Saddles for Sale RFSB #90003454V

RFSB # 90003454V
PROCUREMENT, CONTRACTING AND PAYMENT SERVICES
REQUEST FOR SURPLUS BIDS
(RFSB)
Issued: May 29, 2015
Saddles for Sale
RFSB #90003454V
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
Michelle Royce
Procurement Contracting and Payment Services (PCPS)
Phone: (304) 293-9778
Facsimile: (304) 293-8152
E-mail: michelle.royce@mail.wvu.edu
Due Date and Deadline for Receipt of Bids
June 15, 2015
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
RFSB # 90003454V
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.
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
II. ITEM(S) FOR SALE
ITEM
1
QUANTITY UNIT
1
each
2
1
each
3
1
each
4
1
each
5
1
each
DESCRIPTION
16" Wenger Western Work
Saddle
16" Wenger Western Work
Saddle
16.5" Wintec Cair All
Purpose English Saddle
17.5" Wintec Cair All
Purpose English Saddle
18" Wintec Cair All Purpose
English Saddle
MINIMUM BID
$750.00
$750.00
$300.00
$300.00
$300.00
Special Terms/Detailed Specifications:
Bids may be placed for any or all.
Saddles are sold “as is”. Award will be made to the highest bidder. Please refer to Attachment B for pictures of each saddle.
The cutoff for questions shall be June 5, 2015 at noon (EST).
Questions may be directed to: Michelle Royce
michelle.royce@mail.wvu.edu (email only)
Saddles and Horses 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
Items must be removed from WVU property within two (2) weeks of payment.
RFSB # 90003454V
WVU BID FORM
RFSB 90003454V - Saddles for Sale
BID FOR:
ITEM
QUANTITY UNIT
1
1
each
2
1
each
3
1
each
4
1
each
5
1
each
DESCRIPTION
16" Wenger Western Work
Saddle
16" Wenger Western Work
Saddle
16.5" Wintec Cair All
Purpose English Saddle
17.5" Wintec Cair All
Purpose English Saddle
18" Wintec Cair All Purpose
English Saddle
MINIMUM
BID
$750.00
BID AMOUNT
$750.00
$300.00
$300.00
$300.00
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
RFSB # 90003454V
BIDDER INFORMATION AND SIGNATURE:
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: _______________
RFSB # 90003454V
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
RFSB # 90003454V
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.
RFSB # 90003454V
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.).
RFSB # 90003454V
ATTACHMENT A
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
1
2
3
QUANTITY UNIT
1
each
1
each
1
each
4
1
each
5
1
each
DESCRIPTION
16" Wenger Western Work Saddle
16" Wenger Western Work Saddle
16.5" Wintec Cair All Purpose
English Saddle
17.5" Wintec Cair All Purpose
English Saddle
18" Wintec Cair All Purpose
English Saddle
BID AMOUNT
, 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
, 2015
RFSB # 90003454V
WEST VIRGINIA UNIVERSITY:
BUYER:
X
X
Print
Print
Title
Title
Date
Date
Item #1. 16 inch Western Saddle
Item 1. 16 inch Western Saddle
Item #2. 16 inch Western Saddle
Item # 2. 16 inch Western Saddle
Item # 3. 16.5 inch English Saddle
Item # 4. 17.5 inch English Saddle
Item # 5. 18 inch English Saddle