834248genFluv.pdf

COUNTY OF FLUVANNA, VIRGINIA

Invitation for Bid (IFB) #2026-01

FORK UNION COMMUNITY CENTER GENERATOR PROJECT

Issue Date: July 17, 2026

Due Date: August 4, 2026 at 2 p.m. EST

Procurement Contact:

County of Fluvanna Linda Mills, Purchasing Officer 132 Main Street P.O. Box 540 Palmyra, VA 22963 Ph: (434) 591-1930 x1124 Email: lmills@fluvannacounty.org

All sealed Bids shall be turned in no later 2:00 p.m. EST on August 4, 2026.

• Bids shall be submitted by either a sealed envelope, plainly marked “Fork Union Community Center Generator Project” and/or uploaded electronically to eVA, Virginia’s eProcurement Marketplace www.eva.virginia.gov (“eVA”).

• Electronic Bids will only be accepted by uploading documents to eVA Virginia’s Marketplace eVA - Virginia's eProcurement Marketplace - eVA

• All Bids that are delivered via mail or are hand delivered must be addressed to the “Procurement Contact” listed above.

• Any Bids sent in via facsimile, telephone, or email shall not be considered.

• Any Bids that are turned in late will be rejected and returned unopened.

• Bid documents can be downloaded by clicking on the following link: Bids and RFPs | Fluvanna County Virginia.

mailto:lmills@fluvannacounty.org https://eva.virginia.gov/index.html https://eva.virginia.gov/index.html https://www.fluvannacounty.org/rfps https://www.fluvannacounty.org/rfps

1. PURPOSE

A. By this Invitation for Bids (“IFB”), Fluvanna County (herein referred to interchangeably as the “County” or “Owner”) is seeking competitive sealed bids from qualified licensed contractors (herein referred to interchangeably as “Offeror” or “Bidder”) to establish a firm fixed price contract with the Offeror to furnish, deliver, supply, and install all necessary labor and materials associated with the completion of any and all necessary or appropriate associated work with installing a generator and transfer switch at the Fork Union Community Center (“Center”) in accordance with the plans, specifications, terms and conditions stated herein.

2. BACKGROUND

A. The Fork Union Community Center was built in 1941 as the Fork Union School. The center was renovated in 2016 with a square footage of 12,334. The center now serves as an adult community center for Fluvanna County and houses offices for the Parks and Recreation department, Virginia Cooperative Extension, Fluvanna Commercial Kitchen and a satellite office for the Fluvanna-Louisa Housing Foundation. The building is located at 5725 James Madison Hwy., Fork Union VA 23055.

3. SCOPE OF SERVICES

A. Offeror shall provide, furnish, deliver, supply, and install all necessary or appropriate labor, services, parts, tools, materials, equipment, items and resources as may be required to complete the Transitional Shelter generator project (“Project”). The Project will need to be a turn key including ordering generator, delivery and placement of unit, concrete pad, requests for building code inspections (Public Works will request permit at no cost to contractor), all electrical including VA 811 ticket, Dominion Power downtime scheduling, trench digging, conduit bury, recovering and seeding, wire terminations, testing and operational training for County staff. The Project shall include at minimum, but is not limited to, all of the following:

1. Rehlko Generator 230 Kw or sized to provide for building need requirements.

2. Rehlko 800 amp generator transfer switch matched to building needs.

3. 96 hour (4 days) run time tank at 50% load.

4. Five year comprehensive warranty.

5. Block heater.

6. Form and pour concrete pad for generator placement.

7. Battery charge maintainer for non-operational hours.

8. Diesel fuel only.

B. Completion Time: The resulting Contract will have a 120 consecutive calendar day schedule for substantial completion after the date established in a written Notice to Proceed.

4. WORK PERFORMED BY THE OWNER

Fluvanna County Public Works will request building permits at no cost to contractor.

5. CONTRACTOR AND SUBCONTRACTOR MINIMUM REQUIREMENTS

A. The Contractor should have, at a minimum, a current Class “A” Contractor’s license as issued by the Commonwealth of Virginia Board of Contractors, Department of Professional and Occupational Regulation.

B. All subcontractors shall possess the appropriate contractor’s license(s) with the specific specialty services as recognized by the Virginia Board for Contractors, Department of Professional and Occupational Regulation to perform electrical and any other services required for the Project.

C. The Contractor shall be responsible for providing quality services required for the performance of the Project in accordance with best industry standards, plans, directions and instruction as provided hereunder and in any resulting Contract.

D. All equipment, materials, and installation work provided as a part of the Project shall conform to the Virginia Code, Virginia Uniform Statewide Building Codes, National Electrical Code, OSHA, and the specifications of this IFB.

E. Contractor(s) shall warrant, replace, or repair any defective product, materials, installation or services for a minimum of five years from County’s acceptance of any work or services hereunder at no additional cost. County shall be deemed to have accepted services hereunder only after receipt of a proper and detailed invoice from Contractor for all of the work and payment by the County to Contractor in full on such invoice.

F. Debarment Certification: By signing the Pricing Page (Attachment E) contained in the IFB, bidders are certifying that bidder is not currently debarred by any local or state government or the federal government. Bidders shall provide in their bid documentation related to all debarments that occurred within the last ten (10) years.

6. PRE-BID CONFERENCE

A. A -mandatory pre-bid conference will be held on July 23, 2026, at 10 a.m. at the Fork Union Community Center, 5725 James Madison Hwy., Fork Union Virginia 23055.

7. BID PREPARATION

The County will follow the evaluation process and selection criteria described in this Invitation for Bid. In order to provide each Offeror an equal opportunity for consideration, adherence to a standardized Bid format is required. The format of each Bid must contain the following elements organized into separate chapters and sections, as the Offeror may deem appropriate. The following paragraphs provide guidelines to each Offeror for information to include in the Bid:

A. Cover Letter - Provide a cover letter that confirms the Offeror's understanding of this Invitation for Bid, an overview of the history and qualifications of the firm.

B. Forms - All forms required to be submitted under this IFB must be included in the Bid as an Appendix.

1. Certificate of No Collusion

2. Offeror Statement

3. Proof of Authority to Transact Business in Virginia

4. Bid Form

C. Qualifications - Statement of qualifications with any additional information that the Offeror considers pertinent to its qualifications for the Project and which respond fully to the Scope of Work described herein. “Additional Information” is defined as:

1. Licenses to conduct services required by applicable law; and

2. Specify any additional individuals who will be assigned to the contract, the level of their experience including credentials, related experience/work history, training, and education.

D. Proposed Subcontractors - The Offeror shall clearly state whether it is proposing to subcontract any of the work herein. The names of all proposed subcontractors shall be provided. By proposing such firm(s) or individuals, the Offeror assumes full liability for the subcontractor’s performance. The Offeror shall state the amount of previous work experience with the subcontractor(s).

E. Representative Projects – This section of the Offeror’s Bid should list and describe representative clients currently serviced, focusing on services provided to other Virginia agencies, localities, and public bodies that meets the minimum requirements outlined in Section 7(C) of this IFB. Describe the local office experience including the project name and location, brief description of the project, description of the scope of services provided, and principal contact person. The Offeror must include a description of every project it has worked on in the last two (2) years for the Commonwealth of Virginia (including any department or agency thereof) or a Virginia public body, and Offeror must include the client’s name, a contact point for client, and a brief description of the type of services provided.

F. Client References - Offerors shall provide a minimum of four (4) client references that are similar in size and scope to the County’s project that have utilized their services. Client reference information must include the date of services, length of services, and a point of contact.

G. Other - The County is not responsible for failure to locate, consider, and evaluate qualification factors presented outside this format.

H. Incurred Expenses - The County will not be liable for any cost incurred by Offerors in preparing and submitting Bids. Offerors may not collect Bid preparation charges from the County of Fluvanna as a result of cancellation of this IFB.

I. Addenda - Return the IFB cover sheet and all addenda acknowledgments, if any, signed and filled out as required. By submitting a Bid Offerors certify that all information provided in response to this IFB is true and accurate.

8. SUBMITTAL INSTRUCTIONS

A. Bids shall be submitted no later than 2:00 p.m. local time on August 4, 2026, in a sealed envelope, plainly marked “Fork Union Community Center Generator Project,” and/or uploaded electronically to eVA, Virginia’s eProcurement Marketplace at www.eva.virginia.gov (“eVA”). If the Bidder is not uploading electronically to eVA, each Bidder must submit one (1) hard copy original and one (1) electronic copy of its bid documents on USB flash drive. It is the responsibility of the Offeror if submitting electronically to confirm the attachments have been properly uploaded.

B. All forms attached to this IFB must be fully completed, executed by the Offeror and returned as a part of Offer’s Bid.

C. Oral Bids, Bids received by telephone, fax, or email shall be rejected. Any Bids that are turned in late will be rejected and returned unopened.

D. An authorized representative of the Offeror shall sign Bids. All information requested should be submitted. Failure to submit all information requested may result in the County requiring prompt submission of missing information and/or giving a lowered evaluation of the Bid. Bids which are incomplete or lack information may be rejected by the County in its reasonable discretion as non-responsive.

E. Bids should be organized in the order in which the requirements are presented in the IFB. All pages of the Bid should be numbered. Each paragraph in the Bid should reference the paragraph of the corresponding section of the IFB. It is also helpful to repeat the text of the requirement as it appears in the IFB.

9. GENERAL INSTRUCTIONS

A. IFB Response: In order to be considered for selection, interested parties must submit a complete response to this IFB. Failure to comply with all criteria listed herein may be cause to reject an Offeror’s Bid.

B. IFB Questions: Any inquiries or requests for clarification or additional information must be delivered in writing (via email) to the County no later than July 27, 2026, by 10:00 a.m. to the following email http://www.eva.virginia.gov/ address: lmills@fluvannacounty.org. All inquiries will be answered via an addendum, posted to eVA and the County website by July 29, 2026 at 10:00 a.m. Should a Bidder find discrepancies in the plans and/or specifications or be in doubt as to the meaning or intent of any part thereof, the Bidder must request clarification from the County in writing by the deadline stated herein. Failure to request such a clarification is a waiver of any claim by the Bidder for additional expenses because its interpretation was different than the County’s interpretation.

C. Ownership of Bids: Ownership of all data, materials, and documentation originated and prepared for the County pursuant to the IFB shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia Freedom of Information Act (“FOIA”). Any proprietary or trade secrets material submitted must be identified as such prior to disclosure to the County, and must indicate the specific words, figures, or paragraphs specifically, and with a reason why such material is proprietary or a trade secret under Virginia law in strict conformance with Virginia Code 2.2-4342 and FOIA. Any classification not made in strict conformance with the requirements of Virginia Code or not meeting the definition of a “trade secret” or “proprietary” shall be ineffective and such information shall not be held confidential and shall be subject to public inspection. The classification of an entire Bid document is not acceptable, will not be honored and may result in rejection and return of the Bid.

D. Bid Bond:

i. A Bid must be accompanied by Bid security in an amount of 5 percent of Bidder’s maximum Bid price and in the form of Bid bond insuring the Owner (on the form attached as Exhibit 2 issued by a surety meeting the requirements of the terms and conditions defined herein and Virginia law).

ii. The Bid security of the Successful Bidder will be retained until such Bidder has executed the Contract Documents, furnished the required contract security, and met the other conditions of the Notice of Award, whereupon the Bid security will be returned. If the Successful Bidder fails to execute and deliver the Contract Documents and furnish the required contract security within fifteen (15) days after the Notice of Award, Owner may consider Bidder to be in default, annul the Notice of Award, and the Bid security of that Bidder will be forfeited. Such forfeiture shall be Owner’s exclusive remedy if Bidder defaults. The Bid security of other Bidders whom Owner believes to have a reasonable chance of receiving the award may be retained by Owner until the earlier of seven days after the Effective Date of the Agreement or sixty-one (61) days after the Bid opening, whereupon Bid security furnished by such Bidders will be returned.

iii. Bid security of other Bidders whom Owner believes do not have a reasonable chance of receiving the award will be returned within seven days after the Bid opening.

10. AWARD OF CONTRACT

A. The contract will be awarded to the lowest responsible and responsive Bidder whose Bid, conforming to this IFB, is most advantageous to the County, considering price and any other evaluation criteria set forth in the bid documents and consistent with the Virginia Procurement Act, the County’s Code, the County’s Procurement Policies and Procedures, and other applicable law. Nothing herein requires that the County complete this work and the County may determine not to award any Contract pursuant to this IFB in its sole discretion for any reason or no reason at all.

B. The County of Fluvanna may cancel this Invitation for Bid or reject Bids at any time prior to an award, and is not required to furnish a statement of the reason why a particular Bid was not deemed to be the most advantageous (Section 2.2-4359(D) Code of Virginia). The award document will be a contract incorporating by reference all requirements, terms, and conditions of the solicitation and the Offeror’s Bid as negotiated.

C. The County may choose not to award a contract or Notice to Proceed for any or all work described mailto:lmills@fluvannacounty.org herein.

D. Contract Documents: The contract between the County and the winning Bidder will consist of this IFB, all addenda and the standard contract which is attached hereto as Exhibit 1.

E. Performance and Payment Bond Required: Consistent with Virginia Code Section 2.2-4337, prior to execution of any contract the County will require the winning Bidder to deliver a performance and payment bond in an amount equal to the contract price from an insurer licensed in Virginia.

1. Bond Forms. The form of bonds which will be required of a Contractor awarded work on the Project are attached hereto as Exhibit 2.

11. TERMS

A. The County’s General Terms, Conditions, and Instructions to Bidders and Contractors are attached hereto as Exhibit 3 and incorporated herein by reference as Appendix I and are a material part hereof.

To the extent permitted by Applicable Law, these provisions bind all Offerors. Further, the conditions and requirements of this IFB, including, but not limited to, County’s General Terms, Conditions, and Instructions to Bidders and Contractors, are a material part of any contract awarded between the County and the successful Offeror(s).

VENDOR DATA SHEET

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

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

2. Vendor’s Primary Contact:

Name: Phone:

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

Years Months

4. Vendor Information:

FIN or FEI Number: If Company, Corporation, or Partnership

5. Indicate below a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact.

Company: Contact:

Phone: Email:

Dates of Service: $$ Value:

Dates of Service: $$ Value:

I certify the accuracy of this information.

Signed: Title:

Date:

PLEASE RETURN THIS PAGE

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

THIS FORM MUST BE SUBMITTED WITH YOUR BID. FAILURE TO INCLUDE THIS FORM MAY RESULT IN

REJECTION OF YOUR BID.

Pursuant to Virginia Code §2.2-4311.2, an Offeror/Bidder organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its Bid the identification number issued to it by the State Corporation Commission (“SCC”). Any Offeror/Bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its Bid a statement describing why the Offeror/Bidder is not required to be so authorized. Any Offeror/Bidder described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the County Administrator, as applicable. If this quote for goods or services is accepted by the County of Fluvanna, Virginia, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met.

Please complete the following by checking the appropriate line that applies and providing the requested information. PLEASE NOTE: The SCC number is NOT your federal ID number or business license number.

A._____ Offeror/Bidder is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such vendor’s Identification Number issued to it by the SCC is __________________.

B._____ Offeror/Bidder is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such vendor’s Identification Number issued to it by the SCC is __________________.

C._____ Offeror/Bidder does not have an Identification Number issued to it by the SCC and such vendor is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets if you need to explain why such Offeror/Bidder is not required to be authorized to transact business in Virginia.

Legal Name of Company (as listed on W-9) _________________________________________

Legal Name of Offeror/Bidder _____________________________________________________

Date __________________

Authorized Signature ______________________________________________________

Print or Type Name and Title ______________________________________________________

PLEASE RETURN THIS PAGE WITH BID SUBMISSION – [REQUIRED]

CERTIFICATION OF NO COLLUSION

The undersigned, acting on behalf of ___________________________, does hereby certify in connection with the procurement and Bid to which this Certificate of No Collusion is attached that:

This Bid is not the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce; nor is this Bid the result of, or affected by, any act of fraud punishable under Article 1.1 of Chapter 12 of Title 18.1 of the Code of Virginia, 1950, as amended (18.2-498.1 et seq.).

Respectfully submitted this _________ day of _____________________, 20____.

Complete if Bidder is an Entity:

WITNESS the following duly authorized signature and seal:

Name of Entity:____________________________

By:______________________________________(SEAL)

Signature Print Name:_______________________________

Print Title:________________________________

STATE OF ____________________________

COUNTY/CITY OF _______________________________, to-wit:

The foregoing instrument was acknowledged before me this day of ___________ (month), __________(year) by _________________________________________(Print Name), ____________________(Print Title) on behalf of _____________________________________ (Name of Entity).

[SEAL]

Notary Public My commission expires: __________________ Notary registration number: ______________

Complete if Bidder is a Sole Proprietor:

Witness the following signature and seal:

______________________________________(SEAL)

Signature Print Name:_______________________________

STATE OF ____________________________

COUNTY/CITY OF _______________________________, to-wit:

The foregoing instrument was acknowledged before me this day of ___________ (month), __________(year) by _________________________________________(Print Name), a sole proprietor.

[SEAL]

Notary Public My commission expires: __________________ Notary registration number: ______________

PLEASE RETURN THIS PAGE WITH BID SUBMISSION - [REQUIRED]

OFFEROR STATEMENT

The undersigned Bidder/Offeror (hereinafter “Bidder”) hereby certifies that the Bidder has carefully examined all instructions, plans, conditions, specifications, and other documents or items of this Invitation for Bid and hereby submits this Bid pursuant to such instructions, plans, conditions, specifications, and other documents or items. By submitting a Bid, the Bidder covenants and agrees that he has satisfied himself, from his own investigation of conditions to be met, that he fully understands his obligation and that he will not make any claim for, or have right to cancellation or relief from the resulting contract because of any misunderstanding or lack of information; certifies and warrants that the Bidder is properly licensed to provide the goods/services specified in the Invitation for Bid and has the appropriate License or Certificate and classification(s) required to perform the work included in the scope of the Bid documents, prior to submitting the Bid, in accordance with Title 54.1, Chapter 11 of the Code of Virginia. If a Bidder shall fail to obtain the required license prior to submission of his Bid, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his Bid will not be considered; Bidder further agrees that conditions herein have been carefully read and this Bid is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this Bid is accepted, to furnish all services agreed upon in strict accordance with the contract.

Complete if Bidder is an Entity: WITNESS the following duly authorized signature and seal:

Name of Entity:____________________________ By:______________________________________(SEAL) Signature Print Name:_______________________________ Print Title:________________________________

STATE OF ____________________________

COUNTY/CITY OF _______________________________, to-wit:

The foregoing instrument was acknowledged before me this day of ___________ (month), __________(year) by _________________________________________(Print Name), ____________________(Print Title) on behalf of _____________________________________ (Name of Entity).

[SEAL]

Notary Public

My commission expires:________________ Notary registration number: ______________

Complete if Bidder is a Sole Proprietor: Witness the following signature and seal:

______________________________________(SEAL)

Signature Print Name:_______________________________

STATE OF ____________________________

COUNTY/CITY OF _______________________________, to-wit:

The foregoing instrument was acknowledged before me this day of ___________ (month), __________(year) by _________________________________________(Print Name), a sole proprietor.

[SEAL]

Notary Public My commission expires:________________ Notary registration number: ______________

PLEASE RETURN THIS PAGE WITH BID SUBMISSION - [REQUIRED]

BID FORM

Bid Time: 2:00 P.M. EST Bid Due Date: August 4, 2026 Location: Fluvanna County Office 132 Main Street Palmyra, VA 22963

BID FROM:

BID TO: Fluvanna County, Virginia

PROJECT: Fork Union Community Center Generator Project

1. Having carefully examined the Contract Documents for this project, as well as the premises and all conditions affecting the proposed installation, the undersigned proposes to provide all labor, materials, services, taxes and equipment necessary for, or incidental to, the construction of the project in accordance with the Contract Documents within the time set forth, for the lump sum base bid of:

(Dollar amount is to be shown numerically)

2. The undersigned, in compliance with the Contract Documents for the construction of the above named project, does hereby declare:

a. That the undersigned understands that the Owner reserves the right to reject any and all bids and to waive any formality.

b. That, if awarded the Contract, the undersigned will enter into an Agreement, on a form identical to the form identified as Exhibit 1 and execute required performance and payment bonds within ten (10) days after receipt of the Intent to Award, will commence work within ten (10) days after the date of the Notice to Proceed, and will complete the Contract fully within the time for completion as indicated.

c. The undersigned further agrees that the bid security payable to Owner and accompanying this proposal shall become the property of the Owner as liquidated damages if the undersigned fails to execute the Contract or to deliver the required bonds to the Owner within ten (10) days from receipt of the Intent to Award as these acts constitute a breach of the Contractor’s duties.

d. That this bid may not be withdrawn for a period of sixty (60) days after the bid opening.

e. The names of subcontractors and the nature of the work to be performed by each one have been included on the Bid Form.

3. The following documents are attached to and made a condition of this Bid.

a. Certificate of No Collusion.

b. Offeror Statement

c. Proof of Authority to Transact Business in Virginia.

d. Bid security.

e. Listing of those Subcontractors indicated.

f. Listing of previous comparable projects (see Invitation for Bids Item 7(E)).

8. The undersigned acknowledges receipt of and inclusion as a part of the Contract Documents the following addenda:

No. Dated

No. Dated

No. Dated

LISTING OF SUBCONTRACTORS

IN THE EVENT THAT THE WORK LISTED IS BEING PERFORMED BY THE GENERAL CONTRACTOR AND NOT BY A

SUBCONTRACTOR, SO INDICATE

Indicate the Name(s) of each entity performing the listed work:

Name:____________________________________________________

Address:__________________________________________________

Respectfully Submitted:

Name of Bidder (Typed or Printed)

Address

BY: ____________________________________________________

(Signature and Title)

Contractor’s Joint Venture License Number(s) or Contractor’s License No.

Telephone Number Fax Number

Federal ID Number or Social Security Number

Date of Bid