839690monuFxbg.pdf

City of Fredericksburg

715 Princess Anne Street, Fredericksburg, VA 22401

REQUEST FOR QUOTATION (RFQ) #27-0022 Preservation and Restoration of the General Hugh Mercer Monument

Commodity Code: 91259 – Maintenance and Repair, Statues and Monuments Issue Date: August 24, 2026 • Due Date/Time: September 21, 2026 – 4:00 P.M. (ET)

Procurement Officer: Josh McCormack / E-mail Address: ljmccormack@fredericksburgva.gov Procurement Specialist: Rachel Jones / E-mail Address: rmjones@fredericksburgva.gov

PROPOSAL SUBMISSION: All quotes must be received by the date and time shown on the cover page of this solicitation at the following address. Any quotes received after the stated time and date will not be considered. Delivery address:

Josh McCormack, Procurement Manager, at ljmccormack@fredericksburgva.gov and Rachel Jones, Procurement Specialist at rmjones@fredericksburgva.gov

CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, then it is the Offeror’s responsibility to contact the Procurement Officer in writing, no later than September 11, 2026, 4:00 P.M. (EST). Oral requests for information will not be accepted. No further written inquiries will be accepted after this time. Any revisions to the solicitation will be made only by an addendum issued by the Procurement Officer. Any addenda, notifications, extensions, cancellations or changes will be posted prior to the due date and time on the City’s website at www.fredericksburgva.gov and the Commonwealth of Virginia procurement portal at www.eva.virginia.gov. No other notification will be provided. It is the responsibility of the prospective Offeror to obtain all current information.

Voluntary Pre-proposal meeting: September 8, 2026, 11:00 A.M. ET at the General Hugh Mercer Statue at the intersection of Fauquier St and Washington Ave in Fredericksburg, VA 22401.

PERIOD OF CONTRACT: From Award of Contract through December 1st 2026

The undersigned hereby offers and agrees to furnish all goods and/or services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

Company Name:

Email:

Address: Telephone:

City/State/ZIP Fax:

Signature: Cell:

Printed Name: UEI Number:

mailto:ljmccormack@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov http://www.fredericksburgva.gov/ http://www.eva.virginia.gov/

RFQ 26-0067 – Preservation and Restoration of the General Hugh Mercer Monument

Title: eVA Vendor ID:

Date:

Vendor SCC

ID:

Section I – Statement of Work

I. Purpose

The City of Fredericksburg requests assistance from a qualified and knowledgeable contractor to perform professional conservation, preservation, and restoration services for the General Hugh Mercer monument (bronze statue and stone base). The goal is to stabilize the materials, halt active deterioration, remove disfiguring corrosion and biological growth, and restore the visual integrity of the monument in accordance with the American Institute for Conservation (AIC) guidelines and the Secretary of the Interior’s Standards for the Treatment of Historic Properties.

II. Background

The General Hugh Mercer Monument was erected in 1906 by the U.S. Government. This bronze statue by Edward V. Valentine honors Hugh Mercer who, on the advice of Washington, opened an apothecary shop in Fredericksburg in 1761. Mercer was a general in the Revolutionary War and was killed at the Battle of Princeton on January 12, 1777. His grandson was Hugh Weedon Mercer, a Confederate general in the Civil War.

The monument is located on Washington Avenue, just down from Historic Kenmore, the home of George Washington’s sister Betty Lewis and her husband Fielding Lewis.

Further information on the City’s “General Hugh Mercer Monument” may be found here:

https://fxbg.com/attraction/general-hugh-mercer-monument/

III. Statement of Work

The Restoration Specialist shall provide all labor, materials, equipment, and supervision necessary to complete the following phases of work:

A. Phase 1: Pre-Treatment Assessment and Documentation

a. Photographic Documentation: Capture high-resolution, color digital photographs of the monument's existing condition prior to any intervention. Document overall views and detailed macro-shots of specific damage, corrosion, and biological growth.

b. Condition Assessment: Conduct a tactile and visual inspection to identify structural vulnerabilities, active bronze disease, failing mortar joints, and surface degradation.

c. Testing: Perform small-scale cleaning tests on discreet areas of the bronze and stone to determine the most effective and least aggressive cleaning agents and methods.

Alternative methods and materials may be submitted for approval.

https://fxbg.com/attraction/general-hugh-mercer-monument/

d. Artist Intent: Determine through inspection and historical research original shade of patina.

B. Phase 2: Bronze Statue Restoration

a. Surface Cleaning: Gently wash the bronze using a non-ionic detergent and low-pressure water (under 400 psi) with soft natural bristle brushes to remove superficial dirt, bird guano, and environmental pollutants.

b. Corrosion Removal: Remove loose, active corrosion and failing previous coatings. This must be done using gentle, localized mechanical methods (e.g., walnut shell micro-abrasion or specialized hand tools). Note: Stable, historical patina must be preserved.

c. Re-patination (if required): Spot-patinate areas of bare metal or visually disruptive, uneven corrosion to match the surrounding historical patina using cold or hot chemical treatments, neutralizing the surface afterward.

d. Protective Coating Application: Apply a protective coating with multiple coats of clear, microcrystalline conservation wax (e.g., Renaissance Wax or Bareco). Hand-buff to a uniform, satin finish that repels moisture and environmental contaminants.

C. Phase 3: Stone Base Restoration

a. Biological Growth Removal: Treat the stone base with an architectural biocide (e.g., D/2 Biological Solution) (quaternary ammonium solution with surfactants) to safely kill and remove lichen, algae, and moss. Agitate gently with soft brushes and rinse with low-pressure water (below 60 psi).

b. Stain Reduction: Apply localized poultices to draw out metallic or carbon staining, if present and visually disruptive.

c. Foundation: Inspect and perform foundation remediation where needed.

d. Masonry Repointing: Rake out failing, cracked, or inappropriate mortar joints (setting compound) by hand.

e. Joinery: Repoint joints using a custom-matched breathable lime-based mortar that matches the original in color, texture, and compressive strength. Do not use Portland cement. If needed, replace the failing Monument Setting Compound with a non-staining structural sealant (e.g., Pecora 895 NST) which allows for expansion and control joints.

f. Deteriorating Granite and Stone Repair: Gently remove spalling stone and use traditional means to remediate the deteriorating stone by hand. Inspect for chips, cracks, fissures and sprawling. Perform needed patching and dutchman repairs using US Dept Interior Best Practices, Lincoln Cathedral Conservancy Practices, Stone Carver Guild of North America Best Practices, and Natural Stone Institute recommendations.

D. Phase 4: Final Documentation and Maintenance Plan

a. Post-Treatment Photography: Capture high-resolution photographs mirroring the pre-treatment angles to document the completed work.

b. Final Report: Provide a comprehensive treatment report detailing all materials, chemicals, and methodologies used during the restoration.

c. Maintenance Plan: Deliver a long-term cyclical maintenance guide outlining routine cleaning procedures and inspection intervals to ensure the ongoing preservation of the monument.

IV. Standards and Compliance

a. All work must be supervised and performed by a Professional Associate, Professional

Stone Carvers Guild Practitioner, or Fellow of the American Institute for Conservation (AIC) specializing in objects or architectural conservation.

b. Any professional employed should submit an applicable resume to include five projects of similar scope performed in the last three years.

c. No abrasive blasting (e.g., sandblasting), acidic cleaners, or damaging power tools (e.g., wire wheels) are permitted on any part of the monument. In case of a complete restoration, more aggressive means should only be implemented by a professional restorationist experienced in the craft.

d. The Contractor must ensure all environmental and safety regulations are met, implementing proper scaffolding, public safety barriers, and chemical runoff collection.

V. Deliverables

a. Pre-Treatment Condition Report and Test Results

b. Completed Monument Restoration

c. Final Treatment Report and Maintenance Plan

1. Due 14 days following the physical completion of the project

Section II – Terms and Conditions

I. GENERAL TERMS AND CONDITIONS

These are mandatory and non-negotiable terms applicable to any contract awarded under this procurement.

A. Assignment. Contractor will not assign or otherwise transfer any of its rights, obligations, or interests in this contract without the written permission of the City.

B. Audit. Contractor will retain all records related to this contract for 5 years after final payment or until audited by the City, whichever comes first. The City may inspect these records upon reasonable notice to Contractor.

C. Authorization to do Business in Virginia. Contractor is authorized to do business in Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 of the Virginia Code. Contractor will not allow its existence to lapse or its certificate of authority or registration to do business in Virginia to be revoked or cancelled during the term of this contract.

D. Child Labor. Contractor agrees that there shall be no forced or indentured child labor in the performance of this contract, and that this prohibition be included on every subcontract or purchase order over $10,000 in value, so that this prohibition will be binding upon each subcontractor or vendor.

For the purpose of this contract provision, “forced or indentured child labor” means all work or service (i) exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself or herself voluntarily or (ii) performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

E. Choice of Law, Venue. This contract is governed by Virginia law. The Circuit Court of the City of Fredericksburg, Virginia, is the exclusive venue for any litigation regarding this contract.

F. Claims. Contractor must notify the City in writing of its intention to file a claim at the time of the occurrence or beginning of the work upon which the claim is based. All claims must be submitted less than 60 days after the final contract payment.

G. Default. The City is in default 1) if it fails to pay any amount due to Contractor; or 2) upon any other material failure to comply with the terms of the contract. Contractor is in default upon any material failure to comply with the terms of the contract.

A party alleging that the other party is in default must provide the allegedly defaulting party with written notice specifying the alleged default and allow 30 days for the default to be cured.

a. Remedies for Default. If the City does not cure a default after receiving notice, Contractor may a) terminate this contract, and b) exercise all remedies available at law.

b. If the Contractor does not cure a default after receiving notice, the City may a) terminate the contract, b) exercise all remedies available at law, and c) collect liquidated damages if available under Special Contract Terms. If the default is a failure to provide required goods or services, the City may, upon written notice to Contractor, procure those goods or services from other sources and hold Contractor responsible for any resulting additional purchase and administrative costs.

H. Dispute Resolution. The parties will first endeavor to resolve any disputes, claims, or other matters in question between them through direct negotiations, and if direct negotiations fail, by non-binding mediation, with the exclusive venue of the mediation being the City of Fredericksburg.

Should the dispute remain unresolved either (i) following negotiation and mediation, or (ii) more than 90 days after a party has requested mediation, either party may institute a lawsuit or chancery action, as appropriate, in Fredericksburg Circuit Court, and may pursue all available appeals in Virginia state courts, to the extent they have jurisdiction. Any agreement reached in mediation must be reduced to writing and executed by the parties; upon execution, the agreement will be enforceable as a settlement agreement.

I. Drug-Free Workplace. Contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in Contractor’s workplace and specifying the actions that will be taken against employees for violating that prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of Contractor that Contractor maintains a drug-free workplace; and (iv) include the terms of this section in every subcontract or purchase order of over $10,000, so that the terms will be binding upon each subcontractor and vendor.

J. Ethics in Public Contracting. Contractor certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor and that it has not conferred on any public employee having official responsibility for this purchase 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.

K. Force Majeure. No party to this Agreement shall be liable or responsible to the other party for any failure, interruption, or delay in fulfilling any of its obligations under this agreement, due to events beyond the affected party’s control, including natural disaster, act of God, war, armed conflict, pandemic, epidemic, public health crisis, or state of emergency, provided that the affected party gives the other party prompt written notice of the occurrence of the event, stating the period of time the occurrence is expected to continue. The affected party shall use diligent efforts to end the failure, interruption, or delay and ensure the effects of the Force Majeure Event are minimized.

L. Freedom of Information Act. All records pertaining to this contract are open to inspection by the public under the Virginia Freedom of Information Act (Virginia Code § 2.2-3700 et. seq) unless specifically exempted under the Act (including records properly exempted under Code of Virginia § 2.2-4342).

M. Immigration. Contractor does not, and will not during the performance of this contract, knowingly employ an unauthorized alien as defined in federal Immigration Reform and Control Act of 1986.

Contractor will register for and participate in the federal E-Verify Program if required to do so under Code of Virginia § 2.2-4308.2. Contractor will provide the City with a copy of their E-Verify “Maintain Company” page to the City upon request. Failure to comply with E-Verify requirements subjects Contractor to automatic disbarment from City procurement until the requirements are met.

N. Indemnification. Contractor will save, hold harmless, and indemnify the City, and all of its elected and appointed officials, officers, employees, agents, departments, agencies, boards, and commissions from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney's fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with Contractor's negligent acts, errors or omissions, recklessness or intentionally wrongful conduct of the Contractor in performance or nonperformance of its work under the contract. This indemnification survives the termination of the contract.

O. Insurance. Contractor and any subcontractors will maintain the following insurance coverage, provided by insurance companies authorized by the Virginia SCC to offer insurance in Virginia, during the entire term of the contract. Contractor will provide copies of its Certificates of Insurance to the City, and will name the City as an additional named insured for the purpose of the work.

a. Workers’ Compensation—as required by law.

b. Employer’s Liability--$100,000.

c. Commercial General Liability--$1,000,000 per occurrence and $2,000,000 in the aggregate. The City must be named as an additional insured on this policy.

d. Automobile Liability -- $1,000,000 combined single limit, if any motor vehicle not owned by the City is to be used in performance of the contract.

e. Professional Liability (i.e. Errors and Omissions)--$1,000,000 per wrongful act, $2,000,000 annual policy claims aggregate, if the contract is for accounting, architecture, asbestos contracting, healthcare, insurance/risk management, legal services, engineering, or surveying.

P. Licensing. Contractor will maintain all licenses and certifications required by applicable federal, state, and local governmental entities for provision of the goods and services to be provided under this contract.

Q. Modifications. Only the City Manager or City Purchasing Agent may modify this contract on behalf of the City. Only the original signatory of the contract on behalf of Contractor, or another individual authorized in writing by Contractor to modify the contract, may modify the contract on behalf of Contractor. Modifications to this contract can only be authorized in accordance with Code of Virginia § 2.2-4309. Modifications can only be authorized by the following methods:

City and Contractor may agree in writing to modify the terms of the contract. Any additional goods or services to be provided must be of a sort that is ancillary to, or within the same broad product or services categories as, those provided for in the original contract.

The City may issue written change orders for changes such as services to be performed, methods of packing or shipping, and place of delivery or installation. If Contractor determines that the change order will not necessitate a change in compensation or schedule, Contractor will comply with the change order upon receipt. If Contractor determines that the change order will necessitate a change in compensation or schedule, Contractor will notify the City of that determination, and only proceed to comply with the change order upon the City’s written approval.

The contract may be renewed by agreement if provided for in the description of the contract term.

Contractor shall not require any employee or agent of the City other than the City Manager or Purchasing Agent to execute any additional contract, license, or other agreement pertaining to this contract.

R. Non-appropriation. All funds for payments after June 30 of the current fiscal year are subject to appropriation by the City Council. If Council does not appropriate the required funds, the City will terminate this contract on June 30 of the then-current fiscal year.

S. Non-Discrimination. Contractor 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 contractor.

Contractor will post in conspicuous places, available to employees and applicants for employment, notices stating the terms of this section.

Contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that the contractor is an equal opportunity employer.

Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation are sufficient for the purposes of this section.

Contractor will include the terms of this section in every subcontract or purchase order of over $10,000, so that the terms will be binding upon each subcontractor and vendor.

Contractor will conform to the Federal Civil Rights Act of 1964, the Virginia Fair Employment Contracting Act of 1975, the Virginians with Disabilities Act, and § 2.2-4343.1E of the Virginia Public Procurement Act.

T. Notices. Any notices pertaining to this contract must be sent by first-class mail to:

a. To the City:

Fredericksburg City Manager 715 Princess Anne Street Fredericksburg, Virginia 22401

b. To the Contractor:

The address listed on Contractor’s Quotation or Bid. Contractor may change its address for notices by notifying the City in writing of the change.

U. Payments. Contractor must provide its federal employer identification number and VA W-9 to the City before requesting payment.

Contractor will submit itemized invoices, with appropriate documentation, to the City, at the payment address shown on the purchase order or contract. All invoices must show the City contract or purchase order number and Contractor’s federal employer identification number. No invoice may include any cost other than those listed in the contract or in an individual purchase order referencing the contract.

The City will pay invoices within 30 days of receipt. Any invoice not paid within 30 days will accrue 1% interest per month. When payment is made by mail, the date of the postmark will be considered the date of payment. If offset proceedings have been instituted under the Virginia Debt Collection Act, the date of offset will be considered the date of payment.

Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time an order is placed. In these cases, payments are contingent on the City’s determination that all invoiced charges are reasonable. The City will notify Contractor within 30 days of invoice of any charges it determines to be unreasonable. Payment for those charges will be suspended until a settlement is reached. Contractor will not take legal action concerning the charges unless a settlement is not reached within 30 days of notification.

V. Payments to Subcontractor. Within 7 days after receipt of payment by the City for work performed by a subcontractor, Contractor shall a) pay the subcontractor for the proportionate share of the total payment received from the City attributable to the subcontractor’s work, or b) notify the City and the subcontractor, in writing, of Contractor’s intention to withhold payment and the reason for withholding the payment.

Contractor will pay interest of 1% per month to subcontractors on all amounts owed to the subcontractors which has not been paid or withheld under the terms of the preceding paragraph.

Contractor must require individual subcontractors to provide their social security numbers, and proprietorship, partnership, and corporate subcontractors to provide their federal employee identification numbers. Contractor will provide this information to the City upon request.

Contractor must require subcontractors to include the terms of this section in all contracts with other subcontractors.

W. Prime Contractor and Subcontractors. Contractor has prime responsibility for all services and goods to be provided under this contract, specifically including adequate supervision of work to be performed. This contract is only between Contractor and the City, and Contractor accepts full responsibility for the work performed and goods provided by, and the acts and omissions of, its subcontractors.

Subcontractor will not subcontract for any part of this contract without the advance written permission of the City Purchasing Agent. Contractor will provide the names, qualifications, and experience of any proposed subcontractors to the City Purchasing Agent.

X. Relation to City. Contractor is an independent contractor of the City. This contract does not create an employment relationship between the City and Contractor or any of its employees.

Y. Severability. If any provision of this agreement is determined to be invalid, illegal or unenforceable, the remaining provisions of the agreement remain in full force, if the essential terms and conditions of the agreement for each party remain valid, binding, and enforceable.

Z. Strict Performance. The failure of a party to insist upon the other party’s strict performance of the terms of the contract is not a waiver of the right to insist upon strict performance of those terms at a later time.

AA. Termination. The City may terminate this contract for any reason upon 30 days’ notice to Contractor. The City will promptly pay all amounts already earned by Contractor and reasonable expenses incurred in reliance upon the contract, up to the effective date of the termination. Receipt of the notice does not affect Contractor’s obligations under the contract, including fulfillment of outstanding orders, up to the effective date of termination.

The parties can agree to terminate this contract at any time.

II. SPECIAL TERMS

1. Confidentiality. Contractor will hold confidential any information provided by the City under this contract. Contractor will not disclose this information to any third party, during or after the term of this contract, unless required to do so by valid court order or subpoena. Use of evaluation materials or vendor Quotations for training, resale, benchmarking, or reuse with other clients is prohibited.

2. Project Manager. Contractor shall designate an employee as project manager for this contract.

Contractor shall not assign any duties to the project manager that would conflict with the manager’s responsibilities under this contract. Contractor will only designate a different project manager with the City’s written permission, which will not be unreasonably withheld.

The project manager is responsible for coordination of all of Contractor’s work under the contract, such as overall control over Contractor’s work, communication with the City’s point-of-contact, securing required approvals and permissions (work orders, etc.) from the City, attending meetings with the City, and consulting with the City as requested.

3. No Other Costs. Contractor warrants that the City will incur no costs either on a one-time or continuing basis, other than those specified in this contract.

4. Personnel. All of Contractor’s personnel providing goods and services under the contract shall be adequately qualified to provide those goods and services. Contractor shall remove from the project and replace any of Contractor’s personnel that the City deems unsuitable for the project.

5. Status Meetings. Contractor and the City shall meet bi-weekly through the contract term at the

City or via phone conference, to review the planning and progress of the project. Contractor’s project manager shall attend all of these meetings. Contractor shall respond promptly to any concerns raised by the City at the meetings.

6. Ownership of Documents. All information supplied by the City under this contract remains the sole property of the City. All materials (such as methods, formulae, processes, improvements, strategies, data, and original works of authorship) prepared by Contractor specifically in performance of this contract become property of the City. Upon completion of the task orders or termination of the contract, the Contractor shall promptly return to the City all data supplied by the City still in Contractor’s possession, and Contractor shall turn over to the City originals of all materials prepared specifically in performance of this contract, in hard copy, electronic format, or both, as desired by the City. Contractor assigns to City the copyrights to all work prepared, developed, or created under this contract, including the right to: 1) reproduce the work;

2) prepare derivative works; 3) distribute copies to the public; and 4) display the work publicly.

7. Advertising. Contractor will not make any news or advertising releases pertaining to this contract for any purpose, specifically including use for marketing references, without advance written permission from the City.

SECTION III - QUOTE INSTRUCTIONS – SUBMISSION AND PREPARATION (Removed at time of award)

1. Quote Submission

A. Quote Submission Requirements

Offeror shall submit an electronic copy of their firm’s Quotation. The City requires that the Quoter submit an electronic copy of the Quotation in PDF, Microsoft Word, or Excel formats only. However, the size of a file cannot exceed 5 MB (15 MB total per email). All Quote submissions are due no later than 4:00PM ET on Monday September 21, 2026.

If the Quotation contains proprietary information, submit an additional electronic copy that DOES NOT contain the proprietary information, and mark it as a REDACTED copy.

An electronic copy must be submitted to Mr. Josh McCormack at ljmccormack@fredericksburgva.gov and Mrs. Rachel Jones at rmjones@fredericksburgva.gov before the Quotation deadline. Late quotes may be accepted if the Procurement Manager determines that it is in the best interest of the City.

To be considered for selection, Offerors MUST submit a complete response to this RFQ.

B. Pre-Quote Conference

An optional pre-quote conference will be conducted in person on Tuesday September 8th, 2026, at 11:00 AM. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. A department representative will be on hand to discuss the RFQ.

The pre-quote conference can be attended in person, at the General Hugh Mercer Statue at the intersection of Fauquier St and Washington Ave in Fredericksburg, VA 22401.

Potential Offerors are encouraged to submit any questions pertaining to this RFQ in writing prior to the date and time of the pre-quote conference. All questions should be submitted to Josh McCormack via email at ljmccormack@fredericksburgva.gov and Rachel Jones at rmjones@fredericksburgva.gov.

C. Clarification of Terms/Questions

If any prospective Offeror has questions about the specifications or other solicitation documents, then it is the Offeror’s responsibility to contact the Procurement Manager in writing, no later than Friday, September 11, 2026 at 4:00 p.m. Questions asked via telephone or voicemail will not be accepted and will not be addressed in any amendments to the RFQ. No further written inquiries will be accepted after this time.

All questions regarding this RFQ shall be submitted in writing to the Procurement Manager, Mr. Josh McCormack at ljmccormack@fredericksburgva.gov and the Procurement Specialist Mrs. Rachel Jones at rmjones@fredericksburgva.gov mailto:ljmccormack@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov mailto:mrmcgovern@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov mailto:ljmccormack@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov

It is recommended that the Offeror ensures that questions are written to enable a clear understanding as the Offeror’s issues or concerns with the referenced area of the solicitation. Answers to questions will be provided to all prospective Offeror, giving due regard to the proper protection of proprietary information. In order to receive responses to questions, Offerors shall cite, at a minimum, the section, paragraph, and page number in the format shown below. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries or comments for this purpose and will not receive a response from the City. Further, Offerors are reminded that the City will not address hypothetical questions aimed toward receiving a potential “evaluation decision” from the City.

When submitting questions and comments, please refer to the specific text of the RFQ in the following format. Email “subject line” shall read: RFQ #: 27-0022 Questions Submitted (Vendor Name)

The table below may be included in the email or as a separate attachment but MUST be in the format below.

Any revisions to the solicitation will be made only by an addendum issued by the Procurement Manager made available to all Offerors. The City will not attribute any question(s) asked to the submitting vendor(s). Any addenda, notifications, extensions, cancellations or changes will be posted on the City’s website at www.fredericksburgva.gov and the Commonwealth of Virginia’s e-procurement website, www.eva.virginia.gov. No other notification will be provided. It is the responsibility of the prospective Offeror to obtain all current information from either the City website or the eVA website.

2. Quote Content

A. Quote Preparation An authorized representative of the Offeror must sign any submitted Quote. All required information should be submitted. If an Offeror fails to submit all information requested, the purchasing agency may require prompt submission of missing information after receiving the Quotation. Failure to submit all required information may result in a lowered evaluation score of the Quote.

Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

The quotation submitted shall fully comply with all requirements in the RFQ. Failure of the Quoter to address all requirements of the RFQ in their Quotation may result in the Quotation not being considered for evaluation by the City. Clarity and completeness of the Quotation is of the utmost importance. The Quotation shall be written in a practical, clear, and concise manner.

# RFQ

Section

Paragraph No. Page No.

Question file:///C:/Users/jtjackson/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/AppData/Local/Microsoft/Windows/INetCache/jtjackson/AppData/Local/Microsoft/Windows/INetCache/crjohnston/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/TCUC5Y06/www.eva.virginia.gov

Quotations should be organized in the order in which the requirements are presented in the RFQ. The Quotation should contain a table of contents which cross-references the RFQ requirements.

Other Quotation format requirements include:

a. The entire Quotation response shall be signed and filled out as required. The signature page must be included.

b. No font smaller than 12 point.

c. 8½ x 11-inch page size (larger pages are allowed for figures or tables, but they should be folded into the overall Quotation and used sparingly.)

d. The entire Quotation response shall not exceed thirty (30) typed pages. The entire RFQ, with signature page, must be included. The RFQ, with signature page, do not count against the 30-page limit.

e. All pages should be numbered.

B. Proprietary Information

All records pertaining to this procurement are open to inspection by the public under the Virginia Freedom of Information Act unless specifically exempted under Virginia Code § 2.2-4342. If you want portions of your Quotation to be confidential, you must comply with § 2.2-4342(F), which requires that you (i) specifically invoke the protections of § 2.2-4342(F) before or upon submission of the data, (ii) identify the specific data to be protected, and (iii) state the reasons why protection is necessary. You cannot mark pricing information as confidential. If the City cannot tell which specific parts of the Quotation are marked as confidential, if the entire Quotation is marked as confidential, or if you do not completely comply with § 2.2-4342(F), the entire Quotation is public information and the City will release it in response to a valid records request, in accordance with the timelines specified in § 2.2-4342(D).

The classification of the entire Quotation document and/or pricing information as proprietary or trade secrets is not acceptable.

C. Quote Validity Period

Quotation shall be valid for a minimum of sixty (60) days.

D. Specific Quotation Submission Instructions

Quotes should be as thorough and detailed as possible so that the Quotation Evaluation Team can properly evaluate the Offeror’s capabilities to provide the required services. Offerors are strongly advised to provide a model for the City’s evaluation purposes that represents their solution to all requirements depicted in the RFQ, and which is complete, comprehensive, simple and easy to understand. Offerors are required to submit the following items, separated by tabs within the Quotation and in sequential order corresponding to the related sections of this RFQ:

TAB 1: Cover Letter and Quotation Requirements

• The executed first page of the RFQ, plus attachments signed and filled out as required. Also, include an original signed copy of any future addenda to this RFQ that may be issued.

• A cover letter that provides an overview of the firm and how the firm can meet the City’s needs as outlined in the Request for Quotation document.

TAB 2: Methodology

The offeror shall demonstrate their knowledge, understanding, and capabilities of meeting the requirements in the Statement of Work. Moreover, the Offeror shall provide an efficient methodology for accomplishing the tasks enumerated. At a minimum, an Offeror should address in separate and distinct sections, each of the following topics to describe their firm’s approach for providing the services for the requirements.

1. Description of your firm’s proposed methods and techniques for meeting requirements and tasks and how they apply to the contract requirements outlined in the Statement of Work stated below:

• Assessment of current statue preservation and restoration services

• Cost analysis of the existing statue preservation and restoration services

• Analysis of viability of service additions

• Analysis of environmental concerns

• Analysis of Pros & Cons of internal service vs. contracted external service

• Analysis Service Externalities

• Analysis of Ease of Compliance

2. Discussion of any anticipated difficulties and problem areas, along with potential recommended approaches for resolution and mitigation.

3. Discussion of Firms ability and proposed methods for meeting the City’s required timeline.

TAB 3: Qualifications and Experience

Describe your firm’s background, experience, and qualifications related to these types of services as outlined in the Scope of Work that should include, but not be limited to, the following:

• Professional competence of the firm and key personnel

• Resumes of key personnel – preference for background in public works management

Note: All work must be supervised and performed by a Professional Associate, Professional Stone Carvers Guild Practitioner, or Fellow of the American Institute for Conservation (AIC) specializing in objects or architectural conservation.

• General and specific examples of relevant work

• Describe experience working on projects with local governments in the

Commonwealth of Virginia

• Familiarity with Virginia Public Works Environment and Law

• Familiarity with the City’s Historic Preservation Policies and Initiatives

TAB 4: References

The Offeror shall identify up to three (3) projects ongoing or completed projects performed by the Offeror or subcontractors that demonstrate recent and relevant experience. Recent is defined as within the last five (5) years as of the closing date of this solicitation. Relevant is defined as work similar in scope, size and complexity to the services identified in the Statement of Needs. The Offeror shall NOT submit more than four references. If the Offeror submits more than four references, only the first four references will be evaluated. Contractors submitting fewer than four references will be evaluated on the references received. If no recent or relevant references is available, the Offeror must provide a statement, “No references are available.” The references shall include at a minimum:

1. Name of Customer

2. A brief description of the scope

3. Performance dates

4. If the services were delivered by the date required or before.

5. Point of Contact name and telephone number.

TAB 5: Price

• Pricing Plan (Fees for services and all other anticipated costs are to be included with your response)

TAB 6: Appendices, Data and Other Submissions

Include any other appendices, data and other information necessary to support your Quotation.

SECTION IV - EVALUATION AND AWARD CRITERIA (Removed at time of award)

1. Evaluation Criteria

The Quotation Evaluation Team will review all Quotations received by the Quotation submission deadline. Quotations must be complete and responsive to all sections of the RFQ. Quotations that do not fulfill all program requirements or omit any of the requested contents may receive a reduced evaluation score. Failure to meet all mandatory requirements may result in a reduced evaluation score of up to 10% of the total available points. Selection of the successful offeror will be based upon submission of Quotations meeting the selection criteria. The minimum selection criteria will include:

Evaluation Criteria Weight

1. Methodology 30

2. Qualifications and Experience 30

3. References 20

4. Price 20

Total 100 Points

2. Evaluation Process

Evaluation will be conducted, and selection will be made in accordance with the guidelines provided in the Virginia Public Procurement Act (VPPA), The Code of Ordinances of the City of Fredericksburg, and this RFQ. The City will perform a technical evaluation, based on the Quoters’ written Technical Information (Tabs 2-4) and Price Information (Tab 5), to assess the best value to the City using the trade-off method. The City will perform a quality review of the quotation to ensure that the Quoter has provided and signed any and all required documents. The determination of best value will be made by comparing the differences in the Technical value and a consideration of the prices proposed. In making this comparison, the City is more concerned with obtaining performance capability superiority rather than the lowest overall price. However, the Government will not make an award at a significantly higher overall price to achieve only slightly superior performance capabilities.

3. Award:

A single award will be made to the responsible contractor submitting an overall quote that is determined most advantageous to the City, price and non-price criteria considered. Evaluation will be conducted and selection will be made in accordance with the guidelines provided in the Virginia

Public Procurement Act (VPPA), The Code of Ordinances of the City of Fredericksburg, and this RFQ. Award will be made to the quoter whose quotation meets the City’s requirements and whose technical quote and price represents the best value to the Government.

4. Award on Initial Quotations.

The City may award without conducting exchanges; however, the Procurement Manager reserves the right to hold exchanges with contractors based on the content of their individual quotations.

Accordingly, each initial quotation should be submitted on the most favorable price and technical terms that the contractor can submit to the Government

5. Announcement of Award

Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the City will publicly post such notice on the City website, www.fredericksburgva.gov.

SECTION V - OFFEROR ELIGIBILITY REQUIREMENTS AND QUALIFICATIONS (Removed at time of award)

The following requirements and qualifications are MANDATORY and pertain to the solicitation only. Compliance will determine if Offeror may be deemed eligible for award.

1. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

2. MANDATORY USE OF CITY FORM AND TERMS FOR RFQs: Failure to submit a Quotation on the official City form provided for that purpose may be a cause for rejection of the Quotation.

Modification of or additions to the General Terms of the solicitation may be cause for rejection of the Quotation; however, the City reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a Quotation.

3. QUALIFICATIONS OF OFFERORS: The City may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services/furnish the goods and the Offeror shall furnish to the City all such information and data for this purpose as may be requested. Verification of stated qualifications should be provided with the Offeror’s response. The City reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. The City further reserves the right to reject any Quotation if the evidence submitted by, or investigations of, such Offeror fails to satisfy the City that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

4. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By their signature on this solicitation, Offerors certify and warrant that their firm, and any individual employees and/or subcontractor(s) is/are properly certified and/or licensed by the appropriate federal, state, or other regulatory authorities to provide all goods/services specified or fulfill the requirements delineated herein.

5. VIRGINIA STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, an Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its Quotation the identification number issued to it by the State Corporation Commission (SCC). Any Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its Quotation a statement describing why the Offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the City’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the Offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

SECTION VI – ATTACHMENTS

• Attachment A – Vendor Data Sheet

• Attachment B – Proprietary and Confidential Information

• Attachment C – State Corporation Commission Form

• Attachment D – Pricing Sheet

• Attachment E – Hugh Mercer Monument Pictures (Front)

• Attachment F – Hugh Mercer Monument Pictures (Right Side)

• Attachment G – Hugh Mercer Monument Pictures (Back)

• Attachment H – Hugh Mercer Monument Pictures (Left Side)

ATTACHMENT A

Vendor Data Sheet

This form must be returned with response to solicitation.

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: eVA Vendor ID or DUNS Number: _____________________________________

5. References: Indicate below a listing of at least three (3) 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.

A. Company:

Contact: Phone:(_____)_______________________Email: ________________________________

Project: _________________________________________________________________________

Dates of Service:_________________________________________________________________

Services Delivered by the date required or before: ____ Yes _____ No

Dollar Value: __________________

B. Company:

Contact: Phone:(_____)_______________________Email: ________________________________

Project: _________________________________________________________________________

Dates of Service:_________________________________________________________________

Services Delivered by the date required or before: ____ Yes _____ No

Dollar Value: __________________

C. Company:

Contact: Phone:(_____)_______________________Email: ________________________________

Project: _________________________________________________________________________

Dates of Service:_________________________________________________________________

Services Delivered by the date required or before: ____ Yes _____ No

Dollar Value: _________________

I certify the accuracy of this information.

Signed: ________ Title: ___________________________Date: _____________

ATTACHMENT B

State Corporation Commission Form

This form must be returned with response to solicitation

Virginia State Corporation Commission (“SCC”) registration information: The undersigned…