Electrical Supplies

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
Posted Date: Jul 23, 2020
Due Date: Aug 4, 2020
Solicitation No: UIFB R-BB-20026-2
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
UIFB R-BB-20026-2
  • Electrical Supplies
  • Status: Open
  • Time Left:11 days, 16 hours
  • Closing: 8/4/20 2:00 PM
  • Issued: 7/15/20 11:00 AM
  • Last Amended: 7/23/20
  • Buyer:Brian Burtner
  • burtneba@pwcs.edu
  • 703-791-8736

  • Issued By:Prince William County Schools
  • Type:Unsealed Invitation for Bids (UIFB)
  • Category:Supplies - Non-Technology
  • Work Location: 14800 Joplin Road Manassas, VA 20112
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:Electrical Supplies - Warehouse Stock
  • Amendment/Cancellation Information:Addendum 1 is attached.

Attachments
Attachment Size Description Posted On Type
Electrical Supplies - Warehouse Stock - R-BB-20026.pdf (565.15 KB) Invitation for Bid 07/15/20 Solicitation
Addendum 1 - Electrical Supplies - R-BB-20026.pdf (151.48 KB) Addendum 1 07/23/20 Solicitation

Attachment Preview

UNSEALED INVITATION FOR BID
ISSUE DATE: July 15, 2020
IFB #: R-BB-20026
TITLE: Electrical Supplies Warehouse Stock
Bids will be received until August 4, 2020 at 2:00 p.m. Electronic bids will be accepted.
Any Changes and/or Addenda to this solicitation will be posted on the PWCS Web site at
http://purchasing.departments.pwcs.edu/. Bidders are responsible for checking this Web site prior to bid
submission. Failure to acknowledge all addenda may result in declaration of your bid as non-responsive.
All inquiries for information regarding Bid Submission requirements or Procurement Procedures should be
directed to:
Brian Burtner, CPPB, VCO, Buyer
Phone: (703) 791.8736, Fax: (703) 791.8610, E-Mail: burtneba@pwcs.edu
BIDS MUST BE SUBMITTED VIA EMAIL ONLY: Due to COVID-19, all be bids must be submitted
electronically via email to the following address at purchasing@pwcs.edu. In addition, the email address of the
buyer administering this solicitation is required (burtneba@pwcs.edu).
In the subject of the email, you must insert the solicitation number and title of the bid. The Purchasing Office will
be retrieving the bids from a shared email box from the shared email address listed above. Failure to provide the
submission as instructed may be cause for rejecting the bid submitted.
PWCS does not discriminate against faith-based organizations in accordance with the Code of Virginia, Section
2.2-4343.1 or against any Bidder or Offeror because of race, religion, color, sex, national origin, age, disability, or
any other basis prohibited by state law relating to discrimination in employment.
In Compliance with this Invitation For Bid and To All The Conditions Imposed Herein, The Undersigned Offers and
Agrees To Provide The Goods/Services At The Prices Indicated In The Pricing Schedule.
Name and Address of Firm:
Telephone:
Fax:
Date:
By:
Signature In Ink
Print/Type
Title
E-Mail Address:
TABLE OF CONTENTS
TITLE
PAGE NO.
PURPOSE ............................................................................................................................................. 1
BACKGROUND..................................................................................................................................... 1
PERIOD OF CONTRACT AND RENEWAL ........................................................................................... 1
CONTRACT ADMINISTRATOR/TECHNICAL POINT-OF-CONTACT................................................... 1
SCOPE OF CONTRACT ....................................................................................................................... 1
DELIVERY/HOURS OF OPERATION ................................................................................................... 1
SPECIAL TERMS AND CONDITIONS .................................................................................................. 2
Audit ........................................................................................................................................... 2
Availability of Funds .................................................................................................................... 2
Bid Prices ................................................................................................................................... 2
Brand Names Specified .............................................................................................................. 2
Extra Charges Not Allowed ......................................................................................................... 2
Insurance .................................................................................................................................... 2
Method of Ordering ..................................................................................................................... 3
Method of Payment..................................................................................................................... 3
Prices and Price Adjustments ..................................................................................................... 3
Product Information..................................................................................................................... 4
Quantities ................................................................................................................................... 4
Warranty ..................................................................................................................................... 4
GENERAL TERMS AND CONDITIONS ................................................................................................ 5
PRICING SCHEDULE ......................................................................................................................... 12
Bid Submittals .......................................................................................................................... 26
ATTACHMENTS:
CONTRACTOR DATA SHEET (ATTACHMENT A).............................................................................. 27
VENDOR INFORMATION FORM (ATTACHMENT B).......................................................................... 28
1. PURPOSE: The Purpose and Intent of this Unsealed Invitation for Bid is to establish a firm, fixed,
delivered unit price requirements contract with one (1) or more qualified source(s) for the procurement
of Electrical Supplies for our Warehouse Stock and for Prince William County Public Schools, herein
referred to as PWCS, in accordance with the specifications, terms and conditions stated herein.
2. BACKGROUND: Prince William County Public Schools is located 35 miles southwest of Washington,
D.C. and 80 miles north of Richmond, Virginia. The county encompasses 348 square miles and
stretches from the Potomac River to the Bull Run Mountains.
PWCS enrollment on September 30, 2019 was 91,524 pupils, making it the second largest of 138
school divisions in the Commonwealth of Virginia. The school division is growing at the rate of more
than 1,000 students per year. There are currently 61 elementary schools, 16 middle schools, 12 high
schools, 3 traditional schools, 1 non-traditional school, 1 special education school and 1 preschool.
3. PERIOD OF CONTRACT AND RENEWAL: The initial term of this contract shall be from December 1,
2020 to November 30, 2025, with the option to renew for two (2) additional two-year periods, two years
at a time, upon mutual written consent of the parties to the contract. Proposed prices shall remain firm
for the initial term of the contract. Refer to Prices and Price Adjustments in the Special Terms and
Conditions
4. CONTRACT ADMINISTRATOR/TECHNICAL POINT-OF-CONTACT: The following employees of
PWCS are identified to use all powers under the contract to enforce its faithful performance:
4.1. CONTRACT ADMINISTRATOR: As the Contract Administrator, the following individual, or his
designee, shall serve as the interpreter of the conditions of the contract and shall use all powers
under the contract to enforce its faithful performance.
Brian Burtner, Buyer, 703.791.8736, burtneba@pwcs.edu
4.2. TECHINICAL-POINT-OF-CONTACT: The following individual shall work directly with the
Contractor in scheduling and coordinating work, answering questions in connection with the scope
of work, and providing general direction under the resulting contract:
Charles Barr, Warehouse Chief, 703.791.7213, barrcf@pwcs.edu
5. SCOPE OF CONTRACT: This is a Requirements” contract(s) to provide a ready source(s) for the
procurement of various Electrical Supplies for Warehouse Stock and for all PWCS requirements on an
“as needed” basis. The resulting contract(s) will be used as the primary source(s) for the items listed
herein and indicated in the Pricing Schedule. No minimum order shall be allowable.
6. DELIVERY/HOURS OF OPERATIONS:
6.1. Delivery for all items under this contract shall be made within fifteen (15) calendar days or sooner,
after receipt of order (ARO).
6.2. Hours of Operation: Deliveries for items under this contract will be made to the PWCS Central
Receiving Warehouse, 14800 Joplin Road, Manassas, Virginia 20112. Deliveries must be made
between the hours of 7:15 a.m. to 12:00 p.m. and 1:00 p.m. to 3:45 p.m. on a regular PWCS
business day, unless other arrangements have been made by the purchase order originator.
PWCS may authorize the Contractor to make arrangements to expedite delivery for a critical item
through air freight, UPS, transit bus or other, on an exception basis. The cost of special shipping
will be borne by PWCS. By no means shall the price for the item be increased for this
service.
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7. SPECIAL TERMS AND CONDITIONS:
7.1. AUDIT: The Contractor shall retain all books, records, and other documents relative to this
contract for five (5) years after final payment, or until audited by PWCPS, whichever is sooner.
PWCPS, its authorized agents shall have full access to and the right to examine any of said
material during said period.
7.2. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that PWCS
shall be bound hereunder only to the extent of the funds available or which may hereafter become
available for the purpose of this contract.
7.3. BID PRICES: Bid prices shall be in the form of a firm-fixed delivered unit price for each item during
the contract period. All bid prices shall be for the complete delivery to PWCS. However, “across
the board” price decreases are subject to implementation at any time and shall be immediately
conveyed to PWCS.
7.4. BRAND NAMES SPECIFIED: Where indicated, brand names specified contained in the Pricing
Schedule, indicates the specific brand name acceptable. Substitute products shall not be
accepted. Bids for other than Brand Name Specified where indicated will be considered non-
responsive.
7.5. EXTRA CHARGES NOT ALLOWED: The bid prices shall be for the complete delivery ready for
PWCS use and shall include all applicable freight charges; extra charges will not be allowed for
shipment to multiple locations.
7.6. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the Bidder
certifies that if awarded the contract, it will have the following insurance coverage at the time the
work commences. Additionally, the Bidder agrees to maintain the required coverage during the
entire term of the contract and that all insurance policies will be issued by insurance companies
authorized by the Virginia State Corporation Commission. Additionally, the Bidder agrees to
furnish evidence of insurance in the form of an Acord 25 Certificate of Insurance within ten (10)
days of notice of award. During the period of the contract, PWCS reserves the right to require the
Contractor to furnish certificates of insurance for the coverage required by PWCS and the
Commonwealth of Virginia as indicated below:
7.6.1. Worker's Compensation - Statutory requirements and benefits.
7.6.2. Employer’s Liability - $100,000.
7.6.3. Commercial General Liability - 1,000,000 combined single limit coverage with $2,000,000
general aggregate covering all premises and operations and including Personal Injury,
Completed Operations, Contractual Liability, and where applicable to the project (as
determined by PWCS), Products and Independent Contractors. The general aggregate
limit shall apply to this project. Prince William County School Board is to be included
as an additional insured with respect to the goods being provided.
7.6.4. Automobile Liability - $1,000,000 combined single limit per occurrence. The Prince William
County School Board is to be included as an additional insured with respect to the services
being provided.
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7.7. METHOD OF ORDERING: Prince William County Schools (PWCS) may use three (3) different
methods of placing orders from the final contract: Delivery Orders (DO’s), Purchase Orders (PC’s,
PD’s and CT’s), and approved PWCS procurement cards (encouraged).
7.7.1. P-CARD OR SUA PAYMENT METHODS: PWCS is expressly permitted to pay vendors for
any or all goods, services, or construction under the contract through either a procurement
card (“p-card”) or a Single Use Account(“SUA”) method of payment, if the contractor
accepts the noted payment method. In that event, PWCS reserves the right to pay any or
all amounts due under the contract by using either a p-card (except when a purchase order
is required) or a SUA method of payment, and the contractor must accept the PWCSp-
card or a SUA method of payment, as applicable. Under this paragraph, contractor is
prohibited from charging or requiring PWCS to pay any fee, charge, price, or other
obligation for any reason related to or associated with the PWCS use of either a p-card or
a SUA method of payment. The Procurement and/or Single Use Card is currently a Master
Card. Contractors are encouraged to accept this method of order and payment.
7.7.2. Contractors willing to accept PWCS procurement cards should check the box on the
Pricing Schedule (Reference Page 26) for acceptance.
7.8. METHOD OF PAYMENT: The Contractor shall be paid on the basis of invoices submitted, to be
paid net thirty (30) days from receipt and approval by an authorized PWCS office, upon
satisfactory completion of delivery. Payment shall be made after satisfactory performance of the
contract in accordance with all other provisions thereof and upon receipt of a properly completed
invoice. The PWCS School Board reserves the right to withhold any or all payments or portions
thereof for Contractor’s failure to perform in accordance with the provisions of the contract or any
modifications thereto. Invoices shall be sent to the PWCS purchase order originator from food
Services.
7.9. PRICES AND PRICE ADJUSTMENT:
7.9.1. All unit prices shall be of a firm-fixed F.O.B. Destination pricing and shall include all
charges that may be imposed in fulfilling the terms of the contract. Prices shall include all
direct and indirect costs such as travel, insurance, profit and overhead.
7.9.2. The Contractor agrees that for firm fixed price contracts, prices shall remain firm for 365
days. If the price is increased after 365 days, the firm fixed unit price(s) may be increased
only upon approval of a written request to the Purchasing Office. Upon receipt of the
Contractor’s request, PWCS shall make determination to approve or adjust the requested
price increase based upon its investigations and the information provided by the
Contractor. Any price adjustment agreed to shall take place only in accordance with the
schedule defined above.
7.9.3. The request for a change to the firm fixed price(s) shall include as a minimum, 1) the cause
for the adjustment; 2) proposed effective date; and, 3) the amount of the change requested
adjustment (i.e., appropriate Bureau of Labor Statistics Index, change in manufacturer’s
price, etc.). Circumstances outlines above must be fully documented.
7.9.4. The request must be received at least 30 days prior to the effective date and shall become
effective only upon approval by the Supervisor of Purchasing. The increased contract unit
price shall not apply to orders received by the Contractor prior to the effective date of the
approved increased contract unit price. Orders placed via PWCS Purchase Order
(PD/DO), shall be considered to have been received by the Contractor after the fifth (5th)
calendar day following the date of issuance. The Supervisor of Purchasing may cancel,
without liability to either party, any portion of the contract affected by the requested
increase and any materials, supplies or services undelivered at the time of such
cancellation.
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