1. DCR-VSP-CBSP Generators.pdf

COMMONWEALTH OF VIRGINIA

Department of Conservation and Recreation (DCR) 600 East Main Street, Richmond, VA 23219

Quick Quote – Whole House Generators - Culpeper Battlefields State Park

SMALL BUSINESS PRIORITY SET ASIDE

Issue Date: October 29, 2026

Commodity Code: 28539 – Generators, Stationary Type ( Not Automotive) 93639 - Generators, Portable and Stationary

Bids Due: 11:00AM, EST on November 18, 2026

Location where work will be performed: Site 1 - 9570 General Winder Road, Rapidan, VA 22733 Site 2 - 9572 General Winder Road, Rapidan, VA 22733

Electronic Bid Submissions in eVA ONLY will be accepted for this solicitation. Bids submitted via e-mail, fax or mailed in WILL NOT be accepted. If a bidder needs assistance submitting an electronic response, the Bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov.

All Inquiries for Information Should Be Directed To: Barbara Little, Procurement Officer at barbara.little@dcr.virginia.gov. All questions must be received via email by 11:00AM, November 10, 2026. All questions must be in writing and will be answered in writing, by email or addendum.

Mandatory Pre-bid site visit: Attendance at a mandatory pre-bid meeting is REQUIRED prior to bidding. This meeting will take place at 11:00AM on November 9, 2026, local time at 9570 General Winder Road, Rapidan, VA 22733. Attendees must sign in to have their attendance recorded and be present for the entire pre-bid meeting.

I. PURPOSE: The purpose of this Quick Quote is to establish a contract with a qualified vendor to provide, install, and render operational two (2) backup power generators at park staff residences.

II. SPECIFICATIONS and SCOPE of WORK: The contractor shall furnish all labor, materials, and supervision necessary to install and render operational two (2) new backup power generators meeting or exceeding the specifications listed herein. All materials and installation work shall comply with these specifications, and conform to the Virginia OSHA Standard, and the Virginia Uniform Statewide Building Codes.

A. General Requirements:

1. All product specifications/cut sheets and warranties (marked showing the bid model meets or exceeds the specification) must be included with bid documents. Failure to provide specifications may be grounds for declaring the bid as nonresponsive. Approval of specifications and products is the sole responsibility of the agency.

2. The bidder must be an authorized dealer or distributor of the listed goods or services and shall be properly licensed as required for the sale of the equipment in accordance with any applicable Federal, State, and Local Laws and Regulations.

3. The products shall be new, unused and the manufacturers’ current production model.

4. The contractor shall provide all materials, trained personnel, equipment, and English speaking supervision necessary complete generator install.

5. Work Hours: All services shall be performed, unless mutually agreed upon by the

Contractor and the Park Representative, during normal business hours, between the hours of 8:00 A.M. TO 5:00 P.M., Monday through Friday, except for State & Federal Holidays.

Request to work on Saturday and Sundays shall be approved by park contact prior to start phases.

6. Contractor must schedule all work within (10) ten days of receipt of purchase order and all work must be completed by December 31, 2026. If item is not in stock, the alternate delivery timeframe must be specified in the comments of the bid.

It is asked that invoices are remitted immediately after completion of work.

7. The Agency shall be notified 48 hours prior to delivery. Notifications shall be made to the contact listed on the purchase order.

8. The Contractor shall be responsible for removal and legal disposal of all equipment and debris as a result of these deliveries. The Contractor shall be responsible for removing all discarded or unused material, trash, and debris off the work areas.

9. No portion of this work shall be sublet to subcontractors without first securing written consent of the DCR.

B. SPECIFICATIONS:

1. The contractor shall grade each generator installation site and place appropriately sized concrete base pads.

i. Contractor shall provide all material including gravel necessary to achieve a level grade

ii. Base pad dimensions shall be 54” Length by 31" Width by 3" Height

iii. No excess material shall be disposed of onsite unless approved by the park representative

2. The Contractor shall furnish two (2) sixteen kilowatt (16 kW) Generac Guardian Series, Automatic Air-Cooled Standby Generators, or Agency Approved Equals

3. The contractor shall tie into existing electrical transfer switches.

4. The contractor shall install new propane fuel line into existing propane line at each installation site. Fuel line installation shall include new emergency shut-off valve

5. The contractor shall test all installed equipment including new fuel and electrical lines to ensure operability.

6. Bid must include delivery and installation to the following locations:

i. Site 1 - 9570 General Winder Road, Rapidan, VA 22733

ii. Site 2 - 9572 General Winder Road, Rapidan, VA 22733

7. Owner’s Manual: Vendor shall supply Operator’s Manuals and Technical Service Manuals for all equipment, including wiring diagrams and parts list.

8. Warranty: Vendor shall supply all warranty information.

C. Contractor Requirements:

1. The contractor shall provide all materials, trained personnel, equipment, and English speaking supervision while on project site.

2. It is the contractor’s responsibility to verify all information, measurement and obtain any clarifications prior to submitting the bid response. The Department of Conservation and Recreation (DCR) is not liable for any error or misinterpretations made by the Contractor in response to this solicitation.

3. The Successful bidder shall be experienced in generator installation and shall have adequate labor and equipment for the scope of this project and be able to complete work on or before December 31, 2026.

4. Contractor is responsible for maintaining all necessary insurance and licenses as required and providing documentation before work can begin. All contractor personnel shall be fully qualified, licensed and trained.

5. Contractor shall be legally qualified and licensed by the Virginia Department of Professional and Occupational Regulation, Board of Contractors, to perform all work included in the scope of the Contract.

6. Contractor registration is required in accordance with Section 54.1-1103 of the Code of Virginia

7. Contractor shall maintain a contractor license commensurate with the value of the final project total.

8. All Contractor personnel shall be fully qualified and trained to provide services within the scope of work including but not limited to the operation of the machinery used.

9. The Contractor shall ensure that all OSHA safety regulations are followed throughout the course of the project and may include the use of safety harnesses on roof (structure has roof anchors installed).

II. BID SUBMISSION:

Electronic Bid Submissions in eVA ONLY will be accepted for this solicitation. Bids submitted via e-mail, fax or mailed in WILL NOT be accepted. If a bidder needs assistance submitting an electronic response, the Bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov .

Instructions on “How to Respond to A Quick Quote “ can be found at https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/how-to-respond-to-qq.pdf

A complete bid submission must include the following:

Bidders must enter all pricing in eVA, in the items tab.

Product specifications/cut sheets and warranties Copy of applicable license/certification(s) Bidders must include Vendor Data Sheet Attachment “A” with the bid.

Addendums (if any)

III. GENERAL TERMS AND CONDITIONS: See additional attachment entitled “General Terms and Conditions”.

IV. SPECIAL TERMS AND CONDITIONS:

A. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. AWARD: The Commonwealth will make the award on a grand total basis to the lowest responsive and responsible bidder that is a DSBSD certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award to the lowest responsive and responsible bidder. The Department of Conservation and Recreation reserves the right to conduct any test it may deem advisable and to make all evaluations. The Commonwealth 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 opinion of the procuring public body to be in its best interest.

C. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order with the applicable eVA transaction fee assessed for each order.

D. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the (60) days the bid may be withdrawn at the written request of the bidder.

If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

E. BID PRICES: Bid shall be in the form of a firm unit price for each unit during the contract period including all delivery cost and additional production fees. No additional fees will be allowed.

F. eVA ORDERS AND CONTRACTS: eVA Quick Quote Standard Term and Condition: The statewide electronic procurement solution (eVA) streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA solution by completing the free eVA Vendor Registration. All bidders must register in eVA failure to register will result in the bid being rejected. Any resulting order as a result of this solicitation will be subject to an eVA transaction fee in accordance with the eVA Fee Schedule; a copy of which is available at www.eVA.virginia.gov. This fee will be invoiced to your company approximately 60 days after the order issue date specified above by the Commonwealth of Virginia, Department of General Services. This public body does not discriminate against faith-based organizations.

G. ORDERING OPTION: The Department of Conservation and Recreation may, during the first sixty (60) days after this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract.

H. PRODUCT INFORMATION: The bidder/offeror shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid/proposal to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid/proposal to be considered nonresponsive.

I. MAINTENANCE MANUALS: The contractor shall provide with each piece of equipment an operations and maintenance manual with wiring diagrams, parts list, and a copy of all warranties.

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

K. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

L. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The Agency may, at its discretion, require the contractor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.

M. INSTALLATION: All items must be assembled and set in place, ready for use. All crating and other debris must be removed from the premises.

N. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and subcontractor is properly licensed for providing the goods/services specified. Furthermore, the contractor and subcontractors shall maintain the required license throughout the term of the contract. The contractor or their subcontractor shall immediately notify the contracting agency in writing in the event the license has been revoked.

Contractor Name:_________________

License # _________________ Type ________________

Subcontractor Name:_________________________

License # _________________ Type ________________

O. CONTRACTOR REGISTRATION: If a contract for construction, removal, repair or improvement of a building or other real property is for $150,000 or more, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $ 1 million or more, the bidder/offeror is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR.” If such a contract is for $30,000 or more but less than $150,000, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $250,000 or more, but less than $1 million or more, the bidder is required to be licensed as a “CLASS B CONTRACTOR.” If such a contract is over $1,000 but less than $30,000, or if the contractor does less than $250,000 in business in a 12-month period, the bidder is required to be licensed as a “CLASS C CONTRACTOR.” The board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors. The bidder/offeror shall place on the outside of the envelope containing the bid/proposal and shall place in the bid/proposal over his signature whichever of the following notations is appropriate, inserting his contractor license number:

Licensed Class A Virginia Contractor No. _______________Specialty _______________

Licensed Class B Virginia Contractor No. _______________Specialty _______________

Licensed Class C Virginia Contractor No. _______________Specialty _______________

If the bidder/offeror shall fail to provide this information on his bid/proposal or on the envelope containing the bid/proposal and shall fail to promptly provide said contractor license number to the Commonwealth in writing when requested to do so before or after the opening of bids/proposals, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his bid/proposal will not be considered.

If a bidder/offeror shall fail to obtain the required license prior to submission of his bid/proposal, the bid/proposal shall not be considered.

P. CONTRACTOR’S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the contractor or by any subcontractor subject to any chattel mortgage or under a conditional sales or other agreement by which an interest is retained by the seller.

The contractor warrants that he has clear title to all materials and supplies for which he invoices for payment.

Q. DELIVERY AND STORAGE: It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. The owner will not assume any responsibility for receiving these shipments.

Contractor shall check with the owner and make necessary arrangements for security and storage space in the building during installation.

R. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete installation ready for the Commonwealth’s use and shall include all applicable freight and installation charges; extra charges will not be allowed.

S. FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owners representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

T. WARRANTY: All materials and equipment shall be fully guaranteed against defects in material and workmanship for a period of one year following date of delivery. Should any defect be noted by the owner, the Purchasing Office will notify the contractor of such defect or non-conformance. Notification will state either (1) that the contractor shall replace or correct, or (2) the owner does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the contractor is required to correct or replace, it shall be at no cost to the Commonwealth and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the contractor fails or refuses to replace or correct the deficiency, the office issuing the purchase order may have the materials corrected or replaced with similar items and charge the contractor the costs occasioned thereby or obtain an equitable adjustment in the contract price.

Attachment “A” Vendor Data Sheet

Note: The following information is required as part of your response to this solicitation.

Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Legal Business Name: ______________________________________________________

3. Vendor’s Primary Contact:

Name: Phone:

Title: Email:

4. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

Years Months

5. Vendor Information: eVA Vendor ID: ______________________SBSD Cert # ______________________

Virginia Contractor License # _______________________, Class ______& Specialty _______________

6. Indicate below a listing of at least three (3) recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address and telephone number of the point of contact.

Company: Contact:

Phone: ( ) Email:

Project:

Dates of Service: $ Value:

Site Photos

SITE 1 - 9570 General Winder Road, Rapidan, VA 22733

Site – 1 9570 General Winder Road, Site 2 - 9572 General Winder Road