PART V
BID REQUIREMENTS
SECTION
TITLE
K
Bid Content
L
Price Information
M
Submission of Bid
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
SECTION K
BID CONTENT
K.1
GENERAL REQUIREMENTS
A.
The requirements included in this Section are purposely established to facilitate
an objective, timely and efficient evaluation by VRE. The Bidder is advised to
ensure their Bid is in compliance with all such requirements.
B.
Bids shall include all of the requirements requested in the IFB. Failure to include all
the information requested may adversely affect the evaluation. Noncompliance with
the IFB requirements will affect the evaluation of the Bidder’s technical and/or past
performance and may be grounds to eliminate the Bid from consideration.
C.
Bidders are advised that their Bid represents their company’s best efforts and
most complete responses to this solicitation. Assurance of experience, capability,
and qualifications that clearly demonstrate and support the Bidder’s claim are
essential. The absence of such evidence will adversely influence evaluation of the
Bid.
D.
Bidders are to submit Bids that present the Bidder’s qualifications and
understanding of the overall work to be performed.
E.
Bids must provide a clear and concise response to the requirements of the
solicitation.
F.
The Bidder’s submission of a Bid represents that its company will comply and
perform all requirements specified in the IFB.
G.
Bidders must submit the required information identified in this Section as a
complete Bid package. Incomplete Bids may cause the Bid to be deemed nonresponsive.
H.
The Bid must be submitted in a binder separated with the respective numbered
tabs and include all written documentation outlined below:
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
TAB 1
Table of Contents: Furnish a table of contents to delineate all the
sections of the Bid package.
TAB 2
Title Page: Furnish the name and address of the company, local
address, if any; name, title, address, email address, telephone and fax
numbers of the contact person and the company officer responsible
for ascertaining the correctness of the Bid.
TAB 3
Transmittal Letter: Submit a transmittal letter dated and signed by
a company officer authorized to bind the company(ies) or entity in a
Contract. Failure to manually sign the letter may disqualify the Bid.
The following information shall be provided in the transmittal letter:
TAB 4
TAB 5
a.
Type and size of business;
b.
Years of operation; and
c.
Description of the company (or other structure in the case of
a partnership or joint venture) and relevance of the services to
this IFB.
Demonstrated Experience and Qualifications of the Proposed
Company: Describe in detail the applicable and pertinent
qualifications to include the experience of the company on similar
contracts of this type and magnitude.
References (Past and Present Experience): Identify three (3)
clients for whom comparable work has been done by the
Contractor or is currently being performed; complete the form in
EXHIBIT T.1 – REFERENCES included herein. If applicable,
the following information must be provided:
A list of contracts within the past five (5) years, if any, on
which failure to complete the work within the specified
time frame resulted either in the assessment of liquidated
damages, penalties or contract termination.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
TAB 6
Acknowledge Receipt of Addenda Issued: Include a signed
acknowledgement of receipt of all addenda issued to this
solicitation.
TAB 7
Representations and Certifications: Complete and sign the forms
in
ATTACHMENT
U.3
–
REPRESENTATIONS,
CERTIFICATIONS AND OTHER STATEMENTS OF
OFFERORS/BIDDERS included herein.
TAB 8
Bid Bond/Bid Guarantee: Furnish a Bid bond/guarantee of five
percent (5%) of the amount of the Bid which shall be a certified
check, cashier's check, or a bid bond from a surety company selected
by the Bidder.
TAB 9
Price Information: Sign and complete the price information in
ATTACHMENT U.4 – BID FORM AND SCHEDULE OF
PRICES included herein.
TAB 10
Descriptive Literature: Provide sufficient descriptive literature
and technical detail, etc. only if the product being offered is other
than what is specified herein.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
SECTION L
PRICE INFORMATION
L.1
GENERAL REQUIREMENTS
Bidders are strongly encouraged to read this section carefully. INCOMPLETE BIDS
WILL BE AUTOMATICALLY DISQUALIFIED.
L.2
A.
Bidders shall submit the price information in ATTACHMENT U.4 – BID FORM
AND SCHEDULE OF PRICES included in this solicitation.
B.
The price shall be quoted in U.S. Dollars.
C.
Unless indicated otherwise, a Bidder’s TOTAL PRICE shall be inclusive of all costs
and shall include full compensation for all taxes, fees, shipping/delivery charges,
materials, labor, equipment, tools, transportation, insurances, permits, overhead and
profit, etc. necessary to complete the work in conformance with the Contract and to
the satisfaction of VRE. Extra charges will not be allowed.
D.
Within the parameters of the General Terms and Conditions, the prices, without
exception shall be net, not subject to discount, and shall include all royalties and
costs arising from patents, trademarks, and copyrights in any way involved in the
work.
E.
No erasures or other handwritten changes may appear on the schedules.
F.
The Bid must be signed in ink.
BID BOND/BID GUARANTEE
A.
A Bid shall be accompanied by a Bid bond/guarantee of five percent (5%) of the
amount of the Bid which shall be a certified check, cashier's check, or a Bid bond
from a surety company selected by the Bidder, which is legally authorized to do
business in the Commonwealth of Virginia. The Bid guarantee shall be made
payable to the "Northern Virginia Transportation Commission and the Potomac and
Rappahannock Transportation Commission, together known as Virginia Railway
Express."
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
L.3
B.
Such bid bond or check shall be submitted with the understanding it shall
guarantee the Bidder will not withdraw such Bid during the period of one
hundred and twenty (120) calendar days following the opening of such Bid; and if
such Bid is accepted, the Bidder will accept and perform under the terms of the Bid.
C.
The bid bond/guarantee will be returned to any Bidder who is not selected.
BID CERTIFICATION
A.
The Bidder agrees to provide the work/services specified herein, in compliance
with the Scope of Work and/or Technical Specifications and other terms and
conditions in this Invitation for Bids, at the price provided on the Bid Form.
B.
A representative duly authorized to bind the company must complete and sign the
Bid Certification.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
SECTION M
SUBMISSION OF BID
M.1
M.2
M.3
BID ORGANIZATION
A.
Binding: The Bid shall be submitted in a loose-leaf, three-ring binder. Elaborate
format and binding are neither necessary nor desirable. All binders must be capable
of lying flat when opened.
B.
Cover: The cover must clearly identify the Bidder’s name, IFB number, IFB title
and copy number (e.g. copy 1 of 4). The original shall be conspicuously marked
“ORIGINAL” and the copies shall be conspicuously marked “COPY.”
C.
Tabs: Tabs must be included in the original binder and each copy and identified
by the respective numbered tabs as outlined in SECTION K – BID CONTENT.
BID FORMAT
A.
Text: The Bid must be typed. Type size must not be smaller than Microsoft
Word Times New Roman eleven (11) point font, normal proportional spacing.
Text lines must be single-spaced.
B.
Page: A page shall be:
1.
“8-1/2 x 11” sheet of paper (minimum of ½” margins);
2.
Printed one-side only; and
3.
White or ivory stock background color.
HARD COPY
One (1) signed original and two (2) copies of the Bid shall be submitted in one
(1) sealed package.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
M.4
ELECTRONIC COPY
Bidders shall submit two (2) CDs/DVDs or USB memory devices, each containing
one (1) continuous electronic copy of the Bid package in PDF format. Each
electronic copy shall be labeled appropriately with the IFB number and title,
company’s name and date.
M.5
IDENTIFICATION OF BID PACKAGE
A.
The Bid shall be clearly marked in a sealed package.
B.
It is imperative that the label shown below is filled in and pasted on the lower left
corner of the sealed package conspicuously identified.
SEALED BID
IN RESPONSE TO:
IFB No.: 016-018
Title: Delivery of LED Lights
Bid Due Date:
Name of Bidder:
C.
M.6
Failure to properly identify the Bid package may result in the premature opening of
or a failure to open such Bid, which may result in the disqualification of the Bid.
HAND DELIVERY OR MAILING OF BIDS
A.
Bidders shall deliver or mail Bids to:
Gerri Hill
Manager of Purchasing and Contract Administration
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
M.7
B.
A Bid may be mailed, delivered by private courier, express mail or delivered in
person to VRE in Alexandria, VA prior to the Bid closing date and time, between
9:00 A.M. and 5:00 P.M. EST, Monday through Friday, on days that VRE service
is in operation.
C.
It is the responsibility of the Bidder to assure that its Bid is delivered to the place
designated for receipt of Bids on or before the day and time set for receipt of Bids.
D.
Bids will be time stamped by VRE’s official time clock at the receptionist’s desk in
the foyer.
E.
Electronic, facsimile or verbal Bids shall not be accepted.
F.
Bids shall be kept unopened until after the closing date and time.
BIDS DUE (CLOSING DATE AND TIME)
Bids must be received by VRE at 2:00 P.M. EST on the date specified in
SECTION B – PROCUREMENT SCHEDULE of this IFB. Bids received after
the Bid closing date and time will not be considered.
M.8
BID OPENING
Bids will be publicly opened and read in the VRE conference room, at 1500 King
Street, Suite 202, Alexandria, Virginia 22314 at 2:15 P.M. EST on the date
specified in SECTION B – PROCUREMENT SCHEDULE of this IFB.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express