156-27-051 Scope of Work HVAC PM and On Call Services Driver Training Complex.pdf

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF STATE POLICE

INVITATION FOR BIDS

(IFB)

Issue Date: October 22, 2027 IFB#: 156-27-051

Title: HVAC Preventative Maintenance and On-Call Repair Services Location: Driver Training Complex / Blackstone Commodity Code: 91036 Issuing Agency: 156 Department of Virginia State Police PO Box 27472 Richmond, VA 23261-7472

For Furnishing the Services Described Herein And Then Opened In Public.

Using Agency and/or Location Where Work Will Be Performed: Virginia State Police – Driver Training Complex : 1875 Ridge Road, Blackstone, VA 23824

Term of Contract: From DATE OF AWARD through 1 year/ 12 months (*Renewable), anticipated start date January 1, 2027.

Sealed Bids Will Be Received Electronically Only : Until Thursday, November 19, 2026 at 10:00 am (EST) Public Bid Opening: Thursday, November 19, 2026 at 2:00 pm (EST) (see page 3 for details)

All Inquiries for Information Should Be Directed to: Tammy Boyer, VCO, VCA, VCARM / email: tammy.boyer@vsp.virginia.gov

In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.

* Virginia Contractor License No. ________________________ Class: __________ Trades/Specialty Codes: _______________

Name and Address of Firm:

_____________________________________________ Date: ______________________________________ _____________________________________________ By: _______________________________________ _____________________________________________ (Signature In Ink) __________________________Zip Code:___________ Name: _____________________________________ eVA Vendor ID or DUNS #:______________________ (Please Print) Fax Number: (___) ____________________________ Title: ______________________________________ E-mail Address: _______________________________ Telephone: (___)_____________________________

* Mandatory Site Visit: B i d d e r s are required to inspect the site where service is to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. See Section III.

Mandatory Pre-Bid Conference.

* If special ADA accommodations are needed, please contact Contract Administrator at the respective site and discuss prior to Mandatory visit. Contact Lt Jason Crowder at 434-298-3402

* This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

TABLE OF CONTENTS

HVAC Preventative Maintenance and On-Call Repair Services Driver Training Complex / Blackstone

I. Purpose II. Scope of Work III. Mandatory Site Visit Details IV. General Terms and Conditions V. Special Terms and Conditions VI. Method of Payment VII. Pricing Schedule

Attachments

• Attachment “A” – State Corporation Commission Form

• Attachment “B” – Vendor Data Sheet

• Attachment “C” – DPOR Certification/License

• Attachment “D” – Small Business Subcontracting Plan

• Attachment “E” – Unverified Equipment List (Separate

Attachment)

Electronic Bid Submission Only :

Electronic bid submission, with required documents attached, is required. Bidders must be registered in eVA to submit an electronic bid.

The following provides information/instructions on reviewing and responding to solicitations in the new eVA platform.

a. Go to https://eva.virginia.gov

b. Click on "I Sell To Virginia";

c. Click on "eVA Supplier Training"; and

d. Click on "Viewing and Responding to Solicitations Video"

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 prior to the closing date and time.

If this is your first time submitting an electronic bid, it is strongly suggested your company click on the above training modules to ensure bid will be received prior to the closing date and time. You are encouraged to do this in advance of the required submission time for possible assistance from eVA customer care.

Bid Opening Information

Date : Thursday, November 19, 2026 Time : 2:00 pm (EST)

Call in - Phone Number for bid opening:

Call In #: 434-230-0065 Pin #: 915927571# https://eva.virginia.gov/ mailto:eVACustomerCare@dgs.virginia.gov

Virginia State Police – Driver Training Complex HVAC Preventive Maintenance and On-Call (T&M) Repair Services

IFB # 156-27-051

I. Purpose: The purpose of this Invitation for Bids (IFB) is to solicit sealed bids whereby a term contract may be established with one qualified firm for furnishing Mechanical Heating, Ventilation, and Air Conditioning (HVAC) Equipment and Building Automation Systems (BAS);

Scheduled Preventive Maintenance, Repair and Emergency Repair Services, and Special Projects at Virginia State Police (VSP) Driver Training Complex listed herein.

Term of Contract : Upon award for (1) year / 12 months, Renewable, refer to Special Terms and Conditions, Paragraph 5, Renewal of Contract.

Contract Administrator Division (CA) : Lt Jason Crowder at 434-298-3402

II. Scope of Work:

A. GENERAL Instructions for Driver Training Complex:

1. The Contractor shall provide all necessary labor, supervision, equipment and parts, tools, materials, supplies and incidentals to provide Mechanical HVAC and BAS Services at the Virginia State Police Division Driver Training Complex Blackstone.

2. Contractor shall have the proven ability and knowledge to perform all required Preventative Maintenance, Operational Inspections, On-Call repair Service, and Emergency Repair Services based on the size and scope at the facility.

3. Preventive maintenance shall include all adjustments and services required to maintain the systems and equipment in accordance with the manufacturer’s specifications and at a minimum as described in section Scope of Work, paragraph B. Preventative Maintenance Service. Operational inspections shall be conducted during quarterly filter replacement visits. Operational Inspections are defined but not limited to : any indication of deterioration, leaks, obstructions, or other problems that can impact the system’s functionality. The Contractor shall discuss with the CA any current or known issues prior to operation inspections. The Contractor shall observe the general operation of the system if any issues exist, investigate and advise CA. The contractor shall deliver to the Agency all copies of warranty certificates, maintenance manuals, and other pertinent data/documentation as it relates to replaced parts, components and equipment.

4. The Contractor shall not shut down any equipment in any facility, unless permission is first obtained from the CA of the affected facility location.

5. Inclement Weather, State Holidays and Shut Down: The Contractor shall make every reasonable effort to provide services during inclement weather and must schedule around State observed holidays. When VSP offices are closed or excused early because of inclement weather or for holidays, the Contractor shall coordinate with the CA of the affected facility to reschedule any services.

6. Security: The Contractor shall comply with the following VSP Security Policies and Procedures and may be subject to security inspections:

a. The Contractor’s employees’ that will be assigned to a location to be serviced are subject to VSP’s background check; including fingerprinting. Assigned Employees must not have a criminal history and must be insured. VSP must receive authorization from contractor employees via the background check process, along with the required fingerprinting (at no cost to the Contractor) by all VSP Facility assigned contractor personnel, upon award of contract and prior to beginning work at a VSP location. The background process is attached for reference only and may change during the contract term as required by VSP and instructions will be updated for contractor(s). The background process can take up to 4 weeks to complete. Only the Successful bidder(s) will complete this process. Contract Officer shall coordinate with successful bidder(s)the background process upon award of contract.

b. The Contractor’s personnel shall maintain a professional appearance and should wear a uniform/clothing that displays the Contractor’s logo. A photo Identification Card worn/visible, will be acceptable in lieu of a uniform that displays the Contractor’s logo. No shorts, cut-offs, or tank tops are permitted.

c. Do not attempt to access a locked or secured area unless under VSP escort.

7. All work shall be accomplished in compliance with all applicable Federal, State and Local laws, ordinances, rules, regulations, manufacturer’s recommended procedures, industry standards and codes including Virginia Occupational Safety and Health (VOSH) standards, and the Virginia Uniform Statewide Building Code issued by the Department of' Housing and Community Development that is in effect on the date of the purchase order. All work performed under this Contract shall be done in a manner that will not adversely affect the integrity of the building’s structural, mechanical, electrical, fire protection and life safety systems or any other building features that will overload or render useless any portion of the facility. Additionally, the Contractor shall remain in compliance with all Occupational Safety and Health Administration (OSHA) and VOSH personnel, equipment, and safety regulations.

8. The Contractor shall remove all excess material, trash, preparation debris from the work-site property.

B. HVAC Preventive Maintenance and T&M Repair Services Physical Address for Preventative Maintenance:

Driver Training Facility Attn: Lt Jason Crowder 1875 Ridge Road Blackstone, VA 23824

1. Preventive Maintenance shall be performed annually with the exceptions for specific equipment requirements as listed below under Scope of Work, Paragraph B, Section 9:

Equipment and PM Service Frequency.

2. On-call Time & Material (T&M) repair costs shall be invoiced at the hourly rates as submitted on bid. Overtime and holiday labor rates shall be one and one half (1-1/2) times the regular hourly rates. Parts and materials shall be invoiced at contractor cost and as a separate line item on the invoice. Supporting invoice and/or receipts for the parts and materials must be attached to the invoice prior to submittal to VSP Contract Administrator (CA) for payment.

3. The contractor shall furnish preventive maintenance service and on-call repair services as described within the scope of work. Contractor shall perform quarterly scheduled Preventative Maintenances and Operational Inspections during the following Quarters: Q1 (January-March) / Q2 (April-June) / Q3 (July-September) / Q4 (October-December).

4. No additional charges such as fuel, fuel surcharges and vehicle rental charges are allowed.

5. Hours for work performed on a time and materials basis under this Contract shall be paid only for productive work time on the job site: time spent for transportation of technicians or employees, material acquisition, handling and delivery of equipment and breaks for lunch or other nonproductive time the employees are away from the job site are not chargeable.

6. Established Round Trip/Travel Charge; One (1) round trip charge per visit is allowable.

Multi-site trips performed on the same day shall not incur multiple travel charges unless sites including VSP facility or distributor’s exceed 50 miles apart.

7. Contractor shall commence preventive maintenance within fourteen (14) days after all required personnel have passed background checks. If clearance delays extend beyond 4 weeks, the contractor must provide an interim staffing plan to maintain required service levels. Contractor shall provide complete list of filters, belts, and consumables anticipated for each facility annually for CA pre-review. The Contractor shall coordinate the preventative maintenance services with the CA. The Contractor shall include but not be limited to the below listed items as the start point for preventive maintenance and as applicable to each piece of equipment:

a. Lubricate bearings as applicable;

b. Clean permanent filters and replace disposable air filters (high efficiency pleated filters – minimum efficiency /MERV 8); Replacement of disposable filters shall be executed under the provisions of the On-Call (Time & Material) part of the contract.

Contractor shall submit copy of distributors invoice to include the cost of filter(s) for payment. After initial assessment Contractor shall bring filters(s) to preventative maintenance scheduled visits for replacement. Replacement of filters and belts identified during scheduled PM shall be billed under T&M materials but must be pre-approved by the CA prior to replacement unless included in the approved PM baseline

c. Inspect all shafts and pulleys. Replace belts and adjust tension as needed.

Replacement of Belts(s) shall be executed under the provision of the ON-Call (Time and Material ) section of the contract. Contractor shall submit copy of distributors invoice to include the cost of belts for payment. After initial assessment, Contractor shall bring belt(s) to preventative maintenance scheduled visits for possible replacement ;

d. Check drain pan and drain line. Ensure that piping is intact and functioning properly.

Clean the drain pan and clear piping by suction;

e. Check condition of evaporator and condenser coils (clean if required) (send photo pre and post cleaning with service ticket) ;

f. Check refrigerant charge, if issue exists;

g. Check thermostat and controls, and adjust if necessary;

h. Check and tighten electrical connections. Replace worn or frayed connectors and wire;

i. Check gas or oil burner(s) and adjust if necessary;

j. Check economizer(s) and adjust if necessary;

k. Check and clean humidifier(s) if present;

l. Ventilation Fans: Verify functionality. Clean fan blades if necessary;

m. As applicable, Check dampers, linkages, and actuators for condition and proper operation (semi-annually).

Notes: If manufacturer's recommended service activities and frequency are different from those given above, the manufacturer's recommendations will govern.

8. Upon completion of the initial and all subsequent preventative maintenance services of the HVAC equipment, the contractor shall submit to the Contract Administrator a written report/assessment of the equipment only maintained by the preventative maintenance agreement as stated below.

a. The manufacturer, model and serial number;

b. A detailed, narrative statement as to the condition of the equipment indicating work that apparently has been performed previously and an estimate of the age of the equipment;

c. Specific recommendations for any major needed repair or modification which may be required to ensure continued operation or may enhance the operation of this equipment. If none, so indicate. The Agency reserves the right to solicit other sources for any needed repairs and modifications or direct the contractor to proceed in accordance with the pricing schedule established for work performed on a time and material basis;

d. A list of service items replaced for each ‘listed’ piece of equipment such as filter type, size, and number; drive belt size, type and number and any other information related to servicing the equipment.

Note: Submittal of the report is desired in a digital format and must be sent to the CA and Contact Officer within 30 days of the initial Preventative Maintenance Service of the contract.

9. Equipment and PM Service Frequency :

CHILLERS and CHILLED WATER SYSTEMS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than two annual services:

• System shut-down and servicing at the end of cooling season, and

• Start-up and system functional testing at the start of cooling season.

BOILERS and HEATING WATER SYSTEMS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than two annual services:

• System shut-down and servicing at the end of heating season, and

• Start-up and system functional testing at the start of heating season.

RTU’s (Roof Top Units/Package Units): Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection;

• Quarterly filter replacement.

• Annual Preventative Maintenance.

SPLIT SYSTEMS (Condenser + Air Handler): Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection;

• Quarterly filter replacement.

• Annual Preventative Maintenance.

MINI-SPLIT UNITS (Condenser + Air Handler): Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection;

• Quarterly filter cleaning.

• Annual Preventative Maintenance.

WALL UNIT (ie. Bard): Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection.

• Quarterly filter replacement.

• Annual Preventative Maintenance.

PACKAGED HEAT PUMP: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection.

• Quarterly filter replacement.

• Annual Preventative Maintenance.

VAV’s: (Variable Air Volumes)

• Quarterly filter replacement.

HVAC EXHAUST FANS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations annually.

FURNACE (Gas or Oil): Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than two annual services:

• System shut-down and servicing at the end of heating season, and

• Start-up and system functional testing at the start of heating season.

PUMPS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations annually.

• Annual Preventative Maintenance;

LARGE AHU’s: (Air Handler Unit) Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection.

• Annual Preventative Maintenance shall be completed in March/April;

VFD’s (Variable Frequency Drives): Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations annually.

• Annual Preventative Maintenance;

FAN COILS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection.

• Annual Preventative Maintenance;

• Quarterly filter replacement.

COOLING TOWERS and CONDENSER WATER SYSTEMS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than two annual services:

• System shut-down and servicing at the end of cooling season, and

• Start-up and system functional testing at the start of cooling season.

HEAT EXCHANGER: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations annually.

• Annual Preventative Maintenance;

AIR DRYERS/Dehumidifiers: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection and one semi-annual operational inspection;

AIR COMPRESSORS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations but not less than one annual inspection and one semi-annual operational inspection;

OUTSIDE AIR DAMPERS: Annually check functionality of dampers, damper actuators, and levers, clean and service as needed.

HOT WATER HEATERS: Inspections and maintenance shall be performed in accordance with manufacturer’s recommendations annually.

• Annual Preventative Maintenance;

a. VSP reserves the right to add or delete HVAC equipment on an as needed basis.

Modification to the contract shall be agreed upon and executed via the contract modification process. This shall also include facilities/buildings being added or removed within the contract. VSP will provide notice of changes in a timely manner.

b. All repairable work that is identified during the PM’s and inspections in the above mechanical equipment; must be submitted by proposal to the CA and approved prior to any work being performed. The proposal shall comply with On-call repair services, labor and material costs as explained in section Scope of Work, Paragraph 11, On-call (time & material) maintenance and repair service.

10. BUILDING AUTOMATION SYSTEMS (BAS): Building Automation Systems shall be maintained by the contractor including maintenance services and on-call repair. Semi- Annual Maintenances shall be performed. HVAC contractor shall not initiate BAS-related troubleshooting or service requests without CA authorization. All maintenance and on-call repair work shall be on a T&M basis.

a. Contractor shall have the ability to provide the following services on a semi-annual basis and provide CA with the completed checklist at each maintenance service.

Semi-Annual Maintenance tasks listed below shall be agreed upon with CA prior to maintenance being performed.

• Complete overall inspection to assure all equipment is operating and safety systems are in place

• Verify in control software that schedules are accurate for the season, occupancy, etc.

• Verify in control software that set points are accurate for season, occupancy, etc.

• Reset time clocks after every power outage

• Exercise scan and command functions

• Verify displays, printouts, and logs

• Check displays of points in the system

• Check error log

• Test starts / stops, secure / access, test / reset, and alarm / return to normal

• Check all gauges to assure readings are correct

• Calculate the amount of outside air introduced and compare to requirements

• Check set points and review rational for settings

• Check schedules and review for rational

• Assure that all dead bands are accurate (simultaneous heating and cooling shall only be allowed as detailed on permitted plans)

• Check all control tubing for leaks on pneumatic systems

• Check for excessive electronic noise on transmission loop

• Reduce electronic noise to acceptable level

• Check noise level on phone lines

• Coordinate phone line repair to reduce noise to acceptable level

• Check error indicator incidence level channel by channel Semi-annual/annual services:

• Conduct a thorough check of all sensors, temperature, pressure, humidity, flow, etc for expected values and operation

• Check for accuracy

• Check and clean time clocks

• Perform all analysis, examinations, adjustments, and calibrations of all system equipment

• Maintain all software integrity and shall detect and correct data file corruption

11. On-Call (Time & Material) Maintenance and Repair Service:

a. The contractor shall provide on-call repair service upon request of the Agency. All service requests must be coordinated and logged through the CA, who will prioritize work orders and authorize dispatch. Contractor shall not respond to requests from other parties unless validated by CA.

b. A 24/7 On-Call Service shall be required along with a mechanic, dispatched within 4-hours of a request for emergency service. Emergency service is defined as any failure that (1) impacts critical operations, (2) creates a safety or security risk, or (3) results in loss of environmental control supporting mission-essential equipment.

Non-emergency service calls must be acknowledged within 4 hours and scheduled within 2 business days unless otherwise directed by VSP. Dispatched defined as technician is en route to facility. If repair cannot be completed within 24 hours, contractor must provide written justification and revised completion timeline.

When possible, the CA shall be presented with a detailed written estimate which shall include the contracted hourly rate and itemized material and parts at contractor cost prior to approval of any repair work done under this contract. The Agency reserves the right to solicit other sources if the Contractor’s estimate does not appear fair and reasonable. If the CA determines costs are not fair and reasonable, contractor will be given one opportunity to revise the estimate within 24 hours before alternate sourcing is pursued. Disputes regarding cost reasonableness shall be escalated to the VSP Procurement Manager for final determination

c. The contractor shall provide a clear and legible copy of the work order to the CA, showing all work performed; indicating the date and time of arrival and departure at the facility and shall include copies of material invoice/receipts cost (If available at the time the services were performed. Otherwise, the materials receipts shall be submitted with the invoice). Work orders shall have a statement that shall be signed by the contractor’s representative, that work was performed. A copy of the work order shall accompany invoices for payment.

d. The contractor shall notify the CA of any repairs which may be covered under the equipment manufacturer’s warranty or may be considered to result from defects in the equipment prior to proceeding with any work.

e. All parts furnished under this contract shall be new and OEM or authorized replacement parts. Use of manufacturers rebuilt parts may be authorized by the Agency on a case-by-case basis, provided each part is warranted for the same period and under the same conditions as the new part. Used parts are strictly prohibited.

f. Cost of repair parts shall be the actual price paid by the contractor to the manufacturer or distributor for the repair part. Each invoice submitted to the CA for payment shall contain a copy of the Contractor’s paid invoice/receipt for parts. This paid invoice/receipt must contain the distributor’s name, address and the line-item amount paid by the contractor for the part(s).

g. Additional Payable Expenses: TRUCK STOCK: Screws, clamps, wire ties, tape, etc.

may be listed on the invoice as miscellaneous and do not require invoice receipts amount not to exceed $ 25.00 per invoice. Contractor must maintain a minimum truck stock of standard HVAC components (belts, filters, contactors, fuses, etc.) suitable for facilities within this contract. List to be approved annually by CA. REFRIGERANT RECOVERY: Any service repairs that include the removal of refrigerant; which requires a refrigerant recovery machine, vacuum pump and incidentals including acetylene, oxygen and nitrogen may be listed on the invoice as Recovery Fees and shall not exceed $ 125.00 per invoice that the repair service is listed. CA will confirm on each invoice the recovery service was performed prior to approval of the invoice.

These two additional payable expenses MUST be listed on invoice as Truck Stock and/or Refrigerant Recovery, if not then invoice will not be paid until listed correctly on the invoice.

h. Time and Material (T&M) Standard Hourly Rate for the first 12 months is the fixed hourly price, however, the hours may be adjusted up or down to meet actual hours required to execute the Time and Material work during the contract period.

i. In the event that new HVAC equipment is required, the Contractor shall have the opportunity to provide a proposal that shall include the T&M hourly rates and actual costs of equipment and materials to be used for replacement (change out) of equipment. The CA shall review to determine if price is deemed fair and reasonable.

VSP reserves the right to solicit other sources if estimate does not appear to be fair and reasonable. If the CA determines costs are not fair and reasonable, contractor will be given one opportunity to revise the estimate within 24 hours before alternate sourcing is pursued. Disputes regarding cost reasonableness shall be escalated to the VSP Procurement Manager for final determination

j. No additional charges such as fuel, fuel surcharges or vehicle rental charges are allowed.

k. Established Round Trip/Travel Charge; One (1) round trip charge per visit is allowable. Multi-site trips performed on the same day shall not incur multiple travel charges unless sites including VSP facility or distributor’s exceed 50 miles apart.

l. Hours for work performed on a time and materials basis under this Contract shall be paid only for productive work time on the job site: time spent for transportation of technicians or employees, material acquisition, handling and delivery of equipment and breaks for lunch or other nonproductive time the employees are away from the job site are not chargeable.

12. Work Hours & On Call Repairs:

a. Normal business hours for the Agency are from 8:00 a.m. to 5:00 p.m. Monday through Friday. All preventive maintenance service shall be performed during normal working hours unless otherwise directed by the CA. (The Agency will be closed on all State observed holidays and at times for inclement weather.)

b. Authorized repair work, on a time and material basis, performed outside of normal work hours shall be paid at the overtime labor hourly rate of one and one-half times the normal labor rate. Overtime work must be approved prior to work being performed by CA.

c. Contractor employees shall check in and out with the CA or designee during normal work hours. Work to be performed during non-working hours shall be coordinated with the CA or designee.

C. Contractor’s Experience and Personnel:

1. Contractor must have valid Contractor’s Class “A” License through the Commonwealth of

Virginia Department of Professional Occupational Regulation (DPOR).

2. The contractor and contractor’s assigned personnel shall have sufficient proven experience in the commercial mechanical, heating, air conditioning, temperature control, building automation, and components service business and demonstrate familiarity and knowledge with the existing equipment of same size and scope in this contract.

3. The Contractor shall provide a sufficient number of qualified supervisors and employees to physically inspect, monitor, and supervise the Contractor’s employees and technicians, ensuring adherence to the work schedule and quality of work. The supervisor shall be able to speak and read English fluently.

4. All services shall be performed by Journeyman HVAC tradesman technicians with valid license through the Commonwealth of Virginia Department of Professional Occupational Regulation (DPOR), who are qualified through factory or other training to work on the specific makes and types of commercial grade equipment to be repaired and/or serviced and are directly employed and supervised by the contractor. A valid Master HVAC tradesman employee shall be available to supervise on-call repair services performed at any locations within the contract during all work hours. VSP reserves the right to reject contractor’s service personnel who, in the judgment of the Agency, are not adequately qualified to perform the work.

5. The contractor shall provide a company contact and phone number for all inquiries and service calls during regular business hours and after regular business hours.

6. The Contractor’s Supervisor shall be responsible for the conduct and performance of the Contractor’s employees and subcontractor employees; and compliance with the following rules:

a. Contractor’s employees appearing to be under the influence of alcohol, marijuana or drugs shall not be permitted on the property.

b. No loud or boisterous conduct will be permitted.

c. VSP reserves the right to request the removal of any of the Contractor’s employees at any time for reasonable cause. The Contractor or designated Supervisor shall have such employees leave VSP premises upon receipt of such request.

d. The Contractor shall employ a sufficient number of experienced personnel to adequately perform all the specified services at the frequency and at the standard specified herein.

e. All VSP facilities are “Smoke-Free”. No use of tobacco products will be permitted on VSP property with the exception of designated areas for such activities.

f. Unauthorized Personnel: The Contractor’s employees are not to be accompanied in their work areas or on the premises by acquaintances, family members, or any other person unless said person is an authorized contractor’s employee performing work under the contract.

III. Mandatory Pre-bid Conference/Site Visit :

MANDATORY PREBID CONFERENCE: A mandatory pre-bid conference will held at the location listed below. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

The MANDATORY Pre-bid conference Date, Time and Location Address follows:

Location Name: Driver Training Complex Address: 1875 Ridge Road, Blackstone, VA 23824 (note: Facility is not located at the Base entrance ) Date: Thursday, November 5, 2026 Time: 10:00 am (EST) CA Information: Lt Jason Crowder at 434-298-3402

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted after 10:05 am (EST) at the receptionist’s desk.

Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

IV. General Terms and Conditions

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia

Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E). In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

A. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

B. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

D. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

https://eva.virginia.gov/index.html

E. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract.

Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

F. In accordance with Executive Order 61 (2017) and Executive Order 9 (2026), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, political affiliation, disability, or veteran status is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs

Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

I. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee.

These provisions apply to each sub-tier contractor performing under the primary contract.

A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC

CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT

STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS,

CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and…