SEALED INVITATION FOR BIDS
Conversion of Electric Library Shelving System to Manual Operation
Norfolk State University
H.B. Wilson Hall
700 Park Avenue – Suite 150
Norfolk, Virginia 23504
Initial Period of Contract: From date of award through August 15, 2020
Sealed bids will be received until Friday, February 28, 2020 at 2:00 p.m. for furnishing the Goods/Services described herein
and then opened in public.
All Inquiries for Information Should Be Directed To: Yvonne Cash, VCA, Sr. Contracts Officer, at 757-823-2597 or
All written inquiries are to be received by 5:00 p.m. on February 14, 2020
IF BIDS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF BIDS ARE HAND DELIVERED, THEN DELIVER
TO: Norfolk State University, H.B. Wilson Hall, Procurement Services; 700 Park Ave, Suite 150, Norfolk, VA 23504.
In compliance with this Invitation for Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers
and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the
undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct,
Virginia Contractor License No.
Name and Address of Firm:
DSBSD-certified Small Business No.
eVA Vendor ID or DUNS#:
(Signature in Ink)
PRE-BID CONFERENCE: An Optional Pre-Bid Conference will be held on Tuesday, February 11, 2020 at 10:00 a.m. in the
Library Building located at 700 Park Avenue, Norfolk, VA 23504. 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.
While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are
encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued
in a written addendum to the solicitation.
If ADA accommodations are needed, please contact Yvonne Cash at 757-823-2597 by February 7, 2020.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or
against a bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation,
or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may
request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and
explain why an exception should be made in that invitation to bid or request for proposal.
TABLE OF CONTENTS
III. SCOPE OF WORK:
IV. GENERAL TERMS AND CONDITIONS:
V. SPECIAL TERMS AND CONDITIONS
VI. METHOD OF PAYMENT:
VII. BID EVALUATION PROCEDURE:
ATTACHMENT A – VENDOR DATA SHEET
ATTACHMENT B - CONFLICT OF INTEREST STATEMENT
ATTACHMENT C – STATE CORPORATE COMMISSION FORM
ATTACHMENT D – SMALL BUSINESS SUBCONTRACTING PLAN
ATTACHMENT E – PRICING SCHEDULE
ATTACHMENT F – QUESTION SUBMISSION FORM
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The intent and purpose of this Invitation for Bids is to solicit bids from certified Burroughs service providers to
convert the electric shelving system to manual operation in the library on the campus of Norfolk State
University (herein referred to as the University), an agency of the Commonwealth of Virginia.
Norfolk State University is a public, urban, comprehensive university offering programs at the
undergraduate and graduate levels. Founded in 1935, Norfolk State University espouses the tradition of
service to its students, its alumni, the academy, the Commonwealth of Virginia, the nation, and the world.
To this end, Norfolk State University is committed to the following ideals:
High-quality academic preparation of its students so that they will contribute to a global and rapidly
Broad involvement of its faculty in teaching, research, and scholarly activities to solve human problems
and create new knowledge and commerce for the common good.
Continued cultivation of a culture focused on concern for the aesthetic, social, economic, and
environmental welfare of fellow human beings.
Sustained efforts to develop and utilize rapidly advancing technologies for the education of its students
and the management of the university.
III. SCOPE OF WORK:
The contractor shall provide all labor, supervision, equipment, tools, materials and incidentals necessary to
convert electric shelving system to manual operation. All equipment, materials and installation work shall
comply with this specification and all applicable standards and codes effective at the writing of this
The University is seeking a contractor to convert its Borroughs electric mobile library shelving systems installed
in 2011 to manual operation. The contractor must be certified to service Aisle-Saver® System manufactured
by Burroughs Corporation.
Note: The shop drawings are trademark and will only be released to certified Burroughs service provider by
the manufacturer. Norfolk State University will not intervene in this process on behalf of any contractor.
A. SERVICE DURATION
All work must be completed and ready for use not later than August 15, 2020.
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B. CONTRACTOR RESPONSIBILITIES
1. Remove existing electric parts, including, but not limited to, wiring, carriage controls, control boxes
and overhead scissor arms.
2. Dispose of parts external to NSU campus.
3. Deliver, Install and Train in accordance with the specs herein.
4. Ensure style and color selection of all new items coordinate and match existing system.
5. Replace electric parts with new Borroughs mechanical components
a. Install new Synergy Mechanical Assist Conversion kit on each unit
b. Install new 16” 3 spoke handles on both sides of each unit
c. It shall be the responsibility of the contract to determine the total number of units and parts
needed for conversion of the system. Any omissions shall be corrected by the contractor, as
mutually agreed by both parties, at no cost to Norfolk State University.
6. Fully convert to single entry, hand crank operation.
7. It shall be the responsibility of the contractor to complete a thorough assessment of existing shelves
to determine if track conversion, update, etc. is necessary.
8. Present, review and install safety feature(s) for manual shelves.
9. Train Library staff on the operation of the new system.
a. four (4) hours of on-site instruction and training;
b. Operations/Safety Manual – 4 sets;
c. A minimum of twelve (12) hours of phone support during first 12 months following conversion
at no additional cost to Norfolk State University.
C. NORFOLK STATE UNIVERSITY RESPONSIBILITIES
1. Remove contents from shelves
Provide access to shelving system during normal business hours, which are Monday through Friday
7:00 a.m. to 7:00 p.m.
2. Work with service provider to determine the start date and location.
D. GENERAL REQUIREMENTS:
1. The contractor shall perform state criminal background checks on all employees who work on the
campus of Norfolk State University at the Contractor’s expense. The University reserves the right to
reject access without recourse from the successful contractor.
2. All employees of the contractor shall wear company uniforms, to designate their affiliation with their
employer, while performing services on the campus of Norfolk State University. In addition, while
working on the campus, all personnel shall wear a badge with, at minimum, their name, company,
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position title and picture. The University requires such identification for security purposes and access
may be prohibited if University personnel do not recognize the identification provided.
3. The contractor shall adhere to all University regulations.
4. The Contractor's trucks, trailers or other equipment shall be parked in parking lots and not in
roadways and must be clearly marked with safety cones or other warning devices to ensure that
the public is aware of their presence during operations related to landscaping and grounds
5. The Contractor's equipment shall not cause any hazards or dangers to the University’s
property, tenants, students, staff or other persons on University grounds. The Contractor’s
equipment shall not leak fuel or lubricants, produce excessive noise or noxious fumes, etc. The
Contractor shall not spill fuel or fuel equipment near storm drain inlets. Any spills shall be
immediately cleaned up in accordance with EPA specifications at no cost to the University.
6. The Contractor shall not shut down any equipment unless permission is obtained from University's
Contract Administrator or written designee for that building.
IV. GENERAL TERMS AND CONDITIONS:
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia
Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in
their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy
of the manual is normally available for review at the purchasing office and is accessible on the Internet at
www.dgs.virginia.gov/dps under “Manuals.”
B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be
brought in the courts of the Commonwealth. Norfolk State University and the Contractor are encouraged
to resolve any issues in controversy arising from the award of the contract or any contractual dispute using
Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are
described in Chapter 9 of the Vendors Manual. The Contractor shall comply with all applicable federal,
state and local laws, rules and regulations.
C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will
conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair
Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act,
the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA).
If the award is made to a faith-based organization, the organization shall not discriminate against any
recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's
religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color,
gender or national origin and shall be subject to the same rules as other organizations that contract with
public bodies to account for the use of the funds provided; however, if the faith-based organization
segregates public funds into separate accounts, only the accounts and programs funded with public funds
shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).
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