PROCUREMENT, CONTRACTING AND PAYMENT SERVICES REQUEST FOR SURPLUS BIDS (RFSB) Issued: June 15, 2016 Saddles for Sale RFSB #90003634N West Virginia University Board of Governors on behalf of West Virginia University ( WVU ) will receive sealed bids for the sale of the items described in this Request for Surplus Bids (RFSB). Bidders may obtain a soft copy of the RFSB at: http://wvubids.finance.wvu.edu Procurement Official Kolby Sepesky Procurement Contracting and Payment Services (PCPS) Phone: (304) 293-8472 Facsimile: (304) 293-8152 E-mail: kosepesky@mail.wvu.edu Due Date and Deadline for Receipt of Bids July 5, 2016 3:00 p.m. Eastern Standard Time Visit West Virginia University s Procurement, Contracting and Payment Services Department at: http://pcps.wvu.edu Small, Minority and Woman owned firms are encouraged to conduct business with WVU
I. SUBMISSION OF BIDS Sealed bids for purchasing the Items specified are hereby solicited, and will be received by WVU at the Return Bid To address stated below, until the specified due date and deadline for receipt of bids pursuant to the General Instructions to Bidders/Standard Terms and Conditions of this Solicitation. II. ITEM(S) FOR SALE Return Bid To: Procurement Contracting and Payment Services (PCPS) E-mail: bid@mail.wvu.edu Visit WVU PCPS on the internet: http://pcps.wvu.edu ITEM QUANTITY UNIT DESCRIPTION MINIMUM BID 1 1 each 15" Wenger Western Work $750.00 Saddle 2 1 each 17" Wenger Western Work $750.00 Saddle 3 1 each 17.5" Wintec English Saddle $250.00 Special Terms/Detailed Specifications: Bids may be placed for any or all. Saddles are sold as is. All saddles are in excellent condition. Award will be made to the highest bidder. Please refer to Attachment A for pictures of each saddle. The cutoff for questions shall be July 27, 2016 at noon (EST). Questions may be directed to: Kolby Sepesky kosepesky@mail.wvu.edu (email only) Saddles are located at the WVU Horse Farm in Reedsville, WV. To set up an appointment to view the saddles, please contact: Crystal Smith crystal.smith@mail.wvu.edu
Phone: 304-680-6070 RFSB # 90003634N Items must be removed from WVU property within two (2) weeks of payment. Documents to Return with Bid: WVU Bid Form Attachment B Bill of Sale
WVU BID FORM (Two (2) Pages) RFSB # 90003634N BID FOR: RFSB 90003634N - Saddles for Sale ITEM QUANTITY UNIT DESCRIPTION MINIMUM BID 1 1 each 15" Wenger Western Work $750.00 Saddle 2 1 each 17" Wenger Western Work $750.00 Saddle 3 1 each 17.5" Wintec English Saddle $250.00 BID AMOUNT ACKNOWLEDGEMENT OF ADDENDA: The Bidder acknowledges receipt of the following Addenda, by listing the numbers and dates, below: Addendum No: Date Addendum No: Date Addendum No: Date
BIDDER INFORMATION AND SIGNATURE: RFSB # 90003634N By signing this Bid Form, the Bidder certifies (1) compliance with all general instructions to Bidders, terms, conditions, and requirements of this Solicitation, (2) that this bid is made without collusion or fraud, (3) that it has read the entire Solicitation, including all instructions, terms, and conditions, and (4) that if this offer is accepted within thirty (30) days of the deadline for receipt of bids, it will agree to purchase the supplies or equipment and at the bid amounts specified above, execute the Bill of Sale provided below. Name of Bidder: Authorized Signatory (Print): Title: Address: Address: City, State Zip Code Phone: Facsimile: Email: FEIN Number, if applicable: SIGNATURE OF THE INDIVIDUAL AUTHORIZED TO BIND THE BIDDER: Original Signature in Ink DATE:
III. GENERAL INSTRUCTION TO BIDDERS/STANDARD TERMS AND CONDITIONS Sealed bids for purchasing the Items specified are hereby solicited, and will be received by West Virginia University ( WVU ) at the Return Bid To address stated above, until the specified due date and time. The following applies to this Solicitation: 1. Terms and Conditions. This Solicitation contains all terms and conditions with respect to the sale of the Items specified herein. Submittal of any contrary terms and conditions may cause the bid to be rejected. By signing and submitting a bid, Bidder agrees that contrary terms and conditions which may be included in its bid are nullified and that this contract shall be construed in accordance with this Solicitation and governed by the laws of the State of West Virginia. The terms and conditions of the WVU Solicitation and Bill of Sale shall solely govern this transaction, and shall not be amended by any Bidder contract, form, etc. 2. Incorporation of Solicitation. All Solicitation terms and conditions shall be made part of any subsequent Bill of Sale as if fully reproduced and included therein, unless specifically amended in the Bill of Sale. 3. Interpretation of Solicitation/Bidder Inquiries. If Bidder is in doubt as to the meaning of any part or requirement of this solicitation, Bidder may submit a written request for interpretation to the Procurement Officer at the address, email, and/or fax number shown above. No Bidder shall communicate with any WVU administrator, faculty, or staff member concerning this Solicitation. Failure to comply with this requirement is grounds for disqualification of Bidder. Written inquiries must be received in the Purchasing Office no later than five (5) calendar days prior to the opening of bids, and shall be clearly cross-referenced to the relevant solicitation/specification in question. 4. Bid Delivery and Receipt. The bid, the bid security, if any and other documents required to be submitted with the bid shall be emailed to the following address: bid@mail.wvu.edu. The email shall be identified in the subject line in the following format: RFSB # - OPENING TIME OPENING DATE. Bids received after the time and date for the bid opening will be returned and shall not be considered. The bidder shall assume full responsibility for timely delivery at the location designated for receipt of bids. Bids shall only be accepted via email transmission to the above referenced email address, all other methods of delivery to include, in-person, mail and shipping carrier shall be considered invalid and will not receive consideration. 4. Bid Forms. Bids are to be submitted on and in accordance with the WVU Bid Form provided, and must be signed by an authorized agent of the Bidder. Bids submitted on other forms or in other price formats may be considered informal and may be rejected in part or in their entirety. Bids submitted in pencil and/or bids containing no original signature indicating the Bidder s intent to be bound will not be accepted. Bids submitted less than the minimum acceptable bid, if any, may be rejected in part or in their entirety. 5. Addenda. No decisions or actions shall be executed by any Bidder as a result of oral discussions with any WVU employee or consultant. Any interpretation of the documents will be made by formal addendum only, issued by PCPS, and mailed or otherwise delivered to all Bidders known to have received the Solicitation. WVU shall not be responsible for any other interpretations or assumptions made by Bidder. 6. Modification or Withdrawal of Bids. Prior to the time and date designated for receipt of bids, a bid submitted may be modified or withdrawn by notice to the party receiving bids at the place designated for receipt of bids. Such notice shall be in writing over the signature of the Bidder and shall be received prior to the designated time and date for receipt of bids. A modification shall be worded so as not to reveal the
amount of the original bid. A withdrawal may be made by facsimile or electronic transmission. A modification may also be made by facsimile or electronic transmission if the final bid result is not revealed prior to the bid opening. 7. Bid Submission Signature. The bid shall be signed by an authorized agent of the Bidder who has the authority to bind the Bidder to the bid price, terms, conditions, and the requirements of the Solicitation. The bid submitted must have an original signature. All bid information and prices must be legible and typed or written in ink. Where any blank is not relevant to the bid, the Bidder shall acknowledge that blank space by entering "NONE" or "NO BID" as applicable. In cases of errors in extensions or totals, the unit price shall prevail. A legally authorized company representative shall sign in the appropriate space on the Bid Form. Any corrections, erasures, or other forms of alteration to unit prices are to be initialed by the Bidder. 8. Certifications. By signing this Solicitation, the Bidder certifies compliance with all general instructions to Bidders, terms, conditions, and requirements of this Solicitation; and further certifies that this bid is made without collusion or fraud. Bidder has read the entire Solicitation, including all instructions, terms, and conditions. 9. Bid Delivery and Receipt. The bid and other documents required to be submitted with the bid shall be enclosed in a sealed, opaque envelope. The envelope shall be addressed to West Virginia University, Department of PCPS and shall be identified as a Sealed Bid, and shall include the RFSB number, the bid opening time, the bid opening date, and the bid subject matter. Bids shall be delivered and deposited at the designated location prior to the time and date for receipt of bids. Bids received after the time and date for the bid opening will be returned unopened. The Bidder shall assume full responsibility for timely delivery at the location designated for receipt of bids. Oral, telephonic, facsimile, or telegraphic bids are invalid and will not receive consideration. 10. Bid Opening. Bids shall be publicly opened and read aloud at the designated location for receipt of bids shortly after the time and date bids are due. 11. Bid Evaluation and Award. Sale will be made to the highest responsible and responsive Bidder. WVU reserves the right: (1) to sell items separately, grouped, or on an all-or-none basis, as deemed in its best interest; (2) to reject any or all bids; and (3) to waive any informalities. 12. Rejection of Bids. WVU shall have the right to reject any and all bids, in whole or part; to reject a bid not accompanied by other items required by the bidding documents; or reject a bid which is in any way incomplete or irregular. 13. Acceptance of Bid. Only the issuance of a notification of Sale by an official WVU PCPS representative shall constitute the University s acceptance of a bid. Bidders agree to honor their Bid prices for a period of sixty (60) days from the deadline for receipt of bids. 14. Bill of Sale. Purchase shall be effected by a Bill of Sale, Attachment A, to be executed within thirty (30) days of the date of notification of sale to the successful bidder. 15. Payment. Payment is to be made upon receipt of properly executed Bill of Sale and may be made by cashiers or certified check only, made payable to West Virginia University. 16. Taxes. The Bidder shall pay any sales, use, personal property, and other taxes arising out of any Bill of Sale and the transactions contemplated hereby. West Virginia University is exempt from Federal and WV State taxes and will not pay or reimburse such taxes. 17. Insurance. WVU, in its sole discretion, reserves the right to require Bidder to provide proof of general liability insurance prior to entering upon the WVU campus to remove purchased Items. 18. WARRANTIES. WEST VIRGINIA UNIVERSITY MAKES NO WARRANTIES AS TO THE ITEMS SOLD. ALL ITEMS ARE SOLD AS IS, WHERE IS, WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING THE WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE EVEN IF UNIVERSITY WAS MADE AWARE OF THE PARTICULAR USE.
19. Applicable Law. The laws of the State of West Virginia and the Procedural Rules of West Virginia University shall govern all rights and duties under this Solicitation or Bill of Sale, including without limitation, the validity thereof. Any provision incorporated herein by reference which purports to negate this or any other provision in this Solicitation or the Bill of Sale in whole or in part shall not be valid or enforceable or available in any action at law, whether by way of complaint, defense, or otherwise. Bidder hereby expressly consents to the jurisdiction of the Court of Claims of the State of West Virginia. 20. Pick-Up. Bidder is responsible for timely pick-up of the Items in accordance with the Solicitation and Bill of Sale. Pick-up should be coordinated with the WVU Procurement Officer assigned to this Solicitation. Neither WVU nor Bidder shall be liable for any default due to Acts of God, war, fire, flood, epidemic, strikes or freight embargo or other causes beyond control and without fault or negligence. 21. Default of Bidder. Failure to pick-up within the time agreed upon by PCPS and Bidder will constitute a default and may be cause for cancellation of the Bill of Sale. Where the University has determined the Bidder to be in default, WVU reserves the right to sell any or all Items covered by the Bill of Sale on the open market and to surcharge the Bidder with the difference. Until such assessed surcharges have been paid, no subsequent bids from the defaulting Bidder will be considered. 22. Assignment of Contract/Contract Proceeds. Bidder may not assign any Bill of Sale without the prior written consent of WVU, and any assignment made without such consent shall be void. 23. Termination for Cause. WVU may terminate this Solicitation or any Bill of Sale or part hereof at any time for cause in the event Bidder fails to comply with any of the terms and conditions of this Solicitation or Bill of Sale, including, without limitation, late performance, or failure to provide WVU with reasonable assurances of future performance. In the event of termination for cause, WVU shall not be liable to Bidder for any amount, and Bidder shall be liable to WVU for any and all damages sustained by reason of the default which gave rise to the termination. 24. Indemnification. Bidder agrees to indemnify, defend, and hold whole and harmless WVU, its affiliates, and their respective Board of Governors, officers, employees and agents (collectively, the Indemnified Parties ) from and against all claims, demands, causes of action, losses, costs and expenses, including without limitation reasonable attorneys fees and costs of defense (collectively, Losses ), arising out of or incident to (a) Bidder s performance hereunder, (b) the presence of Bidder, its employees, agents or invitees on WVU premises, (c) any breach of any warranty of Bidder contained herein; provided that Bidder shall not be liable for Losses to the extent caused by the negligence or willful misconduct of any Indemnified Party. W. Va. Const. Art. VI 35 and Art. X 6 do not allow WVU to hold harmless or indemnify Bidder. 25. Cancellation for Convenience. WVU reserves the right at any time for its convenience to cancel this Solicitation. 26. West Virginia Freedom of Information Act. All records, documents, and information in WVU s possession, including any document related to this Solicitation or the performance of any sale, are subject to disclosure pursuant to the West Virginia Freedom of Information Act (W. Va. Code 29B-1-1 et seq.).
ATTACHMENT B BILL OF SALE For and in consideration of the sum of $, receipt of which is hereby acknowledged, and other good and valuable considerations, the West Virginia University Board of Governors on behalf of West Virginia University, an agency and higher education institution of the State of West Virginia, hereinafter referred to as University, has granted, bargained, sold, released and confirmed, and does hereby grant, sell, transfer, and set over unto,, hereinafter referred to as ( Buyer ), the following: ITEM QUANTITY UNIT DESCRIPTION BID AMOUNT 1 1 each 15" Wenger Western Work Saddle 2 1 each 17" Wenger Western Work Saddle 3 1 each 17.5" Wintec English Saddle, hereinafter referred to as Item(s) University hereby states to the Buyer that, at the time of the sale to the Buyer, University had good and marketable legal title thereto and good and lawful right to sell such Item(s). All of the Item(s) sold pursuant hereto are sold AS IS, WHERE IS, WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING THE WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE EVEN IF UNIVERSITY WAS MADE AWARE OF THE PARTICULAR USE, and such sale is subject to the Buyer s agreement to the terms set forth herein. The Buyer further agrees to release, indemnify, and save and hold University harmless from and against all liabilities which might now or in the future be incurred as a result of said sale.
IN WITNESS WHEREOF, Buyer has caused this instrument to be executed in its name this day of, 2016 WEST VIRGINIA UNIVERSITY: BUYER: X X Print Title Date Print Title Date
ATTACHMENT A - 15 inch
ATTACHMENT A- 17 inch
ATTACHMENT A - Wintec