Reroof Seb Co Extension Office

Agency:	Sebastian County
State:	Arkansas
Type of Government:	State & Local
Category:	Z - Maintenance, Repair or Alteration of Real Property
Posted:	Feb 14, 2024
Due:	Feb 28, 2024
Solicitation No:	SC-2407
Publication URL:	To access bid details, please log in.

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SEBASTIAN COUNTY JUDGE

Purchasing Department

35 South 6th Street, Room 106

Fort Smith, Arkansas 72901

(479) 784-1502 Fax (479) 784-1550

February 13, 2024

NOTICE TO: Qualified Bidders

SUBJECT: Invitation to Bid (ITB)

Sebastian County is interested in receiving sealed written bids for furnishing the

products/services specified in the attached Invitation to Bid (ITB). Complete details regarding

the products and/or services required by the County, and instructions for participating in the bid

process, are included in the attached bid package.

Bids must be received by the time and date indicated in the ITB. Bids received after the time and

date set for opening will not be considered.

Bidders who do not wish to submit bids must submit a "No Bid" to continue to be eligible for

retention on the Bid List. The Bid List is periodically reviewed and bidders who have not

responded to bid requests are deleted.

If you are interested in submitting a bid, please be sure that the requirements of the ITB are

completed since failure to meet the requirements could cause your bid to be rejected.

Any questions regarding the Bid Invitation should be directed to the Purchasing Department,

(479) 784-1502.

Lauri Lowrimore

Purchasing Coordinator

Sebastian County, Arkansas

Attach: ITB

Cover Sheet

Invitation To Bid

Sebastian County, Arkansas

Section I

BID NUMBER:

SC-2407

TITLE:

Reroof for Sebastian County Extension Office

PRECONSTRUCTION DATE: Wednesday, February 21, 2024

MEETING

TIME: 8:00 A.M.

PLACE: Seb Co Extension Office

7600 Taylor, Fort Smith, AR

OPENING:

DATE: Wednesday, February 28, 2024

TIME: 2:00 P.M.

PLACE: Purchasing Department

35 South 6th Street, Room 106

Fort Smith, Arkansas

MAIL SEALED BIDS TO:

County Judge’s Office

Sebastian County Purchasing Dept.

35 South 6th Street, Room 106

Fort Smith, Arkansas 72901

ON OUTSIDE OF BID SHOW: (1) Return address

(2) Bid opening date

(3) Bid number & title

BIDDER MUST COMPLETE THE FOLLOWING INFORMATION:

NAME OF BIDDER: ___________________________________________________

ADDRESS: __________________________________________________________

CITY/STATE/ZIP CODE: _______________________________________________

TELEPHONE NUMBER: _______________________________ FAX Number: ___________________________

SIGNATURE OF AUTHORIZED AGENT: ________________________________________________________

EMAIL ADDRESS: ____________________________________________________________________________

INSTRUCTIONS:

1. Lump Sum prices and extensions are required on bid form.

2. Return two copies of the entire bid package and any other documents required by the specifications.

3. Bids must be signed by an authorized agent to be accepted.

4. Any trade discounts should be deducted and net prices shown.

5. Bidder must guarantee product(s) offered will meet or exceed specifications contained in this Invitation To Bid.

6. Bidding procedures will be in compliance with Arkansas Laws.

7. QUOTE: F.O.B. destination.

8. BID VALIDITY: Net 30 days.

SC-2407

Bid Form

Section II

We, the undersigned, agree to furnish the products and/or services indicated below in accordance with the

specifications and conditions contained herein, at the bid price shown.

It is expressly agreed and understood by and between the parties hereto, and is made a condition

precedent to the entering into of any purchase agreement resulting from this invitation to bid, that the

County Judge, Sebastian County, shall determine any and all questions or disputes which may arise

concerning conformity to the specifications and conditions, and Bids; and the quantity, suitability, and

acceptability of all items to be furnished hereunder; and his decision as to such matters shall be final,

binding, and conclusive upon the parties hereto.

That this Invitation To Bid and Bids submitted hereunder shall be governed by the laws of the State of

Arkansas.

We, the undersigned, affirm that this bid is made on behalf of the undersigned, and is made without

collusion on the part of any person, firm or corporation; and that the conditions and other provisions have

been carefully examined and are agreed to.

It will be the County’s sole discretion to accept any part or combination of the bid below.

Price for Reroofing: $ _____________________________________________________

Price for the addition of 8 turbines: $ ________________________________________

Total Price (not including sales tax): $_____________________________________________

Written Total Price: $__________________________________________________________

Amount of Sales Tax to be added to the Total Price: $ _______________________________

Contractor’s License No. _____________________________

Exceptions to specifications: NO____ YES____ (Attach itemized list)

From:_____________________________ Signature: ______________________________

(Vendor)

(Printed name & signature)

Date: _____________________________ Title: ___________________________________

SC-2407

SECTION III

SECTION III-GENERAL CONDITIONS

1. Bids must be received no later than the date and time set for bid opening. Bids shall be in a

sealed envelope clearly marked with the ITB number on the outside or it will not be

considered. Telegraphic, fax, or email Bids sent directly to Sebastian County offices will not be

considered. All Bids must be signed by an authorized officer of the Company.

2. Bids may be withdrawn, modified or corrected by the bidder after it has been submitted, provided

a written request to do so is filed with the County Judge prior to the time set for opening the bid.

Telegrams or letters received prior to the time set for opening the Bids will be accepted and

attached to the unopened bid, and the bid will be considered withdrawn, modified, corrected, or

otherwise changed accordingly. No bid may be withdrawn, modified, corrected, or otherwise

changed after the time set for opening the Bids.

3. Prices quoted will be considered net prices, unless otherwise stated by the bidder in the bid. Bid

prices must remain firm for 30 days, unless otherwise stated in the specifications.

4. The original written or electronic language of the ITB documents shall not be changed or altered

except by approved written addendum issued by the Purchasing Office. This does not eliminate

bidder(s) from taking exception(s) to non-mandatory terms and conditions but does clarify that

the bidder shall not change the original document’s written or electronic language. If bidder(s)

wishes to make exception(s) to any of the original language, it must be submitted by the bidder in

separate written or electronic language in a manner that clearly explains the exception(s). If

bidder’s submittal is discovered to contain alterations/changes to the original written documents,

the bidder’s response may be declared as “non-responsive” and shall not be considered.

5. This ITB may be modified only by amendments written and authorized by the Purchasing Office.

Bidders are cautioned to ensure that they have received or obtained, and responded to, any and all

amendments to the ITB prior to submission. There will be no addendums to a ITB 72 hours prior

to the ITB opening. It is the responsibility of the bidder(s) to check the County website,

www.sebastiancountyar.gov for any and all addendums up to that time.

6. Specifications are designed to describe the type and quality of the product/services desired by the

County. They are not intended to restrict bidding on any like product/service of equal or higher

quality. Any exceptions to the specifications must be noted on a separate sheet by reference to

the item number in the specifications where the exception is taken. If no exceptions are

submitted with the Bid, and accepted by the County, bidders will be expected to comply with the

specifications. Products and/or services will be inspected for compliance prior to acceptance.

7. The responding Company shall perform according to the terms and conditions as stated herein,

and according to the highest standards and professional practices. Instances of poor performance

by the Company will be documented and submitted to the Company for immediate review and

corrective action. Continued poor performance will be deemed a breach of the specifications of

the ITB and shall be grounds for immediate termination of the contract. A review meeting will be

called between the Company and the County when documented instances of poor performance

occur. A plan for corrective action, agreeable to both parties, will be drafted and implemented.

Sebastian County retains the absolute right to assess whether and when performance is

subsequently acceptable.

8. It shall be understood and agreed that any material or product purchased under this bid shall be

new and in first class condition unless otherwise stated in or required by the bid invitation.

9. The County is exempt from Federal Excise Taxes and such taxes shall not be included in the bid

price. An exemption certificate will be furnished where required.

10. State and Local Sales Taxes shall be stated as a separate item and shall not be included in the bid

price of the product/services being proposed. If no taxes are so stated, the County will assume

that any taxes due have been included in the price quoted and no additional taxes will

subsequently be added to the bid price. The County is Sales Tax Exempt on motor vehicle

purchases.

11. Bids will be evaluated based upon compliance with the specifications, bid price,

applicability, and suitability of the product/services being offered. Product and vendor

reliability, warranty, delivery time, and such other factors deemed appropriate will be

considered to assure the County receives a quality product most advantageous vendor to the

county. Assignment of any part or all of payments accruing under contracts or purchase

agreements resulting from this Invitation to Bid will not be authorized. Payment shall only be

made to the Contractor or vendor with whom the order is placed.

12. Bids shall be submitted on 8 ½ x 11-inch paper, which shall include this form. The bid should

follow the format laid out under Item 8. Submissions should be limited to a maximum of 15

pages, with all required attachments included. Binders, brochures, and materials in this ITB are

neither requested nor desired. Please do not submit these with your bid. If additional information

is required, the County will request it after review of the Bids.

13. The Company should submit a base bid in the manner specified but may also propose other

financial options to the County, either as additions or alternates to the base bid. Such additional

offerings should be clearly identified. The county prefers that the Company’s response to the ITB

be submitted in same item (paragraph) sequence as the bid – using the same item (paragraph)

numbers for reference.

14. The contents of the ITB will be incorporated into the final Contract documents. All terms and

conditions stated herein shall constitute a complete and integrated document and the covenants

contained herein shall not be altered or modified, unless such modifying term, conditions, or

covenants are in writing and are signed by the Company and the agent of Sebastian County.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

bid#	title	date	time	status
SC-2407	Reroof Seb Co Extension Office	02/28/2024	2:00 PM	OPEN

Reroof Seb Co Extension Office

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