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IFB - Fauquier County

IFB - Fauquier County

8.4 Negotiations with

8.4 Negotiations with the Low Bidder: 8.4.1 In the event the low bid exceeds the construction estimate on file with the Procurement Division, prior to advertising, the Owner may elect to negotiate with the low bidder to try to effect a mutually agreeable price that can be funded with the approved funds that are available for the project. 8.4.2 In the event the owner elects to negotiate, the low Bidder will be notified in writing. Further, the low Bidder must agree to submit his work papers which document the cost of the elements making up the Bid. 8.4.3 The negotiations shall be conducted over a period not exceeding ten (10) consecutive calendar days and if agreement has not been reached, the negotiations will be terminated in writing by the Owner. Should some unusual circumstance dictate an extension of the period for negotiations, a reasonable extension may be made with mutual agreement of the Owner and the low Bidder. 8.5 Rejection of Bids: The Owner reserves the right to cancel the invitation for bids or to reject any and all bids when such rejection is in the interest of the Owner, and to reject the bid of a bidder who is not in a position to perform the contract. [See Section 2.2-4319, Code of Virginia (1950), as amended). 9.0 Instructions for Submitting Bids: 9.1 Examination of Contract Documents and Site: It is the responsibility of each Bidder before submitting a Bid to (a) examine the Contract Documents thoroughly, (b) visit the site to become familiar with local conditions that may affect cost, progress, performance or furnishing of the work, (c) consider federal, state and local laws and regulations that may affect cost, progress, performance or furnishing the work, and (d) study and carefully correlate bidder’s observations with the Contract Documents. No allowance will be made subsequently in this connection for failure to comply with the above. The General Contractor is responsible for seeing that all subcontractors comply with the above site visitation requirements. 9.2 Preparation of Bids: 9.2.1 All blank spaces for bid prices must be filled in, in ink or typed, in both words and figures, with the lump sum for which the bid is made. 9.2.2 Identification of Bid Envelope: The signed bid should be returned in a separate envelope or package, sealed and identified as follows: Licensed Class From: Name of Bidder Due Date Time Street or Box Number IFB No. City, State, Zip Code IFB Title VA Contractor License Number Specialty IFB# 98-13kh Fauquier High School Falcon Room Audio Visual Systems page 4 of 50

The envelope should be addressed as directed above. If a bid is not contained in an envelope and addressed as indicated above, the Bidder takes the risk that the envelope may be inadvertently opened and the information compromised which may cause the bid to be disqualified. 9.2.3 If forwarded by mail, the sealed envelope containing the proposal, marked as directed above, must be enclosed in another outside envelope addressed as specified in the bid form, preferably by registered mail. 9.2.4 Facsimile or Electronic Bids will not be accepted and will result in rejection of the bid. 9.3 Receipt and Opening of Bids: 9.3.1 Bids will be received until 3:00 p.m., June 17, 2013 in the Procurement Division, 320 Hospital Drive, Suite 23, 2nd Floor, Warrenton, VA, then be publicly opened and read aloud. An original and three (3) copies of the bids shall be submitted on the forms furnished. The original shall be signed in ink or typed. Erasures or other changes in a bid must be explained or noted over the signature of the bidder. Bids containing any conditions, omissions, unexplained erasures, alterations or items not called for in the proposal, or irregularities of any kind, may be rejected by the Owner. 9.3.2 Bids by corporations must be executed in the corporate name by the president or vice-president (other corporate officers may be required to provide evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or assistant secretary. The corporate address and state of incorporation must be shown below the signature. 9.3.3 Bids by partnerships must be executed in the partnership name and signed by a partner or other authorized person, whose title must appear under the signature and the official address of the partnership must be shown below the signature. 9.3.4 All names must be typed or printed below the signature. 9.3.5 The Bid shall contain an acknowledgment of receipt of all Addenda (the numbers of which must be filled in on the Bid Form). 9.3.6 It is the sole responsibility of the Bidder to assure that his bid is delivered to the place designed for receipt of bids and prior to the time set for receipt of bids. No bids received after the time designated for receipt of bids will be considered. Any Bid received after the scheduled bid opening time will be returned to Bidder unopened. 9.3.7 The Owner is not responsible for delays in the delivery of mail by the U.S. Postal Service or private couriers. It is the sole responsibility of the bidder to ensure that its proposal reaches the issuing office by the designated date and hour. 9.3.8 The Owner may consider informal any bid not complete or prepared and submitted in accordance with the provisions hereof, and may waive any informalities in, or reject any or all bids. 9.3.9 Any bid may be withdrawn prior to the scheduled time for opening of bid or any authorized postponement. Any bid received after the time, date and location specified will not be considered. IFB# 98-13kh Fauquier High School Falcon Room Audio Visual Systems page 5 of 50

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