Solicitation # 123

Non-Digital Food and Gas Cards for Patrick Henry Community College

Non-Digital Food and Gas Cards for Patrick Henry Community College

Patrick & Henry Community College

Small Purchase Set Aside

Questions will be received Until: September 4, 2026, at 2:00 PM local time.

Bids will be Received Until: September 15, 2026, at 2:00 PM local time. All bids must be received electronically through eVA by the date and time stated immediately above. Emailed and/or faxed bids will not be considered.

CONTACTING ANY OTHER REPRESENTATIVE OF THE VCCS OR THE COLLEGE MAY

RESULT IN THE BID BEING DEEMED NON-RESPONSIVE

Any inquiries regarding this solicitation should be directed only to: Shannon Jimenez, Lead Buyer, Email: sjimenez@ssc.vccs.edu Phone: 540-591-4000

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that Unsealed Bid.

SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD

PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation. DSBSD-certified micro businesses or small businesses also includes DSBSD-certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.

Intentionally Blank

Solicitation # 127646

Contents

I. PURPOSE: 2

II. QUESTIONS REGARDING UNSEALED BIDS: 2

III. GENERAL DEFINITIONS: 2

IV. SCOPE OF WORK: 3

V. SPECIFICATIONS REQUIREMENTS: 3

VI. METHOD OF PAYMENT: 3

Please refer to Terms and Conditions attached to this Solicitation.

I. PURPOSE:

The Virginia Community College Shared Services Center (herein referred to as “SSC”) is

Soliciting bids for Patrick Henry Community College to furnish and deliver $25 Non-Digital Gas Cards Exxon/Shell and $50 Non-Digital Food Lion/Kroger Gift Cards for a period of (1) year with (0) zero renewal options up to $100k with an immediate need of 300 $25 Non-Digital Gas Cards and 300 $50 Non-Digital Food Lion/Kroger Gift Cards. The gift cards shall be pre-loaded, activated with fees paid and balance required available for spending. The Successful Offeror shall furnish and deliver future gift cards on a need by basis at contract price. The Cumulative contract spend will be monitored closely with a maximum spend of $100,000. We do not guarantee number of gift cards to be purchased.

Patrick Henry Community College 645 Patriot Avenue Martinsville Virginia 24112

It is anticipated that deliveries for the initial purchase of 300 $25 Gas Cards and 300 $50 Food Lion/Kroger will be completed by 10/2/2026 no later than the end of the business day. The remaining purchase to be completed within 1 year of award date.

II. QUESTIONS REGARDING UNSEALED BIDS:

Any questions regarding this Unsealed Bid shall be addressed to Shannon Jimenez at sjimenez@ssc.vccs.edu.

III. GENERAL DEFINITIONS:

For the purpose of clarification, each firm receiving this Unsealed Bid is referred to as a “Bidder” and the Bidder awarded the contract to supply the goods is referred to as a “Contractor.” Virginia Community College Shared Services Center is referred to as “Department,” “VCCS or as “SSC,” and “Representative” refers to the SSC Contract Administrator who will be administering the contract. This Unsealed Bid states the instructions for submitting bids, the procedure, and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between SSC and the Contractor.

All Bids must be received ELECTRONICALLY THROUGH eVA at the date and time stated above.

EMAILED AND OR FAXED BIDS WILL NOT BE CONSIDERED.

IV. SCOPE OF WORK:

a. Unit Bid Pricing: Bid shall be in the form of a firm unit price during the contract period.

Unit Price per lot shall include transport and delivery to site for each lot item bid.

Bidders shall provide a fully completed detailed quote with their bid response. Failure to submit a detailed quote along with their bid may render the vendor as non-responsive.

b. Equivalency: No Substitutions will be allowed.

c. Delivery Point: The address for the delivery location is:

Patrick Henry Community College 645 Patriot Ave, Martinsville, VA 24112, USA.

d. Off-Loading: The Contractor shall be responsible for off-loading material in neat stockpiles unless otherwise directed.

e. Delivery Hours: For planning purposes, the normal hours for acceptance of deliveries are (Monday through Friday between the hours of 9:00AM and 3:00PM), except on days designated as Federal or State holidays or mandated closing.

f. Delivery Notification: The Contractor shall coordinate actual delivery notification of at least Forty-Eight (48) hours prior to intended delivery. Contact information for each delivery location will be given at time of award.

Delivery Need by Date:

It is anticipated that deliveries for the initial purchase of 300 $25 Gas Cards and 300 $50

Food Lion/Kroger will be completed by 10/2/2026 no later than the end of the business day.

The remaining purchases are to be completed within 1 year of award date.

V. SPECIFICATIONS REQUIREMENTS:

The purpose of the Unsealed Bid is to solicit proposals for Patrick Henry Community College to furnish and deliver $25 Non-Digital Gas Cards and $50 Non-Digital Food Lion/Kroger Gift Cards with an immediate need of 300 - $25 Non-Digital Gas Cards Exxon/Shell and 300 - $50 Non-Digital Food Lion/Kroger Gift Cards. The gift cards shall be pre-loaded, activated with fees paid and balance required available for spending. The Successful Offeror shall furnish and deliver future gift card purchases on a need by basis at contract price.

Item $25.00 Gas Cards Exxon/Shell

• Non-Digital

• Pre-Loaded

• Activated

• Activation Fees paid

Price Per Card

$50.00 Food Lion Preferred (Kroger is acceptable) Gift Cards

• Non-Digital

• Pre-Loaded

• Activated

• Activation Fees paid

Price Per Card

Contract Terms

Cumulative contract spend will be monitored closely with a maximum spend of $100,000 Patrick Henry Community College will closely monitor purchases from all resulting contract to ensure that the cumulative spend does not exceed $100,000. We do not guarantee number of gift cards to be purchased.

Once the maximum spend has been reached, Patrick Henry Community College will provide written notice, via email or postmarked mail, notifying all Contractor of the termination, effective on the date the written notice was given. Contract resulting from this solicitation may not reach the full one (1) year term.

Once the maximum spend has been reached, quote(s) issued by the awarded Contractor that have not been issued a fully approved PO will not fall under the awarded contract and the Commonwealth of Virgina’s Small Purchase Procedures will apply.

VI. METHOD OF PAYMENT:

Payments for any resultant contract will be made by the VCCS in accordance with Article 4 of the Virginia Public Procurement Act, Article 4 “Prompt Payment” (Code of Virginia §2.2-4347

et. seq.)

Vendors shall submit proper invoices to invoice@ssc.vccs.edu or Virginia Community College System, Shared Services Center, Attention: Accounts Payable; 147 Daleville Centre Drive, Daleville, Virginia 24083.