3245AM IFB Circuit Court Records.pdf

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HANOVER COUNTY, VIRGINIA

INVITATION FOR BIDS # 25-21-3245AM

Issue Date: December 13, 2024

Title: Imaging and Repair/Treatment of Bound Materials

Commodity Code: 90865 – Special Work and Repairing: Special Treatment of Rare Volumes, Rebacking of Old Volumes, etc.

92038 – Optical Scanning Services

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: Hanover County Circuit Court

7530 County Complex Road Hanover, VA 23069

Period of Contract: From Date of Award through Completion of Project

Unsealed bids will be received by the issuing department prior to 2:00 PM (prevailing time), January 7, 2025, for furnishing the services described herein.

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: Angela Melton, Contract Manager, (804) 365-6061 or apmelton@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

Title:

Please Print eVA Vendor ID Telephone No.

E-mail Address: FAX No.

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

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TABLE OF CONTENTS

1. SCOPE OF WORK 3

2. GENERAL TERMS AND CONDITIONS 5

3. SPECIAL TERMS AND CONDITIONS 11

4. PRICING SCHEDULE 11

5. ATTACHMENTS 11

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1. SCOPE OF WORK

1.1 STATEMENTS OF WORK: Work performed shall be in accordance with the Statements of Work identified in Attachment D.

1.2 GUIDELINES FOR CONSERVATION CONTRACTORS:

A. The Contractor must maintain a qualified staff, hold a membership with the American Institute for Conservation of Historic and Artistic Works (AIC), and adhere to the standards and ethics of the conservation field as defined by the AIC in their published Code of Ethics and Guidelines for Practice.

The County reserves the right to request credentials documenting the abilities of the staff, including resumes, records of prior employment, and/or any other applicable documentation. The Contractor shall notify the County, in advance, of any replacement of staff. The County will be provided with appropriate documentation of the credentials of such staff.

B. The Contractor's conservation staff must be specifically proficient in the removal of degraded laminate materials and the removal of degraded pressure sensitive tape and other adhesives. Staff must also be proficient in 18th and 19th century leather binding repair, including re-sewing, re-backing and rebinding.

Encapsulation and post-binding of bound materials will be requested only for extremely brittle materials, as determined by the Hanover County Circuit Court Clerk (Clerk) and the Library of Virginia (LVA), and for previously laminated materials.

C. Solvents and other supplies used in these treatments must be of laboratory-grade, obtained from conservation and scientific lab suppliers.

D. The Clerk or his designee reserve the right to visit any facility used to conduct conservation work for grant-funded projects, inspect equipment and materials used as well as to observe staff at work. No facility, equipment, materials or staff may be used to conduct work for grant-funded projects without the knowledge of the Clerk.

E. All work will be inspected by LVA staff before it is returned to the County. LVA staff will conduct quality control inspections and reserves the right to return any work not meeting the standards of quality or completion specified in the statement of work. The work must be corrected by the Contractor at no additional charge. Failure of the Contractor to correct these discrepancies, or to come to a mutually acceptable resolution within 30 days after receiving the returned materials, shall constitute default. Any extra transportation costs resulting from such errors shall be paid by the Contractor.

F. Clerk and LVA staff will determine the nature of the treatment required. The Contractor shall not return work without performing the requested treatment, nor perform other treatment not specifically requested without prior consent. For example, if lamination removal or tape/adhesive removal is requested, this treatment must be performed and completed to the satisfaction of LVA before any payment will be made for services provided. If it is determined by the Contractor that the requested services cannot be performed, the items must be returned as is, without any further treatment, and no remuneration may be requested. No partial or incomplete treatment will be accepted or paid for unless prior agreement is made in writing. No treatment may be performed or invoiced that was not previously agreed to in a formal treatment proposal or subsequent approved amendment.

G. A condition report and treatment proposal must be supplied by the Contractor for each individual item prior to the commencement of work.

H. These documents must be in accordance with the applicable Statement of Work provided by the Clerk.

The documents must be specific to the items to be treated and must not contain generic verbiage or phrases that refer to possible conditions that may or may not exist, such as “mold may be present”, or “may require treatment for mold”. Detailed, itemized cost estimates must also be supplied for each item, which estimates will constitute Contractor's binding offer to complete the work at the prices specified if the applicable grant application is approved.

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I. Once work is completed, detailed, itemized and item-specific treatment reports must be provided.

Invoices must also be itemized to reflect every treatment performed as documented in the treatment report.

1.3 LOCATION OF WORK:

A. Item conservation and scanning will be done at the Contractor’s facility.

B. The Contractor’s facility shall be secured in terms of theft prevention, fire detection and suppression, and document control.

C. Should the Clerk require a copy of a book page while it is in the Contractor’s possession, the Contractor will scan and e-mail a copy to the Clerk.

1.4 SCANNING REQUIREMENTS:

A. Items shall be digitized using a scanner and methodology that will not damage the document.

B. The Contractor is responsible for ensuring that each electronic image is an accurate representation of all the information on the record provided for conversion. If requested by the Clerk, the Contractor shall describe the specific scanning and quality control procedures to be used.

1.5 FILE NAMING:

A. The Contractor shall create a unique file name for each page and will arrange the set in the correct book and page number order; details to be furnished by the Clerk prior to the start of work. It is the Clerks’ intention to load the digital images into the office’s records management system to enable public access.

B. Each image will be placed in an electronic folder named for the respective book number or records series in which the image is housed.

C. The Contractor shall achieve 100% accuracy in the file naming and quality control requirements. The Clerk will inspect the converted batches to monitor file-naming quality.

1.6 QUALITY:

A. Images must be centered and de-skewed.

B. Image must be legible (readable and printable) at its top, center, and bottom when compared to the original.

C. Within 30 days of receipt, images will receive quality testing by the Clerk per the Quality Acceptance

Plan (Section 1.7).

1.7 QUALITY ACCEPTANCE PLAN FOR DIGITAL IMAGES:

A. Quality acceptance will be performed by checking each page.

1. The Clerk will review each item for conformity and acceptance by lot. A lot shall be one book or record series.

2. The Contractor shall correct any errors found.

B. The images will be tested for conforming and non-conforming attributes. Non-conforming attributes consist of, but are not limited, to:

1. No Read – Poor quality image on which the text is not legible, but is on the original document,

2. Fold – Text or data is missing due to a paper fold,

3. Skew – Page is skewed left or right more than 5 degrees, IFB 25-21-3245AM Page 5

4. Cut – Part of the image is cut off,

5. Rotate – Image was not scanned in the correct orientation,

6. Size – Document was scanned or down-sampled at the incorrect resolution.

1.8 DELIVERY OF FINISHED PRODUCT:

A. Media – a complete set of the accepted images shall be delivered to the Clerk on a high-quality portable hard drive, DVD or CD.

B. Image Arrangement – the images on the delivered media will be by one folder labeled for each book, with each folder containing the images of the digitized material from within the respective book.

1.9 At the conclusion of work and final acceptance of images, the Contractor shall eliminate copies of scanned books from its records.

1.10 All projects that reformat records from any medium to digital must be scanned at a minimum resolution of 300 dpi.

1.11 Work being considered under this solicitation will be funded by a grant from the LVA. Only those items funded will be awarded.

1.12 The Contractor shall confer with the Clerk about the titles inscribed on the new bindings of the books subject to conservation.

1.13 The Hanover Road and Delinquent Lands books shall have blue bindings matching in color the office’s recently conserved County Electoral Board Minute Book. The spines of the new bindings shall not be more than 3 inches thick.

1.14 After conservation, the spines of the Reverse Index to Deeds book shall not be more than 3 inches thick.

2. GENERAL TERMS AND CONDITIONS

2.1 eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, web site portal https://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.

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 in eVA (https://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

IFB 25-21-3245AM Page 6 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 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.

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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 oral or written notice, may terminate this contract and procure all goods and/or services contracted for, 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.

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

IFB 25-21-3245AM Page 8 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 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.

2.20 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.

2.21 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 already and permanently described by the Contractor on the materials, goods or equipment delivered. The County will not agree to indemnify the Contractor.

2.22 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.

2.23 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.

2.24 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.

2.25 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.

2.26 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).

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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:

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. Construction Contracts:

1. The Contractor shall be liable for the entire amount owed to any subcontractor with which it contracts, regardless of whether the Contractor has received payment from the County under the contract.

a. The Contractor is not liable for amounts reducible due to the subcontractor’s noncompliance with the terms of the contract.

b. In the event the Contractor withholds all or a part of the subcontractor’s payment under the contract, the Contractor shall notify the subcontractor, in writing, of the Contractor’s intention to withhold all or part of the subcontractor’s payment, with the reason for nonpayment.

c. The Contractor’s receipt of payment from the County shall not be a condition precedent to the Contractor’s payment to the subcontractor for amounts owed.

2. Any provision in this contract contrary to subdivision 1 of this section shall be unenforceable.

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

2.27 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

IFB 25-21-3245AM Page 10 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.

2.28 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.

2.29 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.

2.30 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.

2.31 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 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 (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.

2.32 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 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.

2.33 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.

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2.34 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.

3. SPECIAL TERMS AND CONDITIONS

3.1 AWARD: The right is reserved to make a separate award of each item, a group of items or all items, and to make an award either in whole or in part, whichever is deemed in the best interest of the County. The award or awards will be made to the lowest responsive, responsible Bidder or Bidders as applicable. The County reserves the right to contract with firms not party to this contract for similar goods/services if it determines this is to be in its best interest.

3.2 BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for 120 days. At the end of the 120 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.

3.3 SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the

County. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the County the names, qualifications and experience of their proposed subcontractors.

The Contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

4. PRICING SCHEDULE

The Bidder agrees to provide services in compliance with the scope of work and terms and conditions of this IFB for the following rates:

Conservation Price

4.1 Road Book 1875-1894 $___________________

4.2 Reverse Index to Deeds 1860s – 1870s $___________________

4.3 Delinquent Lands IND HC (Not Purchased by the

Commonwealth) 1876-1896

4.4 County Superior Court Fee Book 1848-1851 $___________________

4.5 Circuit Court Fee Book 1852-1859 $___________________

Reformatting - Digital

4.6 Road Book 1875-1894 $___________________

4.7 Reverse Index to Deeds 1860s – 1870s $___________________

4.8 Delinquent Lands IND HC (Not Purchased by the

Commonwealth) 1876-1896

4.9 County Superior Court Fee Book 1848-1851 $___________________

4.10 Circuit Court Fee Book 1852-1859 $___________________

TOTAL ALL LINES $___________________

5. ATTACHMENTS

Attachment A - Vendor Data Sheet

Attachment B - Virginia State Corporation Commission Registration Information

Attachment C - Insurance Requirements

Attachment D - Statements of Work

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ATTACHMENT A

VENDOR DATA SHEET

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

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

2. Vendor’s Primary Contact:

Name: Phone:

Title: Email:

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

Years Months

4. Vendor Information: eVA Vendor ID:

5. Indicate below a listing of at least three (3) recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods/services. Include the length of service and the name, address and telephone number of the point of contact.

Company: Contact:

Phone: EMail:

Project:

Dates of Service: $ Value:

IFB 25-21-3245AM Page 13

ATTACHMENT B

STATE CORPORATION COMMISSION FORM

Virginia State Corporation Commission Registration Information - The bidder:

is a corporation or other business entity with the following SCC identification number: ____________

-OR-

is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

-OR-

is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location)

-OR-

is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (the County reserves the right to determine in its sole discretion whether to allow such waiver):

IFB 25-21-3245AM Page 14

ATTACHMENT C

INSURANCE REQUIREMENTS

1. The Contractor shall be required to maintain in force such insurance, in amounts and types acceptable to the County, as will protect itself and the County from claims which may arise out of or result from the execution of the work, whether such execution be by itself, its employees, agents, subcontractors or by anyone for whose acts any of them may be liable. This coverage should include, at a minimum, Worker's Compensation & Employers' Liability, Commercial General Liability, and Auto Liability Insurance. All insurance shall be provided by companies authorized to conduct business in the Commonwealth. Insurers should have a rating of “A-”, Class VII, or better, in the latest evaluation of A. M. Best Company, or as otherwise approved by the County. Applicable insurance policies should be endorsed to provide that the policy is not subject to cancellation, non-renewal or material reduction in coverage until 30 days prior written notice has been given to Purchasing. Hanover County and its elected and appointed officials, officers, consultants, agents and employees should be named as additional insured on the Contractor’s Commercial General Liability insurance. Original certificates of insurance signed and provided by authorized representatives of the insurers or, at the County's request, certified copies of insurance policies, evidencing that the required insurance is in effect, shall be provided to Purchasing prior to award of the contract, and within seven days of any written request for a certificate, and for five (5) years after Final Payment for the Work with respect to products and completed operations liability.

2. The Contractor shall not start work under this contract until the Contractor has obtained at his own expense all of the insurance called for hereunder and such insurance has been approved by the County; nor shall the Contractor allow any subcontractor to start work on any subcontract until all insurance required of the subcontractor has been so obtained and approved by the Contractor. Approval of insurance required of the Contractor for the County will be granted only after submission to the County Purchasing Office of original, signed certificates of insurance or, alternately, at the County’s request, certified copies of the required insurance policies.

3. All insurance policies required hereunder shall be endorsed to include the following provision: “It is agreed that this policy is not subject to cancellation or non-renewal until thirty (30) days prior written notice has been given to the Purchasing Office.”

4. The County (including its elected and appointed officials, agents, and employees) is to be named as an additional insured under the Commercial General and, if applicable, Umbrella or Excess Liability policies, and the policies must be endorsed. Coverage afforded under this paragraph shall be primary as respects the County, its elected and appointed officials, agents and employees. The certificate holder should be listed as: County of Hanover, P.O. Box 470, Hanover, VA 23069-0470. Reference: Contract 16-99-2597.

5. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and the County. The Contractor shall be as fully responsible to the County for the acts and omissions of the subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it. All required insurance coverage’s must be acquired from insurers allowed to do business in the State of Virginia and acceptable to the County. The County will consider deductible amounts as part of its review of the financial stability of the contractor. Any deductibles shall be disclosed by the contractor, and all deductibles will be assumed by the Contractor.

IFB 25-21-3245AM Page 15

INSURANCE REQUIREMENTS CHECKLIST

Coverage(s) Required Limit Description

Business Automobile Liability $1,000,000 Combined single limit per accident o Bodily Injury (BI) & Property

Damage (PD)

Commercial General Liability $1,000,000

$2,000,000

Combined single limit for BI & PD (each occurrence)

General aggregate limit

Personal Injury Liability $1,000,000 Each Offense & Aggregate

Umbrella Excess Liability $1,000,000 Per Occurrence

Worker’s Compensation Statutory Workmen’s Compensation

Employer’s Liability $ 500,000

$ 500,000

$ 500,000

Accident Disease Policy Limit Disease

Additional Required Coverages:

Employee Dishonesty Medical Professional Liability Miscellaneous Errors & Omissions Liability

IFB 25-21-3245AM Page 16

ATTACHMENT D

STATEMENTS OF WORK

version 6/2/2023

Statement of Work Condition Report / Treatment Requirements

Locality Hanover County

Consulting Archivist T. Harter

Date Examined: 11/20/2024

Date of SOW: 11/26/2024

Item title Road Book 1875-1894

No. of items/volumes 1 volume

Item type (bound materials, plats, etc.) bound vol., c.80p.

Condition summary:

Volume is leather bound with spine missing, front cover detached, and leather red rotted and deteriorating. Active mold inside front cover, and other places within volume. Several signatures and pages detached and crumpled. Most of volume unused. Inventory flag #272.

Treatment Requirements:

Surface clean and mend pages as needed, treating for mold and filling voids as needed.

Deacidify, encapsulate and post bind in new binder. Do not treat unused pages. Return inventory flag with volume.

Possible alternative treatments should be discussed and approved by the clerk and the Library of Virginia prior to submitting a quote for the work to be performed.

Note: Binders must be equipped with heavy duty nickel plated metal posts and locking bars and heavy canvas or leatherette covering.

Reformatting:

If clerk requests digital images, minimum resolution should be 300dpi.

Condition Report / Treatment Requirements

Locality Hanover County

Consulting Archivist T. Harter

Date Examined: 11/20/2024

Date of SOW: 11/25/2024

Item title Reverse Index to Deeds 1860s-1870s

No. of items/volumes 1 volume

Item type (bound materials, plats, etc.) bound vol., 624p.

Condition summary:

Volume is a ledger-style leather bound volume, covered in canvas, and wrapped in brown paper, with spine detached. Text block is strong, paper is surface soiled, with linen tape occasionally reinforcing signatures. Index tabs are especially damaged. Linen tape on out edges reinforces those edges, and contains writing original to volume, as well as index tabs. Some pages are beginning to split. Inventory flag #229.

Treatment Requirements:

Remove tape and adhesive residue at gutters, taking care to ensure that obscured text is not cut when tape is removed. Tape reinforcing outer edges should remain. Surface clean and mend pages as needed, filling voids as needed. Mend or replace index tabs. Deacidify and rebind with new period leather hardback cover, guard signatures if necessary, and bind in such a way as to permit the book to rest open flat. Return inventory flag with volume.

Possible alternative treatments should be discussed and approved by the clerk and the Library of Virginia prior to submitting a quote for the work to be performed.

Condition Report / Treatment Requirements

Locality Hanover County

Consulting Archivist T. Harter

Date Examined: 11/20/2024

Date of SOW: 11/25/2024

Item title Delinquent Lands IND HC (Not Purchased by the Commonwealth) 1876-1896

No. of items/volumes 1 volume

Item type (bound materials, plats, etc.) bound vol., c.150p.

Condition summary:

Volume is leather bound, but covered in canvas, with spine detached and missing. Paper is surface soiled, with some detached signatures, and tabs torn/chipped. Several unused leaves throughout. Some pages have glued or pinned/stapled attachments. Two pages after Z section contain many glued attachments overlapping each other. One additional page at back contains more glued attachments crumpling and overlap each other, with dates into the 1920s. Inventory flag #385.

Treatment Requirements:

Surface clean and mend pages as needed, filling voids as needed. Deacidify, encapsulate and post bind in new binder. Do not treat unused leaves. Remove and treat attachments where found within volume. Remove and treat attachments after page Z that are glued and overlapping, and collate by date, if possible. Remove and treat attachments on page beyond that and retain the order in which they were glued, maximizing space within a sleeve where possible, if more than one item can fit in a sleeve. Confer with clerk regarding title of volume once conserved.

Possible alternative treatments should be discussed and approved by the clerk and the Library of Virginia prior to submitting a quote for the work to be performed.

Note: Binders must be equipped with heavy duty nickel plated metal posts and locking bars and heavy canvas or leatherette covering.

Condition Report / Treatment Requirements

Locality Hanover County

Consulting Archivist T. Harter

Date Examined: 11/20/2024

Date of SOW: 11/25/2024

Item title (County Superior Court) Fee Book 1848-1851

No. of items/volumes 1 volume

Item type (bound materials, plats, etc.) bound vol., c.200p.

Condition summary:

Volume is bound with marbled boards and leather spine, wrapped in brown paper. Volume has a detached cover and detached and loose signatures, surface soiled and some splitting pages, and many unused pages. Back flyleaf contains text. Inventory flag #88.

Treatment Requirements:

Surface clean and mend pages as needed, filling voids as needed. Deacidify and rebind in a period leather hardback binder, retaining flyleaves containing text, guarding signatures as needed, emulating original tooling and spine titling, and binding in such a way as to permit the book to rest open flat. Return inventory flag with volume.

Possible alternative treatments should be discussed and approved by the clerk and the Library of Virginia prior to submitting a quote for the work to be performed.

Condition Report / Treatment Requirements

Locality Hanover County

Consulting Archivist T. Harter

Date Examined: 11/20/2024

Date of SOW: 11/25/2024

Item title (Circuit Court) Fee Book 1852-1859

No. of items/volumes 1 volume

Item type (bound materials, plats, etc.) bound vol., c.280p.

Condition summary:

Volume is bound in leather with a soft tight back binding, wrapped in brown paper. Front pastedown contains writing and a glued attachment. Text is surface soiled, with some loose sewing. Paper is stiff but not brittle. Contains a 24 leaf index in front, then text is paginated to 159, then a few unused leaves, then another 26 leaf index in back, with torn index tab at B.

Inventory flag #89.

Treatment Requirements:

Surface clean and mend pages as needed, filling voids as needed. Deacidify and rebind in a period leather hardback binder, guarding signatures as needed, emulating original tooling and spine titling, and binding in such a way as to permit the book to rest open flat. Return inventory flag with volume.

Possible alternative treatments should be discussed and approved by the clerk and the Library of Virginia prior to submitting a quote for the work to be performed.