CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT
INVITATION TO BID
The City of Charlotte (“City”) hereby invites informal bids for the following project (the
“Project”) at Charlotte Douglas International Airport (“Airport”):
PROJECT NAME:
Furniture Purchase
BID DUE DATE AND TIME:
January 25, 2016 @ 10:00 am
Bids can be mailed, hand-delivered or emailed to the address below. Failure to submit a bid by
the designated date and time shall result in rejection of the bid.
Attn: Debi Combis
Charlotte Douglas International Airport
5601 Wilkinson Boulevard
Charlotte, NC 28208
Email: dacombis@cltairport.com
All questions should be submitted by email no later than January 19, 2016 by 12:00 pm to:
dacombis@cltairport.com
SCOPE OF WORK:
furniture purchase
TERMS AND CONDITIONS:
The successful bidder will be subject to the terms and conditions of the City of Charlotte
Purchase Order, which are attached hereto as Exhibit A.
Supplemental terms and conditions are as follows:
1. Seller shall not include sales and/or use taxes for building materials, supplies, fixtures
and equipment that become a part of the Project in the bid (“Eligible Taxes”). Sales
and/or use taxes paid in other states or paid to North Carolina on the purchase or rental of
tools, equipment and disposable supplies (e.g., fuel) shall be included in the bid (“NonEligible Taxes”). Eligible Taxes must be itemized in sufficient detail on a Sales/Use Tax
Statement, a form copy of which is attached hereto as Exhibit B, which shall be executed
by an authorized representative of Seller and submitted with the corresponding invoice.
The City shall not be liable for nor have any duty to reimburse Seller for any Eligible
Taxes that are submitted on a Sales/Use Tax Statement in the manner described herein.
This provision does not apply to projects that do not involve payment of sales and/or
use taxes as defined above.
2. Seller agrees to comply with the Non-Discrimination Policy set forth in Chapter 2,
Article V of the Charlotte City Code, and available for review at
http://library.municode.com/index.aspx?clientId=19970 and incorporated herein by
reference. Seller consents to be bound by the award of any arbitration conducted
thereunder.
3. The City is a drug-free workplace employer. Charlotte City Council adopted a policy
requiring City vendors to provide a drug-free workplace in the performance of any City
contract, which is available at https://cityvendors.charmeck.org and incorporated herein
Rev. 11.11.13
Page 1 of 8
by reference. Seller certifies that it will comply with the City’s drug-free workplace
policy with respect to all personnel who provide services under this purchase order.
4. Seller shall secure, before delivery of any goods or services hereunder, Commercial
General Liability insurance in an amount not less than $1,000,000 bodily injury each
occurrence/aggregate and $1,000,000 property damage each occurrence/aggregate, or
$1,000,000 bodily injury and property damage combined single limits each
occurrence/aggregate, with the City listed as additional insured. Seller shall produce an
insurance certificate evidencing such coverage upon request by the City.
5. In addition to the insurance required in the preceding paragraph, if Seller performs
services pursuant to this purchase order, Seller shall secure, before delivery of services
hereunder (1) Workers' Compensation Insurance meeting the statutory requirements of
the State of North Carolina with $100,000 per accident limit, $500,000 disease per policy
limit, $100,000 disease each employee limit, providing coverage for employees and
owners; and (2) Commercial Automobile Liability Insurance with limits of no less than
$1,000,000 bodily injury each person, each accident and $1,000,000 property damage, or
$1,000,000 combined single limit each occurrence/aggregate, with the City listed as
additional insured. Evidence of commercial automobile coverage is only necessary if
vehicles are used in the provision of services under this purchase order. Seller shall
produce an insurance certificate evidencing such coverage upon request by the City.
6. If Seller performs services pursuant to this purchase order in the Air Operations Area,
insurance limits for Commercial General Liability insurance and Commercial
Automobile Liability Insurance shall increase to $5,000,000.
7. This purchase order is governed by North Carolina law. Any legal actions arising from
this purchase order shall be brought in Mecklenburg County, North Carolina.
8. Absent a written contract, this purchase order shall serve as the parties’ entire agreement
relating to the goods and services provided hereunder, and Seller shall not add terms and
conditions without the express written consent of the City. However, in the sole
discretion of the City, a contract may be required to accompany the purchase order.
9. Seller agrees that the stated bid prices constitute a firm offer that is binding for ninety
(90) days from the bid due date and to supply the listed items at the stated costs for the
full term of the purchase order.
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INFORMAL BID FORM
Office Furniture Purchase
Charlotte Douglas International Airport
BASE BID (Unit Price Total Amount + Allowances = BASE BID)
The undersigned bidder, being familiar with all conditions and requirements listed in the scope of
work, hereby agrees to furnish all material, labor, equipment and services, including all scheduled
Allowances, installation, cleanup and trash removal necessary to complete the work for the abovenamed project, in accordance with the requirements of the Purchase Order,
for the sum of: ______________________ Dollars ($______________________)
Installation schedule:
Phase 1-3
The installation schedule is scheduled for 3 phases. Installation hours are between MondaySaturday 7am - 8pm, which will be determined by the Owner, a week notice will be given prior
to the installation date,. The project duration for Phase 1-3 can be anywhere from 3 -8 months.
Delivery and install address of Phases 1-3 5601 Wilkinson Blvd, Charlotte, NC 28208.
Installation will be on the same floor and located within the same building, loading docks and
ramps are located within the facility.
Phase 1 will involve the install of 4 offices which will include PL#20 and a combination of all or
some of PL112, PL184, PL156, and PL128
Phase 2 will involve the install of 13 offices which will include PL#20 and a combination of all
or some of PL112, PL184, PL156, and PL128
Phase 3 will involve the installation of PLT472, PFT2472, (B) 10821KT, PL136, PL137, PL100
Phase 4
Phase 4 Installation can be installed as soon as contract awarded and product is delivered
between M-F 7am – 4pm. Delivery and install address of Phase 4 is XX Yorkmont Road,
Charlotte, NC 28208.
Installation will be on the 2nd floor which must be accessed via a stairwell. Loading docks and
ramps are located within the facility on the first floor only.
Phase 4, will involve the installation of office (5) PL#3, (7) PL112, (1) PL#20, (1) PL156, (1)
PL128, (1) PL143
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Phase 3
Conference Rooms Bellanca, Piper, MTC, Parking, Conference Rooms A, B, C
Catalog
Model
Color
Qty
Office Source
PLT2472
Walnut
35
Office Source
PFT2472
Black
35
Office Source
(B) 10821KT
Black
50
Office Source
PL136
Cherry
3
Office Source
PL137
Cherry
2
Office Source
PL100
Cherry
7
Unit Price amount
Extended Total
Phase 4
Office Furniture
Catalog
Model
Color
QTY
Office Source
Layout Suite PL #3
Honey
5
Office Source
PL112
Honey
7
Office Source
Layout Suite
PL#20
Honey
1
Office Source
PL156
Honey
1
Office Source
PL128
Honey
1
Office Source
PL143
Honey
1
Rev. 11.11.13
Unit Price
Amount
Extended Total
Page 4 of 8
Office Furniture
Phase 1 & 2
Catalog
Model
Color
QTY
Office Source
Layout Suite PL#
20
Cherry
7
Office Source
Layout Suite
PL#20
Honey
5
Office Source
Espresso
5
Office Source
Layout Suite
PL#20
PL112
Cherry
6
Office Source
PL112
Honey
4
Office Source
PL112
Espresso
5
Office Source
PL184
Honey
2
Office Source
PL184
Cherry
2
Cherry
7
Office Source
PL156
Office Source
PL156
Honey
5
Office Source
PL156
Espresso
5
Office Source
PL128
Honey
2
Rev. 11.11.13
Unit Price
Amount
Extended Total
Page 5 of 8
Freight
$
Non-Eligible Sales Tax
$
Installation
$
Total
$
The undersigned hereby acknowledges and certifies compliance with the requirements stated
herein, including the terms and conditions set forth in the Purchase Order.
Company Name:
Mailing Address:
City/State/Zip:
Phone:
Printed Name:
Signature:
Rev. 11.11.13
Email:
Title:
Date:
Page 6 of 8
EXHIBIT A – PURCHASE ORDER TERMS AND CONDITIONS
The seller agrees that the following terms and conditions will be
applicable:
Article, service or process and are contributed to by said
defective condition.
1. If the seller refuses to accept this order exactly as written, he
will return it at once with explanation.
11. If seller performs services or constructs, erects, inspects or
delivers here under, seller will indemnify and save harmless
buyer from all loss or the payment of all sums of money by
reason of all accidents, injuries or damages to persons or property
that may happen or occur in connection therewith.
2. Purchaser will not be responsible for any goods delivered
without purchase order.
3. Seller will send separate invoice for each purchase order
number.
4. Seller will deliver no invoice to purchaser’s employees.
5. No boxing, packing or cartage charges will be allowed by
purchaser unless specifically authorized on the face of this order.
6. It shall be understood that the cash discount period to
purchaser will date from the receipt of the invoice or from the
date of the receipt of goods, whichever is later.
7. The risk of loss of and damage to the goods which are the
subject of this order shall be and remain in the seller until the
goods are delivered to the destination set out in the order and
accepted by the purchaser or its nominee.
8. In the event of seller’s failure to deliver as and when specified
or to perform as and when specified, purchaser reserves the right
to cancel this order or any part thereof, without prejudice to its
other rights, and seller agrees that purchaser may return part or
all of any shipment so made and may charge seller with any loss
or expense sustained as a result of such failure to deliver or to
perform.
9. In the event any article, service, or process sold, delivered
and/or performed hereunder shall be covered by any patent,
copyright, or application for either seller will indemnify and save
harmless purchaser from any and all loss, cost or expenses on
account of any and all claims, suits, or judgments on account of
the use or sale of such article or the use of such service or process
in violation of rights under such patent, copyright, or application
for either.
10. In the event any article, service, or process sold and delivered
or sold and performed hereunder shall be defective in any respect
whatsoever, seller will indemnify and save harmless purchaser
from all loss or the payment of all sums of money by reason of
all accidents, injuries or damages to persons or property that may
happen or occur in connection with the use or sale of such
Rev. 11.11.13
12. Purchaser reserves the right to place in sellers plant, at
purchaser’s expense an inspector or inspectors who shall be
permitted to inspect before shipment, or during the process of
manufacture, any material on this order.
13. Seller agrees not to release any advertising copy mentioning
purchaser or quoting the opinion of any of purchaser’s
employees.
14. Seller represents and warrants that no Federal or State statute
or regulation or municipal ordinance, has been or will be violated
in the manufacturing, sale and delivery of any article or service
sold and delivered hereunder and if such violation has or does
occur, seller will indemnify and save harmless purchaser from all
loss, penalties, or the payment of all sums of money on account
of such violation.
15. Unless this contract is exempt there from under the rules and
regulations of the President’s Committee on Equal Employment
Opportunity, the contract provisions of Section 301 of the
Executive Order No. 10925, dated March 6, 1961, and any
subsequent changes thereto are to the extent they may be
applicable made a part of this contract by reference.
16. Any contractors supplying both services and materials shall
pay all sales or use taxes on materials so furnished and shall
indemnify and save harmless purchaser from any damages, costs,
expenses or penalties on account of such taxes.
17. Purchaser may at any time insist upon strict compliance with
these terms and conditions notwithstanding any previous custom,
practice or course of dealing to the contrary.
18. The terms and conditions of sale as stated in this order govern
in event of conflict with any terms of seller’s proposal, and are
not subject to change by reason of any written or verbal
statements by seller or by any terms stated in seller’s
acknowledgment unless same be accepted in writing by the City
of Charlotte.
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EXHIBIT B – STATE/COUNTY SALES/USE TAX STATEMENT
PROJECT:
CONTRACTOR/
SUBCONTRACTOR:
PERIOD COVERED:
Invoice
No.
Invoice
Date
PAGE:
Vendor Name
Subtotal (Page 1)
Vendor
#
Amount
Before
Taxes
NC
Tax
of
Total
Invoice
Amount
County
Tax
$
$
$
$
$
$
$
$
Plus total cost of material withdrawn from our
warehouse stock
Grand Total
I certify that the above listed vendors were paid sales tax upon purchases of building material during
the period covered by the construction estimate, and the property upon which such taxes were paid
with or will be used in the performance of this contract. No tax on purchases of tangible personal
property purchased by such contractors for use in performing the contract which does not annex to,
affix to, or in some manner become a part of the project, building, structure or repairs included in the
above list.
Signed: __________________________________________Date: __________________________
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County
Paid