SPECIAL INSTRUCTIONS TO BIDDERS

Addendum 1 can be found here.

 Full BID Document can be found here.

1. Mail or deliver bids to the Accomack County Finance Office, 23392 Front Street, Accomac, VA 23301 or may be mailed to the Accomack County Finance Office, c/o Stephanie Woods, P.O. Box 620 Accomac, VA 23301.
2. Bids must be received before the bid opening date and time stated herein. The bidder shall assume full responsibility for taking whatever measures are necessary to ensure that the bid reaches the Office of the County Finance Office prior to the local time and date specified for receipt of bid. The County will not be responsible for any bid delayed in the post or other delivery service nor any late bid, amendment thereto, or request for withdrawal of bid received after the bid date. Bids received after the time and date for receipt of bids will be returned to the bidder unopened.
3. The bid and any other documents required to be submitted with the bid shall be enclosed in a sealed, opaque envelope. The envelope must have the notation "Bid #760 Walking Floor Trailer" as well as the bidder's name and address.  If the bid is sent by mail or any other mail service, the sealed, opaque, bid envelope shall be enclosed in a separate mailing envelope addressed to the County of Accomack, County Finance Office, c/o Stephanie Woods, P.O. Box 620 Accomac, VA 23301, with the notation "BID # 760 ENCLOSED" on the separate mailing envelope.
4. Submit one original copy of the bid forms showing the prices for the items bid. Bid forms to be submitted include Bid Form – Pricing Schedule, Bid Form – Signature Page, Bid Form – Reference List, Bid Form – Small and Minority Business Enterprises, and Bid Form – Vendor Eligibility Certification, and Bid Form – Technical Specifications
5. Each bidder is required to furnish, with their bid, catalog cuts and/or descriptive literature, with full illustrations and detailed specifications for items offered. Failure to submit the descriptive literature may be cause for bid rejection.
6. Bid price must be net, based on delivery to the correct location in Accomack County. Price shall include all applicable freight charges; extra charges will not be allowed. Delivery location is:  Accomack County Garage, 29243 Service Road, Melfa, VA 23410
7. The County of Accomack reserves the right to accept or reject, in whole or part, any and all bids and to waive informalities. All items in this solicitation will be awarded on the basis of a firm fixed price. The County reserves the right to award the contract in the aggregate or by line item depending upon what the County determines to be in its best interest.
8. Bids will be opened promptly at 3:00 p.m. on Thursday, June 27, 2024 via “Zoom Meeting.” Interested persons wishing to join the live bid opening should contact Stephanie Woods at swoods@co.accomack.va.us at least one day prior to the date set for the opening of bids. Bids received after the due date and time will be returned unopened. No late bids will be accepted.
9. Bids are to be binding for sixty (60) calendar days following the bid opening date.
10. The successful bidder will be notified immediately upon acceptance of their bid.
11. Exceptions to the specifications or general instructions must be in writing and submitted with the bid form.
12. All exceptions to contract specifications must be itemized. Details concerning the exception must be clearly explained. Each exception will be considered by the County as to the degree of impact and total effect on the bid. The County assumes that silence to an exception indicates that the item will comply with the specifications. Should the item not comply, and the exception is not indicated, then the item will be rejected when delivered. Should the item not comply and exception not taken, the contractor shall be held responsible to fulfill that specification. Acceptance is not final until all specifications, with concurrence to exceptions, are met. The submission of literature will NOT constitute the taking of an exception nor honor any specification changes.
13. Project Manager: James Patterson, Operation Manager, Public Works - Phone: 757-787-4494  E-mail: jpatterson@co.accomack.va.us