26-12-0504 - IFB Plumbing Services On Demand.pdf

County of Prince George

FINANCE DEPARTMENT

P.O. BOX 68

6602 Courts Drive

PRINCE GEORGE, Virginia 23875

(804) 722-8710 Fax (804) 732-1966

Invitation for Bid

IFB # 26-12-0504

Plumbing Services On-Demand

This procurement is governed by the Virginia Public Procurement Act and all terms and conditions of the

Act are hereby adopted and are made a part of this notice.

Contact Information:

Questions concerning sealed bids should be in writing addressed to:

Chanee Moroh

Procurement Officer

Prince George County

6602 Courts Drive

P.O. Box 68

Prince George, VA 23875

(804) 722-8710 Fax (804) 732-1966 or

E-Mail: cmoroh@princegeorgecountyva.gov

Date Issued: May 21, 2026

Deadline for e-mailed questions: June 3, 2026 @ 3:00 p.m.

Date & Time of Closing: June 17, 2026 @ 3:00 p.m.

mailto:cmoroh@princegeorgecountyva.gov

1.0 PURPOSE

2.0 GENERAL

3.0 SCOPE OF WORK

3.1 GENERAL OPERATION OF THE CONTRACT

3.2 ESTIMATES

3.3 PARTS, EQUIPMENT, SUB-CONTRACTED LABOR

3.4 REPORTS

4.0 STANDARD TERMS AND CONDITIONS

4.1 ACCEPTANCE OF GOODS/SERVICES

4.2 ANNOUNCEMENT OF AWARD

4.3 ANTI-DISCRIMINATION

4.4 ANTITRUST

4.5 APPLICABLE LAWS AND COURTS

4.6 AUDIT

4.7 AVAILABILITY OF FUNDS

4.8 BID PRICE CURRENCY

4.9 CHANGES TO THE CONTRACT

4.10 CONFLICT OF INTEREST

4.11 CONTRACTOR’S PERFORMANCE

4.12 DEBARMENT STATUS

4.13 DEFAULT

4.14 DRUG-FREE WORKPLACE

4.15 ETHICS IN PUBLIC CONTRACTING

4.16 IMMIGRATION REFORM AND CONTROL ACT OF 1986

4.17 INDEMNIFICATION

4.18 INSURANCE

4.19 INDEPENDENT CONTRACTOR

4.20 LAWS AND REGULATIONS

4.21 LICENSES AND PERMITS

4.22 MANDATORY USE OF COUNTY FORM AND TERMS AND CONDITIONS

4.23 NONDISCRIMINATION OF CONTRACTORS

4.24 NOTIFICATION

4.25 PAYMENT

To Prime Contractor

4.26 PRECEDENCE OF TERMS

4.27 QUALIFICATIONS OF BIDDERS

4.28 RECEIPT AND OPENING OF BIDS

4.29 ROYALTY AND LICENSE FEES AND COPYRIGHT, TRADEMARK AND PATENT PROTECTION .. 12

4.30 SEVERABILITY

4.31 STATE CORPORATION COMMISSION IDENTIFICATION NUMBER

4.32 TAXES

4.33 TERMINATION FOR CONVENIENCE

4.34 TESTING AND INSPECTION

4.35 WITHDRAWAL OR MODIFICATION OF PROPOSALS

5.0 SPECIAL TERMS AND CONDITIONS

5.1 AWARD TO MULTIPLE BIDDERS

5.2. BEST AND FINAL OFFER (BAFO):

5.3 BID ACCEPTANCE PERIOD

5.4 BUILDING/SITE OCCUPANCY

5.5 CANCELLATION OF CONTRACT

5.6 CLARIFICATION OF TERMS

5.7 CONTRACT EXTENSION

5.8 CONTRACTOR QUALIFICATIONS

IFB #26-10-0504

Plumbing Services On Demand

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5.9 CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT

5.10 CONTRACTOR REGISTRATION

5.11 CONTRACTOR’S TITLE TO MATERIALS

5.12 COOPERATIVE PROCUREMENT

5.13. CONTRACTOR RESPONSIVENESS

5.14 DELIVERY OF SERVICES – ROUTINE REQUESTS

5.15 DELIVERY OF SERVICES – EMERGENCY REQUESTS

5.16 DOCUMENTATION LOGS-REPORTS

5.17 ENVIRONMENTAL SAFETY PRECAUTION

5.18 FINAL INSPECTION

5.19 GENERAL OPERATION OF THE CONTRACT

5.20 IDENTIFICATION OF BID ENVELOPE

5.21 INSTALLATION

5.22 LABOR RATES

5.23 OWNERSHIP OF DOCUMENTS

5.24 PRIME CONTRACTOR RESPONSIBILITIES

5.25 PROTECTION OF PERSONS AND PROPERTY

5.26 QUANTITIES

5.27 RECEIPT AND OPENING OF BIDS

5.28 REFERENCES

5.29 RENEWAL OF CONTRACT

5.30 RIGHT TO ASSIGN WORK

5.31 STANDARDS-COMPLIANCES-CODES

5.32 SUBCONTRACTS

5.33 TIME AND MATERIALS CONTRACTS

5.34 USE OF PREMISES AND REMOVAL OF DEBRIS

5.35 WARRANTY OF MATERIALS AND WORKMANSHIP

5.36 WORKSITE DAMAGES

6.0 PRICING SCHEDULE

7.0 SIGNATURE SHEET

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C

ATTACHMENT D

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1.0 PURPOSE

Prince George County is soliciting sealed bids to establish a time and materials contract with one or more qualified firms to furnish plumbing services for the General Services Department at 52 locations throughout the County of

Prince George (herein referred to “County”.) Work assigned under the contract shall be on an “as needed” basis and shall be done in accordance with current IPC & NSPC guidelines. Work under this contract shall be for various plumbing projects and will be of a nature where plumbing work is required to maintain services or provide new services. The County reserves the right to issue separate procurement for large projects exceeding $50,000.00.

IFB #26-10-0504 is a request for an electronic sealed bid; however, bids submitted outside of the eVA system, such as via e-mail or hand delivery WILL be accepted. Electronic emailed and hand delivered sealed bids will be received until the closing date and time provided in the solicitation.

Prior to the due date, Bidders should:

• Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on Business Opportunities and then click on Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.;

• Check the Solicitation in VBO for all attachments and documents to be completed and submitted; and

• Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the

Bidder’s electronic submission.

Bidders are solely responsible for reviewing, complying, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid being deemed non-responsive. Changes to the solicitation’s forms or formats are prohibited except where clearly instructed and permitted.

Bid Submission:

Electronic or hand delivery of the bid submission with required documents attached is required. Bidders must be registered in eVA in order to submit an electronic bid. Bidders must submit one (1) complete copy of the bid and all required documents and/or attachments.

The following are instructions for submitting an electronic bid:

a. Go to www.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”.

Note: Bidders need to ensure that they submit their electronic response to the latest version of the solicitation.

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.

Sealed bids, subject to the specifications and conditions contained herein and attached hereto, will be received in the

Finance Department, Prince George County Administration Building, Third Floor, until, but no later than 3:00 p.m.

local time prevailing June 17, 2026, and then publicly opened and read aloud. No late bids will be accepted. Bids received in the County’s Procurement Office after the date and hour designated are automatically disqualified and will not be considered. Bid receipts and openings or the receipt of bids scheduled during a period of suspended business operation will be rescheduled for processing at the same time on the next business day.

Bids must meet all specifications, terms and conditions of this Invitation for Bid (IFB). Bidders need to submit their current W-9 with the Federal Identification number in the bid, as well as the identification number issued to you by the

Virginia State Corporation Commission, or a statement as to why such a number is not required.

To be considered, your bid must be submitted on a copy of this Invitation for Bid (IFB). Bidder shall sign all forms in the space provided included in this bid and return all bid documents to: Prince George County Finance http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ mailto:eVACustomerCare@dgs.virginia.gov

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Department, Administration Building - Third Floor, 6602 Courts Drive, P.O. Box 68, Prince George, VA 23875 in a sealed envelope. Mark outside of your envelope with Invitation for Bid No. 26-12-0504.

Bids, to include addenda or changes to a response, shall not be accepted via Fax machine or orally, or by telephone.

The contractor is responsible for all requirements and the successful performance of this contract.

Nothing herein is intended to exclude any responsible vendor, his/her product or service, or in any way restrain, or restrict competition. On the contrary, all responsible vendors are encouraged to bid.

Quoted prices shall be F.O.B. to Prince George, Virginia unless otherwise noted.

Unless otherwise agreed to at the time of the award, payment terms are Net 30.

2.0 GENERAL

Prince Goerge County is seeking to partner with qualified contractors to provide plumbing trade services across 52

County Facility Sites, a variety of County buildings, on an as needed basis.

3.0 SCOPE OF WORK

The Contractor shall furnish all labor, materials, machinery, equipment, supplies and travel necessary to perform the work. The Contractor shall be capable of performing all repair and component replacement normally encountered in plumbing projects:

Type of Work Required Performance Time

Emergency Work Within (2) Hours of notice

Scheduled Work Within (5) days of notice

A. SERVICES

The Services anticipated under the resulting contract shall include but are not limited to the following:

1. Installation, repairs, or modification to water, sewer and drain lines.

2. Installation, repairs, or modification to storm drains and roof drains.

3. Cleaning and unstopping of drains and sewer lines.

4. Installation, repairs, or modification to a variety of commercial and residential bathrooms, i.e. sinks, showers, toilets, urinals, hot water heaters, well pumps, holding tanks and drains.

5. Installation, repairs, or modification on a variety of commercial and residential kitchens, ie.

Dishwashers, and drains and sinks.

6. Installation and repairs to commercial gas pipes, pipe insulation and heat caps.

• All plumbers performing work under any resulting contract must be a licensed plumber/journeyman.

Apprentices shall only be allowed to work at the “helper” rate. The contractor must be able to provide evidence of employee certification prior to commencement of work, and credentials may be verified by the County upon arrival at the job site.

• All plumbing permits that may be needed shall be obtained and paid directly by the Contractor. The cost of the permit shall be added to and specifically identified in the Contractor’s invoice to the County for the work.

• Safety: Contractor shall at all times strictly adhere to all applicable safety standards and mandates in the performance of all services, including, but not limited to International Plumbing Code (IPC) and National

Standard Plumbing Codes (NSPC).

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3.1 GENERAL OPERATION OF THE CONTRACT

A. Multiple Contracts:

1. The County reserves the right to make multiple awards.

2. The County will assign work to contractors based on their ability to meet specified budget and completion times. If a contractor cannot meet the budget and time schedule required by the County, the next contractor in the rotation will be contacted to provide an estimate of the work.

B. Hourly Rates, Work Hours, Work Crew:

1. All work shall be performed on a time and material basis.

2. Hourly rates shall be inclusive of delivery, mobilization, transportation of equipment, overhead, profit, estimates, administrative costs, insurance, truck mileage, fuel surcharges, travel time, union pension fund and worker’s compensation. Pricing shall also include the use of tools, equipment, materials and supplies normally required for the work performed, and all other incidental costs of doing business. NO ADDITIONAL COSTS WILL BE ALLOWED UNLESS

OTHERWISE SPECIFIED.

C. Billing time shall begin when the Contractor arrives at the jobsite to begin the work. Billing time shall stop when the Contractor leaves the job site. Travel time will not be allowed.

D. Regular hourly rates shall apply during the first eight hours in each twenty-four-hour period regardless of the time of day. Overtime rates shall apply after the first eight hours during each twenty-four-hour period. Hourly rates are per person.

E. Work that has been started during the first eight hours, but has not been completed during the twenty-four-hour period, shall not be completed utilizing overtime unless authorized by the County.

F. Overtime hourly rates shall apply for work performed on weekends and the following holidays observed by the County:

1. New Year’s Day

2. Martin Luther King Day

3. President’s Day.

4. Memorial Day

5. Juneteenth Day

6. Independence Day

7. Labor Day

8. Thanksgiving Day and the day after

9. Christmas Eve and Christmas Day

G. The Contractor shall provide a work crew sufficient to complete the work in the most efficient manner. At a minimum, a work crew shall consist of one lead technician/plumber and only, if necessary, for safety or efficiency reasons, one apprentice/helper. Additional workers shall be approved by the County prior to commencement of work.

3.2 ESTIMATES

A. The Contractor shall provide an itemized, written cost estimate indicating the number of hours necessary to perform the work in accordance with the contract rates, actual cost of parts and the time for completion of the work. Estimates shall be provided at no cost to the County.

B. Work valued over $2,999.99 shall not be performed under this contract unless authorized by issuance of a County purchase order, or verbal request from the County containing a purchase order number. Any work valued over $2,999.99 performed by the Contractor without a purchase order number shall be considered unauthorized work at the Contractor’s expense.

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3.3 PARTS, EQUIPMENT, SUB-CONTRACTED LABOR

A. All parts and materials shall be provided by the Contract at a percentage mark-up in SECTION 6.0

Pricing Schedule. Percentage mark-up for overhead added to invoice for any parts and materials which may be purchased in conjunction with repairs. Copies of bill for all parts and materials must be included as back with all invoices.

B. Any specialized equipment owned by the bidder for which the County will be assessed a usage fee shall be provided as indicated on the SECTION 6.0 Pricing Schedule.

3.4 REPORTS

The Contractor shall provide a status report to the County Project Manager on all projects, work requests and assignments until the work has been completed and accepted by the County. The report shall be delivered daily, unless otherwise requested by the County Project Manager, prior to 10:00 a.m. by either a phone call or email.

4.0 STANDARD TERMS AND CONDITIONS

4.1 ACCEPTANCE OF GOODS/SERVICES

Goods/services delivered shall remain the property of the Contractor until a physical inspection or actual usage of the goods/services is made and thereafter accepted to the satisfaction of the County. The goods/services must comply with the specifications and terms and conditions of the Request and be of the highest quality. In the event the goods/services supplied to the County are found to be defective or not to conform to specifications, the

County reserves the right to cancel the contract upon written notice to the Contractor and return products to

Contractor at the Contractor's expense.

4.2 ANNOUNCEMENT OF AWARD

Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the

County will publicly post such notice on the County of Prince George website (https://www.princegeorgeva.org) for a minimum of 10 days and DGS/DPS eVA VBO website (www.eva.virginia.gov).

4.3 ANTI-DISCRIMINATION

By submitting their proposals, offerors certify to the County 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 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 any 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, rules or regulations shall be deemed sufficient for the purpose of meeting these requirements.

https://www.princegeorgeva.org/ http://www.eva.virginia.gov/

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d. In accordance with Executive Order 61 (2017), 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, age political affiliation, disability or veteran status, is herby 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.

4.4 ANTITRUST

By entering into a contract, the contractor conveys, sells, assigns, and transfers to the County 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 County, relating to the particular goods or services purchased or acquired by the County under said contract.

4.5 APPLICABLE LAWS AND COURTS

This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of

Virginia and any litigation with respect thereto shall be brought in the courts of the County. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

4.6 AUDIT

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

4.7 AVAILABILITY OF FUNDS

It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4.8 BID PRICE CURRENCY

Unless stated otherwise in this solicitation, Bidders shall state bid prices in US dollars.

4.9 CHANGES TO THE CONTRACT

Any changes to the contract must be approved through the issuance of a written contract addendum or change order. The County will not assume responsibility for the cost of any changes made without the issuance of a written contract addendum or change order.

4.10 CONFLICT OF INTEREST

The Contractor certifies and warrants that neither Contractor, nor the individual signing on Contractor’s behalf, has any business or personal relationships with any other persons, including County of Prince George employees, or companies that are in conflict with the Commonwealth of Virginia’s Conflict of Interest Act.

4.11 CONTRACTOR’S PERFORMANCE

The Contractor agrees and covenants that its agents and employees shall comply with all County, State, and

Federal laws, rules, and regulations applicable to the business to be conducted under the Contract.

The Contractor shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds.

The Contractor shall cooperate with County officials in performing the Contract work so that interference with normal operations will be held to a minimum.

4.12 DEBARMENT STATUS

By submitting their bids, Bidders certify that they are not currently debarred by the State of VA from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

4.13 DEFAULT

In case of failure to deliver goods or services in accordance with the contract terms and conditions, the County, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any

9 | P a g e resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the County may have.

4.14 DRUG-FREE WORKPLACE

During the performance of this contract, the contractor agrees to

A. Provide a drug-free workplace for the contractor's employees.

B. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition.

C. State in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and

D. Include the provisions of the foregoing clauses in every subcontract or purchase order of over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

4.15 ETHICS IN PUBLIC CONTRACTING

By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal), 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.

The offeror shall identify any actual or potential conflicts of interest that exist, or which may arise if the offeror is recommended for the award and propose how such conflicts might be resolved.

By his/her signature on the proposal documents submitted, each offeror attests that her/her agents and/or employees, to the best of his/her knowledge and belief, have not in any way colluded with anyone for and on behalf of the offeror, or themselves, to obtain information that would give the offeror an unfair advantage over others, nor has he/she colluded with anyone for and on behalf of the offeror, or itself, to gain any favoritism in the award of this Request for Proposal.

4.16 IMMIGRATION REFORM AND CONTROL ACT OF 1986

By submitting their proposals, offerors certify that they do not and will not, during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and

Control Act of 1986.

4.17 INDEMNIFICATION

Contractor agrees to indemnify, defend and hold harmless the County of Prince George, Virginia and their officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor or any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the County or to failure of the County to use the materials, goods, infrastructure or equipment in the manner already and permanently described by the Contractor on the materials, goods, infrastructure or equipment delivered.

4.18 INSURANCE

By signing and submitting a proposal under this solicitation, the offeror certifies that if awarded the contract, it will have appropriate insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with

10 | P a g e the Code of Virginia, § 2.2-4332 and 65.2-800 et seq. The bidder or offeror further certifies that the contractor and any subcontractors will maintain this insurance 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.

INSURANCE COVERAGES AND LIMITS REQUIRED:

Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the County of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

Employer’s Liability - $100,000.

Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products, and completed operations coverage. The County of Prince George must be named as Certificate Holder and The

County of Prince George elected and appointed officials, officers, consultants, agents and employees, and affiliate or subsidiary boards are additional insured must be listed as additional insured and so endorsed on the policy.

Automobile Liability - $1,000,000 per occurrence.

4.19 INDEPENDENT CONTRACTOR

The Contractor is an independent Contractor, and nothing contained in the contract shall constitute or designate the Contractor or any of its agents or employees as employees of the County.

4.20 LAWS AND REGULATIONS

A. The contractor shall comply with all laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the performance of the work and shall give all notices required thereby.

B. This contract and all other contracts and subcontracts are subject to the provisions of Code of

Virginia, Articles 3 and 5, Chapter 4, Title 40.1, relating to labor unions and the “right to work.” The contractor and its subcontractors, whether residents or nonresidents of the Commonwealth of Virginia, who perform any work related to the project shall comply with all of the said provisions.

C. The provisions of all rules and regulations governing safety as adopted by the Safety Codes

Commission of the Commonwealth of Virginia and as issued by the Department of Labor and Industry under the Code of Virginia, Title 40.1, shall apply to all work under this contract. Inspectors from the

Department of Labor and Industry shall be granted access to the work for inspection without first obtaining a search warrant from the court.

D. All bids submitted shall have included in their price the cost of any business and professional licenses, permits, or fees required by The County of Prince George or the Commonwealth of Virginia.

4.21 LICENSES AND PERMITS

The Contractor shall secure and pay for all permits, governmental fees and licenses necessary for the proper execution and completion of the Contractor’s work which are legally required prior to and during the work, including software licenses or other intellectual property permissions unless otherwise specified by the County.

4.22 MANDATORY USE OF COUNTY FORM AND TERMS AND CONDITIONS

Failure to submit a bid on the official County 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 County reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a bid as non-responsive. As a precondition to its acceptance, the County 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.

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4.23 NONDISCRIMINATION OF CONTRACTORS

A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

4.24 NOTIFICATION

Any notice required by the contract shall be effective if given by registered mail, return receipt requested, to the

Contractor in the name and at the address given in their bid, provided that change of address shall be effective if given in accordance with this paragraph. Unless otherwise specified, any notice to the County shall be given to

County of Prince George, Director of Finance, P. O. Box 68, Prince George, VA 23875. The Contractor agrees to notify the County immediately of any change of legal status or of address.

4.25 PAYMENT

To Prime Contractor

(1) 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).

(2) 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.

(3) All goods or services provided under this contract, 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.

(4) 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 the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

(5) 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 researched and challenged, and that portion of the invoice is held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the County shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. 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).

4.26 PRECEDENCE OF TERMS

The following General Terms and Conditions; ANTI-DISCRIMINATION, APPLICABLE LAWS AND

COURTS, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF

1986, DEBARMENT STATUS, MANDATORY USE OF COUNTY FORM AND TERMS AND

CONDITIONS, 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.

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4.27 QUALIFICATIONS OF BIDDERS

The County 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 County all such information and data for this purpose as may be requested. The County reserves the right to inspect Bidder’s physical facilities prior to award to satisfy questions regarding the Bidder’s capabilities. The County further reserves the right to reject any bid if the evidence submitted by, or investigations of, such Bidder fails to satisfy the County 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.

4.28 RECEIPT AND OPENING OF BIDS

A. It is the responsibility of the bidder to assure that his/her bid is delivered to the place designated for receipt of bids and prior to the time set for receipt of bids. Bids received after the time designated for receipt of bids will not be considered.

B. Bids will be opened at the time and place stated in the advertisement, and their contents are made public for the information of bidders and others interested who may be present either in person or by a representative. The officer or agent of the owner, whose duty it is to open them, will decide when the specified time has arrived. No responsibility will be attached to any officer or agent for the premature opening of a proposal not properly addressed and identified.

C. The provisions of the Code of Virginia, § 2.2-4342, as amended, shall be applicable to the inspection of bids received.

D. In the event that The County of Prince George is closed due to inclement weather and/or emergency situations prior to or at the time set aside for the published bid opening, the bid opening date will default to the next open business day at the same time.

4.29 ROYALTY AND LICENSE FEES AND COPYRIGHT, TRADEMARK AND PATENT

PROTECTION

A. By submitting their bid, Bidders certify that there will be no violation of copyrights or patent rights in manufacturing, producing, or selling the commodities or services to be ordered as a result of this solicitation.

B. Unless specified otherwise in the contract, the Contractor shall pay all royalty and license fees relating to the items covered by the contract.

C. In the event any third party shall claim that the manufacture, use, and sales of these goods offered hereby constitutes an infringement of any copyright, trademark, or patent, the Contractor shall indemnify and hold harmless the County from any cost, expense, damage or loss incurred in any manner by the

County on account of such alleged infringement.

4.30 SEVERABILITY

Each paragraph and provision of the resultant contract will be severable from the entire agreement and if any provision is declared invalid, the remaining provisions shall remain in effect.

4.31 STATE CORPORATION COMMISSION IDENTIFICATION NUMBER

In accordance with Code of Virginia § 2.2-4311.2 subsection B, a Bidder organized or authorized to transact business in the Commonwealth pursuant to Code of Virginia, § 13.1 or § 50 is required to include in its bid the identification number issued to it by the State Corporation Commission (SCC). Any Bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or § 50 or as otherwise required by law shall include in its bid a statement describing why the Bidder is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Code of Virginia, §13.1 and § 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the County’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the Bidder was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

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4.32 TAXES

The County is exempt from Federal Excise and State Sales and Use Tax on all tangible personal property purchased or leased by it for its use or consumption. The Contractor shall pay all County, City, State and Federal taxes required by law enacted at the time proposals are received and resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not be added to the contract price between the County and the

Contractor, as the taxes shall be an obligation of the Contractor and not of the County, and the County shall be held harmless for same by the Contractor. Exemption certification will be supplied upon request.

4.33 TERMINATION FOR CONVENIENCE

Unless otherwise stated, any resultant contract may be terminated, in whole or in part, whenever the County determines that such a termination is in its best interests. Any such termination shall become effective on the date stated in a written notice of termination to the Contractor sent at least five days prior to the stated termination date. The notice of termination shall state the extent to which performance shall be terminated. The

Contractor shall be paid for all goods delivered or services successfully completed prior to the termination date.

4.34 TESTING AND INSPECTION

The County reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

4.35 WITHDRAWAL OR MODIFICATION OF PROPOSALS

Proposals may be withdrawn or modified by written notice received from offerors prior to the deadline fixed for proposal receipt. The withdrawal or modification may be made by the person signing the proposal or by an individual(s) who is authorized by him/her on the face of the proposal. Written modifications may be made on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

No bid shall be altered or amended after the specified time for opening.

After the deadline fixed for bid receipt, A bidder for a public contract may request withdrawal of his bid from consideration if the price bid was substantially lower than the other bids due solely to a mistake therein, provided the bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or unintentional omission of a quantity of work, labor, or material made directly in the compilation of the bid and which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents, and materials used in the preparation of the bid sought to be withdrawn. If a bid contains both clerical and judgment mistakes, a bidder may request withdrawal of his bid from consideration if the price bid would have been substantially lower than the other bids due solely to the clerical mistake, that was an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid and which shall be clearly shown by objective evidence drawn from inspection of original work papers documents, and materials used in the preparation of the bid sought to be withdrawn. In order for work papers, documents, and materials submitted with the notice of withdrawal to be deemed trade secret or proprietary information pursuant to Code of Virginia, § 2.2-4342(F), a bidder must expressly invoke the aforementioned statute in the notice of withdrawal and specifically state the reasons why protection under Code of Virginia, § 2.2-4342(F) is necessary.

5.0 SPECIAL TERMS AND CONDITIONS

5.1 AWARD TO MULTIPLE BIDDERS

The County reserves the right to make multiple awards per category as a result of this solicitation. The award(s) will be made to the lowest responsive and responsible Bidder(s) meeting the requirements of the solicitation. The evaluation will be based on net prices. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. The County reserves the right to conduct any tests it may deem advisable and to make all evaluations. The County also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the County to be in its best interests. The County reserves the right to contract with firms not party to this contract for similar goods/services if it determines this to be in its best interest.

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5.2 BEST AND FINAL OFFER (BAFO):

At the conclusion of negotiations, the Offeror(s) may be asked to submit in writing a Best and Final Offer

(BAFO). After the BAFO is submitted, no further negotiations shall be conducted with the Offeror(s). The

Offeror’s proposal will be rescored to combine and include the information contained in the BAFO. The decision to award will be based on the final evaluation including the BAFO.

5.3 BID ACCEPTANCE PERIOD

Any bid in response to this solicitation shall be valid for (90) calendar days. At the end of the (90) days, the bid may be withdrawn at the written request of the Bidder. If the bid is not withdrawn at that time it remains in effect until an award is made, or the solicitation is canceled.

5.4 BUILDING/SITE OCCUPANCY

Under no circumstances shall any driveway, access road or walkway be blocked by the Contractor's vehicles to prohibit the use of or disruption to pedestrian or vehicular traffic to the buildings or sites.

5.5 CANCELLATION OF CONTRACT

The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5.6 CLARIFICATION OF TERMS

If any prospective offeror has questions about any specifications or other solicitation documents, the prospective offeror should contact Chanee Moroh at cmoroh@princegeorgecountyva.gov, in writing by email no later than

June 3, 2026 by 4:00 pm EST. Any revisions to the solicitation will be made only by addendum and issued by the buyer.

Contact initiated by an offeror concerning this solicitation with any other County representative, not expressly authorized elsewhere in this document, is prohibited. Any such unauthorized contact may result in the disqualification of the offeror from this transaction.

5.7 CONTRACT EXTENSION

The County has the right to extend this contract for up to one hundred eighty (180) days following any term on the contract

5.8 CONTRACTOR QUALIFICATIONS

All work shall be performed in a professional and courteous manner. The Contractor shall have a minimum of five (5) years’ experience and shall have the capability and capacity, with an adequate number of properly trained and skilled technicians. Technicians shall follow all current industry recommendations and procedural standards, technical manuals, service bulletins, and other operational-instructional manuals issued by the

Original Equipment Manufacturer (OEM). A. The Contractor agrees and covenants that he and his agents and employees will comply with and perform all work under the contract in accordance with all County, State, and

Federal laws, rules and regulations standard, requirements, specifications-manuals, manufacturers’ recommended procedures, codes and ordinance applicable to providing services conducted under the contract.

The Contractor shall secure all applicable permits for the proper execution and completion of the work. B. The

Contractor and his staff shall wear identification while performing the services described. Proper identification may consist of company ID badge, card, and-or uniform.

The contractor must be a registered contractor in the Commonwealth of Virginia in accordance with the Code of

Virginia, § 11-54.1, as amended at the item of this quote submission and shall possess at a minimum, a Virginia

Contractor’s License B (HVAC) or better issued by the Commonwealth of Virginia Board of Contractors.

Bidders shall provide proof of experience and a copy of their license with their Bid Form.

5.9 CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT

By my signature on this solicitation, I certify that this firm/individual and subcontractor is properly licensed for providing the goods/services specified.

mailto:cmoroh@princegeorgecountyva.gov

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Contractor Name: ______ _________________ Subcontractor Name: _______ ________________

License _________________________________________ Type _____________________________________

5.10 CONTRACTOR REGISTRATION

If a contract for construction, removal, repair or improvement of a building or other real property is for one hundred twenty thousand dollars ($120,000) or more, or if the total value of all such contracts undertaken by bidder within any 12-month period is seven hundred fifty thousand dollars ($750,000) or more, the bidder is required under Code of Virginia, § 54.1-1100, (1950), as amended, to be licensed by the State Board of

Contractors a “CLASS A CONTRACTOR.” If such a contract is for seventy-five hundred dollars ($7,500) or more but less than seventy thousand dollars ($70,000), (one thousand dollars [$1,000] for electrical, plumbing and HVAC work) the bidder is required to be licensed as a “CLASS B CONTRACTOR.” If such a contract is for one-thousand dollars ($1,000) or more but less than seventy-five hundred dollars ($7,500) and is not for electrical, plumbing and HVAC work, the bidder is required to be licensed as a “CLASS C CONTRACTOR.”

The bidder/offeror shall place on the outside of the envelope containing the bid/proposal and shall place in the bid/proposal over his signature whichever of the following notations is appropriate, inserting his contractor license number:

Licensed Class A Virginia Contractor No. _______________ Specialty _______________

Licensed Class B Virginia Contractor No. ______________ Specialty _______________

Licensed Class C Virginia Contractor No. ______________ Specialty _______________

If the bidder/offeror shall fail to provide this information on his bid/proposal or on the envelope containing the bid/proposal and shall fail to promptly provide said contractor license number to the Commonwealth in writing when requested to do so before or after the opening of bids/proposals, he shall be deemed to be in violation of

Code of Virginia, § 54.1-1115 (1950), as amended, and his bid/proposal will not be considered.

If a bidder shall fail to obtain the required license prior to submission of his bid/proposal, the bid shall not be considered. PLEASE PROVIDE COPY OF CURRENT DPOR LICENSE.

5.11 CONTRACTOR’S TITLE TO MATERIALS

No materials or supplies for the work shall be purchased by the Contractor or by any subcontractor subject to any chattel mortgage or under a conditional sales or other agreement by which an interest is retained by the seller. The Contractor warrants that he has clear title to all materials and supplies for which he invoices for payment.

5.12 COOPERATIVE PROCUREMENT

In the event a contract is awarded from this solicitation, it may be used by other public bodies as allowed by

Code of Virginia, § 2.2-4304. The Contractor shall deal directly with any public body it authorizes to use the contract. The County of Prince George, its officials, and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the Contractor and any other public bodies, and in no event shall the County, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of the contract. The County of Prince George assumes no responsibility for any notification of the availability of the contract for use by other public bodies, but the Contractor may conduct such notification.

5.13. CONTRACTOR RESPONSIVENESS

The County has the following expectations for Contractor responsiveness:

A. Respond to voicemail messages within 48 business hours of date/time voicemail is delivered to the vendor

B. Respond to email communications within 48 business hours of delivery to the Contractor.

C. Response to notifications on project timeline…