Voter Registrar Office Tenant Upfit HVAC Equipment

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date: Apr 6, 2020
Due Date: Apr 13, 2020
Solicitation No: RFQ 2020-04133-116-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFQ 2020-04133-116-1
  • Voter Registrar Office Tenant Upfit HVAC Equipment
  • Status: Open
  • Time Left:6 days, 17 hours
  • Closing: 4/13/20 3:00 PM
  • Issued: 4/6/20 3:42 PM
  • Last Amended:
  • Buyer:Lisa Thomas
  • lthomas@albemarle.org
  • 434-296-5854

  • Issued By:Albemarle County
  • Type:Request for Quotes (RFQ)
  • Category:Equipment - Non-Technology
  • Work Location: Albemarle County
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:Voter Registrar Office Tenant Upfit HVAC Equipment

Attachments
Attachment Size Description Posted On Type
RFQ 2020-04133-116 Voter Registrar Office Tenant Upfit HVAC Equipment.pdf (179.32 KB) RFQ 2020-04133-116 04/06/20 Solicitation

Attachment Preview

REQUEST FOR QUOTATIONS
(RFQ)
Issue Date: April 6, 2020
RFQ# 2020-04133-116
Title: Voter Registrar Office Tenant Upfit Equipment- HVAC Equipment
Issuing Agency: County of Albemarle
Purchasing Division
401 McIntire Road, Suite 248
Charlottesville, VA 22902
Using Department/Division and/or location where work will be performed: County of Albemarle, Facilities Planning and
Construction Division
Request for Quotations will be received until 3:00 PM EST on April 13, 2020 for furnishing the Goods/Services described
herein.
All inquiries for information should be directed to: Walter Harris, Senior Project Manager Phone: 434-872-4501 Ext:3421
QUOTATIONS (EMAIL SUBMISSION ONLY) ARE TO BE EMAILED ONLY TO: wharris@albemarle.org
In compliance with this Request for Quotation and to all the conditions imposed therein, the undersigned offers and agrees to
furnish the Goods/Services at the price(s) indicated herein.
By my signature on this solicitation, I certify that this firm/individual and subcontractor is properly licensed for providing the
goods/services specified.
Name and Address of Firm:
_____________________________________________
_____________________________________________
__________________________Zip Code:___________
Telephone Number: (___)________________________
Fax Number: (___) ___________________________ _
E-mail Address: ________________________________
Virginia Contractor License No. __________________
Date: ________________________________________
By: _________________________________________
(Signature In Ink)
Name: ________________________________________
(Please Print)
Title: _________________________________________
I have the authority to bind the corporation.
Class: __________ Specialty Codes: ________________
SMALL, WOMAN, MINORITY AND SERVICE DISABLED VETERAN-OWNED BUSINESS: YES;
NO
IF YES ⇒⇒ SMALL; WOMAN; MINORITY; SERVICE DISABLED VETERAN-OWNED
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 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.
RFQ: 2020-04133-116
(2/2020)
Page 1 of 12
TABLE OF CONTENTS FOR RFQ# 2020-04133-116
I. PURPOSE
II. COMPETITION INTENDED
III. SCOPE OF WORK/SPECIFICATIONS
IV. QUOTE SUBMISSION INSTRUCTIONS
V. EVALUATION AND AWARD
VI. PRE-QUOTE CONFERENCE
VII. GENERAL TERMS AND CONDITIONS
VIII. SPECIFIC TERMS AND CONDITIONS
IX. METHOD OF PAYMENT
X. QUOTATION FORM
XI. ATTACHMENTS
PAGE
3
3
3
3
4
4
4
4
5
5
6
RFQ: 2020-04133-116
(2/2020)
Page 2 of 12
I.
PURPOSE: The County of Albemarle is soliciting quotations from qualified vendors to furnish and deliver the
specified HVAC equipment per the Voter Registrar’s Office Tenant Upfit plans and specifications dated March 25,
2020.
II.
COMPETITION INTENDED: It is the County’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,
or otherwise restrict competition. All comments, questions, or requests for clarification, including any notification
regarding restrictions to competition, must be received by the Purchasing Agent not later than seven (7) days prior to
the date set for bids to close. Bidders may not rely on any oral explanations, clarifications, or changes to the
solicitation. All explanations, clarifications, or changes will be issued in written form as detailed below. The [County]
or {School Board] will not be bound by any oral statements.
All inquiries and any changes to the requirements of this solicitation shall be answered by issue of written addenda to
the solicitation. It shall be the responsibility of the Bidder to acknowledge all addenda by signing and returning a
copy of all addenda with the quote submission or by separate acknowledgement of each addendum by number and
date, in writing. Offerors are advised to contact this office to confirm the number of addenda before the date established
for bid opening. All addenda will be issued in a timely manner to allow sufficient time prior to due date of the quotes.
III. SCOPE OF WORK/DESCRIPTION OF ITEM: The contractor shall:
A. The Scope of Work: The contractor shall furnish each of the following items as specified on the attached plans
and specifications, to include but not limited to:
a. (4) Four Packaged Rooftop Units with Electric Heat
b. (1) One Split System (both Indoor and Outdoor Units)
c. (4) Four Exhaust Fan Units
d. (1) One Electric Unit Heater
e. (2) Two Packaged Rooftop Units with Gas Heat
B. The contractor shall coordinate the delivery of the items with the County of Albemarle’s selected General
Contractor. The installation date of the equipment is To Be Determined (by the General Contractor) and delivery
should take place before June 30, 2020.
C. This contract will be responsible for all manufacturer warranties and start-ups per the attached specifications.
D. All quotes should meet the criteria per the specifications and plans attached.
IV. QUOTE SUBMISSION INSTRUCTIONS:
A. Quotes shall be received by the date and time specified herein; late quotes may not be considered. Quotes must
be provided by submission on the County forms and shall include acceptance of all County Terms and
Conditions, expressly stated herein or incorporated by reference. Quote submission must include fully executed
[Attachments A through E] along with narrative response to any technical factors listed in VI. B, below.
B. Quotes must be received by email no later than the date and time established herein or as modified by an
addendum hereto. Regardless of the method of delivery, it shall be the Bidder’s responsibility to ensure timely
and accurate delivery. Bids delivered to the wrong location or received in the specified location late will not be
considered.
C. Ownership of all data, materials, and documentation originated and prepared for the County pursuant to the
RFQ shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia
Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be
subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke
the protections of Virginia Code 2.2-4342(F), in writing, either before or at the time the data or other material
is submitted. The written notice must specifically identify the data or materials to be protected and state the
reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by
some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or
paragraphs that constitute trade secret or proprietary information. The classification of an entire quote
document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable.
RFQ: 2020-04133-116
(2/2020)
Page 3 of 12
D. All costs of proposal preparation and presentation shall be borne by each offeror. The County is not liable for
any cost incurred by the offeror prior to issuance of a contract.
E. AUTHORITY TO TRANSACT BUSINESS: Pursuant to Virginia Code § 2.2-4311.2 and in accordance with
Title 13.1, Title 50, or as otherwise required by law, a contractor organized as a stock or nonstock corporation,
limited liability company, business trust, or limited partnership or registered as a registered limited liability
partnership shall be authorized by the State Corporation Commission to transact business in the
Commonwealth as a domestic or foreign business entity and shall maintain registration as current throughout
the life of the awarded contract. Attachment C applies, an executed copy of which shall be included with your
quote submission.
V.
EVALUATION AND CONTRACT AWARD:
A. Timely received quotes will be evaluated in accordance with the criteria set forth below.
B. Basis for Contract Award: The Contract, if awarded, will be awarded to the lowest responsive and responsible
offeror, provided the offered quote is reasonable and is in the best interest of the County to accept it and subject
to the County's right to reject any and all offers and to waive an informality in the offer. Attachment A, Quotation
Form may contain a multi-part Line Items and may be awarded to a single Offeror a lump-sum price or may be
based on award at the line item level to more than one Offeror, as determined to be in the County’s best interest.
In the event that the Total Evaluated Quotation from the lowest responsible bidder exceeds available funds, the
County may negotiate the Total Evaluated Quotation amount with the apparent low Offeror to obtain a contract
price within available funds, pursuant to §2.2-4318 of the Code of Virginia and Section 12(c) herein.
C. THE CONTRACT: The successful Offeror(s) shall be issued a County Prepared Purchase Order (PO) or may be
awarded a contract in such form, terms and conditions if found at Attachment H hereto. A County PO must be
accepted by the awardee or, when used in lieu of a PO, the County contract shall be signed by the parties
as a requirement to receive an award pursuant to this solicitation. Any Offeror that requires, as policy of the
Offeror, certain terms and conditions to be included in the contract shall provide such with the written proposal
submission. Albemarle County Terms and Conditions shall take precedence over any conflicting Offeror terms
and conditions. The County reserves the right to make multiple awards to multiple contractors, including awards
at line item pricing levels, as determined to be to the best advantage to the County.
VI. PRE-QUOTE CONFERENCE: No pre-quote conference is scheduled for this solicitation.
VII. GENERAL TERMS AND CONDITIONS:
A. Refer to the General Terms and conditions located online at
http://www.albemarle.org/deptforms.asp?department=purchasing.
VIII. SPECIFIC TERMS AND CONDITIONS:
A. 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 the County of Albemarle, whichever is sooner. The agency, its
authorized agents, and/or the County of Albemarle shall have full access to and the right to examine any of said
materials during the said period.
B. AWARD TO MULTIPLE OFFERORS: The County of Albemarle reserves the right to make multiple awards as
a result of this solicitation. The award(s) will be made to the Offeror(s) meeting the requirements of the
solicitation. The County of Albemarle reserves the right to conduct any tests it may deem advisable and to make
all evaluations. The County of Albemarle also reserves the right to reject any or all offers, in whole or in part, to
waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of
the procuring public body to be in its best interest.
C. CONTRACTOR LICENSE REQUIREMENTS: State statutes and regulatory agencies require that some firms
be properly registered and licensed, or hold a permit, prior to performing specific types of services. If firms
provide removal, repair, improvement, renovation or construction-type services they, or a qualified individual
employed by the firm, must possess and maintain an appropriate State of Virginia Class A, B, or C Contractor
RFQ: 2020-04133-116
(2/2020)
Page 4 of 12
License (as required by applicable regulations and value of services to be performed) for the duration of the
Agreement. It is the firm’s responsibility to comply with the rules and regulations issued by the appropriate State
regulatory agencies. A copy of the license must be furnished upon request to the County of Albemarle
D. CONTRACTOR’S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the
contractor or by any subcontractor subject to any chattel mortgage or under a conditional sales or other agreement
by which an interest is retained by the seller. The contractor warrants that he has clear title to all materials and
supplies for which he invoices for payment
E. DELIVERY AND STORAGE: It shall be the responsibility of the contractor to make all arrangements for
delivery, unloading, receiving and storing materials in the building during installation. The owner will not assume
any responsibility for receiving these shipments. Contractor shall check with the owner and make necessary
arrangements for security and storage space in the building during installation.
F. DELIVERY NOTIFICATION: Selected Vendor must speak with Walter Harris or Proxy prior to delivery.
The Agency shall be notified 48 hours prior to delivery of any items so that personnel may be available to allow
access to the building and verify items received. Notification shall be made to:
_ Walter Harris________________
Name
540-718-0780_
Phone
G. ERROR IN EXTENSION OF PRICES: In the case of error in the extension of prices the unit price shall govern.
H. INSPECTION OF JOB SITE: The vendor is responsible for thorough examination of the documents and the
project site prior to offering. Contractors will not be allowed extra compensation for conditions which could have
been determined by examination of the documents and/or the site prior to submission of offers.
I. NEW EQUIPMENT: Unless otherwise noted any equipment offers shall be new, unused, of current production
and standard to the manufacturer. Where any part or nominal appurtenances of equipment are not described it
shall be understood that all equipment and appurtenances standard to or recommended by the manufacturer for
complete and safe use shall be included as part of this offer.
J. ORDERING OPTION: The County of Albemarle, may during the first sixty (60) days after this contract is
awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit
price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed
100% of the quantity originally stated in the contract.
K. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the contractor shall supply at
offered prices actual quantities as ordered, regardless of whether such total quantities are more or less than those
shown.
L. MSDS: A Safety Data Sheet is required for all chemicals proposed to be furnished as a result of this bid. The
SDS must; list all ingredients which constitute more than 1% of the product (.1% for known or suspected
carcinogens); identify the product by common or chemical name; provide physical and chemical characteristics
of any hazardous components; list any known acute or chronic health effects; specify exposure limits,
precautionary measures, and emergency and first aid procedures.
IX. METHOD OF PAYMENT: Payments will be made in full net 30 days after delivery.
X.
QUOTATION FORM: Offeror shall include pricing and delivery information on ATTACHMENT A,
QUOTATION FORM.
RFQ: 2020-04133-116
(2/2020)
Page 5 of 12

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

See Also

QQ-EVA001_QQ235228 Term Contract - Hobart Kitchen Equipment Inspection , Maintenance, Repair Small Business

State Government of Virginia

Bid Due: 6/09/2020

IFB 618-010-1 Maintenance & Repairs Status: Open Time Left:17 days Closing: 6/18/20 12:00

State Government of Virginia

Bid Due: 6/18/2020

IFB 3772-4 IFB 155938 On-Call Emergency Soil Repair Status: Open Time Left:13 days,

State Government of Virginia

Bid Due: 6/15/2020

IFB 3772-3 IFB 155938 On-Call Emergency Soil Repair Status: Open Time Left:9 days,

State Government of Virginia

Bid Due: 6/03/2020