842622musGlouc.pdf

INFORMAL

REQUEST FOR

PROPOSALS

Battle of the Hook

Permanent Museum Exhibit

IP 27-005-CC

September 8, 2026

County of Gloucester Central Purchasing Office 6489 Main Street – Suite 324

Gloucester, VA 23061 Phone: (804) 693-6235 Fax: (804)

693-0061

Please quote on this sheet to Christine Calhoun, VCO, VCA, Senior Procurement Officer by FAX (804) 693-0061 or by e-mail purchasing@gloucesterva.info

Proposals Due: September 30, 2026 @ 2:00 PM

• Mandatory Site Visit Scheduled: September 17, 2026 at 11:00 AM

• Questions (email is preferred) are due on or before: September 21, 2026 at 2:00 PM

Proposals, subject to the conditions and instructions contained herein, will be received electronic or hard copy at the above office, until the time and date are shown below (local prevailing time), for furnishing the services described in the solicitation.

Please sign and date your quotation. (This IP is subject to the attached Terms and Conditions)

Scope of Services Gloucester County seeks a qualified exhibit design/fabrication firm to provide professional design, fabrication, delivery, and installation services for a permanent Battle of the Hook exhibit at the Gloucester Museum of History.

General Overview and Background The Gloucester Museum of History is a historic site in Gloucester, Virginia, owned and operated by Gloucester County Parks, Recreation, and Tourism. The County intends to create and install a permanent exhibit spanning approximately 180 square feet of wall space in the museum's first-floor gallery. The exhibit mailto:purchasing@gloucesterva.info will use interpretive text and images on graphic panels to present Gloucester's 1781 Battle of the Hook, the Revolutionary War in Gloucester, and the October 19, 1781, "Second Surrender." It will serve as both an educational resource and an immersive visitor experience.

A previous Battle of the Hook exhibit occupied the same location. An updated approach is needed to engage visitors of all ages through interactive elements and to connect local history to the broader historical context, including the stories and experiences of men, women, and free and enslaved people. The completed exhibit is proposed to open on or before January 15, 2027.

Desired Services & Deliverables The Contractor shall create a professional, engaging, visually driven, and informative permanent exhibit focused on Gloucester's role during the closing days of the American Revolution, including the Battle of the Hook, the Franco-American Alliance, and the Second Surrender. Curated imagery shall be supported by interpretive label copy. The exhibit shall include a low-cost interactive component, such as a monitor playing a short prerecorded video activated by a visitor-operated button or switch.

The exhibit shall be installed on the first floor and mounted non-invasively on a modern wall. No alterations shall be made to the building's original structure.

Specific Tasks

a. Furnish all labor, materials, and equipment required to perform the work. Services may include overall exhibit design; graphics; artifact selection and placement; floor plans; construction/shop drawings;

fabrication; installation of exhibit components; custom furniture; graphic production; and interactive components.

b. Fabricate all components to museum exhibition quality, with particular attention to fit and finish, durability, and ease of maintenance. New casework housing original artifacts shall meet conservation standards for off-gassing and light exposure. Components shall be serviceable, repairable, and designed with replaceable parts.

Preventive maintenance and cleaning shall be reasonably performed by museum staff and/or janitorial contractors. Exhibit components shall carry a one-year warranty.

c. Protect the historic integrity of the tavern building. Except where vertical components must be affixed to interior walls to satisfy lateral-force and tipping-safety requirements, components should be freestanding and minimally intrusive to historic millwork, flooring, and other features. Interior components should, where practicable, be movable by no more than three museum staff members. Interactives and graphic panels shall not exceed the historic structure's applicable weight-load requirements.

d. Museum staff will provide original artifacts and props, historic photographs, content research, and all exhibit text and captions. The Contractor shall provide contemporary photographs if needed and shall grant Gloucester Museum of History sufficient rights to reproduce those photographs for publicity and other interpretive purposes.

e. Include on-site setup and installation of all exhibit and interactive materials. Verify existing conditions and dimensions to ensure proper fit. Museum staff will remove existing exhibit components before installation.

Account for existing doorways, stairs, and ingress conditions so all exhibit components can be moved into the space.

f. Identify all subcontractors in the proposal.

g. Submit design, fabrication, and installation work for review and final approval by Gloucester Museum of History and Gloucester County Parks, Recreation, and Tourism staff. Complete the work in time for the proposed exhibit opening on or before January 15, 2027.

Submittal Requirements Please email, mail or hand deliver your proposal. The following shall be included in the proposal package to be considered responsive to this Informal Request for Proposals. Failure to provide adequate or complete documentation, as determined by the selection committee, may result in elimination from further consideration.

1. The proposal shall include:

a. A statement demonstrating knowledge of the project goals, museum exhibition practices, and work within historic buildings.

b. A description of the firm's experience designing, fabricating, and installing museum exhibits and interactive components.

c. Examples of comparable completed projects, including photographs or links where available.

2. A description of the firm and statement of qualifications, with supporting documentation relevant to the required services and deliverables.

3. Information regarding performance on similar projects and the firm's ability to provide timely responses and meet the required schedule.

4. Names, roles, and qualifications of personnel proposed for the project.

5. Names, roles, and qualifications of all contractors and subcontractors proposed for the project.

6. A proposed project approach, work plan, design-review milestones, fabrication schedule, installation schedule, and confirmation of the ability to complete the exhibit for opening on or before January 15, 2027.

A detailed, itemized cost proposal covering design, fabrication, equipment, interactive components, delivery, setup, installation, travel, warranties, and all other costs necessary to complete the work.

General Requirements

1. The Contractor shall develop and maintain a project timetable and work plan and keep the County's designated Project Manager(s) regularly informed of project status.

2. The Contractor shall coordinate and schedule all work affecting museum hours, access, or County property with the County's designated Project Manager(s).

3. All designs, drawings, graphics, photographs obtained for the project, digital files, and other work products prepared under the contract shall become the property of Gloucester County upon payment, subject to any disclosed third-party licensing restrictions accepted by the County in writing.

Evaluation Criteria Each proposal will be evaluated for compliance with the IP instructions and mandatory terms and conditions.

The County intends to select the responsible offeror whose proposal is most advantageous to the County based on the following criteria:

A. 20% Experience, qualifications, and capacity of the personnel assigned to the project.

B. 20% Qualifications and demonstrated competence of the firm in museum exhibit design, fabrication, installation, conservation-sensitive casework, and interactive components.

C. 20% Demonstrated understanding of the project vision, historic site constraints, required deliverables, and County-provided content and artifacts.

D. 20% Quality and feasibility of the proposed approach, schedule, maintenance strategy, warranty, and ability to complete the exhibit for opening on or before January 15, 2027.

E. 20% Cost and overall value to the County.

Proposals may be evaluated through review of written submissions and, at the County's option, interviews or presentations with the most qualified offerors. The County may request clarifications, additional information, or negotiations as permitted by applicable law and County procurement requirements.

Proposals will be evaluated, and firm/and or individual will be selected in accordance with the “procurement of professional services” method of selection outlined in § 2.2-4301 (3) (a) of the Code of Virginia. The

County reserves the right to conduct interviews with offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors included in the Request for Proposals (RFP).

However, interviews are not required, and awards may be established from offeror submittals. Negotiations will then be conducted with the offerors ranked highest in meeting the expectations of the County. If a contract that is satisfactory and advantageous to the County can be negotiated at a pricing schedule considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the top ranked offerors shall be formally terminated and negotiations will be conducted with the next ranked firms and so on until such a contract(s) can be negotiated at a fair and reasonable pricing schedule. The County reserves the right to award to more than one offeror for the various services. Should the County determine that only one offeror is fully qualified or that one offeror is clearly more highly qualified than others, a contract may be negotiated and subsequently awarded to that offeror.

Award:

The award shall be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to the County taking into consideration price and the evaluation factors set forth in the request for proposals per § 22-50 of the Code of Gloucester, Virginia. The contract file shall contain the basis on which the award is made. The award of a contract shall be the sole discretion of the County. The award shall be based on the evaluation of all information as the County may request. The County reserves the right to make multiple awards as a result of this solicitation. The County reserves the right to accept or reject any or all proposals in whole or in part and to waive any informality in the IP. Further, the County reserves the right to enter into a contract deemed to be in its best interest.

Cancellation:

Any resulting contract shall be subject to cancellation for convenience by either party upon thirty (30) days written notice, one to the other. Should the Consultant abandon service to be performed under the resulting contract, or terminate any resulting contract, the County shall be liable only to the extent of satisfactory work completed by the Consultant up to the time of abandonment or termination and upon delivery of completed or uncompleted work to the County. The County shall have full right to use such work in any manner without claim on the part of the Consultant for additional compensation. Cancellation shall not release the Consultant from legal remedies available to the County.

Method of Payment:

The Consultant will be paid on the basis of the invoice submitted to the Gloucester County Finance Department after delivery and acceptance by the designated County representative. All payments will be made in accordance with the Code of Virginia’s Prompt Payment provisions. Code of Virginia §2.2-4347 & 2.2-

Debriefing:

Using the IP process, the County will keep all information as to persons or firms making offers or the contents of any offers as confidential. This information will only be available after an award or decision to award has been made. After an award is made, or the decision to make an award is made, the procurement file will be available in the Central Purchasing Department for public review. No meetings with offerors will be provided to discuss the award decision. Offerors wishing a file review may schedule an appointment during normal business hours, 8:00 AM – 4:00 PM, Monday – Friday.

In compliance with this Informal Request for Proposals, and subject to all the conditions thereof, the undersigned offers to furnish the services requested and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this proposal and is authorized to contract on behalf of the firm named below.

All prices shall include any and all freight, delivery and handling charges. FOB Destination:

Gloucester, VA.

In accordance with the terms, conditions, and specifications of this Informal Request for Proposal the undersigned agrees to furnish the services requested. The undersigned acknowledges that the proposal is valid for a period of 90 days.

Company Name: Federal Tax ID

Address: City/State/Zip:

Telephone: Fax: Email:

Business License Number: Jurisdiction Issued From:

Contractor License Number:

Print Name: Title:

Signature: Date:

TERMS AND CONDITIONS

1. Governing Laws and Courts: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and ordinances of the County of Gloucester, Virginia. Any litigation with respect thereto shall be brought in the courts of Gloucester County, Virginia. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations (§ 15.2-1235, Code of Virginia).

2. Anti-Discrimination: By submitting their bids, bidders certify they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body (§ 2.2-4343.1E, Code of Virginia). In every contract over $10,000 the provisions in “a” and “b” below apply:

During the performance of this contract, the Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

The Contractor will include the provisions of ”1” above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each sub-contractor or vendor.

3. Ethics in Public Contracting: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or sub-contractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

4. Immigration Reform And Control Act Of 1986: By submitting their bids, bidders certify that they do not and shall not during the performance of this contract, knowingly employ any unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986, as amended (§ 2.2-4311.1 Code of Virginia).

5. Debarment Status: By submitting their bids, bidders certify that they are not currently debarred by the Commonwealth of Virginia or any government entity from submitting bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

6. Payment: A. Payment terms shall be Net 45 days unless otherwise stated by the bidder on this solicitation. Alternative terms may be offered by the bidder for prompt payment of bills. B. Payment terms may be considered in determining the low bid. C. Discount period shall be computed from the date of proper receipt of the vendor’s correct invoice, or from the date of acceptable receipt of the goods/services, whichever is latest. D. The payment terms stated herein must appear on the vendor’s invoice. Failure to comply with this requirement may result in the invoice being returned to the vendor for correction. E. Late payment charges shall not exceed the allowable rate specified by the Virginia Prompt Payment Act, (1% per month) (§ 2.2-4352, Code of Virginia)

7. Method of Payment: The bidder will be paid on the basis of the invoice submitted to the Gloucester

County Finance Department after delivery and acceptance by the designated County representative.

To expedite disbursements to the Contractor, payments may be made through a purchase charge card, with no additional fees applied established by the County unless the County elects to pay the Contractor in a different manner. The submission of a bid indicates the Contractors acceptance of this payment method. All payments will be made in accordance with the Code of Virginia’s Prompt Payment provisions. Code of Virginia §2.2-4347 & 2.2-4352.

8. Drug Free Workplace: During the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace;

and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each sub-contractor or vendor. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

9. Prohibition on Certain Technology Contract Terms: No term or condition in any County contract for the provision of information technology goods or services shall be deemed enforceable if such term or condition is inconsistent with the law of the Commonwealth of Virginia. Any such contract shall be deemed to provide for the application of the law of the Commonwealth of Virginia without regard to any contractual provision requiring the application of the law of another jurisdiction or requiring disputes to be resolved in a jurisdiction outside the Commonwealth. For purposes of this section, “information technology goods and services” includes communications, telecommunications, automated data processing, applications, databases, data networks, management information systems, and related information technology services.

10. Prohibition of Forced or Indentured Child Labor: The Contractor shall not use forced labor or indentured child labor in the performance of the contract. The Contractor shall include this provision in every subcontract or purchase order for goods or services exceeding $10,000 so that the provision shall be binding upon each subcontractor or vendor.

For purposes of this section:

“Forced labor” means any service exacted from a person under the menace of penalty and for which the person has not offered himself voluntarily.

“Indentured child labor” means work performed by any person younger than eighteen (18) years of age pursuant to a contract for service in which the enforcement of the contract may be accomplished by process or penalties.

11. Precedence of Terms: The General Terms and Conditions shall apply in all instances. In the event of a conflict between any of the General Terms and Conditions and any Special Terms and Conditions, the Special Terms and Conditions shall apply.

12. Evaluation and Award: The award shall be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to the County taking into consideration price and the evaluation factors set forth in the request for proposals per § 22-50 of the Code of Gloucester, Virginia.

The contract file shall contain the basis on which the award is made. The award of a contract shall be the sole discretion of the County. The award shall be based on the evaluation of all information as the County may request. The County reserves the right to make multiple awards as a result of this solicitation. The County reserves the right to accept or reject any or all proposals in whole or in part and to waive any informality in the IP. Further, the County reserves the right to enter into a contract deemed to be in its best interest.

13. Default: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Purchasing Agent, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the County may have.

14. Taxes, Fees and Surcharges: Sales to Gloucester County, Virginia are normally exempt from State sales tax. A State sales and use tax certificate of exemption (Form ST-12) will be issued upon request.

Deliveries against this contract shall be free of federal excise and transportation taxes. The County’s Excise Tax Exemption Registration Number is 54-6001312 and the School/ 54-6001313. Additionally, no additional fees or surcharges may be passed to the County. This includes, but is not limited to any type of fuel surcharge.

15. Cancellation of Contract: The Purchasing Agent reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. Contractors may request cancellation of their contract, upon 30 days written notice to the County. The Contractor shall be responsible for delivering their goods or services during this period at the contracted price.

16. Contractual Disputes: In accordance with § 22-63, Code of the County of Gloucester, Virginia, claims arising out of this contract, whether for money or other relief, may be submitted to the County of Gloucester, by submitting the claim in writing, with all necessary data and information to substantiate the claim attached, to the Purchasing Agent. The Purchasing Agent shall render his/her decision within thirty

(30) days. The Contractor may then appeal the Purchasing Agent’s decision to the County Administrator, whom shall render a final decision within forty-five (45) days.

17. Indemnification: Contractor agrees to indemnify, defend and hold harmless the County, 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 the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.

SPECIAL TERMS AND CONDITIONS

1. Contract Term: The contract shall begin on the date stated in the County's notice to proceed and shall continue through final acceptance of all work. The Contractor shall coordinate its schedule with the County and complete design, fabrication, delivery, and installation in time for the proposed exhibit opening on or before January 15, 2027.

2. Inspection of Job Site: My signature on this solicitation constitutes certification that I have knowledge of the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the County.

3. Work Site Damages: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the County’s satisfaction at the Contractor’s expense.

Further, the Contractor acknowledges that it is their sole responsibility to safeguard all worksite materials from loss, theft or vandalism during the performance of the Contract.

4. Historic Building Protection: Work shall be non-invasive to the greatest extent practicable and shall not alter the building's original structure. Any proposed attachment to walls or other building features must be submitted to and approved in writing by the County before installation.

5. Approvals and Ownership: All design, fabrication, and installation work is subject to review and final approval by designated Gloucester Museum of History and Gloucester County Parks, Recreation, and Tourism staff. Upon payment, final designs, drawings, graphics, digital production files, and other project work products shall become Gloucester County property, subject to disclosed third-party rights approved by the County in writing.

6. Warranty and Maintenance: Exhibit components shall be warranted for one (1) year following final acceptance. The Contractor shall provide operating, cleaning, preventive-maintenance, repair, warranty, and replacement-part information for all exhibit and interactive components.

7. Subcontractors: All subcontractors shall be identified in the proposal. Substitution or addition of a subcontractor after award requires prior written approval by the County.

6. Independent Contractor: The Contractor shall not be an employee of Gloucester County, but shall be an independent Contractor. Nothing in this agreement shall be construed as authority for the Contractor to make commitments, which shall bind Gloucester County or to otherwise act on behalf of Gloucester County, except as Gloucester County may expressly authorize in writing.

7. Insurance: By signing and submitting a quotation under this solicitation, the bidder certifies that if awarded the contract, it will have the following minimum insurance coverage(s) at the time the contract is awarded.

For construction contracts, if any subContractors are involved, the subContractor will have workers’ compensation insurance in accordance with § 2.2-4332 and § 65.2-800 et seq. of the Code of Virginia. The bidder further certifies that the Contractor and any subContractors will maintain these insurance coverage(s) during the entire term of the contract and that all insurance coverage(s) will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. If requested, the bidder shall provide a Certificate of Insurance naming Gloucester County as an Additional Insured for any work done on county property at the bidder’s expense. Note: Actual limits and aggregates may be increased or decreased for specific projects during negotiation, or as the Purchasing Agent assesses the amount of risk.

Minimum Insurance Coverage(s) and Limits required for most Contracts:

a. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include employer. Contractors who fail to notify the County of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

b. Employer’s Liability - $100,000.

c. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The County of Gloucester must be named as an additional insured and so endorsed on the policy.

d. Automobile Liability - $1,000,000 – per occurrence. (If motor vehicle is to be used in the contract.)

8. Supremacy Clause: Notwithstanding any provision in the bidder’s response to the contrary, the bidder agrees that the terms and conditions contained in the County’s Bid shall prevail over contrary terms and/or conditions contained in the bidder’s response.

9 Final Decision: The offeror agrees that the decisions of the Board of Supervisors/Gloucester County

School Board and/or its designee (the Purchasing Agent) is final and shall hold the County/School Board, their directors, employees, consultants and those involved in this solicitation and selection, and the successful vendor(s) harmless. The submission of a proposal indicates adherence to these conditions.

10. Questions: Questions about the proposal are to be submitted in writing, referencing the proposal number, to the Contract Officer listed on the front cover page of the solicitation. Request for additional information or interpretations on instructions may also be addressed. Central Purchasing urges interested offerors to communicate concerns during the response period to avoid misunderstandings. Questions received less than five (5) business days prior to the due date may not be answered. Questions may be answered by written addenda. All addenda issued by Central Purchasing shall become part of the specification and may be made part of the contract documents. Addenda will be distributed to all that are known to Central Purchasing to have received a complete set of solicitation documents. Addenda will also be posted on the Central Purchasing public bulletin board and may also be at www.gloucesterva.info/purch.

No addenda will be issued later than three (3) days prior to the due date, except an addendum cancelling or postponing a solicitation may be issued at any time prior to the receipt of offers. It is the offerors sole responsibility to ensure they have obtained any and all addenda prior to submittal of their offer and acknowledged them in their proposal response.

11. Federal Award: This order may be subject to federal oversight. The Contractor, as applicable, will comply with 2 CFR 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) Part 317-327 (Procurement Standards) and Section 2 CFR 200.404 (Cost Reasonableness).

12. Safety: The Contractor shall submit a Safety Plan to the Project Manager prior to the PreConstruction Meeting. The Contractor shall comply with and ensure that the Contractor and Subcontractor personnel and equipment comply with all current applicable local, state and federal policies, regulations and standards relating to safety and health. This shall include but is not limited to the standards of the Virginia Occupational Safety and Health Administration for General Industry and for the construction industry. The Contractor shall exercise proper precaution at all times for the protection of persons and property and shall be responsible for all injury to persons and damage to property either on or off the site, which occur as a result of the Contractor's prosecution of the Work. While on the job site, all Contractor and Subcontractor personnel shall wear required personal safety equipment. Personal safety equipment shall include, but not be limited to hard hats, hearing protection, eye protection, proper clothing, and footwear as required by OSHA standards. The Contractor shall obey all safety rules and regulations and shall not create hazardous conditions within or around the work site.

The Contractor shall immediately discontinue any operations of the Contractor determined unsafe by the http://www.gloucesterva.info/purch

Project Manager, Inspector or designee, upon receipt of either written or oral notice. The County reserves the right to require the removal and replacement of any employee or equipment of the Contractor or Subcontractor at the work site when, in the Project Manager’s or Inspector’s judgment, that person or equipment is not performing safely. The Contractor shall take or cause to be taken such additional safety and health measures as the County may determine to be reasonably necessary. The Contractor also agrees to adhere to all the terms locations in the County’s Safety Policy located at the job site.

13. Continuity of Services: The services rendered in the contract resulting from this IFB are vital to County and must be continued without interruption. At contract expiration, the Contractor shall provide best efforts and cooperation to facilitate an efficient and effective transition to a successor, whether County or other Contractor, at no additional cost to the County.

INSURANCE REQUIREMENTS

INSURANCE:

By signing and submitting a quotation under this solicitation, the Bidder certifies that if awarded the contract, it will have the following minimum insurance coverage(s) at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with § 2.2-4332 and § 65.2-800 et seq. of the Code of Virginia. The Bidder further certifies that the Contractor and any subcontractors will maintain these insurance coverage(s) during the entire term of the contract and that all insurance coverage(s) will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Bidder shall provide a Certificate of Insurance naming the Gloucester County School Division as an Additional Insured for any work done on school property at the Bidder’s expense. If requested, the Bidder shall provide a Certificate of Insurance naming Gloucester County as an Additional Insured for any work done on county property at the Bidder’s expense. Note: Actual limits and aggregates may be increased or decreased for specific projects during negotiation, or as the Purchasing Agent assesses the amount of risk.

Minimum Insurance Coverage(s) and Limits required for most Contracts:

a. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include employer. Contractors who fail to notify the County of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

b. Employer’s Liability - $100,000.

c. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The County of Gloucester must be named as an additional insured and so endorsed on the policy.

d. Automobile Liability - $1,000,000 – per occurrence. (If motor vehicle is to be used in the contract.)

e. Professional Liability/Errors and Omissions - $500,000 – per occurrence. (If required by the contract or Purchasing Agent.)

f. Construction – All Risk Builders Risk Property insurance on the completed value of all such work, with exclusions for design or defects removed by policy endorsement, if required by subsequent contract or Purchasing Agent.

g. Garage-keeper’s Liability, Product Liability and some complete operation coverage is required in “c” under Commercial General Liability when maintenance/service contracts are for vehicles

Contractor shall have ten (10) days from the date of the County’s request to provide insurance certificates and endorsements. Failure to provide the certificates and endorsements within this timeframe may be cause for the County to rescind award of a contract and hold the original Bidder/Bidder liable for excess costs.

CONTRACTOR/VENDOR SAFETY AGREEMENT

Contractor/Vendor Safety Agreement (“Agreement”) has been developed to protect Gloucester County employees and property, Gloucester County (County) and all contractors, subcontractors, and vendors, who are working on County property. All contractors/vendors working on County property must conform to the requirements of the Agreement. In addition, contractors/vendors must abide by the Site-Specific Safety Standards for the facility, where the work is being performed. A management representative from the facility will discuss the Site-Specific Safety Standards with the contractor/vendor. Contractors/vendors are required to cover the contents of this Agreement and the Site-Specific Safety Standards with their employees prior to starting work. All work must be performed in accordance with OSHA requirements and all environmental concerns must be addressed in accordance with EPA regulations. Any questions about safety or environmental concerns should be directed to the project manager or the Workplace Safety & Training Specialist. The contractor/vendor is responsible for providing his/her employees with the proper tools and equipment to perform the job safely, including any required personal protective equipment. Contractors must ensure that their subcontractors do the same. Several specific requirements are listed below; however, this list is not all inclusive.

1. Good housekeeping shall be maintained during all operations and clean up should occur at the end of work each day.

2. Each County facility will have lockout/tagout procedures for all equipment at the facility.

Contractors/vendors must comply with these procedures.

3. Each County facility will have a Confined Space Entry program. Entry permits are required for any activities that require access to permit required confined spaces. These spaces will be labeled as such.

4. Prior to conducting any hot work at the facility, the contractor/vendor must obtain a permit in accordance with the facility’s Hot Work Permit Program, unless the facility has designated an area specifically designed for hot work. Fire extinguishers must be located at the work site and a fire watch must be provided per the permit requirements. The contractor/vendor is responsible for providing fire extinguishers for hot work activities.

5. Gloucester County requires that lift trucks be driven only by operators who have been trained through a program which meets VOSH/OSHA requirements. County policy requires all operators to wear seat belts and safety glasses or prescription glasses when operating powered industrial trucks.

6. Personal protective equipment shall be worn according to the hazards associated with various types of exposure (e.g., Safety glasses, ear plugs, gloves, chemical gloves, respirators, aprons, harnesses, etc.).

Contractors/vendors are responsible for providing their employees with all required personal protective equipment.

7. All compressed gas cylinders must be always chained or secured in an upright position, preferably on an approved cart. Spares and empties shall be secured upright with the protective caps in place. Cylinders shall not be transported on the forks of a lift truck.

8. All overhead work shall be performed in accordance with fall protection guidelines. Approved scaffolding, personnel lift baskets, order pickers, ladders, and platforms shall be used for work six feet or more above the working surface. Personal fall arrest systems will be used whenever other forms of fall protection are not adequate.

9. Electrical work is to be performed only by trained and authorized personnel and subject to any additional arc flash requirements.

10. All equipment brought onto County property shall meet the applicable guarding and electrical safety guidelines required by VOSH/OSHA.

11. Compressed air shall not be used to clean off personnel. Safety goggles must be worn when using compressed air.

12. The Workplace Safety & Training Specialist shall be made aware of any hazardous chemicals before the chemicals are brought onto the premises. Safety Data Sheets (SDS’s) shall be provided for all chemicals brought on the site.

13. If hoisting and rigging is to be conducted, a rigging plan must be submitted, or a permit must be obtained.

14. All flammable materials shall be stored in OSHA approved containers.

15. Unless otherwise approved by County management, only one day’s supply of drummed or bulk chemicals will be allowed at the work site each day. Excess bulk chemical supplies must be stored in a spill containment area and secured against damage, vandalism, or theft.

16. Appropriate protection shall be used to prevent any chemical spills. If a spill should occur, County management must be contacted immediately, and the spilled chemical must be contained.

17. Chemicals shall not be poured down drains or dumped onto the ground, into a ditch, a creek, or any other areas outside or inside the facility unless specifically designed for that purpose.

18. All chemical waste generated by the contractor/vendor is the responsibility of the contractor/vendor and shall be disposed of in accordance with local, state, and federal law.

19. Smoking will not be permitted inside County property.

20. Alcohol and drug use is prohibited on County property.

21. The Site-Specific Safety Standards must be covered with all contractor/subcontractor/vendor employees by the contractor/vendor.

22. The County must be notified of any injuries or incidents that occur on site. If applicable, OSHA’s Bloodborne Pathogens regulations must be followed.

I have read the preceding safety agreement and will adhere to its requirements and to the requirements of the Site-Specific Safety Standards that will be presented to me prior to beginning work. I understand that this is not an all-inclusive list of safety requirements. Any issues not listed above will be deferred back to VOSH/OSHA guidelines and the Gloucester County Safety Manual. I will cover these requirements and the Site requirements with all my employees and subcontractors who may be present at any time on the project site. I understand that if I have any safety or environmental questions, I should consult my County contacts. I also understand that any of my employees or subcontractors can be removed from the facility for violation of these requirements. This Agreement shall supersede any provision in any other agreement between any parties to this Agreement, where said provision would result in noncompliance with this Agreement. Waiver of any breach or failure to enforce any of the terms or conditions of this Agreement by County management at any time shall not limit or waive the County’s right to enforce or compel strict compliance with every term and condition of this Agreement. The basic guidelines for addressing violations are as follows;

however, serious cases might warrant skipping one or two steps of this process, while minor infractions could result in a verbal warning, if corrected immediately.

SAFETY VIOLATIONS

First Offense – The job supervisor will be notified that a violation of safety rules or policy was observed. A written warning will be sent to the general manager or owner of the company.

Second Offense – The repeat offender and job supervisor will be removed from the job.

Third Offense – The contractor could be dismissed from the current job and/or be notified that they would not be considered for future projects.

Contractor/Vendor: ______________________________________________________________

Signature: _____________________________________________Date: _____________________

Title: _____________________________________________Phone: ______________________

Email address: __________________________________________________________________ (Please type or print)

SPECIAL TERMS AND CONDITIONS