846095fireGooch.pdf

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 1

GOOCHLAND COUNTY

Purchasing Department

P.O. Box 10, Goochland, Virginia 23063-0010

Phone: 804.556.5802 Fax: 804.556.5676

Email : tthompson@goochlandva.us

INVITATION FOR BIDS (IFB) 2027-06

FIRE HYDRANT INSPECTION, MAINTENANCE AND PAINTING

DATE OF THIS REQUEST: SEPTEMEBER 28, 2026

DESCRIPTION: FIRE HYDRANT INSPECTION, MAINTENANCE AND PAINTING

QUESTIONS DEADLINE: OCTOBER 13, 2026, 1:00 P.M. LOCAL PREVAILING TIME (LPT)

BID DEADLINE: OCTOBER 26, 2026, 10:00 A.M. LOCAL PREVAILING TIME (LPT)

SEALED BIDS SUBJECT TO THE TERMS, CONDITIONS, AND SPECIFICATIONS HEREIN WILL

BE RECEIVED UNTIL 10:00 A.M., OCTOBER 26, 2026, LOCAL PREVAILING TIME (LPT) AT

WHICH TIME THEY WILL BE PUBLICLY OPENED, READ, AND MADE A PART OF THE PUBLIC

RECORD FOR FIRE HYDRANT INSPECTION, MAINTENANCE AND PAINTING AS DESCRIBED

HEREIN AND IN ACCORDANCE WITH THE SPECIFICATIONS.

SUBMISSION:

Bids shall be submitted electronically through DemandStar. In addition to the electronic submission, the bidder shall provide one (1) paper copy in a sealed container. The face of the container shall be clearly marked in the lower left corner as follows:

IFB #: 2027-0630000

IFB FOR: Fire Hydrant Inspection, Maintenance and Painting

DUE: October 26, 2026, at 10:00 a.m. LPT

LICENSE NO. ____________________ CLASS ________ EXPIRES _______________

Bids must be submitted to:

Tosh Thompson, Purchasing Manager

1800 Sandy Hook Road, Room 352

P.O. Box 10

Goochland, VA 23063

Sealed bids must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the bidder to ensure timely and correct delivery of the bid to the Purchasing Department. IMPORTANT

– PLEASE NOTE: Not all overnight delivery services guarantee timely next day delivery to this location.

Please check with the service you use.

For information relating to this IFB, contact:

Tosh Thompson, Purchasing Manager

Ph: 804.556.5802

Fax: 804.556.5676 tthompson@goochlandva.us mailto:tthompson@goochlandva.us

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 2

PROJECT DESCRIPTION

Goochland County, through its Department of Public Utilities (DPU), is seeking qualified contractors with demonstrated experience in public utility construction and fire hydrant maintenance to provide comprehensive fire hydrant inspection, exercising, maintenance, and painting services.

The project will include services for both County-owned public fire hydrants and participating privately owned fire hydrants located within Goochland County. Services are intended to maintain fire hydrants in proper operating condition, identify and address maintenance needs, and ensure hydrants remain accessible, properly identified, and available for fire protection purposes.

The selected contractor will be responsible for performing the required inspection, exercising, maintenance, and painting services in accordance with the specifications and requirements contained in this Invitation for Bid (IFB).

BACKGROUND AND PURPOSE:

Goochland County, through its Board of Supervisors, Fire-Rescue Department, and Department of Public Utilities (DPU), places a high priority on the reliability, visibility, and operability of the

County’s fire hydrant system. Fire hydrants are critical public safety assets that support emergency response and fire suppression activities. Maintaining hydrants in reliable operating condition and ensuring they are readily visible and identifiable are important components of the

County’s overall fire protection infrastructure.

The County’s Fire-Rescue Department has recently conducted system-wide inspections of fire hydrants throughout the County. As a result of these inspections, various repair needs were identified, with certain repairs subsequently completed by DPU. Following the completion of these preliminary inspections and repairs, the County identified a need for system-wide fire hydrant painting and a limited inspection of hydrant condition and basic operability.

The County is therefore issuing this Invitation for Bid (IFB) to establish a contractor to perform a focused, system-wide fire hydrant maintenance initiative. The work will include painting publicly owned fire hydrants and participating privately owned fire hydrants, along with limited inspection activities intended to verify basic operability and identify deficiencies requiring further attention.

The purpose of this initiative is to establish a consistent baseline condition for the County’s fire hydrant system by addressing deterioration, improving hydrant visibility and identification, verifying basic operational readiness, and documenting deficiencies that may require additional corrective action by DPU.

Maintenance and corrective work under this IFB is intended to be limited in nature. Minor deficiencies identified during the contractor’s inspection activities may be addressed as specified in the IFB. Major deficiencies or repairs beyond the defined scope of work will be documented and reported to DPU for evaluation and corrective action by the County.

This system-wide effort is intended to serve as a condition reset and stabilization initiative for the County’s fire hydrant assets and to support the County’s ongoing fire hydrant maintenance and asset management program.

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 3

SCOPE OF WORK:

The Contractor shall provide all labor, materials, equipment, and incidentals necessary to complete the Work.

General Requirements

A. The Contractor shall coordinate all Work with DPU.

B. The Contractor shall provide all traffic control necessary to safely perform the Work.

C. All Work shall be performed in a neat and workmanlike manner.

Fire Hydrant Inventory and Data

DPU will provide the Contractor with GIS-based shapefiles of pertinent water system data.

Inclusive, but not limited to, the following information:

A. Fire hydrant location

B. Fire hydrant Facility Identification Number

C. Fire hydrant installation year, if available

D. Watermain location, where fire hydrant lead is connected

E. Watermain size, if known, where fire hydrant lead is connected

F. As-Built information, if available, of both fire hydrant and watermains (upon request with justification for need)

G. Ownership Information (public vs. participating private)

H. Fire Hydrant Inspection and One-Time Maintenance Agreement, for participating privately owned fire hydrants

The Contractor shall perform the Work only on fire hydrants identified by DPU as included in the Work. The Contractor shall not perform Work on any privately owned fire hydrant based solely on a request or direction from the private property owner.

A. The Contractor shall utilize the provided fire hydrant facility identification numbers for all tracking and reporting.

B. The Contractor shall not modify or reassign fire hydrant facility identification numbers.

C. The Contractor shall utilize the provided fire hydrant facility identification numbers for all tracking and reporting.

D. The Contractor shall not modify or reassign fire hydrant facility identification numbers.

Exclusions

The following are excluded from the Work of this IFB:

A. Flushing hydrants, also known as mini hydrants

B. Dry Fire Hydrants

C. Privately Owned Fire Hydrants that are not participating in the County’s fire hydrant inspection, exercising, maintenance, and painting program pursuant to a completed and executed Fire Hydrant Inspection and One-Time Maintenance Agreement.

Inspections, Exercising, and Low Flow Testing

A. The Contractor shall provide DPU the proposed schedule for upcoming inspections, exercising, and low flow testing at least 5 business days prior to performing the work. The provided schedule must be followed strictly as it will be shared with Fire-

Rescue for purposes of emergency response and the Customer Service Center in the event citizen inquiries. Daily work shall be geographically grouped to minimize the administrative tracking requirements of County Staff.

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 4

B. As part of the limited routine maintenance, included in this IFB, the Contractor shall perform a brief inspection of each hydrant prior to painting. The inspection is intended to identify obvious deficiencies only and is not a comprehensive condition assessment. The Contractor shall document inspections in a manner that is proposed by the Contractor but approved by DPU prior to the commencement of any inspection activities. Inspection documentation shall be submitted to DPU no more frequently than weekly and no less frequently than bi-weekly. Inspection documentation must include, at a minimum, the following information:

• Fire Hydrant Facility Identification Number,

• Date of inspection,

• Before photograph,

• Vegetation and brush obstructing or limiting visibility of, or access to, the fire hydrant. The Contractor shall identify hydrants requiring vegetation clearance and shall perform vegetation trimming and removal as necessary to provide clear visibility and access to the fire hydrant.

• Weather condition/temperature,

• Leaks,

• Missing or damaged components,

• Ease of exercising and operation, including whether the operating stem can be opened and closed using the fire hydrant operating nut without the use of a breaker bar, cheater bar, or other supplemental leverage. The Contractor shall document any hydrant that requires excessive force or supplemental leverage to operate.

• Verification of functionality,

• Approximate nozzle fullness (1/4, 1/2, 3/4, or full),

• Justification for painting,

• Summary of limited maintenance and painting activities for purposes of verification of payment applications,

• Actions taken, and

• After photograph.

C. The Contractor shall operate each fire hydrant to verify functionality. The low flow testing shall be conducted as follows:

• Contractor shall conduct a low flow test for a minimum of five minutes to verify a minimum of 1/2-full nozzle flow from pumper outlet (steamer connection),

• The Contractor shall furnish and maintain a portable hydrant thread gate valve suitable for use with fire hydrants. The portable gate valve shall be installed on the hydrant nozzle during low flow testing and shall be readily accessible to the Contractor for the purpose of controlling or terminating flow.

• The Contractor shall open and close the fire hydrant slowly, turning the operating nut no more than one (1) turn per four (4) seconds,

• No fire hydrant flushing shall be conducted below 40 degrees Fahrenheit,

• No fire hydrant flushing shall be conducted while an active structure fire is occurring or otherwise when a specific request is made by the Fire-Rescue

Department to suspend flushing activities, IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 5

• No fire hydrant flushing shall be conducted while a fire suppression tank is being filled or a fire suppression system is being tested as part of bringing new economic development assets online,

• The Contractor shall flush no more than one (1) fire hydrant at any given time,

• The Contractor shall not exercise or operate any hydrant lead valves in an attempt to confirm functionality, and

• The Contractor shall perform all flushing activities in a manner that flushing waters do not negatively impact private property, active traffic flow, or federally recognized Waters of the Commonwealth. Means and methods are at the Contractors’ discretion; however, dichlorination is expected at a minimum.

Surface Preparation for Painting

A. All fire hydrants shall be prepared to ensure proper paint adhesion

B. Surface preparation shall include, at a minimum:

• Removal of dirt, grease, and debris,

• Removal of loose paint, rust, and corrosion, and

• Cleaning by hand tools or mechanical means as appropriate.

C. Care shall be taken to protect

• Threads

• Nozzles

• Operating Nuts

• Other functional components.

Painting

A. All fire hydrants shall be painted reflective silver in accordance with the County Code and DPU Design and Construction Standards. The following are approved manufacturers:

• Tnemec

• Rust-Oleum

B. The Contractor’s proposed paint shall be approved by DPU prior to commencement of any painting activities. Paint shall be suitable for exterior metal applications and resistant to weathering and corrosion. Paint must comply with the details outlined in

DPU Design and Construction Standards. The Contractor shall submit for approval:

• Manufacturer product data

• Manufacturer application instructions, and

C. Prior to the commencement of painting activities, the Contractor shall:

• Protect the surrounding areas from overspray, and

• Prevent painting of threads, operating nut, and other functional components.

D. The Contractor shall apply paint in accordance with manufacturer application instructions.

E. The finished product shall:

• Be uniform in appearance,

• Free of defects, such as runs, drips, voids, and overspray,

• Exhibit no visible rust or coating failure.

F. Paint application shall not occur under environmental conditions that adversely affect paint performance, such as in rain, below 40 degrees Fahrenheit, above 80 degrees

Fahrenheit, or in other applicable adverse environmental conditions.

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G. Paint application shall be in accordance with the manufacturer’s standards

H. Painting activities not meeting the expectations of this IFB shall be rejected and corrected at no additional cost to the County.

I. In addition to any other warranties expressed or implied, the specific warranties of

Merchantability and Fitness for a Particular Purpose apply to all orders placed as a result of this solicitation.

J. If at any time, any contract item fails to conform to the bid/contract specifications, the

Contractor shall, at no additional cost to FW, promptly replace the defective item. If the

Contractor is unable to remedy such nonconformity during a time period consistent with the requirements, Goochland County may undertake to remedy the nonconformity and in such case Contractor shall reimburse Goochland County for any costs thereby incurred.

K. Provide one-year parts and labor warranty. Warranty is to be effective upon receipt at

Goochland County. Warranty is to be with either the manufacturer or a service facility authorized by the manufacturer to perform warranty services. On the bid summary sheet, specify where warranty service will be performed: at Goochland County, Manufacture, or bidders’ location. If other than at Goochland County, include the name, address and telephone number of the repair facility. All costs for warranty service (including shipping and insurance) shall be included in the warranty and at no additional cost to Goochland County.

Limited Maintenance Activities

A. The Contractor may perform the following limited maintenance activities without prior approval:

• Lubrication, especially for ease of operation of the operating nut without the use of a breaker bar

• Minor tightening

• Trimming and removal of grass, weeds, brush, and other vegetation preventing access to and visibility of the fire hydrant. The Contractor shall not remove trees or perform clearing beyond routine vegetation trimming without prior approval from DPU.

B. The Contractor shall not perform repairs beyond what is defined in this IFB as limited maintenance activities.

C. The Contractor shall report all other deficiencies, beyond what is defined in this IFB as limited maintenance activities, to DPU in the inspection report. The Contractor shall notify DPU of the following characteristics within 24 hours of discovery:

• Accessibility concerns,

• Leaks,

• Missing or damaged components, and

• Inoperable fire hydrants.

D. DPU shall be responsible for all corrective repairs beyond what is defined in this IFB as limited maintenance activities.

Traffic Control and Safety

A. The Contractor shall provide all traffic control required to safely perform the Work in accordance with the Virginia Department of Transportation’s (VDOT) expectations on traffic control and safety within the right-of-way.

B. Traffic control shall include, as applicable:

• Cones

• Signage,

• Flagging operations (upon request with justification for need)

• All personnel shall wear appropriate high-visibility safety apparel that meets

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 7

VDOT requirements.

• The Contractor shall be solely responsible for maintaining a safe work zone.

Schedule

A. The Contractor shall commence Work upon issuance of a valid Purchase Order (PO).

B. The Contractor shall complete all Work within 18 months of the issuance of the PO.

Consideration for interruption of the Work due to excessively low and high temperatures in accordance with expected seasonal variation has already been provided in this schedule requirement. DPU reserves the right to direct the

Contractor to temporarily suspend, pause, or resume Work, or to adjust the sequencing or scheduling of the Work, based on operational needs, budgetary considerations, emergency response activities, or other County priorities. DPU may also request individual fire hydrant inspection, exercising, low flow testing, maintenance, or painting services on an as-needed basis during the contract term.

Total Bid Price

A. The Bidder shall provide a Total Bid Price for the services described in this Invitation for Bids. The estimated quantities below are provided for the purpose of establishing a comparable total bid price. Bidders shall submit one total lump sum price based on the estimated quantities provided.

Description Unit Estimated Quantity

Fire Hydrant Inspection, Exercising, and Low Flow

Testing

Each 800

Fire Hydrant Painting Each 500

Limited Maintenance Each 700

Vegetation Trimming and

Removal Around Fire

Hydrant

Each 200

Individual Fire Hydrant

Inspection, Exercising, and

Low Flow Testing (Upon

Request)

Each 25

TIMELINE

As a guideline, Goochland County anticipates the following timetable for selection of a Contractor.

Date Activity/Event

September 28, 2026, Invitation for Bids (IFB) Issued/Posted

October 13, 2026, Deadline for Questions is 1:00 p.m. Local Prevailing Time (LPT)

October 26, 2026, Bids Due by 10:00 a.m. Local Prevailing Time (LPT)

December 3, 2026, Anticipated Contract Award

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 8

BID FORM

FIRE HYDRANT INSPECTION, MAINTENANCE AND PAINTING

THIS BID IS SUBMITTED TO: Tosh Thompson

Purchasing Department

1800 Sandy Hook Road, Room 352

P.O. Box 10

Goochland, VA 23063

1. The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into a contract for related services with COUNTY in the form included in the Contract Documents to perform and furnish all Work as specified or indicated in the Contract Documents for the Bid Price and within the time periods indicated in this Bid and in accordance with the other terms and conditions of the Contract Documents.

2. BIDDER accepts all of the terms and conditions of the Invitation for Bids and Instructions to

Bidders, including, without limitation, those dealing with the disposition of Bid Security. This Bid will remain subject to acceptance for sixty (60) days after the day of Bid opening.

3. The successful BIDDER shall sign and submit the contract within ten (10) days of COUNTY’s posting of the Intent to Award, and shall submit the Performance and Payment Bonds within ten

(10) days of COUNTY’S execution of the contract.

4. In submitting this Bid, BIDDER represents, as more fully set forth in the Contract Documents, that BIDDER:

a. has examined and carefully studied the Bidding Documents and the following addenda receipt of all which is hereby acknowledged; and

b. has visited the site and become familiar with and is satisfied as to the general, local and site conditions that may affect cost, progress, performance and furnishing of the Work; and

c. is familiar with and is satisfied as to all federal, state and local laws and regulations that may affect cost, progress, performance and furnishing of the Work; and

d. has correlated the information known to BIDDER, information and observations obtained from visits to the site, reports and drawings identified in the Contract Documents and all additional examinations, investigations, explorations, tests, studies and data with the

Contract Documents; and

e. has given COUNTY written notice of all conflicts, errors, ambiguities or discrepancies that

BIDDER has discovered in the Contract Documents and the written resolution thereof by

COUNTY is acceptable to BIDDER, and the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing the Work for which this Bid is submitted.

5. BIDDER understands that time is of the essence.

6. BIDDER shall submit with bid a list of at least three (3) references for similar services performed within the past three (3) years. Reference List attached, see page 11.

7. BIDDER shall submit with bid a list of key personnel to be assigned to the Work and subcontractors submitting more than 5% of the Work. Include resumes showing projects of similar size and scope worked on in the past three (3) years, responsibilities on those projects and relevant training and current certifications for this Work.

8. BIDDER understands that COUNTY may require a Contractor’s Qualification Statement (AIA

A305) from the three (3) lowest responsive bidders, as determined by COUNTY, within three (3) days after Bid opening.

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 9

9. Failure to submit a Bid on the official County Bid Form shall be a cause for rejection of the

Bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the Bid; however, COUNTY reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a Bid as nonresponsive. As a precondition to its acceptance, COUNTY may, in its sole discretion, request that BIDDER withdraw or modify nonresponsive portions of a Bid which do not affect quality, quantity, price, or delivery.

10. If BIDDER wishes to use an escrow account for retained funds, initial here: ________.

11. BIDDER attests that it has relied upon the following public historical climatological records:

Goochland, Virginia.

Name and Address of Contractor: ____________________________________

Date: ______________________________________________________

By: ______________________________________________________

(Signature in Ink)

Name: ______________________________________________________

(Please Print)

Title: ______________________________________________________

Contractor’s License NO. _______________________________________

FEI/FIN NO. _________________________________________________

State Corporation Commission (SCC) NO.________________________

If none, state why the Vendor is not required to be so authorized:

Phone: (_____) _______________________________________________

Fax: (_____) _______________________________________________

Email: ______________________________________________________

ACKNOWLEDGE RECEIPT OF:

Addendum 1_________

Addendum 2_________

Addendum 3_________

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 10

Bid Form

Total Base Bid (or Bid Price) shall be to provide all supervision, management, financing, goods, products, materials, equipment, systems, labor, services, permits, licenses, transportation and other facilities necessary for proper execution and completion of the Work as described per all terms, conditions and specifications herein (including any properly submitted bid modifications).

Contract Award will be based on the TOTAL BASE BID PRICE for a single contract for FIRE

HYDRANT INSPECTION, MAINTENANCE AND PAINTING.

TOTAL BASE BID/BID PRICE:

______________________________________________DOLLARS ($___________________)

Bid shall be shown in both words and figures. In the case of a discrepancy, the amount shown in words will govern.

The following documents shall be attached to and made a condition of this Bid:

1. Completed and signed Bid Form

2. Reference List

3. Certification of No Collusion

4. General Terms and Conditions

Name of Firm: __________________________________ Date: _______________

Authorized Signature: __________________________________

Printed Name: _______________________________

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 11

REFERENCES

Contract Date Client Name & Address Contract Amount

Contact Name, phone and email

Project title, location, description

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 12

CERTIFICATION OF NO COLLUSION

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

He/she has the authority to bind the forenamed BIDDER, and that this Bid is neither the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce; nor the result of, or affected by, any act of fraud punishable under Virginia Code §

18.2-498.1 et seq.

By:______________________________

Print Name

Title

Name of Company

Date

ACKNOWLEDGEMENT

The foregoing Certification of No Collusion was acknowledged before me this _____ day of , 20__, by _____________________________.

Notary Public

My commission expires: __________________

Notary Registration Number: __________________

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 13

GENERAL TERMS AND CONDITIONS

1. ADDENDUM. County shall submit any material change to all bidders through issuance of an addendum. County will not be responsible for oral instructions, suggestion, or interpretation.

2. APPLICABLE LAW. The Contract and the services provided will be governed in all respects by the laws of Virginia. Venue for any litigation arising out of it will be brought in the courts of Goochland County, Virginia. Bidder shall comply with all applicable federal, state, and local laws and regulations.

3. APPROPRIATIONS. County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for this purpose through appropriation by the

Board of Supervisors.

4. AWARDS. Awards will be based on determination of the lowest responsive and responsible bidder. No contract will be awarded to a bidder who is determined by the Purchasing

Agent to be non-responsible.

5. BIDDER’S FORMS. If Bidder, in connection with any subsequent contract, will ask

County to execute any of its (Bidder’s) forms or agreements, such forms shall be submitted with bids.

6. CONFIDENTIALITY. In the course of performance, the parties recognize that Bidder may come in contact with or become familiar with information which County may, within the law, consider confidential. This information includes, but is not limited to, information pertaining to personal information of personnel, citizens, or clients. Bidder shall keep all such information confidential in accordance with state and federal laws and regulations.

7. COOPERATIVE PROCUREMENT. If authorized by Virginia Code § 2.2-4304, this procurement is being conducted on behalf of and may, with Bidder’s consent, be used by public bodies, agencies, institutions, and localities.

8. DESIGNATED PERSONNEL. Bidder may not change personnel in key positions designated in the staffing section of its bid without the permission of County. County will not consent to or accept any substitutions if, in its sole discretion, to do so would increase County’s cost or would result in the reduction of quantity or quality of the services to be provided.

9. EQUIPMENT. All equipment bids must be new, unused, of current production, and standard to the manufacturer. Where any part or nominal appurtenances of equipment are not described, it shall be understood that all equipment and appurtenances standard to or recommended by the manufacturer for complete and safe use shall be included as part of this bid.

10. ETHICS IN PUBLIC CONTRACTING. This Invitation for Bids incorporates by reference any applicable state or federal law related to ethics, conflicts of interest, or bribery, including the

Virginia Conflicts of Interest Act, the Virginia Governmental Frauds Act, and the Virginia Code.

Bidder certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with this solicitation, and that it has not conferred on any public employee having official responsibility for this solicitation any payment, loan, subscription, IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 14 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. Bidders shall complete and submit the attached Certification of No Collusion (Attachment A), which shall constitute material representations and warranties with respect to this Invitation for Bids.

11. FAITH-BASED ORGANIZATIONS & NON-DISCRIMINATION. In the solicitation and awarding of contracts, County does not discriminate against faith-based organizations or any other bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment.

12. FORCE MAJEURE. Unless otherwise specified in the Contract, neither Bidder nor County will be held responsible for failure to perform the duties and responsibilities imposed by the

Contract if such failure is due to strikes, fires, riots, rebellions, or Force Majeure which are beyond the control of Bidder or County and which make performance impossible or illegal.

13. GOOCHLAND BUSINESSES. It is the policy of Goochland County to facilitate the establishment, preservation, and strengthening of minority-owned businesses, service disabled veteran-owned businesses, small businesses, women-owned businesses, and businesses located in

Goochland County, and to encourage their participation in County’s procurement activities. These businesses are encouraged to respond to all solicitations. In addition, County strongly encourages

Bidder to actively solicit these types of businesses as subcontractors/suppliers for projects. Bidder is asked, as part of its submission, to describe any planned use of such businesses in fulfilling the requirement of this Invitation for Bids.

14. IDENTITY. County shall not disclose the identity of bidders prior to bid opening except in the case of construction contracts.

15. IMMIGRATION REFORM AND CONTROL ACT OF 1986. Bidder shall not knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of

1986.

16. INDEMNIFICATION. Bidder shall hold harmless and indemnify County and all of its officials, departments, agencies, agents, and employees from and against any and all claims, losses, damages, injuries, actions, or reasonable costs (including court costs and attorney’s fees) resulting from or arising out of its work required by the Contract Documents, including, but not limited to, the negligence, gross negligence, or willful misconduct of Bidder’s employees or agents.

17. INSURANCE. Bidder shall, by a date to be established by County, purchase and maintain, at its own expense, from a company(ies) authorized to do business in Virginia, insurance policies with the following types of coverages and minimum limits of liability, protecting from claims which may arise out of or result from Bidder’s performance under this

Invitation for Bids, and also covering anyone directly or indirectly employed by Bidder or for whose acts it may be liable, with respect to the performance hereunder:

A. Comprehensive General Liability, including Premises and Operations, with limits of

$1,000,000 per occurrence / $2,000,000 Total Bodily Injury (including death)

$1,000,000 per occurrence / $2,000,000 Total Property Damage

B. Comprehensive Automobile Liability with limits of

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$1,000,000 per occurrence / $2,000,000 Total Bodily Injury (including death)

$1,000,000 per occurrence / $2,000,000 Total Property Damage

C. Employer’s Liability for Participants not covered by workers’ compensation insurance in an amount not less than $100,000.

D. Professional Liability Insurance with limits of not less than $1,000,000 per claim and

$2,000,000 in the aggregate. If Bidder’s professional liability coverage is on a

“claims-made” basis, then Bidder shall obtain extended reporting (tail) coverage

(with the same liability limits) upon expiration of this Contract for at least 3 years following the expiration or termination of the Contract.

Successful Bidder shall obtain and maintain such workers’ compensation coverage as may be required pursuant to the provisions of the Virginia Code and shall require any subcontractor to do the same. Successful Bidder shall include the provisions of this subsection within each of its subcontracts, so as to bind each subcontractor.

A certificate of insurance shall be submitted to County upon its request and included as part of the Contract.

Successful Bidder shall furnish County a binder adding County as an additional insured on the comprehensive general liability and comprehensive automobile liability policies, and include the following language: “The above-described policies shall not be canceled, modified, or amended, or coverage reduced without the issuing company providing 30 business days advance written notice to Goochland County.”

Should insurance coverage be changed or canceled, Successful Bidder shall furnish a valid binder evidencing the required insurance. Failure to deliver such binder will result in suspension of all payments until the binder is furnished.

All insurance required shall be and remain in full force and effect for the term of the Contract.

No contract shall be binding upon County until all insurance requirements and policies, have been timely obtained by Contractor, approved as to form and sufficiency by the County

Attorney, and, if requested, filed with County.

18. LICENSING. If a procurement of $1,000 or more involves construction, removal, repair or improvement of any building or structure permanently annexed to real property or any other improvement to such real property, Contractor must possess one of the following licenses issued by the State Board for Contractors for the type of work involved (Code of Virginia, §§ 541.1-1103 and 54.1-1115):

A. Contractor License A – If the contract is $120,000 or more or if contractor does

$750,000 or more business within a 12-month period.

B. Contractor License B – If the contract is $10,000 or more, but less than $120,000 or if contractor does $150,000 or more, but less than $750,000 in business within a 12-month period.

C. Contractor License C – Over $1,000, but less than $10,000 or if contractor does less than $150,000 in business in a 12-month period. Note: The Board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors.

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 16

An unlicensed vendor submitting a bid or proposal where such license is required is nonresponsive and in violation of state law. Any buyer who knowingly receives or considers a response from an unlicensed vendor when a license is required is in violation of state law (Code of Virginia § 54.1-

1115). Contractors must be licensed in the proper classification and specialty to perform the work required by the solicitation. If there is any question as to whether a licensed contractor is required for a specific procurement, call the State Board for Contractors at 804-367-8511 for policy interpretation.

19. MATERIAL SAFETY DATA SHEET. A Material Safety Data Sheet (MSDS) is required for all chemicals proposed to be furnished as a result of this bid. The MSDS must (1) list all ingredients which constitute more than 1% of the product (0.1% for known or suspected carcinogens), (2) identify the product by common or chemical name, (3) provide physical and chemical characteristics of any hazardous components, (4) list any known acute or chronic health effects, and (5) specify exposure limits, precautionary measures, and emergency first aid procedures.

20. MODIFICATION. Bidder shall not modify bid after the closing time specified.

21. NEGOTIATION. If the bid determined to be the lowest responsive and responsible bid exceeds available funds, County may, at its discretion, negotiate with that bidder to obtain a contract price within available funds. The process for negotiating with an apparent low bidder, should the lowest bid exceed available funds, shall be as follows: County and/or its designated representative, and the Apparent Low Bidder, together, will review the Project and attempt to find mutually agreeable proposed changes that will effectively reduce the cost of the Project. The apparent low bidder will present documented and substantiated proposed deductions in the Project cost, for each potential project change, which will allow the County to re-evaluate each proposed deduction. The parties will endeavor to negotiate a reasonable price for the entire Project which does not exceed available funds. In the event that such negotiations fail, the County may terminate negotiations with the apparent low bidder and repeat the foregoing process with the next lowest responsive and responsible bidder, until a successful contract can be negotiated within available funds or until negotiations appear useless, at which time all negotiations will be terminated

22. PAYMENT OF SUBCONTRACTORS. Bidder shall take one of the two following actions within 7 days after receipt of amounts paid to Bidder by County for work performed by any subcontractors under this Contract:

A. Pay the subcontractors for the proportionate share of the total payment received from

County attributable to the work performed by the subcontractors under the Contract; or

B. Notify County and the subcontractors in writing of Bidder's intention to withhold all or a part of the subcontractors’ payment and the reason for nonpayment.

Bidder shall pay interest to the subcontractors on all amounts owed by Bidder that remain unpaid after seven days following receipt by Bidder of payment from County for work performed by the subcontractors under the Contract, except for amounts withheld as allowed in subparagraph b above. Unless otherwise provided under the terms of this Contract, interest shall accrue at the rate of 1% per month.

Bidder shall include in each of its subcontracts a provision requiring each subcontractor to include

IFB# 2027-06 Fire Hydrant Inspection, Maintenance and Painting 17 or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

Bidder's obligation to pay an interest charge to a subcontractor pursuant to the above provisions is not an obligation of County. Neither a contract modification nor a cost reimbursement claim will be made for the purpose of providing reimbursement for such an interest charge.

23. PERMITS AND LICENSES. All permits, business fees, local licenses and fees, including a Goochland County business license, and taxes or similar assessments shall be obtained by and paid for by Contractor. Building permit fees will be waived by County, but Contractor still must apply for and obtain all required building permits.

24. PRICES. All prices submitted must be FOB Destination – Freight Prepaid and Allowed. In the case of error in the extension of prices, the unit price will govern.

25. PROJECT SITE. Each bidder shall be responsible for examining the documents and the project site prior to bidding. Bidders will not be allowed extra compensation for conditions which can be determined by examining the documents or project site.

26. PROPOSED SCHEDULE. Bidder shall include with bid a proposed schedule for completion of work to be performed.

27. REJECTION. County reserves the right to reject any and all bids. In the event County rejects all bids, County may re-advertise or make the purchase on the open market.

28. TERMINATION FOR CONVENIENCE. County may terminate the Contract in whole or in part when such action is determined by County to be in its best interest. Any such termination will be effected by delivery to Bidder of a written notice of termination which provides at least 30 days’ notice of the termination date and which specifies the extent to which performance under the

Contract is terminated and the date of termination.

29. TERMINATION FOR DEFAULT. County shall have the right to terminate the Contract before the specified termination date if Bidder fails, as determined at County’s discretion, to deliver goods or perform services required by the Contract. County shall provide written notice at least 30 days before termination takes effect. County may procure goods or services in accordance with the Contract from other sources and hold Bidder responsible for any resulting additional purchase and administrative costs.

30. TRANSACTING BUSINESS IN VIRGINIA. Bidder must be authorized to transact business in Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title

50 of the Virginia Code or as otherwise required by law. Bidder shall not allow its existence to lapse or its certificate of authority or registration to transact business in Virginia to be revoked or canceled at any time during the Contract Term. County may void the Contract Documents if Bidder fails to remain in compliance with the provisions of this section.

31. WORKPLACE PROVISIONS. During performance of the Contract, Contractor shall abide by the following workplace provisions. If Contractor engages any subcontractor or vendor to provide services hereunder, then Contractor shall include these provisions in every subcontract or purchase order over $10,000:

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A. Contractor shall 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 law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of

Contractor. Contractor shall post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Also, Contractor, in all solicitations or advertisements for employees placed by or on behalf of Contractor, will state that it is an equal opportunity employer.

B. Contractor shall: (i) provide a drug-free workplace for Contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in

Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; and (iii) state in all solicitations or advertisements for employees placed by or on behalf of Contractor that Contractor maintains a drug-free workplace. For the purposes of this paragraph, “drug-free workplace” means a site for the performance of work done in connection with the Contract awarded to

Contractor in accordance with this procurement transaction, where Contractor’s employees 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.

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

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APPENDIX A

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