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OUR COMPANY SOLICITATION FOR BIDS __________________________________________________ (Project) PART I GENERAL TERMS AND
CONDITIONS 1. REQUIREMENTS 1.1. Pricing will be per
unit shown and charges will be totaled in the extension line of the bid form.
Unit prices shall govern in the event of extension errors. Bidder guarantees
the services and materials offered will meet or exceed specifications
identified in this solicitation. 1.2. Responses should be
submitted on the solicitation form. Responses must be properly marked and must be
delivered to the address on the solicitation before the hour and date specified
for the solicitation opening/closing. 1.3. Late responses will
not be considered under any circumstances and will be returned to the Bidder unopened. 1.4. Documentation
provided with the response should be complete and comprehensive. OUR COMPANY
will not be responsible for locating or securing information not included in
the response. Failure to furnish required documentation with the response may
result in the response being deemed incomplete and non-responsive, resulting in
rejection. OUR COMPANY will not be responsible for any expenses relating to
responses or development of documentation that may result from this solicitation. 1.5. The cost of all
materials provided by the bidder shall include the cost of delivery of those
materials to OUR COMPANY and, if applicable, the cost of retrieval of said
materials. 1.6. All prices shall remain
in effect for 30 days from solicitation response date unless otherwise stated
in the solicitation. Cash discount will not be considered in determining the
low response; however, all cash discounts offered will be taken if earned.
Price(s) shall not increase during the term of the purchase order or the agreement
unless otherwise stated in the specification. 1.7. Failure to sign the
solicitation will disqualify the response. The person signing the response
shall have authorization to bind the company in contract. Solicitation response
shall include Texas Identification Number (TIN), full firm name and address of
company. 1.8. Response cannot be
altered or amended after opening/closing time. Any alterations made before
opening/closing time should be initialed by Bidder or authorized agent.
Response may be withdrawn if requested in writing prior to the opening/closing
date and time. No response can be withdrawn after opening/closing time without
approval by OUR COMPANY based on a written, acceptable reason. 1.9. At the time of
opening/closing of negotiated solicitations, OUR COMPANY reserves the right to
disclose or not disclose the names of bidders and the prices offered at its
sole discretion. 1.10. Bids shall include
any sales or other taxes which may apply to services or materials purchased by
OUR COMPANY 1.11. OUR COMPANY
reserves the right to accept or reject all or any part of any response, waive
minor technicalities and make award to best serve the interests of OUR COMPANY.
OUR COMPANY reserves the right to reject any response not prepared and submitted
in accordance with the solicitation requirements. 1.12. Consistent and
continued tie response pricing may lead to rejection of the response by OUR
COMPANY and/or investigation for antitrust violations. 1.13. Facsimile (FAX)
responses may be submitted to the FAX number provided on the solicitation
unless otherwise stated. All FAX responses must be signed in space provided. OUR
COMPANY will not be responsible for failure of electronic equipment or operator
error. Responses that are late, illegible, incomplete or otherwise
non-responsive will not be considered. 1.14. It is the intent of
OUR COMPANY to purchase goods, equipment and services having the least adverse
environmental impact within the constraints of sound economical considerations.
1.15. OUR COMPANY is
committed to maintaining an alcohol- and drug-free workplace. Possession, use,
or being under the influence of alcohol or controlled substances by Bidder’s
employees while in the performance of any service is prohibited. Violation of
this requirement shall constitute grounds for cancellation of the purchase
order. Bidder’s employees shall comply with OUR COMPANY’s policy prohibiting
smoking in OUR COMPANY buildings. 1.16. All work by the Bidder
shall be performed between the hours of only on working days observed
by OUR COMPANY. Working days are usually Monday through Friday of each week. 2. MATERIALS CONDITION
AND SPECIFICATIONS 2.1. The materials
furnished or service performed shall be in accordance with the purchase
specifications. OUR COMPANY will decide all questions which may arise as to the
interpretation of the specifications and the quality, or acceptability of goods
furnished or work performed. OUR COMPANY will decide the manner of performance
and the rate of progress of the work and the acceptable fulfillment of the
service on the part of the Bidder. 2.2. Unless otherwise
specified, all items offered shall be new and in first class condition,
including shipping and storage containers. Verbal agreements to the contrary
will not be recognized. 2.5. OUR COMPANY will not
be bound by any oral statement or representation contrary to the written
specifications of this solicitation. All addenda to and interpretations of this
solicitation shall be in writing. Any addenda or interpretation that is not in
writing will not legally bind OUR COMPANY. 3.
TIE RESPONSES: Award will be made in accordance with the best interest of OUR
COMPANY. OUR COMPANY reserves the right to award the bid on the basis of the
bidders’ ability to perform as well as the most reasonable price. 4. PERFORMANCE 4.1. Response should show
number of hours or days required complete the service at OUR COMPANY’s
designated location under normal conditions. Unrealistic delivery promises may
cause response to be rejected. 4.2. If delay is
foreseen, Bidder shall give written notice to OUR COMPANY. OUR COMPANY has the
right to extend delivery date if reasons appear valid. Bidder shall keep OUR
COMPANY advised at all times of status of order. Except for Force Majeure,
weather or circumstances not within the control of Bidder, default in promised
performance or failure to meet specifications, authorizes OUR COMPANY to
purchase goods and/or services elsewhere 4.3. Services shall be performed
during normal working hours only, unless prior approval has been obtained from OUR
COMPANY or otherwise stated in solicitation. 5. AWARD OF PURCHASE
ORDER: A response to a solicitation is an offer to contract with OUR
COMPANY based upon the terms, conditions and specifications contained in the
solicitation. Responses do not become contracts unless and until they are accepted
through an authorized officer of OUR COMPANY by issuance of a purchase order. 6. PAYMENT:
Payment will be made within ________________ days. Bidder shall submit two
copies of a correct itemized invoice showing the purchase order number, payee
I.D., remit to address, and phone number on all copies. OUR COMPANY will incur
no penalty for late payment if payment is made in _________________ days or
less from receipt of services and a correct invoice, whichever is later. 7. PATENTS OR
COPYRIGHTS: The Bidder agrees to protect OUR COMPANY from claims involving
infringement of patent or copyrights. 8. BIDDER AFFIRMATION:
Signing this solicitation with a false statement is a material breach of
contract and shall void the submitted response or
any resulting contracts. By signature hereon affixed, the Bidder hereby
certifies that: 8.1. The Bidder has not
given, offered to give, nor intends to give at any time hereafter any economic
opportunity, future employment, gift, loan, gratuity,
special discount, trip, favor, or service to an officer or employee of OUR
COMPANY in connection with the submitted
response. 8.3.
Neither the Bidder nor the firm, corporation, partnership, or institution
represented by the Bidder, or anyone acting for such firm,
corporation or institution has violated the antitrust laws of this state, Texas
Business and Commerce Code, or the Federal Antitrust Laws 8.4. The Bidder has not
received compensation for participation in the preparation of the
specifications for this solicitation. 9. BIDDER
RESPONSIBILITIES 9.1. The Bidder shall
comply with all federal, state, and local laws, statutes, ordinances, rules and
regulations in any matter affecting the performance of the purchase order,
including if applicable, workers’ compensation laws, and licensing laws and
regulations. 9.2. The Bidder shall be
responsible and liable for the safety, injury, and health of its working
personnel while its employees are performing work for OUR COMPANY. The Bidder
shall be responsible for damage to OUR COMPANY’s building and grounds caused by
Bidder’s workmen or equipment. The Bidder shall be responsible for damage to OUR
COMPANY’s shipment arising from its work, its negligence in work, its
personnel, or its equipment as stipulated by the terms of this agreement. 9.3. The Bidder shall
provide all labor and equipment necessary to furnish the goods or perform the
service. All employees of the Bidder shall be a minimum of 18 years of age and
experienced in the type of work to be performed. No visitors, wives, husbands,
children or other relatives of the Bidder’s employees will be allowed on state
property during working hours, unless they are bona fide employees of the Bidder. 9.4. The Bidder shall at
all times have a minimum of one English-speaking
employee on the job. All employees shall be well groomed and appropriately
dressed when on OUR COMPANY property. 10. DAMAGE CLAIMS:
The Bidder shall defend, indemnify, and hold harmless OUR COMPANY, all of its
officers, agents and employees from and against all claims, actions, suits,
demands, proceedings costs, damages, and liabilities, arising out of, connected
with, or resulting from any acts or omissions of contractor or any agent,
employee, subcontractor, or supplier of contractor in the execution or
performance of this contract. 11. ABANDONMENT OR
DEFAULT: If the Bidder defaults on the purchase order, OUR COMPANY reserves
the right to cancel the purchase order without notice and either re-solicit or
re-award the purchase order to the next lowest responsive and responsible Bidder.
The defaulting Bidder will not be considered in the re-solicitation and may not
be considered in future solicitations for the same type of work unless the
specification or scope of work is significantly changed. PART II PURCHASE OF SERVICES -
TERMS AND CONDITIONS 1. SCOPE OF WORK:
If applicable to the service, OUR COMPANY recommends that the Bidder visit the
site and examine the space and/or equipment to be serviced. The Bidder shall
carefully examine these specifications and, if necessary, secure additional
information from OUR COMPANY which may be requisite to a clear and full
understanding of the work. 2. COMPETENCE OF BIDDER:
To be entitled to consideration, the Bidder shall have available, the
necessary organization and facilities to fulfill all the services required
under the purchase order. Only personnel trained in services of this type shall
be employed under and for the purchase order. Bidder shall obtain any
licenses/permits required for the performance of the service. 3. RIGHT TO AUDIT: OUR
COMPANY has the right to audit the Bidder's records pertaining to the service
during the hours of the normal workday. 4. CANCELLATION: The
purchase order may be cancelled, without penalty, by either party by providing
30 days written notice to the other party. Thereafter, OUR COMPANY shall pay
for any work actually performed and shall further pay a penalty for such
cancellation or postponement of work as governed by the terms stated in Part
III. 5. PAYMENT:
Payment will be made as follows – 5.1. Within 30 days from
receipt of a correct invoice or billing statement. OR 5.2. On a monthly basis as
agreed and within 30 days from receipt of a correct invoice or billing
statement. OR 5.3. As otherwise stated
in the specifications or on the solicitation document. 6. INSURANCE:
Prior to beginning work, the Bidder shall provide OUR COMPANY with a completed
Certificate of Insurance providing the below listed coverage. OUR COMPANY shall
be included as an Additional Insured by Endorsement to policies issued for
coverage. OUR COMPANY will allow deductible policies. The Bidder shall pay the
deductible amount. Such coverage shall remain in effect during the full term of
service. Required insurance coverage is specified on the solicitation document. 7.1. WORKERS’
COMPENSATION INSURANCE: Amount – Statutory, 7.1.1. The Bidder is
responsible for both Federal and State Unemployment Insurance coverage and
Standard Workers’ Compensation Insurance coverage. Bidder shall comply with all
federal and state tax laws and withholding requirements. 7.2. ACCIDENT
INSURANCE: This is acceptable, in lieu of Workers’ Compensation Insurance. Coverage
shall be inclusive of the following: $300,000 for medical
expenses and coverage for at least 104 weeks; $100,000 for accidental
death and dismemberment, 70% of employee’s pre-injury income for not less than
104 weeks when compensating for loss of income; and $500 for maximum weekly
benefit. 7.3. COMMERCIAL
GENERAL LIABILITY INSURANCE: Bodily Injury/Property Damage each occurrence
and in the aggregate: 7.3.1. $325,000 OR 7.3.2. $150,000 7.4. 7.4.1. Amounts – Bodily
Injury $100,000 each person $300,000 each occurrence 7.4.2. Property Damage $
25,000 each occurrence PART III This solicitation is for
a: ___FIRM BID ___ESTIMATE Pricing should be quoted: ___LUMP SUM ___BY
DEPARTMENT ___BY _______________ (If
bidding by Department or other segmented criteria,
complete one form for each department or segment) BID CALCULATIONS – (To
be completed by Bidder) 1. BUILDING PROTECTION
REQUIREMENTS: (those checked will
apply) __Corner and door protection __Origin __Destination __Wall/stairwell/elevator
protection __Origin __Destination __Floor protection __Origin __Destination __Exterior
or Landscape protection __Origin __Destination Cost $______________ 2. PACKING MATERIALS: __Good used materials acceptable __New
materials ONLY __Materials will
be returned (includes dunnage and tape as necessary) File Boxes @$_____________ Number_______________ Cost $______________ Quick Sets @$_____________ Number_______________ Cost $______________ 13”X13”X16” @$_____________ Number_______________ Cost $______________ 18”X18”X16” @$_____________ Number_______________ Cost $______________ 18”X18”X24” @$_____________ Number_______________ Cost $______________ Dbl Wall 18”X18”X28”
@$___________ Number_______________ Cost $______________ Labels____Colors @$___________ Number_______________ Cost $______________ Parts Bags @$___________ Number_______________ Cost $______________ Other _________ @$___________ Number_______________ Cost $______________ Other _________ @$___________ Number_______________ Cost $______________ 2. EQUIPMENT TO BE
USED: Bobtails @$_______/hr Number_________ Hours__________ Cost $______________ Vans @$_______/hr
Number_________ Hours__________ Cost $______________ Forklifts @$_______/hr
Number_________ Hours__________ Cost $______________ Flatbed @$_______/hr Number_________ Hours__________ Cost $______________ Crane @$_______/hr Number_________ Hours__________ Cost $______________ Other @$_______/hr Number_________ Hours__________ Cost $______________ Compu
Carts @$_______/day Number_________ Days________ Cost $______________ Book/File Carts @$_______/day Number_________ Days________ Cost $______________ Dock Carts @$_______/day Number_________ Days________ Cost $______________ 4-Wheel Dollies @$_______/day Number_________ Days________ Cost $______________ 2-Wheel Dollies @$_______/day Number_________ Days________ Cost $______________ Other @$_______/___ Number_________ ____________ Cost $______________ Other @$_______/___ Number_________ ____________ Cost $______________ 3. MANPOWER TO BE
USED: Drivers @$_______/hr Number_________ Hours__________ Cost $______________ Helpers @$_______/hr Number_________ Hours__________ Cost $______________ Packers @$_______/hr Number_________ Hours__________ Cost $______________ Supervisors@$______/hr Number_________ Hours__________ Cost $______________ 3. INSURANCE: BIDDER
LIABILITY: __60¢/Lb/Article OR: Cash
Value w/_______ __Deductible Value$_________________ Cost $______________ Replacement Value
w/_________Deductible Value$_________________ Cost $______________ Electronics/EDP w/____
Deductible Value$_________________ Cost $______________ 4.
TOTALS: Total Estimated Cost
$______________________ Total Estimated Work Time __________________Hours 5.
DELAY & CANCELLATION PENALTY: If
Bidder requires reimbursement for rental of equipment, loss of revenue or other
monetary losses which they might suffer from the delay or cancellation of work
by OUR COMPANY pursuant to this agreement, such reimbursement shall be limited
to those penalties listed below – PART
IV. - NARRATIVE: Please
attach a brief narrative of how you intend to accomplish this relocation, recommended
crew sizes, equipment schedules, and anticipated completion benchmarks if the
move is by department or segment. Attach a resume of similar or larger
relocations your firm has performed. Please attach proof of legal liability,
auto/truck insurance, cargo coverage, workers’ compensation or accident
insurance, and proper proof of authority to operate from the Department of
Transportation. BIDDER
AFFIRMATION I,
__________________________________, represent to OUR COMPANY that I am duly
authorized to (Bid Preparer) contractually obligate
_______________________________________________ in this proposal for service. I
have read (Bidding
Company) the specifications and understand
the requirements. This offer shall not be withdrawn within the next 30 days nor
modified after this date
unless such modifications are reduced to writing, mutually agreed upon and
signed by both parties. X______ ________________________________ Title_____________________________________ For_____________________________________ (Company) Address_________________________________ City/State/Zip_____________________________ Phone
__________________________________ Fax_____________________________________ Email___________________________________ Fed
Employer ID#_________________________ Bids
must be received by or before __________________________ In
the Office of __________________________________________ Address
_______________________________________________ Phone______________________Fax________________________ PLEASE
REFERENCE SOLICITATION #_____________________ |