INVITATION FOR BIDS (COAL) Sealed bids (one copy only) will be received in this office until the date and hour named in the accompanying schedules and then publicly opened, for furnishing the coal called for therein. Bids must be submitted upon the Government form of bid, and in accordance with the Government Instructions to Bidders for Coal and any special instructions supplementary thereto. Envelopes containing bids must be sealed and marked on the upper left-hand corner with the name and address of the bidder and the date and hour of opening and addressed to the purchasing agency named below: GOVERNMENT FUEL YARDS, COAL REQUIREMENTS FOR FISCAL YEAR ENDING JUNE 30, 1929 (Opening date for bids 10 o'clock a. m., May 12, 1928) The following nine papers are inclosed herewith: Schedule No. I (statement of coal requirements). Special Instructions to Bidders (Fuel Yards' special instructions). Government Coal Purchase Conditions. Government Form of Contract for Coal. Standard Government Form of Performance Bond (Standard Form No. 25). (The above six papers, together with this invitation, are bound together and may be retained by the bidder for future reference.) Government Form of Bid for Coal. Schedule No. II (Fuel Yards' Bidding Forms A and B). Standard Government Form of Bid Bond (Standard Form No. 24). (The above three papers are bound together and must be returned intact by bidder.) SCHEDULE No. I COAL REQUIREMENTS OF GOVERNMENT FUEL YARDS FOR THE FISCAL YEAR ENDING JUNE 30, 1929 (Opening date for bids, 10 a. m. May 12, 1928) The Government's facilities in general for unloading railroad cars require the use of hopper bottom cars, and shipments must be made in said type unless otherwise specifically requested by the Government. The tonnages given below are the estimated requirements, but they may be increased or decreased as the actual requirements of the Government may demand. Purchases of bituminous coal will, but purchases of anthracite coal will not, be made under the provisions of paragraph 16 of the Government Coal Purchase Conditions. Anthracite coal, sizes and approximate tonnages (2,240 pounds per ton) Bituminous coal-sizes and approximate tonnages (2,000 pounds per ton) 1 Items A, B, C, D, E, and F: These coals are for shipment principally to the Government fuel yards coal handling plant located in New Jersey Avenue yard on the Pennsylvania R. R. 2 Item G: This coal is for shipment to the Capitol Power Plant located on the Pennsylvania R. R. 3 Item H: This coal is for shipment principally to the St. Elizabeths Hospital located on the Baltimore & Ohio R. R. Item I: This coal is for shipment to Lorton, Va., Richmond, Fredericksburg & Potomac R. R. delivery and is for use in brick kilns. NOTE. This schedule of coal requirements is to be incorporated in the contract. NOTE. The moisture limit is "as received," and the others are "moisture free." The B. t. u. limit is. the minimum per pound, and the others are the maximum per cents. SPECIAL INSTRUCTIONS TO BIDDERS 1. These instructions are supplementary to the Government Instructions to Bidders for Coal. 2. Submit bid in one copy only. 3. In conjunction with the Government Form of Bid for Coal, bidder must use the Government Fuel Yards' Bidding Forms A and/or B, Schedule No. II. Should the space in a bidding form be insufficient for inserting all of the information a bidder desires to furnish, he may indicate same on the form and attach thereto the supplementary information. 4. No bid will be considered unless it is accompanied with a guaranty in the penal sum of $500 (see pars. 18, 19, 20, and 21 of the Government Instructions. to Bidders for Coal). If a bidder furnishes a bond as his guaranty, he must use the Standard Government Form of Bid Bond (Standard Form No. 24). 5. A successful bidder will be required to execute the Government Form of Contract for Coal, and to furnish a performance bond in sum of 25 per cent of amount of the contract, using the Standard Government Form of Performance Bond (Standard Form No. 25). 6. Unsuccessful bidders will be released from their bids, and checks returned, from time to time, as progressive action may be taken on the bids received. Final action on all the bids will be taken at as early a date as practicable, and not later than on June 30, unless an extension of time after June 30 is agreed to by a bidder or bidders and the Government. 7. Bidder must fill in the space provided in the bidding form for designating the capacity in which he offers coal, i. e., as operator, exclusive sales agent, or authorized sales agent, and in the latter event he must attach to his bid an original letter from the party or parties who control the output of the mine or mines he names showing his authority to offer the tonnage. 8. If the name of a mine offered by a bidder has been changed within two years of the date of this opening, the bidder should attach to his bid a letter giving the former name of the mine, the former name of the operator, and the date of the change. 9. While bids are being considered the Government may send a representative to the mine named by a bidder to collect a sample of the coal offered when being loaded for shipment, or a car or cars of coal for trial may be ordered from the mine named by a bidder. Such sampling or order for coal shall not be regarded as in any way committing the Government to enter into a contract with the bidder of such coal sampled or ordered, nor shall such affect the right of the Government to reject any bid. It is understood that coal sampled at or shipped for trial from a mine named by a bidder shall not be specially prepared, but that it shall be the usual commercial product as regularly shipped by the mine. If coal sampled at the mine or ordered for trial shall show by analysis a quality below the analysis given in the bid, the Government may reject the bid, or should the trial show the coal to be unsatisfactory, the bid will be rejected. If the representative finds a mine not to be regularly operating and there being therefore no loading of shipments promptly available for sampling, or car or cars promptly available for trial shipment, the bid offering such mine may be rejected. 10. Under an absorption-of-switching-charges tariff (B. & O. R. R., Coal and Coake Series I. C. C. No. 2259, Note 6), the Baltimore & Ohio Railroad Co.'s rates to Washington, D. C., apply to shipments of bituminous or cannel coal, and coal boulets or briquettes consigned to the Government fuel yards for delivery to its coal-handling plant located on the Pennsylvania Railroad in New Jersey Avenue yard, Washington, D. C. The rates inbound include the Pennsylvania Railroad Co.'s switching charges from Benning, D. C., to the said coalhandling plant. GOORGE S. POPE, Supervising Engineer, Government Fuel Yards. (These special instructions are not to be incorporated in the contract.) GOVERNMENT INSTRUCTIONS TO BIDDERS (Coal) 1. Preparation of bids.-Unless otherwise directed in the invitation, bids shall be submitted in triplicate. Forms furnished, or copies thereof, shall be used, and strict compliance is necessary with the requirements of the invitation, these instructions, and the instructions printed on the forms. Special care should be exercised in the preparation of bids. All information on coal offered and prices shall be fully and clearly set forth. Copies of the bids shall be identical. proper blank spaces in the bid forms shall be suitably filled in. The 2. Signature to bids. Each bid must give the full business address of the bidder and be signed by him with his usual signature. Bids by partnerships must be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and designation of the person signing. Bids by corporations must be signed with the name of the corporation followed by the siganture and designation of the president, secretary, or other person authorized to bind it in the matter. The names of all persons signing shall also be typed or printed below the signature. A bid by a person who affixes to his signature the word "president," "secretary," "agent," or other designation, without disclosing his principal, may be held to be the bid of the individual signing. When requested by the Government, satisfactory evidence of the authority of the officer signing in behalf of the corporation shall be furnished. 3. Bid for all or part.-Bids will be considered on definite quantities less than those specified in the schedules, and the right is reserved to make awards for such distribution of tonnage among the different bidders as may be in the interest of the Government. Unless otherwise required in the schedules, bids shall be submitted in accordance with the numbered item or items given therein. 4. Alternative bids.-Alternative bids will not be considered unless called for. 5. Government coal purchase conditions and schedules.-The Government coal purchase conditions and the schedules which form the basis of any bid will be considered as a prt thereof and will form a part of the contract. 6. Correction. Erasures or other changes in the bids must be explained or noted over the signature of the bidder. 7. Marking and mailing bids.-Bids, with their guaranties, if any, must be securely sealed in suitable envelopes, addressed and marked on the outside as required by the invitation. 8. Time for receiving bids.—Bids received prior to the time of opening will be securely kept, unopened. The officer whose duty it is to open them will decide when the specified time has arrived, and no bid received thereafter will be considered, except that when a bid arrives by mail after the time fixed for opening, but before award is made, and it is shown to the satisfaction of the officer authorized to make the award that the nonarrival on time was due solely to delay in the mails for which the bidder was not responsible, such bid will be received and considered. No responsibility will attach to an officer for the premature opening of a bid not properly addressed and identified. Unless specifically authorized, telegraphic bids will not be considered, but modifications by telegraph of bids already submitted will be considered if received prior to the hour set for opening. 9. Withdrawal of bids.-Bids may be withdrawn on written or telegraphic request received from bidders prior to the time fixed for opening. Negligence on the part of the bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened. 10. Bidders present.-At the time fixed for the opening of bids, their contents will be made public for the information of bidders and others properly interested, who may be present either in person or by representative. 11. Award or rejection of bids.-The award will be made with reasonable promptness and by written notice to that responsible bidder whose bid, complying with the Government coal purchase conditions and the requirements of the schedules will be most advantageous to the Government, price and other factors considered. In determining price consideration will be given to transportation costs including land-grant freight allowances, if any. In determining other factors, consideration will be given to quality of coal as indicated by records in the possession of the Government, to results obtained with the same or similar eoals by tests or use indicating that the coal offered is undesirable because of physical or chemical characteristics. The Government, however, reserves the right to reject any and all bids and to waive any informality in bids received whenever such rejection or waiver is in the interest of the Government. It also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time contracts of a similar nature, or a bid of a bidder who is not in position to preform the contract. 12. Bidders interested in more than one bid.-If more than one bid be offered by any one party, by or in the name of his or their clerk, partner, or other person, all such bids may be rejected (sec. 3722, R. S.). This shall not prevent a bidder from proceeding under paragraph 4 hereof, nor from quoting different prices on different coals. A party who has quoted prices on coal to a bidder is not thereby disqualified from quoting prices to other bidders or from submitting a bid directly on the same coal. 13. Errors in bid.-Bidders or their authorized agents are expected to examine the Government coal purchase conditions and the schedules, and all other instructions pertaining to the purchase. Failure to do so will be at the bidder's own risk, and he can not secure relief on the plea of error in the bid. In case of error in the extension of prices the unit price will govern. 14. Preference for domestic coal.-Preference will be given to coal of domestic production, conditions of quality and price, including duty, being equal. 15. Operator or agent.-Bids will be considered from only bona fide coal mine or dock owners or operators or their authorized sales agents. The following paragraphs, 16 and 17, shall apply only when purchases may be made subject to analytical tests as will be set forth in the schedules: 16. Required analyses.-The bidder is required to specify, for the coal he proposes to furnish, the analytical constituents called for in the schedules and they must be within the respective limits, if any, which may be set forth therein. 17. Consideration of analyses in award. In addition to the factors mentioned in paragraph 11, the analytical constituents set forth by the bidder will also be considered in the award, and may subject the bid to rejection if records in the possession of the Government indicate that they can not be maintained. 43607-29 15 The following paragraphs shall apply only when guaranties are required with bid: 18. Guaranty. Where security is required to insure the execution of contract and bond for performance of the service, no bid will be considered unless it is so guaranteed. The bidder, at his option, may furnish a guaranty bond, a certified check, or deposit, in accordance with Treasury Department regulations, United States bonds (at par value) as security in the amount required; Provided, That where not in conflict with the law, the bidder may be limited to the option of furnishing a certified check or United States bonds when the amount of the security does not exceed $1,000, notice of such requirement to be given in the invitation for bids. In case security is in the form of a certified check or United States bonds, the Government may make such disposition of the same as will accomplish the purpose for which submitted. Certified checks may be held uncollected at the bidder's risk. Certified checks, or the amount thereof, and United States bonds of unsuccessful bidders will be returned as soon as practicable after the opening. In 19. Sufficiency of guarantors and sureties.-The bond of any surety company authorized by the Secretary of the Treasury to do business, or of two responsible individual sureties, will be accepted as security for any bid or contract. dividual guarantors or sureties must make the affidavit appearing on the bond as to their sufficiency and furnish the certificate of a judge or clerk of a court of record, a United States district attorney or Commissioner, or the president or cashier of a bank or trust company. Individual sureties shall justify in sums aggregating not less than double the penalty of the bond. 20. Restrictions as to guarantors and sureties. A firm, as such, will not be accepted as a guarantor or surety, nor a partner for copartners or for a firm of which he is a member. Stockholders of a corporation may be accepted as guarantors or sureties provided their qualifications as such are not dependent upon their stock holdings therein. Guarantors and sureties, if individuals, must be citizens of the United States, except that sureties on bonds executed in any foreign country, the Canal Zone, the Philippine Islands, Porto Rico, Hawaii, Alaska, or any possession of the United States, for the performance of contracts entered into in these places, need not be citizens of the United States, but if not citizens of the United States must be domiciled in the place where the contract is to be performed. 21. Seals on bonds.-When the principal, a guarantor, or a surety, is an individual, his signature to a guaranty or bond shall have affixed to it an adhesive or scroll seal. If executed in Maine, Massachusetts, or New Hampshire, an adhesive seal is required. Corporate seals shall be affixed by corporations, whether principals or sureties. 22. Contract and bond.—The bidder to whom award is made must, when required, enter into written contract on the Government Form of Contract for Coal with satisfactory security in the amount required, within the period specified, or, if no period be specified, within 10 days after the prescribed forms are presented to him for signature. (These instructions are not to be incorporated in the contract.) GOVERNMENT COAL PURCHASE CONDITIONS 1. Size and preparation.-Coal shall be of the size or sizes specified; shall be so prepared as to be reasonably free from slate, bone, sulphur, dirt, and fine coal, and shall be of such grade or quality as will be suitable for the particular requirements. 2. Unit of purchase. The unit of purchase shall be the net ton of 2,000 pounds, unless otherwise stated in the schedules. 3. Wage scales.-The purchase price of the coal specified herein is based upon the wage scales in effect with mine employees on date of opening of bids, and any increase or decrease in the cost of production of said coal caused by changes in such wage scales shall correspondingly increase or decrease said purchase price of coal on any tonnage shipped thereafter not in arrears at time change becomes effective. In event of any such increase or decrease in cost of production the contractor shall furnish the Government an affidavit, comparing in detail the per ton and the per hour or per day rates of pay under the new wage scale with the corresponding rates under the wage scale upon which the contract price is based, stating the effect of such increase or decrease in the cost of production |