Preservation of Land Books

Agency: City of Suffolk
State: Virginia
Type of Government: State & Local
Posted Date: Apr 24, 2024
Due Date: May 29, 2024
Solicitation No: Bid No. 24119-AG
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Bid Number: 24119-AG
Bid Title: Preservation of Land Books
Category: Purchasing Bid Board Posting
Status: Open

Description:

SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is to enter into an agreement with a qualified contractor to provide services for the preservation of land books for the Suffolk Circuit Court, City of Suffolk, in accordance with all specifications, terms, and conditions.

Publication Date/Time:
4/24/2024 12:00 AM
Closing Date/Time:
5/29/2024 3:00 PM
Pre-bid Meeting:
none
Contact Person:
Amy Gardner, NIGP-CPP, CPPB
Senior Buyer
(757)514-4015
agardner@suffolkva.us
Miscellaneous:

The contract period begins upon execution of the contract and goes through May 31, 2025.

The City reserves the option to renew this agreement for two (2) additional one-year periods ending May 31, 2027. Unless notified in writing thirty (30) days prior to the expiration date, the contract will automatically renew during these periods.

Related Documents:

Attachment Preview

INVITATION FOR BID
City of Suffolk
IFB#24119-AG
April 24, 2024
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434
Phone: (757) 514-7520 Fax: (757) 514-7524
https://www.suffolkva.us/Bids.aspx?CatID=17
Preservation of Land Books
SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is to enter into an agreement with a
qualified contractor to provide services for the preservation of land books for the Suffolk Circuit
Court, City of Suffolk, in accordance with all specifications, terms, and conditions.
Bid Due: 3:00 p.m., May 29, 2024
Contract Officer: ________Amy Gardner________________
Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us
The Senior Buyer, Amy Gardner, is the Contract Officer for the City of Suffolk with respect to this IFB. All
questions and/or comments should be directed to her at this email address: agardner@suffolkva.us. The
respondents to this IFB shall not contact, either directly or indirectly, any other employee or agent of the City
regarding this IFB. This prohibition shall also extend to the Suffolk City Council and other elected City officials.
Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning
bid must be in writing and received five (5) business days prior to the bid opening.
Sealed bids subject to the conditions and instructions contained herein, will be received at the
office of the Purchasing Agent listed above, until the time and date shown above (local prevailing
time), for furnishing the items or services described in the bid.
Company Name:
Address:
City / State / Zip:
Telephone:
FAX No.:
E-mail:
Print Name:
Title:
Signature:
Date:
-1-
In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the
signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the
opening, to furnish any or all of the items and/or services upon which prices are quoted, at the
price set opposite each item, to be delivered at the time and place specified herein. The above
signature certifies the bidder has read, understands, and agrees to all terms, conditions, and
requirements of this bid, and is authorized to contract on behalf of firm named above.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
BID OPENING
Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public
opening will be held May 29, 2024 at 3:00 PM (local prevailing time), in Suffolk City Hall, Room
1086, located at 442 W. Washington Street, Suffolk, VA 23434-5237.
SUBMITTALS
Bidder shall submit the entire IFB as their bid package.
Bids will not be accepted through EVA.
-2-
INVITATION FOR BID
Preservation of Land Books
Table of Contents
SECTION/TITLE
PURPOSE .......................................................................................................................... - 4 -
COMPETITION INTENDED................................................................................................ - 4 -
CONTRACT PERIOD ......................................................................................................... - 4 -
SCOPE OF SERVICES....................................................................................................... - 4 -
ADDITIONAL INSTRUCTIONS........................................................................................... - 9 -
CONTRACT TERMS AND CONDITIONS......................................................................... - 15 -
BID FORM ........................................................................................................................ - 22 -
REFERENCES ................................................................................................................. - 24 -
ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 25 -
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 26 -
EXCEPTION PAGE .......................................................................................................... - 28 -
INSURANCE REQUIREMENTS ....................................................................................... - 29 -
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PURPOSE
The intent of this Invitation for Bid (IFB) is to enter into an agreement with a qualified
contractor to provide services for the preservation of land books for the Suffolk Circuit
Court, City of Suffolk, 150 N. Main Street, Suffolk, VA 23434, in accordance with all
specifications, terms, and conditions.
Contractor must come on site to survey the books.
COMPETITION INTENDED
It is the City’s intent that this Invitation for Bid (IFB) permits competition. It shall be the
bidder’s responsibility to advise the Purchasing Agent in writing if any language
requirement, specification, etc., or any combination thereof, inadvertently restricts or limits
the requirements stated in this IFB to a single source. Such notification must be received
by the Purchasing Agent not later than five (5) business days prior to the date set for bids
to close.
CONTRACT PERIOD
The contract period begins upon execution of the contract and goes through May 31, 2025.
The City reserves the option to renew this agreement for two (2) additional one-year
periods ending May 31, 2027. Unless notified in writing thirty (30) days prior to the
expiration date, the contract will automatically renew during these periods.
Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve
(12) months. Any increase in rates shall be limited to the lesser of the Consumer Price
Index for all Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the
current 12 month period) or 3%. The City does not guarantee approval of any rate
increase. The City must be notified of any rate increases during the contract period.
SCOPE OF SERVICES
GUIDELINES FOR CONSERVATION CONTRACTORS
A. The Contractor must maintain a qualified staff, hold a membership with the
American Institute for Conservation of Historic and Artistic Works (AIC), and
adhere to the standards and ethics of the conservation field as defined by the AIC
in their published Code of Ethics and Guidelines for Practice. The City reserves
the right to request credentials documenting the abilities of the staff, including
resumes, records of prior employment, and/or any other applicable documentation.
The Contractor shall notify the City, in advance, of any replacement of staff. The
City will be provided with appropriate documentation of the credentials of such
staff.
B. The Contractor's conservation staff must be specifically proficient in the removal
of degraded laminate materials and the removal of degraded pressure sensitive
tape and other adhesives. Staff must also be proficient in 18th and 19th century
leather binding repair, including re-sewing, re-backing, and rebinding.
-4-
Encapsulation and post-binding of bound materials will be requested only for
extremely brittle materials, as determined by the Clerk of Court, and for previously
laminated materials.
C. Solvents and other supplies used in these treatments must be of laboratory-grade,
obtained from conservation and scientific lab suppliers.
D. The Clerk of Court or his designee, reserves the right to visit any facility used to
conduct conservation work, inspect equipment and materials used, as well as, to
observe staff at work. No facility, equipment, materials or staff may be used to
conduct work for grant-funded projects without the knowledge of the Clerk of Court.
E. All work may be inspected by Clerk staff or designee before it is returned to the
City. Clerk staff or designee will conduct quality control inspections and reserves
the right to return any work not meeting the standards of quality or completion
specified in the statement of work. The work must be corrected by the Contractor
at no additional charge. Failure of the Contractor to correct these discrepancies,
or to come to a mutually acceptable resolution within thirty (30) days after receiving
the returned materials, shall constitute default. Any extra transportation costs
resulting from such errors shall be paid by the Contractor.
F. The Clerk of Court or designee will determine the nature of the treatment required.
The Contractor shall not return work without performing the requested treatment,
nor perform other treatment not specifically requested without prior consent. For
example, if lamination removal or tape/adhesive removal is requested, this
treatment must be performed and completed to the satisfaction of the Clerk or
designee before any payment will be made for services provided. If it is determined
by the Contractor that the requested services cannot be performed, the items must
be returned as is, without any further treatment, and no remuneration may be
requested. No partial or incomplete treatment will be accepted or paid for unless
prior agreement is made in writing. No treatment may be performed or invoiced
that was not previously agreed to in a formal treatment proposal or subsequent
approved amendment.
G. A condition report and treatment proposal must be supplied by the Contractor for
each individual item prior to the commencement of work.
H. These documents must be in accordance with the applicable Scope of Services
provided by the Clerk of Court. The documents must be specific to the items to be
treated and must not contain generic verbiage or phrases that refer to possible
conditions that may or may not exist, such as “mold may be present”, or “may
require treatment for mold”.
I. Once work is completed, detailed, itemized and item-specific treatment reports
must be provided. Invoices must also be itemized to reflect every treatment
performed as documented in the treatment report.
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