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University of Arkansas at Pine Bluff Pine Bluff, Arkansas
71601
INVITATION FOR BID
Issue Date : May 19, 2016Bid No : UAPB #31 Bid Subject: MINI
BLINDS FOR SELECTED
RESIDENCE HALLS
Bid Opening Date: June 22, 2016
Bid Opening Time: 2:30:00 PM CST
Type of Contract: FIRM
SUBMIT TO: UAPB Procurement Department
BY MAIL: Mail Slot 4979
Messenger: 1200 University Drive Office of Procurement Room 102
– Adm. Bldg. Pine Bluff, AR 71601
FOB: UAPB Warehouse 1200 North University Drive Hazzard
Gym/Annex Building Pine Bluff, Arkansas 71601
Attention: A. K. Turner, Dir. Materials Management
Director’s Phone No. (870)575-8735 Fax No. (870)575-4647
Your bid must be received in the UAPB Procurement Department by
or before the bid opening date and time indicated above. Bids must
be signed in ink. Unsigned bids will not be considered. The
University reserves the right to reject any and all bids received.
All bids shall be as specified or an approved equal. Bid envelope
should be marked as to bid number, date and hour of bid
opening.
DELIVERY TIME:
I (WE) guarantee to furnish goods/services indicated hereon and
to be bound by all specifications, terms, and conditions as stated
herein at prices shown. Furthermore, this guarantee shall become
part of any contract issued subsequent to award of this invitation
for bid.
COMPANY NAME:
ADDRESS:
ZIP:
E-MAIL ADDRESS:
PHONE NUMBER:
FAX NUMBER:
DATE:
Authorized Signature
Typed/Printed Name of Authorized Official
Title of Authorized Official
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University of Arkansas at Pine Bluff
Standard Terms and Conditions
1. General: Any special terms and conditions
included in the Invitation for Bid override
these standard terms and conditions. The
standard terms and conditions along with any
special terms and conditions become part of
any contract entered in to pursuant to
acceptance by the University of Arkansas at
Pine Bluff of any or all parts of a bid
response.
2. ACCEPTANCE AND REJECTION: The
University of Arkansas at Pine Bluff
reserves the right to accept or reject all or any
and all bids. Furthermore, the University
reserves the right to waive minor
technicalities and to award the bid to best
serve the interests of the University and the
State.
3. CERTIFICATION: By submission of a bid
response, the bidder certifies that he has read
all standard terms and conditions and any
special terms and conditions included in the
Invitation for Bid and that the bid submitted
is in accordance therewith.
4. BID SUBMISSION: Bids must be submitted
to the University of Arkansas at Pine Bluff
Procurement Department on the Invitation
for Bid form, with attachments when
necessary, on or before the date and time
specified for bid opening. Failure to use and
submit the Invitation for Bid form may result
in rejection of the bid. The envelope should
be completely and properly identified with
the bid number and the bid opening date and
time. Late bids will not be considered under
any circumstances.
The bid must be typed or printed in ink.
Failure to sign the bid where indicated or to
not sign the bid in ink will disqualify it. The
person signing the bid should show title or
authority to bind his firm in a contract.
In responses to an invitation for bid or a
request for proposal, your response in no way
commits UAPB to pay any costs incurred in
the preparation of that bid or response.
5. NO BID: If not submitting a bid the bidder
should respond by marking ‘No Bid” on the
front of the Invitation for Bid form and
explaining the reason on the front as well.
The bidder should then return the form in an
envelope to the University of Arkansas at
Pine Bluff Procurement Department on or
before the bid opening date and time.
6. PRICES: Bidders must quote FOB
destination and must bid the unit price. In
case of errors in extension, unit price shall
govern. Prices are firm and thus, are not
subject to escalation unless otherwise stated
in the Invitation for Bid. Unless otherwise
specified, the bid must be firm for acceptance
for thirty (30) days from the bid opening
date. “Discount from list” bids are not
accepted unless requested in the bid
invitation.
7. TYPE OF CONTRACT: There are two
basic types of contracts awarded and/or
administered by the University of Arkansas
at Pine Bluff Procurement Department.
A Firm Contract is one entered for the
purpose of obtaining a fixed number of
commodities and/or services to be delivered
immediately upon receipt of award or at such
other time(s) in such quantities as delineated
in the contract. Quantities stated on firm
contracts are actual requirements of the
University on behalf of the ordering
department.
A Term Contract is one entered for the
purpose of obtaining an estimated number of
commodities and/or services during a definite
period of time. The estimated quantities
stated in the Invitation for Bid are not
guaranteed, and the University may
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University of Arkansas at Pine Bluff
Standard Terms and Conditions
order more or less than the estimated quantity
during the contract period. Contract award will
be made through issuance of a University
purchase order which will indicate the
estimated quantities to be ordered along with
the dollar expenditures. However, the
Contractor is to make actual delivery only after
receipt of a purchase order which will
reference the purchase order number and will
request a specific number of commodities
and/or services
8. BRAND NAME REFERENCES: Any
catalog brand name or manufacturer’s
reference used in the bid invitation is
descriptive only, not restrictive, and is used
only to indicate desirable type and quality.
Bids on brands of like nature and quality will
be considered. If bidding on other than
referenced specifications, the bidder must
show on the Invitation for Bid the
manufacturer, brand or trade name, and any
other descriptions and should include the
manufacturer’s illustrations and complete
descriptions of the product offered. The
University reserves the right to determine
whether an alternate offered equals and meets
the standards of the item specified. The bidder
may be required to submit additional
descriptive material and information for the
purpose of making a determination. By
submission of a bid, the bidder guarantees that
the product offered will meet or exceed
specifications identified in the bid invitation.
If the bidder takes no exception to
specifications or reference data set forth in the
bid invitation, he will be required to furnish the
product accordingly as specified.
9. GUARANTY: All items bid shall be new or
newly manufactured, in first class condition, of
latest model and design, to include where
applicable containers suitable for shipment and
storage. The bidder hereby guarantees that
everything furnished hereunder will be free
from defects in design, workmanship and
material and that, if sold by drawing or
specification or sample, it will conform and
will serve the function for which it was
furnished. The bidder further guarantees that,
if the items furnished hereunder are to be
installed by the bidder, such items will function
properly when installed. The bidder also
guarantees that all applicable laws relating to
construction, packaging, labeling, and
registration have been complied with. The
bidder’s obligations under this paragraph shall
survive for a period of one (1) year from the
date of delivery, unless otherwise specified
herein.
10. SAMPLES: Samples or demonstrators, when
requested, must be furnished free of expense to
the University. If samples are not destroyed
during reasonable examination, they will be
returned to the bidder, if requested, within ten
(10) days following the bid opening at the
bidder’s expense. All demonstrators will be
returned after reasonable examination. Each
sample should be marked with the bidder’s
name and address, bid number, and item
number.
11. TESTING PROCEDURES FORSPECIFICATIONS COMPLIANCE: Tests
may be preformed on samples or
demonstrators submitted with the bid or on
samples taken from regular shipment. In the
event tested products fail to meet all conditions
and requirements of the specification, the cost
of the sample used and the reasonable cost of
the testing shall be borne by contract vendor.
12. AMENDMENTS: A bid cannot be altered or
amended after the bid opening except as
permitted by regulation.
13. DELIVERY: The invitation for Bid should
show the number of days to place a commodity
in a designated University location under
normal conditions, UAPB Procurement
reserves the right to extend delivery on an
awarded contract if reasons appear valid. If the
delay is not acceptable, UAPB may buy
elsewhere, and any
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University of Arkansas at Pine Bluff
Standard Terms and Conditions
additional cost will be borne by the contract
vendor.
No substitutions or cancellations are permitted
without written approval of the UAPB
Procurement Department. Delivery should
be made during normal work hours 8:00 a.m.
to 5:00 p.m. (CST) Central Standard Time.
Packing memoranda should be enclosed with
each shipment. Vendor must include the cost
and responsibility for inside delivery.
14. STORAGE: The University of Arkansas at
Pine Bluff will be responsible for storage if the
contractor delivers within the time required
and UAPB cannot accept delivery.
15. DEFAULT: All commodities furnished will
be subject to inspection and acceptance by the
University of Arkansas at Pine Bluff after
delivery. For those defaults due to backorders,
promised delivery, quality problems, late
delivery, warranty performance, or other
factors within the control of the vendor, the
Agency Procurement Official (APO) will
notify the bidder of the default. If, after
notification of default, and the bidder fails to
remedy the situation in the time specified, the
APO, in order to achieve the greatest economy
for UAPB, may at its option, cancel a contract
or any portion thereof and reasonably purchase
the commodity elsewhere and charge full
increase of cost, if any, to the defaulting
contractor. The contractor must give written
notice of default issues to the APO and the
corrective action being taken to remedy the
situation.
Consistent failure to meet delivery without a
valid reason may result in removal from the
bidders’ list or suspension of eligibility for
award. In order to achieve the greatest
economy, UAPB may at it’s option, choose the
next qualified bidder as determined through the
evaluation process, re-advertise for bids,
negotiate a purchase, or complete any other
action consistent with the procurement laws.
16. VARIATION IN QUANTITY: The
University of Arkansas at Pine Bluff
assumes no liability for commodities
produced, processed, or shipped in excess of
those quantities specified on the UAPB
purchase order. The University will accept
no “free” items or items that are not
expressly requested on the face of the
purchase order.
17. INVOICING: The contract vendor shall be
paid upon completion of all the following (1)
submission of an original and two copies of a
properly itemized invoice showing both the bid
number and purchase order numbers (2)
delivery and acceptance of all commodities,
and (3) proper and legal processing of the
invoice by all necessary state agencies.
Invoices must be sent to the UAPB
CONTROLLER – Box 4984.
18. STATE PROPERTY: Any specifications,
drawings, technical information, dies, cuts,
negatives, positive, data, or any other
commodity furnished to the contractor
hereunder or in contemplation hereof or
developed by the contractor for use hereunder
shall remain property of UAPB and the State
and shall be kept confidential, used only as
expressly authorized, and returned to UAPB at
the contractor’s expense. Commodities must
be properly identified by description when
returned. Payment shall be withheld pending
receipt of the same.
19. PATENTS OR COPYRIGHTS: The
contract vendor agrees to indemnify and hold
the University of Arkansas at Pine Bluff
harmless from all claims, damages, and costs,
including attorney’s fees, arising from
infringement of patents or copyrights.
20. ASSIGNMENTS: Any contract entered into
pursuant to the Invitation for Bid is not
assignable nor the duties thereunder delegable
by either party without the written consent of
the other party of the contract.
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University of Arkansas at Pine Bluff
Standard Terms and Conditions
21.OTHER REMEDIES: In addition to the
remedies outlined herein the contractor and
the University of Arkansas at Pine Bluff
have the right to pursue any other remedy
permitted by law or in equity.
22. LACK OF FUNDS: The University of
Arkansas at Pine Bluff may cancel a contract
to the extent funds are no longer available for
expenditures under said contract. Any
delivered but unpaid goods will be returned in
normal condition to the contractor by the
University. If the University is unable to return
the commodities in normal condition and there
are no funds legally available to pay for the
goods the contractor may file claim with the
Arkansas Claims Commission. If the
contractor has provided services and there are
no funds legally available to pay for the
services, the contractor may file claim also.
23.DISCRIMINATION: In order to comply with
the provision of ACT 954 of 1977 relating to
unfair employment practices, the bidder agrees
as follows: (a) the bidder will not discriminate
against any employee or applicant for
employment because of race, sex, color, age,
religion, handicap, or national origin; (b) in all
solicitations, or advertisements for employees,
the bidder will state that all qualified applicants
will receive consideration without regard to
race, color, sex, age, religion, handicap, or
national origin; (c) the bidder will furnish such
relevant information and reports as requested
by the Human Resources Commission for the
purpose of determining compliance with the
statue; (d) failure of the bidder to comply with
the statute; and/or the rules and regulations
promulgated thereunder and this
nondiscrimination clause shall be deemed a
breach of contract, and the contract may be
cancelled, terminated, or suspended in whole or
in part; (e) the bidder will include the provisions
of items (a) through (d) in every subcontract so
that such provisions will be binding upon such
subcontractor or vendor.
24. IRS TAX CERTIFICATION INFOR-
MATION: The University of Arkansas at
Pine Bluff is a State Institution. It is an
organization described in the Internal Revenue
Code 170(b)(1)(A)(V), in that it is described in
code 170 ©(1). The University also falls within
Code 509(a)(1) in that it is an organization
described in Code 170(b)(1)(A). The taxpayer
ID # 71601-0030.
No other IRS certification will be agreed to or
stated by the University.
25. ANTITRUST ASSIGNMENT: As part of the
consideration for entering into any contract
pursuant to the Invitation for Bid acting herein by
the authorized individual, its duly authorized
agent, hereby assign, sells and transfers to the
University of Arkansas at Pine Bluff all rights,
title, and interest in and to all causes of action it
may have under the antitrust laws of the United
States or this State for price fixing, which causes
of action have accrued prior to the date of this
assignment and which relate solely to the
particular goods or services purchased or
produced by the University of Arkansas at Pine
Bluff pursuant to this contract
26. MINORITY BUSINESS POLICY: It is the
policy of the State of Arkansas that Minority
Business Enterprises shall have the maximum
opportunity to participate in the State Purchasing
Process. Therefore, the State of Arkansas
encourages all Minority Businesses to compete
for, win, and receive contracts for goods,
services, and construction. Also the State
encourages all companies to subcontract portions
of any State contract to Minority Business
Enterprises.
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University of Arkansas at Pine Bluff Standard Terms and
Conditions
27. Alternate bids will not be considered, only one(1) bid
response will be evaluated.
28. ETHICAL STANDARDS LAW: Inaccordance with act 483 of 1979,
section 7 (A),(B), (C), the following statement must
beconspicuously set forth in all contracts andsolicitations costing
more than $5,000.00:
It shall be a breach of ethical standards for a person to be
retained, or to retain a person, to solicit or secure a state
contract upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee, except for a retention of
bona fide employees or bona fide established commercial selling
agencies maintained by the contractor for the purpose of securing
business.
29. OTHER AGREEMENTS: There are no other contractural agreements
other than what is statedand agreed to between the University
ofArkansas at Pine Bluff campus and thesuccessful contractor in
this IFB, except forannual renewals.
TO BIDDER: Any other agreement that the bidder wants signed by
UAPB must be included with your bid response package. PLEASE NOTE:
Other agreement that conflict with the laws of the State of
Arkansas shall require modification and in some cases deletion such
sections would include “indemnification and governing laws.” If
bidder is unwilling to make such deletions or modifications, no
further consideration shall be given to his bid.
30. PERFORMANCE STANDARDS: Act557 of 2015 enacted by the
Arkansas GeneralAssembly requires that contracts includeperformance
standards. By acceptance of thisPurchase Order, the Contractor
agrees to theperformance of any technical/general services ina
professional, comprehensive manner. Thismay include, but not be
limited to, ensuringmilestone deadlines are met, and services
aredelivered in a professional, comprehensivemanner, consistent
with the contracted skilllevel. Any special performance
standardsoutlined in any associated contract or agreementto this
Purchase Order may be in addition to theabove performance
standards.
31. TECHNOLOGY ACCESS: When pro- curing a technology product or
when soliciting the development of such a product, the State of
Arkansas is required to comply with the provisions of Arkansas Code
Annotated§25- 26-201 et seq., as amended by Act 308 of 2013, which
expresses the policy of the State to provide individuals who are
blind or visually impaired with access to information technology
purchased in whole or in part with state funds. The Vendor
expressly acknowledges and agrees that system meets the statutory
requirements found in 36 C.F.R. §1194.21, as it existed on January
1, 2013 (software applications and operating systems) and 36 C.F.R
§1194.22, as it existed on January 1, 2013 (web-based intranet and
internet information and applications), in accordance with the
State of Arkansas technology policy standards relating to
accessibility by persons with visual impairments.
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University of Arkansas at Pine Bluff Standard Terms and
Conditions
32. ACCORDINGLY, THE VENDOR EXPRESSLY REPRESENTS AND WARRANTS to
the State of Arkansas
through the procurement process by submission of a Voluntary
Product Accessibility Template (VPAT) or similar
documentation to demonstrate compliance with 36 C.F.R. §1194.21,
as it existed on January 1, 2013 (software applications and
operating systems) and 36 C.F.R. §1194.22, as it existed on January
1, 2013 (web-based intranet and internet information and
applications) that the technology provided to the State for
purchase is capable, either by virtue of features included within
the technology, or because it is readily adaptable by use with
other technology, of:
- Providing, to the extent required by Arkansas Code Annotated
§25-26-201 et seq., as amended by Act 308 of 2013, equivalent
access for effective use by both visual and non-visual means;
- Presenting information, including prompts used for interactive
communications, in formats intended for non-visual use;
- After being made accessible, integrating into networks for
obtaining, retrieving, and
disseminating information used by individuals who are not blind
or visually impaired;
- Providing effective, interactive control and use of the
technology, including without limitation the operating system,
software applications, and format of the data presented is readily
achievable by nonvisual means;
- Being compatible with information technology used by other
individuals with whom the blind or visually impaired individuals
interact;
- Integrating into networks used to share communications among
employees, program participants, and the public; and
- Providing the capability of equivalent access by nonvisual
means to telecommunications or other interconnected network
services used by persons who are not blind or visually
impaired.
- If the information technology product or system being offered
by the Vendor does not completely meet these standards, the Vendor
must provide an explanation within the Voluntary Product
Accessibility Template (VPAT) detailing the deviation from these
standards.
- State agencies cannot claim a product as a whole is not
commercially available because no product in the marketplace meets
all the standards. If products are commercially available that meet
some but not all of the standards, the agency must procure the
product that best meets the standards or provide written
documentation supporting selection of a difference product.
- For purposes of this section, the phrase “equivalent access”
means a substantially similar ability to communicate with, or make
use of, the technology, either directly, by features incorporated
within the technology, or by other reasonable means such as
assistive
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University of Arkansas at Pine Bluff Standard Terms and
Conditions
devices or services which would constitute reasonable
accommodations under the Americans with Disabilities Act or similar
state and federal laws. Examples of methods by which equivalent
access may be provided include, but are not limited to, keyboard
alternatives to mouse commands or other means of navigating
graphical displays, and customizable display appearance. As
provided in Act 308 of 2013, if equivalent access is not reasonably
available, then individuals who are blind or visually impaired
shall be provided a reasonable accommodation defined in 42 U.S.C.
§12111(9), as it existed on January 1, 2013.
- As provided in Act 308 of 2013, if the information manipulated
or presented by the product is inherently visual in nature, so that
its meaning cannot be conveyed non-visually, these specifications
do not prohibit the purchase or use of an information technology
product that does not meet these standards.
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CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORMFailure to
complete all the following information may result in a delay in
obtaining a contract, lease, purchase agreement, or grant award
with any Arkansas State Agency
Social Security Number Federal ID Number Subcontractor:
Subcontractor Name: Taxpayer ID#: or Yes No
Is This For: Taxpayer ID Name: Goods? Services? Both?
Your Last Name: First Name: MI : Address:
City: State: Zip Code: Country:
AS A CONDITION OF OBTAINING, EXTENDING, AMENDING, OR RENEWING A
CONTRACT, LEASE, PURCHASE AGREEMENT, OR GRANT AWARD WITH ANY
ARKANSAS STATE AGENCY, THE FOLLOWING INFORMATION MUST BE
DISCLOSED:
F O R I N D I V I D U A L S* Indicate below if: you, your spouse
or the brother, sister, parent, or child of you or your spouse is a
current or former: member of the General Assembly, Constitutional
Officer, State Board or Commission Member, or State Employee:
Position Held Mark (√) Name of Position of Job Held (senator,
representative, name of board/commission, data entry, etc.
For How Long? What is the person(s) name and how are they
related to you? (i.e., Jane Q Public, spouse, John Q. Public, Jr.,
child, etc)
Current Former From
MM/YY To
MM/YY Person’s Name Relation General Assembly Constitutional
Officer State Board or Commission Member State Employee
None of the above applies F O R A N E N T I T Y (B U S I N E S S
)*
Indicate below if any of the following persons, current or
former, hold any position of control or hold any ownership interest
to 10% or greater in the entity: member of the General Assembly,
Constitutional Officer, State Board or Commission Member, State
Employee or the spouse, brother, sister, parent, or child of a
member of the General Assembly, Constitutional Officer, State Board
or Commission Member, or State Employee. Position of control means
the power to direct the purchasing policies or influence the
management of the entity.
Position Held Mark (√) Name of Position of Job Held (senator,
representative, name of board/commission, data entry, etc.
For How Long? What is the person(s) name and how are they
related to you? (i.e., Jane Q Public, spouse, John Q. Public, Jr.,
child, etc)
Current Former From
MM/YY To
MM/YY Person’s Name Relation General Assembly Constitutional
Officer State Board or Commission Member State Employee
None of the above applies
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CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM
Failure to make any disclosure required by Governor’s Executive
Order 98-04, or any violation of any rule, regulation, or policy
adopted pursuant to that Order, shall be a material breach of the
terms of this contract. Any contractor, whether an individual or
entity, who fails to make the required disclosure or who violates
any rule, regulation, or policy shall be subject to all legal
remedies available to the agency.
As an additional condition or obtaining, extending, amending, or
renewing a contract with a state agency I agree as follows:
1. Prior to entering into any agreement with any subcontractor,
prior or subsequent to the contract date, I will require the
subcontractor tocomplete a CONTRACT AND GRANT DISCLOSURE AND
CERTIFICATION FORM. Subcontractor shall mean any person or
entitywith whom I enter an agreement whereby I assign or otherwise
delegate to the person or entity, for consideration, all, or any
part, of theperformance required of me under the terms of my
contract with the state agency.
2. I will include the following language as a part of any
agreement with a subcontractor: Failure to make any disclosure
required by Governor’s Executive Order 98-04, or any violation of
any rule, regulation, or policy
adopted pursuant to that Order, shall be a material breach of
the terms of this subcontract. The party who fails to make
therequired disclosure or who violates any rule, regulation, or
policy shall be subject to all legal remedies available to the
contractor.
3. No later than ten (10) days after entering into any agreement
with a subcontractor, whether prior or subsequent to the contract
date, Iwill mail a copy of the CONTRACT AND GRANT DISCLOSURE AND
CERTIFICATION FORM completed by the subcontractor and astatement
containing the dollar amount of the subcontract to the state
agency.
I Certify under penalty of perjury, to the best of my knowledge
and belief, all of the above information is true and correct and
that I agree to the subcontractor disclosure conditions stated
herein:
Signature: Title: Date:
Vendor Contact Person: Title: Phone No:
Agency Use Only Agency Agency Agency Contact Contract or Number
___________ Name___________________ Contact Person____________
Phone No___________ Grant No._________________
2-2
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ILLEGAL IMMIGRANT CERTIFICATION REQUIRED PRIOR TO AWARD
PROHIBITION AGAINST CONTRACTING WITH ILLEGAL IMMIGRANTS – Acts
157 of 2007.
Regarding those contracts over $25,000.00 – No state agency may
enter into or renew a public contract with a
contractor who knows that the contractor or a subcontractor
employs or contracts with an illegal immigrant to
perform work under the contract. Certification Required by
Contractor prior to award of contract.
It is the requirement of the Office of State Procurement that
prior to an award the contractor must certify on the
Office of State Procurement’s web site which is
www.arkansas.gov//dfa/procurement that his company does not
employee nor will employee illegal immigrants for this project
or service. (MUST BE DONE WITHIN FIVE
(5) DAYS OF NOTICE)
Instructions: When the DFA page opens you will see (3) Under
Vendor Submit Disclosure Form
DFA Ark Dept of Finance & Adm -Click on Submit Disclosure
Form (1) On the left Click on Procurement (4) Complete Form (2) On
the right click on Illegal Immigrant Reporting (5) Submit
DFA | Office of State Procurement | Illegal Immigrant
Certification
Arkansas Department of Finance & Administration
Office of State Procurement Search
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Act 157 of 2007 | Employment of Illegal Immigrants - Prohibition
- Certification by
Contractor
Description Links
ACA 19-11-105 Employment of Illegal Immigrants | Certification
by Contractor | Regulation PDF DOC
Employment of Illegal Immigrants | Certification by Bidder | Bid
Language
PDF DOC
Act 157 of 2007 | An Act to Prohibit State Agencies from
Contracting with Businesses that Employ Illegal Immigrants
PDF
Vendor Illegal Immigrant Contracting Disclosure Reporting
Screen
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Agency Screen WEB
If you need assistance, please contact Sherry Lewis eMail
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Instructions conti… You are to click on the section that
says
Vendor Illegal Immigrant Contracting Disclosure Reporting
Screen.
The next screen you will see says
DFA ILLEGAL IMMIGRANT CONTRACTOR DISCLOSURE CERTIFICATION LOGIN
(click on
the right side to open the box that reads: “Submit Disclosure
Form”.
DFA Illegal Immigrant Contractor Disclosure Certification
Login
Agency Login Vendor Submit Disclosure Form
Are you a vendor and need to submit a disclosure form?
Submit Disclosure Form
Forget your password? Click here
Instructions conti… The opened screen will LOOK LIKE THIS:
Answer the questions and “Submit”.
DFA Illegal Immigrant Contractor Disclosure Certification
Form
Navigation : Home >> Certification Form Help
Note: *Required fields are marked with an asterisk.
*Vendor Name:
*Contract Type: Construction
Bid Number:
*Disclosure Statement:I do not employ or contract with any
illegal immigrant(s).
*E-mail Address:
*Select Agency:
Submit
THE AGENCY LOGIN BOX IS FOR UAPB – We are required to check this
web site to make sure you have certified prior to Purchase Order
issue or Contract Award.
Username:
Password:
Login
https://www.ark.org/dfa/immigrant/index.php/disclosure/submithttps://www.ark.org/dfa/immigrant/index.php/user/forget_passwordhttps://www.ark.org/dfa/immigrant/index.php
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Form W-9 (Rev. December 2000)
Department of the Treasury Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
Give form to the requester. Do NOT send to the IRS.
Plea
se p
rint o
r typ
e
Name (See Specific Instructions on page 2.)
Business name, if different from above. (See Specific
Instructions on page 2.)
Check appropriate box: Individual/Sole proprietor Corporation
Partnership Other = Address (number, street, and apt. or suite no.)
Requester’s name and address (optional)
City, state and ZIP code
Part I Taxpayer Identification Number (TIN) List account
number(s) here (optional) Enter your TIN in the appropriate box.
For individuals, this is your social security number (SSN).
However, for a resident alien, sole proprietor, or disregarded
entity, see the Part I instructions on page 2. For other entities,
it is your employer identification number (EIN). If you do not have
a number, see How To Get a TIN on page 2. Note: If the account is
in more than one name, see the chart on page 2 for guidelines on
whose number to enter
Social security number
OR Part II For Payees Exempt From Backup Withholding (See the
instructions on page 2.) Employer identification number
► Part III Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer
identification number (or I am waiting for a number to be issued to
me), and2. I am not subject to backup withholding because: (a) I am
exempt from backup withholding, or (b) I have not been notified by
the Internal Revenue
Service (IRS) that I am subject to backup withholding as a
result of a failure to report all interest or dividends, or (c) the
IRS has notified me that I amno longer subject to backup
withholding, and
3. I am a U.S. person (including a U.S. resident
alien).Certification Instructions. - You must cross out item 2
above if you have been notified by the IRS that you are currently
subject to backup withholding because you have failed to report all
interest and dividends on your tax return. For real estate
transactions, item 2 does not apply. For mortgage interest paid,
acquisition or abandonment of secured property, cancellation of
debt, contributions to an individual retirement arrangement (IRA),
and generally, payments other than interest and dividends, you are
not required to sign the Certification, but you must provide your
correct TIN. (See the instructions on page 2.)
Sign Here
Signature of U.S. person ► | Date Date ►
Purpose of Form. -A person who is required to file an
information return with the IRS must get your correct taxpayer
identification number (TIN) to report, for example, income paid to
you, real estate transactions, mortgage interest you paid,
acquisition or abandonment of secured property, cancellation of
debt, or contributions you made to an IRA.
Use Form W-9 only if your are a U.S. person (including a
resident alien), to give your correct TIN to the person requesting
it (the requester) and, when applicable, to:
1. Certify the TIN you are giving is correct(or you are waiting
for a number to be issued),
2. Certify you are not subject to backupwithholding, or
3. Claim exemption from backupwithholding if you are an exempt
payee.
If you are a foreign person, use the appropriate Form W-8. See
Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign
Corporations.
Note: If a requester gives you a form other than a W-9 to
request your TIN, you must use the requester's form if it is
substantially similar to this Form W-9.
What Is Backup Withholding? - Persons making certain payments to
you must withhold and pay to the IRS 31% of such payments under
certain conditions. This is called "backup withholding." Payments
that may be subject to backup withholding include interest,
dividends, broker and barter exchange transactions, rents,
royalties, nonemployee pay, and certain payments from fishing boat
operators. Real estate transactions are not subject to backup
withholding.
If you give the requester your correct TIN, make the proper
certifications, and report all your taxable interest and dividends
on your tax return, payments you receive will not be subject to
backup withholding. Payments you receive will be subject to backup
withholding if:
1. You do not furnish your TIN to therequester, or
2. You do not certify your TIN whenrequired (see the Part III
instructions on page 2 for details), or
3. The IRS tells the requester that youfurnished an incorrect
TIN, or
4. The IRS tells you that you are subject tobackup withholding
because you did not report all your interest and dividends on your
tax return (for reportable interest and dividends only), or
5. You do not certify to the requester thatyou are not subject
to backup withholding under 3 above (for reportable interest and
dividend accounts opened after 1983 only).
Certain payees and payments are exempt from backup withholding.
See the Part II instructions and the separate Instructions for the
Requester of Form W-9.
Penalties Failure To Furnish TIN. -If you fail to furnish your
correct TIN to a requester, you are subject to a penalty of $50 for
each such failure unless your failure is due to reasonable cause
and not to willful neglect.
Civil Penalty for False Information With Respect to Withholding.
-If you make a false statement with no reasonable basis that
results in no backup withholding, you are subject to a $500
penalty.
Criminal Penalty for Falsifying Information. - Willfully
falsifying certifications or affirmations may subject you to
criminal penalties including fines and/or imprisonment.
Misuse of TINs. If the requester discloses or uses TINs in
violation of Federal law, the requester may be subject to civil and
criminal penalties.
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011201 INVITATION TO BID
00130-1
INVITATION TO BID Section 00130
1. You are invited to bid on a General Contract for MINI BLINDS
FOR SELECTED DORM COMPLEXES located on the campus of the University
of Arkansas Pine Bluff as herein specified for the Board of
Trustees of the University of Arkansas acting for the University of
Arkansas at Pine Bluff (UAPB), hereinafter termed Owner. The bids
shall be on a lump sum basis.
2. There will be mandatory Pre-Bid Conference held on June 14,
2016 at 10:00:00 AM CST. Bidders must come to the UAPB Procurement
Office, Room 102 in the Administration Building as we will leave
here at 10 AM promptly and walk to the installation site for a
brief meeting and to see the site. The Owner will not accept a bid
from any Bidder failing to attend mandatory meeting(s).] The
University reserves the right to schedule additional mandatory
meetings, if it determines them to be in its best interests.
3. Driving Directions from Little Rock to UAPB’s Administration
Bldg. to the Procurement Office Coming from Little Rock you will be
traveling I-530 South out of Little Rock to…
Exit 35 and go through three(3) stop lights. At the 4th stop
light you will be turning (left on to University Drive). Go through
the next stop light you will still be on University heading north
to…
Watson Blvd where you will make a left at the Soccer Field. At
the left turn come to the back of the red brick building (The
Ronald McNair Program Building).
At the back of this building you will see the Administration
Building. (A cream colored architectural brick building.)
Visitors Parking will be just across from the 1st 4-Way stop
sign to the right. Walk across the back entrance parking lot and
come through two sets of double doors and the Procurement Office is
the 2nd door on the right, Room #102.
4. The Owner will receive bids until 2:30 p.m., local time, June
22, 2016. Bids may be mailed or delivered to the UAPB Procurement
Department, Room 231 Administration Building, 1200 N. University,
Pine Bluff, Arkansas, hereinafter termed UAPB. Bids received after
this time will not be accepted. Bids will be publicly opened and
read aloud at the time and date mentioned. Interested parties are
invited to attend.
5. A complete set of contract documents may be obtained from the
UAPB Office of Procurement.
6. Obtaining contract documents through any source other than
the UAPB is not advisable due to the risks of receiving incomplete
or inaccurate information, and the bidder runs the risk of basing
bidder’s proposal on such information. The documents obtained
through the Architect or his representative(s) are considered the
official version and take precedence if any discrepancies
occur.
7. Bid Security in the amount of five percent (5%) of the bid
must accompany each bid in excess of $20,000.00 in accordance with
the Instructions to Bidders.
8. Bidders are hereby notified that any bidder who desires to
enter into Contract for this work must comply with disclosure
requirements pursuant to Governor Executive Order 98-04. Submission
to the Owner of completed Disclosure forms will be a condition of
the Contract. The Owner cannot enter into any contract, which does
not obligate the contractor to require the submission of Disclosure
forms for subcontractors.
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011201 INVITATION TO BID
00130-2
9. Bidders are hereby notified that WAGE DETERMINATIONS ARE NOT
APPLICABLE TO THIS PROJECT.
10. The Owner reserves the right to reject any and all bids, and
to waive any formalities.
11. This invitation does not commit the Owner to pay any cost
incurred in the preparation of bids.
12. Bidders shall conform to the requirements of the Arkansas
licensing laws and regulations for contractors, and shall be
licensed before his bid is submitted unless the project is
federally funded and therefore excepted by Ark. Code Ann.
§17-25-315. There shall be only one bid submitted per State
Contractors license. Bidders will be required to indicate license
number on bid form beneath signature when bidding $ 50,000.00 or
more.
13. Pursuant to Ark. Code Ann. § 22-9-203, the State encourages
all small and minority business enterprises to submit bids for
capital improvements. Encouragement is also made to all general
contractors that in the event they subcontract portions of their
work, consideration be given to the identified groups.
14. EQUAL OPPORTUNITY POLICY Act 215 (SB# 1123) of 2005 of the
Arkansas Legislature Upon notification the successful contractor
will be required to furnish to UAPB a copy of their company’s
“Equal Opportunity Policy” if there bid is over $25,000.
15. PROHIBITION AGAINST CONTRACTING WITH ILLEGAL IMMIGRANTS- Act
157 of 2007 Regarding those contracts over $25,000- No state agency
may enter into or renew a public contract services with a
contractor who knows that the contractor or a subcontractor employs
or contracts with an illegal immigrant to perform work under the
contract. Certification Required by Contractor prior to award of
contract.
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011201 BID FORM
00410-1
BID FORM Section 00410
Location: Room 102, Administration Bldg. 1200 N. University Pine
Bluff, AR 71601 BID FROM: BID TO: University of Arkansas Board of
Trustees acting for and on behalf of The University of Arkansas
at
Pine Bluff (UAPB) PROJECT: UAPB #31 – MINI BLINDS FOR SELECTED
RESIDENCE HALLS Gentlemen: 1. Having carefully examined the
Contract Documents for this project, as well as the premises and
all conditions
affecting the proposed construction, the undersigned proposes to
provide all labor, materials, services, taxes and equipment
necessary for, or incidental to, the construction of the project in
accordance with the Contract Documents within the time set forth,
for the lump sum base bid of:
$ Dollar Amount Is To Be Shown Numerically 2. Allowances:
Allowances described in Section 01200 are included in the Bid
Price. 3. Unit Prices: If the required quantities of the items
listed below are increased or decreased by change order, the unit
prices set forth below shall apply to such quantities. Dollar
Amount Is to be shown numerically _______________________________:
($ : ($ : ($ : ($ 4. Ark. Code Ann. § 22-9-212 requires the
contractor to indicate on this bid form the cost of Trenching
Safety
Systems. FAILURE TO SHOW THIS COST WILL INVALIDATE THE BID.
(NOTE THIS COST SHALL BE INCLUDED IN THE ABOVE BASE BID. REFER TO
SPECIFICATIONS SECTION 01 526)
Dollar Amount Is To Be Shown Numerically. 5. Completion Time:
Bidder agrees that the work will be substantially complete and
ready for final payment in
accordance with the Contract Documents within 30 consecutive
calendar days of the date established in a written notice to
proceed.
6. The undersigned, in compliance with the Contract Documents
for the construction of the above named project,
does hereby declare: a. That the undersigned understands that
the Owner reserves the right to reject any and all bids and to
waive
any formality.
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011201 BID FORM
00410-2
b. That if awarded the Contract, the undersigned will enter into
an Agreement, on a form identical to the form included in the
Contract Documents and execute required performance and payment
bonds within ten (10) days after receipt of the Intent to Award,
will commence work within five (5) days after the date of the
Notice to Proceed, and will complete the Contract fully within the
time for completion as indicated. Should the undersigned fail to
fully complete the work within the above stated time, he shall pay
the Owner as fixed, agreed and liquidated damages and not as a
penalty, the sum of one hundred dollars ($100.00) for each calendar
day of delay until the work is completed or accepted.
c. The undersigned further agrees that the bid security payable
to Owner and accompanying this proposal shall become the property
of the Owner as liquidated damages if the undersigned fails to
execute the Contract or to deliver the required bonds to the Owner
within ten (10) days from receipt of the Intent to Award as these
acts constitute a breach of the Contractor’s duties.
d. That this bid may not be withdrawn for a period of sixty (60)
days after the bid opening.
e. The undersigned understands that the Owner's intent is to
construct all facilities proposed within the limits established by
the funds appropriated for the project.
f. The names of subcontractors required to be listed by law and
this bid document and the nature of the work to be performed by
each one have been included on the Bid Form
g. The undersigned agrees to pay all prevailing hourly wage
rates prescribed and mandated by [Ark. Code Ann. § 22-9-301 et.
seq., if the bid exceeds $75,000 or the undersigned agrees to pay
all prevailing hourly wage rates mandated by the Davis-Bacon Wage
Rates] and any other applicable federal regulations.
h. Bids submitted by a “Joint Venture/Joint Adventure” shall be
signed by representatives of each
component part of the Joint Venture. The licenses of each
component part of the Joint Venture shall also be listed in the bid
submittal. Therefore, joint venture bidders shall indicate at least
two (2) signatures and two (2) license numbers on the Bid Form.
Exception: Joint Ventures who have been properly licensed with the
Arkansas Contractors Licensing Board as a “Joint Venture” need only
to indicate the joint venture license number on the Bid Form. Joint
Venture bidders shall indicate at least two (2) signatures on the
Bid Form even if they are licensed as a joint venture.
7. The following documents are attached to and made a condition
of this Bid. a. Bid security. b. Listing of Mechanical, Plumbing,
Electrical, Roofing / Sheet Metal Subcontractors, as required
by
law, and any other, if required by this document. 8. The
undersigned acknowledges receipt of and inclusion as a part of the
Contract Documents the following
addenda: No. Dated No. Dated No. Dated No. Dated
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011201 AGREEMENT FORM
00520-3
9. LISTING OF MECHANICAL, PLUMBING, ELECTRICAL AND ROOFING
SUBCONTRACTORS IN CONJUNCTION WITH ARKANSAS CODE ANN. 22-9-204 ALL
MECHANICAL, PLUMBING, ELECTRICAL AND ROOFING/SHEETMETAL
SUBCONTRACTORS SHALL BE LISTED REGARDLESS OF QUALIFICATIONS,
LICENSURES OR WORK AMOUNT. BIDDERS SHOULD CONSULT THE PROJECT
MANUAL ON HOW TO FILL OUT THIS FORM. FAILURE TO NAME THE SUB
CONTRACTOR IN THE SPACE PROVIDED SHALL CAUSE THE BID TO BE DECLARED
NON-RESPONSIVE AND THE BID WILL NOT RECEIVE CONSIDERATION. Indicate
the Name(s), of each entity performing the listed work: MECHANICAL:
(Indicative of HVAC)
________________________________________________Lic
#_______________________ Is the amount of work $50,000.00 or over:
Yes___ No ___ PLUMBING:
_______________________________________________ Lic
#_________________________ Is the amount of work $50,000.00 or
over: Yes___ No ___ ELECTRICAL: (Indicative of wiring and
illuminating fixtures)
________________________________________________ Lic
#________________________ Is the amount of work $50,000.00 or over:
Yes___ No ___ ROOFING AND SHEET METAL (Indicative of roofing
applications) _________________________________________________ Lic
#_______________________ Is the amount of work $50,000.00 or over:
Yes___ No___ Respectfully Submitted: Name of Bidder (Typed or
Printed) Address BY: (Signature and Title) Contractor’s Joint
Venture License Number(s) or Contractor’s License No. Telephone
Number Fax Number
____________________________________________________
Vendor ID Number Date of Bid
___________________________________________________ Federal ID
Number or Social Security Number
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011201 AGREEMENT FORM
00520-1
AGREEMENT FORM Section 00520
THIS AGREEMENT entered into THIS 22ND DAY OF JUNE 2016 between
herein after referred to as the Contractor, and the Board of
Trustees of the University of Arkansas acting for the University of
Arkansas at Pine Bluff hereinafter referred to as Owner.
WITNESSETH: 1. That for and in consideration of the payment by the
owner in the amount ($ ) ( ) as set forth in the Contract
Documents, the Contractor hereby agrees to furnish all tools,
labor, equipment, and materials, and to build and construct that
certain project in Jefferson County designated as. Project: UAPB
#31 – MINI BLINDS FOR SELECTED RESIDENCE HALLS the Contract
Documents attached hereto and incorporated herein by reference.
Contract Documents include the following: the Agreement Form (this
instrument); the Invitation to Bid; Instruction to Bidders; Bid
Form; all Addenda; Performance and Payment Bond; General and
Supplementary Conditions; Drawings and Specifications, Drawings
listed in the Specifications; Notice to Proceed; and Change Orders.
All construction shall be in exact accord with the Contract
Documents filed with the UAPB Procurement Department located in
Pine Bluff, Arkansas. The Owner shall have direct contract
supervision. Said construction shall be to the satisfaction of the
Owner and the Design Professional, and in accordance with the laws
of the State of Arkansas, and the work shall be subject to
inspection and approval at all times by the Owner, the Design
Professional, appropriate state and federal agencies. 2. Owner may
at any time during the progress of the work alter, change, subtract
from, or add to said Contract Documents without violating this
Agreement or the terms thereof. Said changes, alterations,
subtractions, or additions shall be set forth in writing in a
document referred to as a “Change Order.” Said document shall not
be effective unless approved by the Owner and the Design
Professional. Once effective, the Change Order shall be attached
hereto and incorporated herein by reference and shall be made a
condition or term of the Contract Documents. 3. The Contractor
agrees, for the consideration set forth in the Bid Form, to begin
work within FIVE (5) DAYS AND COMPLETE WITHIN DAYS hereafter of the
Notice to Proceed. If the Contractor fails to complete the work
within the time limit herein specified, he shall pay to the Owner,
as liquidated damages and not in the nature of a penalty, the sum
specified in the Bid Form of for each calendar day delayed, it
being understood and agreed between the parties hereto that the
said sum fixed as liquidated damages is a reasonable sum,
considering the damages that Owner will sustain in the event of any
such delay, and said amount is herein agreed upon and fixed as
liquidated damages because of difficulty of ascertaining the exact
amount of damages that may be sustained by such delay. The said sum
shall be deducted from the final amount of estimate due the
Contractor. 4. Should Contractor be delayed in the execution or
completion of the work by the act, neglect or default of the Owner,
or by any damage by fire, weather conditions or other casualty or
event for which the contractor is not responsible, or by general
strikes or lockouts caused by acts of employees, then any extended
period shall be determined and fixed by the Owner. Said extended
period shall be the time for a period equivalent to the time lost
by reason of any or all of the causes aforesaid, but no such
allowance shall be made unless a claim therefore is presented in
writing to the Owner within seven calendar days of the occurrence
of the event causing the delay.
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011201 AGREEMENT FORM
00520-1
5. It is mutually agreed between the parties that in the
performance of this contract, Contractor is acting independently
and in no sense as Agent of the State or the Owner. Contractor
shall not let, assign, or transfer this contract or any interest
therein, without the written consent of the Owner. 6. It is agreed
and understood between the parties hereto that the Contractor shall
accept and the Owner will pay for the work, at the prices
stipulated in the Contract Documents, such payment to be in the
form of legal tender, and the payment shall be made at the time and
in the manner set forth in the Contract Documents. 7. Any laborer
or mechanic employed by the Contractor or any Subcontractors for
this project, directly on site for the work covered by the Contract
Documents, shall be paid a rate of wages required by the Contract
Documents. If the Owner discovers that wages less than the rate of
wages specified by the Contract Documents have been or are being
paid, then the Owner, after giving written notice to the
Contractor, will terminate the Contractor’s right to proceed with
the project work or such part of the work as to which there has
been a failure to pay the required wages and to prosecute the work
to completion by contract or otherwise, and the Contractor and his
sureties shall be liable to the Owner for any excess costs
occasioned thereby. 8. Contractor shall promptly repair, at his own
expense and to the satisfaction of the Owner damage done by him or
his employees or agents at the work site, or to the public property
or buildings, or both, and will save the Owner harmless from all
claims of any person for injury to person or to property occasioned
by his act, or the acts of his employees or agents, while in the
execution of the work specified. 9. The Owner may terminate this
agreement to the extent Owner’s funds are no longer available for
expenditures under this agreement. 10. Failure to make any
disclosure required by Governor’s Executive order 98-04, or any
violation of any rule, regulation, or policy adopted pursuant to
that Order, shall be a material breach of terms of this contract.
Any contractor, whether an individual or entity, who fails to make
the required disclosure or who violates any rule, regulation, or
policy shall be subject to all legal remedies available to the
Agency. a) The contractor shall prior to entering any agreement
with any subcontractor, for which the total consideration is
greater than $25,000 require the subcontractor to complete a
Contract and Grant Disclosure and Certification Form. The
contractor shall ensure that any agreement, current or future
between the contractor and a subcontractor for which the total
consideration is greater than $25,000 shall contain the following:
Failure to make any disclosure required by Governor Executive Order
98-04, or any violation of any rule, regulation or adopted pursuant
to that Order, shall be a material breach of the term of this
subcontract. The party who fails to make the required disclosure or
who violates the rule, regulation, or policy shall be subject to
all legal remedies available to the contractor. b) The Contractor
shall, within ten days of entering into any agreement with a
subcontractor, transmit to the UAPB Procurement Office, a copy of
the Contract and Grant Disclosure and Certification Form completed
and signed by the subcontractor and a statement containing the
dollar amount of the subcontractor. c) The terms and conditions
regarding the failure to disclose and conditions which constitutes
material breach of contract and rights of termination and remedies
under the Executive Order 98-04 are hereby incorporated within. 11.
Nothing in this Contract shall be construed to waive the sovereign
immunity of the STATE OF ARKANSAS or any entities thereof.
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011201 AGREEMENT FORM
00520-1
Executed by the parties who individually represent that each
have the authority to enter into this Contract. CONTRACTOR BY:
________________________________________________________
TITLE: ADDRESS: DATE: Current Ark. Contractor’s License No. If
over $20,0000___________________________ Name: WITNESS: Affix
Corporate Seal (if any) Address: Board of Trustees of the
University of Arkansas acting for the University of Arkansas at
Pine Bluff BY:______________________________________________
Vice President of Administration
DATE:____________________________________________
END OF DOCUMENT
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OTHER MANDATORY REQUIREMENTS
1. It is the intent of the University of Arkansas at Pine Bluff
to contract with a single
vendor bidding “all or none” to provide Blinds and installation
for the Human
Science Building here on the UAPB campus as is herein
specified.
2. All blinds shall be with standard controls tilt wands and
draw cords.
3. Acceptable brands for bid shall be Graber, Lavolor, Bali and
any other brands of the same quality which have been prior approved
by the Agency Procurement Official
at the Mandatory site visit.
4. ALTERNATES - There is to be NO SUBSTITUTE in the
specifications of the blinds as herein listed, however, alternate
brands will be considered. Any brand
names herein listed are for specification purposes only, not as
a statement of
preference.
If your brand is not as specified, you must bring your brand and
sample, all with
specifications to the mandatory site visit for approval as an
equal.
5. INSTALLATION LOCATIONS See attached listings. The color shall
be True White. The color shall be the same as
the old blinds to be taken down.
6. REMOVAL OF OLD BLINDS In those locations where blinds
currently exists, contractor will be responsible for
removal of the same and stacking in a neat pile in the corner of
the hall on the floor
from which they were removed. Be sure to identify a cost factor
on the bid
Breakdown sheet for removal. UAPB will remove the old blinds
from the building.
7. MEASUREMENTS Bidders are required to take their own
measurements. Successful awardee must
provide product sufficient to complete this job. All prices
quoted shall be “firm
fixed.” Any references herein to quantity are approximations
only. After the site visit,
no other areas can be added or deducted without prior approval
of the Director of
Procurement.
8. Prospective bidders shall submit one (1) bid response only,
no multiple bid packages will be considered.
9. AWARD This bid will be awarded to the most responsible and
responsive low bidder who bids
“all or none” for the entire project, as specified and who can
deliver and install in the
time requested.
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10. EXPRESS WARRANTY
The whole of the good shall conform to the sample, models, or
whatever is prior
approved for delivery on the face of the purchase order. Your
signature on this IFB
herein, warrants this. There shall be no changes in what will be
installed. It must be
exactly as stated in your response. If acceptable, prior to the
issuing of the purchase
orders.
11. This will be a Prime Contractor project. UAPB will make no
payments to
subcontractors or other laborers, separately. This must be a
turn-key job with all
costs included.
12. CONTRACTOR OWNED EQUIPMENT
The University takes no responsibility for contractor owned
equipment and supplies
used in the fulfillment of this project. We would advise you to
give care and attention
to safeguarding these at all times both during and after working
hours.
13. In addition to the mailing or messenger address, the outside
of the bid envelope must
be clearly marked to identify this a bid.
14. FLOOR SCARRING AND SCRATCHING DURING INSTALLATION AND
DE-INSTALLATION OF BLINDS
Please note the condition of the floors in each dorm during the
mandatory pre-bid
conference and site visit. Blinds that are pulled or dragged
across the floor during
installation and de-installation can severely damage and mar the
floor surface.
Contractor must transport the blinds at all points with rolling
equipment to prevent this
damage. Contractor may be subject to a negotiated percentage of
invoice deduction
for non-compliance with this request.
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DETAILED COST SHEET
THIS SHEET MUST BE COMPLETED ALSO AND RETURNED WITH THE OTHER
REQUIRED RETURN DOCUMENTS
GRAND TOTAL: All Mini Blinds with installation, etc.
$__________
BREAKDOWN OF THE ABOVE COST
All Mini Blinds (all locations) $__________
Installation Cost $__________
Removal of Existing Blinds $__________
Tax $__________
Labor $__________
Other (explain) $__________
All cost for which the University will be billed must be
included above.
Have you seen the job site? _______ _______
Yes No
Brand Bid________________________________________________
Patten Number and Color Bidding__________________
_________________
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011201 INSTRUCTIONS TO BIDDERS
00200-1
INSTRUCTIONS TO BIDDERS Section 00200
1. BIDDING DOCUMENTS. Bidders may obtain complete sets of
Contract Documents from issuing office
designated in the Invitation to Bid. Complete sets of Contract
Documents must be used in preparing bids; neither Owner nor Design
Professional assume responsibility for errors or misinterpretations
resulting from the use of incomplete sets of Contract Documents.
Obtaining Contract documents through any source other than the
Design Professional listed in the Invitation to Bid is not
advisable due to the risks of receiving incomplete or inaccurate
information, and the bidder runs the risk of basing bidder’s
proposal on such information. The documents obtained through the
Design Professional or his representative(s) or the UAPB
Procurement Office are considered the official version and take
precedence if any discrepancies occur. The fact that documents used
for bidding purposes are named “contract documents “does not
diminish in any way the right of the Owner to reject any and all
bids and to waive any formality.
2. EXAMINATION OF DRAWINGS, SPECIFICATIONS AND SITE OF WORK.
Bidder shall examine the
Contract Documents and visit the project site of work. Bidder
shall become familiar with all existing conditions and limitations
under which the Work is to be performed, and shall base bid on
items necessary to perform the Work as set forth in the Contract
Documents. No allowance will be made to Bidder because of lack of
such examination or knowledge. The submission of a Bid shall be
construed as conclusive evidence that the Bidder has made such
examination.
3. INTERPRETATION OF CONTRACT DOCUMENTS DURING BIDDING. 3.1 All
references to the Owner shall be interpreted to mean the University
of Arkansas Board of Trustees acting
for and on the behalf of the University of Arkansas at Pine
Bluff (UAPB). 3.2 If any person contemplating submitting a Bid is
in doubt as to the true meaning of any part of the Contract
Documents or finds discrepancies in or omissions from any part
of the Contract Documents, he may submit to the Design Professional
a written request for an interpretation or correction thereof not
later than five (5) calendar days before Bid opening. In those
instances where a Design Professional is not involved with the
project, written requests for interpretation or correction may be
made to the UAPB Procurement Department within the time frame
stated above.
3.3 Address all communications regarding the Contract Documents
to the uapb Procurement Department,
Room 231 Administration Building, 1200 N. University Drive. Pine
Bluff, Arkansas 71601 Phone (870-575-8735) or Fax # 870-575-4647.
Attn: Kay Turner, Dir. of Procurement.
3.4 Interpretation or correction of the Contract Documents will
be made only by Addendum and will be mailed,
faxed or delivered to each Bidder of record by the Design
Professional; and in those instances where a Design Professional is
not involved the UAPB Procurement Department shall distribute
Addenda in the above referenced manner. The Owner will not be
responsible for oral explanations or interpretation of the Contract
Documents.
3.5 Addenda issued during the bidding period will be
incorporated into the Contract Documents. 4. SUBSTITUTIONS. 4.1
Materials, products, and equipment described in the Contract
Documents establish a standard of required
function and a minimum desired quality or performance level, or
other minimum dimensions and capacities, to be met by any proposed
substitution. Acceptability of substitutions will not be considered
during bidding period.
4.2 In some cases, prior approval of material or equipment, or
both shall be obtained from Owner in order to
obtain the desired color, size, visual appearance, and other
features specified.
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011201 INSTRUCTIONS TO BIDDERS
00200-2
5. TYPE OF BID. 5.1 The Work under this Contract will be awarded
under a stipulated sum contract to the lowest responsible
base bid amount. No segregated bids or assignments will be
considered. Bids are to include all labor, materials, equipment,
sales tax, social security tax, State Unemployment Insurance and
all other like items necessary to complete this project.
5.2 Any estimate of quantities is approximate only and shall be
the basis for receiving unit price bids for each
item, but shall not be considered by the Bidder as the actual
quantities that may be required for the completion of the proposed
work. Bidder shall state a unit price for every item of work named
in the Proposal. Bidder shall include, in the unit prices,
furnishing of labor, materials, tools, equipment, and apparatus of
every description to construct, erect, and finish the Work. The
unit price bid for the items shall be shown numerically and in the
appropriate spaces provided on the Bid Form. Such figures shall be
clear and distinctly legible so that no question can arise as to
their intent or meaning. Unit price bids and totals shown in the
Bid Form shall not include costs of engineering, advertising,
printing and appraising.
6. PREPARATION OF BID. Bid shall be made on an unaltered Bid
Form identical to the form included with
the Contract Documents. Fill in all blank spaces and submit one
original. Bids shall be signed with name typed below the signature.
Where Bidder is a corporation, bids shall be signed with the legal
name of the corporation followed by the name of the state of
incorporation, contractor’s license number issued by the
Contractors Licensing Board, and the signature of an authorized
officer of the corporation.
6.1 Bids submitted by a “Joint Venture/Joint Adventure” shall be
signed by representatives of each component
part of the Joint Venture. The licenses of each component part
of the Joint Venture shall also be listed in the bid submittal.
Therefore, joint venture bidders shall indicate at least two (2)
signatures and two (2) license numbers on the Bid Form. Exception:
Joint Ventures who have been properly licensed with the Arkansas
Contractors Licensing Board as a “Joint Venture” need only to
indicate the joint venture license number on the Bid Form. Joint
Venture bidders shall indicate at least two (2) signatures on the
Bid Form even if they are licensed as a joint venture.
7. BID GUARANTEE AND BONDS. 7.1 Each bid proposal shall include
a bid security in the amount of five percent of the total bid
offered, if the
bid is in excess of $20,000.00. The bidder will be required to
submit a bidder’s deposit, which includes enclosing a cashiers
check payable to the order of the OWNER drawn upon a bank or trust
company doing business in Arkansas or by a corporate bid bond in an
amount equal to five (5) percent of the bid. The bidder shall
include in the bid the bid bond amount so that the bid represents
the total cost to the Owner of all work included in the
contract.
7.2 The bid bond shall indemnify the Owner against failure of
the Contractor to execute and deliver the contract
and necessary bond (Performance and Payment Bond) for faithful
performance of the contract. The bid bond shall provide that the
contractor or surety must pay the damage, loss, cost and expense
subject to the amount of the bid security directly arising out of
the Contractor’s default in failing to execute and deliver the
contract and bonds.
7.2 Owner will have the right to retain the bid security of
bidders to whom an award is being considered until the
Contract has been executed and bonds if required, have been
furnished, or until specified time has elapsed so that bids may be
withdrawn, or all bids have been rejected.
7.3 Should Bidder fail to enter into a contract and furnish the
required bonds and insurance certificates within
_10__ days after receipt of Intent to Award, the bid guarantee
will be forfeited to the Owner as liquidated damages.
8. PERFORMANCE AND PAYMENT BOND. Performance and Payment Bonds
are not required for bids
$20,000.00 or under, except for roofing projects. For work
exceeding $20,000.00, the bidder shall furnish a
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011201 INSTRUCTIONS TO BIDDERS
00200-3
Performance and Payment Bond in the amount equal to 100 percent
of contract price, on a form identical to the Arkansas Statutory
Performance and Payment Bond Form included with the Contract
Documents as security for faithful performance of the Contract and
payment of all obligations arising thereunder within ten days after
receipt of the Intent to Award. The bond shall be written by a
surety company qualified and authorized to do business in the State
of Arkansas. The bond shall be executed by a resident local agent
licensed by the State Insurance Commissioner to represent the
surety company. The bond shall be written in favor of the Owner.
Bidder shall file the bond with the Circuit Clerk in the county
where the Work is to be performed. Failure to deliver said bonds,
as specified, shall be considered as having abandoned the Contract
and the bid security will be retained as liquidated damages. The
bidder shall include in the bid the Performance and Payment bond
amount so that the bid represents the total cost to the Owner of
all work included in the contract.
9. SUBCONTRACTORS. Name of principal subcontractors shall be
listed where indicated on the Bid Form
in accordance with Ark. Code Ann. § 22-9-204 and the contract
documents. All prime contractors, as a condition to perform
construction work for and in the State of Arkansas, shall use no
other subcontractors when the subcontractor’s portion of the
project is $20,000.00 or more, except those qualified and licensed
by the Contractors Licensing Board in Mechanical (HVAC), Plumbing,
Electrical and Roofing.
A bidder should request clarification from the Design
Professional (or from UAPB Procurement Department, if no Design
Professional exists for the project), if the bidder determines a
type of work (mechanical –indicative of HVAC; electrical –
indicative of wiring and illuminating fixtures; plumbing; roofing
and sheetmetal work - indicative of roofing application) is a
component of the project, but space has not been provided on the
bid form for the listing of such or if the bid form lists a type of
work that is not a component of the project. Clarification should
be made in accordance with Instruction 3.2.
9.1 For those bids where the listed subcontract work is
$20,000.00 or more, the prime contractor must make
a decision as to which subcontractor he intends to use. The
prime contractor shall place the names of each subcontractor and
indicate whether the amount of the listed work is $20,000.00 or
more in the space provided on the Bid Form. The prime contractor
may use his own forces to do the listed work, however, if the
listed work is $20,000.00 or more, the prime contractor must be
qualified and licensed by the Arkansas Contractors Licensing Board
to perform the listed work. Once the prime contractor determines
his own forces will be used, he shall place his name, and indicate
in he space provided on the Bid Form whether the amount of the
listed work is $20,000.00 or more. Failure to complete the form
correctly shall cause the bid to be declared non-responsive, and
the bid will not receive consideration.
9.2.1 In the event the amount of the listed subcontract work is
below $20,000.00, the Prime Contractor shall place
the names of the person or firm performing the work and indicate
in the space provided on the Bid Form whether the listed work is
under $20,000.00.
9.2.2 It shall be mandatory that any subcontractors listed in
(A) – (D) on the Bid Form by the Prime Contractor is
awarded a contract under Ark. Code Ann. § 22-9-204. Prime
Contractors who submit a bid listing unlicensed subcontractors or
use unlicensed subcontractors on a state project or any
subcontractor not licensed by the Contractors Licensing Board who
perform work having a value of $20,000.00 or more on a state
project are subject to a civil penalty, after notice and hearing,
of not less than $250.00 nor more than $500.00 and may be suspended
from bidding on state projects. In the event that one (1) or more
of the subcontractors named by the prime contractor in his
successful bid thereafter refuse to perform his contract or offered
contract, the prime contractor may substitute another
subcontractor, after having obtained prior approval from the design
professional, and the owner.
9.3. License Requirement
a. No person shall perform work on the contract without
possessing an Arkansas State License for the work they are
performing from the appropriate governing Board. Apprentice shall
be appropriately supervised according to the State governing Boards
requirements.
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011201 INSTRUCTIONS TO BIDDERS
00200-4
b. All licensed craftsmen shall have a copy of their licenses
with them and shall be required to provide it to the Owner ( or his
designee) upon request.
9.4 Pursuant to Ark. Code Ann. § 22-9- 404, the Bidder may
require listed subcontractors (mechanical,
plumbing, electrical and roofing/sheet metal) whose bid to the
Contractor exceeds $50,000.00 to provide a Performance and Payment
Bond to the Bidder.
10. SUBMITTAL. Submit bid on the Bid Form in an opaque, sealed
envelope. Identify the envelope with:
project name and number, name of Bidder, and Arkansas
Contractors License number; only one bid shall be submitted per
State Contractors license number. Submit bids in accordance with
the Invitation to Bid. All blanks on the form shall be filled out
in ink or be typewritten. Erroneous entries, alterations, and
erasures shall be lined out, initialed by the Bidder, and the
corrected entry inserted on the Bid Form. Only those bids submitted
on Owner supplied forms as found in these documents will be
accepted.
10.1 PROPRIETARY INFORMATION. All bid information, proposals,
forms, briefs, sales brochures, etc. will
become property of the Owner when submitted with a bid. All bid
documents submitted by the bidder shall be available for public
inspection after the bid opening. Proprietary pages and documents
required to be submitted with bid must be clearly marked as
such.
11. MODIFICATION AND WITHDRAWAL. Bidder may withdraw bid at any
time before bid opening and may
resubmit up to the date and time designated for receipt of bids.
No bid may be withdrawn or modified after time has been called for
the bid opening. Oral modifications to bids will not be considered.
Bidder may submit written modifications to bid in writing, by
telegraph, or by facsimile at any time prior to the expiration of
the bidding time and date and shall so word the modification(s) as
to not reveal the amount of the original bid. Telegraph or
facsimile modifications shall require written confirmation over the
Bidder's signature within 24 hours after bid opening.
12. DISQUALIFICATION OF BIDDERS. The Owner shall have the right
to disqualify bids (before or after
opening), which includes but is not limited to, evidence of
collusion with intent to defraud or other illegal practices upon
the part of the Bidder, to reject a bid not accompanied by the
required bid security or by other data required by the Contract
Documents, or to reject a Bid which is in any way incomplete or
irregular.
13. LATE BIDS. Late bids, bids en route, bids left at a location
other than the Office of Procurement by special
carrier or other will not be considered. Bids must be in the
Office of Procurement by or before the time as indicated on the
Invitation to Bid
14. APPLICABLE LAWS. 14.1 Labor. Contractors employed upon the
work will be required to conform to the labor laws of the State
of
Arkansas and the various acts amendatory and supplementary
thereto, and to all the laws, regulations, and legal requirements
applicable thereto.
14.2 Discrimination. Bidder shall not discriminate against any
employee, applicant for employment, or
subcontractor as provided by law. Bidder shall be responsible
for ensuring that all subcontractors comply with federal and state
laws and regulations related to discrimination. Upon a final
determination by a court or administrative body having proper
jurisdiction that the Bidder has violated state or federal laws or
regulations, the Owner may impose a range for appropriate remedies
up to and including termination of the Contract.
14.3 Taxes. Bidder shall include in the bid all state sales tax,
social security taxes, state unemployment
insurance, and all other items of like nature. It is the intent
that the bid shall represent the total cost to the Owner of all
work included in the contract. There are no provisions for a
contractor to avoid taxes by using
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011201 INSTRUCTIONS TO BIDDERS
00200-5
the tax exempt number of a state agency, board, commission or
institutions. Said taxes shall be included in the bid price.
14.4 State licensing laws for Contractors. 14.5 Disclosure.
Potential Bidders are hereby notified that any bidder who desires
to enter into a contract not
exempted from the disclosure requirements, that disclosure is a
condition of the Contract and that the Owner cannot enter into any
such contract for which disclosures are not made and the language
of paragraphs a, b, and c below will be included in the body of any
contract awarded.
Potential Bidders are hereby notified that:
a. Disclosure is required to be a condition of any present or
future subcontract for which the total consideration is greater
than twenty-five thousand dollars ($25,000.00).
b. The Contractor shall require any present or future
subcontractor, for which the subcontract amount is
greater than $25,000.00, to complete and sign the Contract and
Disclosure and Certification. The contractor shall ensure that any
agreement, current or future between the contractor and a
subcontractor for which the total consideration is greater than
$25,000.00 shall contain the following:
Failure to make any disclosure required by Governor Executive
Order 98-04, or any violation of any rule, regulation or adopted
pursuant to that Order, shall be material breach of the term of
this subcontract. The party who fails to make the required
disclosure or who violates the rule, regulation, or policy shall be
subject to all legal remedies available to the contractor.
c. The Contractor shall transmit a copy of the subcontractor’s
disclosure form to the agency and a statement containing the dollar
amount of the subcontract within ten (10) days upon receipt of
subcontractor’s disclosure.
Note: A copy of the “Contract and Grant Disclosure and
Certification Form” is included at the end
of this division. 14.6 Minority Participation: Pursuant to Ark.
Code Ann. § 22-9-203, the Owner and the State of Arkansas
encourage all small and minority owned businesses to submit bids
for capital improvements. Encouragement is also made to all general
contractors that in the event they subcon