IFB 128330 Janitorial Services for Petersburg Public Library.pdf

IFB #128330 Janitorial Services for Petersburg Public Library

CITY OF PETERSBURG, VIRGINIA

INVITATION FOR BID

IFB No. 128330

TITLE: Janitorial Services for Petersburg Public Library

ISSUE DATE: September 14, 2026

CONTRACT COMMENCEMENT AND EXPIRATION: The contract shall commence on the

Commencement Date set forth in the contract for Janitorial Services for Petersburg Public Library and expire one (1) year later, unless terminated earlier in accordance with the provisions of this Contract.

EXTENSION OF CONTRACT: The City reserves the right to extend the Contract for any reason for a period or periods up to but not to exceed 12 months. This extension may be exercised when the City determines that an extension of the Contract is advantageous to the City.

RENEWAL: The City, at its sole option may renew this Contract for up to two (2) one (1) year renewal terms by furnishing the Contractor with written notice of its decision to renew at least 60 calendar days before the expiration of the then-current term.

PRE-BID CONFERENCE: MANDATORY, September 24, 2026, at 10:00 a.m., at Petersburg Public

Library, in the small Conference room, 201 W. Washington Street, Petersburg VA 23803. Registration will begin at 9:30 a.m. A site visit will follow.

F.O.B.: Petersburg Public Library

201 W. Washington Street, Petersburg, VA 23803

QUESTIONS: Questions must be submitted in writing to the Procurement Office no later than October

1, 2026 at 12:00 p.m. An electronic message may be submitted to purchasing@petersburg-va.org.

If necessary, an addendum will be issued and posted on the City website at www.petersburg-va.org. It is the responsibility of the bidder to download any addenda.

SEALED BIDS WILL BE RECEIVED UNTIL 2:30 P.M prevailing local time October 8, 2026 in the

Procurement Office, Fiscal Management Building, 125 N. Union Street, Petersburg VA 23803 for the services described herein. Bid Opening will be held virtually.

• To join the meeting and view video on your computer or mobile app, please click the following link: Join on your computer or mobile app

Join the meeting now

Meeting ID: 299 886 551 436 597

Passcode: ct99GZ26

• Or call in (audio only)

+1 804-215-0096,,906228967# United States, Richmond

Phone conference ID: 906 228 967# mailto:purchasing@petersburg-va.org https://teams.microsoft.com/meet/299886551436597?p=cRSue0YvoiuLO87Nyj tel:+18042150096,,693038409

Responses to this solicitation may also be submitted electronically through the Commonwealth of Virginia electronic procurement portal (eVA). For guidance on how to submit your proposal, go to https://eva.virginia.go/eva-vendor-training.html and select the “Respond to IFBs-RFPs and more” PDF located under the heading “Find and Respond to Virginia Business Opportunities (VBO)”.

If you are an individual with a disability and require a reasonable accommodation, please notify:

Procurement Office at (804) 733-2345 three (3) working days prior to need. Proposal packages are available in the Procurement Office or from the City’s website at http://www.petersburg-va.org/360/Procurement-

Office.

_Eunita S. Wade ________________________

Eunita S. Wade, VCA

Purchasing Specialist https://eva.virginia.go/eva-vendor-training.html http://www.petersburgva.gov/360/Procurement-Office http://www.petersburgva.gov/360/Procurement-Office

TABLE OF CONTENTS IFB No. 128330

Page

I. PURPOSE 4

II. PERIOD OF CONTRACT 4

III. BACKGROUND 4

IV. PRE-BID CONFERENCE 4

V. SCOPE OF WORK/ SPECIFICATIONS 5

VI. GENERAL TERMS, CONDITIONS & INSTRUCTIONS 11

VII. SPECIAL TERMS & CONDITIONS 26

VIII. ATTACHMENTS 31

ATTACHMENT A - BID RESPONSE SHEET

ATTACHMENT B - REFERENCE SHEET

ATTACHMENT C - BIDDER QUALIFICATION/CERTIFICATION SHEET

ATTACHMENT D - NORMAL AND EMGERGENCY TELEPHONE

NUMBERS SHEET

ATTACHMENT E - VIRGINIA STATE CORPORATION COMMISSION

(SCC) SHEET

ATTACHMENT F - PROPRIETARY/CONFIDENTIAL INFORMATION

ATTACHMENT G - MINORITY BUSINESS REPORT

ATTACHMENT H - SMALL PURCHASE CARD

INVITATION FOR BID No. 128330

JANITORIAL SERVICES FOR PETERSBURG PUBLIC LIBRARY

I. PURPOSE

The intent and purpose of this Invitation for Bid (IFB) is to establish a contract with a qualified contractor to furnish all labor, materials and equipment necessary to provide

Janitorial Services for Petersburg Public Library. Services shall be in accordance with the Specifications, Scope of Work, General Terms and Conditions, Special Terms and

Conditions.

II. PERIOD OF CONTRACT

The initial term or period of the contract shall be for a one (1) year period with the effective date to be determined at time of award, with the option of two (2) one (1) year renewal periods.

III. BACKGROUND

The City of Petersburg is an independent City Government within the Commonwealth of Virginia. General background information, regarding the City of Petersburg can be found on the City’s website: http://www.petersburg-va.org/index.aspx?NID=126

The City of Petersburg is located in the central section of the Commonwealth, 23 miles south of Richmond. It is located at the intersection of Interstate 95, 85 and US Rt. 460.

The City has over 23 square miles that are within the City’s jurisdiction.

The Petersburg Public Library, located at 201 W. Washington Street, Petersburg, VA, is

48, 160 square feet.

IV. PRE-BID CONFERENCE (MANDATORY)

1. A Pre-Bid Conference for this project is scheduled for September 24, 2026, at 10:00 a.m. Registration will begin at 9:30 a.m. Any person who has not signed in by

10:05 a.m., shall not be considered in attendance and shall forfeit their ability to participate in the solicitation.

Meeting will be held in person at the Petersburg Public Library, 201 W.

Washington, Street, Small Conference Room, Petersburg, VA 23803.

2. The purpose of the Pre-Bid Conference will consist of prolonged discussions to allow bidders to obtain clarity of specifications for requested services.

3. All bidder questions must be submitted in writing to the assigned Purchasing Specialist for this solicitation for it to be acknowledged by the City. All written questions will be answered and published, added to the bid document by way of addendum. Any http://www.petersburgva.gov/index.aspx?NID=126 duplicate questions will be included and answered only once. It is the responsibility of the bidder to download any addenda.

4. All questions must be emailed to purchsing@petersburg-va.org no later than 12:00 pm noon, October 1, 2026.

V. SCOPE OF WORK/SPECIFICATIONS

The Contractor shall make available person(s) to provide janitorial services for the

Petersburg Public Library twice daily ensuring that any maintenance issues or safety issues are reported immediately to the Director of Library or Designee.

1. Morning Pre-Opening Janitorial Services (prior to 10:00 a.m.)

a. Areas of increased cleaning and disinfection include but are not limited to high touch points in the following areas:

i. Entrance, Lobby, and Exterior Areas

a. Sweep and/or vacuum entrance floors and rugs

b. Mop hard surfaces (tiled areas to include rotunda/gallery);

ensure floors are dry and safe

c. Clean and disinfect door handles, push bars, and railings

d. Dust furniture, counters, shelves, and displays

e. Empty trash, damp wipe receptacles and replace liners. Ensure trash is disposed properly in outside receptacle

f. Clean glass doors and interior windows (remove smudges/fingerprints)/squeegee twice a week

g. Pick up trash on parking lot grounds

ii. Public Areas, Reading Rooms, Multi-Purpose Room & Children’s

Area

a. Dust and/or sanitize high touch surfaces (tables, chairs, desks, light switches toys, equipment)

b. Clean computer stations

c. Vacuum carpets and spot-clean stains

d. Mop hard-surface flooring

e. Straighten furniture and arrange seating areas neatly removing tables and resetting chairs as necessary

f. Remove tablecloths if need and place in cabinet above sink.

g. Empty trash, damp wipe receptacles and replace liners. Ensure trash is disposed properly in outside receptacle

h. Empty trash, damp wipe receptacles and replace liners. Ensure trash is disposed properly in outside receptacle

iii. Restrooms

a. Clean and disinfect toilets, urinals, sinks, and fixtures

b. Refill soap, paper towels, and toilet paper

c. Clean mirrors and polish fixtures

d. Mop and sanitize floors mailto:purchsing@petersburg-va.org

e. Empty trash, damp wipe receptacles and replace liners. Ensure trash is disposed properly in outside receptacle

f. Clean tile under air hand dryers

iv. Staff Areas & Offices

a. Dust desks, counters, and common surfaces

b. Empty trash, damp wipe receptacles and replace liners. Ensure trash is disposed properly in outside receptacle

c. Vacuum/mop floors as needed

d. Clean breakroom/kitchen surfaces (if applicable)

v. Floors, Hallways, Stairways, & Landing

a. Sweep, vacuum, and/or mop all hallways, stairways & landing as necessary

b. Ensure floors are free of debris and hazards

2. Evening Cleaning Services between the hours of 5:00pm-8:00 pm.

a) Areas of increased cleaning and disinfection include but are not limited to high touch points in the following areas.

i. General Public and Reading Areas (All Floors)

a. Empty trash, damp wipe receptacles and replace liners. Ensure trash is disposed properly in outside receptacle

b. Spot clean walls, doors, and light switches

c. Dust surfaces (tables, shelves, ledges, windowsills)

d. Wipe and sanitize high-touch areas

e. Sweep/vacuum floors

f. Mop hard floors

g. Remove stains/spills

h. Remove hazardous items.

vi. Restrooms

a. Clean and disinfect toilets and urinals

b. Clean sinks and counters

c. Restock supplies

d. Empty trash, damp wipe receptacles and replace liners.

Ensure trash is disposed properly in outside receptacle

e. Clean mirrors

f. Sweep and mop floors

vii. Entryways, Lobby and Exterior

a. Clean glass doors

b. Sweep/vacuum mats

c. Remove debris

d. Pick up trash on parking lot grounds

3. On-call/Event Cleaning.

a. Areas of increased cleaning and disinfection include but are not limited to high touch points in the areas of event (rotunda, multipurpose room, conference room(s), restroom and kitchen area.

i. Empty trash, damp wipe receptacles and replace liners in all areas to include restroom and kitchen. Ensure trash is disposed properly in outside receptacle.

ii. Clean, disinfect and return tables and chairs to standard arrangement

iii. Mop, sweep, or vacuum floors ensuring stains are removed, if possible.

iv. Clean and disinfect fixtures in restroom and kitchen to include toilet, sinks and counters.

v. Restock supplies such as hand soap, paper towels and toilet paper.

vi. Spot clean walls and doors as needed.

vii. Check for lost-and-found items.

viii. Upon departure: ensure event area is secured; lights and equipment are turned off; doors are locked as required; and cleaning supplies are returned to appropriate area.

b. Services above are subject to on call prior to event if Library deems it necessary at no cost to the City if event space is not clean.

4. Services to be Performed Daily shall Consist of:

a. Trash is emptied, receptacles damp wipe cleaned, liners replaced, and disposed properly in outside receptacle.

b. Water fountains are cleaned.

c. Ensure staff and public areas, including multi-purpose room and conference rooms are vacuumed as needed and debris is removed to ensure safety.

d. Table tops and counters are washed and sanitized throughout the library.

e. Glass doors and interior windows are clean, smudge and fingerprints removed, and streak free.

f. Hand sanitation stations are in working condition and refilled as necessary.

g. Pick up loose paper and debris inside and outside of the library and dispose properly.

h. Check public restroom(s) and clean before leaving as necessary.

i. All equipment and supplies are returned to janitorial closet in orderly manner.

j. Once complete ensure furniture is arranged back to depict neat working area.

k. Secure doors and turn off lights once finished

5. Weekly Task:

a. Dust/wash desk, chairs, table surface.

b. Dust windowsills and baseboard.

c. Wash walls in staff lounge/kitchen area.

d. Polish stainless steel (elevator wall, etc.) prior to opening at 10:00 a.m.

6. Task to be done “As Needed”:

a. Remove Carpet stains/spots prior to opening at 10:00 a.m.

b. Wash walls in high traffic areas.

7. Task to be done Monthly

a. Dust all pictures and/or permanent wall hangings.

b. Other items as needed to include high reach areas including stall partitions, vents, and HVAC grills.

8. Task performed every Six Months (by outside Vendor):

a. Strip and wax tiled areas.

b. Carpet Cleaning.

9. Petersburg Public Library shall provide all cleaning supplies and equipment. The

City will provide the following: toilet paper, paper towels, toilet paper seat covers, trash bags, hand sanitizer for sanitation stations, and soap for dispensers.

10. All work shall be performed Monday through Saturday unless otherwise authorized by the Director of Petersburg Public Library. The Contractor is not permitted to work weekends or holidays unless prior approval is received from an authorized the

Director of Petersburg Public Library. City holidays include, but are not limited to:

New Year's Day, Martin Luther King Jr. 's Birthday, Washington's Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election

Day, Veteran’s Day, four (4) hours the day before Thanksgiving, Thanksgiving, the day after Thanksgiving, Christmas Eve, and Christmas Day.

11. Contractors that will be performing evening services shall have access to building.

They will be given entry fobs that will be issued by the library.

12. Contractor to include supervisors and its employees, while on duty, shall be identified with Contractor's name via nametag or company attire.

13. The Contractor shall furnish a list of names of employees who will work at the facility to the Director of Petersburg Public Library. This list shall be revised and as necessary, to ensure accuracy.

14. Contractor's personnel shall have the following minimum janitorial experience.

Supervisor's shall have a minimum of five (5) years on-the-job janitorial experience with no less than two (2) years in a supervisory role.

15. Conduct of Employees

a) Personnel employed by the Contactor shall be competent, trustworthy, and properly trained for the work requirements.

b) The Contractor and employees shall be required to comply with all applicable regulations of the City as directed, and full cooperation shall be expected and required at all time.

c) Personnel shall be employed by the Contractor. Day laborers are not acceptable.

d) Contractor's employees shall not use the City's telephones, computers, or any other office equipment for any reason. Contractor employees are prohibited form cell phone usage while on-site working. There shall be no eating on job sites or removal of food or beverages from City refrigerators, cabinets, and/or lockers.

e) Contractors shall direct their employees against the unauthorized reading or disclosure of materials and/or documents available in the facilities, trash, or other areas not described. The Contractors employees shall not disturb papers on desks, tables, cabinets, or open desk drawers or cabinets at any time.

f) Contractors shall not allow its employees to bring family, friends, and/or pets on

City property at any time.

g) Contractors shall ensure that all employees are drug free. No alcohol or drug use shall be permitted on City property at any time.

h) No smoking is allowed on City Property.

i) Contractor employees shall not be in possession of guns, knives, and other weapons while working on City property to include parking lots.

j) Contractor shall remove all or any employee(s) from City property that is deemed careless, incompetent, insubordinate, objectionable, or who continued employment on the job, is deemed contrary to the best interest of the City. The

City reserves the right to hold judgment without cause or reason.

k) Contractor employees shall immediately report top their Supervisors and/or City personnel dealing with unauthorized or suspicious persons, conditions indicating theft, break-in or vandalism, and building system failures

16. Cleaning Products, Equipment, Procedures and Training

The Petersburg Public Library shall provide cleaning products that meet the minimum requirements of this contract.

17. Performance Standards

a) Dusting: A properly dusted surface is free of all dirt and dust, streaks, lint and cobwebs.

b) Plumbing fixture and dispenser cleaning: Plumbing fixtures and dispensers are clean when free of all deposits and stains so that the item is left without dust, streaks, film, odor, stains, and cleaned with germicide,

c) Sweeping: A properly swept floor is free of dirt, dust, grit, lint, debris, except embedded dirt and grit.

d) Spot Cleaning: A surface adequately spot cleaned is free of all stains, deposits, and is substantially free of cleaning marks.

e) Damp Mopping: A satisfactory damp mopped floor is without dirt, dust, marks, film, streaks, debris or standing water.

f) Metal Cleaning: All cleaned metal surfaces are without deposits or tarnish, with a uniformly bright appearance and the cleaner is removed from adjacent surfaces.

g) Glass Cleaning: Glass is clean when all glass surfaces are without streaks, film deposits, stains and smudges. All glass has a uniformly bright appearance and adjacent surfaces have been wiped clean.

h) Scrubbing: Satisfactory scrubbing is when all surfaces are without embedded dirt. No cleaning solution, film, debris, stains, and marks or standing water is present and the floor has a uniformly clean appearance. A plain water rinse must follow the scrubbing process immediately.

i) Light fixture cleaning: Light fixtures are clean when all components, including bulbs and tubes, are without insects, dirt, lint, film, and streaks. All removed lenses must be reinstalled immediately.

j) Wall washing: After cleaning the surface of walls, ceiling, exposed pipes and equipment should have a uniformly clean appearance free from dirt, stains, streaks, lint, and cleaning, marks. Painted surfaces must be bright, free of film, streaks, and deposits.

k) Buffing of waxed surfaces: All waxed areas will be buffed sufficiently for maximum gloss, removal of surface dirt and have a uniform appearance.

l) Carpet cleaning: To remove dirt and stains by dry or water method.

18. Inclement Weather

The Contractor shall make every reasonable effort to provide janitorial services when City employees are excused early because of snow or other hazardous driving conditions. However, in the event janitorial services cannot be provided, the Contractor shall deduct a prorated amount from the monthly invoice, based on the cost per month, divided by the number of working days in that month for each day the services are not provided. If the situation occurs on a Saturday or a day preceding a holiday, the Contractor shall make every effort to provide janitorial services on Sunday, holiday, or at comparable time to ensure services are provided prior to opening of library at no additional cost to the City.

VI. GENERAL TERMS, CONDITIONS AND INSTRUCTIONS

1. Definitions:

a. Acceptance: Acceptance shall mean approval by the Procurement Agent’s

Technical Representative of contractor’s invoice for services.

b. Bidder: Any individual, company, firm, partnership, corporation, or other organization bidding or solicitations issued by the Procurement Office and offering to enter into contracts with the City. The term “bidder” will be used throughout the solicitation and shall be construed to mean “offeror” where appropriate.

c. City: The City of Petersburg and its authorized representatives and employees.

d. Contract: The signed Contract, stating the Scope of the Contract wherein the

Contractor shall provide the goods and/or services to the City as set forth in the

Contract Documents.

e. Contract Documents:

(a) The signed Contract;

(b) This Invitation for Bid;

(c) Any Addenda issued;

(d) The Bid; and

(e) Modifications and/or Change Orders issued subsequent to the execution of the Contract.

f. Contractor: The individual, firm or organization which contracts with the City to perform the Services. As employed herein, the term "contractor" may refer to an individual, an organization, or to the contractor’s authorized representative.

g. Notice: As defined in Section VI. Paragraph F.

h. Purchasing Agent: The City of Petersburg Purchasing Agent, or her designated representative, who shall serve as the City's contracting officer.

i. Purchasing Agent’s Technical Representative: The City official who serves as the

Purchasing Agent's technical representative for purposes of administering the

Contract.

2. The City:

a. Authority of the Purchasing Agent: The Purchasing Agent shall be the contracting officer for the City, who is authorized to execute this Contract and any

Modifications or Change Orders issued pursuant to Section I. No Notice to the

City shall be effective unless a copy is delivered to the Procurement Agent in accordance with the terms of the Contract.

b. Authority of the Purchasing Agent’s Technical Representative: The Contract shall be administered by designated City staff who shall be referred to as "the

Purchasing Agent’s Technical Representative."

c. Additional City Representatives: The Purchasing Agent’s Technical

Representative may designate one or more additional representatives to coordinate with the contractor.

3. The Contractor:

a. Licensure: To the extent required by the Commonwealth of Virginia or the City of Petersburg, the Contractor shall be duly licensed to perform the Services required to be delivered pursuant to this Contract.

b. Key Persons: If any "Key Persons" are identified in the solicitation, those Key

Persons shall be directly involved in the performance of Contractor’s Work hereunder. No Key Person shall be changed without the written consent of City unless such Key Person becomes unavailable to perform his or her duties because of death, disability or termination of employment; provided however, that a Key

Person shall be removed at City’s request. If a Key Person is no longer capable of performing in the capacity described in the solicitation, or is removed by the City, the City and the Contractor shall agree on a mutually acceptable substitute.

4. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official City form provided for that purpose 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, the City reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as non-responsive. As a precondition to its acceptance, the City may, in its sole discretion, request that the bidder withdraw or modify non-responsive portions of a bid which do not affect quality, quantity, price, or delivery.

5. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the

Procurement Office no later than October 1, 2026 at 12:00 P.M. Any revisions to the solicitation will be made only by addendum issued by the Procurement Office. All addenda are downloadable from the City web site www.petersburg-va.org. Each bidder is responsible for determining that all addenda have been received and shall acknowledge receipt of all addenda in the space provided within the Pricing Schedule / Bid Response or by returning a copy of each addendum, signed. Failure to do so may result in rejection of the bid. All addenda shall become part of the solicitation and any resulting contracts.

6. QUALIFICATIONS OF BIDDERS: The City may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the City all such information and data for this purpose as may be requested. The City reserves the right to inspect bidder's physical facilities prior to award to satisfy questions regarding the bidder's capabilities. The

City further reserves the right to reject any bid/proposal if the evidence submitted by, or investigations of, such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

8. BID SUBMISSION INSTRUCTIONS AND PREPARATION:

1. GENERAL INSTRUCTIONS:

In order to be considered for selection, Bidders must submit a complete response to the

IFB. Bids may be submitted electronically through eVA or by U. S. Mail, overnight service or hand delivery.

A. Electronically through eVA

a. For guidance on how to submit a bid, go to https://eva.virginia.gov/supplier-training-materials.html and select the “Respond to IFBs-IFBs and more” PDF located under the heading “Find and Respond to Virginia Business

Opportunities (VBO)”.

b. If the Bidder determines that part or parts of its bid are trade secrets or proprietary information that is not be open to public inspection, the Bidder must submit an additional copy of its bid that eliminates such part or parts. This copy shall be identified with the words “REDACTED COPY”.

B. U. S. Mail, overnight service or hand delivery

All bids must be sealed and labeled on the outside of an opaque envelope or package to show the following:

a. Title of Bid

b. Name of Bidder

c. Address of Bidder

d. IFB Number

e. Bid Receipt and Opening Date and Time

Failure to do so may be cause for rejection.

https://eva.virginia.gov/supplier-training-materials.html https://eva.virginia.gov/supplier-training-materials.html

2. BID PREPARATION:

A. Submit the original and one (1) copy of the bid response sheet and all exhibits.

B. Bids on separate bid invitations must not be combined on the same from or placed in the same envelope. Such bids may not be considered.

C. All bids submitted shall have included in the price the cost of any business or professional licenses and permits or fees required by the City of Petersburg or the

Commonwealth of Virginia.

E. If unable to bid, please sign and return the bid response form by return mail, advising reason for not submitting bid.

F. All forms, blanks and questions must be completed. Failure to do so may be

Cause for rejection of bid.

G. The Procurement Office will neither accept oral bids nor accept bids received by telephone, fax, or electronically. Unless otherwise specified, bidders are to use the

Bid Response Form, attached.

H. Bids received after the due date and time will be deemed nonresponsive and returned to the bidder unopened. The time bids are received shall be determined with reference to the Procurement Office Official Clock. Bidders are responsible for ensuring that their bids are received and stamped by Procurement Office personnel by the deadline indicated.

I. In the event the City offices are closed due to inclement weather and/or emergency situations at the time set aside for a pre-bid conference and/or the advertised bid opening, the conference and/or opening date will default to the next open business day at the same time and location.

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

K. Only when specifically requested in the bid documents shall each bid be accompanied by a bid bond with surety satisfactory to the City attorney or a cashier’s check or a certified check, made payable to the Treasurer of the City of

Petersburg. In the event of default by the bidder, the deposit shall be and represent liquidated damages to the City. Bids received without a bid bond, when specifically requested, shall be rejected and deemed nonresponsive.

9. BID ACCPETANCE PERIOD: Any bid in response to this solicitation shall be binding for ninety (90) days from the date of opening, unless extended by mutual consent of the parties.

10. PRICES: Unless total sum price is specifically requested, unit and extended prices should also be given. Failure to do so may cause bid not to be considered. In case of error in extension of prices in the bid, the unit prices shall govern.

11. ROYALTIES, PATENTS, COPYRIGHTS, AND TRADEMARKS: Whenever the

Contractor is required or desires to use any design, device, material or process covered by letters of patent or copyright, the Contractor shall indemnify and save harmless the

City, its officers, agents and employees from any and all claims for infringement by reason of the use of any such patented design, device, tool, material, equipment, or process to be performed under this Contract, and shall indemnify the City, its officers, agents, authorized representatives, and employees for any costs, expenses and damages which may be incurred by reason of any such infringement at any time during the prosecution and after the completion of the Work.

12. BRAND NAMES OR APPROVED EQUALS:

a. The items called for in this bid have been identified by a “brand name or approved equal” description. Such identification is intended to be descriptive, but not restrictive, and is to indicate the standard of quality and characteristics of products that will be satisfactory. Bids offering “equal” products including products of the brand name manufacturer other than the one described by brand name will be considered for award provided such products are clearly identified in the bid response and documentation of its equivalency is included with the sealed bid, and the City of Petersburg makes one of the following determinations:

(a.) The product fully meets the salient characteristics requirements referenced in the bid, or

(b.) The product meets materially all characteristics of the specified item in the bid.

b. Unless the bidder clearly indicates in the bid that he is offering an “equal” product, such bid will be considered as offering the brand name products referenced in the bid.

c. If the bidder proposes to furnish an “equal” product, the brand name and model number of the product to be furnished shall be inserted in the space provided in the bid. The bidder shall submit prior to or with the sealed bid a true and exact sample for each “equal” product so noted in the bid. The evaluation of bids and the determination as to equality of the product offered will be the responsibility of the City of Petersburg and will be based on information furnished by the bidder on his bid.

13. REQUIREMENTS CONTRACTS:

a. Whenever a bid is sought seeking a source of supply for a requirements contract for goods and/or services, the quantities or usage shown are estimates only. No guarantee or warranty is given or implied by the City of Petersburg as to any minimum or total amount that may or may not be purchased from any resulting contracts.

b. The City reserves the right, at its sole option, to renew the contract for consecutive terms.

c. The City reserves the right to award bids for requirements contracts based on the pricing of the initial term of the contract or any combination of initial and renewal terms.

d. The City may award a bid to a single contractor or to multiple contractors.

e. The City reserves the right not to renew the contract at the end of the initial term or any subsequent term.

f. The City reserves the right to terminate the contract upon written notice to the contractor(s) within 60 days.

g. In the event that a requirements contract is awarded for goods and/or services, the

City reserves the right to bid individual bulk purchases if the City deems it will best serve its interest.

h. It is understood and agreed to between the parties in a resulting contract that the

City of Petersburg shall not be obligated to purchase or pay for materials under such contract unless and until they are ordered and delivered.

i. Bids based on a firm price or those including a "downward escalator" clause for a requirements contract term may be given preference over lower ones bearing an

"escalator" clause.

j. The City reserves the right to extend this contract up to and not to exceed one hundred eighty (180) days following the last term of renewal.

14. DESCRIPTIVE MATERIAL: The Procurement Office is not responsible for locating or securing any information which is not included in the bid. Accordingly, to insure that sufficient information is available, the bidder shall furnish as part of his bid all descriptive material (such as catalog cuts, illustrations, drawings, specifications, or other information) necessary for the Procurement Office to: (A.) determine whether the product offered meets the salient characteristic requirements of the bid, and (B.) establish exactly what the bidder proposes to furnish and what the City would be binding itself to purchase by making an award.

15. MATERIAL SAFETY DATA: A material safety data sheet (MSDS) is required to be submitted to the City, for all chemicals proposed to be furnished in the performance of the services, or the provision of goods, which are the subject of this procurement transaction. The MSDS must list all ingredients which constitute more than one percent

(1%) of any product, or more than one-tenth percent (0.1%) for any known or suspected carcinogens. The MSDS must identify each product by its common or chemical name, provide physical and chemical characteristics of any hazardous materials or hazardous components, list any known acute or chronic health effects, specify exposure limits, and list any necessary or recommended precautionary measures and emergency and first aid procedures.

16. SAMPLES: Samples of items, if requested, shall be furnished without charge and if not destroyed shall, upon request within sixty (60) days after the bid opening, be returned at the bidder’s expense. After sixty days, unclaimed items will become the property of the

City of Petersburg.

17. TIME and POINT OF DELIVERY / DELIVERY TERMS: Time of proposed delivery should be stated in number of calendar days. General terms such as “stock”, “immediately”, and “as soon as possible”, may be cause for rejection. Unless otherwise specified, quote earliest delivery date as it may be considered a factor in making the award. All items shall be delivered F.O.B. destination, and freight, delivery costs, and incidental charges shall be included in the bid price(s). Failure to do so may be cause for not making an award to the bidder. The bidder shall assume all liability and responsibility for the delivery of merchandise in good condition to the specified delivery location(s).

18. TESTING AND INSPECTION: The City reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

19. TRANSPORTATION AND PACKAGING: By submitting their bids, all bidders certify and warrant that the price offered for F.O.B. destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

20. TAXES: (a.) All bids shall be submitted exclusive of direct Federal, State and Local

Taxes. However, if the bidder believes that certain taxes are properly payable by the

City, he may list such taxes separately in each case directly below the respective item bid price. (b.) The City is exempt from payment of Sales and Use Tax on all tangible personal property purchased or leased for its use or consumption. (c.) Materials used in the performance of construction contracts are subject to Virginia Sales/Use Tax; bidders shall consider the tax liability in preparing their bid. (d.) Certificate of exemption will be furnished upon request.

21. LICENSES, PERMITS, AND FEES: All bids submitted shall have included in price the cost of any business and professional licenses, permits, or fees required by the City of

Petersburg or the Commonwealth of Virginia. The Contractor shall be responsible for obtaining all necessary permits and for payments of all fees for work performed under this contract.

22. AWARD CRITERIA: The City reserves the right to make multiple awards as a result of this solicitation. The award(s) will be made to the lowest responsive and responsible

Bidder(s) meeting the requirements of the solicitation. Due consideration will be given to previous experience, and the ability of the bidder to render the required services. The

Procurement office reserves the right to conduct any test it may deem advisable and to make all evaluations. The City reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest. Bids will be tabulated, evaluated and awarded on a “Grand Total” basis.

22.1 Additional Award Criteria: The following factors in addition to price (as they apply) shall be a consideration in the award decision:

a. The ability to provide references which may substantiate past work performance and experience in the type of work required for the contract. The lowest responsive bidder(s) may be required to furnish a contractor qualifications statement, to include additional references, prior to any such award. The City may contact all references furnished by bidders. The right is further reserved by the

City to contact references other than, and/or in addition to, those furnished by the bidder. If, in the sole opinion of the City, a bidder is determined to be non-responsible as a result of any investigation conducted by or for the City, award will not be made to that bidder.

b. The quality of performance/workmanship of previous contracts for goods and/or services delivered to or performed for the City.

c. The timely completion of previous contracts for services or the timely delivery of past orders for goods.

d. The sufficiency of financial resources and its impact on ability of the bidder to perform the contract or provide the services.

e. The City reserves the right, at its option, to conduct on-site inspections of any bidder's facilities prior to award. The results of any such inspection will be considered by the City in determining bidder's capabilities of successfully administering the contract.

f. The ability and availability of the bidder to provide quality and timely maintenance, service, and/or parts.

g. The availability and capability of local and regional vendor support as it affects the quantity, quality, and timeliness of the goods and/or services.

h. Timely delivery of goods or timely completion of services as stated by bidder.

i. Substantial compliance or noncompliance with specifications set forth in bid as determined by the City.

j. Inventory capability as it relates to a particular bid.

k. Results of product testing.

The successful bidder will receive a Purchase Order and/or Contract. In accordance with

Virginia law, notice of award will be posted on the Procurement Bulletin Board as well as the

City’s website: http://www.petersburg-va.org. Bid results will be posted on the City website.

Requests for bid results must be made in writing and a self-addressed stamped envelope is required. The City reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award. Bids making exceptions to terms and conditions included in this invitation may be considered, but preference may be given to those who do not make such exceptions.

23. AVAILABILITY OF FUNDS: It is understood and agreed between the parties that the

City shall be bound hereunder only to the extent of funds appropriated and available or which my hereafter become appropriated and available for the purpose of this agreement.

24. BILLING and PAYMENT: The Contractor shall submit itemized invoices in duplicate identifying each item billed by the item number used beside each item in this invitation, and the contract number assigned this contract upon its award. It is further understood and agreed between the parties to any agreement resulting from this bid invitation that the City shall not be obligated to purchase or pay for commodities, supplies, equipment or services covered by this agreement unless and until they are ordered, delivered or performed.

25. FINANCE CHARGES: Finance charges imposed by the Contractor on any invoice shall not be paid by the City.

26. PAYMENT OF SUBCONTRACTORS: The Contractor agrees to take one of the two following actions within seven (7) days after receipt of amounts paid to the Contractor by the City for work performed by a subcontractor under this contract:

a. Pay the subcontractor for the proportionate share of the total payment received by the Contractor attributable to the work performed by the subcontractor under this contract; or

b. Notify the City and the subcontractor, in writing, of the Contractor's intention to withhold all or part of the subcontractor's payment with the reason for nonpayment.

The Contractor shall pay interest to the subcontractor on all amounts owed by the Contractor that remain unpaid after seven days following receipt by the Contractor of payment for work performed by the subcontractor under this contract, except for amounts withheld as allowed in

(b.) above. Unless otherwise provided under the terms of this contract, interest shall accrue at the rate of one percent per month. The interest charge shall not be deemed an obligation of the

City, and a cost reimbursement claim may not include any amount for reimbursement for such interest charge.

The Contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tiered subcontractor.

27. GENERAL GUARANTY: Contractor agrees to:

a. Save the City, its agents and employees harmless from liability of any nature or kind for the use of any copyrighted or un-copyrighted composition; secret process, patented or unpatented; invention; article or appliance furnished or used in the performance of the contract for which the contractor is not the patentee, assignee, licensee or owner.

b. Protect the City against latent defective material or workmanship and to repair or replace any goods damaged or marred in transit or delivery.

c. Furnish adequate protection against damage to all work and to repair damages of any kind to the building or equipment, to his or her work or to the work of other contractors, for which his or her workers are responsible.

d. Pay for all permits, licenses and fees and give all notices and comply with all laws, ordinances, rules and regulations of the City.

e. Protect the City from loss or damage to City owner property while it is in the custody of the Contractor.

28. SERVICE CONTRACT GUARANTY: Contractor agrees to:

a. Furnish services described in the solicitation and resultant contract at the times and places and in the manner and subject to conditions therein set forth provided the City may reduce the said services at any time.

b. Enter upon the performance of services with all due diligence and dispatch, assiduously press to complete performance, and exercise therein the highest degree of skill and competence.

c. All work and services rendered in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices and other agents.

d. Allow services to be inspected or reviewed by and employee of the City at any reasonable time and place selected by the City. The City shall be under no obligation to compensate the Contractor for any services not rendered in strict conformity with the contract.

e. Stipulate that the presence of a City Inspector shall not lessen the obligation of the Contractor for performance in accordance with the contract requirements, or be deemed a defense on the part of the contractor for infraction thereof. The

Inspector is not authorized to revoke, alter, enlarge, relax, or release any of the requirements of the Contract Documents. Any omission or failure on the part of the Inspector to disapprove or reject any work or material shall not be construed to be an acceptance of any such defective work or material. Notification of an omission or failure will be documented by the Procurement Agent.

29. CHANGES TO THE CONTRACT: The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

30. ASSIGNMENT OF THE CONTRACT: The contract shall not be assignable by the

Contractor in whole or in part without the written consent of the City.

31. TERMINATION FOR DEFAULT: The Contractor shall be considered in default if he fails to perform in accordance with the terms of the contract. In such event, a “notice to cure” will be issued advising the Contractor that the non-performance is a breach of contract and if not corrected immediately upon notice, the City may terminate the contract and hold the

Contractor responsible for any excess costs; except where non-performance was caused by an act of war, order of legal authority, act of God or strikes, or other unavoidable cause not attributed to the fault or negligence of the Contractor. The City may terminate the contract immediately, without prior notice to the Contractor, if the Contractor fails to maintain any of the insurance coverages required herein.

32. CANCELLATION: The City reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the

Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

33. BANKRUPTCY: If Contractor should be adjudged bankrupt, or make a general assignment for the benefit of its creditors, or if a receiver should be appointed on account of the

Contractor's insolvency, then the City may without prejudice to any other right or remedy, and after giving the Contractor seven (7) calendar days written notice, terminate this contract and procure such goods or services from other sources. In such event, Contractor shall be liable to the City for any additional cost occasioned by such failure or other default.

In such cases, contractor shall not be entitled to receive any further payment. If the expense of finishing the contract requirements, including compensation for additional managerial and administrative services shall exceed the unpaid balance of the contract price, the

Contractor shall pay the difference to the City.

34. INDEMNIFICATION: The Contractor shall indemnify, defend, reimburse and hold the

City and its officers, employees, and agents harmless from and against any and all liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to any property, or violation of any relevant federal state or municipal law or ordinance, or other cause, in connection with the negligent or intentional acts or omission of the Contractor, its employees, subcontractors or agents, or on account of the negligent performance or character of the work performed in breach of applicable standards of care, except for any such claim arising from the negligence or willful misconduct of the City, its officers, employees or agents. It is understood that the

Contractor shall at its own expense, upon written request by the City, defend any such suit or action brought against the City, its officers, agents or employees. Acceptance of insurance certificates and endorsements required under this Agreement does not relieve the contractor from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages.

35. SMALL BUSINESS, and MINORITY-, WOMEN-, and SERVICE DISABLED

VETERAN- OWNED BUSINESS: The City of Petersburg actively solicits small, and minority-, women-, and service disabled veteran-owned businesses to respond to all

Invitations for Bids and Requests for Proposals, and if not already on the City’s Bidder’s

Mailing List, you may request application for inclusion on the list. Please contact the

Procurement Office at (804) 733-2345 and request an application, or download one from the City’s website www.petersburg-va.org.

36. NO DISCRIMINATION AGAINST FAITH-BASED ORGANIZATIONS:

The City of Petersburg does not discriminate against faith-based organizations as that term is defined in § 2.2-4343.1 of the Code of Virginia of 1950, as amended.

37. DRUG-FREE WORKPLACE: During the performance of this contract, the Contractor agrees to (a.) provide a drug-free workplace for the contractor's employees; (b.) 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…