1-IFB 26-090-CS On-Call HVAC Repair, Replacement and PM Services FULL SET.pdf

ISSUED BY:

Fauquier County Government & Public Schools

Procurement Department 320 Hospital Drive, Suite 23 Warrenton, VA 20186-3037

Phone (540) 422-8352 Fax (540) 422-8355

IFB/RFP Number: IFB 26-090-CS Title: On-Call HVAC Repair, Replacement and Preventive Maintenance Services Date Issued: February 4, 2026 Pre-Bid/Proposal N/A Deadline For Questions: February 10, 2026 at 5:00 p.m.

Bid/Proposal Due Date: February 19, 2026 at 2:00 p.m.

To be considered, all Bidders/Offerors must respond by the due date and time listed above., Bids and Offers will be accepted either via our solicitation portal: https://fauquiercounty.bonfirehub.com/opportunities/ or via mail or delivery as indicated in this solicitation package. Late responses will not be accepted.

To be considered responsive, all Bidders/Offerors shall complete Section I-VI below and provide this sheet signed with any submission.

I. Company Identification:

Name: Contact Name:

Mailing Address: Title:

Remit Address: Phone:

FEIN #: Fax:

VA SCC ID#: Email:

II. Company Classification:

Principal place of business located in (state) State of incorporation III. Check one:

Sole Prop. Limited Liability Corporation Partnership Joint Venture Limited Partnership Other Corporation IV. Check all that apply:

Small Minority Owned Women Owned Service-Disabled Veteran Owned V. Addenda Receipt Confirmation:

Addendum #: Addendum #: Addendum #: Addendum #: Addendum #: Addendum #:

VI. Agreement and Signature:

In accordance with this Bid or Proposal request and subject to all terms, conditions and attachments, the undersigned offers and agrees to furnish the goods, and/or services in accordance with the submitted signed Bid or Proposal or as mutually agreed upon by subsequent negotiations. The undersigned certifies that they have read and understand all standard, supplemental, and/or special terms and conditions provided herein.

Authorized Signature: Date:

Printed Name: Title:

https://fauquiercounty.bonfirehub.com/opportunities/

TABLE OF CONTENTS

SECTION NO. SECTION HEADING PAGE NUMBER

* SOLICITATION RESPONSE FORM – COVER PAGE

1.0 PURPOSE:

2.0 PRE-BID CONFERENCE:

3.0 QUESTIONS AND COMMUNICATIONS:

4.0 BACKGROUND:

5.0 STATEMENT OF NEEDS:

6.0 SUBMISSION OF BIDS:

7.0 BUSINESS, PROFESSIONAL, AND OCCUPATIONAL LICENSE:

8.0 INSURANCE:

9.0 VIRGINIA STATE CORPORATION COMMISSION:

ATTACHMENTS:

ATTACHMENT A – STATEMENT OF NEEDS

GENERAL TERMS AND CONDITIONS FOR CONSTRUCTION CONTRACTS

* BID FORM

* INSURANCE CHECKLIST

* PROPRIETARY INFORMATION FORM

* CONTRACTOR DATA AND QUALIFICATIONS FORM

* PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA (SCC FORM)

* CERTIFICATION NO CRIMES AGAINST CHILDREN

* Indicates forms that must be returned with your response

1.0 PURPOSE:

The purpose and intent of this solicitation is to obtain the services of a qualified firm(s) or consultant to perform the full scope of work provided in the Statement of Needs (Attachment A to this IFB).

This solicitation is issued by the Fauquier County Government and Public Schools Procurement Department, for the Finance Department on behalf of Fauquier County and the Fauquier County School Board, political subdivisions of the Commonwealth of Virginia, herein after referred to for convenience as “Owner”.

For ease of reference, each organization submitting a response to the Invitation for Bid will hereinafter be referred to as an “Offeror”. An Offeror whose bid would result in a formal agreement will hereinafter be referred to as “Contractor”.

The contents of the bid submitted by the successful Offeror, this IFB and all modifications made thereof, will become part of any contract awarded as a result of this solicitation. The successful Firm will be required to sign a contract with the Owner.

2.0 PRE-BID CONFERENCE:

A pre-bid conference, if applicable to this IFB, will be held at the time and date indicated on the Cover page of this IFB. Any pre-bid conference indicated as ‘Mandatory’ on the cover page will require attendance by a member of any potential Offeror in order to be considered for award.

If a pre-bid conference is not indicated as mandatory, it is not required to attend, however the purpose of the conference is to give Offerors an opportunity to ask questions and obtain clarification about any aspect of this

IFB.

If the cover page indicated ‘N/A’ for a pre-bid conference date/time, none will be held.

3.0 QUESTIONS AND COMMUNICATIONS:

All contact between Offerors and the County with respect to this solicitation will be formally held at scheduled meetings or in writing through the Purchasing Department. Questions concerning this solicitation are due by the deadline for questions shown on the cover page. Questions submitted after the deadline will not be answered. Misinterpretation of specifications shall not relieve the Contractor(s) of responsibility to perform.

Substantive questions must be submitted in writing via mail, express mail, e-mail, fax, etc., to the County Purchasing Department, by the deadline on the cover page. All properly submitted substantive questions will be responded to in writing, in the form of an Addendum to the solicitation. Failure to submit questions or to otherwise seek clarification(s) by the deadline for submitting questions shall constitute a waiver of any potential claim by the Offeror/Contractor.

Communications between prospective Offerors, their agents and/or representatives and any member of the County other than as authorized herein, concerning this solicitation are prohibited. In any event and in all circumstances, unauthorized communications cannot be relied upon

3.1 Addenda to the IFB

The County reserves the right to amend this solicitation at any time prior to the deadline for submitting bids. If it becomes necessary to revise any part of this solicitation, notice of the revision will be given in the form of a written Addendum that will be provided to all prospective Offerors who are on record with the Purchasing Department as having received this solicitation. Addenda will be distributed within a reasonable time to allow Offerors to consider them in preparing their bids. If in the opinion of the Purchasing Manager, the deadline for receipt of bids does not allow sufficient time; the deadline shall be extended. Acknowledge your receipt and compliance with the Addenda by noting it in the space provided on the Solicitation Response Form. Failure to acknowledge receipt of an Addendum may result in rejection of the bid.

4.0 BACKGROUND:

Fauquier County is located in the north-central Piedmont region of Virginia, approximately 40 miles southwest of Washington, D.C. and 95 miles northwest of Richmond, Virginia. The county encompasses a land area of approximately 660 square miles. Due to its proximity to Washington, D.C., the county has experienced consistent population growth rates over the past ten years. The estimated 2023 population is 75,165 residents.

The Fauquier County Public School System consists of three (3) high schools, four (4) middle schools, eleven

(11) elementary schools and one (1) alternative school. Student enrollment for the 2022-2023 school year was 10,839 students. Despite population growth, the county remains primarily rural in nature.

5.0 STATEMENT OF NEEDS:

See Attachment A of this IFB providing the following sections if applicable:

- Statement of Needs/Scope of Work

- Owner Responsibilities

- Specific Bid Requirements

- Offeror Qualifications

- Evaluation and Award Criteria

- Contract Term

- Contract Administration

- Any special or supplemental terms and conditions

6.0 SUBMISSION OF BIDS:

6.1 General Requirements

Offerors may submit bids electronically through Bonfire or by delivering/mailing hard copy bids to the Procurement Office. Whether electronic or hard copy, bids must be received by the due date and time, or the bids shall not be accepted.

Offerors are cautioned to not submit both electronic and hard copy bids. If both types of bids are received, Procurement will open only the first bid received and the second shall be deemed nonresponsive and will not be considered for award.

The following general information is provided and shall be carefully followed by all Offerors to ensure that bids are properly prepared.

o Each Offeror must furnish all information required by the IFB. Bids signed by an agent of the corporation must be accompanied by evidence of his or her authority to bind the corporation to the terms and conditions of this solicitation. In order to be considered for selection, Offerors must submit a complete response to this IFB. All bids must be submitted to the Procurement Department by the date and time noted. The Offeror shall make no other distribution of the bid.

o The County reserves the right to conduct discussions with qualified Offerors in any manner necessary to serve the best interest of the County.

6.2 Duration of Bids

Bids shall be valid for a minimum of 120 days following the deadline for submitting offers. If an award is not made during that period, all offers shall be automatically extended for another 120 days. Offers will be automatically renewed until such time as either an award is made, or proper Notice is given to the County of Offeror’s intent to withdraw its offer. Offers may only be canceled by submitting Notice at least 15 days before the expiration of the then current 120-day period.

6.3 Bid Organization

Bids should be organized in the order in which the requirements are presented. Those requirements are listed in Attachment A to this IFB. All pages of the bid should be numbered. Each paragraph in the bid should reference the paragraph number of the corresponding section of the IFB. It is also helpful to cite the paragraph number and repeat the text of the requirement as it appears in the IFB. If a response covers more than one page, the paragraph number should be repeated at the top of the next page. The bid should contain a table of contents, which cross-references the IFB requirements.

Information which the offeror desires to present that does not fall within any of the requirements of the IFB should be inserted at an appropriate place or be attached at the end of the bid and designated as additional material. Bids that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the IFB requirements are specifically addressed. The Offeror’s Bid should provide all the information that it considers pertinent to its qualifications for the project, and which respond to the Statement of Needs described. Failure to include any of the below listed bid elements may be considered grounds to deem the Bid non-responsive.

6.4 Bid Preparation

6.4.1 An authorized representative of the Offeror shall sign bids. All information requested should be submitted. Failure to submit all information requested may result in the Owner requiring prompt submission of missing information and/or giving a lowered evaluation of the bid. Bids which are substantially incomplete or lack key information may be rejected by the Owner.

Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

6.4.2 Bids should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the IFB. Emphasis should be placed on completeness and clarity of content.

6.4.3 In order to be considered for selection, Offerors must submit a complete response to the IFB.

6.5 Hard Copy Submission of Bids

If submitting via hard copy submission, Offeror shall submit one (1) original, along with a flash drive containing the full original proposal and, if applicable, a full redacted version. In lieu of hard copy submission, Bids be submitted in accordance with Section 6.6 of this IFB.

All hard copy Bids shall be submitted in a sealed envelope or package with the following information on the outside of each such envelope or package:

From:

Name of Bidder Due Date Time

Street or Box Number IFB No.

City, State, Zip Code IFB Title

The envelope shall be labeled as directed above. If a Bid submission is not contained in an envelope or package and labeled as indicated above, the Offeror takes the risk that the envelope or package may be inadvertently opened, and the information compromised which may cause the Bid to be disqualified.

If Bid is being forwarded by mail or another mail service, the above marking information shall be duplicated on the outside of the mailing envelope or package as well as the interior sealed envelope or package containing the Bid.

Hard copy Bids shall be either hand delivered, express mailed, or mailed to:

Fauquier County Procurement Office 320 Hospital Drive Suite 23 Warrenton, Virginia 20186

Offerors should allow adequate time for mail or express mail delivery. Package tracking is recommended. Bids not received by the due date and time shall not be considered and shall be returned unopened.

6.5.1 Bids received after the specified due date and time will not be considered for contract award and will be returned to the Offeror.

6.5.2 Facsimile Bids will not be accepted and will result in rejection of the Bid.

6.5.3 All information required by the solicitation should be supplied to constitute a responsive Bid.

All information submitted including prices should be typed so as to insure legibility. However, the Offeror’s signature should be handwritten in ink in order for the Bid to be considered.

6.5.4 All questions pertaining to this solicitation must be received by the Deadline for Questions as shown on the cover page of this solicitation. All questions received by the Deadline for Questions will be answered via written addendum and will be posted on the Bonfire portal.

6.5.5 It is the responsibility of the Offeror to monitor for issued addenda and provide acknowledge of all addenda on the Solicitation Response Form, where noted.

6.5.6 Bids by corporations must be executed in the corporate name by the president or vice-president (other corporate officers may be required to provide evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or assistant secretary. The corporate address and state of incorporation must be shown below the signature.

6.5.7 Bids by partnerships must be executed in the partnership name and signed by a partner or other authorized person, whose title must appear under the signature and the official address of the partnership must be shown below the signature.

6.5.8 All names must be typed or printed above the signature.

6.6 Electronic Submission of Bids

6.6.1 In lieu of hard copy submission, any Bids may be received electronically through Fauquier County’s online Procurement Portal at: https://fauquiercounty.bonfirehub.com on or before the Submittal Deadline. Bid submissions and registration are free of charge. Offerors can register for a free account at: https://fauquiercounty.bonfirehub.com, which will be required when submitting an electronic Bid.

6.6.2 For any Offeror selecting to submit electronically, Bid documents may be uploaded at any time during the open period. The official time used for receipt of electronic Bids/modifications is the time stamp within the Bonfire portal. No other clocks, calendars or timepieces are recognized for electronic Bids. Paper copy Bid receipts and the Bid opening order for paper and electronic copies will be governed by paragraph 6.1. For technical questions related to a submission contact Bonfire at Support@GoBonfire.com.

6.6.3 If, at the time of the scheduled Bid closing Fauquier County Government and Schools are closed due to inclement weather or another unforeseeable event, the Bid closing will be delayed until the second business day following the reopening of the County Government offices.

6.6.4 Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements for the Bonfire portal - Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

6.7 Receipt and Opening of Bids

6.7.1 Bids will be received at the time and place designated on the cover page of this IFB. Any Bid received at the office designated in the solicitation after the exact time specified for receipt of the Bid is considered a late Bid and will not be accepted. The Owner is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers or the inter-office mail system. It is the sole responsibility of the Offeror to ensure their Bid reaches the Procurement Department by the designated date and hour.

The official time used in receipt of electronic Bids is the time on as listed on the Bonfire portal.

Late hard copy Bids will be returned to the Offeror UNOPENED, if solicitation number, acceptance date and Offeror’s return address is shown on the container.

6.7.2 The Owner reserves the right to waive any informalities at Owner’s discretion or to reject any or all Bids.

7.0 BUSINESS, PROFESSIONAL, AND OCCUPATIONAL LICENSE:

All firms or individuals located or doing business in Fauquier County are required to be licensed in accordance with the County's Business, Professional, and Occupational Licensing (BPOL) requirements during the initial term of the Contract or any renewal period. Questions concerning whether your business requires a BPOL should be directed to the Office of Commissioner of Revenue, telephone (540) 422-8189 or visit:

https://www.fauquiercounty.gov/government/departments-a-g/commissioner-of-the-revenue/online-forms https://fauquiercounty.bonfirehub.com/ https://www.fauquiercounty.gov/government/departments-a-g/commissioner-of-the-revenue/online-forms

8.0 INSURANCE:

By signing and submitting a Bid under this solicitation, the Offeror certifies that if awarded a contract, it will have the insurance coverage specified on the Insurance Checklist at the time the work commences. Additionally, it will maintain this coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract, the Owner reserves the right to require the Firm to furnish certificates of insurance for the coverage required with the Fauquier County Board of Supervisors and Fauquier County School Board endorsed as additional insured.

9.0 VIRGINIA STATE CORPORATION COMMISSION:

The Contractor shall maintain a valid certificate of authority or registration to transact business in Virginia with the Virginia State Corporation Commission as required by Title 13.1 or Title 50 of the Code of Virginia, during the term of the Contract or any Contract renewal. The Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled at any time during the terms of the contract. If the Contractor fails to remain in compliance with the provisions of this section, the contract may be voided by the County.

ATTACHMENT A – Statement of Needs

Project Name Location of Project

IFB 26-090-CS

On-Call HVAC Repair, Replacement and Preventive Maintenance Services Fauquier County – Various

Locations

I. PURPOSE:

The purpose and intent of this IFB is to is to establish a firm fixed hourly rates requirements contract with one (1) or more qualified bidders(s) to establish annual contracts for HVAC Repair, Replacement and Preventive Maintenance Services, an as-needed basis in various buildings and locations owned by Fauquier County and Fauquier County Public Schools in accordance with the solicitation documents contained herein and attached hereto. Bidders shall include in their prices all costs associated with the scope of work described herein, including labor, material, and equipment. Exhibit 1 provides a list of equipment located in FCPS and County owned facilities. FCPS and the County reserve the right to update this list from time to time as needed to add or remove equipment throughout the term of any Contract(s) awarded as a result of this IFB.

II. SCOPE OF WORK:

PART ONE: ON-CALL REPAIR AND REPLACEMENT SERVICES

A. Work Requirements:

1. The Contractor shall furnish all supervision, labor, permits, tools, travel, materials, miscellaneous supplies, chemicals, equipment, transportation, delivery, resources and workmanship as may be required to provide complete satisfactory performance of various types of HVAC, Chiller, and/or Boiler repair and replacement.

2. The Contractor shall provide the necessary means and methods (i.e., ladder, scaffolding, lifts) to accommodate access for all work, and shall make available to its personnel all standard tools of the trade and trade consumables, accessible to ensure completion of work.

3. The FCPS and/or Fauquier County Government reserves the right, at its sole discretion, to furnish any and all materials, supplies, and equipment required to complete any project.

4. The FCPS and/or Fauquier County Government reserves the right to repair or replace equipment under the resulting contract when it proves to be cost effective and in the best interest of the FCPS and/or Fauquier County Government.

5. The Contractor shall notify the FCPS and/or Fauquier County Government seven (7) days in advance of any Work that requires an outage which will cause an interruption to the Owner’s business operations and routines. The outage shall not start until Contractor has coordinated and received, in writing, an approval from the FCPS and/or Fauquier County Government prior to commencing Work.

6. The Contractor shall provide temporary power, as required, for the Work.

B. On-Call Repair Services:

The Contractor shall repair, replace and/or restore any HVAC, Chiller, and/or Boiler equipment and/or system to such condition that it may effectively be utilized for its designated purpose. Such repairs/restorations may include overhaul, reprocessing or replacement of equipment, parts and/or materials that have deteriorated by action of the usage and/or environment and have not been corrected through routine maintenance.

1. The Contractor shall diagnose and interpret equipment operation utilizing service gauges, interrogation of microprocessor controls using machine mounted operator interface, laptop computer diagnostics or hardware diagnostic packages (service tools) which interact with the machines’ control package. The Contractor shall have access to the manufacturer’s technicians and engineers as appropriate to enhance and/or expedite the diagnosis.

2. The Contractor shall perform inspection and repair services requiring the assembly and/or disassembly of components to include the compressor (accessible) to inspect, measure, replace, repair or overhaul internal items to include gaskets, seals, impellers, bearings, actuators, oil pumps, vanes and other capacity control devices and all general systems.

a. The Contractor shall submit a product list for new or replacement of existing equipment with their estimates indicating brand name, model number, description, and quantity with their estimates.

b. The Contractor shall perform diagnostics and/or repair of motor faults internal to the compressor, including meagering, winding temperature sensor calibration, repair or replacement of motors and any miscellaneous electrical components passing through the case of the compressor.

c. The Contractor shall perform diagnostics and/or repair or adjustment of motor starter to include contactors, relays, time delays, overload devices, resistors, soft start packages, variable frequent drive and interfaces both hardwired and digital to machine controls.

3. The Contractor shall provide recommendations for factory updates and modifications as appropriate to the equipment and to implement the updates or modifications upon the FCPS and/or Fauquier County Government’s approval. This shall include mechanical hardware, wiring, microprocessor, and software (firmware) updates.

4. Contractor shall possess and use new industry standard mobile technology that will allow the Contractor’s service personnel the ability to provide immediate signing of professional notes and status of equipment to be sent in “real time” to the FCPS and/or Fauquier County Government.

5. Repair services may require that the Contractor service such HVAC, Chiller, and/or Boiler equipment that is located on roof tops at various FCPS and/or Fauquier County Government facilities. The Contractor shall be aware that lifting equipment and access for Contractor’s personnel may be necessary.

6. Contractor’s personnel shall complete necessary roof top repair services in a safe and professional manner.

7. At any time should the HVAC, Chiller, and/or Boiler equipment and/or system be required to be taken offline the Contractor shall immediately notify the FCPS and/or Fauquier County Government and an expected completion time is to be agreed on for the repair/replacement. The Contractor shall keep the FCPS and/or Fauquier County Government informed daily of the status of repairs. Immediately upon completion of the repairs, the HVAC, Chiller, and/or Boiler equipment or system shall be put back into service.

8. The Contractor shall be responsible and accountable for such equipment while under repair and shall take adequate precautions to prevent fire hazards, odors, excessive noise, safety hazards or other disruptive actions. The Contractor shall be held responsible for all costs of repair and replacement work caused by improper operation, negligence, misuse, or abuse on their, or on the part of their employees.

9. Upon the Contractor’s completion of work on HVAC, Chiller, and/or Boiler equipment and/or system(s), the equipment and/or system(s) shall be free of missing components or defects and the Contractor shall perform operational checks to ensure equipment is functioning as originally intended. Except when authorized by the FCPS and/or Fauquier County Government, replacement components shall match existing equipment components in dimensions, finish, color, design, and function.

10. Upon request by the FCPS and/or Fauquier County Government Project Manager for any necessary on-call repair services, the FCPS and/or Fauquier County Government Project Manager and the Contractor shall agree upon an expected start and completion date of each repair. The FCPS and/or Fauquier County Government Project Manager or designee may be on site during the repair services.

11. All parts furnished under this contract shall be new and genuine manufacturer’s recommended or authorized replacement parts. Use of manufacturer rebuilt parts and components may be authorized by the FCPS and/or Fauquier County Government Project Manager on a case-by-case basis provided these parts and components carry the same warranty as the new part or component. Use of used parts is strictly prohibited. Old parts replaced shall remain the property of the FCPS and/or Fauquier County Government unless designated as a “Rebuild Exchange Part”.

12. The FCPS and/or Fauquier County Government Project Manager or designee may authorize the Contractor to make arrangements to expedite delivery for a critical part through air freight, UPS, transit bus or other, on an exception basis. This authorization will be indicated on the Purchase Order. The cost of special shipping will be borne by the FCPS and/or Fauquier County Government. By no means shall the price for the part be increased for the service.

13. Upon completion of each service call, the Contractor shall provide to the FCPS and/or Fauquier County Government Project Manager within twenty-four (24) hours, a detail electronic (i.e., email) report (MS Word) to include:

a. Piece(s) of equipment on which work was performed

b. Nature of work

c. Contractor’s recommendation, as applicable, for necessary future work.

C. Equipment Replacement Services:

The FCPS and/or Fauquier County Government may, at its sole discretion, replace defective equipment with new equipment on a furnish and install basis.

1. Prior to the start of work, the FCPS and/or Fauquier County Government Project and the Contractor shall agree upon a start/completion date for installation of such new equipment. Such completion date shall be included on the ensuing Purchase Order.

2. The FCPS and/or Fauquier County Government Project Manager will determine and notify the Contractor when relevant permits are required from Fauquier County and/or the Town of Warrenton for installation of certain types of new/replacement equipment. The Contractor shall obtain and pay for all permit(s) required prior to beginning any work. The Contractor shall include the actual cost of permit(s) as a separate line item on their Cost Proposal to the FCPS and/or Fauquier County Government.

3. The Contractor shall have the capability to provide an extended five (5) year warranty as an option for new equipment, if offered by the equipment manufacturer.

4. The Contractor shall provide to the FCPS and/or Fauquier County Government four (4) hours of training and two (2) complete sets of Operations and Maintenance (O&M) manuals on CD and/or Jump Drive (solid state drive) for all new equipment installed. The Contractor shall conduct this training during one

(1) site visit and train up to ten (10) FCPS and/or Fauquier County Government employees.

D. Warranty:

1. The Contractor warrants to the FCPS and/or Fauquier County Government that all work, materials, parts, equipment, and workmanship will be of good quality, free from faults and defects, under normal usage conditions, and in conformance with the project specifications or manufacture requirement. All work, materials, parts, equipment, and workmanship not conforming to these requirements, including substitutions not properly approved and authorized, may be considered defective and rejected by the FCPS and/or Fauquier County Government. Failure to support this warranty requirement (as determined by the FCPS and/or Fauquier County Government) may, at the option of the FCPS and/or Fauquier County Government, result in non-payment for services related to the defect, and result in termination of this contract.

2. The warranty for work shall be one (1) year after completion of the services.

3. The warranty for materials, parts, and equipment shall be the standard manufacturers' warranties, or one

(1) year, whichever is greater.

4. The Contractor shall be able to provide an extended five (5) year warranty as an option for new equipment, if offered by the equipment manufacturer.

E. Method of Ordering Work/Cost Proposals:

1. The FCPS and/or Fauquier County Government shall request a not to exceed time and material cost proposal from all Contractors awarded under this solicitation for all relevant Work an individual awarded Contractor is certified to perform. The FCPS and/or Fauquier County Government Project Manager may issue to the Contractor a Scope of Work, an outline specification of essential materials, and sketches and drawings, if available. Due to the variety of systems around the County and the School system, it is unlikely that one firm will be able to provide support for all systems. Because of that, FCPS and Fauquier County Government reserve the right to award Contracts to multiple firms to cover the needs of all systems owned by the County and/or Schools. Selection of the Contractor to perform the work may be based on price, schedule, availability, and other needs that may exist at the time of pricing requests.

2. The Contractor shall inspect each Work site, ascertain Work condition requirements, and within seven (7) business days of visiting the site, the Contractor shall provide a detailed written cost proposal, at no charge to the FCPS and/or Fauquier County Government, in the form of a not-to-exceed unit price amount based on the Bid Form - Pricing Schedule.

3. For any material, equipment, and/or Subcontractor line item that exceeds $10,000, the FCPS and/or Fauquier County Government may require Contractor to provide multiple detailed cost proposals. The Contractor(s), when requested, shall be responsible for providing any additional supporting data or documents for all submitted cost proposals to the FCPS and/or Fauquier County Government. The Contractor(s) shall ultimately bear the burden of proof in establishing fairness and reasonableness for his submitted cost proposal.

4. Travel time to the FCPS and/or Fauquier County Government job sites is not considered part of the workday.

5. Cost incurred for material acquisition, handling, delivery and movement of Contractor-owned or rental equipment, project administration, inspections, estimates and administrative duties are considered overhead and must be included in the hourly labor rates in the Pricing Schedule, Attachment B.

6. The Contractor may provide materials, rental specialty equipment (such as forklifts, aerial lifts, etc.)

and/or Subcontractor to be used in the performance of the Work. If the Contractor provides materials, rental equipment or Subcontractors for items not already identified in the cost proposal, the compensation will be based on actual cost with an administrative fee equal to the percentage listed in the Pricing Schedule, Attachment B.

7. The FCPS and/or Fauquier County Government will pay the Contractor for materials actually used in performance of any Work under the resulting Contract. The Contractor shall provide backup documents for any materials ordered, when requested. Allowances for other materials ordered by the Contractor are not permitted, unless approved in advance by the FCPS and/or Fauquier County Government Project Manager.

8. It is the responsibility of the Contractor to ensure all the information has been received from their suppliers, Subcontractors and the FCPS and/or Fauquier County Government in order to prepare a cost proposal.

9. The Contractor shall sign all cost proposals confirming that the Contractor has visited the Work site prior to preparing the cost proposal and is thoroughly familiar with the site and the scope of work required.

10. FCPS and Fauquier County Government reserve the right to provide the equipment to be installed and request pricing for installation only if it is in the best interest of the County or Schools at that time.

F. Coordination of Work:

1. The Contractor shall plan and coordinate all work with the FCPS and/or Fauquier County Government Project Manager, at least five (5) business days prior to beginning Work. The FCPS and/or Fauquier County Government Project Manager will ensure that access to all workspaces is made available to the Contractor.

2. Upon authorization and prior to mobilizing to the site, the Contractor shall prepare a schedule reflecting the agreed upon start date, completion date, and the inspections required to anticipate progress of Work.

Should the Contractor fail to maintain progress consistent with the schedule, the Contractor shall resubmit the schedule indicating the manner in which the Contractor shall re-sequence the Work to maintain the original agreed upon completion date.

3. The extension of the completion date shall only be allowed with the consent of the FCPS and/or Fauquier County Government Project Manager in writing.

4. The Contractor shall have one (1) employee at each job site who is designated as a Job Manager. This individual shall serve as the liaison between the Contractor and the FCPS and/or Fauquier County Government Project Manager.

5. The Job Manager shall report to the FCPS and/or Fauquier County Government Project Manager for communication, coordination, evaluation, and quality control for any particular project. The Job Manager shall serve as the single point of contact with the FCPS and/or Fauquier County Government for all Work assignments.

6. Upon request by the FCPS and/or Fauquier County Government Project Manager, the Job Manager shall meet with the FCPS and/or Fauquier County Government Project Manager for progress meetings.

7. Scheduling of priority Work, including the interruption of a current assignment, requires the advance approval of the FCPS and/or Fauquier County Government Project Manager. Priority Work identified by the FCPS and/or Fauquier County Government Project Manager shall take precedent over current Work.

8. The Contractor shall not unduly interfere with the performance of Work by other contractors or FCPS and/or Fauquier County Government personnel and shall coordinate its efforts to minimize interruption to other projects adjacent to the Work.

9. The Contractor is required to perform the Work on occupied buildings and spaces. The Contractor must conduct their Work in such a way as to minimize disruption, inconvenience, or safety of building occupants. The Contractor shall protect all equipment for his Work.

G. Performance Requirements:

1. Routine Electrical or Generator Installation and Replacement Services: The FCPS and/or Fauquier County Government requires that service response be made at destination within five (5) business days after initial receipt of call by the FCPS and/or Fauquier County Government so Contractor can provide needed cost proposal.

2. The Contractor shall commence the routine service Work within five (5) business days after issuance of a Purchase Order.

3. Emergency Services: The FCPS and/or Fauquier County Government has the option of declaring any needed Work to be an emergency. In the event of an emergency as deemed by the FCPS and/or Fauquier County Government, the Contractor shall respond to the emergency within three (3) Work hours of verbal notification.

a. An Emergency Response fee of $500.00 for each response will be paid to the Contractor for each emergency request initiated by the FCPS and/or Fauquier County Government as outlined in the Pricing Schedule, Attachment B.

H. Work Hours:

1. The FCPS and/or Fauquier County Government may request Contractor to perform General Electrical or Generator Work at any time during the year, on an emergency or non-emergency basis.

2. Contractor shall plan and schedule their Work and production, including daily clean up, within the constraints of the regular weekday Work hours.

3. Contractor shall provide competent, skilled, qualified personnel to perform the Work as required.

Contractor shall maintain good discipline and order at the Work site(s). Contractor shall, upon request from the FCPS and/or Fauquier County Government, immediately remove any Job Manager, or workman whom the FCPS and/or Fauquier County Government may reasonably consider incompetent or objectionable.

4. The Contractors Work hours shall be indicated at the time any award for specific projects are made.

Schools and County facilities have different operating schedules and those will be taken into consideration when finalizing any work schedules with Contractors.

5. Working hours without FCPS and/or Fauquier County Government’s prior written approval. The Contractor shall compensate the FCPS and/or Fauquier County Government for all overtime and consultant support arising from the extended Work hours unless the extended Work hours are directed by the FCPS and/or Fauquier County Government.

6. Work on weekends, nights and FCPS and/or Fauquier County Government holidays may be permitted and shall be negotiated and approved in writing by the FCPS and/or Fauquier County Government at the time of each individual project award. FCPS and/or Fauquier County Government holidays are as follows:

New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence

Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving Day, Christmas Eve and Christmas Day.

7. Person-hours paid under this Contract shall be for productive Work hours at the job site only as evidenced by signed Work tickets provided by the Contractor to the FCPS and/or Fauquier County Government Project Manager.

I. Safety:

1. The Contractor shall abide by all local governing regulations and OSHA safety requirements, including 100% Safety Glasses, personal protective equipment (PPE), Lock out tag out, fall protection requirements, Drug and Alcohol Abuse Policy and any other requirements required by Owner.

2. The Contractor’s on-site staff must currently hold OSHA 30-Hour Safety Certification. The Contractor’s staff remains current for the duration of their Work. Certifications for personnel shall be provided when requested by Owner.

3. The Contractor and all lower tier Subcontractors will comply with the requirements of 30 -hour OSHA Certifications. Certifications for personnel on site shall be provided when requested by Owner.

4. All safety accidents and violations occurring under this resulting contract shall be reported immediately to the FCPS and/or Fauquier County Government Project Manager.

5. The Contractor must comply with Federal and State right-to-know laws if hazardous materials are used.

SDS safety sheets shall be made available to all workers and the FCPS and/or Fauquier County Government representatives. The Contractor shall immediately report to the FCPS and/or Fauquier County Government any spillage or dumping of hazardous material on any property. The Contractor shall also be responsible for the cleanup and any costs associated with such incidents.

6. The Contractor shall report all dangerous or unusual situations in work areas that affect work performance to the FCPS and/or Fauquier County Government Project Manager as soon as practical, but no later than twenty-four (24) hours from discovery of situation.

7. The Contractor shall adequately and safely secure all tools and loose materials in an orderly manner at the end of each workday.

8. The Contractor shall employ all necessary safety precautions to prevent injury to persons or damage to property and equipment. If, at any time, the Owner determines that proper safety measures are not being employed, the Contractor will be stopped from working and may resume work only at such time as the condition is remedied to the satisfaction of the FCPS and/or Fauquier County Government.

9. The Contractor is solely and completely responsible for conditions of the job site, including safety of all persons (i.e., employees, subcontractors, etc.) and property during performance of the work. This requirement shall apply continuously, whenever work is performed, and is not limited to normal working hours. Safety provisions shall conform to U.S. Department of Labor (OSHA), and all other applicable federal, state, county, and local laws, ordinances, codes and regulations. Where any of these are in conflict, the more stringent requirement shall be followed. Failure of the Contractor to thoroughly familiarize himself/herself with the aforementioned safety provisions shall not relieve him/her from compliance with the obligations of the resulting contract.

10. The Contractor shall develop and maintain for the duration of this Contract, a safety program that will effectively incorporate and implement all required safety provisions. The Contractor shall appoint a Competent Person who is qualified and authorized to supervise and enforce compliance with the safety program.

11. The duty of the FCPS and/or Fauquier County Government or its designated representative to conduct a review of the work does not include review or approval of the adequacy of the Contractor’s safety program, safety supervisor, or any safety measures taken in, on or near the job site.

J. Workmanship/Experience:

1. The Contractor shall perform the Work in accordance with all applicable industry standards and workmanship practices. The Contractor shall supervise and direct the Work using the Contractor’s best skill and attention. The Contractor is solely responsible for and shall have control over means, methods, techniques, sequences and procedures and for coordinating all portions of the Work under the Contract.

2. The Contractor shall employ fully qualified and skilled personnel capable of performing the required Work as identified herein. The FCPS and/or Fauquier County Government reserves the right to reject Contractor’s personnel that the FCPS and/or Fauquier County Government determines, in its sole discretion, to be unqualified to perform the Work.

3. The Job Manager shall have experience in project management, supervision of employees, knowledgeable in all aspects of specified services and commercial buildings and have the ability to troubleshoot problems quickly.

4. The FCPS and/or Fauquier County Government requires that the Contractor’s workers wear clean clothes with either a prominently displayed identification badge or company identification affixed to the clothing.

Contractor job site vehicles shall display their company identification.

5. The Contractor shall arrive at the job site prepared with the correct materials and equipment and shall maintain an adequate supply of manpower to complete the Work assignment in a safe and timely manner.

6. The Contractor shall maintain access to the project site at all times. Any loss of access shall be specifically coordinated and approved in advance by the FCPS and/or Fauquier County Government Project Manager.

7. The Contractor shall not act on requests or take direction from anyone except the FCPS and/or Fauquier County Government Project Manager.

8. The Contractor shall be capable of performing multiple assignments at one time for both emergency and non-emergency calls.

K. Weather:

1. The Contractor shall proceed with the Work only when existing and forecasted weather conditions will permit Work to be performed in accordance with manufacturer’s recommendations and warranty requirements or as determined by the FCPS and/or Fauquier County Government Project Manager.

2. Contractor shall install temporary protection as needed for watertight seals or assemblies over all exposed areas of Work at the end of each workday or when the Work must be protected due to inclement weather.

L. Delivery, Storage and Handling:

1. The Contractor shall transport products in a safe method to avoid damage or water intrusion and shall be delivered in manufacturer's unopened containers or packaging. The Contractor shall promptly inspect shipments to assure that products are not damaged and are in compliance with requirements and quantities.

The Contractor shall provide equipment and personnel to handle products to prevent soiling or damage.

The Contractor shall promptly remove products deemed damaged, by the FCPS and/or Fauquier County Government Project Manager, from the site at the Contractor’s expense.

2. The FCPS and/or Fauquier County Government Project Manager may designate area(s) at the job site(s) to be utilized by the Contactor for temporary storage purposes if available. The Contractor shall maintain the designated temporary storage areas throughout the duration of the project and shall assume full responsibility for protection and safekeeping of products for the Work. At no time shall the FCPS and/or Fauquier County Government accept or assume responsibility for stored materials.

3. At no time shall the Contractor place and/or store any tools, equipment, supplies, materials, etc., in FCPS and/or Fauquier County Government boiler rooms, main electrical rooms or other storage areas deemed not appropriate by the FCPS and/or Fauquier County Government Project Manager.

4. The Contractor shall store all products in accordance with manufacturer's instructions, with seals and labels intact and legible. Store sensitive products in weather-tight enclosures, maintain within temperature and humidity ranges required by manufacturer's instructions. For exterior storage of fabricated products, place on sloped supports above ground. Cover products per manufacturer requirements that are subject to deterioration as per manufacturer requirements and provide ventilation to avoid condensation. The Contractor shall promptly remove stored products deemed damaged, by the FCPS and/or Fauquier County Government Project Manager, from the site at the Contractor’s expense.

5. The Contractor shall safeguard their own materials, tools and equipment. The FCPS and/or Fauquier County Government shall not assume any responsibility for vandalism and/or theft of materials, tools and equipment.

M. Work Site Management and Clean-up:

1. The Contractor shall perform and comply with all Occupational Safety and Health Administration (OSHA), State and County standards and any other applicable laws, rules and regulations. In addition, the Contractor shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the Work site.

2. The Contractor shall report all safety accidents and violations occurring during the Work to the applicable Federal, State, and Local agencies having jurisdiction and immediately to the FCPS and/or Fauquier County Government Project Manager.

3. The Contractor shall maintain adequate barricades and signs and safely secure all tools and loose materials in an orderly manner at the end of each Workday.

4. On a daily basis, the Contractor shall keep the Work site clean and maintain a neat and orderly site in accordance with the General Conditions and other Contract Documents to the satisfaction of the FCPS and/or Fauquier County Government Project Manager. The Contractor shall remedy any situation deemed by the FCPS and/or Fauquier County Government Project Manager to be an unacceptable presentation of the Work site to the public.

5. The Contractor shall remove daily, all scrap, litter, unused materials, packaging materials, empty boxes, debris, etc., resulting from operations at each Work site and leave the Work site in clean and satisfactory condition. It is the Contractor’s responsibility to properly dispose of all excess material in accordance with all Federal, State and Local laws, rules and regulations.

6. Fences…