..

CONTRACT MODIFICATION AGREEMENT

Date: June 30, 2017

Contract No.: TS-002-14

Modification No.: One (1)

Issued By:

Contractor:

Virginia Polytechnic Institute and State University (Virginia Tech)

Sterling Engineering Solutions

Commodity: Boiler and Turbine Control Services

. This Supplemental Agreement is entered into pursuant to the provisions of the basic contract.

Description of Modification:

Add to Contract Effective: June 30, 2017

I. DESCRIPTION OF MODIFICATION

A. Systems

The Power Plant's boiler, turbine, air pollution control and plant support controls are accomplished using Toshiba n V DCS controllers and various other controllers including but not limited to Allen-Bradley, Direct Logic, Honeywell, and Unitronics. Operator interfaces and SCADA include Allen-Bradley, Citect SCADA, Red Lion and others. The plant uses motors and variable speed drives manufactured primarily by Toshiba. The plant uses a dedicated network using switchers and software by Moxa.

The campus uses flow metering and data collection systems that include Vortek Instruments, Toshiba, Red Lion, Moxa and others.

B. Qualifications

The importance of maintaining this equipment in line with its original design performance and in proper operating condition requires the service to be performed by an experienced and competent contractor who has satisfactorily repaired equipment of the specific makes and types included herein. Personnel used by the Contractor for the performance of this work shall be thoroughly experienced and qualified through the factor or other training to work on the specific makes and types of equipment to be repaired, to include equipment reconfiguration. Contractor personnel shall be knowledgeable and experienced with the combustion process

involved with coal, gas, and oil fuels as applied to power boilers wither superheaters operating up to 600 PSI @ 824 degrees F. Contactor should also be knowledgeable and experienced in process instrumentation, industrial networking, Toshiba DCS programming and SCAD A programming. Evidence of stated qualifications shall be made available to Virginia Tech upon request. Virginia Tech reserves the right to reject Contactor personnel who, in Virginia Tech's judgment, are not adequately qualified to perform the work.

Delete from Contract: Existing Paragraph IV A & B

C. Other Add Price List attached

IL REASON FOR MODIFICATION

The systems in the Power Plant have evolved since the first draft of the contract was issued. These revisions better reflect the current state of the Power Plant. Additionally, the contractor has been utilized for systems outside of the power plat including but not limited to Chilled Water and Steam Distribution. These revisions reflect the increased scope of work the contractor has already been engaged in. Lastly, the contractor has been providing equipment over the term of the contact but equipment pricing was not adequately addressed in the previous revisions. The attached pricing matrix for components and service will bind the contractor the discounts for products and services providing an advantageous purchasing situation for Virginia Tech.

Except as provided herein, all terms and conditions of Contract Number TS-002-14, as heretofore changed, remain unchanged and in full force and effect.

Contractor By:

(Signature) Reid A. Garst II, VP Name and Title

Virginia Tech

By/ ..,y;

~/zc)~LCi Mary W. Helmick Director of Procurement

Unit of VT Discount

Product or Service Description List Price Measure (% off List) VT Price

Moxa - Network Products, 10, Wireless, and Vido Varies ea. 0% Off List

Delta Products- Variable Speed Drives, PLCs, HM ls, Controls Varies ea. 30% Off List

Red Lion Products incuding brands Sixnet and N-Tron- Network Switches, RTUs, Routers, 10 Varies ea. 5% Off List

CalAmp Radios and Cellular Routers Varies ea. 20% Off List

Toshiba Magnetic Flowmeters Varies ea. 0% Off List

Toshiba Variable Speed Drives and Motors Varies ea. 20% Off List

Kobold- Flow, pressure, level and temperature sensors and transmitters Varies ea. 5% Off List

Vortek Instruments- Vortex shedding and turbine flowmeters. Varies ea. 0% Off List

Spire Meters- Flow meters Varies ea. 5% Off List

Banner Engineering- Sensors, Safety and Wireless Varies ea. 0% Off List

Fuji Electric- Variable Speed Drives Varies ea. 5% Off List

Danfoss and Vacon brand variable speed drives Varies ea. 15% Off List

Unitronics PLCs Varies ea. 5% Off List

HMS- remote access routers including the eWON brand Varies ea. 5% Off List

Sprecher+ Shuh- Contactors, Soft Starts and Industrial Controls Varies ea. 20% Off List

Lovato- Contactors, Soft Starts and Industrial Controls Varies ea. 5% Off List

Tatsoft- SCADA/HMI Software Varies ea. 10% Off List

GDS Corp- Gas Detection for Process and personnel safety. Varies ea. 0% Off List

Bronkhorst USA- Flow Controllers and Meters Varies ea. 0% Off List

ECD- analytical meters for pH, Conductivity, etc. Varies ea. 0% Off List

Field Service Technician $ 135.00 hour $ 125.00 Field Service Technician Overtime $ 202.50 hour $ 187.50

Field Service Engineer $ 155.00 hour $ 145.00

Field Service Engineer Overtime $ 232.50 hour $ 217.50

[IIVirginiaTech I

Sterling Engineering Solutions Attn: Reid Garst PO Box 609 Salem, VA, 24153

Dear Reid Garst:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg , Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

July 21, 2017

Subject: Virginia Tech Contract #TS-002-14 Commodity/Service:Boiler and Turbine Control Services

Thank you for responding to my letter of March 6, 2017 and agreeing to renew the contract. The contract will now expire July 31, 2018.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.

We look forward to working with you for an additional year.

RSN

s~~J/~ Reed Nagel Buyer Specialist Telephone: (540) 231-5240

c: F.M. Pro Byron Nichols

Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

An equal opportunity, affirmative action institution

fllVirginiaTech I

Sterling Engineering Solutions Attn: Reid Garst POBox609 Salem, VA 24153

Dear Mr. Garst:

Subject: Virginia Tech Contract # TS-002-14 Commodity/Service: Boiler and Turbine Control Services

Procurement Department (MC 0333) North End Center, Suite 2100, Virgin ia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231--6221 Fax: 540/231-9628 www.procurement.vt.edu

March 6, 2017

This is to inform you that the subject contract expires July 31, 2017. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. A signed copy of this letter should be received in Procurement by March 20, 2017.

Tn addition, review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential this information be accurate for payments to be processed in a timely manner.

Virginia Tech recommends that our vendors utilize the Wells One AP Control Payment System for payment of all invoices and strongly encourages all vendors under contract with the university to participate in this program. If your firm is not enrolled in the program, refer to our website: http://www.procurement.vt.edwVendor/WellsOne.html or contact me directly for more information.

Sincerely, fAA O .IL L\ 1 p~

Gregory ;(p';;;, ~~C-UPO Assistant Director of Procurement for Facilities Support Telephone: (540) 231-7852

Sterling Engineering Solutions agrees to renew the contract for an additional year under the terms and conditions of the subject contract.

Authorized Signature:

Name:

Date:

Title:

tJo/vT£ .r/t:! r /v/tJ!)I ;C'/ ~ /"/Ch'/

~ ~oUc;;v/ //& 7/r,/,, 7

We currently participate in the Wells One Program. ___ We would like to participate in the Wells One Program __ _

Sterling Engineering Solutions does not agree to renew the contract for an additional year.

Authorized Signature: Date: ________ _

Name:

GAP/sr

Approved:

Date:

Title: ________ _ (please print)

Invent the Future

VIRG I NIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action i nstitut i on

ll!VirginiaTech I

Sterling Engineering So lutions Alln: Reid Garsl PO l3ox 609 Salem, VA, 24153

Dear Reid Garsl :

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virg inia 24061 540/231-6221 Fax: 540/231 -9628 www.procurement.vt.edu

March 10, 20 16

Subject: V irginia Tech Conlracl #TS-002-14 Commodily/Serv ice: l3oi ler and Turbine Control Services

Thank you for responding lo my lcller o r February 26, 2016 and agreeing lo renew lhe conlracl. The conlracl w ill now expire July 31, 2017.

The allached form shows your company in formation as I isled in the university's vendor ch1labase. Ir any or this information changes, please make corrections directl y on the form , and return lo me. It is essentia l thal lhis inrormalion be accurate in order for payments lo be processed in a timely manner.

W e look rorward lo working with you ror an addi tional year.

ASl3/ kj b

c: F.M. Pro l3yron Nichols

Sincerely,

A nthony S. Beeken, V CO, CUPO l3uyer Senior/Conlracls Officer T elephone: (540) 231-5 240

Invent the Future

VIRGINIA POLYTEC HN IC INST IT UTE AN D STATE UN I VERSITY

An equa l opportunity , a ffir mative ac ti o n in sti t u t ion

VENDOR INFORMATION FORM 3/10/2016

TS 002 14 ------- for office use -------

Sterling Engineering Solutions

FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number)

BUSINESS NAME/ OBA NAME/TA NAME

(If different than Full Legal Name)

Sterling Engineering Solutions

BILLING NAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS:

P 0 Box 609

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Salem

CITY

VIRGINIA 24153

STATE ZIP CODE

Reid Garst

CONTACT PERSON

REID@STERLING-ES.com EMAIL

Tony Beeken

FEDERAL TAXPAYER NUMBER

FEDERAL TAXPAYER NUMBER (If different than ID# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above)

PAYMENT ADDRESS:

P 0 Box 609

PAYMENT P 0 BOX ADDRESS 1

PAYMENT STREET ADDRESS 2

Salem

CITY

VIRGINIA 24153

STATE ZIP CODE

540-375-0923

PHONE NUMBER

888-554-2021

TOLL FREE NUMBER

540-375-0924

FAX NUMBER

lllVirginiaTech I

Sterli ng Engineer ing Solut ions

Attn : Reid Garst

PO Box 609

Sa lem, VA, 24153

Dear Reid Garst:

Subject: Virginia Tech Contract# TS-002-14

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street flf'N Blacksburg, Virginia 24061 540/231 -6221 Fax: 540/231 -9628 www.procurement.vt. edu

February 26, 2016

Commodity/Service: Boiler and Turbine Contro l Services

This is to inform you that the subject contract expires July 31, 2016. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. A signed copy of this letter should be received by Procurement by March 11, 2016.

In addition, review the attached form, which shows your company in formation as listed in the university's vendor database. lf any of this infonnation has changed, make corrections directly on the form, and return with this letter. It is essential this information be accurate for payments to be processed in a timely manner.

Virginia Tech recommends that our vendors utilize the Wells One AP Control Payment System fo r payment of all invoices and strongly encourages all vendors under contract with the university to participate in this program. lf your firm is not enrolled in the program, refer to our website : http:ljwww.procurement.vt.edu/Vendor[WellsOne. html or contact me directly for more information.

Sincerely, '1..... t\ ~~~ hiilio~y-s:=:Beeken , VCO, CUPO

Buyer Senior/Contracts Officer Telephone: (540)-231 -5240

Sterling Engineering Solutions agrees to renew the contract for an additional year under the terms and conditions of the subject contract.

Date: -;5-8"-"?t:?/b ---~~--~-~-

Authorized Signature:

Name: ~CJ~ ~.esr:?f Title: ~r/~'/~------(please print)

We currently participate in the Wells One Program. ? We would like to participate in the Wells One Program /

Sterling Engineering Solutions does not agree to renew the contract fo r an additional year.

Authorized Signature: Date: -----------

Name: Title: -----------(please print)

Approved:

Date:

~~~~~~~~~~~~~~~~~~~~~~~~~~- Invent the Future

VIRGINIA POLYT E CHNIC INSTI TUT E AND STATE UNIVERSITY An equal oppor t un ity , affirmative action institution

I Virginia Tech:

Sterling Engineering Solutions Attn: Reid Garst PO Box 609 Salem, VA 24153

Dear Mr. Garst:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 5401231-6221 Fax: 5401231-9628 www.procurement. vt. edu

April 3, 2014

Subject: Virginia Tech Contract #TS-002-14 Commodity/Service: Boiler and Turbine Control Services

Thank you for responding to my letter of March 21, 2014 and agreeing to renew the contract for an additional year. The contract will now expire July 31, 2015.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.

We look forward to working with you for an additional year.

ASB/sr

c: F.M. Pro

Sincerely,

Anthony S. Beeken, VCO Buyer Senior/Contracts Officer Telephone: (540) 231-5240

Jim McCoy, John Mason

Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

An equal opportunity, affirmative action institution

•

VENDOR INFORMATION FORM 12/11/2013

------- for office use -------

Sterling Engineering Solutions

FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number)

BUSINESS NAME/ DBA NAME/TA NAME

(If different than Full Legal Name)

Sterling Engineering Solutions

BILLING NAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS:

P 0 Box 609

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Salem

CITY

VIRGINIA 24153

STATE ZIP CODE

Reid Garst

CONTACT PERSON

REID@STERLING-ES.com

EMAIL

FEDERAL TAXPAYER NUMBER

FEDERAL TAXPAYER NUMBER (If different than ID# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above)

PAYMENT ADDRESS:

P 0 Box 609

PAYMENT P 0 BOX ADDRESS 1

PAYMENT STREET ADDRESS 2

Salem

CITY

VIRGINIA 24153

STATE ZIP CODE

540-375-0923

PHONE NUMBER

888-554-2021

TOLL FREE NUMBER

540-375-0924

FAX NUMBER

IIJVirginiaTech I I

Sterling Engineering Solutions Attn: Reid Garst PO Box 609 Salem, VA 24153

Dear Mr. Garst:

Subject: Virginia Tech Contract # TS-002-14 Commodity/Service: Boiler and Turbine Control Services

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt.edu

March 21,2014

This is to inform you that the subject contract expires July 31, 2014. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by April 4, 2014.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.

Thank you for your attention to this matter.

Sincerely,

\._~~.~~ Anthony S. Beeken, VCO Buyer Senior/Contracts Officer Telephone: (540) 231-5240

Sterling Engineering Solutions agrees to renew the contract for an additional year in accordance with the terms and

conditions of the subject contract. /' & .. · 7

-~/ Authorized Signature-:---~ ~

Name: ~Z? d~5Tff Date: 3 Z6- ZC//C/

Title: ~ (please print)

Sterling Engineering Solutions does not agree to renew the contract for an additional year.

Authorized Signature: Date: ------------------

Name:

ASB/sr c: FMP

Approved:

Date:

Title: _________ _ (please print)

Procurement for Facilities Support

Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution

VENDOR INFORMATION FORM 12/11/2013

------- for office use -------

Sterling Engineering Solutions

FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number)

BUSINESS NAME/ DBA NAME/TA NAME

(If different than Full Legal Name)

Sterling Engineering Solutions

BILLING NAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS:

P 0 Box 609

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Salem

CITY

VIRGINIA 24153

STATE ZIP CODE

Reid Garst

CONTACT PERSON

REID@STERLING-ES.com

EMAIL

FEDERAL TAXPAYER NUMBER

FEDERAL TAXPAYER NUMBER (If different than ID# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above)

PAYMENT ADDRESS:

P 0 Box 609

PAYMENT P 0 BOX ADDRESS 1

PAYMENT STREET ADDRESS 2

Salem

CITY

VIRGINIA 24153

STATE ZIP CODE

540-3 7 5-0923

PHONE NUMBER

888-554-2021

TOLL FREE NUMBER

540-375-0924

FAX NUMBER

COMMONWEALTH OF VIRGINIA

STANDARD CONTRACT

Contract Number: TS-002-14

This contract entered into this lith day of June 2013. by Sterling Engineering Solutions. hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech."

WITNESSETH that the Contractor and Virginia Tech. in consideration of the mutual covenants, promises and agreements herein contained. agree as follows:

SCOPE OF CONTRACT: The Contractor shall provide the boiler and turbine control services 10

Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From August 1. 2013 through July 3L 2014.

COMPENSA TIOi\ AND METHOD OF PA YME'\T: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.

CONTRACT DOCUMENT: The contract documents shall consist of this signed contract. Invitation For Bid number 0026440 dated Februarv 15. 2013. and the bid submitted by the Contractor dated February 28, 201 3. all of which contract do(;uments are incorporated herein.

In WITNESS WHEREOF. the parties have caused this Contract to be duly executed intending to be bound thereby.

Co~//~ By:_~

(Signature) .

~7~ /IL-<'.r!b/ ~ v:/ Name and Title

Virginia Tech By:

W. Thomas Kaloupek Director of Purchasing

INVITATION FOR SEALED BID# 0026440 THIS IS NOT AN ORDER

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY PROCUREMENT DEPARTMENT (MC0333)

300 Turner Street. NVI. Suite 2100

ac s urg. Bl k b VA 24061 DATE BID RETl;R:\ DATE ,'c,D HOUR BID OPENING DATE Al\D HOUR

Februar~ 15.2013

BIDDERS ADDRESS

March 20. 20 1 ~ 3P\1

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO

Anthony S. Becken, VCO Contract:. OflJcer/Buycr Senior

E-~·tAIL ADDRESS: abeeken(~'vt.edu

TELEPHO:--c NUMBER 154111231-52411

FAX NUMBER 154111231-9628

AFTER HOUR MESSAGES 154111 231-6221

COMMODITY: Boiler & Turbine Control Services SEE ATTACHED

SPECIAL INSTRUCTIONS 1. SEALED BID responses should be returned in the furnished envelop~.

Faxed response~ to Sealed Bid~ cannot h~ <.ent dJrcctly w the Purchasm~ Department. ~ec "Facsimile Bid:-." of the attached General Terms and Conditions.

3. Response~ must be submitted on th1s form and the attachment tsJ pnnideJ 4. Responses should be s1gned helm>.. 5. Response~ will be rece1ved in the ·virgmia Poiytt:'chni~' lnstnutc ami State Linivcrslt), Purchasing Department (0333). 270 Southgate Cenrc~.

Blacksburg. VA 24061 until the bid openmJ:: date and hour <X. if specified. the bid retum date and hour shown ahovc. 6. Contact the buyer hsted above for hid award im"om1ation. Enclose a sell-addressed stamped envelope if you wish to obtam price. infonnation 7. DELIVERY IS F.O.B. DESTINATION UNLESS OTHER\\1SE NOTED IN THE BODY OF THE BID. 8. Any ADDENDUM issued for thi~ solicitation may be acce~sed at Q.lill.c:'''\ \'>'~purcll \ t.cciu/inml.Jocs/i1i~k,j1l:U'· Since a paper copy of the

addendum will not be mailed to you. we encourage you to check the weh site regular!:;. 9. Bidders must take cognizance of the fees associated with the eYA Busine.;;.,-Tu-Govcrnment "Vendor Registration requirement described

herein and at http://www.cva.state.va.us/ and submit prices accordingh. CERTIFICATION IK ACCORDANCE \\~TH THIS INVITATION FOR SEALED BID AND SUBJECT TO ALL TERMS AND CONDlTIO:\S CONTAINED HEREIN 1!'\CLCDING THL GENERAL TERl\.tS A}';D CONDITIONS SHOW!'\ AT hllo:/lwww oun·h.vt ~llu/htmi.UPl·~;tcrm,f(iTC BITl nc:-;::ti~\J-·

THE UNDERSIGNED OFFERS Al\ll AGREES TO FL'RO:ISH THe GOODS OR SERVICES FOR THE PRICEISl OFFERED ~ ~"

HILL LEGAL NAME (PRIJ\TI I FEDERAL TAXPAYER NUMBER (lD#J DELIVERY DATE

/Conm.!TIV ""'"" "'·' " "I'P"''" wHh '<>Ur F~il~ral T aXf'J\"er "\umoer'

BUSINESS NAME/DBA !'JAME/TA NAME I FEDERAL TAXPAYER NUMBER (lj dlfterem than the ~ul: Le~al '-lame•

I 1: I dtfterem than ][).!; anovc;

I BILLING NAME FEDERAL TAXPAYER NUMBER (C omnJnv name a' tl apre>r' on _vour mv•>La ill tilllerentlllan !D11 uhnvc

PURCHASE ORDER ADDRES.S PAYMENT ADDRESS

CONTACT NAMEtTITLE (PRINT I S!Gl'\/\TURE (E\IINK: DATE

E-MAIL ADDRESS I TELEPHONE l'\L\lBER TOLL FREE TELEPHONE NUMBER

I FAX!'JUMBER

I ,-.BUSINESS CU\.SSIFJCATIOI'\ I D LAkGE j :::J S\IALL l D MINORITY-OWNED I D WOMEN-OWNED

Business Cias~ifiL:atJOn deftmtH>Ib can he vtewcd at 11!1:' "''-"''-.111::-~'1' \"! ~·;,:t · \ t'i>UP TLt<;Unmi

-. J.<; vour Cla.~.~ifJCation t:ertJfied b\" the \"mcmw Dent of \!mom\· Bu:;mrs_~ Entrrunsr'' 0 'l:e~D l'<n I It ves. provide CertificatJOJ: Ntimber

For ass1stam··"· with certificauon quesllono. pkas~· v1s1~: I)P-'": .... \ cimh:: q:;r:· \"i\ u-.hwarn~·,·n nrn!

THIS IS NOT AN ORDER '""'" """

' ' i

' I ! I ;

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (VIRGINIA TECH!

INVITATION FOR SEALED BID NUMBER 0026440

Boiler & Turome Control Serv1ces

I. PURPOSE·

The intent and purpose of th1s Invitation For Sealed Bid is to establish a term contract with one aualiiied source that can provide boiler and turbme control serv1ces for Virginia PolytechniC Institute and State University (Virginia Tech). an agency of tne Commonwealtn of Virginia.

II. BACKGROUND:

Virginia Tech is a land-grand institution of higner education that offers 215 undergraduate and graduate aegree programs to nearly 31.000 students annually. The mam campus IS located in Blacksburg V1rgmia. approx1mateiv thirty-e1ght (38) miles southwest of RoanoKe. Virginia Tech has more than 125 campus buildmgs. a 2.600-acre main campus. off campus educational facilities 1n SIX reg1ons. a study abroad site 1n Switzerland. and a 1.700-acre agnculture research farm near the mam campus. The campus proper is located in the Town of Blacksburg 1n Montgomery County in tne New R1ver Valley. Virginia Tech's need for Boiler and Turb1ne Control Serv1ces IS based on prev1ous and proJected use of the serv1ces described herein. The university's anticipated annual expenditure tor these services IS averaged at approximately $30.000. However. this is an estimate only ana shall neither require nor limit the serv1ces.

Ill. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing act1vi11es witnin the Commonwealth of Virginia. Virginia Tech. and other state agenc1es and institutions. have been directed by the Governor to max1m1ze the use of this system 1n the procurement of goods and serv1ces. We are. therefore. requesting that your f1rm reg1ster as a trading partner within the eVA system.

There are registration fees and transaction fees Involved witn the use of eVA. These fees must be considered 1n the provision of quotes. bids and pnce proposals offered to Virginia Tech. Failure to register withm tne eVA system may result m the quote. bid or proposal from your firm being rejected and the award made to anotner vendor wno is registered 1n the eVA system.

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary informat1on. Please visit the eVA website portal at ntta:i.www.eva.vlrotnla.aovirealster!Vendorreg.htm and register both with eVA and Ariba. Th1s process needs to be comoleted before Virgima Tech can issue your firm a Purchase Order or contract. If your f1rm conducts business tram multiple geographic locations, please register these locations 1n

your initial registration.

For registration and technical assistance. reference the eVA website at: eVACustomerCare@aas.vlralnla.aov. o: call866-289-7367 or 804-371-2525.

IV. SCOPE OF SERVICE:

A. Systems: Tne Power Plant's boiler. turb1ne. air pollution control, and plant support system controls are accomplished using Toshiba 310 and 320 loop controllers. Toshiba 1200 and V-series distributed contra! systems. and various programmable logic control systems Including Allen-Bradley, Direct Logic. Honeywell. and GE Fanuc. Operator Interlaces incluae Allen-Bradley Panelview 1400E and Red Lion. Tne turbme generator has a wall mounted electronic governor system by TRISEN model# TS31 0.

B. Qualifications: Tne Importance of maintaining th1s eauipment in line with this original des1gn performance and in proper operating condition reauires the service to be pertormed by an experienced and competem contractor wno has sat1siactorily repaired eau1pment of the specific makes and types Included nere1n. Personnel used by the Contractor for the pertormance of this work shall be thoroughly experienced and qualified through factory or other train1ng to work on the specific makes and types of equipment to be repaired. to incluae equipment reconf1guration. Contractor personnel shall be knowledgeable and expenenced with the combustion process mvolved with coal. gas. and oil iuels as applied 10 power boilers operatmg up to 600 ps1g. Evidence of stated qualif1cat1ons shall be made available to Virginia Teen upon

2

request. Virginia Teen reserves tne nght to reJeCt Contractor personnel who. in Virginia Tech's JUdgment. are not adequately aualiiied to perform tne work.

C. Schedulmg: Tne Contractor shall respond (be on site) to a reauest for repair serv1ces within s1x (6) hours of notification by Virg1n1a Tech. New eauipment start-up and eqwpment training serv1ces shall be prov1oec according to a schedule agreed upon by tne Contractor and Virginia Tech.

D. Serv1ces: Boiler ana turbine control services will be paid tor on an as needed hourly labor rate basis according to the unit prices Included m Sect1on IX. PRIC" SCHEDULE. The hourly labor rate snall1nclude al! oi the contractors costs (labor equipment. tools. transportation. travel time, etc.) associated with prov1d1ng the services described here1n.

E Parts & Eauipment:

1. Quality: All parts and eawpment furnished by tne Contractor 1n the performance of services included in this contract shall be new from the ongmal manufacturer or from a manufacturers authorized dealer. Use of rebuilt parts and equipment may be authonzed by Virginia Tech provided each is warranted by tne Contractor for the same penod and for the same conditrons as the new product. The use of used parts and equipment 1s prohibrted.

2. Inventory: The Contractor shall maintain a parts and equipment inventory at its place of business to service the contract in a satrsiactory manner or shall have such parts and equipment readily available. Tne Contractors service vehicle snail carry a "true stock" of the most commonly required items.

3. Pricing: All matenals. parts. equ1pment and supplies required in the performance of the boiler and turb1ne control services snail Pe provided by the Contractor on the basis of a discount off a published price !1st. The Contractor shall supply publlsned pnce lists to substantiate 1nvoice prices when requested by Virgin1a Tech. Invoices submitted by the contractor to Virgm1a Tech for materials. parts, eqwpment and1or supplies should snow a !1st pnce for each 1tem followed by the net price, which reflects the percentage discount shown in Sectron IX. PRICE SCH"DULE.

F. Guarantee: Unless provided for otherw1se. the Contractor shall guarantee all work covered under this contrac' agamst defects resulting irom tne use of substanaard materials. equipment and/or workmanship for one year from the date of final acceptance by Virgmra T ecn. Any work that needs to be corrected due to tne contractors faulty workmanship. eauipment, tools. or matenals shall be performed at no additional expense to Virgrnia Tech.

G. Reports: A time and materials sheet for each md1vidual p1ece of equipment shall be signed by the serv1ce representative and left with Virginia Tech's designated representative on the date the service is performe~. The time and materials sneet shall iaentiiy personnel. time worked on equipment. and type and quality o7 materials and parts used.

H. Other Reauirements:

1. Parkina Polrcv: All Contractor vehicles parked on the Virginia Tech campus must display a park1ng permit. Contractors snali note tha: vehicles oarked on the Virginia Tech campus withou: a park1ng pass or permit are subject to t1cket1ng and fines

For overnight parking. the Contractors company owned vehicles shall use the park1ng iot rn front of Virginia Tech Pnnting Services and Surplus Property offices at 1411 South Main Street also known as tne old K-Mart oarking iat. Privately owned vehicles (POV) may park at the location. No overn~ght 124 hours) parking is allowed on campus. If park1ng Pov·s on campus. Parkmg Serv1ces will identify whicn lot the POV shall park: currently the Track/Soccer. Overflow or East Cassell lot. To be entitled to park 1n tnese lots the Contractor shall be required to buy a daily. weekly, monthly or annual permit from Park1ng Serv1ces. It shall be the responsioility of the Contractor to shuttle employees to the jOb site.

If tne need arises. Virginia Tech may direct tnat Contractor owned vehrcles be parked in a locat1on or locations ather tnan 1411 Soutn Main Street. Blacksburg. VA.

2. Turf Permits: These permits are issued by Parking Serv1ces to all vehicles reqUiring temporary oark1ng on the grass except for construc;tion equipment. loaders, graders. etc. Parking Services' management shali aeciae who can obtain a Turt Permit. This permit does not allow parking on sidewalks and plazas. As a

3

courtesy please do no: park unaer trees. Refer to University Polley 5000, Section 2.9.12. POint 6 on tne Internet tor more aetails. Tnere will be a $50 charge per permit tor all non-state vehicles.

3. Sidewalk Pol1cy· SidewalK access to land-locked buildings is only allowed along designated routes. Vehicle pull-otis are designed a; land-locked building sites to move parked veh1cles ott sidewalKs (but no~ onto turf). Park1ng an unattended veh1cle on a sidewalk is stnctly prohibited by State Law and shall be subject to t1nes. The vehicle operator snail be made aware that extreme caution shall be used to operate the vehicle in a way that will not be a hazard or hindrance to pedestrians us1ng the Sidewalk. Tne Contractor snail be responsible tor any damage to the turf and anything that is located adjacent to tne sidewalk.

The procedure to obtain a permit to operate vehicles on a sidewalk is the same as outlined tor Turf Pol1cy. Any veh1cle parked illegally on a s1aewalk snail be subject to ticketing. t1nes and towing it necessary.

4. Uniforms: All employees oi the Comractor and Subcontractor shall wear uniforms or other appropnate Vlfginm Tech approved attire at all times 10 designate thelf attiliation With the Contractor.

5. Work schedule: Hourly rate work snail normally be performed accordmg to Virg1nia Tech s work schedule which at present is 8:00 a.m. to 4:30p.m. with '12 hour ior lunch. The work scnedule may be ad1usted as agreed upon by Vlfginia Tech and the Contractor. The work schedule tor unit price work shall be as agreed upon tor each project by Vlfginia Teen and the Contractor.

6. Time Paid: For hourly rate personnel and equipment (used during pro)8ct use) shall start upon arrival and sign-m at Vlfginia Tech and end upon s1gn-out and shall not include travel time to and tram VT and;pr Project site, lunch breaks, or otner breaks. Time shall be rounded to the nearest 1/2 hour.

7. Overtime Rates: Shall be paid tor time worked over forty hours in a single week for Virgtnia Tech. lweek end1ng Friday). and Saturdays and Sundays. except when the work schedule nas been changed 1n

agreement with Vlfg1nia Tech and tne Contractor. Overtime rate shall be 1.5 times tne regular rate as b10 tor nourly rate personnel only. Overt1me rates shall not apply to equipment.

8. Safety Precautions: The Contractor shall comply with the rules and regulations ot OSHA and the Department ot Labor. Tne Contractor alone shall be responsible tor the safety, efficiency and adeauacy of his plant. appliances. and methods. and tor any damage wh1ch may result tram their 1m proper construction. maintenance or operation. The Contractor shall erect and properly maintain at all times. as requlfed by the conditions and progress ot the work, proper safeguards tor the protection ot workers ano the public and shall post danger warn1ngs against any hazaras created by the consiruction operations. The Contractor shall designate a responsible member ot his organization on the work whose duty shall be the prevention oi accidents. 1n the absence of notice 10 the contrary. tiled with the Owner in writmg w1tn copy to V1rgmia Tech Pol1ce. this person shall be the Supenmendem of the Contractor. Please refer to tne Virginia Tech·s Environmental. Health and Safety Services website for the Contracwr Safety Prograrr.: htto :/twww. ehss .vt.edu/oroa:-ams,contracro:- saterv .oho

9. Schedule ot Tests: The Contractor should schedule tests which may cause disruption ot activities on campus auring school breaks. Tests which are not expected to cause disruption ot campus activities may be performed dunng normal work nours. Tne contractor shall coord1nate all tests with C:HSS.

10. Check-m and out Procedures: During tne University's normal working hours. the Contractor personne; shall cneck-in witn the designated Facilities Services representative immedlalely upon arnval to the University. Contractor personnel shall s1gn-in and pick up any Keys they will need tor access. ChecK ou; dunng University's normal working hours snail include sign out. and return of any keys issues. Outsioe the University's normal worKmg hours. Contractor shall report to the Campus Police Department for cneck in and out. Additionally. Contractor personnel may be asked to check m and out with a Puild1ng contac: person.

11. Duty to Protect Property: Tne Contractor shall continuously maintain adequate protection of all h1s worK from damage and shall protect all otner property tram damage. Injury. or loss ansing m connect1on wim tne work. The Contractor shall make good any such damage, Injury, or loss except such as may be directly the result of errors in the Contract Documents or such as shall be caused directly by the Owner.

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12. Disposal of Debris: The Contractor shall transport all waste off Virginia Tech property and dispose of it m a manner tha~ compiies with Federal. state. and local requirements unless otherwise indicated by Virginia Tech.

13. Ftre Protection and Prevention: The Contractor shall perform work in a ftre-safe manner. Contractor shal: supply and matntain adequate ftreftgnting equipment capable of exttngutshing ftres tn the early stages.

14. Key Control·

a. No person shall knowtngly possess an unauthorized key to property owned by Vtrgmta Tech Facilittes Servtces· Key Control Offtce is the only authonzed vendor for Untverstty key reauests.

b. All keys remam the property oi Virginia Teen. Keys whtcn are no longer needed must be returned to the Key Comrol Office.

c. Stolen or lost keys must be reported immediately to the Vtrginia Tech Police Department & Key Control Offtce

d. The installation. changing or removal of locks shall be performed only by contractor or an authonzeci Key Comrol Offtce oestgnate.

e. Unauthorized locKs are prohibited on doors and if found will be removed and dtscarded. Any damage or repairs necessitated by the removal of unauthorized locks will be the responsibility of tne comractor found in violation of thts section.

f. Keys snould at no time be left unattended (hanging tn a door lock. lying on a desk. etc.).

g. Each Contractor will be responsible for developing and enforcmg a key return policy. All Contractors must surrender all University keys issued to them upon termination or completion of project.

h. Keys are not to be transferred from their asstgned carrier to another without proper documentation.

i. The Contractor shall be responsible for tne total cost of keys requested and for work done to re­secure an area whenever a key is lost or stolen.

j. The contractor shall return any existing hardware removed from a project to the Key Control Offtce.

k. No area outside of the project scope will be accessed by the contractor for an individual witnout tne approval of the Owners Representative designated as responsible for the area. Said oestgnate will be responsible for verifying authority and identity of the individual requesting access

15. Smokino Policy: Please refer to the Vtrginta Tech webpage htto://www.poitctes.vt.eau·1o1D.odf for Polictes on Smoktng.

16. Estimates of Work:

a. Upon request by Virginia Tech and for work with adequate plans and specifications or wntten dtrections. tne Contractor shall orepare and submit to Virginia Tech a written esttmate I quantity of each contract billable unit) requtred to perform the work specifted under this contract. Tnts work may then be performed by the Contractor only with Vtrgmta Tech's written authonzation. Invoices submitted by the Contractor for worK performed shall be itemized by each contract billable unit and the total dollar amount of tne invDice(Si submitted shall not exceed the Contractors written esnmate.

b. Vtrginia Tech reserves the right to make or obtain other estimates prior to authorizmg the Contractor to proceed tn order to comply witn the requtrements of state regulations to determrne price reasonableness. If the esttmate IS consiaered not to be reasonable. the Contractor will be asked to review his estimate and resubmit. It tne revised estimate is still considered to be unreasonable. Virginia Tech reserves the right to obtain the work tram another source.

17 identification of Equtpmen:: ldentiilcaiton of Equipment shall be made by tne Contractor to Vtrgrnta Techs satisfaction immediately upon award ol comract. and may include alphanumenc identiftcatton of

5

equipment. lists. equipment labels. and otner measures as deemed necessary by Virg>nia Tech. AI! identification Information and measures shall be kept strictly up to date at all times.

18. Submission of Lists: As soon as possible. after notice of Work Order and in any event not later than tnree days prior to the iime fixed in the Work Oraer. the Contractor will submit in writing to the Owner a i1s; a' the names of Subcontractors tne Contractor may employ on the work. The list IS to Include ali emergency contract phone/pagencelt-pnone numbers of Contractor and Subcontractor. The list of Subcontractors is for tne purpose of establishing what traaes and port1ons at the work are to be pertormed unaer tne WorK Order. All identification mtormation and measures shall be Kept smctiy up to date at all t1mes.

V. OPTIONAL PRE-BID CONFER=NCE:

An optional pre-bid conference will be neld on March 12. 2013 at 1 0:00 AM in the Sterrett Facil1t1es Classroonr.. The purpose at tnis conference is to allow potential Biaaers an opportunity to present quest1ons and obtain clarification relative to any facet o: tnis solicitation.

While attendance at this conference will not be a prerequisite to submitting a bid. B1dders who Intend to suom1t a b1d are encouraged to attend.

Bring a copy ot this solicitation with you. Any changes resulting tram th1s conference will be issued in a written adaendum to th1s solicitation.

It is strongly recommended that you obtain a Virginia Tech parking permit for display on your vehicle prior to attending the conference. Parking permits are available from the Virginia Tech Parking Services Department located at 455 Tech Center Drive, phone: (540) 231-3200, e-mail: parkingrevvt.edu.

VI. METHOD OF PAYM"NT:

Virgima Tech will authonze payment to tne contractor as negotiated in any resulting contract from tne aforementioned Invitation For Bid.

Payment can be expedited tnrough tne use at the Wells One AP Control Payment System. Virgmia Tech strongly encourages participation in th1s program For more information on this program please refer to Virginia Techs Purchasing website: htto: wvvw.purcn.vt.eou.Deoartrnent;WeltsOile.html or contact the person 1n Purchasing identified in the I FB.

VII. INVOICES

Invoices tor goods or services provioed under any contract resulting tram this solicitation shall oe suom1tted to:

Virgln1a Poly1echnic Institute and State University Controllers Office (Mail Code 0312) Ste 3300. Virginia Tech 300 Turner Street NW Blacksburg. VA 24061

VIII. CONTRACT ADMINISTRATION

A. J1m McCoy. Contracts Manager University Des1gn and Construction. ai Virginia Tech or his des1gnee. snail be identified as the Contract Aaministrator and snail use all powers under the contract to emorce 1ts taithiul performance.

8. The Contract Administrator. or his designee. shall determine the amount, quantity. acceptabilil)'. fitness of all aspects at the services and snail oecioe all otner quest1ons in connection with the services. The Contract Administrator. or his designee. shall not have authority to approve changes in the services which alter the concept or which call tor an extens1on at t1me for this contract. Any modifications made mus: be autnonzeo by the Virgm1a Teen Purchasing Department througn a wntten amendment to the contract.

IX. PRICE S::::HEDULE: (TO BE COMPLET<'D BY BIDDER::

The bidder agrees to provide the services described herein and in accordance with the Terms and Conditions contained herem tar the unit pnce and d1scount listed beiow.

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Service Technician

Materials, Parts, Equipment and Supplies Discount:

X. BID EVALUATION PROCEDURES

$-~~~~/hour (regular rate)

~~~-%off Published Price List

BIDDERS SHOULD NOT FILL IN BLANK SPACES evaluation procedure to be utilized.

This example is only intended to illustrate the

Bids will be evaluated on the bas1s of the lowest grand total price from responsive. responsible bladers. Tne low bidder will be determined by use of the prices prov1aed by the bidder 1n Section IX. PRICE SCHEDULE 1n the following hypothetical scenario:

During the mitial12 montn period of tne contract. the Contractor provides tne services specified below. Additionally. materials. parts. equipment and supplies w1th a list price total of $6000.00 are purchased.

Service Technician:

Materials. Parts. Equipmen: and Supplies D1scoun;:

XL ADDENDUM

200 hrs X$ __ /nr. {regular rate)

$6000 less o• __ lo

$ ___ _

GRAND TOTAL: $. ____ _

Any ADDENDUM 1ssued for th1s solic1tat1on may be accessed at htto:/;www.ourch.vt.edu 1ntmf.docs'blcs.onr:. Since a paper copy of the addendum will not be mailed to you. we encourage you to check the web Site regularly.

XII. TERMS AND CONDITIONS:

This solicitation and any resulting contract;purchase order shall be governed by the attached terms and conditions.

XIII. ATTACHMENTS:

Attachment A -Terms and Conditions Attachment B - Standard Contract Form

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ATIACHMENT A

TERMS AND CONDITIONS

Bid General Terms and Conditions

Special Terms and Conditions

1. AUDIT: The Contractor hereby agrees to retain ali books. records. and otner documents relatrve to thrs contract io" five (5) years after final payment. or until audrted by the Commonwealth of Virgmra. whrchever is sooner. Virgrnia Tech. its autnonzed agents and10r Stale auditors snail have full access to and the right to exam me any of said materials during sard period

Z. AVAILABILITY OF FUNDS: It rs understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the tunas available or which may hereafter become available for the purpose of tnrs agreement.

3. AWARD OF CONTRACT: Virginia Tech will maKe tne award on a grand total once basis to the lowest responsrve and responsible bidder. The Virgrn1a Tech Purchasmg Department also reserves the right to reject any or all bids. m whole or in part, to waive Informalities and to delete Items prior to making the award. whenever it is deemed 1n the sole opinion of Virginia Tech to be in its best interes!.

4. CANCELLATION OF CONTRACT: VirQinla lecn reserves the right to cancel and terminate any resulting contract. in part or in whole. without penalty. upon 60 aays written notice to the Contractor. In the event the 1nit1al contract penod IS for more than 12 months. the resulting comract may be terminated by either party, without penalty. after the initral 12 months of the contract period upon 60 davs written nonce to the otner party. Any contract cancellation notrce shall not relieve the Contractor of the obligation to del rver andtor periorm on all outstanding orders issued pnor to the effective date of cancellation.

5. CONTRACT DOCUMENTS: The contract entered 1nto by the part1es shall consist of the Invitation for Bids, the srgned Bid submitted by the Contractor. the Commonwealth Stanaard Contract Form (copy attached). the General Terms and Conditions. Specral Terms and Conditions. tne specifrcatrons including all modifrcations thereol. all of which shat: be referred to collectively as tne Contract Documents

6. CONTRACT PERIOD: The contract shall be for a penod of one (1) year.

7. IDENTIFICATION OF SEALED BID ENVELOPE: If a specral envelope is not furnished. or if return in the specral envelope is not possible. the s1gned bid snould be returned 1n a separate envelope or package. sealed and aaaressed as follows: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIV:ORSITY Purchasing Department (0333) 270 Soutngate Center Blacksburg. VA 24061 Reference the open1ng date and hour. and Bid Number in the lower lett corner of the envelope or package. If a bid not contained in the special envelope is mailed. tne brdder takes the nsk that the envelope. even if marKed as described above, may be Inadvertently opened and the rnformation compromised which may cause tne bici to be disqualiiied. No other correspondence or otner bias snould be placed m the envelope. Brds may be hand dei1vereo to the Virginia Tech Purchasing Department.

8. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of Virginia Tech. but shall be an Independent contractor. Nothing in this agreement shal! be construed as authority for the contractor to make commitments which snail binc Virgrnia Tech or to otherwise act on be naif of V~rgmra Tech. except as V~rginra Tech may expressly authonze m writing

9. INSPECTION OF JOB SITE: My signature on this soliCilatron constitutes certification that I have mspected the JOb site and am aware of the conditrons under which tne work must be accomplished. Claims, as a result of iailure to 1nspec: the job site. will not be consrdered by Virgrnia Teen.

10.1NSURANCE: By sign~eg and submitting a bid under this soi1G1tat1on. the Bidder certifies that if awarded the contract. i; will have tne following insurance coverages at the t1me tne worK commences. Additionally. it will maintain these during tne ent~re term of the contract and tha: all 1nsurance coverages will be provided by insurance companies autnonzed to sell insurance 1n Virginia by the V~rgin1a State Coroorallon Commission. Dunng the penod of the contract. V~rgin1a Tech reserves tne nght to requ~re the Contractor to furn1sh certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REOUIR::O A. Worker's Compensation- Statutory reau1remems and benefits. B. Employers Liability- $100.000.00 C. General L1abili1y- $500.000.00 camb1ned s1ngle limi:. Virginia Tech and the Commonwealth of V1rgin1a snail oe

named as an additional insured with respe::::: to goods/services being pro::::ured. This coverage is to incluaE Premises/Operations Liability. Proaucts and Comoleted Operations Coverage. lndepenaent Contractor's Liability Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability- $500.000.00

The contractor agrees to be responsible tor. inaemniiy defend and hold harmless V1rg1nia Tech. its officers. agems and employees tram tne payment of all sums of money by reason of any claim aga~nst them ansing out of any ana all occurrences resulting 1n bodily or mental InJUry or property darnage that may happen to occur in connection with and during the performance of the comrac:. 1nclud~na but not l1m1ted to cla1ms under the Worker's Compensation Ac:. Tne contractor agrees that it will. at all times. after tne completion of the work. be responsible for. 1naemnify, defend and hold harmless V~rginia Tech. its officers. agents and employees from all liabilities resulting tram bodily or mental injury or property damage directly or indirectly ans1ng out of the performance or nonperformance of tne comrac:.

11.NOTICES: Any notices to be g1ven by either party to tne otner pursuant to any contract resulting from this solicitation snail be 1n writing. hand delivered or mailed to tne address of the respect1ve party at the follow1ng address:

If to Contractor: Attention:

If to Virginia Tech:

Address Shown On Bid Cover Page Name Of Person Sian1no Bid

Virginia Polytechnic Institute and State University Attn: Anthony S. Beeken 300 Turner Street. NW Suite 2100 Blacksburg. VA 24061

and

V1rgrnia Polytechnic institute and State University Attn: Jim McCoy University Design and Construction Department 90 Sterrett Facilities Complex Blacksburg. VA 24061

12.PRICE ESCALATION/DEESCALATION: Pnce adJustments for cnanges in the contractor's pnce of matenals. labor. and transportation may be permitted. Reaues: tor pnce adjustments for any other reasons will not be grantee. No pnce increases will be authonzed to· 365 calenoac aays after the effective date of the contract. Upwaro pnce adjustments may be permitted only at tne end of th1s period and eacn 365 days thereafter and only where verified to the satisfaction of the Virginia Tech Purchasing Department. However. ''across the board'' price decreases are sub1ect to implementation at anv t1me and shall be 1mmed1atelv conveyed to Virainia Tech. Contractor shall g1ve not less tnan 30 days advance notice of any desired price increase to the Vrrginia Teen Purchasing Department. Any approved once changes will be ettect1ve only at the beginning of the calendar month following tne end of tne full 30 day notii1cat1on penod. Tne Contractor shall document the amoun' anc proposeo effective date of any general change 1n tne pnce of materials. labor, and transportation. Onlv oeneral "across tne board" price increases will be considered anci mus! affec: all supoliers of the commodities or goods. DocumematJor. shall be supplied w1th the Contractor's reauest tor 1ncrease which will: (1) verify that the requested pnce 1ncrease 1s general in scope and not applicable JUSt to Vrrg1n1a Tech: and (2) verify the amount or percentage oi increase wn1ch 1s being passed on to tne Contractm by the Contractor's suppl1ers. Failure by the Contractor to supPly tne aforementioned verification with tne reaues1 for price increase will result in a delay of the effective aate of suer. increase. The Virginia Tech Purchas1ng Department may verify such change in price indepenaently. Tne Virginia Teen Purchasing Department may make sucn verii1cat1on as it deems adequate. However, any increase wh1cn tne Virg1n;a

9

Tech Purchasing Department determtnes IS excess1ve. regardless of any documentation supplted by the Contractor. may be cause for cancellation of the contract by the Virgmia Teen Purcnasing Department. The V"gmia Teen Purchastng Department will notify the contractor 1n wnting of the effective date of any Increase whtch IS approved However. the Contractor shall fill all purchase orders received pnor to the effective date of the price adjustment at the old contract prices. The contractor is further advised that orice decreases which aftectthe pnce of matenals. labor. and transportation are requ,eo to be passed on to Virginia Tech Immediately Failure to do so will result 1n action to recoup such amoums

13.RENEWAL OF CONTRACT: This contract may be renewed by Virgtnta Tech upon written agreement of botn oarttes tor four successive one year penods. under the terms of tne current contrac:. and at a reasonable time (approximately 90 days) prior to tne exp,ation.

14.SAFETY: The Contractor bears sole responsibility for the safety of its employees. The Contractor shall take all steps necessary to establish. administer. ano enforce safety rules tnat meet the regulatory requirements of the V"g1n1a Department oi Labor and Industry (VDLI) and the Occupational Safety and Healtn Admintstratton (OSHA: Tne contractor shall take steps as necessary to protect the safety and health of university employees. students. and vtsitors during the performance of tne" work. In addition. the contractor must also provide the university with a written safety program that1t intends to follow in pursuing work under this contract By entenng into a contract with V"gin1a Teen. tne contractor and its subcontractors agree to abide by the reauirements described 1n Safety Reau,ements for Contractors and Subcontractors located on V"gtnia Tech's Environmental. Health and Safety Services (EHSS) web site at this URL http:/lwww.ehss.v:.edworomams:contractor saietv.pho. A copy of the publication may also be obtamed by comactmg EHSS at 5401231- 5985. No work under this contract will be permitted until the university 1s assured that the contractor has an adequate safety program m effect.

15. SEVERAL LIABILITY: Virginia Tech will be severally !table to the extent of its purchases made agamst any comrac' resulting from thts solicitation. Appltcable entities described here1n will be severally liable to tne extent of their purchases maae against any contract resulttng from this solicitation.

16. WARRANTY (COMMERCIAL): The Contractor agrees tnat the supplies or services furnished under any awaro resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor g1ves any customer for such supplies or servtces and that the rights and remedtes provided therem are in addition to and ao no: limit those available to Virginia Tech by any other clause of this solicitation. A copy of this warranty must be furntshed with the btd.

17. WORK SITE DAMAGES: Any damage to existtng utilities. equipment or finished surfaces resulting from the performance of th1s contract snail be repa,ed to the Owner's sattsfactton at the Contractor's expense.

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INVITATION FOR SEALED BID# 0026440 THIS IS NOT AN ORDER

VIRGINIA POLYTECR."iiC INSTITCTE "~~D STATE UNIVERSITY PROCUREMEl\'T DEPARTMENT (MC0333)

300 Turner Street, l'iW Suite 2100

Blacksburo VA 24061 . ~-DATE BID RETl;R'\ DATE AND HOUR BID OPENING DATE AND HO];R

February 15, 2013 March 20. 21113 3PM

BIDDERS ADDRESS

Sterling Engineering Solutions Attn: Reid Garst

ADDRESS ALL INQUIRIES AND CORRESPOKDENCE TO:

PO Box 609 Salem, VA24153

Anthony S. Beeken, VCO

Contracts Officer/Buyer Senior

E-MAIL ADDRESS: aheekcn@>:vt.edu

TELEPHONE NUMBER (540) 23 I -5240

FAX NUMBER (5401231-4628

AFTER HOUR MESSAGES (5401231-6221

COMMODITY: Boiler & Turbine Control Services SEE ATTACHED

SPECIAL INSTRUCTIONS L SEALED RID responses should be rerumcd in the furnished envelope 2. Faxed responses to Sealed Bids cannot be sent directly to the Purchasing Department see "Facsimile Bids" of the attached General Tenns and

Conditions. 3. Responses must be submitted on this fonn and the attachment ( s) provided. 4. Responses should be signed below. 5. Responses will he received in the Virginia Polytechnic Institute and State University, Purchasing Department (0333). 270 Southgate Cente:-.

Bl<1ckshurg. VA 24061 until the bid opening date and hour or. if specified, the bid return date and hour shown above. 6. Contact the buyer listed above for bid award information. Enclose a self-addressed stamped envelope if you wish TO obtain price information 7. DELIVERY IS F.O.B. DESTINATIOI" VNLESS OTHERWISE NOTED IN THE BODY OF THE BID. 8. Any ADDENDUM issued for this solicitation may be accessed at Imp 'www.nurch.V1.edu'html.docslhids.php. Since a paper copy of the

addendum will not be mailed to you. we encourage you to check the web site regularly. 9. Bidders must take cognizance of the fees associated with the e\'A Business-To-Government Vendor Re(~istration requirement described

herein and at http://www.eva.state.va.us/ and submit prices accordingh·. CERTIFICATION: IN ACCORDANCE WITH THIS INVIT AT! ON FOR SEALED BID AND SUBJECT TO ALL TERMS AND CONDITIO"S CONTAINED HEREIN INCLUDfNG THE GENERAL TE~VIS Al\D COl\DITIONS SHOW!( AT http:-'1\vww.purc.h vt.eduihtml.docHenmiGTC BID ();"~2011 ndf THE UNDERSIGNED OFFERS AND AGREES TO FliR"ISH THE GOODS OR SERVICES FOR THE PRICE(S) OFFERED

FT .. }LL LEG,A.L NAME (PPJ1'!Tl F.t.DERi·.L TAXPAYER NUMBER (ID#) DEL!VER'r' DATE (Company name as tl appears with vour Fo:icral T axpover :'<umber I t--·.Jtlt: 1'./

5Tr72L//,/& £,1/.,-//Vt.'U//,~~ __i,;.s,.'77t?.<"S NETvc:J>

BUSINESS NAME/DBA NAMErfA NAME FEDERAL TAXPAYER NUMBER (If different than the Full Legal Name) Of dif!er<OIJ: than Trr~ above I

'I I'

BILLING NAME FEDERAL TAXPAYER NUMBER (Cnmpany name as it appears on vour tmO!tt) (10 different thMl ID" above) ,,

''

PURCHASE ORDER ADDRESS PA YMEl'\T ADDRESS

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:5/1.! C /1'1. )/,/! 2-? I 5" 3 "5/IL'E -Mtl/,4 _L-¢153 CONTACT NAME'TITLE (PRIKTI SIGNATURE (II' INK) DATE

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VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (VIRGINIA TECH)

INVITATION FOR SEALED BID NUMBER 0026440

Boiler & Turbine Control Services

I. PURPOSE:

The intent and purpose of this Invitation For Sealed B1d is to establish a term contract with one qualified source that can provide boiler and turbine control serv1ces for V1rgin1a Polytechnic Institute and State University (Virgmia Tech), an agency of the Commonwealth of Virginia.

II. BACKGROUND:

Virginia Tech is a land-grand institution of higher education that offers 215 undergraduate and graduate degree programs to nearly 31.000 students annually. The ma1n campus IS located in Blacksburg Virginia. approx1mateiy thirty-eight (38) miles southwest of Roanoke. Virginia Tech has more than 125 campus buildings, a 2.600-acre main campus, off campus educational facilities in six regions, a study abroad site in Switzerland, and a 1.700-acre agriculture research farm near the main campus. The campus proper is located in the Town of Blacksburg 1n Montgomery County in the New River Valiey. Virginia Tech's need for Boiler and Turbine Control Serv1ces is based on previous and pro)8cted use of the services described herein. The university's anticipated annual expenditure for these serv1ces is averaged at approximately $30,000. However, this is an estimate only and shall neither require nor limit the services.

Ill. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virgmia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are. therefore, requesting that your firm register as a trading partner within the eVA system.

There are registration fees and transaction fees involved with the use of eVA. These fees must be considered 1n the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at htto:/iwww.eva.wqmla.aovnealster/vendorrea.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: eVACustomerCareiiildas.wolnla.aov. or call 866-289-7367 or 804-371-2525.

IV. SCOPE OF SERVICE

A. Systems: The Power Plant's boiler. turbine. air pollution control, and plant support system controls are accomplished using Toshiba 310 and 320 loop controllers, Toshiba 1200 and V-series distributed control systems, and various programmable logic control systems including Allen-Bradley, Direct Logic. Honeywell. and GE Fanuc. Operator mterfaces include Allen-Bradley Panelv1ew 1400E and Red Lion. The turb1ne generator has a wall mounted electronic governor system by TRISEN model# TS31 0.

B. Qualifications: The importance of maintaining this equipment in line with this original design performance and in proper operating condition requires the service to be performed by an experienced and competent contractor who has satisfactorily repaired equipment of the specific makes and types included herein. Personnel used by the Contractor for the performance of this work shall be thoroughly expenenced and qualified through factory or other training to work on the specific makes and types of equipment to be repaired, to include equipment reconf1guration. Contractor personnel shall be knowledgeable and experienced with the combustion process involved with coal. gas, and oil fuels as applied to power boilers operating up to 600 psig. Evidence of stated qualifications shall be made available to Virginia Tech upon

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request. Virginia Tech reserves the right to reject Contractor personnel who. in Virginia Tech's JUdgment. are not adequately qualified to perform the work.

C. Scheduling: The Contractor shall respond (be on site) to a request for repair services within s1x (6) hours of notification by Virginia Tech. New equipment start-up and equipment training services shall be provided according to a schedule agreed upon by the Contractor and V~rginia Tech.

D. Serv1ces: Boiler and turb1ne control services will be pa1d for on an as needed hourly labor rate basis according to the unit prices included in Section IX. PRICE SCHEDULE. The hourly labor rate shall Include all of the contractor's costs (labor. equipment, tools, transportation, travel time, etc.) associated with providing the services described herein.

E. Parts & Equipment:

1. Quality: All parts and equipment furnished by the Contractor in the performance of serv1ces Included 1n this contract shall be new from the onginal manufacturer or from a manufacturer's authorized dealer. Use of rebuilt parts and equ1pment may be authorized by Virginia Tech provided each is warranted by the Contractor for the same period and for the same conditions as the new product. The use of used parts and equipment is prohibited.

2. Inventory: The Contractor shall maintain a parts and equipment inventory at its place of business to service the contract in a satisfactory manner or shall have such parts and equipment readily available The Contractor's service vehicle shall carry a "true stock" of the most commonly required items.

3. Pricing: All materials, parts, equipment and supplies required in the performance of the boiler and turbine control services shall be provided by the Contractor on the basis of a discount off a published price list. The Contractor shall supply published price lists to substantiate invoice prices when requested by Virginia Tech. Invoices submitted by the contractor to Virgima Tech for materials, parts, equipment and/or supplies should show a list pnce for each item followed by the net price, which reflects the percentage discount shown 1n Section IX. PRICE SCHEDULE.

F. Guarantee: Unless provided for otherwise, the Contractor shall guarantee all work covered under this contract against defects resulting from the use of substandard materials, equipment and/or workmanship for one year from the date of f1nal acceptance by Virginia Tech. Any work that needs to be corrected due to the contractor's faulty workmanship, equipment, tools, or materials shall be performed at no additional expense to Virginia Tech.

G. Reports: A time and materials sheet for each individual p1ece of equipment shall be signed by the serv1ce representative and left with Virginia Tech's designated representative on the date the service is performed. The time and matenals sheet shall identify personnel, time worked on equipment, and type and qual1ty of materials and parts used.

H. Other Requirements:

1. Parking Policy: All Contractor vehicles parked on the Virginia Tech campus must display a parking permit. Contractors shall note that vehicles parked on the Virginia Tech campus without a parking pass or permit are subject to ticketing and f1nes.

For overnight parking, the Contractor's company owned vehicles shall use the parking lot in front of Virginia Tech Pnnt1ng Services and Surplus Property off1ces at 1411 South Main Street also known as the old K-Mart parking lot. Privately owned vehicles (POV) may park at the location. No overnight (24 hours) parking is allowed on campus. If parking POV's on campus, Park1ng Services will identify which lot the POV shall park; currently the Track/Soccer, Overflow or East Cassell lot. To be entitled to park in these lots the Contractor shall be reauired to buy a daily. weekly, monthly or annual permit from Parking Services. It shall be the responsibility of the Contractor to shuttle employees to the job site.

If the need arises. Virginia Tech may direct that Contractor owned vehicles be parked 1n a location or locations other than 1411 South Main Street. Blacksburg, VA.

2. Turf Permits: These permits are 1ssued by Parking Services to all vehicles requiring temporary park1ng on the grass except for construction equipment, loaders, graders, etc. Parking Services' management shall decide who can obtain a Turf Permit. This permit does not allow parking on sidewalks and plazas. As a

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courtesy please do not park under trees. Refer to University Policy 5000. Section 2.9.12. point 6 on the internet for more details. There will be a $50 charge per permit for all non-state vehicles.

3. Sidewalk Policy: Sidewalk access to land-locked buildings is only allowed along designated routes. Vehicle pull-offs are des1gned at land-locked building sites to move parked vehicles off Sidewalks (buc not onto turf). Parkmg an unatiended veh1cle on a sidewalk is strictly prohibited by State Law and shall be subject to fines. The veh1cle operator shall be made aware that extreme caut1on shall be used to operate the vehicle in a way that wil! not be a hazard or hindrance to pedestrians usmg the sidewalk. The Contractor shall be responsible for any damage to the turf and anythmg that IS located adjacent to the sidewalk.

The procedure to obtam a permit to operate vehicles on a sidewalk is the same as outlined for Turf Poi icy. Any vehicle parked illegally on a Sidewalk shall be subject to ticketing, fines and towing if necessary.

4. Uniforms: All employees of the Contractor and Subcontractor shall wear uniforms or other appropnate Virginia Tech approved attire at all times to designate their affiliation with the Contractor.

5. Work schedule: Hourly ra(e work shall normally be performed according to Virginia Tech's work schedule which at present is 8:00a.m. to 4:30p.m. withY, hour for lunch. The work schedule may be adjusted as agreed upon by Virginia Tech and the Contractor. The work schedule for unit price work shall be as agreed upon for each project by Virginia Tech and the Contractor.

6. Time Paid: For hourly rate personnel and equipment (used during project use) shall start upon arrival and sign-in at Virginia Tech and end upon sign-out and shall not include travel time to and from VT andipr Project site, lunch breaks. or other breaks. Time shall be rounded to the nearest Y, hour.

7. Overtime Rates: Shall be paid for time worked over forty hours in a single week for Virginia Tech. (week ending Friday). and Saturdays and Sundays, except when the work schedule has been changed 1n agreement with Virginia Tech and the Contractor. Overtime rate shall be 1.5 times the regular rate as bid for hourly rate personnel only. Overtime rates shall not apply to equipment.

8. Safety Precautions: The Contractor shall comply with the rules and regulations of OSHA and the Department of Labor. The Contractor alone shall be responsible for the safety. efficiency and adequacy of his plant, appliances. and methods. and for any damage which may result from their improper construction, maintenance or operat1on. The Contractor shall erect and properly maintain at all times. as required by the conditions and progress of the work, proper safeguards for the protection of workers and the public and shall post danger warnings against any hazards created by the construction operations. The Contractor shall designate a responsible member of his organization on the work whose duty shall be the prevention of accidents. In the absence of not1ce to the contrary, filed with the Owner in writmg with copy to Virginia Tech Police. this person shall be the Superintendent of the Contractor. Please refer to the Virginia Tech's Enwonmental, Health and Safety Services website for the Contractor Safety Program: htto:/ /www. ehss. vt.eduioroarams/contracwr safetv. oho

9. Schedule of Tests: The Contractor should schedule tests which may cause disruption of activities on campus during school breaks. Tests which are not expected to cause disruption of campus activities may be performed dunng normal work hours. The contractor shall coordinate all tests with EHSS.

10. Check-in and out Procedures: During the University's normal working hours, the Contractor personnel shall check-in with the designated Facilities Services representative immediately upon arrival to the University. Contractor personnel shall sign-in and pick up any keys they will need for access. Check out during University's normal working hours shall include sign out, and return of any keys 1ssues. Outside the University's normal work1ng hours, Contractor shall report to the Campus Police Department for check in and out. Additionally, Contractor personnel may be asked to check in and out with a building contact person.

11. Duty to Protect Prooerty: The Contractor shall contmuously maintain adequate protection of all his work from damage and shall protect all other property from damage, injury, or loss arising in connect1on with the work. The Contractor shall make good any such damage, injury, or loss except such as may be directly the result of errors 1n the Contract Documents or such as shall be caused directly by the Owner.

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12. Disposal of Debris: The Contractor shall transport all waste off Virginia Tech property and dispose o: it in a manner that compl1es with Federal, state. and local reqUirements unless otherwise ind1cated by Virginia Tech.

13. F~re Protection and Prevent1on: The Contractor shall perform work in a fire-safe manner. Contractor shall supply and ma1ntam adequate firef1ghting equipment capable of extinguishing f1res in the early stages.

14. Key Control:

a. No person shall know1ngly possess an unauthorized key to property owned by Virginia Tech. Facilities Serv1ces' Key Control Off1ce is the only authorized vendor for University key requesls.

b. All keys rema1n the property of Virgm1a Tech. Keys wh1ch are no longer needed must be returned to the Key Control Office.

c. Stolen or lost keys rnust be reported immediately to the Virgmia Tech Police Department & Key Control Office.

d. The installation, chang1ng or removal of locks shall be performed only by contractor or an authonzed Key Control Off1ce designate.

e. Unauthorized locks are prohibited on doors and if found will be removed and discarded. Any damage or repairs necessitated by the removal of unauthorized locks will be the responsibility of the contractor found in violation of th1s section.

f. Keys should at no time be left unattended (hanging in a door lock, lying on a desk, etc.).

g. Each Contractor will be responsible for developing and enforcmg a key return policy. All Contractors must surrender all University keys 1ssued to them upon termination or completion of proJect.

h. Keys are not to be transferred from their assigned carrier to another without proper documentation.

i. The Contractor shall be responsible for the total cost of keys requested and for work done to re­secure an area whenever a key is lost or stolen.

j. The contractor shall return any ex1st1ng hardware removed from a project to the Key Control Office.

k. No area outside of the project scope will be accessed by the contractor for an individual without tne approval of the Owners Representative designated as responsible for the area. Said des1gnate will be responsible for verifymg authonty and identity of the individual requesting access

15. Smoking Pol1cy: Please refer to the Virginia Tech webpage htto:l/www.oolicJes.vt.edu/1 01 O.odf for Policies on Smoking.

16. Estimates of Work:

a. Upon request by Virginia Tech and for work with adequate plans and specifications or written directions, the Contractor shall prepare and submit to V~rginia Tech a written estimate (quantity of each contract billable unit) required to perform the work specified under this contract. This work may then be performed by the Contractor only with Virginia Tech's written authorization. Invoices submitted by the Contractor for work performed shall be itemized by each contract billable unit and the total dollar amount of the mvo1ce(s) submitted shall not exceed the Contractors written est1ma1e.

b. Virginia Tech reserves the right to make or obtain other estimates prior to authorizing the Contractor to proceed in order to comply with the requirements of state regulations to determine pnce reasonableness. If the est1mate is considered not to be reasonable. the Contractor will be asked w rev1ew his estimate and resubmit. If the revised estimate is still considered to be unreasonable. Virginia Tech reserves the nght to obtain the work from another source.

17. Identification of Eauioment: Identification of Equipment shall be made by the Contractor to Virgmia Tech's satisfaction immediately upon award of contract, and may include alphanumeric 1dentif1cation of

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equipment, lists. equipment labels, and other measures as deemed necessary by Virginia Teen. AI: identification rnformation and measures shall be kept strictly up to date at all t1mes.

18. Submission of Lists: As soon as possible, after notice of Work Order and in any event not later than three days prior to the lime f1xed in the Work Order. the Contractor will submit 1n writing to the Owner a i1st of the names of Subcontractors the Contractor may employ on the work. The list IS to Include all emergency contract phone/pager/cell-phone numbers of Contractor and Subcontractor. The list of Subcontractors 1s for the purpose of establishing what trades and portions of tne work are to be performed under the Work Order. All identification information and measures shall be kept stnctly up to date at all t1mes.

V. OPTIONAL PRE-BID CONFERENCE

An optional pre-bid conference will be held on March 12, 2013 at 10:00 AM rn the Sterrett Facilities Classroom. The purpose of this conference is to allow potential Bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at th1s conference will not be a prerequisite to submitling a bid, Bidders who intend to submit a bid are encouraged to attend.

Bring a copy of th1s solicitation with you. Any changes resulting from this conference will be issued in a written addendum to this solicitation.

It is strongly recommended that you obtain a Virginia Tech parking permit for display on your vehicle prior to attending the conference. Parking permits are available from the Virginia Tech Parking Services Department located at 455 Tech Center Drive, phone: (540) 231-3200, e-mail: oarkingliilvt.edu.

VI. METHOD OF PAYMENT:

Virgrnia Tech will authorize payment to the contractor as negotiated in any result1ng contract from the aforementioned Invitation For Bid.

Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in th1s program. For more information on this program please refer to Virginia Tech's Purchasing website: http:ilwww.ourch.v~.edu/Deoartment!WellsOne.html or contact the person rn Purchasing identified in the IFB.

VII. INVOICES:

Invoices for goods or services provided under any contract resultrng from this solicitation shall be submitted to:

Virginia Polytechnic Institute and State University Controller's Office (Mail Code 0312) Ste 3300, Virginia Tech 300 Turner Street NW Blacksburg, VA 24061

VIII. CONTRACT ADMINISTRATION

A. Jim McCoy. Contracts Manager. University Design and Construction, at Virginia Tech or his designee. shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.

B. The Contract Administrator. or h1s designee. shall determine the amount, quantity, acceptability. fitness of all aspects of the serv1ces and shall decide all other quest1ons in connection with the services. The Contract Administrator. or his designee, shall not have authority to approve changes in the services which alter tne concept or which call for an extension of time for this contract. Any modifications made must be authonzed by the Virginia Tech Purchasing Department through a written amendment to the contract.

IX. PRICF SCHEDULE: !TO BE COMPL=TED BY BIDDER):

The bidder agrees to provide the services described herein and in accordance with the Terms and Conditions contained herein for the unit price and discount listed below.

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Service Technician

Materials, Parts, Equipment and Supplies Discount:

X. BID EVALUATION PROCEDURES:

$ !It:' /hour (regular rate)

5'" % off Published Price List

BIDDERS SHOULD NOT FILL IN BLANK SPACES. evaluation procedure to be utilized.

This example is only intended to illustrate the

Bids will be evaluated on the basis of the lowest grand total price from responsive, responsible bidders. The iow bidder will be determined by use of the prices provtded by the bidder in Section IX. PRICE SCHEDULE tn the following hypothetical scenario:

Dunng the initial 12 month period of the contract, the Contractor provides the services specifted below. Additionally, materials, parts, equipment and suppltes with a list price total of $6000.00 are purchased.

Service Technician:

Materials, Parts. Equipment and Supplies Discount:

XI. ADDENDUM:

200 hrs X$ __ /hr. (regular rate)

$6000 less %

GRAND TOTAL:

TOTAL

$ ___ _

$ ___ _

Any ADDENDUM issued for thts solicitation may be accessed at htto://www.ourch.vt.edu/html.docs/bids.oho. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XII. TERMS AND CONDITIONS

This solicitation and any resulting contracUpurchase order shall be governed by the attached terms and condittons.

XIII. ATTACHMENTS

Attachment A- Terms and Conditions Attachment B - Standard Contract Form

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ATTACHMENT A

TERMS AND CONDITIONS

Bid General Terms and Conditions

See htto://\;\f\/l/\\1 .ourch.vt.edu/htm!.do~s/tern:siGTC Bl~ 0727?011.odf

Special Terms and Conditions

1. AUDIT: The Contractor hereby agrees to retain all books. records. and other documents relative to th1s contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia. whichever is sooner. Virginia Tech. its authorized agents, and/or State auditors shall have full access to and the right to examine any of sa1d materials during said penod.

2. AVAILABILITY OF FUNDS: It is understood and agreed between the part1es herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

3. AWARD OF CONTRACT: Virgmia Tech will make the award on a grand total price basis to the lowest responsive and responsible bidder. The Virginia Tech Purchas1ng Department also reserves the right to reject any or all bids. in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole op1nion of Virginia Tech to be 1n 1ts best interest.

4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract. in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the ini!ial contract penod is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract penod upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and10r periorm on all outstanding orders issued prior to the effective date of cancellation.

5. CONTRACT DOCUMENTS: The contract entered into by the part1es shall consist of the Invitation for Bids, the signed Bid submitted by the Contractor, the Commonwealth Standard Contract Form (copy attached), the General Terms and Conditions, Special Terms and Conditions. the specifications including all modifications thereof, all of wh1ch shall be referred to collectively as the Contract Documents.

6. CONTRACT PERIOD: The contract shall be for a period of one (1) year.

7. IDENTIFICATION OF SEALED BID ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned 1n a separate envelope or package. sealed and addressed as follows: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061 Reference the opening date and hour, and Bid Number 1n the lower left corner of the envelope or package. If a bid not contained in the special envelope IS mailed. the bidder takes the risk that the envelope, even if marKed as described above, may be inadvertently opened and the information compromised which may cause the bid to be disqualified. No other correspondence or other b1ds should be placed in the envelope. Bids may be hand delivered to the V~rginia Tech Purchasing Department.

8. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of Virginia Tech, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall b1nd Virginia Tech or to otherwise act on behalf of Virginia Tech. except as Virginia Tech may expressly authorize 1n writ1ng.

9. INSPECTION OF JOB SITE: My signature on th1s solicitation constitutes certification that I have inspected the JOb site and am aware of the conditions under wh1ch the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by Virg1n1a Tech.

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1 O.INSURANCE: By signing and submitling a bid under th1s solicitation. the B1dder certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all Insurance coverages will be provided by insurance compan1es authonzed to sell insurance in Virginia by the Virginia State Corporation Commission During the penod of the contract Virginia Tech reserves the nght to require the Contractor to furn1sh certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED A. Worker's Compensation- Statutory reauirements and benefits. B. Employers Liability- $100,000.00 C. General Liability- $500,000.00 combined single limit Virginia Tech and the Commonwealth of Virgin;a shall be

named as an additional Insured with respect to goods/serv1ces being procured. Th1s coverage is to Include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability- $500.000.00

The contractor agrees to be responsible for. Indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract inciud1nq but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers. agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly ansing out of the performance or nonperformance of the contract.

11.NOTICES: Any notices to be g1ven by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address

If to Contractor: Attention:

If to Virginia Tech:

Address Shown On Bid Cover Page Name Of Person S1aning Bid

Virginia Polytechnic Institute and State University Attn: Anthony S. Bee ken 300 Turner Street, NW Su1te 2100 Blacksburg, VA 24061

and

Virginia Polytechnic Institute and State University Attn: Jim McCoy University Design and Construction Department 90 Sterrett Facilities Complex Blacksburg, VA 24061

12.PRICE ESCALATION/DEESCALATION: Pnce adjustments for changes in the contractor's price of materials. laoor. and transportation may be permitted. Request for price adjustments for any other reasons will not be granted. No price increases will be authorized for 365 calendar davs after the effective date of the contract Upward price adjustments may be permitted only at the end of th1s penod and each 365 days thereafter and only where venf1ed to the satisfaction of the Virginia Tech Purchasing Department However, "across the board" price decreases are sub1ect to implementation at any time and shall be 1mmed1atelv conveyed to Virainia Tech. Contractor shall give not less than 30 aays advance not1ce of any desired price increase to the Virg1n1a Tech Purchasing Department Any approved price changes will be effective only at the beginning of the calendar month follow1ng the end of the full 30 day notification period. The Contractor shall document the amount and proposed effective date of any general change in the pnce of materials, labor. and transportation. Only general "across the board" price mcreases will be considered and must affect all suppliers of the commodities or aoods. Documentation shall be suppl1ed w1th the Contractor's request for increase which will: (1) verify that the requested pnce increase IS general in scope and not applicable just to Virg1n1a Tech: and (2) verify the amount or percentage of increase wn1ch is being passed on to the Contractor by the Contractor's suppliers. Failure by the Contractor to supply the aforementioned verification with the request for price increase will result in a delay of the effective date of such increase. The Virginia Tech Purchasing Department may verify such change 1n price independently. The Virginia Tech Purchasmg Department may make such verification as it deems adequate. However, any mcrease which the Virginia

9

:rech Purchasing Department determ1nes is excess1ve. regardless of any documentation supplied by the Contractor, may be cause ior cancellation of the contract by the Virginia Tech Purchasing Department. The V1rg1nia Tech Purchas1ng Department will notify the contractor in writmg of the effective date of any increase wh1ch 1s approved. However, the Contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract pnces. The contractor is furtner aav1sed that pnce decreases which affect the price of matenals. labor, and transportation are required to be passed on to Virg1n1a Tech immediately. Failure to do so will result in act1on to recoup such amounts.

13.RENEWAL OF CONTRACT: Th1s contract may be renewed by Virginia Tech upon written agreement of both part1es for four successive one year periods under the terms of the current contract. and at a reasonable time (approximately 90 days) prior to the exp~ration

14.SAFETY: The Contractor bears sole responsibility for the safety of its employees. The Contractor shall take all steas necessary to establish, administer, and enforce safety ru1es that meet the regulatory requirements of the Virg1n1a Department of Labor and Industry (VDLI) and the Occupational Safety and Health Administration (OSHA). Tne contractor shall take steps as necessary to protect the safety and health of university employees, students. and v1s1tors dunng the performance of their work. In add1t1on. the contractor must also provide the university with a written safety program that it intends to follow in pursuing work under this contract. By entering into a contract with Virginia Tech. the contractor and its subcontractors agree to ab1de by the requ~rements described in Safety Requirements for Contractors and Subcontractors located on Virgima Tech's Environmental. Health and Safety Senv1ces (EHSS) web site at this URL htto:l/www.ehss.vt.edu/oroorams/comractor saietv.oho. A copy of the publication may also be obtained by contacting EHSS at 540/231- 5985. No work under th1s contract will be permitted until the university is assured that the contractor has an adequate safety program 1n effect.

15. SEVERAL LIABILITY: Virgmia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entit1es described herein will be severally liable to the extent of their purchases made against any contract resulting from th1s solicitation.

16. WARRANTY (COMMERCIAL): The Contractor agrees that the supplies or senvices furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such supplies or senv1ces and that the rights and remedies provided therein are in addition to and do not limit those available to Virginia Tech by any other clause of th1s solicitation. A copy of this warranty must be furn1shed with the bid.

17.WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.

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