IFB 27-85-3371SH Page 1

HANOVER COUNTY, VIRGINIA

INVITATION FOR BIDS # 27-85-3371SH

Issue Date: October 22, 2026

Title: Roof Inspection, Maintenance, and Repair Services

Commodity Code: 91473 – Roofing and Siding

Issuing Department: Hanover County, Virginia

Finance and Management Services Department/Purchasing Division 7507 Library Drive P.O. Box 470 Hanover, VA 23069-0470

Location Where Service Hanover County, Virginia Will be Provided: Various Department Addresses

Hanover, VA 23069

Period of Contract: From Date of Award through October 31, 2027 (Renewable)

Sealed bids will be received by the issuing department prior to 2:00 PM, November 2, 2026, for furnishing the services described herein and then opened in public.

It is preferred that responses to this solicitation be submitted electronically. For assistance, contact eVA Customer Care at 1-866-289-7367.

All inquiries for information should be directed to: Sandy Humerickhouse, Senior Purchasing Officer (804) 365-6104 or sshumerickhouse@hanovercounty.gov and must be received no later than five (5) working days before the due date.

In compliance with this Invitation for Bids and to all the conditions imposed therein, the undersigned agrees to furnish the goods/services at the price(s) indicated In the Pricing Schedule.

NAME AND ADDRESS OF FIRM:

Date:

By:

Name:

Signature in Ink

Title:

Please Print eVA Vendor ID Telephone No.

E-mail Address: FAX No.

This public body does not discriminate against faith-based organizations.

mailto:sshumerickhouse@hanovercounty.gov

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TABLE OF CONTENTS

1. SCOPE OF WORK 3

2. GENERAL TERMS AND CONDITIONS 3

3. SPECIAL TERMS AND CONDITIONS 9

4. ADDITIONAL TERMS AND CONDITIONS 14

5. PRICING SCHEDULE 23

6. ATTACHMENTS 24

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1. SCOPE OF WORK

1.1 PURPOSE: The intent of this Invitation for Bid (IFB) is to establish term contracts with qualified General

Roofing Contractors to provide roof inspection, maintenance, and repair services on an as-needed basis.

Award of a contract does not guarantee the Contractor any specific work or project. Rather, the contract establishes the Contractor’s eligibility to provide services when requested by the County and to submit a price quote for individual projects. The County reserves the right to solicit quotes from one or more Contractors for any project. Depending on the nature and requirements of a project, the County reserves the right to conduct a separate procurement through an Invitation for Bid (IFB) or Request for Proposals (RFP).

Individual projects awarded under these term contracts shall not exceed $100,000.

1.2 SPECIFICATIONS: The Contractor shall furnish all necessary labor, supervision, equipment, materials, tools, and supplies to provide roof inspection, maintenance, and repair services. Examples of the types of roof repair and replacement projects that might be requested include, but are not limited to:

A. Repair and replace flashing, counter flashing, gravel stops, and other miscellaneous metals.

B. Maintenance or repair of various roofing systems including EPDM, Modified Bitumen, Built-up roofing, asphalt/fiberglass shingle, rolled composition roofing, corrugated, standing-seam or flat jointed metal.

C. Remove and replace diverse roofing types involving EPDM, Modified Bitumen, Built-up roofing, asphalt/fiberglass shingle, rolled composition roofing, corrugated, standing-seam or flat jointed metal.

D. Repair or replace deteriorating gutters, downspouts, decking, blocking, and curbs. Caulking and sealing may also be included.

1.3 QUOTE AND INVOICE REQUIREMENTS:

A. The Contractor shall provide not-to-exceed estimates when requested by the County. The estimates shall be provided at no cost and include:

1. An estimated number of hours, broken down by labor category.

2. An estimated cost of materials. Materials shall be provided at the Contractors’ cost. No markup is allowed.

3. An estimated cost of equipment rental. Equipment rentals shall be provided at the Contractors’ cost.

No markup is allowed.

4. An estimated cost of subcontracting. Subcontracting shall be provided at the Contractors’ cost. No markup is allowed.

B. If, in the course of providing services, an unforeseen issue arises, the Contractor shall notify the County and provide a reason the initial estimate was not adequate and a revised estimate. Any additional work shall not be started until the Contractor receives written approval from the County.

C. Invoices shall include a log sheet for hours worked, by category, and copies of supplier invoices for materials, equipment rentals and subcontracting.

2. GENERAL TERMS AND CONDITIONS

2.1 eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, web site portal www.eva.virginia.gov streamlines and automates government purchasing activities. All vendors desiring to provide goods and/or services to the County shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All Bidders or Offerors must register in eVA, failure to register may result in the bid being rejected. The County advertises all competitive solicitations on eVA but does not issue purchase orders through eVA unless required to by the terms and conditions of a state issued contract.

http://www.eva.virginia.gov/

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2.2 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 this solicitation 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.

2.3 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 DGS/DPS eVA VBO website (www.eva.virginia.gov) for a minimum of 10 days.

2.4 ANTI-DISCRIMINATION: By submitting their bids, Bidders 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 A and B below apply:

A. During the performance of this contract, the Contractor agrees as follows:

1. 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.

2. 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.

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

B. The Contractor will include the provisions of (A) above in every subcontract or purchase order over

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

2.5 APPLICABLE LAWS AND COURTS: This solicitation is governed by the laws of the Commonwealth of Virginia. Any dispute or controversy arising out of or relating to this solicitation or otherwise shall be brought in the Hanover County Circuit Court or in the United States District Court for the Eastern District of Virginia, Richmond Division; provided, however, that prior to the instigation of any such action (other than an action for equitable relief) a meeting shall be held at a mutually agreed upon location, attended by individuals with decision-making authority to attempt in good faith to negotiate a resolution of the dispute.

2.6 ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the County.

2.7 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 County or its authorized representative shall have full access to and the right to examine any of said materials during said http://www.eva.state.va.us/

IFB 27-85-3371SH Page 5 period. The Contractor shall include the provisions above in every subcontract or purchase order, so that the provisions will be binding upon each subcontractor or vendor.

2.8 AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the County shall be bound hereunder only to the extent of lawfully appropriated funds.

2.9 BID PRICE CURRENCY: Unless stated otherwise in this solicitation, Bidders shall state bid prices in US dollars.

2.10 BIDDER, OFFEROR AND CONTRACTOR COMPLIANCE: All Bidders, Offerors and Contractors shall comply with the Virginia Public Procurement Act, (Code of Virginia § 2.2-4300, et seq.), and all applicable County policies, regulations and procedures adopted pursuant thereto.

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

2.12 CONTRACTOR’S PERFORMANCE:

A. 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.

B. During the performance of this 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.

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

2.13 CONTRACTUAL CLAIMS: Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment; however, written notice of the Contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Any notice or claim shall be delivered to: Director, Finance and Management Services Department, 7507 Library Drive, Hanover, VA 23069-0470 and shall include a description of the factual basis for the claim and a statement of the amounts claimed or other relief requested. The County Administrator will render a decision on the claim and will notify the Contractor within 30 days of receipt of the claim. The Contractor may appeal the decision of the County Administrator to the Board of Supervisors by providing written notice to the County Administrator, within 15 days of the date of the decision. The Board of Supervisors shall render a decision on the claim within 60 days of the date of receipt of the appeal notice and such decision shall be final unless the Contractor appeals the decision in accordance with the Virginia Public Procurement Act.

Invoices for all services or goods provided by the Contractor shall be delivered to the County no later than 30 days following the conclusion of the work or delivery of the goods.

2.14 DEBARMENT STATUS: By submitting their bids, Bidders certify that they are not currently debarred by the County 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.

2.15 DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the County, after due written notice as required by the NOTIFICATION clause, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the County may have.

2.16 DEFINITION OF COUNTY: The Purchasing Division of the Finance and Management Services Department provides purchasing support for Hanover County Government, Hanover County School Board, Pamunkey Regional Jail Authority and Pamunkey Regional Library, hereinafter referred to as County. Any contract issued as a result of this solicitation shall be available for the use of any or all of these entities unless otherwise stated in the solicitation.

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2.17 DRUG-FREE WORKPLACE: During the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor’s employees; (ii) 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; (iii) 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 (iv) 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 a controlled substance or marijuana during the performance of the contract.

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

2.19 FINANCIAL STATEMENTS: All Bidders, by submission of a response to this solicitation, agree to provide the County, within 10 calendar days of the County’s request, a copy of its most recent audited financial statement(s), and those of any of its parent companies and/or subsidiaries having material influence on the goods/services provided, or to be provided, under the resultant contract with the County. The financial statement(s) shall be accompanied by a letter signed by, as applicable to the type of business, a corporate officer, partner, or owner, stating that the accompanying financial statement(s) is/are complete and is/are the most recent audited financial statement(s) available.

The financial statement(s) shall be provided at no charge to the County, and the County shall be under no obligation to return the financial statement(s).

The Contractor chosen as a result of this solicitation shall include this same provision in the contracts of all subcontractors and any other entity providing goods or services related to the County contract, so as to guarantee the County’s rights to obtain financial statements. Should the Contractor fail to ensure the County’s rights under this section, the Contractor shall be liable to the County for all reasonable costs and expenses the County may incur in obtaining financial statements which would have otherwise been available under the provisions of this section.

2.20 FORCE MAJEURE: If either party shall be wholly or partially prevented from the performance of any contractual obligation or duty by reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, accident, order of any court, act of God , or specific cause reasonably beyond the party’s control and not attributable to its neglect or nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is removed. Determination of Force Majeure shall rest solely with the County.

2.21 IMMIGRATION REFORM AND CONTROL ACT OF 1986: The Contractor certifies that they do not, and shall not during the performance of the contract, knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

2.22 INDEMNIFICATION: Contractor agrees to indemnify the County, its officers, agents, and employees for any loss, liability, cost (including attorney’s fees), or reasonable settlement cost incurred as a result of 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/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, or equipment in the manner

IFB 27-85-3371SH Page 7 already and permanently described by the Contractor on the materials, goods or equipment delivered. The County will not agree to indemnify the Contractor.

2.23 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.

2.24 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.

2.25 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 nonresponsive. 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.

2.26 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 Hanover, Director, Finance and Management Services Department, P. O. Box 470, Hanover, VA 23069-0470. The Contractor agrees to notify the County immediately of any change of legal status or of address.

2.27 PAYMENT:

A. 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 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. In those cases where payment is made by mail, the date of postmark shall be deemed to be the date payment is made (Code of Virginia, § 2.2-4353).

4. 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 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 the County of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

B. To Subcontractors:

1. A Contractor awarded a contract under this solicitation is hereby obligated:

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a. To pay the subcontractor(s) within seven (7) days of the Contractor’s receipt of payment from the County for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

b. To notify the County and the subcontractor(s), in writing, of the Contractor’s intention to withhold payment and the reason.

2. The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent (1%) per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from the County, except for amounts withheld as stated in (b) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the County.

C. The County encourages Contractors to accept electronic and credit card payments.

2.28 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.

2.29 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.

2.30 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.

2.31 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.

2.32 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 Title 13.1 or Title 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 Title 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 (Attachment B). Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage

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(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.

2.33 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 bids 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.

2.34 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.

2.35 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.

3. SPECIAL TERMS AND CONDITIONS

3.1 AWARD TO MULTIPLE BIDDERS: The County reserves the right to make multiple awards 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 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 interest. 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.

3.2 BID EVALUATION: Bids will be evaluated by multiplying the hourly rates submitted in Section 5, Pricing

Schedule, by the hours shown below. Any Bidder that enters $0 on a line or leaves it blank may be considered nonresponsive for that roofing system.

Labor Category Hours

Foreman 20 Roofer 40 Helper 40 Sheet Metal Mechanic 10

3.3 BILLING TIME: Billing time begins when the Contractor arrives on site to begin the work. Billing time stops when the Contractor leaves the job site. No travel time will be allowed. Should the Contractor have need to depart the job site to obtain parts not on hand, a maximum time of one (1) hour, for a helper only, will be allowed. Any time taken in excess of one (1) hour or any additional trips for materials shall be at the expense of the Contractor. For projects where a quote is provided one day and work is started on another day, the Contractor shall arrive at the jobsite with all materials and supplies needed to complete the job.

Overtime rates shall not exceed 150% of the hourly rate and must be approved in advance by the County.

3.4 BUILDING/SITE OCCUPANCY: Under no circumstances shall any driveway, access road or walkway be blocked by the Contractor's vehicles to prohibit use of, or disruption to pedestrian or vehicular traffic to the buildings or site.

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3.5 CONDITION OF ITEMS: All materials used for the manufacture or construction of supplies, materials, or equipment covered by this solicitation shall be new. Unless otherwise provided in the solicitation, products bid must be new, the latest model, the best quality, and the highest grade workmanship.

3.6 CONTRACTOR’S COORDINATOR: The Contractor shall provide at least one person designated as the

Project Manager. The Project Manager shall be the Contractor’s agent for reviewing the project in the field when required with the school system's representatives and shall be the channel for all inquiries concerning work in progress or work to be started under this Contract. The Project Manager should be readily available to review all phases of the project when requested by the school system. The Contractor shall notify the school system for his approval of any changes in persons designated as Project Manager.

3.7 CONTRACTOR REGISTRATION: If a contract for construction, removal, repair or improvement of a building or other real property is for one hundred and twenty thousand dollars ($120,000) or more, or if the total value of all such contracts undertaken by Bidder within any twelve (12) month period is seven hundred and fifty thousand dollars ($750,000) or more, the Bidder is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR.” If such a contract is for seventy-five hundred dollars ($7,500) or more but less than one hundred and twenty thousand dollars ($120,000), or if the total value of all such contracts undertaken by Bidder within any twelve (12) month period is between one hundred and fifty thousand dollars ($150,000) and seven hundred and fifty thousand dollars ($750,000) or more, 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), or if the Contractor does less than one-hundred and fifty thousand dollars ($150,000) in business in a (12) month period, the Bidder is required to be licensed as a “CLASS C CONTRACTOR.” The board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning Contractors. The Bidder shall place on the outside of the envelope containing the bid and shall place in the bid 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 shall fail to provide this information on his bid or on the envelope containing the bid and shall fail to promptly provide said Contractor license number to the County in writing when requested to do so before or after the opening of bids, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his bid will not be considered. If a Bidder shall fail to obtain the required license prior to submission of his bid, the bid shall not be considered.

3.8 CONTRACTOR’S RESPONSIBILITIES/PERFORMANCE: The Contractor shall provide properly trained service personnel and the necessary materials and equipment to satisfactorily perform the required services.

The Contractor agrees and covenants that he and his agents and employees will comply with all County, State and Federal laws, rules and regulations applicable to the business to be conducted under this contract. The Contractor shall secure all necessary permits for the proper execution and completion of the work. The Contractor will ensure that its employees shall observe and exercise caution and discretion necessary to avoid injury to person or damage to property of any and all kinds. The Contractor shall cooperate fully with the County in performing the work to ensure that interference with normal operations will be held to a minimum.

All apparatus, buildings, grounds, appurtenances and furnishings shall be protected by the Contractor from damage which might be done or caused by work performed under this contract. Any damage caused directly or indirectly by the Contractor, agents, or suppliers shall be repaired and/or replaced at the expense of the Contractor by methods approved by the County to restore the damaged area(s) to its original condition. Such repairs shall be deemed acceptable only after inspection and approval by the County. The County reserves the right to inspect work in progress as well as make final inspection to approve completed work.

3.9 CREW LANGUAGE & DRESS REQUIREMENTS: Each crew shall have a foreman or designated crew supervisor capable of communicating both verbally and in writing and comprehending the English language.

The foreman/supervisor shall be capable of communicating instructions to members of the Contractor's crew.

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The County shall be able to contact the foreman/supervisor within minutes. The Contractor shall conduct his or her work so as to ensure the least possible obstruction to traffic and shall provide for the safety and convenience of the general public and residents to protect persons and property. All employees shall be required to wear identification badges (with company name, employee name and employee photograph), hard hats, safety vests, and steel toe shoes that comply with all applicable safety regulations while working.

Workers will also be required to wear long pants and shirts with short sleeves as a minimum. Examples of clothing not considered appropriate include tank tops, shirts with no sleeves, shirts with cut out sleeves, shirts with sleeves rolled up to the shoulder, shorts, and flagging vests with no shirt.

3.10 ENVIRONMENTAL SAFETY: There may be times while working on an assigned project hazardous and restricted material (asbestos, lead, mercury, refrigerants, etc.) may be located and or discovered. When this occurs, the Contractor shall suspend work and notify the County immediately. Under no circumstances, unless the Contractor has been retained specially to perform the work and legally qualified to perform the services, the Contractor shall not damage or disturb suspected or known hazardous and restricted material. If the Contractor is fully qualified and selected to perform the work, the County may provide authorization to proceed. In such case the Contractor shall provide all required equipment necessary for proper collection, classification, transport, and disposal of hazardous and restricted materials. Such responsibilities shall be provided in accordance with all applicable VOSHA, EPA, DEQ, and VDOT standards, specifications and regulations. Proper documentation shall be provided to the County prior to issuance of final payment.

3.11 IDENTIFICATION OF BID ENVELOPE: If return in the special envelope is not possible, the signed bid should be returned in a separate envelope or package, sealed and identified as follows:

From:

Name of Bidder

Due Date Time

IFB# 27-85-3371SH

Street or Box Number

City, State & Zip Code

The envelope should be addressed as directed on Page 1 of the solicitation. The Bidder takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid to be disqualified. Bids may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids should be placed in the envelope.

3.12 LEAD: The Contractor shall comply with all applicable requirements where lead-containing materials (LCM) may be located. If the Contractor discovers or inadvertently disturbs any LCM that has not been previously identified, the Contractor shall stop work in the area containing LCM, secure the area, and notify the County immediately by telephone or in person and with written notice as soon as possible. The County will have the suspect material sampled.

A. If the sample is positive and must be disturbed in the course of the work, the County will have the material repaired or removed and will pay for the bulk sample analysis.

B. If the material disturbed is not within the Contractor’s authorized work and/or work area or under this contract, the Contractor will pay for all associated sampling costs.

C. If removal of LCM is included as a part of the work, the Contractor shall assure that the LCM work is accomplished by those duly licensed in accordance with the Code of Virginia for safe performance of their work. Lead disturbance and removal/disposal shall be coordinated with the County.

D. If LCM is included as part of the work, the licensed subcontractor shall, in the insurance required, name the County and the Contractor as additional insured.

IFB 27-85-3371SH Page 12

3.13 LEFTOVER PRODUCT: Any remaining product from projects will be considered the property of the County, unless otherwise specified. It is the responsibility of the Contractor to deliver all remaining product to a location within the County as specified by the Director of Facilities or his designee upon project completion.

3.14 MANNER OF CONDUCTING WORK AT THE JOB SITE:

A. Satisfaction: All work shall be performed according to the Contract Documents and completed to the satisfaction of the County.

B. Signs or Advertisements: No signs or advertisements shall be posted on County property.

C. Security: If required, the Contractor's foreman/supervisor shall be responsible to secure the work area before leaving the location. For security reasons, the Contractor's employees must present proper identification when reporting to a County facility (i.e. company identification card, driver's license).

D. Use of Premises: The Contractor shall perform their work in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises.

E. Delivery and Parking: Arrangements may be made to deliver materials and equipment to work sites. The County shall approve parking and material storage arrangements.

F. Storage: The County may provide storage sites for the Contractor's equipment or materials; however, the

County will not be responsible for any loss or damage to the Contractor's equipment or materials. The Contractor shall NOT store any flammable or hazardous materials on County property without prior approval of the County. Hazardous or flammable materials that are stored after work hours shall be done in covered metal containers approved by Occupational Safety and Health Administration (OSHA) and Virginia Occupational Safety and Health Compliance (VOSH) for hazardous, flammable materials. The Contractor shall store their apparatus, materials, supplies, and equipment in such an orderly fashion that it will not interfere with the progress of their work or the work of any other Contractor.

G. Use of County Water and Electric: With permission from the County, the Contractor may use County water and electric. If any modifications are required, the Contractor shall obtain written permission from the County. The Contractor, at his expense, shall make modifications that are approved. The Contractor shall remove modifications upon completion of the project. The County will not charge the Contractor for the use of these utilities unless persistent waste occurs. In such cases, the Contractor will be charged for the utilities at the same rates the County pays for them.

H. Cleanup: The Contractor shall clean up frequently so the work site presents a neat, orderly and workmanlike appearance at all times. If a Contractor fails to clean up at the completion of the work, the County may do so and charge the costs to the Contractor.

I. Additional Work: The cost of actual repair work shall not exceed the Contractor's estimate of man-hours and materials without first obtaining written approval to proceed. If, during the course of the project, additional work is required that is not listed, the Contractor shall obtain written permission from the County before any additional work is performed. Such changes shall be in writing and attached to the original Purchase Order. If the Contractor fails to do so, the additional work shall not be paid by the County.

3.15 MATERIALS AND EQUIPMENT STANDARDS: When applicable to associated work as described, all materials and equipment to be incorporated in the work shall be new, fit for the purpose intended, and shall meet or exceed the kind, quality and quantity of same specified in the contract. If required, the Contractor shall provide at his own expense evidence satisfactory to the County that the foregoing requirements have been met.

3.16 NOISE LEVEL: Any work performed shall not create an excessive noise level to those employees working nearby or visitors conducting business or otherwise. The Contractor shall have a contact person available to

IFB 27-85-3371SH Page 13 meet on site at all times and must provide their cell phone number for communication. The Contractor shall be responsible for proper sign usage when working in public right-of-ways or where the safety of the public must be maintained.

3.17 PURCHASE ORDER: The Contractor shall provide goods or services only after receipt of a County purchase order containing a purchase order number. Any goods or services provided without a written purchase order or a verbal request containing a purchase order number shall be at the Contractor’s expense.

3.18 RENEWAL OF CONTRACT: This contract may be renewed by the County for four successive one year periods) under the terms and conditions of the original contract except as stated in A and B below. Price increases may be negotiated only at the time of renewal. Written notice of the County’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

A. If the County elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the United States Bureau of Labor Statistics, Table 4, Consumer Price Index for All Urban Consumers (CPI-U), U.S. City Average for the latest twelve months for which statistics are available (https://www.bls.gov/news.release/cpi.t04.htm).

B. If during any subsequent renewal periods, the County elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the United States Bureau of Labor Statistics, Table 4, Consumer Price Index for All Urban Consumers (CPI-U). U.S.

City Average for the latest twelve months for which statistics are available.

3.19 RIGHT TO ASSIGN WORK: The County reserves the right to complete particular projects through the use of County employees or to obtain separate contracts through its normal procurement process according to the best interests of the County.

3.20 SAFETY REQUIREMENTS:

A. Safety Standards, Rules and Regulations: The Contractor shall ensure all personnel including subcontractors and equipment comply with all OSHA and VOSH Standards as they apply to the work being done and not create any hazardous conditions.

B. Protection of Persons and Property: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor's operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect the County’s property. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. The Contractor shall provide and maintain all passageways, guard fences, lights and other facilities for the protection of persons and property.

C. Authority to Suspend Work: During the execution of the work, the County will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as he may deem necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public's interest.

D. Signing: The Contractor shall be responsible for work sites being appropriately designated and protected by any necessary signing/barriers including signs, including caution tape, etc. as required to identify any dangerous situation created by the on-going project.

3.21 SANITARY FACILITIES: The Contractor shall provide access to toilet facilities while working in the

County. It is the responsibility of the Contractor to accommodate their employee's bathroom and/or relief breaks, if necessary, at no additional cost to the County.

https://www.bls.gov/news.release/cpi.t04.htm

IFB 27-85-3371SH Page 14

3.22 SITE INVESTIGATION/VISITS: When submitting a price quote, the Contractor acknowledges that they have investigated and satisfied themselves as to the conditions affecting the work, including, but not restricted to, those bearing upon transportation, disposal, handling and storage of materials, availability of labor, water, and electric power. Any failure by the Contractor to acquaint themselves with the available information will not relieve them from responsibility for properly estimating the cost of successfully performing the work.

The County shall not be responsible for any conclusions or interpretations made by the Contractor of the information made available by the County.

3.23 TOBACCO FREE AND ALCOHOL/DRUG FREE ENVIRONMENT: The Hanover County Public Schools system maintains a tobacco, alcohol/drug free environment. The sale or use of tobacco, alcohol or drugs, in any form, or related product, is prohibited in school buildings and grounds at all times. Persons found violating this policy will be requested to remove the product and themselves from school premises.

3.24 USAGE REPORTS: Upon request, the Contractor shall provide the County with a summary of all sales by delivery site, to include quantity and description of items.

3.25 VEHICLE REQUIREMENTS: All Contractor vehicles shall have a current inspection and registration from that State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and operators shall be in compliance with applicable DMV, State and Federal regulations regarding the conditions and operations of the requested vehicles. The name of the company will be displayed on all work vehicles.