830803pestLouisa.pdf

COUNTY OF LOUISA, VIRGINIA

REQUEST FOR PROPOSAL (RFP)

FOR

PEST CONTROL & INSPECTION SERVICES

RFP# GS-26-13

JUNE 26, 2026

REQUEST FOR PROPOSAL

(RFP)

Issue Date: June 26, 2026 RFP# GS-26-13

Title: Pest Control & Inspection Services

Issuing Agency: County of Louisa, Virginia

Attn: Sam Massie

1 Woolfolk Avenue, Suite 304

Louisa, VA 23093

Location Where Work Will Be Performed: County of Louisa, Virginia

Period of Contract: From August 1, 2026 Through July 30, 2027

Renewable: Two (2) successive one (1) year terms upon mutual agreement

Proposals Will Be Received Until: July 23, 2026 @ 3:30 p.m. local prevailing time

Direct All Inquiries for Information To: Sam Massie, Purchasing Coordinator

1 Woolfolk Avenue

Suite 304

Louisa, VA 23093

(540) 967-3404 smassie@louisacounty.gov

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF

PROPOSALS ARE HAND DELIVERED, DELIVER TO:

County of Louisa

Louisa County Administration Building

Attn: Sam Massie

Finance Department, 2nd Floor

1 Woolfolk Avenue, Suite 304

Louisa, Virginia 23093

Note: This public body does not discriminate against faith-based organizations in accordance with the

Code of Virginia, § 2.2-4343.1 or against a proposer or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

REQUEST FOR PROPOSAL TITLE PAGE

REQUEST NUMBER: GS-26-13 ISSUE DATE: 6/26/26

TITLE: Pest Control & Inspection Services

In compliance with this Request for Proposal and to all the conditions imposed herein, by signing below, Offeror:

(1) Offers and agrees to furnish the goods/services in accordance with the attached signed proposal;

(2) Agrees that upon Louisa County’s written acceptance of Offeror’s response to the Request for Proposal, a valid and binding contract for services exists between Offeror and Louisa County;

(3) Agrees that the Contract Documents will consist of, and only of, the Request for Proposal, the County of

Louisa, Virginia Standard Terms and Conditions and Offeror’s response to the Request for Proposal;

(4) Certifies and warrants that the individual signing on Offeror’s behalf is authorized to bind the Offeror in any and all contractual matters relating to this Request for Proposal;

(5) Certifies and warrants that neither Offeror, nor the individual signing on Offeror’s behalf, has any business or personal relationships with any other persons, including Louisa County employees, or companies that are in conflict with the Commonwealth of Virginia’s Conflict of Interest Act, or the County of Louisa, Virginia

Standard Terms and Conditions; and,

(6) Certifies and warrants that the Offeror is properly licensed for providing the goods/services specified in the

Request for Proposal and has the appropriate License or Certificate and classification(s) required to perform the work included in the scope of the proposal documents, prior to submitting the proposal, in accordance with Title 54.1, Chapter 11 of the Code of Virginia. If an Offeror shall fail to obtain the required license prior to submission of his proposal, he shall be deemed to be in violation of § 54.1-1115 of the Code of

Virginia (1950), as amended, and his proposal will not be considered.

Sign in ink and type or print requested information.

Legal Name and Address of Firm:

Date:

By:

(Signature)

Name:

FEI/FIN/SSN: (Please Print)

Fax Number: Title:

E-mail Address: Telephone Number:

Please provide the following if applicable to this RFP:

Virginia Contractor License # SCC ID #

Offeror shall ascertain prior to submitting a response that all Addenda issued have been received and shall acknowledge receipt and inclusion of all Addenda here:

Addendum #: Date Issued:

Information the Offeror deems Proprietary is included in this response in the separate section of the proposal identified immediately below.

This Title Page MUST be Submitted as Part of your Proposal

TABLE OF CONTENTS FOR RFP # GS-26-13

PAGE

I. PURPOSE 5

II. STATEMENT OF NEEDS/SCOPE OF SERVICES 5

III. OFFEROR’S INSTRUCTION 11

IV. PROPOSAL EVALUATION PROCESS 15

V. PROPOSAL EVALUATION CRITERIA 15

VI. COUNTY OF LOUISA STANDARD TERMS AND CONDITIONS 16

VII. PRICING SCHEDULE 30

I. PURPOSE:

The County of Louisa invites qualified vendors to submit proposals for providing pest control and inspection services at various County facilities.

The County of Louisa reserves the right to award to more than one Offeror.

Louisa County will select the firm(s) who they determine most closely satisfies the needs of the County.

There is no requirement for acceptance of the lowest cost of service offered, and specific requirements may be waived or amended at the discretion of the County.

II. STATEMENT OF NEEDS/ SCOPE OF SERVICES:

A. Site Information. Below is a list of the County facilities, their addresses, and the square footage area of the building where pest control services and inspections will occur:

Building Street Address Square

Footage

Administration Building 1 Woolfolk Ave, Louisa, VA 23093 36,500

Betty J. Queen Intergenerational Center 522 Industrial Dr, Louisa, VA 23093 25,200

Circuit Courthouse 100 West Main St, Louisa, VA 23093 35,000

Crank Building 100B West Main St, Louisa, VA 23093 600

District Courthouse 316 West Main St, Louisa, VA 23093 12,768

Extension Building 200 East Main Street, Louisa, VA 23093 2,496

Fire & Emergency Services Headquarters 105 Woolfolk Ave, Louisa, VA 23093 3,200

Fire Training Center 26 Sacred Heart Avenue, Mineral, VA 23117 1,900

General Service – Bell Building 671 Industrial Dr, Louisa, VA 23093 2,500

General Service – Freeman Building 667 Industrial Dr, Louisa, VA 23093 4,100

General Service – Modular Office 669 Industrial Dr, Louisa, VA 23093 1,680

Henson Building (Old Library) 103 West St, Louisa, VA 23093 3,348

Human Services Building 114 Industrial Drive, Louisa, VA 23093 21,100

Jefferson-Madison Regional Library 881 Davis Hwy, Mineral, VA 23117 15,111

Landfill Grayish Blue Metal Shop 807 Moorefield Rd, Mineral, VA 23117 1,840

Landfill Scalehouse 805 Moorefield Rd, Mineral, VA 23117 900

Landfill Tan Metal Shop 809 Moorefield Rd, Mineral, VA 23117 2,400

Louisa County Animal Shelter 18 Sacred Heart Ave, Mineral, VA 23117 3,200

Louisa County Aquatic Facility 530 Industrial Dr, Louisa, VA 23093 6,000

Louisa County Center for Families – LCCF

(Bunting House) 105 McDonald Street; Louisa, VA 23093 2,784

Louisa Medical Center 101 Woolfolk Ave, Louisa, VA 23093 18,900

Ogg Building 102 West Main St, Louisa, VA 23093 3,605

Old Jail (Museum) 100A West Main St, Louisa, VA 23093 1,500

Parks, Recreation & Tourism Modular Space 538 Industrial Dr, Louisa, VA 23093 1,680

Sheriff’s Department Storage Facility 34 Sacred Heart Avenue, Mineral, VA 23117 4,000

Voter Registrar Building 103 McDonald St, Louisa, VA 23093 7,518

Bells Crossroads Refuse & Recycling Center 3924 Courthouse Rd, Louisa, VA 23093 200

Buckner Refuse & Recycling Center 1947 Fredericks Hall Rd, Bumpass, VA 23024 200

Green Springs Refuse & Recycling Center 10661 Louisa Rd, Louisa, VA 23093 200

Holly Grove Refuse & Recycling Center 25 Copper Line Rd, Bumpass, VA 23024 200

Pendleton Refuse & Recycling Center 803 Moorefield Rd, Mineral, VA 23117 200

School Bus Road Refuse & Recycling Center 971 School Bus Road, Louisa, VA 23093 200

Trevilians Refuse & Recycling Center 17703 Louisa Road, Louisa, VA 23093 200

Wares Crossroads Refuse & Recycling Center 5239 Zachary Taylor Hwy, Mineral, VA 23117 200

Yanceyville Refuse & Recycling Center 9732 Shannon Hill Rd, Mineral, VA 23117 200

Holly Grove Volunteer Rescue Squad 155 Factory Mill Rd, Bumpass, VA 23024 6,160

Louisa Volunteer Fire Department 300 E Main St, Louisa, VA 23093 8,760

Louisa Volunteer Rescue Squad 83 Rescue Ln, Louisa VA 23093 6,000

Mineral Volunteer Fire Department 201 E 1st St, Mineral, VA 23117 14,000

New Bridge Fire Station 1856 New Bridge Road, Mineral VA 23117 5,650

Trevilians Modular Bunkhouse 739 Firehouse Drive; Louisa, VA 23093 1,680

Zion Crossroads Fire Department 409 Poindexter Rd, Louisa, VA 23093 6,600

Zion Crossroads Modular Bunkhouse 405 Poindexter Rd, Louisa, VA 23093 1,680

Airport – FOB Building 335 Industrial Drive, Louisa, VA 23093 10,500

Airport Temporary Storage Building 671 Industrial Drive, Louisa, VA 23093 2,016

B. Contractor’s Responsibilities for an Integrated Pest Management Program (PART I & II)

1. The Contractor shall provide pest control services in order to achieve long term, environmentally sound pest suppression through the use of a variety of the latest technological and management practices. The Contractor shall inspect, identify, monitor, evaluate, and choose the appropriate method of control. Routine inspection and accurate identification of pests are vital steps to ensure that control methods will be effective.

Control strategies in this program shall extend beyond the application of pesticides to include structural and procedural modifications that reduce the food, water, harborage, and access used by pests. This includes:

• Non-chemical prevention of pest population using such methods as: sanitation, exclusion, and cultural practices.

• Selecting the least hazardous methods and materials effective for control of targeted pests.

• Precision targeting of pesticides to areas not contacted or accessible to the general public and site staff.

• Application of pesticides as needed to control targeted pests.

2. Full treatment for pest control services shall include monthly inspections and treatment when necessary for rats, mice, cockroaches, ants, moths, crickets, spiders, bees, and silverfish, plus other related pests. Rat and mouse infestations located in burrows in the ground adjacent (within a 5’ perimeter from the exterior faces of the building) are included. If County personnel discover any pests, the Contractor will respond within one business day after notification to correct the situation, regardless of the last treatment/inspection date.

3. The following pest control functions are not included in this contract:

• Bat Control

• Wood boring insects such as: termites, carpenter ants, pharaoh ants and bees

• Mosquito Control

• Snakes

• Fumigation

• Small mammals including but not limited to: squirrels, chipmunks, and opossums.

4. The Contractor shall be licensed in the State of Virginia to operate a pest control business. The Contractor shall provide pesticide technician (s) who have been trained and are registered and/or licensed with the Virginia Department of Agriculture.

Additional information is available from the Virginia Department of Agriculture, Certification Licensing and Regulation Division. The technician shall be competent to handle and apply the classes of pesticide products that are being used for pest control.

Each technician shall keep his or her registration and/or license valid for the life of the contract. Upon request, the Contractor shall submit to Louisa County General Services

Department a copy of the technicians’ licenses and any certifications.

5. The Contractor shall furnish all labor, materials, and equipment necessary to accomplish full treatment pest control for all areas and buildings specified herein including all rooms, closets, lounges, toilets, kitchens, hallways, stairwells, basements, attics, locker rooms, loading docks, storage areas, plus any other building portion or part not specifically described herein.

6. The Contractor shall be responsible for the safe use and application of the pesticides being used for pest control. Protective clothing, equipment, and devices shall, at a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for the products being used.

7. The Contractor’s pest control programs required for the execution of this contract shall be fully compliant with all applicable Federal and State laws including but not limited to the

Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA), the Environmental

Protection Agency regulations (EPA) and OSHA.

8. Pesticides shall not be used in any manner that is inconsistent with their labeling. All pesticides shall be properly labeled for the control of the target pests against which they are being used and shall be registered with the EPA. The Contractor shall strictly adhere to label instructions. The Contractor shall follow regulations of FIFRA, The EPA and

OSHA when applying products. The Contractor shall submit a listing of products to be used at the initial start of the contract, along with Material Safety Data Sheets (MSDS) for each product. Should the Contractor want to use additional products throughout the term of the contract that were not initially approved, the request shall be made in writing to the General Services Department and shall include Material Safety Data Sheets

(MSDS). The Contractor shall not proceed with use of the product without written approval from the General Services Department.

9. The Contractor shall be sensitive to environmental issues and apply products that have the least possible hazard to people, property, and the environment.

10. When applying liquid products, the Contractor shall exercise care so as to prevent staining to floor and walls. Contractor shall be responsible for all remediation of buildings and surfaces damaged by use of liquid products they applied as part of the pest control process.

11. Insect control is defined as those measures that are necessary to suppress crawling and flying insect populations including arachnids. Pesticide products may be applied as surface sprays following the crack and crevice criteria, or as dust, baits, gels, or granular products applied to areas inaccessible to sprays, or as space applications using dry fog methods for flying insect control. Approved mechanical, electronic devices, traps, pheromone traps, sticky boards may be integrated with pesticide programs with the concurrence of the General Services Department.

12. The Contractor shall use environmentally sound rodent suppression methods, including repelling, trapping and poisoning programs. This program shall include methods that reduce the food, water, harborage, and access used by rodents such as mice and rats, and other related species. All rodenticides, regardless of packaging, shall be placed in tamper proof, locked or sealed boxes in order to protect the public and non-target species. When necessary to install rodent bait boxes, the Contractor shall supply a written report to the

General Services Department that indicates the box location, date of installation, and date for removal. The Contractor shall inspect the box at least once a month. At the conclusion of this contract, the Contractor shall remove from all premises, all insecticides, rodenticides, and bait stations. The Contractor shall provide written certification of such to the General Services Department.

13. The Contractor shall perform inspection and services during regular business hours for all sites listed in Part I of the Pricing Schedule. Normal regular business hours are from 8:30 a.m. until 5:00 p.m. It is preferred that inspections and services be performed in the very early hours of the day when patronage is at lower levels. Upon arrival at the site, the technician must check in with staff prior to performing inspection and service. Upon completion of inspection and services, the technician shall have an employee sign a service ticket and leave a copy of the service ticket with the employee. If the signature is illegible, the technician shall have the employee print his or her name on the service ticket. The Contractor shall keep one signed copy for their records. Failure to leave a signed copy of the service ticket will result in non-payment of the invoice.

14. When the application of a pesticide treatment or application requires that the facility or area be vacated, the Contractor shall coordinate with the General Services Department and will provide notification in writing to the area/department/ occupants of the building/space to be treated 72 hours prior to treatment and include what specific chemicals or methods will be used and provide Material Safety Data Sheets. During application, the Contractor shall post “pesticide warning” signs, indicating the date and time of treatment, materials used, and a safe re-entry time to the treated area(s). The

Contractor is cautioned that the Louisa County Library, Louisa County Aquatic Facility and Betty Queen Intergenerational Center are open outside the normal business hours, and this service may be required when the facility is closed or before the facility opens.

15. For all inspection reports, the technician shall point out any problems that were observed that would be conducive for pest infestations and offer recommendations to alleviate any unsanitary conditions.

16. The General Services Department reserves the right to inspect the Contractor’s pest control program and determine if such programs are being safely and effectively carried out and if the Contractor is complying with these specifications.

17. If the Contractor makes a recommended structural modification to a structure, such as, drilling or boring, etc. the Contractor shall not perform this work. This work will be performed by the General Services Department or may be performed by the contractor only after written approval by the General Services Department.

C. Contractor’s Responsibilities for Annual Pest Inspection and Reports (PART II)

1. Once annually, the Contractor shall inspect all sites as listed in Part II of the Pricing

Schedule. Based on the results of the inspection process the Contractor shall prepare a report that includes a pest evaluation for each structure and send it to the Director of

General Services. If multiple structures exist at one site, the one report may be filed for the site as long as each structure is individually addressed. These reports should be completed in one of the first two-months after the award of this contract. Contractor will coordinate with the General Services administrative staff to schedule these inspections.

2. The Contractor shall provide the General Services Department with a schedule showing the dates in which each of the locations will be inspected. After a contract has been formally awarded, the Contractor shall begin the inspection process as soon as possible.

The Contractor shall have the first year’s inspections and reports completed within 60 days after the award. Thereafter, the following year’s inspections and reports shall correspond to the anniversary date of the previous year’s inspection.

3. The Annual Pest Evaluation and Findings Report shall include the following information:

• Site Name

• Site Address

• Contractor’s Company Name

• Contractor’s Address

• Contractor’s Phone Number

• Inspector’s Name

• Inspector’s License Number

• Date of Inspection

• Date of the Report

• Narrative describing the methodology and results of the inspection process.

• Description of any recommended corrective actions to be taken in reaction to the findings of the inspection process.

• A cost proposal for each structure in support of the recommended corrective action.

• A cost proposal for a warranty program for each structure.

• For recommended chemical applications, MSDS sheets shall be included in the report.

• At least one photo of each structure, showing areas tested or observed.

4. The Annual Pest Evaluation and Findings Report shall be submitted to:

Louisa County General Services Department

Attn: Anderson Woolfolk

669 Industrial Drive

The Contractor will also have the option to submit reports electronically via email. Email addresses for electronic submission shall be provided to successful

Contractor after contract award.

5. The Contractor may not submit his invoice for the “Annual Pest Evaluation and

Finding Report” until it has been submitted to the General Services Department.

Failure to do so may delay payment.

D. Contractor’s Responsibilities for Monthly Pest Control at Compactor Boxes (PART III)

The County of Louisa currently owns eleven (11) stationary Marathon compactors located throughout its numerous refuse and recycling sites spread throughout the County. The following locations have two (2) compactors: Holly Grove, Wares Crossroads, and Bells Crossroads Refuse and Recycling Centers. The remaining refuse centers each have one (1) stationary compactor at their locations. The Contractor shall spray inside and around the compactor boxes for pests and apply fly bait where needed on a monthly basis during the months of May through September.

Site Name Address

Bells Crossroads Refuse and Recycling Center 3924 Courthouse Road, Louisa, VA 23093

Buckner Refuse and Recycling Center 1947 Fredericks Hall Road, Mineral, VA 23117

Green Springs Refuse and Recycling Center 10661 Louisa Road, Gordonsville, VA 22942

Holly Grove Refuse and Recycling Center 25 Copper Line Road, Bumpass, VA 23024

School Bus Road Refuse and Recycling Center 971 School Bus Road, Louisa, VA 23093

Trevilians Refuse and Recycling Center 17703 Louisa Road, Louisa, VA 23093

Wares Crossroads Refuse and Recycling Center 5239 Zachary Taylor Hwy, Mineral, VA 23117

Yanceyville Refuse and Recycling Center 9732 Shannon Hill Road, Louisa, VA 23093

E. Response Time:

1. The Contractor must complete the services within the maximum timeframe specified below:

a. Part I (Appendix B) – Maximum time for completion of initial monthly Pest control services at all locations is 30 days after award of contract, and on a monthly basis thereafter.

b. Part II (Appendix B) – Maximum time for completion of annual pest evaluation and inspection reports at all locations is 60 days after award of contract, and on an annual basis thereafter.

c. Part III (Appendix B) – Maximum time for completion of initial monthly Pest control services at all locations is 30 days after award of contract, and on a monthly-basis thereafter. Pest control services for the compactors may take place simultaneously with pest control services for the facilities located at refuse and recycling center facilities.

III. OFFEROR’S INSTRUCTION:

A. PROPOSAL PREPARATION:

1. Offerors may submit any questions or requests for additional information regarding the project in written format by July 9, 2026. All questions shall be directed to Sam Massie at smassie@louisacounty.gov or via fax at (540) 967-3439. A formal clarification will be sent out in writing on July 16, 2026, to all known potential proposers.

2. The Offeror must submit a proposal, which demonstrates and provides evidence that the

Offeror has the capabilities, professional expertise, and experience to provide the necessary services as described in this RFP. The Offeror shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the County of Louisa. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Each copy of the proposal should be bound with all documentation in a single volume where practical.

Responses must, in any event, contain the following information and be organized into separate chapters and sections as described in section III. B.

4. Proposals shall be signed by the authorized representative of the Offeror.

5. Proposals should be prepared simply and economically, providing a straightforward, concise, detailed description of capabilities to satisfy the requirements of the RFP.

6. All expenses for making proposals to the County shall be incurred by the Offeror.

7. Offeror must be authorized to transact business in Virginia as a domestic or foreign business entity as required by the State Corporation Commission, if such is required by law. Such status shall be maintained during the term of a contract. A contract entered into by a business in violation of the requirements is voidable at the option of the public body.

8. Proposers are reminded that changes to the RFP, in the form of addenda, are often issued between the issue date and within 5 days of the due date of the solicitation. All addenda must be acknowledged on the RFP Title Page. Notice of addenda will be posted on eVA and on the County of Louisa procurement page https://www.louisacounty.gov/Bids.aspx. It is the proposer’s responsibility to monitor the webpage for the most current addenda.

mailto:smassie@louisacounty.gov https://www.louisacounty.gov/Bids.aspx

B. PROPOSAL SUBMISSION: The following documents must be received in our office via hard copy AND electronic copy (emails are not permissible – please send an electronic version such as a CD or flash drive with your hard copy) no later than the closing date and time stated below

(Note: a hard copy and electronic copy must both be received by the closing date. If one or the other is not received, your proposal will be deemed late and not be considered): (

If submitting through eVA, the Virginia e-procurement website, only an electronic copy is required.

1. Your original proposal. If applicable, please also include a redacted copy which does not include trade secrets or proprietary information.

2. Signed original of the completed Request for Proposal Title Page.

3. Signed Appendix A “County of Louisa, Virginia Standard Terms and Conditions.”

4. A list of client references of similar service contracts, including at least three (3) customers.

These references must include name, address, and telephone number.

5. A certificate of insurance for all required coverages endorsing the County of Louisa to the insurance policy as an additional insured.

6. A copy of any applicable Federal, State, or Local license required to legally perform the service, or sell the goods specified in the RFP shall be attached to the proposal.

7. If submitting electronically through eVA, One (1) electronic document in WORD format or searchable PDF of the entire proposal as one document, INCLUDING ALL

ATTACHMENTS must be uploaded through the eVA online submission portal.

9. Should the proposal contain proprietary information, provide one (1) redacted electronic copy of the proposal and attachments with proprietary portions removed or blacked out.

This redacted copy should follow the same upload procedures as described on item III. B. of this RFP. This redacted copy should be clearly marked “Redacted Copy” within the name of the document. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. Louisa County shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy.

The Bid Form, the bid security, if any, and any other documents required, shall be enclosed in a sealed opaque envelope. Any notation or notations on the exterior of the envelope purporting to alter, amend, modify, or revise the proposal contained within the envelope shall be of no effect and shall be disregarded.

The RFP number and closing date must be clearly marked on the outside of the sealed envelope. Each sealed envelope containing a Proposal must be plainly marked on the outside as follows:

1. Pest Control & Inspection Services

2. RFP# GS-26-13

3. Name of the Proposer

4. Address of the Proposer

5. Due Date and Time: 7/23/26 @ 3:30 p.m.

6. A Statement reading “This container is not to be opened prior to the Due Date and Time.”

Should any Proposal be received which is not so identified, the proposer assumes the risk that the submission will be opened prior to the Proposal Due Date. Proposals so opened shall be disqualified.

This solicitation will close on July 23, 2026 at 3:30 p.m., local time prevailing.

Return the proposal to:

Mail to: (US Mail) or Hand Delivery (FEDEX, UPS, etc.)

County of Louisa County of Louisa

1Woolfolk Avenue Louisa County Administration Building

Suite 304 Finance Department, 2nd Floor

Louisa, VA 23093 1 Woolfolk Avenue, Suite 304

Attn: Sam Massie Louisa, VA 23093

(540) 967-3404 Attn: Sam Massie

C. SUBMISSION OF PROPRIETARY INFORMATION: All information submitted to the County in response to this solicitation will constitute public information and will be available to the public for inspection upon request pursuant to the Virginia Freedom of

Information Act (FOIA).

Pursuant to Virginia Code Section 2.2-4342 and County of Louisa Code Section 60-24, a

Proposer/Offeror may request an exception to disclosure for trade secrets or proprietary information as such is defined under Virginia Code Section 59.1-336, part of the Uniform

Trade Secrets Act.

In order to claim this exemption, the Proposer/Offeror shall perform ALL of the following: (i) include a written request indicating Proposer/Offeror’s desire to invoke the protections of Virginia Code Section 2.2-4342 with submitted proposal materials/data;

(ii) specifically identify the data or other materials to be protected by clearly labeling each page containing applicable data as PROPRIETARY; and (iii) to the County’s satisfaction, articulate the rationale for why protection for the particular data or materials is necessary. The classification of an entire bid or proposal document, line item prices and/or total bid or proposal prices as proprietary or trade secrets is not acceptable.

Without waiving sovereign immunity or any other available defenses, the County asserts that failure to meet all of these requirements will result in the data or materials being open for inspection in response to a valid inquiry under FOIA and will serve to waive any right of the Proposer/Offeror to assert a claim against the County for disclosure of trade secrets or proprietary information.

Proposer/Offeror shall be responsible for intervening and defending, at its expense, any demands made upon the County by third parties for production of any such items.

D. RECEIPT OF PROPOSALS/LATE PROPOSALS: It is the Offerors responsibility to ensure that his/her proposal is received prior to or at the specific time and the place designated in the solicitation. Proposals received after the date and time specified shall not be considered.

Proposals shall be addressed as indicated in the Advertisement for Proposals and shall be delivered, enclosed in a sealed envelope, marked "Proposal" and bearing the title of the work, name of the offeror, and the contractor’s license number of the offeror. Offerors shall clearly mark on the outside of the bid envelope which contract(s) they are bidding.

No responsibility will be attached to any County personnel for the premature opening of a proposal not properly addressed and identified on the outside of a sealed envelope.

E. COOPERATIVE PROCUREMENT:

1. This procurement is being conducted on behalf of Louisa County, Virginia and other public bodies in accordance with the provisions of §2.2-4304 of the Virginia

Public Procurement Act.

2. If approved by the Contractor, the contract resulting from this procurement may be used by other public bodies to purchase at contract prices and in accordance with the contract terms. The Contractor shall deal directly with any public body it approves to use the contract.

3. With the approval of the Contractor, any public body using the resultant contract has the option of executing a separate contract with the Contractor to add terms and conditions required by statute, ordinances, or regulations, or to remove terms and conditions which conflict with its governing statutes, ordinances, or regulations. If, when preparing such a contract, the general terms and conditions of a public body are unacceptable to the Contractor, the Contractor may withdraw its extension of the award to that public body.

4. The County of Louisa, its officials and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the Contractor and any other public bodies, and in no event shall the

County, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of a Louisa County contract.

5. It is the Contractors responsibility to notify other public body(s) of the availability of the contract(s).

IV. PROPOSAL EVALUATION PROCESS:

The County of Louisa shall appoint a Selection Committee to review and evaluate all proposals submitted by Offerors responding to this RFP. The proposals will be evaluated and ranked based on the Evaluation Criteria listed in Section V. The County of Louisa may ask top ranked

Offerors to attend a presentation discussion or schedule an interview with offerors as part of the evaluation process. Firms invited to the discussion should be prepared to have general discussions on non-binding estimates of cost to provide requested services. At the conclusion of the evaluation process, the County will select one or more firms with whom final negotiations will be conducted in an effort to obtain a contract.

V. PROPOSAL EVALUATION CRITERIA

The respondents will be evaluated on the following criteria:

20 Points - Ability to respond to work requirements set forth in the Proposal Documents;

15 Points - Prior satisfactory experience in utility service contracts;

15 Points - Costs for providing the requested services;

15 Points - Quality and timeliness of work performed;

15 Points - Current level of experience of firm’s personnel;

10 Points - Firm’s financial stability;

10 Points - Ability to perform the specified work under minimum supervision;

The selection process shall be governed by and completed in accordance with the Louisa

County Procurement Ordinance. If any provision of this Request for Proposal shall be found to be inconsistent or in conflict with such policy, the terms of the ordinance shall govern.

The County of Louisa reserves the right to reject any or all proposals.

The County reserves the right to evaluate any sources of information available on a potential vendor.

VI. COUNTY OF LOUISA STANDARD TERMS AND CONDITIONS

See Appendix A. Louisa County does not accept changes to the County of Louisa, Virginia

Standard Terms and Conditions, and any attempt by the Offeror to make such changes is in itself reason for a proposal to be declared as non-responsive to the RFP and rejected by the

County.

VII. PRICING SCHEDULE

See Appendix B.

APPENDIX A

COUNTY OF LOUISA, VIRGINIA

STANDARD TERMS AND CONDITIONS

1. General Provisions

1.1 Unless otherwise agreed to in a writing signed by the County Administrator for Louisa County, and approved as to form by the Louisa County Attorney, these Standard Terms and Conditions apply to and govern all purchases, regardless of the type of goods or services purchased, by the County of

Louisa, Virginia (the “County”) from ___________________________ (the

“Vendor”).

2. Definitions

2.1 “Solicitation” means the vehicle by which the County solicited pricing, and if applicable other terms, by which it could acquire goods or services from

Vendor, regardless of whether the vehicle was an Invitation for Bid, Request for Proposal, Request for Quote, telephone quote or any other means permissible under the Louisa County Code or Virginia law.

2.2 “Contract Documents” means all documents that constitute any legal and binding agreement between the Vendor and the County, including these

Standard Terms and Conditions.

2.3 “Contract Period” means the time period from the time that Vendor first becomes legally bound to provide goods or services to the County in response to a Solicitation until all of Vendor’s contractual obligations to the County, arising out the Solicitation, cease.

2.4 “Obligations” means any and all legal obligations of Vendor under any

Contract Documents.

3. Laws of the Commonwealth

3.1 The Contract Documents shall be governed in all respects whether as to validity, construction, performance, or otherwise by the laws of the

Commonwealth of Virginia and the Louisa County Code. Vendor represents and warrants to the County that during the Contract Period it:

a) Will comply and conform with the provisions of the Civil Rights Act of 1964, as amended, the Virginia Fair Employment Contracting Act of 1975, as amended, and the Virginia Human Rights Act, as amended, where applicable;

b) Not employ illegal alien workers or otherwise violate the provisions of the Immigration Reform and Control Act of 1986; and

c) Comply with all federal, state and local laws and regulations applicable to the performance of the services procured.

4. Louisa County Policies

4.1 In every contract of over $10,000, the Vendor agrees during the Contract

Period that Vendor:

a) Will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or 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 Vendor; and

b) Will post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause; and

c) Will state that the Vendor is an equal opportunity employer in all solicitations or advertisements for employees placed by or on behalf of the Vendor to perform under the Contract Documents. All 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; and

d) Will include the provisions of the foregoing subparagraphs in every subcontract or purchase order exceeding $10,000 issued by Vendor in order to fulfill its Obligations, so that the provisions will be binding upon each subcontractor or vendor employed by Vendor.

4.2 In every contract of over $10,000, the Vendor agrees during the Contract

Period the Vendor shall:

a) Provide a drug-free workplace for its employees;

b) Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in its workplace and specify the actions which will be taken against any employee for a violation;

c) State in all of its solicitations or advertisements for employees that the

Vendor maintains a drug-free workplace; and

d) Include the provisions of this sub-paragraph in every subcontract or purchase order of over $10,000, so that said provisions shall be binding upon each subcontractor or subvendor.

e) For purposes of this sub-paragraph, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a Vendor under a Solicitation and in accordance with the Virginia Public Procurement Act and/or the Louisa County

Code.

f) In addition to the provisions contained herein, the Vendor shall comply with the federal Drug Free Workplace Act.

4.3 Pursuant to Section 2.2-4343.1 of the Code of Virginia and Section 60-25 of the Louisa County Code, in all Solicitations, contracts, and purchase orders, the County does not discriminate against faith-based organizations.

a) "Faith-based Organization" means a religious organization that is or applies to be a Vendor to provide goods or services for programs funded by the block grant provided pursuant to the Personal

Responsibility and Work Opportunity Reconciliation Act of 1996, P.L.

104-193.

b) If Vendor is a faith-based organization, then Vendor shall give to each individual who applies for or receives goods, services, or disbursements provided pursuant to this Agreement the following notice in bold-face type:

NOTICE

Neither the County's selection of a charitable or faith-based provider of services nor the expenditure of funds under this contract is an endorsement of the provider's charitable or religious character, practices, or expression. No provider of services may discriminate against you on the basis of religion, a religious belief, or your refusal to actively participate in a religious practice. If you object to a particular provider because of its religious character, you may request assignment to a different provider. If you believe that your rights have been violated, please discuss the complaint with your provider or notify the appropriate person as indicated in this form.

5. Certifications

5.1 The Vendor certifies that Vendor’s response to the Solicitation:

a) Has been prepared without prior participation, understanding, agreement, or connection with any corporation, firm or other person that is also submitting a bid/offer in response to the same Solicitation;

b) Is in all respects fair, without misrepresentations of fact, and free from collusion or fraud;

c) Is in full compliance with the Virginia Conflicts of Interest Act;

d) Is or is intended to be competitive and free from any collusion with any person, firm or corporation; and

e) Has been prepared without the benefit of being provided information not available to the general public, or other potential bidders, such as insider information known to County employees or other sources which may have gained such information from interaction with County employees.

5.2 The Vendor has not offered or received any kickback from any other bidder or vendor, supplier, manufacturer, or subcontractor in connection with the bid/offer on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged. Further, no person shall demand or receive any payment, loan, subscription, advance, and deposit of money, services or anything of value in return for an agreement not to compete on a public contract;

5.3 The Vendor is not a party to nor has he participated in nor is obligated or otherwise bound by agreement, arrangement or other understanding with any person, firm or corporation relating to the exchange of information concerning bids, prices, terms or condition upon which the contract resulting from the acceptance of his bid proposal is to be performed;

5.4 The Vendor understands that collusive bidding is a violation of the Virginia

Governmental Frauds Act and federal Law, and can result in fines, prison sentences, and civil damage awards and agrees to abide by all conditions of this proposal; and

5.5 Neither Vendor, Vendor’s subcontractors, nor any person acting on Vendor’s behalf, have conferred, or will confer, on any public employee having official responsibility for a 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 is exchanged.

6. Warranties

6.1 The Vendor represents and warrants that it has the requisite experience, skills, capabilities, and manpower to perform the Obligations in a good and workmanlike fashion, that it is a legal business entity chartered or authorized to do business in Virginia having all necessary licenses required by law, that the person signing any of the Contract Documents has been fully authorized to do so, and his signature will legally bind the Vendor to perform its

Obligations. Any goods or services furnished by the Vendor under the

Contract Documents shall be covered by the most favorable warranties provided by the Vendor to any customer, but in no event shall such warranty be less than one (1) year from date of completion of services or sale of goods, as applicable.

6.2 Vendor warrants to the County that all materials and equipment furnished shall be new, unless otherwise specified, and that Vendor’s Work shall be of good quality, free from faults and defects and in strict conformance with the

Contract Documents. All materials and work not conforming to these requirements, including substitutions not properly approved and authorized, may be considered defective. This warranty shall be in addition to, and not in limitation of, any other warranty or remedy required by law or by the Contract

Documents.

6.3 The Vendor agrees that if warranties set forth in the Contract Documents are in any respect breached, the Vendor will pay to the County the full contract price agreed to by the County to be paid for the supplies, materials, equipment or services furnished under the bid or proposal. These rights and remedies are in addition to and do not limit those rights and remedies otherwise available to the County.

7. Modifications, Additions or Changes

7.1 Modifications, additions or changes to these terms and conditions may not be made except in writing and agreed to by the County. No fixed priced contract may be increased by more than twenty-five (25) percent of the amount of the contract or $50,000, whichever is greater, without the approval of the County.

The amount of any contract may not be increased for any purpose without adequate consideration provided to the County.

8. Procurement Code

8.1 Solicitations are subject to Chapter 60 of the Louisa County Code and any revisions, thereto, which are hereby incorporated into this contract in their entirety. ANY SOLICITATION OR CONTRACT DOCUMENTS THAT

ARE ISSUED, REQUESTED OR EXECUTED IN VIOLATION OF

LOUISA COUNTY CODE OR VIRGINIA LAW ARE VOID AB INTIO,

AND ARE OF NO EFFECT, REGARDLESS OF WHETHER ANY

PURCHASE HAS BEEN MADE UNDER THE CONTRACT

DOCUMENTS AND IRRESPECTIVE OF THE AMOUNT OR

LENGTH OF VENDOR’S PERFORMANCE UNDER THE

CONTRACT DOCUMENTS. A current copy of the Louisa County Code is available at www.municode.com or for viewing at the Louisa County administration building during normal business hours.

9. Bid Acceptance Period

9.1 Any bid in response to a Solicitation shall be valid for 60 days. At the end of the 60 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 cancelled.

10. Indemnification

10.1 The Vendor agrees to indemnify, defend and hold harmless the County and its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by (i) the use of any materials, goods, or equipment of any kind or nature furnished by the Vendor; (ii) any services of any kind or nature provided by the Vendor; or

(iii) Vendor’s performance of its Obligations, provided that such liability is not attributable to the sole negligence on the part of the County.

11. Assignment

11.1 Neither the Obligations nor the Contract Documents may be assigned, sublet, or transferred, in whole or in part, without the written consent of the County.

12. Audit

12.1 The Vendor hereby agrees to retain all books, records, and other documents relative to Vendor’s Obligations and the Contract Documents for five (5) years after final payment or after all other pending matters are closed, whichever is longer. The County and its authorized agents, state auditors, the grantor of the funds to the County, the Comptroller of Virginia or of the

United States, or any of their duly authorized representatives shall have access to any such books, documents, papers and records of the Vendor for the purpose of making audits, examinations, excerpts or transcriptions.

13. Ownership of Documents

13.1 Any reports, studies, photographs, negatives, or other documents prepared by

Vendor in the performance of its Obligations shall be remitted to the County by the Vendor, without demand therefore, upon the earliest of (i) completion of its Obligations; (ii) completion of the Contract Period; or (iii) termination, cancellation or expiration of the Contract Documents. Vendor shall not use, willingly allow or cause to have such materials used for any purpose other than performance of the Obligations without the prior written consent of the

County. The County shall own the intellectual property rights to all materials produced under this Agreement.

14. Payment and Performance Bond

14.1 If Vendor’s Obligations include construction, the amount of which exceeds

$100,000, the Vendor shall furnish to the County the bonds required under

Section 60-21 of the Louisa County Code and shall otherwise fully comply with the requirements of such sections of the Code. The County reserves the right to require payment and/or performance bonds in the amount of the

Obligations for any other projects, goods or services, whether or not required by such sections of the Code.

15. Required Payment

15.1 The Vendor covenants and agrees to:

a) Within seven (7) days after receipt of any amounts paid to the Vendor under the Agreement,

b) pay any subcontractor for its proportionate share of the total payment received from the County attributable to the work under the

Agreement performed by such subcontractor, or

c) notify the County and the subcontractor, in writing, of its intention to withhold all or a part of the subcontractor’s payment and the reason therefore.

15.2 Vendor agrees to provide its federal employer identification number or social security number, as applicable, as a condition precedent to the County being required to make any payment to the Vendor under the Contract Documents.

15.3. Vendor agrees to pay interest at the legal rate or such other rate as may be agreed to in writing by the subcontractor and the Vendor on all amounts owed by the Vendor that remain unpaid after seven (7) days following receipt by the

Vendor of payment from the County for work performed by the subcontractor in furtherance of Vendor meeting its Obligations to the County, except for amounts withheld pursuant to subparagraph 15.1(c) above.

15.4 Vendor agrees to include in its contracts with any and all subcontractors the requirements of 15.1(a), 15.1(b), and 15.1(c) above.

16. Liability Coverage

16.1 Unless otherwise expressly excepted in the Solicitation documents prepared by the County, the Vendor shall take out and maintain during the Contract

Period such bodily injury, liability and property damage liability insurance as shall protect it and the County from claims for damages for personal injury, including death, as well as from claims for property damage, which could arise from Vendor’s performance of its…