2025-01 IFB gym roof replacement.pdf

COUNTY OF FLUVANNA, VIRGINIA

Invitation for Bid (IFB) #2025-01

FLUVANNA COUNTY – GYM ROOF REPLACEMENT

Issue Date: July 18, 2024

Due Date: August 6, 2024 at 2 p.m. EST

Procurement & Technical Contact:

County of Fluvanna Victoria Melton, Director of Finance 132 Main Street P.O. Box 540 Palmyra, VA 22963 Ph: (434) 591-1930 Email: vmelton@fluvannacounty.org

All sealed bids shall be turned in no later than August 6, 2024, at 2:00 p.m. EST.

• All Bids that are delivered via mail or are hand delivered must be addressed to the “Procurement Contact” listed above.

• Any Proposals sent in via facsimile, telephone, or email shall not be considered.

• Any Proposals that are turned in late will be rejected and returned unopened.

Bid documents may be picked up at the Fluvanna County Department of Finance located at 132 Main Street, Palmyra, VA 22963 or by clicking on the following link: https://www.fluvannacounty.org/rfps.

mailto:vmelton@fluvannacounty.org https://www.fluvannacounty.org/rfps

1. GENERAL INFORMATION

A. By this Invitation for Bids (“IFB”), the Fluvanna County Board of Supervisors (hereinafter the “County”) is seeking competitive sealed bids from qualified licensed contractors (herein referred to interchangeably as “Contractor” or “Bidder”) to establish a firm fixed price contract with Contractor to furnish, deliver, supply and install all necessary labor and materials associated with the repair of the roof at the Carysbrook Gym (the “Roof”) and complete any and all necessary or appropriate associated work at the site (“Site Work”) or other work in accordance with the specifications, terms and conditions stated herein. Collectively, the work on the Roof, Site Work and any other work required by this IFB is referred to herein as the “Project” or the “Roof Repair” interchangeably.

B. The Project will be completed at the Carysbrook Gym addressed as 8878 James Madison Hwy., Fork Union Virginia 23055 (the “Property”). The Project includes the removal of one layer of the existing roofing including fiberglass, and any deteriorated materials and supporting structure uncovered during construction. The contractor shall install new roofing up to the parapet flashing, and shall replace all guttering and down spouts on the back side of the building. Installer shall be a MASTER SELECT CONTRACTOR certified by GAF.

C. Specifications and plans for the project may be obtained at the County Administrator’s Office, 132 Main Street, Palmyra, VA 22963, during business hours (Monday – Friday 8:00 a.m. – 5:00 p.m.).

D. Bids shall be submitted in a sealed envelope, plainly marked “Carysbrook Gym Roof

Replacement.” Failure to comply with this requirement shall be cause for rejection of bid. Any bid received after the announced time and date of opening, whether by mail or otherwise, will not be considered and will be returned unopened. Submission of bids electronically or by facsimile will not be accepted. The County reserves the right to waive formalities and to reject any or all bids.

2. PRE-BID CONFERENCE

A. A mandatory pre-bid conference will be held on Thursday the 29th day of July, 2024 at 3 p.m.

at the Carysbrook Gym, 8878 James Madison Hwy., Fork Union Virginia 23055.

B. At the pre-bid conference, Bidders will be allowed to inspect and analyze the Roof, current environment, site, and collect further data in determination of their ability to perform the work required on the Project. The Bidder shall be presumed to have made a reasonable inspection of the Roof, Property and site before the time of Bid submission and shall be held responsible for all information available through such inspections; and submission of a Bid will be a confirmation that the Bidder did make a site inspection and is aware of all conditions affecting performance and price(s) submitted. The County may determine in its sole discretion that a second pre-bid conference is necessary. The date and time of any such second pre-bid conference will be disclosed in an amendment to this IFB.

C. Any inquiries or requests for clarification or additional information must be delivered in writing

(via email) to the County no later than July 30, 2024 by 10:00 a.m. to the following email address: vmelton@fluvannacounty.org. All inquiries will be answered via an addendum, posted to eVA and the County website. Should a Bidder find discrepancies in the plans and/or specifications or be in doubt as to the meaning or intent of any part thereof, the Bidder must request clarification from the County in writing by the deadline started herein. Failure to request such a clarification is a waiver of any claim by the Bidder for additional expenses because its interpretation was different than the County’s interpretation.

3. SCOPE OF WORK: Contractor shall provide, furnish, deliver, supply and install, all necessary or appropriate labor, services, parts, tools, materials, equipment, items and resources as may be required to complete the work on the Project (the “Scope of Work” or the “Work”), in accordance with the plans, specifications and terms and conditions stated herein, which Scope of Work shall include at minimum, but is not limited to, all of the following:

A. Contractor Minimum Requirements: The Contractor must meet the following performance standards.

i. The Contractor should have, at a minimum, a current Class “A” Contractor’s license as issued by the Commonwealth of Virginia Board of Contractors, Department of Professional and Occupational Regulation, and a copy of the license must be attached to the Bidder’s Bid.

ii. The Contractor shall possess the appropriate contractor’s license(s) with the specific specialty services as recognized by the Virginia Board for Contractors, Department of Professional and Occupational Regulation to perform roofing and any other services required for the work on the Project, and copies of the license(s) must be attached to the Bidder’s Bid.

iii. The Contractor’s firm should have been in business providing similar services promulgated in this solicitation for a minimum of five (5) consecutive years.

iv. The Contractor shall be responsible for providing quality roofing and other services required for the performance of any work on the Project in accordance with best industry standards, plans, directions and instruction as provided hereunder and in any resulting Contract.

v. All equipment, materials and installation work provided as a part of the Project shall conform to the Virginia Uniform Statewide Building Codes, National Electrical Code, OSHA, and the specifications of this IFB.

vi. Contractor(s) shall report any safety concerns, near misses, accidents and injuries related to the work area to the County immediately.

vii. Contractor(s) shall warrant, replace, or repair any defective product, materials, installation or services on the Project for a minimum of five (5) years from County’s acceptance of any work or services hereunder on the Project at no additional cost.

County shall be deemed to have accepted services hereunder only after receipt of a proper and detailed invoice from Contractor for all of the work on the Project and payment by the County to Contractor in full on such invoice.

viii. Contractor(s) shall respond to emergency warranty repairs within one (1) day and shall respond to routine warranty repairs within three (3) business days.

ix. In addition to all other warranties required hereunder, the Contractor shall transfer and assign to the County any and all warranties or similar guarantees for any materials or products provided by Contractor to the County hereunder.

x. Performance and payment Bond Required: Consistent with Virginia Code Section 2.2- 4337, prior to execution of any contract the County will require the winning bidder to deliver a performance and payment bond in an amount equal to the contract price from an insurer licensed in Virginia.

1. Bond Forms. The form of bonds which will be required of a Contractor awarded work on the Project are attached hereto as Exhibit 1.

2. Verification of Bonding Capability. Bidder shall include in their bid a letter from a surety or insurance company (with a Best’s Financial Strength Rating A or better and Financial Size Category VII or higher by A.M. Best Co.) stating that the Bidder is capable of obtaining a performance and payment bond based on the Bidder’s estimated contract value for the construction of the Project, which bonds will cover the Project and any warranty periods. The letter of surety shall clearly state the rating categorization noted above and reference the estimated contract value as identified herein, in a manner similar to the notation provided below: “As surety for [the above named Contractor], [XYZ Company] with A.M. Best Financial Strength Rating [rating] and Financial Size Category [Size Category] is capable of obtaining 100% Performance Bond and 100% Labor and Materials Payment Bond in the amount of the anticipated cost of construction, and said bonds will cover the Project and any warranty periods as provided for in the Contract Documents on behalf of the Contractor, in the event that such firm be the successful bidder and enter into a contract for this Project.” This letter shall also state the Bidder’s per project and total bonding program limits and that the Surety is authorized/licensed to do business in the Commonwealth of Virginia. The surety providing a winning Contractor’s bonds must meet all the requirements stated herein (including, without limitation, financial strength rating, size category, and licensure in Virginia).

xi. Bidders must demonstrate that they have the resources and capability to provide the materials and services as described herein.

xii. Debarment Certification: By signing the Pricing Page (Attachment E) contained in the IFB, bidders are certifying that bidder is not currently debarred by any local or state government or the Federal Government. Bidders shall provide in their bid, documentation related to all debarments that occurred within the last ten (10) years.

xiii. Project Specific References: Contractor submitting a bid must demonstrate extensive successful experience in repairs similar in scope to the Project and the specifications contained herein. To demonstrate this experience, provide a minimum of four (4) project references that have been completed within (15) fifteen years from the date of this IFB. Each project reference is to include the name and location of the project, project description of sufficient detail to allow determination of projects size and scope, contract costs, contract schedule milestones, photographs of sufficient quality to demonstrate the scope of the project, and name, address, current phone number, and email addresses of owners.

xiv. Bidders shall include in their bids the resumes of the Project Manager, Quality Control Manager, and Superintendent – as applicable. Resumes must demonstrate at minimum five (5) years’ experience in similar size and type of Projects and any other relevant information.

xv. All Bidders must submit the documentation/information requested in this IFB with their bid. Failure to provide any of the required documentation or information may be cause for the bid to be deemed non-responsive and/or non-responsible and rejected.

B. Specifications: At minimum, the Repair and Site Work for the Project must meet the following requirements:

i. Site Work is required to the extent necessary to produce a finished Project that meets or exceeds all the requirements and specifications provided in this IFB and any subsequent addenda thereto. The Contractor shall not take advantage of any obvious or apparent ambiguity, conflict, error, or omission in this IFB or the Contract. If in reviewing this IFB or after beginning work the Contractor discovers an ambiguity, conflict, error, or omission, it shall immediately notify the County and before proceeding further with the affected work. The County will then make such corrections and interpretations as may be deemed necessary for fulfilling the intent of the Contract and completing the Project as intended.

ii. The Renovation and all work on the Project shall be compliant with all Applicable Law, as defined in 3(H) below.

C. ADDITIONAL REQUIREMENTS OF CONTRACTOR:

i. On-Site Management. The Contractor shall provide on-site management and supervision of the Project during all working hours and provide daily inspections, quality control, monitoring, and daily work log for the Project. Contractor must assign a Supervisor to the Project that shall be the main point of contact for the Project.

ii. Site Safety Generally and Disruptions. The Contractor shall provide a safe and efficient site, with controlled access. As part of this obligation, the Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the Project. The Bidder acknowledges and understands that the Carysbrook Gym is open to the public. All Work on the Project shall be performed so as maximize the safety of, and to minimize disruptions to County employees and citizens. All work on the Project shall be performed so as to minimize disruptions to the activities performed at the Carysbrook Gym. No entrances or exits to the Carysbrook Gym may be affected or blocked by the work on the Project. All staging and materials must be stored in a safe manner in a location approved by the County in advance. Bidders must submit with their Bid a plan for storage and staging of supplies during the Roof Repair. Any utility disruptions (including without limitation, electrical, water, internet, telephone) or other service interruptions, must be nominal and must be pre-scheduled in advance with the County at a time convenient for the County. The Bidder must be prepared to complete any portions of the Project which could disrupt any such services after hours or at times convenient for the County.

iii. Quality Control Generally. The Contractor shall be responsible for all activities necessary to manage, control, and document work to ensure compliance with the Contract Documents and Project specifications. The Contractor’s responsibility includes ensuring adequate quality control services are provided by the Contractor’s employees and its subcontractors at all levels. The work activities shall include safety, submittal management, document reviews, reporting, and all other functions related to quality of construction.

iv. Weekly Reports. The Contractor shall provide written reports to the Public Works Director on the progress of the Project at least weekly from Construction Notice to Proceed until Final Completion of the Project. The weekly reports shall include: (i) an updated schedule analysis, including any plans to correct defective or deficient work or recover delays; (ii) an updated cost analysis; (iii) a quality control report; and (iv) progress photos.

v. Examine the work areas and site conditions under which work stated herein shall be performed. Contractor shall notify County of any condition(s) which may affect installation.

vi. Contractor shall provide all Site Preparation.

vii. Provide final approval/inspection and acceptance of Repair.

viii. Verify site preparation work with the Public Works Director.

ix. Deliver building materials to site location as designated by the Public Works Director.

x. Furnish and install all supplementary or miscellaneous items, appurtenances, and devices incidental to or necessary for a sound, secure and complete Roof Repair.

xi. In addition to any other warranties required by the Contract or this IFB, the Contractor shall provide and assign to the County any and all related manufacturer’s warranties for the Project, Site Work, materials, equipment, or any portion(s) thereof. A copy of these shall be provided with your bid response.

xii. Contractor shall agree to all of the provisions of the County of Fluvanna’s General Terms, Conditions and Instructions to Bidders and Contractors attached to this IFB as Appendix I and further shall agree that any resulting contract awarded pursuant to this IFB shall incorporate by reference as material provisions of such Contract the County of Fluvanna’s General Terms, Conditions and Instructions to Bidders and Contractors.

Any resulting Contract shall be in form acceptable to the County in its sole discretion.

D. PROJECT SUCCESS: A successfully completed Project shall mean: 1) that the Project was completed within Sixty (60) calendar days of the issuance of Notice to Proceed; 2) that the Project was completed at or below the contract award amount, including any subsequent owner-approved cost change orders; and 3) that the Project was completed in strict conformance and in accordance with the Contract documents.

E. PROTECTION OF PERSON AND PROPERTY:

i. All materials shall be protected from damage during delivery, storage, and installation.

ii. Work can be done on the property 24 hours a day, 7 days a week.

iii. The Contractor shall not remove any excess (unused) construction material from the site without the County’s approval. The County shall be reimbursed for the unused construction material or keep the material onsite.

iv. The Contractor is responsible to keep a clean and safe construction area.

v. Contractor shall be responsible for initiating, maintaining and supervision of all safety precautions in connection with the work on the Project. Any damage to existing Property, site, buildings, real property (land), or personal property, resulting from the work on the Project or the performance of a Contract awarded pursuant to this IFB shall be repaired or replaced at the sole cost and expense of the Contractor to the satisfaction of the County. The Contractor shall repair and/or replace any damage done to any County property by their employees or resulting from Contractor’s services as soon as practicable, but in any event, no more than ten (10) calendar days after notification by the County. All such repairs or replacements shall be completed to the County’s sole satisfaction. To protect the Contractor, the Contactor shall document any damages in the project area prior to commencing work including photographs. This written record shall be provided to the County prior to commencing work.

F. PERMITS & INSPECTIONS:

i. The Contractor shall apply for all required permits before starting the work on this

Project.

ii. Contractor shall notify the county to arrange for inspections at agreed milestones and shall notify for final inspection.

G. INSURANCE REQUIREMENTS:

i. The firm shall agree to carry the required liability insurances that are listed under item number 39 of the “GENERAL TERMS, CONDITIONS AND INSTRUCTIONS TO BIDDERS AND CONTRACTORS” attached hereto as Appendix I.

ii. By signing and submitting a proposal under this solicitation, the Contractor certifies that if awarded the contract, it will have the insurance coverage required at the time the work commences. The Contractor further certifies that the contractor will maintain the specified 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.

iii. During the period of the contract the County reserves the right to require the Contractor to furnish certificates of insurance for the coverage from time to time.

iv. A Certificate of Insurance shall be submitted with the Contractor’s Bid evidencing the insurance required hereunder.

H. APPLICABLE LAW: The Contractor and all equipment, materials, and installation related to the work on the Project shall comply with applicable federal, State and local laws, ordinances, rules and regulations in performance of the Contract (“Applicable Law”), including without limitation:

i. OSHA requirements; and

ii. The Virginia Uniform Statewide Building Code.

I. TIME FOR COMPLETION: TIME IS OF THE ESSENCE. The work to be performed under this

Contract shall be commenced after issuance of the Notice to Proceed and shall be completed within ninety (90) calendar days of such issuance. In case the Contractor shall fail to finally complete the work hereunder in accordance with the Specifications and to the satisfaction of the County within the time stated in this agreement or any written extension thereof by the County, the Contractor shall and will pay to the County the sum of Five Hundred Dollars ($500.00) for each and every calendar day that the Work exceeds the time set forth above. Due to the parties’ inability to estimate the County’s actual damages with precision, the sum is hereby agreed upon, fixed and determined by the parties hereto as the liquidated damages that the County will suffer by reason of said delay, default and inability to use said improvements at the time specified for completion, and not as a penalty. County shall and may deduct and retain the amount of such liquidated damages out of any monies which may be due or become due from it to the Contractor. The date of Final Completion of the Work is the date when the Project is totally complete, to include punch list work and final clean up, and the County may fully occupy or fully utilize the Project for the use for which it is intended.

4. SUBMITTAL INSTRUCTIONS

A. GENERAL INSTRUCTIONS

i. IFB Response: In order to be considered for selection, interested parties must submit a complete response to this IFB, including all requested documentation. Failure to comply with all criteria listed herein may be cause to reject a Bid.

ii. IFB Questions: Address questions concerning this IFB to:

Victoria Melton, Director of Finance P.O. Box 540 132 Main Street Palmyra, VA 22963

Ph: (434) 591-1930 vmelton@fluvannacounty.org Bidders shall submit any questions in writing. Written responses, including the questions, will be posted with the IFB. Questions will not be accepted after July 30, 2024, at 10 a.m.

eastern standard time.

i. Ownership of Proposals: Ownership of all data, materials, and documentation originated and prepared for the County pursuant to the IFB shall belong exclusively to the County and be subject to public inspection in accordance with the Freedom of Information Act. Any proprietary or trade secrets material submitted must be identified as such, and must indicate the specific words, figures, or paragraphs specifically, and with a reason why such material is proprietary or a trade secret under Virginia law. The classification of an entire proposal document, individual pricing or total proposal prices is not acceptable and will result in rejection and return of the proposal.

ii. Due Date: Sealed Bids must be received by the Director of Finance no later than 2:00 p.m. EST on August 6, 2024. Bids must be addressed to:

Victoria Melton, Director of Finance P.O. Box 540 132 Main Street Palmyra, VA 22963

iii. Any Bids that are turned in late will be rejected and returned unopened. Any bids sent in via facsimile, telephone, or email shall not be considered.

B. All Bids shall provide a straight-forward, concise delineation of the firm's capabilities to satisfy the requirements of this IFB. Emphasis should be on completeness and clarity of content. The contents of the Bid submitted by the successful Bidder and this IFB, and any amendments thereto, will become part of any contract awarded as a result of this IFB.

C. The format of each bid must contain the following elements organized into separate chapters and sections, as the Bidder may deem appropriate. The following paragraphs provide guidelines to each Bidder for information to include in the bid document:

i. Cover Letter - Provide a cover letter that confirms the Bidder's understanding of this

IFB and a general understanding of the Project.

ii. Overview - The purpose of this section is to provide Fluvanna County with an overview of the history, qualifications and abilities of the Contractor’s firm and for the Contractor to demonstrate the specific qualifications of the staff the Contractor will assign to this Project if selected. At a minimum, the proposal should: (i) designate a Project Manager and indicate office location; and (ii) Include the organization chart, functional discipline, and responsibilities of Project team members.

iii. Resumes/Qualifications - Provide a concise resume or description of each principal team member’s education, relevant professional experience, length of time employed by the Contractor and/or sub-consultant, and professional licenses. Each firm submitting a proposal shall provide an updated statement of qualifications highlighting the expertise and experience of the firm and its personnel related to the Project.

a. Licenses to conduct services or work on the Project required by the Code of mailto:vmelton@fluvannacounty.org

Virginia

b. Certificate of Insurance

c. Certification of Insurer regarding Performance and Payment Bonds

iv. Demonstrated History of Successful Projects - Discuss recent project information of similar type to the Project completed by the firm including the project name, location, brief description of the project, description of the scope of services provided, and principal contact person. List all work of a similar nature to the Project completed for any department or agency of the Commonwealth of Virginia and any Virginia public body or locality.

v. Proposed Sub-Consultants - The Contractor shall clearly state whether it is proposing to subcontract any of the work herein. The names of all proposed sub-contractors shall be provided. By proposing such firm(s) or individuals, the Contractor assumes full liability for the sub-consultant’s performance. The Contractor shall state the amount of previous work experience with the sub-consultant(s).

vi. References: In addition to any specific references required under this IFB, provide the current name, address, and telephone number of at least four (4) references the Contractor has served either currently or in the past three (3) years; preferably those where one or more of the Project team members provided the same or similar services as requested herein. Indicate the Scope of Services provided to each reference.

vii. Pricing – Please provide flat lump sum pricing. The lump sum price shall include all labor, materials, services, equipment, tools, consumables, parts, supervision, permitting, overhead, administrative, overhead, delivery, shipping, handling, travel and other costs, fees or charges of any kind related to or required for the work on the Project.

a. Bids will only be accepted where pricing is submitted on this Pricing Schedule, Attachment E. Vendor quotations and other supporting documentation can be included with the bid.

b. The method of payment for this contract will be by lump sum fixed price or not to exceed payment including all reimbursable administrative or other expenses of any kind.

c. Bidder has read and understands the provisions of Section 3(I) of this IFB and agrees to such provision.

viii. Project Full Specifications - Please provide full specifications and features of repair and all materials that will be used, and a detailed listing of all Site Work; and include the applicable warranty information for each portion thereof.

ix. Forms: All forms required to be submitted under this IFB must be included in the Bid.

a. Vendor Data Sheet (Attachment A)

b. Proof of Authority to Transact Business in Virginia (Attachment B)

c. Certificate of No Collusion (Attachment C)

d. Bidder Statement (Attachment D)

e. Pricing (Attachment E)

x. Any information thought to be relevant, but not applicable to the enumerated scope of work, should be provided as an appendix to the bid. If publications are supplied by the Bidder to respond to a requirement, the response should include reference to the document number and page number. Bids not providing this reference may be considered to have no reference material included in the additional documents.

D. Other Requirements:

i. Expertise and experience of the firm related to the scope of services contained in this

IFB. This section shall include recent project information of similar type completed by the firm along with the name and telephone number of the point of contact for each project.

ii. The IFB document with any addenda acknowledgements filled out and signed as required (see attachments hereto).

iii. A detailed response to all requirements, general, specific, functional, and technical required under this IFB.

iv. A statement of how long the Bidder has provided services similar to the Work requested herein;

v. The firm should include a street address of the office proposed to handle the work.

vi. Identification and statement of qualifications of the construction project team who will be assigned to the Project for actual “hands on” work, as well as the principal assigned the Project for oversight responsibilities.

vii. Provide your proposed Project timeline/completion schedule. Time shall be of the essence with respect to all project deadlines and Project completion.

viii. Disclose all past and pending litigation.

5. The County is not responsible for failure to locate, consider and evaluate qualification factors presented outside this format.

6. Incurred Expenses: The County will not be liable for any cost incurred by Bidders in preparing and submitting proposals. Bidders may not collect proposal preparation charges from the County of Fluvanna as a result of cancellation of this IFB.

7. SUBMITTAL INSTRUCTIONS

A. Each Bidder must submit one (1) original and one (1) copy along with one (1) electronic copy of its bid documents on CD ROM, DVD, or USB flash drive/memory stick.

B. An authorized representative of the Bidder shall sign bid documents. All information requested should be submitted. Failure to submit all information requested may result in the bid being rejected by the County.

C. All forms attached to this IFB must be fully completed, executed by the Bidder and returned as a part of Offer’s Bid.

D. Each bid shall be in writing and received in hard copy by the deadline. Oral bids, bids received by telephone, fax, telegraph, or email shall be rejected.

8. CONTRACT AWARD: The contract will be awarded to the lowest responsible and responsive bidder whose bid, conforming to this IFB, is most advantageous to the County, considering price and any other evaluation criteria set forth in the bid documents and consistent with the Virginia Procurement Act, the County’s Code, the County’s Procurement Policies and Procedures and other applicable law.

Nothing herein requires that the County complete this work and the County may determine not to award any Contract pursuant to this IFB in its sole discretion for any reason or no reason at all.

9. TERMS

A. The County’s General Terms, Conditions, and Instructions to Bidders and Contractors are attached hereto and incorporated herein by reference as Appendix I. These provisions bind all Bidders. Further, the conditions and requirements of this IFB, including, but not limited to, County’s General Terms, Conditions, and Instructions to Bidders and Contractors, are a material part of any contract awarded between the County and the successful Bidder(s).

B. Awards shall be made to as many Bidders as deemed necessary to fulfill the anticipated requirements of the County. The County may award contracts to multiple Bidders and use their services for some, or all of the projects identified herein. The County may choose not to award a contract or Notice to Proceed for any or all projects described herein.

ATTACHMENT A - VENDOR DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive.

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

2. Vendor’s Primary Contact:

Name: __________________________________ Phone: _________________________

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

4. Vendor Information:

FIN or FEI Number: ___________________________________ If Company, Corporation, or Partnership SSN: _____________________________________________ (If Vendor is a sole proprietor)

5. Indicate below a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact.

Company: Contact:

Phone: Email:

Dates of Service: $$ Value:

Dates of Service: $$ Value:

By my signature below, I, as a duly authorized representative of the entity named below, certify the accuracy of the foregoing information:

______________________________ Date: ____________________________ Legal Name of Entity if Applicable

By: ____________________________ (SEAL) Print Name: ______________________ Signature of Authorized Representative

Print Title: ________________________ Vendor Certification (for a Sole Proprietor):

______________________________ (SEAL) Print Name: _________________ Date: __________ Signature

PLEASE RETURN THIS PAGE WITH PROPOSAL SUBMISSION – [REQUIRED]

ATTACHMENT B - PROOF OF AUTHORITY TO TRANSACT BUSINESS IN

VIRGINIA

THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL/BID. FAILURE TO

INCLUDE THIS FORM MAY RESULT IN REJECTION OF YOUR PROPOSAL/BID

Pursuant to Virginia Code §2.2-4311.2, an Offeror/Bidder organized or authorized to transact business in The Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its proposal/bid the identification number issued to it by the State Corporation Commission (“SCC”). Any Offeror/Bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its proposal/bid a statement describing why the Offeror/Bidder is not required to be so authorized.

Any Offeror/Bidder described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the County Administrator, as applicable. If this quote for goods or services is accepted by the County of Fluvanna, Virginia, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met.

Please complete the following by checking the appropriate line that applies and providing the requested information. PLEASE NOTE: The SCC number is NOT your federal ID number or business license number.

A._____ Offeror/Bidder is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such vendor’s Identification Number issued to it by the SCC is

B._____ Offeror/Bidder is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such vendor’s Identification Number issued to it by the SCC is

C._____ Offeror/Bidder does not have an Identification Number issued to it by the SCC and such vendor is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets if you need to explain why such Offeror/Bidder is not required to be authorized to transact business in Virginia.

Legal Name of Company (as listed on W-9): _________________________________________

Legal Name of Offeror/Bidder: _________________________________________

Date: __________________

Authorized Signature: _________________________________________

Print or Type Name and Title: _________________________________________

ATTACHMENT C - CERTIFICATE OF NO COLLUSION:

The undersigned, acting on behalf of ___________________________, does hereby certify in connection with the procurement and proposal to which this Certificate of No Collusion is attached that:

This proposal is not the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce; nor is this proposal the result of, or affected by, any act of fraud punishable under Article 1.1 of Chapter 12 of Title 18.1 of the Code of Virginia, 1950, as amended (18.2-

498.1 et seq.).

The undersigned declares that the person or persons signing this proposal is/are fully authorized to sign the proposal on behalf of the firm listed and to fully bind the firm listed to all conditions and provisions thereof.

Respectfully submitted this _________ day of _____________________, 2015.

Legal Name of Entity

By: _______________________________________ (SEAL) Signature of Authorized Representative

Print Name: ______________________________________

Print Title: ______________________________________

Date: _____________________________

ACKNOWLEDGEMENT

State of ________________________ In the County/City of ________________________, to-wit:

The foregoing Certification of No Collusion was subscriber and sworn to before me by________________________ (Print Name), ________________________ (Print Title) on behalf of ________________________ (Print Name of Entity) on this _________ day of _____________________ (month), _________ (year).

Notary Public

My commission expires: ________________________

Registration Number: ________________________

ATTACHMENT D - BIDDER/OFFEROR STATEMENT

The undersigned Bidder/Offeror (hereinafter “Bidder”) hereby certifies that the Bidder has carefully examined all instructions, plans, conditions, specifications and other documents or items of this Invitation for Bid or Request for Proposals and hereby submits this bid/proposal pursuant to such instructions, plans, conditions, specifications and other documents or items. By submitting a bid/proposal, the Bidder covenants and agrees that he has satisfied himself, from his own investigation of conditions to be met, that he fully understands his obligation and that he will not make any claim for, or have right to cancellation or relief from the resulting contract because of any misunderstanding or lack of information; Certifies and warrants that the Bidder is properly licensed to provide the goods/services specified in the Request for Proposal and has the appropriate License or Certificate and classification(s) required to perform the work included in the scope of the proposal documents, prior to submitting the proposal, in accordance with Title 54.1, Chapter 11 of the Code of Virginia. If an Bidder shall fail to obtain the required license prior to submission of his proposal, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his proposal will not be considered; Bidder further agrees that conditions herein have been carefully read and this proposal is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this proposal is accepted, to furnish all services agreed upon in strict accordance with the contract.

Complete if Bidder is an Entity: WITNESS the following duly authorized signature and seal:

Name of Entity:____________________________ By:______________________________________(SEAL) Signature Print Name:_______________________________ Print Title:________________________________

STATE OF ____________________________

COUNTY/CITY OF _______________________________, to-wit:

The foregoing instrument was acknowledged before me this day of ___________ (month), __________(year) by _________________________________________(Print Name), ____________________(Print Title) on behalf of _____________________________________ (Name of Entity).

[SEAL]

Notary Public My commission expires:________________ Notary registration number: ______________

Complete if Bidder is a Sole Proprietor: Witness the following signature and seal:

______________________________________(SEAL)

Signature Print Name:_______________________________

STATE OF ____________________________

COUNTY/CITY OF _______________________________, to-wit:

The foregoing instrument was acknowledged before me this day of ___________ (month), __________(year) by _________________________________________(Print Name), a sole proprietor.

[SEAL]

Notary Public My commission expires:________________ Notary registration number: ______________

PLEASE RETURN THIS PAGE WITH BID SUBMISSION - [REQUIRED]

Appendix I

COUNTY OF FLUVANNA

GENERAL TERMS, CONDITIONS AND

INSTRUCTIONS TO BIDDERS AND

CONTRACTORS

GENERAL TERMS, CONDITIONS AND INSTRUCTIONS TO BIDDERS AND CONTRACTORS

These General Terms, Conditions and Instructions to Bidders and Contractor (hereinafter referred to as the “General Conditions”) shall apply to all purchases and be incorporated into and be a part of each Solicitation (as defined below) and every Contract (as defined below) awarded by Fluvanna County, a political subdivision of the Commonwealth of Virginia (hereinafter referred to as the “County”) unless otherwise specified by the County in writing. Bidders, Offerors and Contractors or their authorized representatives are expected to inform themselves fully as to these General Conditions before submitting Bids or Proposals to and/or entering into any Contract with the County: failure to do so will be at the Bidder’s/Contractor’s own risk and except as provided by law, relief cannot be secured on the plea of error.

Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and legislation, including the County’s Procurement Policies and Procedures, Bids or Proposals on all Solicitations issued by County will bind Bidders or Offerors, as applicable, and Contracts will bind Contractors, to all applicable terms, conditions, instructions, rules and requirements herein set forth unless otherwise SPECIFICALLY set forth by the County in writing in the Solicitation or Contract. All provisions of these General Conditions are material to any contract between the County and a Contractor.

INTRODUCTION

1. VIRGINIA PUBLIC PROCUREMENT ACT AND ETHICS IN PUBLIC CONTRACTING: The Virginia Public

Procurement Act of Virginia Code §§ 2.2-4300 et seq. (hereinafter the “VPPA”) is incorporated herein by reference. Nothing in these General Conditions is intended to conflict with the VPPA and in case of any conflict, the VPPA controls. Specifically, the provisions of Article 6 of the VPPA (Virginia Code §§ 2.2-4367 through 2.2-4377) relating to ethics in contracting, shall be applicable to all Solicitations and Contracts solicited or entered into by the County. By submitting their Bids or signing any Contract, all Bidders and Contractors certify that they have not violated any of the provisions of Article 6 of the VPPA, including, but not limited to, that their Bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements.

2. DEFINITIONS: The definitions of Virginia Code §§ 2.2-4301, 2.2-4302.1 and 2.2- 4302.2 are specifically incorporated herein by reference and as used in these General Conditions, whether capitalized or not, any of such defined terms have the same meaning as such terms have under the VPPA: such defined terms include: “Affiliate”, “Best Value”, “Business”, “Competitive Negotiation”, “Competitive Sealed Bidding”, “Construction”, “Construction Management Contract”, “Design-Build Contract”, “Employment Services Organization”, “Goods”, “Informality”, “Job Order Contracting”, “Multiphase Professional Services Contract”, “Nonprofessional Services”, “Potential Bidder or Offeror”, “Professional Services”, “Public Body”, “Public Contract”, “Responsible Bidder or Offeror”, “Responsive Bidder”, “Reverse Auctioning” and

“Services”. Additionally, as used in these General Conditions, the following terms, whether capitalized or not, have the following meanings:

a. Bid/Proposal: The offer of a Bidder or Offeror to provide specific Goods or Services at specified prices and/or other conditions specified in the Solicitation. The term “Bid” is used throughout these General Conditions and where appropriate includes the term “Proposal” or any modifications or amendments to any Bid or Proposal.

b. Bidder/Offeror/Vendor: Any individual(s), company, firm, corporation, partnership or other organization bidding or offering on any Solicitation issued by the County and/or offering to enter into Contracts with the County. The term “Bidder” is used throughout these General Conditions and where appropriate includes the term “Offeror” and/or “Vendor”.

c. Contract: Any contract to which the County will be a party.

d. Contractor: Any individual(s), company, firm, corporation, partnership, or other organization to whom an award is made by the County or whom enters into any contract to which the County is a party.

e. County: The County of Fluvanna, a political subdivision of the Commonwealth of Virginia, including where applicable all agencies and departments of the County.

f. County Administrator: The Fluvanna County Administrator.

g. County Attorney: The Fluvanna County Attorney.

h. Purchasing Agent: The County Administrator is the County’s Purchasing Agent and is responsible for the purchasing activity of Fluvanna County; and has signatory authority to bind the County to all contracts and purchases made lawfully under the Fluvanna County Small Purchasing Procedures. The Purchasing Agent has signatory authority to bind the County to all other contracts and purchases only after the contracts or purchases have been approved by a vote of the Fluvanna County Board of Supervisors.

i. General Terms, Conditions and Instructions to Bidders and Contractors (also referred to herein as the “General Conditions”): These General Terms, Conditions and Instructions to Bidders and Contractors shall be attached to and made a part of all Solicitations by the County and all Contracts to which the County is party.

j. His: Any references to “his” shall include his, her, their, or its as appropriate.

k. Invitation to Bid (also referred to herein as an “IFB”): A request which is made to prospective Bidders for their quotation on Goods or Services desired by the County. The issuance of an IFB will contain or incorporate by reference the General Conditions and the other specifications and contractual terms and conditions applicable to the procurement.

l. Purchasing Officer: The Purchasing Officer employed by the County and to whom Bidders/Contractors can submit questions relating to any Bid or Contract.

m. Request for Proposal (also referred to herein as a “RFP”): A request for an offer from prospective Offerors which shall indicate the general terms which are sought to be procured from Offerors. The RFP will specify the evaluation factors to be used and will contain or incorporate by reference the General Conditions and other applicable contractual terms and conditions, including any unique capabilities or qualifications that will be required of the Contractor.

n. Small Purchasing Procedures: The County’s Small Purchasing Procedures, being Chapter

4 of the County’s Procurement Policies and Procedures, a method of purchasing not requiring competitive sealed bids or competitive negotiation for single or term contracts for goods and services other than professional services if the aggregate or the sum of all phases is not expected to exceed $50,000; and also allowing for single or term contracts for professional services without requiring competitive negotiation, provided the aggregate or the sum of all phases is not expected to exceed $50,000.

o. Solicitation: The process of notifying prospective Bidders or Offerors that the County wishes to receive Bids or Proposals on a set of requirements to provide Goods or Services.

“Solicitation” includes any notification of the County requirements may consist of public advertising (newspaper, County’s website, or other electronic notification), the mailing of notices of Solicitation, any Invitation for Quotes (“IFQ”), Initiations to Bid (“IFB”), or Requests for Proposal (“RFP”), the public posting of notices, issuance of an Open Market Procurement (“OMP”), or telephone calls to prospective Bidders or Offerors.

p. State: The Commonwealth of Virginia.

3. AUTHORITY: The Purchasing Agent shall serve as the principal public purchasing official for the

County, and shall be responsible for the procurement of goods, services, insurance and construction in accordance with the County’s Procurement Policies and Procedures. The Purchasing Agent has responsibility and authority for negotiating, placing and when necessary modifying every Solicitation, Contract and purchase order issued by the County under the County’s Small Purchasing Procedures. The Purchasing Agent has signatory authority to bind the County to all contracts and purchases made lawfully under the County’s Small Purchasing Procedures. The Purchasing Agent has responsibility and authority for negotiating, placing and when necessary modifying every other Solicitation, Contract and purchase order issued by the County except that the Purchasing Agent has signatory authority to bind the County to all other contracts and purchases ONLY after the contracts or purchases have been adopted and approved by a vote of the Fluvanna County Board of Supervisors (the “Board”).

Unless specifically delegated by the Board or the Purchasing Agent, and consistent with the limited authority granted thereto, no other County officer or employee is authorized to order supplies or Services, enter into purchase negotiations or Contracts, or in any way obligate the County for any indebtedness. Any purchase or contract made which is contrary to such authority shall be of no effect and void and the County shall not be bound thereby.

For convenience, the County’s Purchasing Officer shall serve as an intermediary between the Purchasing Agent and the Bidder or Contractor and any Bidder or Contractor may direct communications regarding any purchase, Solicitation or Contract to the Purchasing Officer;

however as stated supra only the Board…