number
on their submittal.
enables faster payments to the Contractor. Are you willing and able to accept this type of
YesNo
payment?____ ____
Default:
31. In event of default by the Contractor, the County reserves the right to procure
the goods and/or services from other sources, and hold the Contractor liable for any excess
cost occasioned thereby. Such actions taken by the County shall not release the contractor
from additional remedies that may be allowed by law.
Availability of Funds:
32. A contract shall be deemed in force only to the extent of
appropriations available to each department for the purchase of such goods and/or services.
through successive fiscal periods shall be contingent upon actual appropriations for the
following years.
Appeals Procedure:
33. Upon your request, administrative appeals information will be
provided that shall be used for hearing protests of a decision to award, or an award, appeals
from refusal to allow withdrawal of bids, appeals from disqualification, appeals for
debarment or suspension, or determination of non-responsibility and appeals from decision
or disputes arising during the performance of a contract. To be timely all appeals shall be
made within the time periods set forth by the Virginia Public Procurement Act, §2.2-4357,
et seq. Contact the buyer at once for assistance.
Faith-based Organizations
34. : The County of Isle of Wight does not discriminate against
faith-based organizations.
Anti-Discrimination:
35. By submitting their bids, bidders certify to the County 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 shall include the following provisions:
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, service disabled veterans 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.
2. The Contractor will include the provisions of Section a, b, and c above in every
subcontract or purchase order over $10,000, so that the provisions will be binding
upon each subcontractor or vendor.
Drug-Free Workplace:
36. During the performance of this contract, the Contractor agrees
to (1) provide a drug-free workplace for the Contractor's employees; (2) post in
conspicuous place, 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; (3) state in all solicitation or advertisement for employees placed by or
on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (4)
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.
Assignment of Contract
37. : A contract shall not be assignable by the Contractor in whole
or in part without the written consent of the County.
Independent Contractor:
38. The Contractor and any employees, agents, or other persons
or entities acting on behalf of the Contractor shall act in an independent capacity and not
as officers, employees, or agents of the County.
Scheduling and Delays:
39. The parties to any contract resultant of this solicitation
acknowledge that all or part of the work to be performed hereunder may be delayed and
extended at the option of the County. Such delays may be caused by delays, denials and
modifications of the various state or federal permits, or for other reasons. The County shall
compensation, extended overhead, or other damage or consequential damages arising out
of or related to any delays or interruptions required or ordered by the County. If the County
delays the project for any reason for a continuous period of ninety (90) days or more, the
County and Contractor will negotiate a mutually agreeable adjustment to the Contra
award amount. Notwithstanding the above, in construction contracts, to the extent that an
unreasonable delay is caused by the act or omissions of the County due to causes within
Governing Law
40. : This Agreement is made, entered into, and shall be performed in the
County of Isle of Wight, Virginia, and shall be governed by the applicable laws of the
Commonwealth of Virginia without regard to its conflict of law rules. In the event of
litigation concerning this Agreement, the parties agree to the exclusive jurisdiction and
venue of the Circuit Court of the County of Isle of Wight, Virginia; however, in the event
that the federal court has jurisdiction over the matter, then the parties agree to the exclusive
jurisdiction and venue of the U.S. District Court for the Eastern District of Virginia,
Norfolk Division.
The Contractor shall not cause a delay in services because of the pending or during
litigation proceedings, except with the express, written consent of the County or written
instruction/order from the Court.
Severability
41. : If any provision of this contract or the application thereof to any person or
circumstances shall to any extent be invalid or unenforceable, the remainder of this
contract, or the application of such provision to persons or circumstances other than those
which it is invalid or unenforceable, shall not be affected hereby, and each provision of this
contract shall be valid and enforced to the full extent permitted by law.
Termination for Convenience:
The County may at any time, and for any reason,
terminate this Contract by written notice to Contractor specifying the termination date,
which shall be not less than thirty (30) days from the date such notice is mailed.
Notice shall be given to Contractor by certified mail/return receipt requested at the address
termination, Contractor shall be paid such amount as shall compensate Contractor for the
work satisfactorily completed, and accepted by the County, at the time of termination. If
the County terminates this Contract, Contractor shall withdraw its personnel and
equipment, cease performance of any further work under this Contract, and turn over to the
County any work completed or in process for which payment has been made.
Termination for Cause:
42. In the event that Contractor shall for any reason or through
any cause be in default of the terms of this Contract, the County may give Contractor
written notice of such default by certified mail/return receipt requested at the address set
Unless otherwise provided, Contractor shall have ten (10) days from the date such notice
is mailed in which to cure the default. Upon failure of Contractor to cure the default, the
County may immediately cancel and terminate this Contract as of the mailing date of the
default notice.
Upon termination, Contractor shall withdraw its personnel and equipment, cease
performance of any further work under the Contract, and turn over to the County any work
in process for which payment has been made. In the event of violations of law, safety or
health standards and regulations, this Contract may be immediately cancelled and
terminated by the County and provisions herein with respect to opportunity to cure default
shall not be applicable.
Contact Prohibition Direct contact with County departments other than
43. :
Purchasing, on the subject of this bid is expressly forbidden except with the
foreknowledge and permission of the Contract Officer. Violation may result in a
determination that your firm is ineligible for an award.
All questions shall be in writing to the Contract Officer shown on the title page of the bid.
The respondents to this IFB shall not contact, either directly or indirectly, any other
employee or agent of the County regarding this IFB. This prohibition shall also extend to
the County Board of Supervisors and locally elected officials. Any such unauthorized
contact may disqualify the bidder from this procurement.
Additional Conditions
44. : The Conditions and Instructions in this solicitation are intended
to apply to the resulting contract and shall supersede any conflicting terms offered. Any
additional conditions a bidder intends be considered must be submitted with the bid and
-
documents submitted by the successful firm after an award will not be accepted.
Contractor Failure to Perform
45. : Failure of the Contractor to perform the contract by
-acceptance of additional conditions submitted after the award
shall result in termination of the contract by the County, and may result in debarment of
the Contractor for a period of up to three (3) years. Termination and /or debarment of the
Contractor shall not constitute a waiver by the County of any other rights or remedies
available to the County by law or contract.
Conflict:
46. In the event of a conflict between the contract documents, including these
Conditions and Instructions, and the terms of a purchase order or related document issued
by Purchasing, the contract documents shall control.
Records and Inspection
47. : The Contractor shall maintain full and accurate records with
respect to all matters covered under this contract, including, without limitation, accounting
records, written policies, procedures, time records, telephone records, and any other
supporting evidence used to memorialize, reflect, and substantiate charges or fees related
and/or reproduction, during normal working hours, by the County and its employees,
agents or auth
Contractor by the County. The County shall have access to such records from the effective
date of this contract, for the duration of the contract, and for five (5) years after the date of
final payment by the County to the Contractor pursuant to this contract or any renewal or
all necessary records
and shall be provided adequate and appropriate work space, in order to conduct audits.
Rights and Remedies Not Waived:
48. In no event shall the making by the County of
any payment to the Contractor, or the waiver by the County of any provision under this
contract including any obligation of the Contractor, constitute or be construed as a waiver
by the County of any other provision, obligation, breach of covenant, or any default which
may exist under this contract on the part of the Contractor, and the making of any such
payment by the County while any such breach or default exists shall not impair or prejudice
any right or remedies available to the County.
Entire Agreement
49. : This contract and any additional or supplementary documents
incorporated herein by reference contain all the terms and conditions agreed upon by the
parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of
this contract or any part thereof shall have any validity or bind any of the parties hereto.
This contract shall not be modified, altered, changed or amended unless in writing and
signed by the parties hereto.
Conflicts of Interests
50. : Contractor shall not accept or receive commissions or other
payments from third parties for soliciting, negotiating, procuring, or effecting insurance on
behalf of the County.
Responsibility of Contractor
51. : The Contractor shall, without additional costs or fee to
the County, correct or revise any errors or deficiencies in his performance. Neither the
under this Agreement shall be deemed a waiver of rights by the County, and the Contractor
shall remain liable to the County for all costs which are incurred by the County as a result
Agreement.
Changes and Additions
52. : It shall be the responsibility of the Contractor to notify the
County, in writing, of any necessary modifications or additions in the Scope of this
Agreement. Compensation for changes or additions in the Scope of this Agreement will be
negotiated and approved by the County, in writing.
It is understood and agreed to by both the County and the Contractor that such
modifications or additions to this Agreement shall be made only by the full execution of
agreed by both parties that any work done by the Contractor on such modification or
change order form shall be at the total risk of the Contractor and said work may not be
compensated by the County.
Debarment Status:
53. By submitting a bid, bidders 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, nor are they an agent of
any person or entity that is currently so debarred.
Safety
54. : All Contractors and subcontractors performing services for the County are
required and shall comply with all Occupational Safety and Health Administration
(OSHA), State and County Safety and Occupational Health Standards and any other
applicable rules and regulations. Also all Contractors and subcontractors shall be held
responsible for the safety of their employees and any unsafe acts or conditions that may
cause injury or damage to any persons or property within and around the work site area
under this contract.
License Requirement
55. : All firms doing business in the County of Suffolk are required
to be licensed in accordance with the County of Isle of Wight business license ordinance.
Wholesale and retail merchants without a business location in the County of Isle of Wight
are exempt from this requirement. Any questions concerning business licenses should be
-6624.
56.
agreement cannot be accepted by the County, and in consideration of the convenience of
using that form, and this form, without the necessity of negotiating a separate contract
document, the parties hereto specifically agree that, notwithstanding any provisions
prevail over t
Bidder Qualifications
57. : Only bids from established contractors for work similar in scope
to work herein shall be considered; the County reserves the right to request specific
reference information prior to award. Bidder shall demonstrate that he has adequate and
appropriate manpower, tools and equipment to respond and perform in accordance with the
provisions herein.
The County may, at its option, disqualify a bidder and reject his bid for cause. Reasons
deemed to be sufficient for this action shall include, but not be limited to, the following:
Evidence of collusion among bidders.
Receipt of more than one bid on any project from an individual, or from a
corporation. This restriction does not apply to subcontractors
Default on any previous contract.
For unreasonable failure to complete a previous contract within the specified time
or for being in arrears on an existing contract without reasonable cause for being
in arrears.
Inability to perform as revealed by an investigation of the Bidder's financial
statement, experience and/or plant and equipment.
Contractor does not meet project-specific requirements, as identified in the
Contract Documents
Pricing to be F.O.B. Destination Freight Allowed:
58. Pricing shall be F.O.B.
destination-freight included for all competitive bids. F.O.B. Destination-Freight Included
shall include all shipping costs to the County location(s) at the unit cost. No additional
shipping charges shall be allowed.
Contract Quantities
59. : The quantities specified in the Invitation for Bid are estimates only
unless otherwise clearly noted, and are given for the information of bidders and for the
purpose of bid evaluation. They do not indicate the actual quantity that will be required,
since such volume will depend upon requirements that may develop during the contract
period. Quantities shown shall not be construed to represent any amount which the County
shall be obligated to purchase under the contract, or relieve the contractor of his obligation
to fill all orders placed by the County, except as clearly noted.
Competition Intended
60.
language requirement, specification, etc., or any combination thereof, inadvertently
restricts or limits the requirements stated in this IFB to a single source. Such notification
must be received by the Contract Officer prior to the date set for bids to close.
Default on Taxes:
61. No bid or proposal will be accepted from, or any Contract awarded
to, any person, firm, or corporation that is in arrears, or in default to the County upon any
debt or Contract, or that is a defaulter as surety, or otherwise upon any obligation to the
County.
$21.11gal
Pugh Oil
$3,713.42
$7.24 gal$8.19 gal
15 gal
$2.25 qt
$2.25 qt
.
$1
Domestic Fuels
$7.91 gal$7.19 gal$1.52 gal
$2.86 qt
$2.86 qt
NB
Crossroads
gal
$3,600.85
$6.95 gal$7.45 gal$2.45 gal
$2.49 qt$2.49 qt
1.58
$
Pyroplex Red Grease
Red Grease
October 21, 2014 2:00 PM
6
15W40 Motor Oil15W40 Motor Oil
1
5W20 Motor Oil5W30 Motor Oil5W20 Motor Oil5W30 Motor Oil
Dexron III/TransDexron III/Trans
80W90 Gear Oil80W90 Gear Oil
-
4110
TabulationTabulation
-
Pyroplex
IFB# 15
TotalTotal
ItemsItems