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HomeMy WebLinkAboutTent Bid PacketKITTITAS VALLEY EVENT CENTER Home of the Kittitas County Fair and Ellensburg Rodeo 901 E. 7th Ave, Suite 1, Ellensburg, WA 98926 EventCenter@co.kittitas.wa.us Office (509) 962-7639 Fax (509) 962-7010 REQUEST FOR BIDS BID OPENING DATE: February 16, 2021 TIME: 12:00 PM LOCATION: EVENT CENTER DIRECTOR KITTITAS VALLEY EVENT CENTER 901 E 7th AVE, SUITE 1 ELLENSBURG, WA 98926 BID TITLE: Tent Structures BID NO.: KVEC2021-01 DEPARTMENT: Kittitas Valley Event Center NOTICE TO ALL BIDDERS You are hereby notified that it its Kittitas County’s intent to establish a standard of competition. You are, therefore, encouraged to bid at variance with those specifications which you considered immaterial to the overall operation and performance. Kittitas Valley Event Center (a department of Kittitas County) reserves the right to include in their analysis of responsible bidder, the past and/or anticipated performance of either the bidder or the product being bid. RFB PURPOSE AND SPECIFICATIONS The Kittitas Valley Event Center (hereby referred to as “KVEC”) anticipates the need for one water truck. The item(s) shall be used and meet all the minimum specifications. Any additions, deletions or variations from the following specifications contained in this bid must be noted or the bid will be rejected. VENDOR CONTACTS KVEC conducts its procurements to maximize competition and provide all vendors with an opportunity to compete fairly. For any procurements over $50,000.00, all contacts and correspondence with the Kittitas Valley Event Center after the Request for Bids go out, must be exclusively through a designated Contact Person, and no one else. The designated contact for this procurement is Kady Porterfield, Event Center Director at (509)962-7675 or email: kady.porterfield@co.kittitas.wa.us. Questions must be submitted by email at the email address listed above. Bidders, their agents, and representatives are directed not to contact or lobby other staff members, management, or members of the Board of County Commissioners of Kittitas County regarding this RFB. Questions raised through the designated contact person and answers thereto will be emailed to all known prospective bidders. RFB TIMELINE February 16, 2021 Issuance of RFB February 17, 2021 RFB advertised in the Daily Record February 26, 2021 – 5:00PM Deadline for the Submission of Bids March 1, 2021 – 8:00AM KVEC open bids and review March 3, 2021 Kittitas County Board of Commissioners awards bid and authorizes purchase Kittitas County reserves the right to modify this schedule as it deems necessary. SUBMITTAL DEADLINE DATES All Bids must be submitted no later than 5:00 p.m. on February 26, 2021 by email to kady.porterfield@co.kittitas.wa.us. If bids must rather be submitted by mail or delivery service, then Bids must be enclosed in a sealed envelope, plainly marked as: 'BIDS – “Tent Structures", and addressed as follows: Event Center Director Kittitas Valley Event Center 901 E 7th Ave, Suite 1 Ellensburg, WA 98926 Note: Bids received by fax will not be considered. Interested parties and their agents and representatives are directed not to contact or lobby members of the Board of County Commissioners of Kittitas County or KVEC staff members regarding this invitation. QUANTITIES KVEC intends to purchase two tent structures as specified in this bid document. CONDITION Item(s) to be purchased shall meet all Federal and State laws and regulations and be in new (unused) condition. SPECIFICATIONS The specifications are set forth in Form A and form an integral part of this bid document and the bidder’s response. All parts shall be of sufficient strength, quality of material and workmanship to what is generally provided in the industry. It shall be bidder’s obligation to respond to the bid specifications and to indicate whether or not the item(s) they bid meets, or does not meet, each listed bid specification. For each deviation from the specifications, bidder may provide documentation, if any, of equivalence. Bidder should include any manufacturer’s literature or specification sheets evidencing compliance with the specifications. BID SECURITY KVEC will not require a Bid Bond and a Performance Bond in the amount of 5% of the bid amount. EQUIVALENTS Where, in the Bid documents, one certain kind, type, brand, technology or product manufacturer is named, it shall be regarded as the required standard of quality. It is not meant to exclude competition in any way. Similar item(s), products, or services, which are equal in quality, performance, and compatibility and equally adaptable for the intended purposes, as determined by the Agency and are submitted as specified in the bid documents, will be considered and may be accepted. The decision of the Agency as to equal will be final. COMPLIANCE WITH LAWS, REGULATIONS AND STANDARDS The item(s) which vendor is submitting a bid shall comply with all Federal and State laws and regulations, including applicable emissions standards as well as all applicable safety standards, including those set by OSHA, PESH, the National Highway Safety Administration, the U.S. Environmental Protection Agency. MANUALS The awardee shall be required to furnish, at no additional cost to KVEC, one (1) complete set of manuals (maintenance, operation, service, and parts listing) for each item purchased. All manuals shall be furnished at time of item delivery. DELIVERY The item(s) purchased as a result of this Bid solicitation shall be delivered to the KVEC specified site contained within the bid. All responsibility and liability associated with the delivery of the purchase shall be borne by the vendor. The vendor must provide delivery cost in their bid, if charging for delivery. Purchase is to be delivered within fourteen (14) days of bid award and purchase authorization, or as otherwise arranged with the Event Center Director. INSPECTION/APPROVAL The purchased item to be delivered hereunder will be subject to KVEC’s inspection and approval within a reasonable time after delivery. KVEC will have the right to reject defective or non- conforming item and at Bidder’s (i.e. Seller’s) risk and expense return the defective item to be promptly replaced with complying item. Such a return of defective item(s) will not extend the required delivery date. For any such defective, non-conforming or rejected item(s), KVEC shall also have the alternative option of returning the item(s) at Bidder’s (Seller’s) expense and cancelling all or the remainder of the order. As a third option, KVEC may accept the defective or non-conforming item(s) at an agreed upon price reduction from the Bidder (Seller), which will result in an appropriate reduction in the contract sum before final payment. LOCAL SERVICE LOCATIONS Bidders shall specify proper service and maintenance operations that can complete repairs and regular operating maintenance for the item(s) on site at KVEC facilities. The Bidder should also designate a facility, within 100 miles of Ellensburg, WA, that can perform factory-authorized warranty work, as well as other necessary repairs that otherwise cannot be completed on site. INSURANCE RESPONSIBILITY The successful bidder will be responsible for the item(s) and shall properly insure the item(s) during transit and until KVEC accepts the item(s) in writing. CONSIDERATION AND PAYMENT The Contract will set forth the agreed upon price for the item(s) to be paid by KVEC. Payment will be made net thirty (30) days after receipt by KVEC of invoice and completed W-9 IRS Form from the seller. KVEC’s tender of payment by check is sufficient. No charges for shipping, handling, packaging or insurance will be allowed unless stated in the contract. FAILURE TO PROMPTLY EXECUTE CONTRACT If the successful Bidder fails or refuses to sign and deliver the Contract, including the attached proposed contract conditions and the necessary insurance within fifteen (15) calendar days of contract award, KVEC may cancel the award to that Bidder and award to the next lowest responsible and responsive bidder meeting the bid specifications and the original low bidder shall have no recourse against the Agency. DISQUALIFICATION OR TERMINATION If the item(s) to be provided hereunder by Bidder to KVEC exceeds $70,000.00, in total, KVEC reserves the right to disqualify the Bidder or terminate any contract with Bidder, at any time during its term, by written notification to successful Bidder, in accordance with the notification provisions above, in the event it is found that the certification filed by the Bidder during the procurement process was intentionally false or intentionally incomplete or in the event that Bidder engages in an impermissible contact. BID INSTRUCTIONS All blank spaces in the Bid Forms applicable to the Contract for which a Bid is being submitted must be appropriately filled in with ink and with both words and figures, and the Bid must be properly executed. Bids must be submitted by mail, delivery service or personal delivery and received by KVEC by the date and time specified in the Bid Solicitation. Late Bids will not be considered. Bids may not be submitted via fax or email. If the Bid is made by a corporation, the official corporate name shall be given, and the Bid shall be signed by an authorized officer of the corporation, and the corporate seal affixed. If the Bid is made by a partnership, the official name as it appears on the Assumed Name Certificate shall be given and the Bid shall be signed by a partner. If the Bid is made by a sole proprietorship, the Bid shall be signed by the individual owner. MISTAKES/DISCREPANCIES IN BIDS In the event there is a discrepancy in any Bid between unit prices and the extended totals, the unit prices shall govern. In the event there is a discrepancy between the unit or lump sum prices written in figures and those written in words, the unit or lump sum prices written in words shall govern. Bids which do not contain a price for every item contained in the applicable Bid Form (when required) shall be subject to rejection. Unless otherwise required by law, the sole remedy for a mistake in a Bid shall be the withdrawal of such Bid and the return of the Bid security, if any, to such Bidder. KVEC may, in its sole discretion, award the Contract to the next lowest Bidder or re-bid the Contract. Any amendment to or reformation of a Bid or a Contract to rectify such an error, mistake, or omission therein is strictly prohibited. APPLICABLE LAW Any Contract for the purchase of the item(s) Bid herein shall be interpreted in accordance with the laws of the State of Washington. REQUIRED INFORMATION PROVIDED IN ATTACHMENTS All submittals must include fully completed attachments, as listed below, which are signed by a duly authorized officer or employee: Section A Item(s) Specifications Section B Bid Sheet COSTS FOR PREPARATION OF BID The Bidder is responsible for all costs associated with the preparation of a bid. None of these costs will be the responsibility of the Agency. SECTION A - ITEM(S) SPECIFICATIONS Item(s) Specifications Meets Specs (Y/N) If No, explain in detail. May also provide comments here. Two (2) tents – each 26’ wide by 72’ long. Fully enclosed with roll up doors on each end of each tent – manual push mechanism. Ground posts and mounting feet to secure tent into place in the ground on a long-term basis. It’s necessary that the securing is conducted as such to not impede any area outside of the tent walls for safe pass ability. Heavy duty material rated to withstand weather and wind. SECTION B - BID SHEET Vendor Name: Address: Business Telephone: Email: Authorized Agent: Used Unit Gross Purchase Price (including delivery and tax) ($):__________________________ Does the item(s) meet specifications exactly as written (check one): Yes No (If no, bidder is required to list ALL deviations in the Item(s) Specification Section) Signature: _________________________________________ Date: ___________________