BID - Portable Radios & Narrow Banding Services 2011

This document is a set of guidelines and requirements for contractors bidding on a project with the Virginia Beach City Public Schools (VBCPS). The document covers various aspects of the bidding process, including sample submission, equipment condition, invoices, payments, payments to subcontractors, warranty, and insurance requirements. Regarding samples, bidders are required to submit a descriptive memorandum invoice indicating if they desire the return of the samples and specifying the address for their return. If the samples are not used or made useless by tests, they will be held for comparison with deliveries. The VBCPS will not be responsible for any samples destroyed or mutilated during examination or testing. Bidders are responsible for removing the samples at their own expense, and if the samples are not removed within ten days after written notice, they will be regarded as abandoned and the VBCPS will have the right to dispose of them. The contractor is required to pass clear and unrestricted title to all equipment purchased under the contract to the VBCPS upon payment of the purchase price. The equipment must be approved by Underwriters Laboratories or a recognized equivalent certification agency. Equipment for trade-in must be dismantled and removed by the contractor at their own expense. The condition of the trade-in equipment should be the same as covered in the specifications, except for normal wear and tear. All equipment is represented "as is" and is available for inspection at the delivery point listed for new equipment. Invoices must be submitted promptly upon completion of the installation, delivery, and acceptance of the goods and services required under the contract. Invoices should only include costs identified in the executed VBCPS purchase order or subsequent change orders. Shipping costs are the contractor's responsibility unless specified in the purchase order or change orders. Invoices should provide information on the type and description of the goods or services, the IFB number, and the VBCPS purchase order number. Payment terms should be specified in the bid response and should not exceed thirty calendar days. Prompt payment discounts will be considered in the evaluation of bids. Payment of invoices will be certified promptly by the VBCPS for any item or service received in accordance with the specifications. The VBCPS reserves the right to make a claim for adjustment if an item or service is later found not to be in accordance with the bid conditions. Partial payments on a total order will only be made by special arrangement with the VBCPS. The contractor is required to make payments to all subcontractors within seven days of receiving payment from the VBCPS. If payment is not made as noted, the contractor must pay interest at a rate of one percent per month, unless otherwise provided in the contract. These payment requirements apply to each subcontract and lower-tier subcontractor. The contractor must provide their social security number or federal taxpayer identification number before any payment is made under the contract. The contractor guarantees against defective or faulty material or workmanship for at least one year from the date of acceptance. They must replace any affected unit or part without cost to the VBCPS if such faults develop during this period. The contractor is also responsible for protecting against damages to the building, equipment, or their own work, and for repairing any damages for which they are responsible. Any defective merchandise or service provided under the contract during the warranty period must be replaced by the contractor free of charge, with the understanding that the replacements carry the same guarantee as the original equipment or service. The contractor is required to have and maintain insurance that will protect them and the VBCPS from claims arising from the execution of work. The contractor must carry adequate insurance to protect the VBCPS from loss in case of accidents, fire, theft, etc. The contractor must also require their subcontractors to maintain the same insurance coverage. Liability insurance policies must be in "occurrence" form with no "sunset" provisions, unless the contractor provides evidence that "occurrence" coverage is unavailable or not feasible. The contractor must secure and maintain workers' compensation insurance and comprehensive general liability insurance, naming the VBCPS as an additional insured.