823410janitBed.pdf

INVITATION FOR BIDS

IFB No. 2026-19

Issue Date: May 11, 2026 County of Bedford, Virginia

122 East Main Street Bedford, VA 24523

View Solicitation Online

The County of Bedford, Virginia, (“Owner”), will receive sealed bids for the below-described goods/services, subject to the conditions and instructions specified herein.

Title/Project:

Janitorial Services

Pre-Bid Meeting Date: May 18, 2026, Time: 3:30 PM Location: Administration Building, 2nd Floor Conference Room Attendance is Optional. Bidders are strongly encouraged to visit all sites. Please coordinate with Mack Harvey at 540-586-7601 extension 1396 to access these facilities.

Bids Due: June 17, 2026, by 3:30 PM, local time

Method of Bid Submittal

Submittal requirements shall be as specified in Section B.1.b. No exceptions.

Bid Reading: Bids will be opened and announced by department staff as specified in Section B.3.

The bid opening may be observed in person.

Questions: Questions or comments related to this solicitation shall be directed to the Procurement Manager not later than 3:30 PM on June 3, 2026. All questions shall be submitted in writing (email is preferred). Telephone inquiries will not be accepted.

Procurement Manager Contact:

Heather Knight, CPPB, VCO, VCA (Finance Department) hknight@bedfordcountyva.gov

This solicitation as well as all Bedford County solicitations are posted on the County’s procurement website (https://www.bedfordcountyva.gov/government/departments-and-offices-e-n/finance/solicitations) and are available for free download. The solicitation is also posted on eVA, Virginia’s eProcurement Portal (www.eva.virginia.gov) and is available for free download.

Janitorial Services IFB 2026-19

Table of Contents

REQUIREMENTS

Section A – Specifications/Scope of Work Section B – Bid Process Section C – General Terms and Conditions Section D – Special Terms and Conditions

EXHIBITS

Exhibits are provided for reference; do not complete or return them with your bid.

A Sample Contract is provided as an Exhibit. Exhibits within the Sample Contract may be referenced in other sections of the IFB.

Exhibits within the Contract shall include:

A. Bidder’s Bid B. Certification of Compliance with Immigration Laws and Regulations C. Insurance Requirements

SUBMITTAL DOCUMENTS

Form A: Bid Form (Include responses to all sections)

Form B: SWAM Information Form C: References Form D: Proprietary Information Form E: Insurance Carrier Acknowledgement or Certificate of Insurance

REQUIREMENTS

SECTION A

SPECIFICATIONS/SCOPE OF WORK

1. PURPOSE: The purpose of this Invitation for Bids (IFB) is to establish a firm fixed price contract with a qualified Contractor to provide janitorial services in Bedford County.

2. BACKGROUND: The County is the fifth largest county by land area in the Commonwealth of

Virginia, with a population of more than 80,000. According to census data, the County has seen a 25 percent increase in population growth since 2000.

The County is located centrally between two metropolitan areas: Lynchburg (to the east) and Roanoke (to the west). From the Town of Bedford, Downtown Lynchburg can be reached in 30 minutes and Downtown Roanoke in 40 minutes.

3. SPECIFICATIONS / SCOPE OF WORK:

The Contractor shall provide all equipment, resources, and qualified personnel required to perform janitorial services as described in this IFB. The Owner reserves the right to add or delete related item requirements during the term of the contract, at the unit prices specified in the resulting contract.

3. A. Locations to be Serviced

Description: Bedford County Dept. of Fire & Rescue – Administration Building Address: 1185 Turning Point Road, Bedford Approximate Footage: 6,876 square feet (Entire building – two levels) Plumbing Fixtures: 5 restrooms with 1 sink, 1 toilet, and 1 additional sink Requested Cleaning Frequency: Daily, Monday through Friday Service Times Available: After 5:00 PM (Night meetings may impact schedules)

Description: Bedford County Dept. of Public Works – Central Garage Address: 1377 Falling Creek Road, Bedford Approximate Footage: 300 square feet (Foyer, front office, and restroom) Plumbing Fixtures: 1 restroom with 1 sink and 1toilet (shower not used) Requested Cleaning Frequency: Daily, Monday through Friday Service Times Available: After 4:30 PM

Description: Bedford County Dept. of Parks & Recreation – Skate Park Address: 1224 Falling Creek Road, Bedford Approximate Footage: 150 square feet Plumbing Fixtures: 2 restrooms with a total of 2 sinks and 2 toilets Requested Cleaning Frequency: Monday, Wednesday, and Friday Service Times Available: Any

Description: Bedford County Dept. of Parks & Recreation – Falling Creek Park Address: 1257 County Farm Road, Bedford Approximate Footage: 500 square feet Plumbing Fixtures: 2 restrooms with a total of 2 sinks and 4 toilets Requested Cleaning Frequency: Monday, Wednesday, and Friday Service Times Available: Any

Description: Bedford County’s Falling Creek Center (Parks & Recreation Office) Address: 1257 Falling Creek Road, Bedford Approximate Footage: 16,000 square feet Plumbing Fixtures: 10 restrooms with a total of 15 sinks and 12 toilets Requested Cleaning Frequency: Daily, Monday through Friday Service Times Available: Any

Description: Bedford County Department of Social Services – Burks Scott Address: 119 East Main Street, Bedford Approximate Footage: 16,500 square feet Plumbing Fixtures: 8 toilets, 9 sinks Requested Cleaning Frequency: Daily, Monday through Friday Service Times Available: After 5:00 PM* (Three offices require cleaning prior to 5:00 PM as they are only accessible when a County staff member is available.

The contractor should schedule the cleaning of those areas to occur between 4:00 PM and 5:00 PM daily.)

Description: Bedford County Department of Social Services – Annex Address: 119 East Main Street, Bedford Approximate Footage: 3,100 square feet Plumbing Fixtures: 2 restrooms with 1 sink and 1 toilet each Requested Cleaning Frequency: Weekly Service Times Available: After 5:00 PM

Description: Bedford County Department of Social Services - Self Sufficiency Address: 204 East Main Street, Bedford Approximate Footage: 2,800 square feet (Upper floor including lower entrance & stairwell) Plumbing Fixtures: 2 restrooms, 2 toilets and 2 sinks total Requested Cleaning Frequency: Weekly Service Times Available: After 5:00 PM

Description: Bedford County Department of Social Services – Domestic Violence Address: To be provided to awarded contractor (located in the town limits) Approximate Footage: 2,200 square feet (lower level only) Plumbing Fixtures: 2 restrooms – total of 2 toilets and 2 sinks Requested Cleaning Frequency: Weekly Service Times Available: After 5:00 PM

Description: Goode Volunteer Rescue Squad Address: 9261 Forest Road, Goode Approximate Footage: 6,000 square feet Plumbing Fixtures: 3 restrooms – total of 3 toilets, 3 sinks, and 1 urinal Requested Cleaning Frequency: Weekly Service Times Available: Any

Description: Bellevue Recreation Community Center Address: 4051 Goode Station Road, Goode Approximate Footage: 2,738 square feet Plumbing Fixtures: 4 restrooms - 2 interior (total of 4 toilets and 2 sinks), 2 exterior (4 toilets and 2 sinks) Requested Cleaning Frequency: Weekly

Description: New London Emergency Services Address: 1043 Meade Road, Forest Approximate Footage: 2,626 square feet Plumbing Fixtures: 2 restrooms, 3 sinks, 2 toilets, and 1 shower Requested Cleaning Frequency: Weekly Service Times Available: Any

Description: Forest Recreation Center Address: 1088 Rustic Village Road, Forest Approximate Footage: 7,500 square feet Plumbing Fixtures: 4 restrooms, 7 sinks, 9 toilets Requested Cleaning Frequency: Weekly

3. B. General Requirements

A. The County shall provide all consumable items such as restroom hand towels, toilet tissue, hand soap and plastic trash can liners. The contractor must supply mops, buffers, cleaning towels, cleaning liquids/sprays, etc. All supplies and equipment furnished by the contractor will be kept in safe working condition and will comply with all OSHA regulations. Liquids and/or aerosol sprays must be approved by the County prior to their use.

B. All supplies and equipment used in performance of the services shall be maintained in a clean manner, and except when in use, stored in assigned areas only. The County shall provide storage space for the contractor’s supplies and equipment as well as office keys as necessary.

C. A system of dividing the buildings into work areas and assigning employees to specific work areas shall be employed.

D. The County’s General Properties Manager is designated as the prime contact between the contractor and the County to resolve all matters relating to the execution of building cleaning services.

E. All routine work is to be performed as listed in Section 3. A. Services need not be performed on the holidays observed by the County. In the event a County holiday falls on a Tuesday or Friday (on the days the Parks/Recreation Facilities are cleaned) the Contractor must reschedule the cleaning service. A holiday schedule will be furnished to the selected contractor. The contractor has the option to perform services that are not required on a daily basis, on weekends and off holidays. Any off-normal work must be scheduled and approved in advance by the appropriate County Official(s).

F. The contractor shall conduct inspection tours with a County representative as requested by the County. A summary of the tour shall be documented by the contractor. This document shall list all deficiencies discussed and indicate a proposed date to correct the deficiencies.

The contractor is further obliged to confirm by documentation that the deficiencies have, in fact, been corrected.

G. The contractor shall be available to provide additional on-call cleaning services that may be needed due to special events, programs, or other situations. Charges for these services will be negotiated at the time of the request depending on the scope of the work requested.

H. The contractor is to provide trained and experienced cleaning personnel.

I. The contractor shall provide competent supervisory personnel to ensure that all work is being performed properly and in accordance with the schedule of services and all other terms and conditions of the contract.

J. In connection with the performance of the services, the contractor shall provide all management, labor and supervision, all cleaning materials and equipment, inspections, insurance, and all related administrative functions including, but not limited to, training, maintenance of payroll records, time sheets, work assignments, duty rosters, employee histories and related data, including criminal background and driving record, if applicable.

Criminal background records must be provided and approved by the County prior to any employee working on County property.

K. All of the contractor’s employees shall remain in their assigned work areas during work hours.

L. The contractor agrees to reimburse the County for any loss of money and/or property that results from dishonest acts and/or carelessness of individuals in the employment of the contractor.

M. In addition to the requirements set forth in these specifications, all janitorial personnel must comply with all security regulations as set forth by the County.

N. Breaks – If breaks are necessary, then all cleaning personnel are required to take breaks in designated areas only.

O. The contractor represents and warrants that they will comply with federal, state, and local laws, ordinances, rules, and regulations pertaining to employment of persons, and will indemnify and hold the County harmless from and against any loss, costs, or expenses, fines, penalties, or assessments it may be exposed to due to contractor’s breach of the foregoing representation and warranty.

P. All company employees will be required to have proper identification supplied by their company (name with picture badges and/or uniforms). No persons other than company authorized employees are permitted in the County buildings during the period janitorial services are being performed.

Q. Keys to the County buildings when placed in the custody of the company will be accounted for at all times. Contractor will be responsible for securing all building doors upon the conclusion of each cleaning service.

R. The contractor shall not subcontract portions of the work without written consent of the County, which shall not be unreasonably withheld. A description of any work the contractor proposes to subcontract shall be submitted to the County for review and approval, along with the name and address of the individual, firm or corporation that is the proposed subcontractor.

This submittal shall also include a list of the key personnel that the subcontractor will assign to the project. All work performed by any subcontractor shall be coordinated with the County, and the Contractor shall be responsible to the County for all work performed by any such subcontractor.

S. The County prefers that the contract have a minimum of 1 year of experience in providing janitorial or custodial services.

3. C. Description of Specific Activities

A. Services to be performed on a daily basis (Monday through Friday)

1. All waste receptacles shall be emptied. All waste baskets must have plastic liners and liners must be changed to maintain cleanliness. All buildings are served by dumpsters located at the Falling Creek/Parks & Recreation building. All trash must be removed from County buildings nightly and bagged in poly liners prior to placement in dumpsters. These areas around the disposal containers must be maintained free of trash. Recyclable materials such as: cardboard, paper, plastic, or aluminum (if separated by County staff within the service area) must be bagged and removed from the building and placed in the appropriate dumpster as directed by the County.

2. All carpeted areas shall be vacuumed with the proper type of electric vacuum.

3. All miscellaneous items such as paper clips, rubber bands, used staples, etc. shall be removed from all floor surfaces prior to further cleaning of these surfaces.

4. All hard surface floor areas shall be dust mopped with clean, properly treated mops.

5. All noticeable spots on partitions, wall surfaces, and doors shall be removed.

6. All fingerprints and other noticeable marks shall be removed from interior glass surfaces.

7. All drinking fountains shall be thoroughly cleaned, sanitized, and polished with approved materials.

8. All restroom fixtures, partition walls, and floors shall be cleaned and sanitized assuring that all soiled spots have been removed; this includes damp mopping to remove urine stains.

9. All metal surfaces in the restrooms shall be polished with proper materials to prevent water spotting.

10. All restroom counter tops shall be cleaned.

11. All mirrors shall be cleaned and polished.

12. All restroom dispensers will be re-filled as needed with hand cleaner furnished by the County.

13. All hand towels and toilet paper dispensers shall be filled with supplies furnished by the County.

14. All gum, candy, and other foreign deposits shall be removed from carpeted and hard surfaced flooring.

15. All mats located at the building entrances shall be properly cleaned.

16. All carpeting shall be spot cleaned as required, using methods approved by the County.

17. Damp mop, with a clean mop, all hard surfaces as required to eliminate soil due to spillage and tracking

18. All metal kick and hand plates on doors shall be properly cleaned and polished.

19. Individual desks will be dusted if requested.

20. Report all slow draining sinks/drinking fountains, running or leaking toilets/urinals, and both interior and exterior burned out lights.

21. Report to County’s General Properties Manager when the main stock of consumable supplies (toilet tissue, hand soap, hand towels, can liners) needs to be restocked.

B. Services to be performed weekly

1. All baseboards are to be dusted, and scuff marks removed.

2. All exposed shelving and bookshelves are to be dusted.

3. Thoroughly clean all janitor closets

4. Surface scratches and mars on wooden doors, casings, and furniture shall be rubbed out by proper methods.

5. Restroom floor drains are to be filled with water.

6. Sweep exterior stoops, walkways and landings

7. All office fixtures, displays, telephones, window blinds, artificial plants and picture frames shall be dusted in a manner to remove and collect dust particles. (County employees will be responsible for cleaning computers.)

8. All corridors and other tile traffic lanes shall be spray buffed.

9. All fabric chairs and upholstered furniture shall be vacuumed weekly or more often if needed.

10. Any of the weekly services described shall be performed more frequently if found to be needed.

C. Services to be performed monthly

1. All doors, window frames, sills, and handrails shall be dusted.

D. Services to be performed twice per year (April & October)

1. All air return and supply grilles shall be thoroughly cleaned.

2. All interior and exterior building glass shall be thoroughly washed.

3. Open and clean all light diffusers inside and out.

E. Services to be performed annually (or as needed)

1. All vinyl restroom floors and base moldings shall be stripped and waxed.

2. Strip, rinse, and apply approved floor finish to all hard floor surfaces. (Exception is the restroom floors.) After proper curing time floors shall be buffed.

3. All office and corridor walls shall be dusted from floor to ceiling with properly treated tools.

4. PRICING AND PRICE ADJUSTMENTS:

Pricing shall remain firm for the initial contract period. Should the County exercise the option to renew the contract for additional one-year periods, the Offeror may request a price increase only during the sixty (60) day period prior to the expiration of each contract period.

4. A. For subsequent renewals if the Contractor requests a price adjustment, the Contractor shall submit a written request for increases in unit price to the Owner. The request shall include at a minimum, (1) the cause for the adjustment; (2) the amount of the change requested with documentation to support the requested adjustment (i.e., the Commodities-Nondurables less food, beverages, and apparel category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available or manufacturer’s letter stating a change in the manufacturer's price). Such price adjustments shall be by the same percentage as documented and the contract may be modified accordingly, provided that:

A. The increased contract unit price shall not apply to orders received by the Contractor prior to the effective date of the increased contract unit price.

B. Such requested contract unit price increase becomes effective only after a modification by written amendment to the original contract is signed by both the Contractor and the Owner.

5. MONTHLY REPORTING REQUIREMENT:

Due to the largely unsupervised nature of the contract by the Owner, Contractor shall submit a monthly report with their monthly invoice, detailing dates and time spent at each site, and any suggestions for improvements or concerns regarding scheduling or other contract issues. Failure to submit this monthly report may result in delay of payment to the Contractor. With the submission of each monthly invoice, the Contractor will submit a monthly report detailing any issues, concerns, or other pertinent information and the responsible Contractor’s supervisor who was on site. Payment of invoices is dependent on this report.

SECTION B

BID PROCESS

1. BID PREPARATION AND SUBMISSION REQUIREMENTS

a. Direct contact with anyone other than the County of Bedford, Virginia, including the Owner’s departments or the Owner’s contractors, regarding this Invitation for Bids is expressly forbidden except with the permission of the Department Contact. Violation of this directive may result in a determination that the Bidder is ineligible for award.

b. Bids shall be submitted as specified below; other methods are not allowed.

1. Sealed Bids shall be emailed to hknight@bedfordcountyva.gov or delivered to the County of Bedford, Finance Department, 122 East Main Street, Suite 203 (3rd Floor), Bedford, VA, 24523 between the hours of 8:30AM and 5:00PM, local time, Monday through Friday.

The following information should be written on the outside of the submittal envelope or package (or noted in the email):

Bid Number Title of Bid Submittal Deadline Date and Time Bidder’s Name

2. If the building is closed to visitors, call 540-586-7729 and County staff will meet you at the building’s front door to receive your bid.

3. If the building is closed to both visitors and staff (i.e.: snow closing), then bids shall be accepted on the next business day of the County of Bedford at the originally scheduled time.

4. In addition to delivery by the Bidder as described above, bids may be delivered by USPS, UPS, FedEx, etc., however the County assumes no responsibility for misrouted documents, and will not consider them if they are received after the specified date and time deadline.

c. Bids will not be accepted if submitted by any other method than as specified in “b” above.

d. All bids shall be submitted on and in accordance with this form. Failure to return required documents and information specified herein may result in a determination that the bid is non-responsive. All costs associated with preparing a bid are the Bidder’s responsibility.

e. The solicitation document as posted by the County shall be considered the official copy. In the case of any inconsistency between bid documents submitted to the County, but not clearly listed on the exception page of the document as an exception by the Bidder, the language of the official copy shall prevail. Furthermore, any exception or changes to the specifications made by the Bidder may be cause to disqualify the bid from award consideration.

If this solicitation requests information in an electronic format, all electronic files uploaded must be in a common format accessible by software programs the County uses. Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Offerors will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Offerors will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images, or sketches. The County may disqualify any Submittal Response that does not meet the criteria stated in this paragraph.

f. Bids must be received by the County as specified on page one of the IFB [or as adjusted per Section B, or by addendum]. Bids received after the due date and time will not be accepted or considered. It will be the responsibility of the Bidder to see that his bid is received by the specified time and date.

Date of postmark will not be considered. There will be no exceptions. If the Vendor/Offeror is submitting a response via email, the Vendor/Offeror is responsible for confirming that the type and size of the files to be transmitted can be received by the County before the submission deadline.

Submissions received after the deadline due to technological difficulties will not be considered.

g. The County’s receipt of a bid document is not to be construed as a determination that the bid document is responsive, nor shall receipt of a bid document be construed as an award or an order to provide goods or services.

h. All bids must be signed by an officer or employee having the authority to sign on behalf of the firm.

i. Prices shall be stated in units of quantity specified. No additional charges shall be passed on to the Owner, including any applicable taxes, delivery, or surcharges. Prices quoted shall be the final cost to the Owner.

j. All prices and notations should be in ink or typewritten. Mistakes may be crossed out and corrections made in ink and must be initialed and dated in ink by the person signing the bid.

k. Prices shall be entered on and in accordance with the bid form. In case of an error in the calculation of cost based on multiple units of the same item, the unit price shall govern and the correct amount will be calculated by the County. In case of an error in the total cost, the individual line items shall govern and the summation will be calculated by the County. When included on the bid form, failure to provide unit pricing may result in a determination of non-responsiveness.

l. The Terms and Conditions in this Invitation For Bids shall supersede any terms and conditions of the Bidder’s bid. Any additional conditions a Bidder intends to be considered must be submitted as part of the bid and be indicated on the Exceptions section of the Bid Form. Such exceptions may result in the bid being determined non-responsive.

m. The Specifications, Scope of Work, Item Descriptions, etc. shall supersede any additional writings submitted by the Bidder. Such writings shall be clearly marked and noted by the Bidder on the exception page.

n. All materials specified shall have been determined to have characteristics appropriate for the purposes of this Project. When the drawings or specifications specify one or more manufacturers' brand names or makes of materials, devices or equipment as indicating a quality, style, appearance or performance, the Bidder shall base his bid on either one of the specified brands. Unless the clause “or equal” is used in the specifications or Scope of Work pertaining to the material or article, only the specified items shall be used. In the event, however, that the clause “or equal” is used in the specifications pertaining to the material or article, the proposed use of an alternate article other than that specified must be approved by the Owner. Use of an alternate shall not be permitted unless it has been found to be equal or better by the Owner and at no additional cost.

The burden of proof as to the comparative quality and suitability of alternative equipment, articles or materials shall be upon the Bidder and he shall furnish at his own expense, such information relating thereto as may be required by the Owner. The Owner shall be the sole judge as to the comparative quality and suitability of alternative equipment, articles or materials and his decisions shall be final and unreviewable.

Requests for approval of alternate products shall be submitted in writing a minimum of seven (7) calendar days prior to the due date and time of the bids and shall include manufacturers samples(s).

Consideration will be given to bids submitted on alternate commodities to the extent that such action is deemed to serve best the interests of the Owner. If the Bidder does not indicate that the commodity he proposes to furnish is other than specified, it will be construed to mean that the Bidder proposes to furnish the exact commodity describe.

o. The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning only the best commercial practices are to prevail and correct type, size and design are to be used. All interpretations of these specifications shall be made on the basis of this statement.

p. Bidders may request withdrawal of their bids from consideration due to error by giving notice to the Department Contact not later than two business days after bids are publicly opened. Work papers showing evidence of error(s) may be required. Upon request, administrative withdrawal procedures will be provided that shall be used for that purpose.

q. A bid by a Bidder certifies that they are not currently debarred or suspended by a local, state or federal government entity from doing business with that entity. If a debarment or suspension exists, supporting information shall be provided with the response. Suspension or debarment may disqualify the Bidder from award of a contract.

r. Bid submittals (including all documents, schedules, reports, plans and other attachments) shall become the property of the County of Bedford, VA and/or any agency of the County, and/or any political subdivision for whom the County of Bedford, VA issues this solicitation, and documents will not be returned to the Bidder.

2. ADDENDA: Changes or supplemental instructions to this Invitation For Bids will be in the form of written Addenda. All Addenda will be posted online with this solicitation. It is the Bidder’s responsibility to check for Addenda prior to the bid due date and time to ensure that all addenda are received.

The County posts all solicitations and related addenda on the Finance webpage

(https://www.bedfordcountyva.gov/government/departments-and-offices-e-n/finance/solicitations).

All Bidders shall acknowledge receipt of Addenda with the Bid. Acknowledgement of all Addenda shall be in the space provided on the Bid Form or by returning a copy of each signed Addendum. If all Addenda are not acknowledged, the Bid may be determined non-responsive.

3. PUBLIC OPENING: Bids must be received by the time specified on page one of the IFB [or as adjusted per Section B, or by addendum]. Fifteen minutes after that time, bids will be opened and announced by staff in the County Administration Building’s third-floor Large Meeting Room. The bid opening may be observed in person.

4. AWARD AND EXECUTION OF CONTRACT:

A. Award of Contract:

The Contract will be awarded or the bids rejected as soon as reasonably possible, but not later than sixty

(60) days after the date of opening bids, unless the period for acceptance is otherwise extended at request of Owner and agreed to in writing by the Bidder, or Bidders.

A single award will be made to the lowest responsive and responsible Bidder and shall be based on the Bid Summation of TOTAL BASE BID PRICE.

When the terms and conditions of multiple bids are so provided for in the invitation for bid, awards may be made to more than one bidder. If in the event only one bid is received and the Department Contact in consultation with the Procurement Manager makes a determination that it would not be in the best interest of the Owner to re-bid the procurement, such determination shall be in writing and shall be provided to the approving authority when approval by other than the Procurement Manager is required. In case of a tie bid, preference shall be given to goods, services, and construction produced in Virginia or provided by Virginia persons, firms, or corporations (with Bidders situated within the County of Bedford given first preference) if such a choice is available; otherwise the tie bid shall be decided by lot. Where all Bidders are Virginia persons, firms, or corporations (or alternatively, if all Bidders are non-Virginia persons, firms, or corporations), the tie shall also be decided by lot.

A notice of award will be posted with the original solicitation on the Finance webpage (https://www.bedfordcountyva.gov/government/departments-and-offices-e-n/finance/solicitations).

The County reserves the right to reject any and all bids, including if the County determines any of the bid prices are significantly unbalanced to the potential detriment of the County, and to waive any informality, if it is determined to be in the best interest of the County. Unless canceled or rejected, a responsive bid from the lowest responsible Bidder shall be accepted as submitted; except if the bid from the lowest responsible Bidder exceeds available funds, the Purchasing Agent may negotiate with the apparent low Bidder to obtain a contract price within available funds.

A Bidder may protest the award or decision to award by submitting such protest in writing to the Procurement Manager no later than ten (10) days after the award of the announcement of the decision to award. No protest shall lie for a claim that the selected Bidder is not a responsible Bidder. The written protest shall include the basis for the protest and the relief sought.

B. Entering Contract:

Upon award of the solicitation to a Bidder, such Bidder shall enter into the Contract by signing the Contract and by furnishing the Bond(s) for faithful performance as prescribed herein and the Certificate of Insurance with Endorsement(s) within ten (10) calendar days after the date of the award. Failure to provide the Certificate and endorsement(s) within this period may be cause for the County to award a contract to the next responsive Bidder and hold the original Contractor liable for excess costs.

No contract shall result from the submission of any bid and no liability shall accrue with respect thereto until a written contract and accompanying documents have been fully and completely executed on the part of the successful Bidder and the Owner. However, failure by the successful Bidder to enter into a written contract shall cause the successful Bidder to forfeit the full amount of the bid guarantee to the Owner.

C. Contract Period:

The initial contract period will be for July 1, 2026, and continue through June 30, 2027, with the option to renew, at the Owner’s sole discretion, for four (4) additional one (1) year periods. If a determination is made by the Procurement Manager that circumstances warrant, a contract extension, under the terms and conditions contained herein, may be considered for up to six (6) months following the end of the final one-year renewal period upon mutual agreement of the Owner and Contractor.

5. DEBRIEFING

Bid and proposal records shall be open to public inspection only after award of the Contract. Unless the Owner decides not to accept any bids or not to accept any of the proposals and reopen the solicitation, any Bidder may be allowed to inspect the bid records after bid opening, and any offeror may be allowed to inspect the proposal records after the evaluation and negotiation of proposals are completed, and prior to award.

Inspection of the records shall be made available in the office of Finance for public review. Interested parties may request a review time during normal business hours, 8:30 a.m. – 5:00 p.m., Monday -Friday.

The Procurement Manager reserves the right to limit the duration of inspection reviews to not more than sixty minutes per review; multiple reviews are allowed. Until available to the public, no copy, photograph, or any other facsimile of a procurement record shall be allowed.

A notice of decision to award or award will be posted with the original solicitation on Finance’s webpage (https://www.bedfordcountyva.gov/government/departments-and-offices-e-n/finance/solicitations).

SECTION C

GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS TO BIDDERS/OFFERORS

GENERAL CONDITIONS AND INSTRUCTIONS FOR PROFESSIONAL SERVICE CONTRACTS

These general rules and conditions shall apply to all purchases and be a part of each solicitation and every contract awarded by Bedford County. The term “Owner” as used herein refers to the County. Offeror or their authorized representatives are expected to inform themselves fully as to the conditions, requirements, and specifications before submitting proposals: failure to do so will be at the offeror’s own risk and except as provided by law, relief cannot be secured on the plea of error.

Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and legislation, proposals on all solicitations issued by the Owner will bind offerors to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.

1. AUTHORITY-The County Department Contact or designee has the sole responsibility and authority for negotiating, placing and when necessary, modifying every solicitation, contract and task order issued by the Owner. Unless specifically delegated by the Director of the department issuing the solicitation, no other Owner officer or employee is authorized to order supplies or services, enter into purchase negotiations or contracts, or in any way obligate the Owner for an indebtedness. Any agreement or contract made which is contrary to these provisions and authorities shall be of no effect and void and the Owner shall not be bound thereby.

2. COMPETITION INTENDED: It is the Owner’s intent that this solicitation permit competition. It shall be the Offeror’s responsibility to advise the Director of the department issuing the solicitation in writing if any language, requirement, specification, etc., or any combination thereof, stifles competition or inadvertently restricts or limits the requirements stated in this solicitation to a single source. The Director must receive such notification not later than five (5) business days prior to the deadline set for acceptance of the proposals.

CONDITIONS OF BIDDING

3. CLARIFICATION OF TERMS - If any Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the contact whose name appears on the face of the solicitation no later than five (5) business days prior to the date set for receipt of proposals. Any revisions to the solicitation will be made only by addendum issued by the Owner. Notifications regarding specifications may not be considered if received in less than five (5) business days of the date set for receipt of proposals.

4. MANDATORY USE OF OWNER FORM AND TERMS AND CONDITIONS: Failure to submit a proposal on the official Owner form provided for that purpose shall be a cause for rejection of the proposal. Unauthorized modification of or additions to any portion of the Request for Proposal may be cause for rejection of the proposal. However, the Owner reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject any proposal which has been modified.

5. LATE PROPOSALS & MODIFICATION OF BIDS:

Any bid/modification received at the office designated in the solicitation after the exact time specified for receipt of the bid/modification is considered a late bid/modification.

The Owner is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers or the inter-office mail system. It is the sole responsibility of the Bidder/Offeror to ensure their bid/proposal reaches the Owner by the designated date and hour at the County Administration Office.

a. The official time used in the receipt of bids is that time in the County Administration Office.

b. Late bids/modifications will be returned to the Offeror UNOPENED, if solicitation number, acceptance date and Offeror’s return address is shown on the container.

c. If the Owner closes its offices due to inclement weather scheduled receipt of bids will be extended to the next business day, same time.

6. WITHDRAWAL OF BIDS/PROPOSALS:

A Bidder/Offeror for a contract other than for public construction may request withdrawal of his or her bid/proposal under the following circumstances:

a. Bids/Proposals may be withdrawn on written request from the Bidder/Offeror received at the address shown in the solicitation prior to the time of acceptance.

b. Requests for withdrawal of bids/proposals after opening of such bids/proposals but prior to award shall be transmitted to the Owner, in writing, accompanied by full documentation supporting the request. If the request is based on a claim of error, documentation must show the basis of the error. Such documentation may take the form of supplier quotations, vendor work sheets, etc. If bid bonds were tendered with the bid, the Owner may exercise its right of collection.

No Bid/Proposal may be withdrawn under this paragraph when the result would be the awarding of the contract on another Bid/Proposal of the same bidder/offeror or of another bidder/offeror in which the ownership of the withdrawing bidder/offeror is more than five percent. In the case of Invitation for Bid’s, if a bid is withdrawn under the authority of this paragraph, the lowest remaining bid shall be deemed to be the low bid.

No bidder/offeror that is permitted to withdraw a bid/proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid/proposal was submitted.

7. IDENTIFICATION OF BID ENVELOPE: The signed bid and requested copies should be returned in a separate envelope or package, sealed and identified with the following information:

ADDRESSED AS INDICATED ON PAGE 1; IFB NUMBER & TITLE

BID DUE DATE AND TIME; FIRM NAME AND COMPLETE MAILING ADDRESS (RETURN ADDRESS)

If a bid is not addressed with the information as shown above, the Bidder takes the risk that the envelope 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.

8. ACCEPTANCE OF BIDS: Unless otherwise specified, all formal bids submitted shall be valid for a minimum period of sixty (60) calendar days following the date established for acceptance. At the end of the sixty (60) calendar 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.

9. OFFEROR’S PRESENT: At the time fixed for the receipt of responses for Request for Proposals, only the names of the offerors will be read and made available to the public.

10. RESPONSE TO SOLICITATIONS: In the event a Firm cannot submit a bid on a solicitation, the Firm is requested to return the solicitation cover sheet with an explanation as to why the vendor is unable to submit a bid.

11. DEBARMENT STATUS: By submitting their bids, Bidders certify that they are not currently debarred from submitting bids/proposals on contracts by the Owner, nor are they an agent of any person or entity that is currently debarred from submitting bids or proposals on contracts by the Owner or any agency, public entity/locality or authority of the Commonwealth of Virginia.

12. ETHICS IN PUBLIC CONTRACTING: The provisions contained in Sections 2.2-4367 through 2.2-4377 of the Virginia Public Procurement

Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited or entered into by the Owner. By submitting their bids/proposals, all Bidders/Offerors certify that their bids/proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder, Offeror, supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

13. NO CONTACT POLICY: No Offeror shall initiate or otherwise have contact related to the solicitation with any Owner representative or employee, other than the Director (or designee), after the date and time established for receipt of proposals. Any contact initiated by an Offeror with any Owner representative, other than the Director (or designee), concerning this solicitation is prohibited and may cause the disqualification of the Offeror from this procurement process.

14. CONFLICT OF INTEREST: The Offeror certifies that to the best of its knowledge no employee of the Owner nor any member thereof, nor any public agency or official affected by the proposal, has a pecuniary interest in the business of the Offeror, and that no person associated with the Offeror has any interest that would conflict in any manner with the performance of the proposal.

GENERAL POLICIES FOR ARCHITECTURAL/ENGINEERING SERVICES

15. LICENSE/REGISTRATION: Entities (e.g., individuals, partnerships, or corporations) offering to provide architectural and/or engineering services shall be properly registered and licensed in Virginia as required by the Department of Professional and Occupational Regulation and, if incorporated, the State Corporation Commission. The architect or engineer in charge of each discipline shall be currently licensed in the Commonwealth of Virginia and shall affix his or her seal to those documents for which he or she is responsible.

16. PRIME DESIGN PROFESSIONAL: The Owner normally contracts with a single entity as “Prime Design Professional” to provide the project architectural and/or engineering services. The Prime Design Professional may have all necessary disciplines in-house or it may subcontract with consultants to provide services in some disciplines. The Prime Design Professional may be an architect, engineer, or an architect/engineer entity.

For each project, the Owner determines which entity will best satisfy the Owner’s requirements for providing services. Meeting schedule and budget limitations and managing the services to be provided on the particular project.

AWARD

17. AWARD OR REJECTION OF BIDS: Awards made in response to a RFP will be made to the highest qualified offeror whose proposal is determined, in writing, to be the most advantageous to the Owner taking into consideration the evaluation factors set forth in the RFP. The Owner reserves the right to reject any or all proposals and to waive any informality in proposals received whenever such rejection or waiver is in the best interest of the Owner. Award may be made to as many offerors as deemed necessary to fulfill the anticipated requirements of the Owner. The Purchasing Agent also reserves the right to reject the proposal if an Offeror is deemed to be a non-responsible Offeror.

18. ANNOUNCEMENT OF AWARD: Upon the award or announcement of the decision to award a contract as a result of this solicitation, award results may be viewed at the Bedford County website at https://www.bedfordcountyva.gov/government/departments-and-offices-e-n/finance/solicitations

19. QUALIFICATIONS OF OFFERORS: The Owner may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work/furnish the service(s) and the Offeror shall furnish to the Owner all such information and data for this purpose as may be requested. The Owner reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. The Owner further reserves the right to reject any proposal if the evidence submitted by or investigations of, such Offeror fails to satisfy the Owner that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work/furnish the service(s) contemplated therein.

CONTRACT PROVISIONS

20. APPLICABLE LAW AND COURTS: Any contract resulting from this solicitation shall be governed in any respects by the laws of Virginia, exclusive of its conflicts-of-laws rules, and any litigation with respect thereto shall be brought in the General District or Circuit Court of Bedford County, Virginia. The Offeror shall comply with applicable federal, state and local laws and regulations.

21. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids, Bidders certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

22. ANTI-TRUST: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the Owner all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust law of the United States and Bedford County, relating to the particular goods or services purchased or acquired by the Owner under said contract. Consistent and continued tie bidding could cause rejection of bids by the Purchasing Agent and/or investigation for Anti-Trust violations.

23. PAYMENT TERMS: Unless otherwise provided in the solicitation payment will be made thirty (30) days after receipt of a proper invoice, or thirty (30) days after receipt of all goods or acceptance of work, whichever is the latter.

a. Invoices for items/services ordered, delivered/performed and accepted shall be submitted by the Offeror directly to the payment address shown on the task order. All invoices shall reference the contract, task order, and any federal employer identification number.

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

c. The date of payment shall be deemed the date of postmark in all cases where payment is made by mail.

d. Any payment made by the Offeror to the Owner shall only be made in U.S. Dollars. If payment is received in foreign currency the Owner may, in its sole discretion, reject such payment and require immediate compensation in U.S. Dollars.

24. PAYMENT TO SUBCONTRACTORS: An Offeror awarded a contract under this solicitation is hereby obligated:

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

b. To notify the Owner and the subcontractor(s), in writing, of the Offeror's intention to withhold payment and the reason.

The Offeror is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all…