843956doorCfield.pdf

CHESTERFIELD COUNTY

PROCUREMENT DEPARTMENT

CHESTERFIELD, VIRGINIA

Invitation for Bids

IFB Number: ........................................................................................................................ ADMN27000016 Title: .............................. Security and Access Control Systems, Materials, Installation and Repair Services

Issue Date: .................................................................................................................... September 14, 2026

Sealed Bids Due: ................................................................................................ October 6, 2026, 2:00 P.M.

Sealed Bids Opening: 30 minutes after the Sealed Bids Due date and time specified above Bid Opening Location: .......................................................... Chesterfield County Virtual Bid Opening Link

Inquiries: Questions which may arise as a result of this solicitation may be addressed to Eric Smidt, Senior Sourcing Officer, at (804) 751-4952, or by email to procurement@chesterfield.gov. Inquiries must be received no later than September 23, 2026, at 4:00 p.m. in order to be considered. Contact initiated by a bidder concerning this solicitation with any other County representative, not expressly authorized elsewhere in this document, is prohibited. Any such unauthorized contact may result in disqualification of the bidder from this transaction.

All prices shall be F.O.B. Destination: Various Chesterfield County Locations Freight, delivery costs, and incidental charges shall be included.

My signature below certifies that:

• I am authorized to sign this bid on behalf of the firm listed below;

• I, on behalf of the firm listed below, agree to abide by all conditions of this bid;

• the accompanying bid is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under § 18.2-498.1, et. seq. of the Code of Virginia. Furthermore, I understand that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Government Bid Rigging Act, the Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil damage awards;

• that the accompanying bid is in compliance with applicable provisions of the State and Local Government Conflict of Interests Act (§ 2.2-3100, et. seq. of the Code of Virginia). Specifically, without limitation, no County/School Board employee or a member of the employee’s immediate family shall have a proscribed personal interest in a contract; and

• that the accompanying bid is in accordance with applicable provisions of the Virginia Public Procurement Act, Art. 6 Ethics in Public Contracting (§ 2.2-4367, et. seq. of the Code of Virginia), and any other applicable law as set forth therein.

In compliance with this Invitation for Bids and to all conditions imposed therein the undersigned offers and agrees to furnish the goods/services in accordance with this signed bid.

Complete Legal Name of Firm: ________________________________________________________

Order From Address: ________________________________________________________ Remit To Address: ________________________________________________________ Signature: __________________________________ Email: _____________________________

Name (type/print): ___________________________ Title: _____________________________

Fed ID No.: _____________________ Phone: (____) _______________ Fax: (____) ______________

This page must be returned with the Bid Form.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGRkZDc1MjctYmJhMC00N2I5LTg5ZWMtNzg4YTBhNWMwOThl%40thread.v2/0?context=%7b%22Tid%22%3a%2205609332-b905-4a6b-bf74-4807fa89857d%22%2c%22Oid%22%3a%22b1eca633-df02-463d-a6fb-e5565a26a73c%22%7d mailto:procurement@chesterfield.gov

TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. SCOPE OF WORK/SPECIFICATIONS

IV. INSTRUCTIONS

V. TERMS AND CONDITIONS

VI. BID FORM

ATTACHMENT A - Virginia State Corporation Commission (SCC) Registration Information ATTACHMENT B - 2026 Approved Standards for Physical Security System Elements

I. PURPOSE

The purpose of this Invitation for Bids is to establish a contract with qualified bidders to provide all personnel, equipment, tools, materials, supervision, non-personnel services, and other items necessary to procure, install, repair, and maintain Electronic Security Systems (ESS) for existing and future Chesterfield County Government and School Facilities (the “County”). ESS includes the incorporation of physical security and protection measures, to include electronic access control, intrusion detection, and video management software platforms as well as all related hardware and elements associated with each system.

It is the County’s intent to establish a task-order requirements contract for these services. The County reserves the right to award to multiple firms.

II. BACKGROUND

Chesterfield County and Chesterfield County Public Schools (the “County”) currently utilizes various combinations of ESS in over a hundred facilities to include but not limited to Schools, Jails, Courthouses, Airports, Administrative Office Buildings, Libraries, and Parks. The County breaks up these services into three categories: Electronics Access Control (DSX), Surveillance/Video Management Systems (Ocularis, Axis), and Intrusion Detection (mostly

DMP).

The current ESS infrastructure throughout the county consists of several thousand Access Control elements (HID Card Readers, DSX Controllers, Electrified Door Hardware, request to exit devices, and override switches), approximately 1500 Video Management System elements (Cameras, software workstations, servers, etc.) and multiple whole building intrusion detection systems of various sizes that include door position switches, motion sensors, glass break detectors, window contacts, and wireless duress buttons.

III. SCOPE OF WORK/SPECIFICATIONS

Qualified security contractors (“the Contractor”)

Shall provide repairs of electronic security systems and equipment on an on-call basis, provide installation of new security systems for small construction projects, replace existing systems and equipment, and provide additions/enhancements to existing systems. The Contractor shall provide these services based on the scope of work and the specific project task order for the types of systems/equipment specified herein. The contractor is not required to be able to service elements of all three systems but may bid on all three if the company has the capacity to do so.

Contractor

Shall be required to coordinate work activities with one of the following points of contact within the county: 1) The Office of Security Management (OSM), 2) Chesterfield Sheriff’s Office (CSO), 3) Capital Projects Management (CPM), 4) Chesterfield County Public Schools (CCPS). The Contractor may communicate directly with other county entities involved in a project at the direction of one of the above points of contact.

Brand Name Use

Information regarding use of a brand name is addressed in SPECIAL TERMS AND CONDITIONS, C.2. Variances in specifications deemed not to be material, in the sole discretion of the County, may be allowed in determining the lowest responsive and responsible bidder.

Services to be performed

The result of this solicitation is to establish contracts for installations and renovations as well as address any repairs that may be needed. The County is not looking for a structured preventive maintenance plan.

Video Recording/Management (Qognify/Ocularis/Axis) Services

The Contractor shall provide services to include but not limited to installation, repair, replacement of cameras and lenses, camera mountings, CAT 5e and CAT 6 cabling, conduit runs, all required connections and provide all necessary hardware, software, parts and materials required for a fully functioning Video Recording/Management system (utilizing the Ocularis or Axis platform) installed in accordance with industry standards and project specific requirements as directed by the County.

Access Control (WINDSX) Services

The Contractor shall provide services to include but not limited to installation, repair, and replacement of all parts and materials required for a properly functioning WINDSX access control system which meets County standards and requirements. The Contractor shall provide and install all connections and programming in accordance with industry standards and project specific requirements as directed by the County.

Intrusion Alarm (DMP) Services

The Contractor shall provide services to include but not limited to installation, repair, and replacement of all parts and materials required for a properly functioning intrusion alarm system utilizing DMP technology which meets County standards and requirements. The Contractor shall provide and install all connections and programming in accordance with industry standards and project specific requirements as directed by the County.

E. General Contractor Requirements

The Contractor shall have qualified technicians on twenty-four (24) hour call for any emergency situation that may arise. The Contractor shall provide experienced, manufacturer certified, capable personnel to direct and complete work in a manner satisfactory to the County. The Contractor shall provide warranty related services as required. The Contractor shall contact/interface with equipment manufacturers on behalf of the County for all warranty needs.

The Contractor and all subcontractors shall be properly certified through the Department of Criminal Justice Services (DCJS) for installations of security systems at all times during the contract term. The DCJS certification number and a copy of the certification shall be submitted with the bid.

Response Times

Routine Repair Service: Contractor will be required to visit the site within two (2) days from County request and provide a repair project estimate within two (2) days of the site visit. Each estimate shall clearly state the timeline of project completion.

Critical Emergencies: The Contractor shall provide a four (4) hour response time for critical emergencies (e.g. malfunctioning or inoperable equipment at detention facilities, weapons and ammunition storage, IST or other identified sensitive secure areas or inability to access buildings/areas) from the time of placement of the call to the Contractor’s 24-hour response line to arrival on-site without exception. The Contractor shall maintain a sufficient supply of parts to ensure most repairs are completed at the time of reporting on-site. Critical emergencies shall be identified at the discretion of OSM, CSO, CPM or CCPS.

Non-Critical Emergencies: The Contractor shall provide an on-site response time for non-critical emergencies within twenty-four (24) hours after initial contact and maintain a sufficient supply of parts to ensure repairs are completed within twenty-four (24) hours.

Non-critical emergencies shall be identified at the discretion of OSM, CSO, CPM or CCPS personnel.

In situations where a facility cannot be secured by timely repairs, the Contractor shall make necessary temporary repairs to ensure building security.

Renovations and new installs will be set on their own timeline. This Contract will not be for preventative maintenance; repair calls will take place as problems arise and service is needed.

F. Existing County Equipment

Video Recording/Management, Access Control and Intrusion System hardware, software and associated equipment have been standardized by the County; however, existing equipment includes but is not limited to the following manufacturers:

1. Axis (OSM, CPM Standard)

2. Bosch

3. DMP (OSM, CPM Standard)

4. DSX

5. HID

6. Qognify/Ocularis

7. Pelco

8. Sony

9. Vicom

G. Contractor Project Estimate Requirements

The Contractor shall provide a complete breakdown of all costs including separate line items for labor and material costs when submitting estimates. All labor and materials shall be itemized and identified by type of part, name brand and model number and/or part number. In the event of an emergency service a verbal estimate can be given for projects under $50,000, however an itemized invoice will still be required. Contractors shall use the guidelines below for submitting estimates.

All estimates must be submitted as follows:

1. An individual listing with a price for each part or material and the numbers of each item required for the project. Provide a part(s) and material(s) sub-total.

2. All labor costs must be listed by number of hours times the hourly rate for each labor category of the project. Provide a sub-total for all labor costs.

3. All training hours provided by each technician level times the hourly rates and the total cost for training hours by each technician level. Sub-total of all training costs.

4. Provide the total project cost.

5. Provide an estimated start date & completion date for the project.

H. Parts, Materials and Software Licenses

All parts and materials shall be provided at the discount off the Manufacturer’s Suggested Retail Price (MSRP) indicated on the bid form. Incidental materials shall be provided at actual cost. The Contractor shall provide an updated MSRP list prior to changing the pricing on parts and materials.

The Contractor shall purchase and provide initial licenses and annual software support licenses/plans necessary for systems operation on behalf of the County. The licenses shall be provided at the discount off the Manufacturer’s Suggested Retail Price (MSRP).

The County is requesting all licenses start and expire on the same dates for existing cameras. Existing licenses prior to the term of this contract will be transitioned to the Contractor upon current term expiration which may include some new installs.

The Contractor will have the opportunity to gather specific details of the system. The County will work with the Contractor to obtain specific details of the system such as expiration dates of existing licenses.

I. Contractor Performance Requirements

The Contractor shall complete all work in compliance with all state and County codes regulations, and established county standards.

The Contractor shall perform work/duties under the direction of, or in coordination with, Chesterfield’s County Sheriff’s Office (CSO), Office of Security Management (OSM), Capital Projects Management (CPM) or assigned County Project Managers, general contractors when required, or as directed by CPM and Chesterfield County Public Schools (CCPS). All communications to and from the Contractor will be as directed by the primary County authorized representative providing oversight for the project.

The Contractor may be assigned to work with a general contractor (GC) or subcontractor of the GC for construction related projects during the term of the contract. The Contractor shall be capable of meeting all timelines and restrictions established by the GC when assigned by CPM, CCPS or other County authorized representatives as required. The Contractor shall work as a subordinate contractor and abide by terms and conditions of the GC’s requirements including pass down terms and conditions and payment for services rendered will be made by the GC.

The Contractor shall submit all requests for change orders to any security system design to the appropriate County authorized representative. Change order requests shall be accompanied by a fully documented justification, outlining the financial implications and operational functionality or efficiency and/or deficiency. This must include a line-item breakdown of labor and material costs in the format identified in “Contractor Project Estimate Requirements” section above.

The Contractor shall be capable of providing in-house AutoCAD drawings and shop drawings for review/approval including floor plans with device locations, wiring and/or riser diagrams, equipment mounting details, equipment cabinet elevations, etc. for all projects with a value greater than $10,000.00 or when requested by the County. At the completion of the project/task, the Contractor shall provide a full set of as-built drawings for the project in both AutoCAD format and PDF format. The Contractor shall review security diagrams/drawings provided by security consultants and provide a listing of equipment, parts, hardware with cost, name brand and model numbers for projects when required.

The Contractor shall adhere to Chesterfield County Information Systems Technology (IST) standards for remote access and change control of the production environment for systems database program upgrades. All upgrades shall be conducted offline in a test environment before programming into the network. The Contractor must provide IST with all database updates for upgrades to the WINDSX and Ocularis, or Axis systems.

The Contractor shall supervise and direct all work performed by their employees and shall be responsible for all construction means, methods, techniques, sequences and procedures as well as coordinate all portions of the work performed as a result of the contract.

The Contractor shall be responsible to the County for the acts and omissions of his/her employees, subcontractors and their agents and employees, and other persons performing any of the work under a contract with the Contractor.

When performing repairs and/or installations during business hours, the Contractor shall make every effort to ensure minimal disruption to employees and normal office operations.

The Contractor and subcontractor employees shall conduct themselves in a professional manner while on County property and within County facilities and/or in the presence of County employees and visitors.

When repairs due to the County’s negligence, accident, fire, water or power line voltages beyond those specified for the particular equipment are requested, Contractor shall submit an estimate for County approval prior to making such repair(s). If Contractor negligence or poor workmanship is determined to be the cause of a system or equipment malfunction, repair or replacement shall be made at the Contractor’s expense.

The County reserves the right to obtain third party consultation to conduct test and certifications of all security systems installed by the Contractor when the security system fails to function within County established standards and/or prior to connection into the County network at the Contractor’s expense.

Repeated delayed or partial deliveries of services or the inability to provide satisfactory services shall be interpreted as failure to meet contractual obligations and may be cause for cancellation of the contract.

J. Contractor Qualifications

The Contractor shall operate a full-service security (commercial focus preferred) installation and maintenance operation and be duly authorized to provide equipment, parts, installation, and maintenance services for the equipment represented herein. All services defined herein shall be performed by fully trained and factory/manufacturer licensed/certified and authorized personnel.

The Contractor shall be capable of providing full-service security systems including installation of all products required for a fully functioning Access Control System, Video Recording/ Management System, or Intrusion Detection system to include conduit installation, cabling, systems integration, electrical wiring and connections, systems programming (WINDSX, Ocularis, Axis, DMP), and other related services. When required, the Contractor shall coordinate work with other contractors who provide door hardware, commercial doors and frames, storefront doors, ballistic rated doors, and low energy automatic door operators.

The Contractor shall have and maintain applicable certifications for digital annunciation relay monitoring products and have employees/technicians that are properly trained in this area. Digital monitoring products may include DMP, Bosch Security Systems, Honeywell, Protection Technologies, United Security Products, Panasonic or other equivalent manufacturer products.

The Contractor shall be familiar with “Plate Hunter” technology as designed by ELSAG North America.

The Contractor, based upon lots bidding on, must have WINDSX, Qognify/Ocularis, AXIS, and DMP, active channel partner designation with skills and knowledge to perform systems programming of security devices and cameras into the County network.

The Contractor shall provide properly trained and experienced employees for the services of the systems your company is able to provide to the County. Primary technician names, certifications, years of experience and experience levels shall be provided within the bid.

The Contractor shall provide all services ordered within the time quoted by the Contractor and accepted/agreed upon by the County. Delivery dates will be included on any

Purchase Order issued. In instances where delays are not within the Contractor’s control, delivery schedules may be negotiated with the County authorized representative.

K. Programmer/Integrator Qualification Requirements and Duties

The Programmer/Integrator shall develop, program and provide support for the Access Control System (WINDSX) Video Recording/Management (Ocularis/Axis) and/or Intrusion Detection (DMP) systems. This shall include developing/implementing a standard programming nomenclature for the County to ensure that all devices added to the County systems are programmed/integrated in a consistent, structured, and well-labelled and documented fashion. This programmer/integrator shall provide the programming of devices at the server/head-end level and enter the systems data into the server in the agreed upon format. This programming shall include manufacturer software updates, Windows operating system updates, anti-virus updates, database maintenance included device additions/deletions on existing installation and programming of new devices at the server level. The Programmer shall provide support for the system including purchase of annual software support licenses/plans; provide the County access to manufacturer level training, and general troubleshooting of the systems with both phone and on-site support.

Each division of the County (Office of Security Management, Schools, Sheriff Office) has established programming standards. The integrator will be required to program the systems based on those standards for the division leading the project. These specifications will be established in the initial project scope.

Some locations within the County are not network accessible therefore must be visited to execute the entire project. Many County sites can be accessed remotely and once the Contract is established; remote access protocols & credentials will be set up through the appropriate IST department.

The Contractor will be responsible for working with our IST Department to keep system software current at the direction of the responsible County division (Security Management, Schools, Sheriff Office). County IST will maintain all other aspects of the servers (MS Patches, Bios Updates, Server Refreshes). When a server is decommissioned and replaced, we will initiate a service call with the Contractor to assist in the transition from the old to the new server.

L. Service Requirements/Service Hours

The Contractor shall provide services only after receipt of a written Purchase Order or a verbal request for services containing a Purchase Order number. Any services performed without a Purchase Order or Purchase Order number shall be at the Contractor’s risk, except in emergency situations (i.e. after-hours emergencies) with verbal authorization and direction from OSM, CSO, CPM or CCPS.

The Contractor shall submit firm fixed hourly labor rates for services. Hourly rates shall be inclusive of overhead, profit, supervision, benefits, project estimates and travel, etc.

The Contractor shall submit labor rates for each identified labor category in the Pricing

Schedule.

Special equipment items such as lifts, pavement cutting machines, bucket trucks or trenching tools shall be specified in project estimates and be approved prior to starting any work or installation projects. Rates charged for special equipment shall not exceed actual costs to the Contractor and invoices for special equipment shall be provided to the County. Once estimates are submitted, no additional charges will be allowed without prior approval of the County authorized representative. Charges for conducting estimates and providing quotes are not allowed. The following conditions shall be taken into account:

1. Regular work hours are defined as Monday through Friday, 7:30 AM to 5:00 PM.

2. Overtime work hours are defined as: Monday through Friday between 5:01 PM and

7:29 AM; all hours Saturday and Sundays (Unless Saturday and/or Sunday are recognized duty days for Contractor; and County recognized holidays. If the holiday is a County recognized holiday but not a Contractor recognized holiday, no overtime pay shall be charged. NOTE: All overtime rates shall be calculated at no more than 1 ½ times the regular rate for any services performed beyond 40 hours worked on a County project or if services are required on a weekend or company recognized holiday.

3. The Contractor shall be capable of providing an on-site response time for Critical

Emergencies within four (4) hours after initial contact, without exception.

Emergencies shall be identified at the discretion of OSM, CPM, CCPS or CSO personnel.

4. Allowable billable time is from the time of arrival at the County facility which initiated the call for service until work is completed at the facility. Multiple repair requests for the same date at a County facility shall be billed as one service charge. Travel to and from the County facility is not allowable billable time. In cases where the Contractor is required to pick up keys at a designated facility prior to going to the job site and to return those keys back to the designated facility, the billable time shall begin and end at that point.

5. Parts pickup and delivery are considered billable but are capped at a maximum of one instance of no longer than one (1) hour per work ticket and shall be billed at the Helper/Apprentice rate. A pickup receipt must indicate a date in correlation with the repair request.

6. The Contractor shall provide technical advice/assistance for service-related issues by phone. Telephone technical assistance shall not be billed unless the time exceeds thirty (30) minutes. After 30 minutes, the Contractor may bill in 15-minute increments to include the initial 30 minutes at the Technicians hourly rate.

7. The Office of Security Management has approximately 450 cameras. OSM and the Sheriff Office together have about 45-50 servers total. The Sheriff’s Office has approximately 650 cameras, NVR’s - 1 Admin and 17 Storage Servers.

8. CCPS is responsible for 68 school buildings and administrative offices. CCPS has approximately 2,200 cameras and anticipates updating 5 to 10 schools annually based on available funding.

9. OSM is responsible for about 100 plus locations. The Sheriff’s Office is responsible for six locations.

M. Work Tickets and Invoices

The Contractor shall furnish itemized work tickets for all services rendered and work performed at the time services are provided unless otherwise exempt due to emergencies. The ticket shall include the date, description of the services performed and itemized material lists (copies of material purchase receipts are acceptable). The work ticket shall be signed by the appropriate County authorized representative before Contractor employees leave the job site. This procedure shall be strictly and uniformly complied with in order for an invoice to be paid in a timely manner. Any invoices received that do not include said documented back-up verification shall be returned to the Contractor and may delay payment.

All work tickets shall be itemized on a monthly basis and be submitted under a single invoice with the completed work tickets attached. The invoice shall identify the purchase order number(s), date of service, ticket number, County authorized representative requesting the service, description of the service and the total cost.

Contractor invoices must be submitted to OSM, CSO, CPM, CCPS or other County designated representatives within 30 days from the date of the County authorized representative’s signature on the work order.

N. Work Crew

The Contractor’s work crew shall consist of only the number of employees needed to complete the project. The number of employees, by labor classification, shall be properly documented on the project estimate. The number of employees shall be subject to approval by the County authorized representative prior to the commencement of work.

Supervisors employed by the Contractor and/or subcontractor who visit a job site as part of their supervisory duties are part of the Contractor’s Quality Assurance and are not performing services as part of the work crew shall not bill the County for such visits. Hours for any work crew member on the job site who is in training as a technician may be billed at the Helper/Apprentice labor rate provided the employee is providing some level of work on the project/job site.

O. Training

While on-site for installation of new equipment and/or upgrades to current equipment, the Contractor shall provide any pertinent training on the equipment for the appropriate County staff at no additional cost, not to exceed one (1) hour of training, unless otherwise identified and allowed by a County authorized representative or as indicated in a Capital Project specifications document. Any training beyond one hour shall be billed at the rate of the individual labor classification providing the training.

P. Account Management

The Contractor shall provide a single primary point of contact (Contractor Representative) for account/contract management to coordinate delivery of service, provide technical assistance, billing assistance, and implement quality assurance programs (if applicable).

In addition, a primary service technician shall be assigned to provide services to the County and shall be the primary contact for equipment/ installation related issues.

The County will make all service requests via phone, e-mail, fax or other electronic means available, and a work order number shall be provided to the County authorized representative at that time or no later than 48 hours (or 72 hours during weekend and holidays). Exception is provided for emergency situations as designated by OSM, CPM, CCPS or CSO.

Q. Reports and Meetings

The Contractor shall provide a quarterly summary report to the OSM, CCPS, CPM and Sheriff Office which includes but is not limited to total service calls for the quarter, response time and resolution time. The summary shall include work order numbers, device serial number (as applicable), date and time of arrival, completion date and time, response time and a summary of service and parts used.

In addition, the Contractor shall provide an end-of-month summary to OSM, CCPS, CPM and Sheriff Office that includes all outstanding service calls and the status of each service call.

These reports shall be due no later than the 10th day of the month for the preceding month or quarter, as appropriate, or the next Contractor workday if the 10th falls on a weekend or holiday.

When necessary, the Contractor shall attend project meetings or other meetings as required by the County at no additional cost to the County. The County may require monthly update briefings as well as occasional meetings when unanticipated issues arise.

R. Estimates

The Contractor shall provide project estimates at no cost to the County and estimates shall be provided in a timely manner and in accordance with the timeframe requested by the County.

S. Authorized Users of this Contract

Office of Security Management

Jason Stone General Services Division Manager

804-717-6779

Jamar Harris Lead Security Coordinator

804-748-1398

Stacey Counts Operations Supervisor

804-748-1279

Chesterfield Sheriff’s Office

Morgan Scott Chesterfield Sheriff’s Office 804-768-7279

NOTE: The individuals listed above will report the majority of service needs.

However, critical emergencies in the Courthouses or Jail identified after normal working hours may be reported by on-duty supervisory personnel.

Capital Projects Management

Jasna S. Elswick

804-717-6448

Chesterfield County Public Schools

Jon Balasa Director of Construction 804-735-9419

John Thumma Director of Facilities 804-297-5267

Nick Caputo Director of School Safety and Security 804-300-1729

Dawson Rae Assistant Director of Maintenance 804-305-926

T. Project Work by the County

The County may, at its sole discretion, provide supplies and materials or may perform portions of work on projects when it is determined to be in the County’s best interest.

IV. INSTRUCTIONS

Submission and Receipt of Bids

1. Sealed bids must be submitted either electronically or in hard copy. If submitted electronically, bids must be submitted via the County’s eProcurement system. If submitted in hard copy, bids must be delivered to Chesterfield County, Lane B.

Ramsey Building, c/o Procurement Department, 9901 Lori Road, P.O. Box 51, Chesterfield, Virginia, 23832, and they must be submitted in a sealed envelope with the IFB number and due date and time written on the outside of the envelope.

Bids must be received by the County no later than the specified time and date designated in the invitation. ANY NOTATION ON THE EXTERIOR OF THE

ENVELOPE OF A BID SUBMITTED IN HARD COPY THAT PURPORTS TO

ALTER, AMEND, MODIFY OR REVISE THE BID CONTAINED WITHIN THE

ENVELOPE SHALL BE OF NO EFFECT AND SHALL BE DISREGARDED. The time of receipt shall be determined by the official time clock stamp for bids submitted in hard copy and by the time submitted through the County’s eProcurement system for bids submitted electronically. Bidders are responsible for ensuring that their hard copy bids are stamped by Procurement Department personnel or designee before the deadline and for ensuring that their electronic bids are accepted through the County’s eProcurement system; acceptance may be verified through the bidder’s supplier account in the County’s eProcurement system. Late bids shall be rejected. A bidder should not submit a bid in both hard copy and electronically. A bidder should choose only one method of submitting a bid.

2. Should the bidder decide to utilize an express delivery service or hand deliver a hard copy of their bid, please note that the Lane B. Ramsey Building is located at the intersection of Ironbridge Road (State Route 10) and Lori Road. All bids shall be delivered to the Lobby.

3. Bids or changes to a bid response shall not be accepted via fax or email.

4. In the event that Chesterfield County government offices are not operating under normal staffing levels or if the location for hard copy bid submission, bid opening or a pre-bid conference is inaccessible due to inclement weather or other emergency situations at the published time, the bid submission, bid opening or pre-bid conference will default to the next regular business day at the same time.

5. All bids shall be signed in the space provided for a signature on the cover sheet and returned. Electronic signatures shall be acceptable for electronically submitted bids.

a. If the bidder is a corporation, the bidder shall show the title of the individual signing the bid, and if the individual is not the president or vice president of the corporation, if requested, the bidder shall submit proof that the individual has the authority to bind the corporation.

b. If the bidder is a partnership, the bidder shall show the title of the individual signing the bid, and if the individual is not the general partner of the partnership, if requested, the bidder shall submit proof that the individual has the authority to bind the partnership.

c. If the bidder is a limited liability company, the bidder shall show the title of the individual signing the bid, and if the individual is not a member or manager of the limited liability company, if requested, the bidder shall submit proof that the individual has the authority to bind the limited liability company.

6. Bids concerning separate bid invitations are not to be combined on the same form or placed in the same envelope, if submitted in hard copy, or submitted in the same electronic submission, if submitted electronically. Bids submitted in violation of this provision may not be considered.

7. Unless otherwise specified, bidders are to complete and return the Bid Form furnished by the County.

8. No bid shall be altered or amended after the specified time for opening.

9. If you are an individual with a disability and require a reasonable accommodation in order to participate in this procurement, please notify the Procurement Department at (804)748-1617 as soon as possible.

10. For information pertaining to the bid tabulation, decision to award and/or award on this procurement transaction, bidders may access public notification electronically at: www.chesterfield.gov/procurement.

Amendments or Requests to Withdraw Bids by a Bidder Prior to Bid Opening: A bidder may amend and/or withdraw their bid before the due date and time designated for receipt of bids. All requests from a bidder to return their bid shall be in writing, addressed to the Procurement Department, and signed by a person authorized to represent the person or firm that submitted the bid. The bidder may be contacted by telephone to verify the authorization of the return request and the signature involved if there is doubt as to the document’s authenticity. All amendments to the bid are to be initialed by an individual authorized to represent the bidder.

Site Visits – Non-Mandatory: Bidders submitting bids who wish to make site visits in conjunction with this solicitation are asked to schedule the site visit by contacting:

Jail/Courthouse Facilities – Joshua Fahy 804-318-8191, fahyj@chesterfield.gov

County Facilities – Jason Stone 804-717-6779, stoneja@chesterfield.gov

CCPS Facilities – Jon Balasa 804-735-9419, jon_balasa@ccpsnet.net

Opening of Bids: At the date and time specified on the cover page of this Invitation for Bids, the bids that were timely received by the County will be publicly opened and read aloud by the County via the Microsoft Teams link found on the IFB cover page.

Bids that are submitted in hard copy will be digitized by the County, and the County’s mailto:fahyj@chesterfield.gov digital file will become the permanent record of the bid.

V. TERMS AND CONDITIONS

The following terms and conditions are applicable to, and incorporated by reference in, any governmental procurement from a nongovernmental source conducted by the Chesterfield County Procurement Department (or pursuant to delegated purchasing authority) on behalf of all Chesterfield County public bodies, as public bodies are defined in Code of Virginia Section 2.2-4301, as amended, including any agencies, boards, authorities, or other entities for which the Chesterfield County Procurement Department acts as purchasing agent. The term “County” as used herein, or in any general or special terms and conditions means the applicable entity or entities listed above that is/are procuring goods and/or services from a nongovernmental source.

“Contractor” means the nongovernmental entity entering into an agreement with the County to provide goods and/or services to the County. “Contract” means the agreement between the County and the Contractor for the provision of goods and/or services to the County.

NOTE: Certain terms and conditions may not be applicable based on the method of procurement and the good/service being procured.

GENERAL TERMS AND CONDITIONS: SOLICITATION PROCESS

The following terms and conditions in this section describe certain aspects of the solicitation process. Additional aspects of the solicitation process may be described in other sections of the IFB. The terms and conditions in this Section A form part of the contract.

1. Addenda: No changes or supplemental instructions to a solicitation shall be applicable unless in the form of written addenda. Most addenda are downloadable from the Procurement Department web site at: www.chesterfield.gov/ping. Each bidder/offeror is responsible for obtaining all addenda posted at the Procurement Department website or by calling (804) 748-1617. Acknowledgement of receipt of all addenda shall be in the space provided within the solicitation or by returning a copy of each signed addendum. Failure to do so may result in rejection of the bid/proposal. All addenda issued shall become part of the solicitation and all resulting contract documents.

2. Mistakes in Bids:

a. Mistakes discovered following bid opening but prior to award:

i. If there is a significant and obvious disparity between the prices of the lowest apparent responsive bidder and other bidders, the County procurement department’s representative may contact the low bidder to confirm whether the bid price is accurate. Such contact does not relieve a bidder from the responsibility to submit a correct bid. If the bidder then alleges a mistake in the bid and can provide clear and convincing evidence that supports the existence of a clerical error to the satisfaction of the purchasing authority, the http://www.chesterfield.gov/ping bid may be withdrawn in accordance with the withdrawal procedure provided herein.

ii. Prices shall be stated in units of quantity and/or work as specified in the

Pricing Schedule. In the event of a discrepancy in calculating price extensions (an error in the multiplication of units of quantity and/or work and the unit price), the unit price shall govern and the discrepancy shall be resolved in favor of the correct multiplication of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum of the column shall be resolved in favor of the correct sum total. The County reserves the right to audit price extensions and/or totals and may use corrected price extensions and/or totals after such audit to determine the apparent low bidder. The County is not responsible for a bidder’s clerical or mathematical errors. The County further reserves the right to reject any bid in whole or in part, delete items before making an award, or waive any informality, in accordance with the Virginia Public Procurement Act.

b. Mistakes discovered after award: Bids containing mistakes by bidders shall not be withdrawn after award of a contract or issuance of a purchase order.

3. Negotiation: In accordance with § 2‐47 of the County Code, if the bid from the lowest responsible bidder exceeds available funds, the County may negotiate with the apparent low bidder to obtain a contract price within available funds. Such negotiation may include, but is not necessarily limited to, adjustment of the bid price and changes in the bid scope or requirements in order to bring the bid within the amount of available funds. Negotiation shall be conducted by the Procurement Director, or designee, with assistance from the user department or specific entity.

4. Preferences:

a. In accordance with Code of Virginia Section 2.2‐4324(B), as amended, whenever the lowest responsive and responsible bidder is a resident of any other state and such state under its laws allows a resident contractor of that state a percentage preference, a like preference shall be allowed to the lowest responsive and responsible bidder who is a resident of Virginia and is the next lowest bidder. If the lowest responsive and responsible bidder is a resident of any other state and such state under its laws allows a resident contractor of that state a price‐matching preference, a like preference shall be allowed to responsive and responsible bidders who are residents of Virginia. If the lowest bidder is a resident contractor of a state with an absolute preference, the bid shall not be considered. The Commonwealth’s Department of General Services shall post and maintain an updated list on its website of all states with an absolute preference for their resident contractors and those states that allow their resident contractors a percentage preference, including the respective percentage amounts. For purposes of compliance with this section, the County will rely upon the accuracy of the information posted on this website. In accordance with Code of Virginia Section 2.2‐ 4324(D), as amended, for the purposes of this section, a Virginia person, firm or corporation shall be deemed to be a resident of Virginia if such person, firm or corporation has been organized pursuant to Virginia law or maintains a principal place of business within Virginia.

b. In accordance with Code of Virginia §2.2‐4328, as amended, and §2‐47 of the County Code, in the case of a tie bid, the County may give preference to goods, services, and construction produced in the County or provided by persons, firms or corporations having principal places of business in the County. If such choice is not available, preference shall then be given to goods and services produced in the Commonwealth of Virginia pursuant to Code of Virginia §2.2‐4324, as amended, or where goods are being offered, and existing price preferences have already been taken into account, preference shall be given to the bidder whose goods contain the greatest amount of recycled content. If no County or Commonwealth of Virginia preference is applicable, the tie shall be decided by lot.

5. Prior Defaulted Contracts: The County may, in its sole discretion, choose not to make an award to a bidder/offeror who has previously had a contract with the County terminated for the bidder’s/offeror’s default or has been debarred by another public entity. This provision also applies if any parent company, principal, officer, or wholly owned subsidiary of the bidder/offeror has had a contract with the County terminated for default.

6. Proprietary Information: Code of Virginia Section 2.2-4342(F), as amended, states: "Trade secrets or proprietary information submitted by a bidder, offeror, or Contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of §2.2‐4317 shall not be subject to the Virginia Freedom of Information Act (2.2‐3700 et seq.); however, the bidder, offeror or Contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary.” If the exemption from disclosure provided by Code of Virginia Section 2.2‐4342(F), as amended, is not properly invoked then the bids/proposals will be subject to disclosure pursuant to applicable law.

7. References: If requested, the bidder/offeror shall provide references which document past work performance and experience in the type of work required for the Contract. The County may contact all references furnished by bidders/offerors.

The right is further reserved by the County to contact references other than, and/or in addition to, those furnished by the bidder/offeror.

8. Vendor Rewards/Gift Programs: It is the policy of the County not to participate in any rewards programs offered by vendors and not to accept any gifts or gift cards, or other rewards from vendors for purchases made by the County. Any bidder/offer who provides rewards programs, gifts or gift cards, or other rewards to its customers for purchases made by such customers, must identify this fact in its bid/proposal and demonstrate in the bid/proposal how it has applied the value of such rewards to a reduction in the price of the goods and/or services being offered to the County.

9. Withdrawal of Bids (not applicable to competitive negotiations):

a. Withdrawal: Construction (Code of Virginia Section 2.2-4330, as amended)

i. A bidder for a public construction contract, other than a contract for construction or maintenance of public highways, may withdraw its bid from consideration if the price bid was substantially lower than the other bids due solely to a mistake in the bid, provided the bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or unintentional omission of a quantity of work, labor, or material made directly in the compilation of a bid, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. If a bid contains both clerical and judgment mistakes, a bidder may withdraw its bid from consideration if the price bid would have been substantially lower than the other bids due solely to the clerical mistake, that was an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid that shall be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn.

ii. The bidder shall give notice in writing to the Procurement Director of its claim of right to withdraw its bid within two business days after the conclusion of the bid opening procedure and shall submit original work papers with such notice. The work papers, documents and materials shall, at the bidders request, be considered as trade secrets or proprietary information subject to compliance with the provisions of Code of Virginia § 2.2-4342(F), as amended.

iii. Within 5 business days, the County will notify the bidder in writing of its decision whether to permit bid withdrawal. If the County denies the withdrawal of a bid under the provisions of this section, or Code of Virginia § 2.2-4330, as amended, it shall state in such notice the reasons for its decision and award the contract to such bidder at the bid price, provided such…