INVITATION FOR BIDS –EQUIPMENT REPAIR PARTS PAGE 1

Southwest Virginia Regional Jail

Authority IFB – Equipment Repair Parts

Due Date: July 9, 2026

INVITATION FOR BIDS –EQUIPMENT REPAIR PARTS PAGE 1

SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – EQUIPMENT

REPAIR PARTS

The Southwest Virginia Regional Jail Authority, hereafter referred to as SWVRJA, is requesting bids and competitive quotations of prices for Equipment Repair Parts. Acceptance of a Vendor’s bid will not require the SWVRJA’s use of all bid items.

Sealed bids will be received until Thursday, July 9, 2026 at 2:00 PM for furnishing the items described herein.

All inquiries for information should be directed to:

Danyelle Moore Southwest Virginia Regional Jail Authority PO Box 279 Meadowview, VA 24361-0279 276-739-3520 Ext 5004 emoore@swvrja.com

The bid should be mailed to:

Mailing Address:

Danyelle Moore Southwest Virginia Regional Jail Authority PO Box 279 Meadowview, VA 24361-0279

The bid may be hand delivered or sent via courier to:

Physical Address:

Angela Campbell Southwest Virginia Regional Jail Authority 15205 Joe Derting Drive Abingdon, VA 24210

Bids may be uploaded to eVA (www.eva.virginia.com) or emailed to emoore@swvrja.com and cc: ahaynes@swvrja.com and cbrewer@swvrja.com. Please make sure emailed copies are in PDF format. Our email server will block the message from delivering if not in PDF format.

INVITATION FOR BIDS –EQUIPMENT REPAIR PARTS PAGE 2

INVITATION FOR BIDS

EQUIPMENT REPAIR PARTS

My signature certifies that the bid as submitted complies with all Terms and Conditions as set forth in this IFB for equipment repair parts.

My signature warrants that I have not employed or retained any firm or person other than a bona fide employee working solely for the firm to solicit or secure this contract and have not paid or agreed to pay any firm or person other than a bona fide employee working solely for the firm any fee, commission, percentage, brokerage fee, gifts or other consideration contingent upon or resulting from the award or making of this Contract. For breach or violation of this warranty, the Authority shall have the right to annul or void this Contract without liability or, in its sole discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to the Southwest Virginia Regional Jail Authority, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest or a potential conflict of interest to the Southwest Virginia Regional Jail Authority, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with the Authority.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Complete Legal Name of Firm: ________________________________________________

Street Address: ______________________________________________

Mailing Address ______________________________________________

Fed ID No.: ______________________________________________

Signature: ______________________________________________

Name (type/print): ______________________________________________

Title: ______________________________________________

Telephone: (___)_______________Fax No.: (___)_______________

Date: ______________________________________________

To receive consideration for award, this signature sheet should be returned to the Southwest Virginia Regional Jail Authority as it shall be a part of your response.

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SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – EQUIPMENT

REPAIR PARTS

I. Purpose

The purpose of this Invitation for Bids (IFB) is to contract with one or more qualified Vendors to furnish and deliver assorted equipment repair parts to all of our facilities – Abingdon, Duffield, Haysi, and Tazewell.

II. Introduction/Background

The Southwest Virginia Regional Jail Authority, hereafter referred to as SWVRJA, is an independent political subdivision of the Commonwealth of Virginia. The Authority was created by the jurisdictions of Buchanan, Dickenson, Lee, Russell, Scott, Smyth, Tazewell, Washington and Wise Counties and the Cities of Bristol and Norton. SWVRJA employees 435 people.

III. Term

The SWVRJA shall enter into a one-year term contract with the selected vendor/vendors. The contract may be renewed, at the sole discretion of the SWVRJA, for up to two (2) additional successive one-year terms. The initial term shall begin once awarded and end on June 30, 2027.

IV. Questions

All questions regarding this IFB must be submitted, in writing, prior to 2:00 PM, June 30, 2026. Answers to any questions will be returned no later than 2:00 p.m., Monday, July 6, 2026. Any changes resulting from questions will be issued in a written addendum to the solicitation.

V. Scope of Work

It is the SWVRJA’s intent to purchase assorted equipment repair parts from one or more selected Vendors. The vendor must comply with all federal, state, and local laws and regulations.

The vendor shall furnish and deliver all necessary food service equipment parts, materials, components and supplies requested by the SWVRJA.

It shall be understood that there will be no repair services performed under this contract; this contract is only for parts ordered and delivered. The SWVRJA will be responsible for the installation of the replacement parts.

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It shall also be understood that there will be no equipment purchased under this contract, only repair parts.

If parts are required, the vendor shall submit a formal quote to the SWVRJA within two business days of request by the SWVRJA. Quotes shall include the following:

Description and part number Total dollar amount of item Cost of shipping (if applicable) Estimated delivery date

VI. Materials and Workmanship

1. All parts furnished under this contract shall be new and genuine manufacturers’ recommended or authorized replacement parts. Use of used parts is strictly prohibited without the prior consent of the SWVRJA. Use of manufacturer rebuilt parts and components may be authorized by the SWVJRA on a case-by-case basis provided these parts and components carry the same warranty as the new part or component. Such approval shall be given to the vendors by the SWVRJA in writing, in advance of Purchase Orders being submitted.

2. The vendor shall maintain a sufficient quantity of repair parts on hand or have ready access to these parts to prevent unnecessary downtime of equipment.

3. The vendor shall guarantee all parts for a minimum period of 30-days or the manufacturers’ warranty period, whichever is longer. Any calls for repairs for the same reason or problem with the part within this time shall result in a replacement part at no cost to the SWVRJA.

VII. Quantities

No guarantees are made as to the quantities ordered, and the vendor shall supply the actual quantities as ordered, at the discounted rate listed in Attachment A: Bid Form, regardless of whether such total quantities are more or less than those anticipated.

Shipping Locations

The four addresses are:

Southwest Virginia Regional Jail Authority - Abingdon 15205 Joe Derting Drive Abingdon, Virginia 24210

Southwest Virginia Regional Jail Authority - Duffield

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1037 Boone Trail Road Duffield, Virginia 24244

Southwest Virginia Regional Jail Authority - Haysi 1550 Kiwanis Park Road Haysi, Virginia 24256

Southwest Virginia Regional Jail Authority - Tazewell 115 Court Street Tazewell, Virginia 24651

VIII. Bid Preparation and Submission Requirements

A. General Instructions

1. All IFB’s must be sealed and marked “Bid for Equipment Repair Parts:

Southwest Virginia Regional Jail Authority”.

2. Please submit five (5) physical copies of your response along with two (2) electronic copies on a flash drive. Any proprietary information should be clearly identified in the proposal. One of the electronic copies should have proprietary information redacted. You may submit your bid on eVA (www.eva.virginia.gov) but paper and electronic copies are required.

3. The IFB cover sheet as well as all addenda acknowledgements should be completed, signed, and returned with the proposal.

B. Specific Requirements

Bids should be as thorough and detailed as possible so that the SWVRJA may properly evaluate the products offered. To be considered substantive, the bid must respond to all requirements of the IFB. Any additional products or services that could be beneficial to the SWVRJA should be provided as an appendix to the bid. At a minimum, your response should include the following:

1. Qualification Statement:

A statement should be included describing the Vendor’s qualifications to perform the work listed in this IFB. The statement should include the number of years you have been in business as well as the resources you have available to meet the requirements of this IFB. In addition, if the Vendor anticipates using a subcontractor(s), the same information must be submitted concerning the proposed subcontractor(s).

2. Cost of Proposed Products:

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a. Equipment Repair Parts

b. Shipping/Freight Charges (if applicable)

c. Any additional charges must be detailed.

3. Product Specification Sheet

The bidder shall provide a detailed product specification sheet including, at a minimum, the specifications listed above in section III. Scope of Work. If the bid item does not meet the minimum specifications; that item will not be considered for award.

4. Product Information:

The bidder shall clearly and specifically identify the product and services being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable SWVRJA to determine if the product offered meets the requirements of the solicitation.

Failure to do so may cause the bid to be considered nonresponsive.

5. Delivery:

The bidder shall distinguish if the delivery shall be FOB shipping point or FOB destination to SWVRJA.

6. Reference:

The Vendor shall provide references from clients who have purchased similar products. Names, addresses, telephone numbers, and individual contacts of at least three accounts that are similar in size and complexity to

SWVRJA.

IV. Evaluation and Award Criteria

A committee will evaluate all bids submitted. The bid will be awarded based upon the bid that is deemed to be the most responsive and of greatest benefit to the SWVRJA. The evaluation criteria will include, but not be limited to:

Qualifications of Vendor and proposed subcontractor(s)

1. Demonstrated experience and service in equipment repair parts

2. Item Specifications

3. Minimum Order Requirements

4. Proposed Pricing

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The Offeror with the lowest price is not guaranteed award of this contract.

SWVRJA may cancel this Invitation for Bids or reject bids at any time prior to an award, and is not required to furnish a statement of the reasons why a particular bid was not deemed to be the most advantageous (Section 2.2-4359D of the Virginia Code).

SWVRJA GENERAL TERMS AND CONDITIONS

A. Additional Information

SWVRJA reserves the right to ask any Proposer to submit information missing from its proposal, to clarify the proposal or offer, and to submit additional information which SWVRJA deems desirable, and does not affect quality, quantity, price or delivery.

B. Applicable Law and Courts

This solicitation and any resulting contract shall be governed in all respects by the laws of the Virginia Public Procurement Act and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable Federal, State and local laws and regulations.

C. Antidiscrimination

By submitting their proposals, all Proposers certify to SWVRJA that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and Section 2.2-4311 of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body.

(Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply

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1. During the performance of this contract, the contractor agrees as follows:

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

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

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

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

D. Ethics in Public Contracting

By submitting their proposals, Proposers certify their proposals are made without collusion or fraud and they have not offered or received any kickbacks or inducements from any other Proposer, supplier, manufacturer or subcontractor in connection with their proposal, and 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.

E. Immigration Reform and Control Act of 1986

By signing their proposals, the Proposers certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

F. Debarment Status

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By participating in this procurement, the vendor certifies that they are no currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

G. Anti-trust

By entering into a contract, the contractor conveys, sells, assigns, and transfers to SWVRJA all rights, title and interest in and to all causes of the action it may now or hereafter acquire under the antitrust laws of the United States, relating to the particular goods purchased or acquired by SWVRJA under the said contract.

H. Clarification of Terms

If any prospective Proposer has questions about the specifications or other proposal documents, the prospective Proposer should submit a written request to the person whose name appears on the face of the IFB, no later than July 7, 2015. Any revisions to the IFB will be made only by addendum issued by the purchasing agent.

I. Payment

A. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the Vendor directly to the payment address shown on the purchase order/contract.

b. Any payment terms requiring payment in less than thirty (30) days will be regarded as requiring payment thirty (30) days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than thirty (30) days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the Vendor at the contract price, regardless of which public agency is being billed.

d. Unreasonable Charges: Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Vendors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

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Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, SWVRJA s shall promptly notify the Vendor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

B. To Subcontractors:

a. A Vendor awarded a contract under this solicitation is hereby obligated:

i. To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from SWVRJA for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

ii. To notify the agency and the subcontractor(s), in writing, of the Vendor’s intention to withhold payment and the reason.

b. The Vendor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from SWVRJA, except for amounts withheld as stated in two (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee.

These provisions apply to each sub-tier contractor performing under the primary contract. A Vendor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of SWVRJA.

J. Precedence of Terms

The following General Terms and Conditions, APPLICABLE LAWS AND

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING,

IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT

STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND

TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT

shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

K. Qualifications of Prospers

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The SWVRJA may make such reasonable investigations as deemed proper and necessary to determine the ability of the Proposer to perform the service/furnish the goods stated in the contract. The Proposer shall furnish to SWVRJA all such information and data for this purpose as may be requested. SWVRJA reserves the right to inspect Proposer’s physical plant prior to award to satisfy questions regarding the Proposer’s capabilities. The SWVRJA further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Proposer fails to satisfy the SWVRJA that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein.

L. Testing and Inspection

SWVRJA reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services conform to the specifications.

M. Assignment of Contract

A contract shall not be assignable by the Vendor in whole or in part without the written consent of SWVRJA.

N. Changes to the Contract

Changes can be made to the contract in any one of the following ways: SWVRJA may order changes within the general scope of the contract at any time by written notice to Vendor. Changes within the scope of the contract include, but are not limited to things such as service to be performed, the method of packing or shipment, and the place of delivery or installation. The Vendor shall comply with the notice upon receipt. The Vendor shall be compensated for any additional costs incurred as the result of such order and shall give SWVRJA a credit for any savings.

Said compensation shall be determined by one of the following methods:

By mutual agreement between the parties in writing; or

By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Vendor accounts for the number of units of work performed, subject to SWVRJA’s right to audit the Vendor’s records and/or to determine the correct number of units independently; or

By ordering the Vendor to proceed with the work and to keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if

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provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The Vendor shall present SWVRJA with all vouchers and records of expenses incurred and savings realized. SWVRJA shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to SWVRJA within thirty (30) days from the date of receipt of the written order from SWVRJA.

If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract. Neither the existence of a claim or dispute resolution process, litigation or any other provision of this contract shall excuse the Vendor from promptly complying with the changes ordered by SWVRJA with the performance of the contract generally.

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.

O. Default

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

P. Taxes

Sales to SWVRJA are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall be free of Federal excise and transportation taxes. The SWVJRA’s tax exemption registration number is 54-2061321.

Q. Use of Brand Names

Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict Proposers to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body in its sole discretion determines to be the equal of that specified, considering quality, workmanship, INVITATION FOR BIDS –EQUIPMENT REPAIR PARTS PAGE 13 economy of operation, and suitability for the purpose intended, shall be accepted. The Proposer is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable SWVRJA to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed proposals only the information furnished with the proposal will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a proposal nonresponsive. Unless the Proposer clearly indicates in its proposal that the product offered is an “equal” product, such proposal will be considered to offer the brand name product referenced in the solicitation.

R. Transportation and Packaging

By submitting their proposals, all Proposers 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 and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with the purchase order number or the contract number, commodity description, and quantity.

S. Insurance Requirements

By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST

CONTRACTS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the SWVRJA of increases in the number of employees that change their workers’ compensation requirements

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under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and

$2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The SWVRJA must be named as an additional insured and so endorsed on the policy.

4. Automobile Liability - $1,000,000 combined single limit. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)

Profession/Service Limits Accounting $1,000,000 per occurrence, $3,000,000 aggregate

Architecture $2,000,000 per occurrence, $6,000,000 aggregate

Asbestos Design, Inspection or Abatement Contractors $1,000,000 per occurrence, $3,000,000 aggregate

Health Care Practitioner (to include Dentists, Licensed Dental Hygienists, Optometrists, Registered or Licensed Practical Nurses, Pharmacists, Physicians, Podiatrists, Chiropractors, Physical Therapists, Physical Therapist Assistants, Clinical Psychologists, Clinical Social Workers, Professional Counselors, Hospitals, or Health Maintenance $2,150,000 per occurrence, $4,250,000 aggregate (Limits increase each July 1 through fiscal year 2031per Code of Virginia § 8.01-581.15).

Insurance/Risk Management $1,000,000 per occurrence, $3,000,000 aggregate

Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate

Legal $1,000,000 per occurrence, $5,000,000 aggregate

Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate

Surveying $1,000,000 per occurrence, $1,000,000 aggregate

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T. Drug-free Workplace

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

and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Vendor, the employees of who 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.

U. Nondiscrimination of Contractors

A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

V. Availability of Funds

It is understood and agreed between the parties herein that the SWVRJA shall be bound hereunder only to the extent of the funds available or which my hereafter become available for the purpose of this agreement.

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W. Bid Price Currency

Unless stated otherwise in the solicitation, bidders/offerors shall state bid/offer prices in US dollars.

X. Authorization to Conduct Business in the Commonwealth

A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title

13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. SWVRJA may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

Y. Excusable Delay

The SWVRJA shall not be in default by reason of any failure in performance of this agreement in accordance with its terms if such failure arises out of causes beyond its reasonable control and without the fault or negligence of the SWVRJA. Such causes may include, but are not restricted to, acts of God or the public enemy, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case the failure to perform must be beyond the reasonable control and without the fault or negligence of the SWVRJA.

Z. Non Responsive Proposals

Modification of or additions to any portion of the Request for Proposals may be cause for rejection of the proposal; however, SWVRJA reserves the right to decide, on a case by case basis, in its sole discretion, whether or not to reject such a proposal as nonresponsive. As a precondition to its acceptance, SWVJRA may, in its sole discretion, request that the Proposer withdraw or modify nonresponsive portions to a proposal which do not affect quality, quantity, price or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however SWVJRA reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

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AA. Protest of Award

A Proposer wishing to protest an award or a decision to award a contract must submit a written protest to the SWVRJA no later than ten (10) days after either the award or the decision to award, whichever occurs first. The protest must include the basis for the protest and the relief sought. Within ten (10) days after receipt of the protest, the SWVRJA will issue a written decision stating the reasons for the action taken. This decision is final unless within ten (10) days after receipt of such decision, the Proposer institutes legal action as provided in the Code of Virginia.

BB. Cooperative Procurement

This procurement is being conducted by Southwest Virginia Regional Jail Authority in accordance with the provisions of 2.2-4304 Code of Virginia.

Except for contracts for architectural and engineering services or construction in excess of $200,000 by a local public body from the contract of another local public body that is more than a straight line distance of 75 miles from the territorial limits of the local public body procuring the construction, if agreed to by the Contractor, other public bodies may utilize this contract. The Contractor shall deal directly with any public body it authorizes to use the contract.

Southwest Virginia Regional Jail Authority, its officials and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the Contractor and any other public bodies, and in no event shall SWVRJA, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of a Southwest Virginia Regional Jail Authority contract. Southwest Virginia Regional Jail Authority assumes no responsibility for any notification of the availability of the contract for use by other public bodies, but the Contractor may conduct such notification.

Special Terms and Conditions

1. Audit

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment. The SWVRJA, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

2. Cancellation of Contract

The purchasing agency 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 also be terminated by the contractor, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other

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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.

3. Renewal of Contract

This contract may be renewed by the SWVRJA upon written agreement of both parties for two (2) successive one year periods, under the terms of the current contract, and at a reasonable time approximately 90 days prior to the expiration.

(See PRICE ESCALATION/DE-ESCALATION CLAUSE)

4. Additional Users

Under the authority of the Code of Virginia 2.2-4304. Cooperative Procurement, it is the intent of this solicitation and resulting contract(s) to allow for cooperative purchasing by only the members of the Procurement Professionals of Virginia Regional Jails (PPVRJ). Current PPVRJ institutions include:

Albermarle/Charlottesville Regional Jail, Hampton Roads Regional Jail, Meherrin River Regional Jail, Northwestern Regional Adult Detention Center, Peumansend Creek Regional Jail, Piedmont Regional Jail, Rappahannock Regional Jail, Riverside Regional Jail Authority, Southside Regional Jail, Southwestern Virginia Regional Jail, Virginia Peninsula Regional Jail, Western Tidewater Regional Jail, and Western Virginia Regional Jail. In addition, the lead-issuing institution may allow local governments, school boards and other agencies serving local governments in their region access to this contract(s).

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms.

No modification of this contract or execution of a separate contract is required to participate. Participating public bodies shall place their own orders directly with the Contractor(s) and shall fully and independently administer their use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from the lead-issuing institution. The lead-issuing member shall not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the lead-issuing member is not responsible for the acts or omissions of any PPVRJ member, or public body and will not be considered in default of the Agreement no matter the circumstances.

Use of this contract(s) does not preclude any participating public body from using other contracts or competitive processes as required by law.

5. Bid Acceptance Period

Any quote in response to this solicitation shall be valid for (60) days. At the end of the days the quote may be withdrawn at the written request of the Offeror. If the

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quote is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

6. Price Escalation/De-Escalation

Price adjustments may be permitted only for changes in the contractor’s cost of materials. The Consumer’s Price Index should be used as a guide to determine increase or decrease. No price increases will be authorized for 365 calendar days after the effective date of the contract. Price escalation may be permitted only at the end of this period and each 365 days thereafter and only where verified to the satisfaction of the purchasing department. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the SWVRJA Purchasing Department.

The contractor shall give not less than 30 days advance notice of any price increase to the purchasing department. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase in general in scope and not applicable just to the SWVRJA; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. The purchasing department will notify the using department and the contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The SWVRJA Purchasing Agent may cancel without liability to either party, any portion of the contract affected by the requested increase and any material, supplies, or services undelivered at the time of such cancellation.

The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing department.

7. Product Availability/Substitution

Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The SWVRJA may, at its discretion, require the contractor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.

8. Product Information

The Offeror shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the SWVRJA to determine if the product offered meets the

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requirements of the solicitation. Failure to do so may cause the bid to be considered incomplete and nonresponsive.

9. Quantities

Quantities set forth in this solicitation are estimates only, and the contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

Other Matters

Respondents should contact Danyelle Moore by email (emoore@swvrja.com) to answer any questions which might arise and to request general background information on the SWVRJA and its operation.