see additional sheets for vendor questions and ...biznet.ct.gov/rfpdoc/housatonic02/bids/hcc rfp...

Rapid Quote AddendumSTATE OF CONNECTICUT

Rapid Quote Addendum #

HCC-SP-18 03/07

3Patricia Kurowski HOUSATONIC COMMUNITY COLLEGEPurchasing Services Officer 1 Quote Due Date:

PROCUREMENT SERVICES - ROOM A104 May 18, 2009 (9:00 a.m.)

203-332-5191 900 Lafayette Boulevard Telephone Number Bridgeport CT 06604-4704

RAPID QUOTE ADDENDUM # 3 HCC 09-06

DESCRIPTION:

See additional sheets for vendor questions and corresponding answers

This Addendum must be Signed & Returned with your Quote.

Authorized Signature of Bidder Company Name

Patricia KurowskiPurchasing Services Officer 1(Original Signature on Document in Procurement Files)

Date Issued: May 14, 2009

HOUSATONIC COMMUNITY COLLEGE MOVING SERVICES: FINE ART, PEDESTALS AND BONNETS

VENDOR QUESTIONS (AS SUBMITTED TO THE PURCHASING DEPARTMENT) AND ANSWERS – Pg. 1

1- “The form I have has a project time line that stops with the due date of the response. There is no indication (that I can find) of when the Phase 1 and Phase 2 are to be performed. Are there specific dates and time frames?” A. July 7, 2009 = Pack, July 8, 2009 = Move, July 9, 2009 = Installation 2- “The statement under the scope of work “This package is intended to solicit an overall cost for art relocation services.” is followed by “The price will be determined by the number of hours required to complete the entire project.” Are you looking for a total price or an hourly rate?” A. We are looking for the total cost for the move, not an hourly rate. 3- “Packing works of art requires experienced professionals and certain materials. However, the packing MUST consider the items dimensions, the weight, the medium, fragility, monetary value, sentimental value, transit conditions, storage conditions such as temperature, heat, air conditioning, direct sunlight, in and out traffic, length of storage, humidity? Etc. In order to provide an estimate I need to know those specifics for each piece.” A. Please refer to Addendum #2 for information on artwork to be relocated. 4- “There must be something that I don’t understand or that is missing from the bid document. “Proposals for final costs will be provided as a lump sum.” followed by “The college reserves the right to add or delete any number of works”. Is this correct?” A. The museum director expects to move no more than 200 pieces of art. She may have to substitute a few pieces which will be of comparable dimensions.

CONTINUED ON PAGE 2

HOUSATONIC COMMUNITY COLLEGE MOVING SERVICES: FINE ART, PEDESTALS AND BONNETS

VENDOR QUESTIONS (AS SUBMITTED TO THE PURCHASING DEPARTMENT) AND ANSWERS – Pg. 2

5- “There is a museum curator as has been indicated. What are the packing expectations of the curator? Are we to pack using multi-layered paper blankets? if so how many layers are the blankets to be? Does one side need to be acid free? ; are moving blankets what you want? if so what weight? Should items be in corrugated boxes? If so double wall? If so what test of double wall? What about crates? If so light duty? Heavy duty? Do you want the items double boxed? Double boxed with a crate? Should the packing be done with honeycomb? Rigid foam? Custom molded foam-in-place? Paper and excelsior?” A. The methods/materials used to move the artwork is the mover’s responsibility. The use of glassine and soft pack in bubble wrap was suggested during the walkthru. Moving blankets are OK for the pedestals and vitrines. 6- “Would you really want a statement of qualifications first and than a proposal for packing?” A. This question was not understood and therefore cannot be answered.



HCC-SP-18 03/07





DESCRIPTION:

See additional sheet for list of art to be moved




Date Issued: May 13, 2009

1. Wall case: 73.5 x 12 x 14” $200.00 2. #0279: 22 x 52” $20,000.00 3. #2036: 62 x 43” (2 sections) $15,000.00 4. #3505: 81 x 10 x 8” $14,000.00 5. #3377: 24 x 24 x 6” $5,000.00 6. #3819: 71 x 48” $7,500.00 7. #3452: 36 x 29.5” $15,000.00 8. #3449: 28 x 34” $15,000.00 9. #3451: 29 x 35” $15,000 10. #0698: 31 x 36.5” $3,000.00 11. #3672: 48 x 48” $4,500.00 12. #3671: 48 x 50” $4,500.00 13. #3675: 48 x 50” $4,500.00 14. #3453: 56 x 46” $3,000.00 15. #3673: 48 x 49” $3,000.00 16. #1334: 36.5 x 49” $8,000.00 17. #3817: 51 x 44.25 x 11” $3,000.00 18. #3816: 48.5 x 44 x 16” $3,000.00 19. #3818: 48 x 38.5 x 9.5” $3,000.00 20. #3434: 34 x 40” $15,000.00 21. #3440: 38.5 x 48.5” $3,000.00 22. #3439: 47 x 37” $3,000.00 23. #3438: 47 x 37” $3,000.00 24. #3432: 38 x 41” $3,000.00 25. Poster Wrapped together $100.00 26. Poster in paper 17 x 11” $100.00 27. #2974: 47 x 51” $8,500.00 28. #1338: 39 x 75” $5,000.00 29. #2967: 41 x 27” $10,000.00 30. #2856: 27 x 19 $350.00 31. #3480: 20.5 x 18” $500.00 32. #3481: 20.5 x 18” $500.00 33. #3484: 22 x 18” $500.00 34. #3485: 22 x 18” $500.00 35. #0553: 35 x 35” $1,500.00 36. #2947: 31 x 25” $2,700.00 37. #3740: 26 x 29.5” $300.00 38. #3739: 26 x 29.5” $300.00 39. #3738: 26 x 29.5” $300.00 40. #0875: 22 x 31” $12,000.00 41. #2457: 19 x 32 $3,500.00” 42. #2808.1: $3,000.00 (1,000 each) 43. #2808.2 44. #2808.3: 50 x 36.5” (2 of 3 are wrapped in cardboard 45. #1411: 34 x 38” $1,500.00 46. #2951: 66 x 39” $8,000.00

47. #0044: 82 x 58” $8,000.00 48. #2803: 38 x 25” $7,000.00 49. #0486: 29 x 24” $6,000.00 50. #0464: 37 x 37” $8,000.00 51. #0299: 40 x 36” $500.00 52. #0302: 40 x 36” $500.00 53. #0301: 36 x 39.5” $500.00 54. #1561: 46 x 55” $8,000.00 55. #2944: 57 x 34.5” $6,000.00 56. #1934: 17 x 15” $2,500.00 57. #2557: 48 x 36” $20,000.00 58. #2975: 31 x 47” $7,000.00 59. #0715: 50 x 73” $5,000.00 60. #0011: 48.5 x 61” $2,000.00 61. #2978: 31 x 51.5” $8,500.00 62. #2961: 39 x 45” $7,000.00 63. #2949: 52 x 39” $6,000.00 64. #0833: 72 x 60” $5,000.00 65. #1692: 33 x 30” $900.00 66. #3447: 18.5 x 18” $3,000.00 67. #1286: 24 x 19.5” $1,200.00 68. #3478: 18.5 x 14” $500.00 (already wrapped in brown paper) 69. #3479: “” “” “” 70. #2102: 31 x 36” $8,500.00 71. Poster 20 x 13.5” $100.00 (already wrapped in brown paper) 72. Poster 20 x 13.5” $100.00 (already wrapped in brown paper) 73. Poster 22 x 14 $100.00 (already wrapped in brown paper) 74. Poster 22 x 14 $100.00 (already wrapped in brown paper) 75. Poster 22 x 14 $100.00 (already wrapped in brown paper) 76. Poster 22 x 14 $100.00 (already wrapped in brown paper) 77. Poster 22 x 14 $100.00 (already wrapped in brown paper) 78. Poster 22 x 14 $100.00 (already wrapped in brown paper) 79. #1341 26 x 29” $4,500.00 80. #3486 24 x 21” $500.00 81. #3487 24 x 21 $500.00 82. #1096 15 x 17” $5,000.00 83. #3482 18 x 14 $500.00 (already wrapped in brown paper) 84. #3483 18 x 14” $500.00 (already wrapped in brown paper) 85. Poster 29 x 14” $100.00 (already wrapped in brown paper) 86. #0536 21 x 22.5” $1,500.00 87. #2329 34 x 20” $400.00 (already wrapped in brown paper) 88. #2330 34 x 20” $400.00 (already wrapped in brown paper) 89. #3437 49 x 38.5” $25,000.00 90. #2327 34 x 20” $400.00 (already wrapped in brown paper) 91. #2331 34 x 20” $400.00 (already wrapped in brown paper) 92. 2104.1 30 x 21” $300.00 and

93. #2104.2 30 x 21” $300.00 (already wrapped together) 94. #0455 48.5 x 71” $1,500.00 95. #2104.5 28 x 22” $200.00 and 96. #2105.4 28 x 22” $200.00 (already wrapped) 97. #2104.1 28 x 22” $200.00 and 98. #2104.3 28 x 22” $200.00 (already wrapped in brown paper) 99. Poster 26 x 21.5” $100.00 (already wrapped in brown paper) 100. #2332 32 x 20” $200.00 101. #2328 33 x 21” $200.00 102. Poster 19 x 13” $100.00 and 103. Poster 19 x 13” $100.00 and 104. Poster 19 x 13” $100.00 (already wrapped in brown paper) 105. #3676 41.25 x 37” $4,500.00 106. #3674 39.5 x 48” $4,500.00 107. #0466 51 x 43.5” $1,200.00 108. #0310 48 x 71” $1,500.00 109. #0201 62 x 49” $1,200.00 Total valuations to date: $411,050.00 Additional works may be added not exceed 200 in total.



HCC-SP-18 03/07





DESCRIPTION:

Additional Walk Thru Information

Walk Thru date: May 4, 2009 (10:00 a.m.) Late arrivals (15 minutes or more) will notbe given credit for attendance nor allowed to participate in the bid process.Bids submitted by contractors who have not properly registered and attended thewalk thru shall be rejected as non-responsive. All attendees of the walk thru will be required to register. Proper registration means that the attendee has signed his/hername to the official roster and listed the name and address of the company he/sherepresents on the official roster no later than the designated start time of the walk thru.

See additional sheet for directions to Housatonic Community College




Date Issued: April 23, 2009

Directions to Housatonic:

From Fairfield and points west:

Connecticut Turnpike, I-95 north to exit 27. Go two blocks to Lafayette Boulevard. Go left onto Lafayette (going under I-95). The parking garage entrance is on your right about 1 1/2 blocks from the underpass. Merritt Parkway, north to exit 49S, travel south on Rt. 25 to exit 1 (Prospect St.). At bottom of exit ramp go left onto Prospect St. Take left onto Lafayette Blvd. Entrance to parking garage is on right, about 1/2 block.

From Milford, Stratford and points east:

Connecticut Turnpike, I-95, south to exit 27 (Lafayette Blvd.). Use right hand exit ramp to enter Lafayette Blvd. Parking garage is on your right one light from the exit ramp.

From Trumbull, Huntington, Monroe, the Valley, and points north: Route 8-25 From Merritt Parkway Southbound: take Exit 52, south to Rt. 8-25. Go south on Rt. 8-25 to exit 1. At bottom of exit ramp go left onto Prospect St. Take left onto Lafayette Blvd. Entrance to parking garage is on right, about 1/2 block.

INVITATION FOR BIDS HCC SP-11 P a t r i c i a K u r o w s k i

2 0 3 - 3 3 2 - 5 1 9 1 T e l e p h o n e N u m b e r

STATE OF CONNECTICUT HOUSATONIC COMMUNITY COLLEGE

PROCUREMENT SERVICES 900 LAFAYETTE BLVD – ROOM 104A

BRIDGEPORT, CT. 06604

www.das.state.ct.us/busopp.asp DAS CT State Web Site

[email protected] Purchasing Services Officer 1 (203) 332-5248 Fax Number

NOTICE TO VENDORS: Logon to http: / /www.das .state.ct.us/ busopp.asp select the Bidder Notification System &

complete the form to automatically receive a synopsis of new Bids & RFP’s via e-mail.

Addresses for undeliverable e-mails will be deleted.

Request for Proposal (Rapid Quote) SPECIFICATIONS & BID DOCUMENTS ATTACHED

RFP Number: 09-06 RFP Opening Date & Time: May 18, 2009 (9:00 a.m.)

Bid Description: Moving Services: Fine Art, Pedestals and Bonnets

Special Instructions: This offering is a Rapid Quote, therefore, your response may be faxed, mailed, emailed or hand carried but must arrive prior to the specified bid opening date and time. There will not be a public bid opening

BID NO.: 09-06

DUE DATE: May 18, 2009 (9:00 a.m.)

Return Bid by Mail, Email or Fax To: PATRICIA KUROWSKI PROCUREMENT SERVICES-ROOM 104A HOUSATONIC COMMUNITY COLLEGE 900 LAFAYETTE BLVD. BRIDGEPORT, CT. 06604 FAX: 203-332-5248

NOTE; PLEASE REFER TO ANNOUNCEMENT PAGE FOR PROJECT TIMELINE

NOTE: Return original and one copy of your bid response

Bids must be time & date stamped by HCC Procurement & cannot be accepted after specified Bid Opening Time. Allow sufficient time if mailing your bid.

Hand-delivered bids must be brought to:

PATRICIA KUROWSKI

HCC BUSINESS OFFICE – ROOM 104A 900 LAFAYETTE BLVD.

BRIDGEPORT, CT. 06604

http://www.das.state.ct.us/

http://www.das.state.ct.us/busopp.asp

State of Connecticut

Housatonic Community College

Announcement of Request for Proposals for Moving Services: Fine Art, Pedestals and Bonnets

April 21, 2009

RFP No. HCC 09-06

The State of Connecticut is committed to provide goods and services that best meet the needs of our customers. To that end, Housatonic Community College is seeking proposals for Moving Services: Fine Art, Pedestals and Bonnets Housatonic Community College welcomes the opportunity to work with our customers and suppliers to provide Moving Services: Fine Art, Pedestals and Bonnets as outlined throughout this Request for Proposal (RFP) document. We invite you to be part of this effort.

PROJECT TIMELINE Post on web: April 21, 2009 Mandatory Walkthru: May 4, 2009 (10:00 a.m.) Questions (due by): May 11, 2009 Questions will be answered in 3 business days in the form of an addendum to the posted bid. Due date: May 18, 2009 (9:00 a.m.)

PROPOSAL SCHEDULE HCC SP-16 P a t r i c i a K u r o w s k i

P u r c h a s i n g S e r v i c e s

O f f i c e r 1

( 2 0 3 ) 3 3 2 - 5 1 9 1 T e l e p h o n e N u m b e r

BID NUMBER 09-06 S T A T E O F C O N N E C T I C U T

H O U S A T O N I C C O M M U N I T Y

C O L L E G E PROCUREMENT SERVICES

PROPOSAL SCHEDULE

IMPORTANT!RETURN ORIGINAL AND ONE COPY

Terms/Payment: Purchase Order/Net 30

Page 1 OF 1

WRITTEN SIGNATURE OF PERSON AUTHORIZED TO SIGN BIDS ON BEHALF OF THE ABOVE NAMED BIDDER DATE

TYPE OR PRINT NAME OF AUTHORIZED PERSON TITLE OF AUTHORIZED PERSON

DELIVERY:

SSN OR FEIN #:

DESCRIPTION OF COMMODITY AND/OR SERVICES

RELOCATION OF FINE ART, PEDESTALS

AND BONNETS PER ATTACHED SCOPE OF WORK

$ TOTAL PRICE

Page 1 of 1

BID # 09-06

HOUSATONIC COMMUNITY COLLEGE CONTRACTOR INFORMATION SHEET

Legal Vendor Business Name __________________________________________ Business Address ____________________________________________________ City ________________________________ State ______ Zip Code __________ Contact Person ______________________________ Telephone Number ___________________________ Fax Number ________________________________ Email Address ______________________________ References (List at least 3 projects similar to this that you have completed). Include company name, contact name, contact phone number and description of project (including price) (Use additional sheet if needed)

Project Description: Housatonic Community College (HCC) 900 Lafayette Boulevard, Bridgeport, CT,

is relocating approximately 200 works of art from Lafayette Hall to a new location

(Beacon Hall), adjacent to Lafayette Hall. The project will entail the packing and

preparation of the works of art in Lafayette Hall, the move of art from Lafayette

Hall to Beacon Hall and the installation of the artwork plus several over-sized

works of art in Beacon Hall. These locations will be determined by a mandatory

walk-through prior to the selection of a final vendor.

SCOPE OF WORK

This package is intended to solicit an overall cost for art relocation services. The

price will be determined by the number of hours required to complete the entire

project. The work will be completed in two phases. A mandatory walk-through to

view all artwork within the scope of work is required. Proposals for final costs will

be provided as a lump sum bid. The College reserves the right to add or delete

any number of works. Note: All installations within stairways should be assumed

to be above reach range of floor, landings and stairs. Scaffolding and/or lifts will

be needed for this work.

Phase 1: Work will be packed and wrapped in Lafayette Hall and then moved to

Beacon Hall. Contractor is to package all designated artwork currently housed in

Lafayette Hall in rooms A228 and C102. Additional pieces currently displayed will

be removed and packed. (see list below for these special, over-sized pieces)

Work will be temporarily stored in Room 133 and 136 in Beacon Hall and

unwrapped. Artworks will be prepared for installation. The final locations for the

artwork in Beacon Hall will be determined by the museum curator.

Phase 2: Unpack and Install the following pieces of art listed below and vitrine

placement:

1. 'Windstar," wall sculpture: install under curator's direction.

(3’ by 2’ by 6” deep)

2. "911 Tribute," painting on wood, install, final location to be determined. This

piece is heavy, 7.5 feet and approx. 200 pounds and will need additional cleats

or supports at wall.

3. Two oversized unframed paintings (8’ x 12’) by Amy Bartell currently located in

the cafeteria to be installed in 3rd floor student lounge

4. Nicholas Krushenick, painting, 8’ x 5’: currently on display space at

Lafayette Hall to be relocated to Beacon Hall, final location to be determined.

5. Candace Engals, 4 piece, curved shaped canvas: Remove artwork from

existing display area in "C" wing of Lafayette Hall, relocate to Beacon Hall and

install at stairway wall. The outside framework of this art fills is an imaginary

6 foot square. The piece requires french cleats and scaffolding for installation.

Dimensions of each section which needs to be placed within a 6 foot square:

a. 35.5” x 30.5"x 6”

b. 59.5” x 82” x 6.5”

c. 40” x 58” x 18”

d. 66” x 47.5” x 6”

6. Suzanne Benton, sculpture: stored in A228 to be relocated to Events room

area. This piece is 8’ x 3’ x 3’ and will require scaffolding and/or lifts to install.

7. Pedestals and Bonnets currently located in C102 to move to Rooms 133 and

136 in Beacon Hall.

Final Locations: To be determined by the museum curator, on site.

Dimensions of Pedestals to be moved from Lafayette Hall C 102

to Rooms 133 and 136 in Beacon Hall:

(2) 29.5” x 39” x 27” (2) 42” x 49.5” x 19.5”

(2) 40.5” x 19.5” x 19.5” (2) 33” x 41.5” x 29.5”

(2) 40.5” x 49.5” x 19.5” (2) 29” x 39” x 26.5”

(4) 29.5” x 20.5” x 20.5”

Dimensions of Bonnets to be moved from Lafayette Hall C102

to Rooms 133 and 136 in Beacon Hall:

(2) 7.5” x 25” x 37” (2) 26” x 48” x 18”

(2) 26” x 48” x 18” (2) 41.5” x 37.5” x 25”

(2) 15.5” x 19” x 19” (2) 42” x 40” x 28”

(2) 26” x 18” x 18” (2) 32” x 19” x 19”

8. All questions should be directed via e-mail to:

Patricia Kurowski ([email protected])

Final due date for questions: May 11, 2009 (5:00 p.m.)

All questions will be answered in three (3) business days in the form of an

addendum to HCC Bid 09-06.

mailto:[email protected]

Insurance

Upon award, the successful bidder will be required to provide a current certificate of

insurance naming required certificate holder and additional insured. HCC reserves the

right to require the vendor to carry specific limits that are stated below: Contractor shall

not commence work under this contract until he has obtained all insurance required

under this Section, nor shall the Contractor allow any sub-contractor to commence work

on his subcontract until all similar insurance required of the subcontractor has been

obtained.

(a) Commercial General Liability: $1,000,000 combined single limit per occurrence for

bodily injury, personal injury and property damage. Coverage shall include, Premises

and Operations, Independent Contractors, Products and Completed Operations,

Contractual Liability and Broad Form Property Damage coverage. If a general

aggregate is used, the general aggregate limit shall apply separately to the project or

the general aggregate limit shall be twice the occurrence limit.

(b) Automobile Liability: $1,000,000 combined single limit per accident for bodily injury.

Coverage extends to owned, hired and non-owned automobiles. If the vendor/contractor

does not own an automobile, but one is used in the execution of the contract, then only

hired and non-owned coverage is required. If a vehicle is not used in the execution of

the contract then automobile coverage is not required.

(c) Workers’ Compensation and Employers Liability: Statutory coverage in compliance

with the Compensation laws of the State of Connecticut. Coverage shall include

Employer’s Liability with minimum limits of $100,000 each accident, $500,000

disease – Policy limit, $100,000 each employee.

STANDARD BID TERMS AND CONDITIONS SP-19 Rev. 02/06 (Prev. Rev. 12/05) Jill Belisle C o n t r a c t S p e c i a l i s t (860) 713-5149 T e l e p h o n e N u m b e r

S T A T E O F C O N N E C T I C U T DEPARTMENT OF ADMINISTRATIVE SERVICES

PROCUREMENT SERVICES 165 Capitol Avenue, 5th Floor South

PO Box 150414 HARTFORD, CT 06115-0414

HCC BID NO: 09-06

Standard Bid and Contract Terms and Conditions - Page 1 of 4

All Invitations For Bids issued by the Department of Administrative Services, Procurement Services will bind Bidders to the terms and conditions listed below, unless specified otherwise in any individual Invitation For Bids.

Incorporated by reference into this contract are applicable provisions of the Connecticut General Statutes including but not limited to Sections 4a-50 through 4a-80 and applicable provisions of the Regulations of Connecticut State Agencies including but not limited to Sections 4a-52-1 through 4a-52-22.

The contractor agrees to comply with the statutes and regulations as they exist on the date of this contract and as they may be adopted or amended from time to time during the term of this contract and any amendments thereto.

Submission of Bids 1. Bids must be submitted on forms supplied by Procurement Services. Telephone or facsimile bids will not be accepted in response to an Invitation For Bids.

2. The time and date bids are to be opened is given in each bid issued. Bids received after the specified time and date of bid opening given in each bid proposal shall not be considered. Bid envelopes must clearly indicate the bid number as well as the date and time of the opening of the bid. The name and address of the Bidder should appear in the upper left hand corner of the envelope.

3. Incomplete bid forms may result in the rejection of the bid. Amendments to bids received by Procurement Services after the time specified for opening of bids, shall not be considered. An original and one copy of the proposal schedule shall be returned to Procurement Services. Bids shall be computer prepared, typewritten or handwritten in ink. Bids submitted in pencil shall be rejected. All bids shall be signed by a person duly authorized to sign bids on behalf of the bidder. Unsigned bids may be rejected. Errors, alterations or corrections on both the original and copy of the proposal schedule to be returned must be initialed by the person signing the bid proposal or their authorized designee. In the event an authorized designee initials the correction, there must be written authorization from the person signing the bid proposal to the person initialing the erasure, alterations, or correction. Failure to do so shall result in rejection of bid for those items erased, altered or corrected and not initialed.

4. Conditional bids are subject to rejection in whole or in part. A conditional bid is defined as one which limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the invitation for bids.

5. Alternate bids will not be considered. An alternate bid is defined as one which is submitted in addition to the bidders primary response to the invitation for bids.

6. Prices should be extended in decimal, not fraction, to be net, and shall include transportation and delivery charges fully prepaid by the Contractor to the destination specified in the bid, and subject only to cash discount.

7. Pursuant to Section 12-4 12 of the Connecticut General Statutes, the State of Connecticut is exempt from the payment

of excise, transportation and sales taxes imposed by the Federal Government and/or the State. Such taxes must not be included in bid prices.

8. In the event of a discrepancy between the unit price and the extension, the unit price shall govern.

9. By its submission the Bidder represents that the bid is not made in connection with any other Bidder submitting a bid for the same commodity or commodities and is in all respects fair and without collusion or fraud.

10. All bids will be opened and read publicly and upon award are subject to public inspection.

Guaranty or Surety 11. Bid and or performance bonds may be required. Bonds must meet the following requirements: Corporation - must be signed by an official of the corporation above their official title and the corporate seal must be affixed over the signature; Firm or Partnership - must be signed by all the partners and indicate they are “doing business as”; Individual - must be signed by the owner and indicated as “Owner”. The surety company executing the bond or countersigning must be licensed in Connecticut and the bond must be signed by an official of the surety company with the corporate seal affixed over their signature. Signatures of two witnesses for both the principal and the surety must appear on the bond. Power of attorney for the official signing the bond for the surety company must be submitted with the bond.

Samples 12. Accepted bid samples do not supersede specifications for quality unless sample is superior in quality. All deliveries shall have at least the same quality as the accepted bid sample.

13. Samples are furnished free of charge. Bidder must indicate if their return is desired, provided they have not been made useless by test. Samples may be held for comparison with deliveries.

Award 14. Award will be based on quality of the articles or services to be supplied, their conformance with specifications, delivery terms, price, administrative costs, past performance, and financial responsibility.

15. Procurement Services may reject any bidder in default of any prior contract or guilty of misrepresentation or any bidder with a member of its firm in default or guilty of misrepresentation.

16. Procurement Services may correct inaccurate awards resulting from clerical or administrative errors.

Contract 17. Section 51 of Public Act No. 05-287 (the “Act”) requires that this solicitation include a notice of the consulting affidavit requirements described in the Act. Accordingly, pursuant to the Act, vendors are notified as follows:

(a) No state agency shall execute a contract for the purchase of goods or services, which contract has a total value to the state





HCC BID NO: 09-06


of fifty thousand dollars or more in any calendar or fiscal year, unless the state agency obtains the written affidavit described in subsection (b) of this section. (b) (1) The chief official of the vendor awarded a contract described in subsection (a) of this section or the individual awarded such contract who is authorized to execute such contract, shall attest in an affidavit as to whether any consulting agreement has been entered into in connection with such contract. Such affidavit shall be required if any duties of the consultant included communications concerning business of such state agency, whether or not direct contact with a state agency, state or public official or state employee was expected or made. "Consulting agreement" means any written or oral agreement to retain the services, for a fee, of a consultant for the purposes of (A) providing counsel to a contractor, vendor, consultant or other entity seeking to conduct, or conducting, business with the State, (B) contacting, whether in writing or orally, any executive, judicial, or administrative office of the state, including any department, institution, bureau, board, commission, authority, official or employee for the purpose of solicitation, dispute resolution, introduction or requests for information or (C) any other similar activity related to such contract. “Consulting agreement” does not include any agreements entered into with a consultant who is registered under the provisions of Chapter 10 of the Connecticut General Statutes concerning the State’s Codes of Ethics, as of the date such affidavit is submitted. (2) Such affidavit shall be sworn as true to the best knowledge and belief of the person signing the certification on the affidavit and shall be subject to the penalties of false statement. (3) Such affidavit shall include the name of the consultant, the consultant's firm, the basic terms of the consulting agreement, a brief description of the services provided, and an indication as to whether the consultant is a former state employee or public official. If the consultant is a former state employee or public official, such affidavit shall indicate his or her former agency and the date such employment terminated. (4) Such affidavit shall be amended whenever the vendor awarded the contract enters into any new consulting agreement during the term of the contract. (c) If a vendor refuses to submit the affidavit required under subsection (b) of this section, then the state agency shall not award the Contract to such vendor and shall award the contract to the next highest ranked vendor or the next lowest responsible qualified bidder or seek new bids or proposals.

18. Pursuant to the requirements of Section 37(c) of Public Act No. 05-287, the summary of State ethics laws developed by the State Ethics Commission pursuant to section 1-8 1b of the Connecticut General Statutes is incorporated by reference into and made a part of this Agreement as if the summary had been fully set forth in this Agreement.

19. The existence of the contract shall be determined in accordance with the requirements set forth above. However, the award of the contract is not an order to ship.

20. The Contractor shall not assign or otherwise dispose of their contract or their right, title or interest, or their power to execute such contract to any other person, firm or corporation without the prior written consent of Procurement Services. 21. Bidders have ten days after notice of award to refuse acceptance of the award; after ten days the award will be

binding on the Contractor. If the Contractor refuses to accept the award within the ten day period, the award will be made to the next lowest responsible qualified bidder.

22. Failure of a Contractor to deliver commodities or perform services as specified will constitute authority for Procurement Services to purchase these commodities or services on the open market. The Contractor agrees to promptly reimburse the State for excess cost of these purchases. The purchases will be deducted from the contracted quantities.

23. Rejected commodities must be removed by the Contractor from State premises within 48 hours. Immediate removal may be required when safety or health issues are present.

24. Contractor agrees to: hold the State harmless from liability of any kind for the use of any copyright or uncopyrighted composition, secret process, patented or unpatented invention furnished or used in the performance of the contract; guarantee their products against defective material or workmanship; repair damages of any kind, for which they are responsible to the premises or equipment, to their own work or to the work of other contractors; obtain and pay for all licenses, permits, fees etc. and to give all notices and comply with all requirements of city or town in which the service is to be provided and to the State of Connecticut; to carry proper insurance to protect the State from loss.

25. Notwithstanding any provision or language in this contract to the contrary, the Commissioner may terminate this contract whenever he/she determines in his/her sole discretion that such termination is in the best interests of the State. Any such termination shall be effected by delivery to the Contractor of a written notice of termination. The notice of termination shall be sent by registered mail to the Contractor address furnished to the State for purposes of correspondence or by hand delivery. Upon receipt of such notice, the Contractor shall both immediately discontinue all services affected (unless the notice directs otherwise) and deliver to the State all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated by the Contractor in performing his duties under this contract, whether completed or in progress. All such documents, information, and materials shall become the property of the State. In the event of such termination, the Contractor shall be entitled to reasonable compensation as determined by the Commissioner of the Department of Administrative Services, however, no compensation for lost profits shall be allowed.

Delivery 26. All products and equipment delivered must be new unless otherwise stated in the bid specifications.

27. Delivery will be onto the specified State loading docks by the Contractor unless otherwise stated in the bid specifications.

28. Deliveries are subject to re-weighing on State sealed

scales.

29. Payment terms are net 45 days after receipt of goods or invoice, whichever is later, unless otherwise specified.





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30. Charges against a Contractor shall be deducted from current obligations. Money paid to the State by the Contractor shall be payable to the Treasurer, State of Connecticut.

Tangible Personal Property 31. For the entire term of the Agreement and any and all of its extensions, the Contractor, on its own behalf and on behalf of all of its Affiliates, shall comply fully with the provisions of Conn. Gen. Stat. §12-41 1b, including, but not limited to, the following: (a) The Contractor and its Affiliates shall collect and remit to the State of Connecticut, Department of Revenue Services, on behalf of its customers any Connecticut use tax due under the provisions of Chapter 219 of the Connecticut General Statutes for items of tangible personal property sold by the Contractor or by any of its Affiliates in the same manner as if the Contractor and such Affiliates were engaged in the business of selling tangible personal property for use in Connecticut and had sufficient nexus under the provisions of Chapter 219 to be required to collect Connecticut use tax; (b) A customer’s payment of a use tax to the Contractor or its Affiliates relieves the customer of liability for the use tax; (c) The Contractor and its Affiliates shall remit all use taxes they collect from customers no later than the last day of the month of the calendar quarter that follows the effective date of this Agreement or the last day of the tax collection period during which the tax was collected, whichever is later. Notwithstanding the previous sentence, if the Agreement provides for an earlier date, then that earlier date shall control; (d) The Contractor and its Affiliates are not liable for use tax billed by them but not paid to them by a customer; and (e) If the Contractor or its Affiliates fail to remit use taxes collected on behalf of their customers by the date required above, then they shall be subject to the interest and penalties provided for persons required to collect sales tax under Chapter 219 of the Connecticut General Statutes. For purposes of this section of the Agreement, the word “Affiliate” means any person, as defined in Conn. Gen. Stat. §12-1, that controls, is controlled by, or is under common control with another person. A person controls another person if the person owns, directly or indirectly, more than ten per cent of the voting securities of the other person. The word “voting security” means a security that confers upon the holder the right to vote for the election of members of the board of directors or similar governing body of the business, or that is convertible into, or entitles the holder to receive, upon its exercise, a security that confers such a right to vote. “Voting security” includes a general partnership interest.

32. The Contractor represents and warrants that each of its Affiliates has vested in the Contractor plenary authority to so bind the Affiliates in any agreement with the State of Connecticut. The Contractor on its own behalf and on behalf of its Affiliates shall also provide, no later than 30 days after receiving a request by the State’s contracting authority, such information as the State may require to ensure, in the State’s sole determination, compliance with the provisions of Chapter 219 of the Connecticut General Statutes, including, but not limited to, §12-411b.

Saving Clause 33. The Contractor shall not be liable for losses or delays in the fulfillment of the terms of the contract due to wars, acts of public enemies, strikes, fires, floods, acts of God or any other acts not within the control of or reasonably prevented by the Contractor. The Contractor will give written notice of the cause and probable duration of any such delay.

Advertising 34. Contractors may not reference sales to the State for advertising and promotional purposes without the prior approval of Procurement Services.

Rights 35. The State has sole and exclusive right and title to all printed material produced for the State and the contractor shall not copyright the printed matter produced under the contract.

36. The Contractor assigns to the State all rights title and interests in and to all causes of action it may have under Section 4 of the Clayton Act, 15 USC 15, or under Chapter 624 of the general statutes. This assignment occurs when the Contractor is awarded the contract.

37. Contractor agrees that it is in compliance with all applicable federal, state and local laws and regulations, including but not limited to Connecticut General Statutes Sections 4a-60 and 4a-60a. The Contractor also agrees that it will hold the State harmless and indemnify the State from any action which may arise out of any act by the contractor concerning lack of compliance with these laws and regulations.

Executive Orders 38. This Agreement is subject to the provisions of Executive Order No. 7B of Governor M. Jodi Rell, promulgated November 16, 2005, concerning contracting reforms, Executive Order No. Three of Governor Thomas J. Meskill, promulgated June 16, 1971, concerning labor employment practices, Executive Order No. Seventeen of Governor Thomas J. Meskill, promulgated February 15, 1973, concerning the listing of employment openings and Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999, concerning violence in the workplace, all of which are incorporated into and are made a part of this agreement as if they had been fully set forth in it. For complete text of said documents, please go to: http: / /www.das.state.ct.us/Purchase/Info/Executive_Orders% 203-16- 17-7B_Complete_Text.pdf

Records, Files, and Information 39. The contract resulting from the ITB is subject to the provisions of §1-218 of the Connecticut General Statutes, as it may be modified from time to time. In accordance with this section, each contract in excess of two million five hundred thousand dollars between a public agency and a person for the performance of a governmental function shall (1) provide that the public agency is entitled to receive a copy of records and files related to the performance of the governmental function, and (2) indicate that such records and files are subject to the Freedom of Information Act and may be disclosed by the public agency pursuant to the Freedom of Information Act. No request to inspect or copy such records or files shall be valid unless the request is made to the public agency in accordance with the Freedom of Information Act. Any complaint by a person who is denied the right to inspect or copy such records or files shall be

http://www.das.state.ct.us/Purchase/Info/Executive_Orders%25





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brought to the Freedom of Information Commission in accordance with the provisions of sections 1-205 and 1-206 of the Connecticut General Statutes.

40. Incorporated by reference into this contract is Section 4-61dd(g)(1) and 4-61dd(3) and (f) of the Connecticut General Statutes which prohibits contractors from taking adverse action against employees who disclosed information to the Auditors of Public Accounts or the Attorney General.

Health Insurance Portability and Accountability Act (HIPAA)

41. Under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, Bidders are expected to adhere to the same standards as the state agency/covered entity as to Protected Health Information (PHI), to maintain compliance with Title 45 CFR Part 164.504, Uses and Disclosures: Organizational Requirements, Bidder Contracts. Protected Health Information (PHI) includes information related to claims, health services, federal and state tax information, financials, criminal/court related information and other personally identifiable records. Bidder agrees that it shall be prohibited from using or disclosing the PHI provided or made available by the state agency/covered entity or viewed while on the premises for any purpose other than as expressly permitted or required by this Contract. These uses and disclosures must be within the scope of the Bidder’s services provided to the state agency/covered entity. Bidders shall establish and maintain reasonable safeguards to prevent any use or disclosure of the PHI, other than as specified in this Contract or required by law. Bidder agrees that anytime 42

PHI is provided or made available to any subcontractors or agents, Bidder must enter into a subcontract, which contains the same terms, conditions and restrictions on the use and disclosure of PHI as contained in this Contract. Bidder agrees to make available and provide a right of access to PHI by the individual for whom the information was created and disclosed. Bidder agrees to make information available as required to provide an accounting of disclosures. Bidder agrees to make its internal practices, books, and records relating to the use or disclosure of PHI received from, or created or received by Bidder on behalf of the state agency/covered entity, available to the Secretary of Health and Human Services (HHS) for purposes of determining compliance with the HHS Privacy Regulations. At termination of this Contract, Bidder agrees to return or destroy all PHI received from, or created by the state agency/covered entity. If not feasible, extend the protections of this agreement to the PHI and limit further uses and disclosures. Bidder will have procedures in place for mitigating any harmful effects from the use or disclosure of PHI in a manner contrary to this Contract or the HHS Privacy Regulations. Bidder must develop and implement a system of sanctions for any employee, subcontractor or agent who violates this Contract or the HHS Privacy Regulations. The PHI shall be and remain the resources of the state agency/covered entity. Bidder agrees that it acquires no title or rights to the information, including any de-identified information, as a result of this Contract. Bidder agrees that the state agency/covered entity has the right to immediately terminate this Contract if the state agency/covered entity determines that Bidder has violated a material term of this HIPAA Compliance Agreement above.

see additional sheets for vendor questions and ...biznet.ct.gov/rfpdoc/housatonic02/bids/hcc rfp...

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