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IFB - Fauquier County

IFB - Fauquier County

1.0 Scope and Conditions

1.0 Scope and Conditions of the Work: Contractor shall provide all resources required to provide and install a complete and operational audiovisual system(s) in the Fauquier High School Falcon Room per the attached specifications and drawings developed by Polysonics Acoustics and Consulting and dated May 7, 2013. The work shall be in accordance with the terms and conditions of this specification and in conformity with the designs, layouts, and descriptions shown on the drawings, sent and posted as a separate seven (7) page PDF. 2.0 This solicitation is issued by the Fauquier County Government and Public Schools Procurement Division on behalf of the Fauquier County School Board, a political subdivision of the Commonwealth of Virginia, herein referred to as “Owner”. 3.0 Mandatory Pre-Bid Conference: A mandatory pre-bid conference will be held at 10:00 a.m., June 6, 2013 at Fauquier High School, 705 Waterloo Road, Warrenton, VA 20186. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. Due to the importance of all Bidders having a clear understanding of the specifications and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a bid. Bids will only be accepted from those Bidders who are represented at this prebid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. Bring a copy of this solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation. Bidders shall park in the visitor spaces and report to the reception office near the main entrance facing Waterloo Road. Bidders shall stay in the office until all have arrived and Procurement and School personnel have arrived to escort them to the work location. 4.0 Time for Completion: The Contractor shall commence work under this contract within ten (10) calendar days of the date of “Notice to Proceed” and shall fully complete the work within sixty (60) calendar days from Notice to Proceed. 5.0 Bid Bond or Guarantee: Each bid shall be accompanied by a bid bond or guarantee of five percent (5%) of the amount of the bid, which shall be a certified check, cash escrow or a bid bond payable to the Treasurer of Fauquier County, Virginia. The sureties of all bonds shall be of such surety company or companies as are approved by the State Corporation Commission and authorized to transact business in the Commonwealth of Virginia. Such bid bond or check shall be submitted with the understanding that it shall guarantee that the Bidder will not withdraw such bid during the period of ninety (90) days following the opening of bids; that if such bid is accepted, the Bidder will accept and perform under the terms of the Invitation for Bid and purchase order or contract. The bid guarantee will be returned upon award of contract. 5.1 Performance and Payment Bonds: The successful Bidder shall deliver to the Procurement Division executed Performance and Labor and Material Payment Bonds, each in the sum of the contract amount, with the Fauquier County School Board as obligee. The surety shall be a surety company or companies approved by the State Corporation Commission to transact business in the Commonwealth of Virginia. No payment shall be due and payable to the Contractor, even if the contract has been performed in whole or in part, until the bonds have been delivered to and approved by the Procurement Division. 5.2 Power-of-attorney is required for all bond signatures. 6.0 Insurance Requirements: 6.1 By signing and submitting a bid under this solicitation, the Bidder certifies that if awarded the contract, it will have the insurance coverage specified on the Insurance Checklist at the time the work commences. The Bidder further certifies that the Contractor will maintain the IFB# 98-13kh Fauquier High School Falcon Room Audio Visual Systems page 2 of 50

specified coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. 6.2 During the period of the contract the Owner shall require the Contractor to furnish certificates of insurance for the coverage required with Fauquier County School Board endorsed as additional insured. 7.0 Contractor Registration: Bidders shall be licensed in the Commonwealth of Virginia in accordance with Chapter 11 of Title 54.1 of the Code of Virginia. 8.0 Evaluation and Award: 8.1 Bid Prices: Bids shall be made and signed on the Bid Form furnished to bidders. Bid prices shall be in the form of a firm fixed lump sum price. Price shall include ALL taxes, including sales and other taxes levied by all government agencies as relating to the project. 8.2 Award: The Contract, if awarded, will be awarded to the lowest responsive and responsible Bidder, if any, provided his bid is reasonable and it is in the best interest of the Owner to accept it and subject to the Owner’s right to reject any and all bids and to waive informality in the bids and in the bidding. The Bid Form contains a Base Bid price and Bid Alternate pricing. Determination of the lowest responsive and responsible Bidder, if any, will be based on the Base Bid amount not including any bid alternates. If awarded, the contract may include any or none of the bid alternate items, as determined by the Owner to be in their best interest. The Owner reserves the right to cancel the bid if sufficient competition, as determined by the Owner, has not been received. The Owner will re-bid at its discretion. 8.3 Qualification of Bidder: 8.3.1 Bidders shall be experienced in the provision of systems similar in complexity to those required for this project and shall provide documentation with their bid demonstrating the below minimum criteria: a. The primary business of the Contractor/Installer shall be the installation of audio systems. b. The Contractor shall have at least five (5) years’ experience with the specified equipment and systems. c. The Contractor shall be an authorized franchised dealer and service facility for the products furnished. d. The Contractor shall maintain a fully staffed installation crew and service crew for maintenance and installation of the specified system. e. The Contractor shall demonstrate that the installation staff consists of 50% CTS-I trained personnel and have at least one (1) CTS-D on staff. The Lead Installer shall have attended factory trained DSP and digital format classes for equipment specified in this solicitation. f. The AV Contractor shall be Crestron DM certified in design, installation and commissioning. g. Final Audiovisual System(s) shall be approved by the Owner’s Consultant. h. At the request of the Owner or Consultant, the Contractor shall demonstrate that he has adequate facilities and equipment for this work and adequate staff with the appropriate technical expertise and experience for this project. i. The Contractor shall list at least three (3) references where he is currently or within the past year has provided services similar to those requested herein. Provide name of reference, nature of business, address, contact name and telephone number, and a brief description and date of the service provided. IFB# 98-13kh Fauquier High School Falcon Room Audio Visual Systems page 3 of 50

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