RFP 2025-02 Custom Commercial Food Trailer.pdf

GOOCHLAND COUNTY

Purchasing Department

P.O. Box 10, Goochland, Virginia 23063-0010 Phone: 804.556.5802 Fax: 804.556.5676

Email: mzapata@goochlandva.us

REQUEST FOR PROPOSALS

DATE OF THIS REQUEST: September 16, 2024

DESCRIPTION: Custom Commercial Food Trailer

PROPOSAL DEADLINE: October 17, 2024, 2:00 P.M. Local Prevailing Time (LPT)

SUBMISSION:

Electronic responses will be accepted via DemandStar only at DemandStar Goochland County Procurement Opportunities

Mailed or Delivered Proposals will be accepted at:

Mary Zapata, Purchasing Director 1800 Sandy Hook Road Room 352 Goochland, VA 23063

The face of the container shall be clearly marked in the lower left corner as follows:

RFP#: 2025-02

RFP FOR: Custom Commercial Food Trailer

Proposals must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the offeror to ensure timely and correct delivery of proposal to the Purchasing Department, Room 352, 3rd floor of the County Administration Building at the corner of Routes 522 and 6.

IMPORTANT – PLEASE NOTE:

Not all overnight delivery services guarantee timely next day delivery to this location. Please check with the service you use.

For information relating to this RFP, contact:

Mary Zapata, Purchasing Director Ph: 804.556.5802 Fax: 804.556.5676 mzapata@goochlandva.us https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ mailto:mzapata@goochlandva.us

Obligation of Offeror: By submitting a proposal, Offeror covenants and agrees that it is satisfied, from its own investigation of conditions to be met, that it fully understands the obligation and that it will not make any claim for, or have right to cancellation or relief from the resulting contract, because of any misunderstanding or lack of information.

Offeror further agrees that conditions herein have been carefully read and this proposal is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this proposal is accepted, to furnish all services agreed upon in strict accordance with the contract.

Name and Address of Firm: ____________________________________

Date: ______________________________________________________

By: ______________________________________________________ (Signature in Ink)

Name: ______________________________________________________ (Please Print)

Title: ______________________________________________________ (Please Print)

FEI/FIN NO. _________________________________________________

State Corporation Commission (SCC) NO._________________________

Phone: (_____) _______________________________________________

Fax: (_____) _______________________________________________

Email: ______________________________________________________

ACKOWLEDGE RECEIPT OF:

Addendum 1_________ Addendum 2_________ Addendum 3_________

SUBMIT WITH PROPOSAL

________ Certification of Non-Collusion (Attachment A - page 12) ________ W-9 Form List Proprietary Information (include page numbers)

PURPOSE

Goochland County is seeking sealed proposals from qualified vendors that satisfies all applicable Commonwealth of Virginia requirements for a custom commercial food trailer for our Parks & Recreation Department.

BACKGROUND

Goochland County is in the Commonwealth of Virginia, and is known for its picturesque rural landscapes, historic sites, and proximity to the state capital, Richmond. With a population of around 25,000 people, Goochland offers a mix of suburban and rural living.

Goochland County Parks and Recreation currently maintains 7 parks/outdoor recreation areas covering +400 acres including 12 athletic fields, James River access, 4 playgrounds, and approximately 12 miles of walking trails. The Department also maintains two indoor recreation facilities including recreation classrooms, 2 full sized gymnasiums, weight room, cardio room, a dance studio, and theater. The Goochland County Parks and Recreation Department host a variety of events at various locations throughout the county. Goochland County is seeking sealed proposals from qualified vendors to construct a custom commercial food trailer. The commercial food trailer will not only serve as a mobile concession stand but it may also be utilized by the Emergency Management team in time of crisis to accommodate community members and emergency personal.

SCOPE OF SERVICES

Requirements

• Trailer must be manufactured in accordance with all applicable Commonwealth of Virginia laws for use within Virgina.

• The design and trailer must meet Virginia Department of Health; Virginia Department of Fire Programs; Virginia Department of Transportation;

Goochland County Fire Marshall and Goochland County Building Official requirements.

• The manufacturer shall file and complete all paperwork for titling and licensing registration including any State required inspections.

• Submitted proposals must include the duration and coverage of all factory warranties for the trailer, frame, and shell including electrical, gas, and plumbing distribution systems

• Owner operator manuals for all equipment must be provided upon delivery.

• Submitted proposals shall include proposed plan for training on trailer and equipment maintenance and operation. Training may be provided in-person or remotely.

• All components shall be professionally installed prior to delivery.

• Submitted proposal costs should have Freight on Board (FOB) Destination, Prepaid and Added, No Taxes, and identified additional fees separately.

• Ability to deliver completed food trailer by or prior to February 25, 2025.

Trailer requirements Minimal 6’ wide by 24 foot long Ceiling height 7’ Tandem axle with electric braking Travel signal lighting Exterior serving fold-down counter Interior and exterior LED lighting Exterior marine Bluetooth speakers Hydraulic trailer jack Trailer stabilizer jacks Fire suppression system K-class fire extinguisher Vinyl flooring FRP Fire retardant walling Magnetic mesh back screening on side and rear doors

15. 30-gallon freshwater tank

16. 40-gallon wastewater drop tank with twist on waste valve for disposal

17. (1) – Mop sink

Equipment Requirements

(2) Separate service windows with sliding screens and sliding glass

(1) 36-inch side entrance door

(1) 8-foot custom ventilated hood

(1) Fire Suppression System

(2) 24” Electric Griddles

(2) Commercial countertop double-basket deep fryers (20 lbs each; each basket is 10 lbs)

(1) 3-Well Steam Table

(1) Vertical NSF Grade refrigerator (1 Door)

(1) Vertical Large Commercial Heat Proofer (food warmer)

(1) NSF Grade Chest freezer (1 Door)

(1) Sandwich prep station

(1) 4 Gallon hot water heater

(1) 3 Compartment sinks with drainboard and back splash

(1) Hand washing sink with splash guards and water exchange system

(1) 13.5k BTU Ceiling mounted A/C

(1) 700 Watt microwave

(1) 17k watt generator mounted to front of trailer

Trailer Wrap (4 full color logos per trailer)

RFP# 2025-02, Custom Commercial Food Trailer 5

(1) Custom Parks and Recreation full color logo on left and right side of trailer

Special Requirements

All Trailers will be 100% electric Custom Power Supply hook ups to support 110 and 240 voltages.

Maximize shelving, countertop space, and storage required based on final design Additional outlets required based on final design Lower exterior serving windows and ledges for accessibility

REQUEST FOR PROPOSAL SCHEDULE

As a guideline, Goochland County anticipates the following timetable:

Date Activity/Event September 16, 2024 Issue Request for Proposals September 26, 2024 Deadline for questions is 12:00 noon October 17, 2024 Proposals due prior to 2:00 p.m.

October 30, 2024 Evaluation of proposals completed October 31, 2024 Notify top ranked Offerors to be interviewed Nobember 6 & 7, 2024 Interviews with top ranked Offerors (Offerors are asked to reserve these dates) December, 2024 Contract Award

OFFEROR MINIMUM QUALIFICATIONS

Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein. All offerors shall submit documentation with their proposals indicating compliance with the minimum qualifications. The following criteria shall be met and presented in the Experience/References tab of the written proposal in order to be eligible for this contract:

1. Offerors must be licensed to do business in Virginia

2. Minimum of five (5) years’ experience fully designing, building, and outfitting custom food trailers.

3. Proficiency with CAD software as demonstrated in submitted proposal.

4. Experience and/or knowledge with the Commonwealth of Virginia food trailer requirements, inspection processes and permitting requirements.

County may make such reasonable investigations as deemed proper and necessary to determine the ability of Offeror to perform the Work and/or furnish the item(s) and Offeror shall furnish to County all such information and data for this purpose as may be requested. County reserves the

RFP# 2025-02, Custom Commercial Food Trailer 6 right to inspect Offeror’s capabilities. County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, Offeror fails to satisfy County that Offeror is properly qualified to carry out the obligations of the contract and to complete the Work and/or furnish the items contemplated therein.

INSTRUCTIONS TO OFFERORS

1. See PROPOSAL PREPARATION AND SUBMISSION for detailed instructions.

2. All proposals must remain valid for 90 days from opening date.

3. Proposals will be time-stamped upon receipt and kept unopened in a secure location until opening.

4. No consideration will be given to date of postmark.

5. Except as otherwise provided, and in accordance with Virginia Code § 2.2-4342, all proceedings, records, contracts and other public records relating to the County’s procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (Virginia Code § 2.2-3700 et seq). Proposals shall not be available for inspection by offerors until interviews, if scheduled, are completed. After award, all proposals become a matter of public record and are available for inspection by the general public. Trade secrets or proprietary information submitted by an Offeror in connection with this procurement transaction shall not be subject to the Virginia Freedom of Information Act, but only if Offeror (i) invokes the protections of Virginia Code § 2.2-4342 prior to or upon submission of the data or other materials; (ii) identifies the specific data or other materials to be protected, and (iii) states the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. Redacted copies, clearly marked for proposals containing proprietary or confidential information, shall be submitted with proposals.

6. County will assume no responsibility for oral instruction or interpretation. Any question regarding the procurement solicitation shall be in writing (electronic transmission is preferred) and directed to Mary Zapata, Purchasing Director.

Questions must be received by 12:00 noon on September 26, 2024. Questions submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response to all prospective Offerors without causing an unacceptable delay in the process. Any material change will be submitted to all Offerors through issuance of an addendum. Addenda will be posted on DemandStar DemandStar Goochland County Procurement Opportunities, the County website at https://www.goochlandva.us/Bids.aspx and eVA at https://www.eva.virginia.gov.

Any contact with any County representative concerning this RFP is prohibited, except as outlined above. Such unauthorized contact may disqualify a firm from this procurement.

7. Each Offeror shall be prepared, if so requested by County, to present evidence of its experience, qualifications, and financial ability to carry out the terms of the Contract.

8. Proposals shall be signed by an authorized representative of Offeror. All information requested should be submitted. Failure to submit all information requested may result https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ http://www.goochlandva.us/ https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp

RFP# 2025-02, Custom Commercial Food Trailer 7 in County requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by County. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

9. County reserves the right to reject any and all proposals and waive all informalities. In the event County rejects all proposals, County may readvertise or make the purchase on the open market.

10. Each Offeror shall submit a completed W-9 form with its offer. In the event of contract award, this information is required in order to issue purchase orders and payments to the firm. A copy of this form can be downloaded from www.irs.gov/pub/irs-pdf/fw9.pdf.

11. Any Offeror organized or authorized to transact business in Virginia pursuant to Title

13.1 or Title 50 of the Code of Virginia MUST include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any Offeror not required to be authorized to transact business in Virginia as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law MUST include in its bid or proposal a statement describing why Offeror is not required to be so authorized. Any Offeror failing to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement Virginia Code § 2.2-4311.2 is granted by the County Administrator. County may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of Virginia Code § 2.2-4311.2.

12. The Successful Offeror will be required to execute the accompanying Contract.

Exceptions to proposed contractual terms and conditions, other than such terms and conditions required by statute, regulation, ordinance, or standards developed pursuant to Virginia Code § 2.2-1132, shall be submitted in writing with the Offeror’s proposal.

13. As used in this RFP, the terms “must,” “shall,” “should,” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. The inability of Offeror to satisfy a “must” or “shall” requirement does not automatically remove Offeror from consideration; however, it may seriously affect the overall rating of Offeror’s proposal.

14. Goochland Businesses. It is the policy of Goochland County to facilitate the establishment, preservation, and strengthening of minority-owned businesses, service disabled veteran-owned businesses, small businesses, women-owned businesses, and businesses located in Goochland County, and to encourage their participation in County’s procurement activities. These businesses are encouraged to respond to all solicitations. In addition, County strongly encourages Offeror to actively solicit these types of businesses as subcontractors/suppliers for projects. Offeror is asked, as part of its submission, to describe any planned use of such businesses in fulfilling the requirement of this Request for Proposals.

15. Ethics in Public Contracting. This RFP incorporates by reference any applicable state or federal law related to ethics, conflicts of interest, or bribery, including the http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.irs.gov/pub/irs-pdf/fw9.pdf

RFP# 2025-02, Custom Commercial Food Trailer 8

Virginia Conflict of Interests Act, the Virginia Governmental Frauds Act, and the Virginia Code. Offeror certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with this solicitation, and that it has not conferred on any public employee having official responsibility for this solicitation any payment, load, 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. Offerors shall complete and submit the attached Certification of No Collusion (Attachment A), which will constitute material representations and warranties with respect to this Request for Proposals.

PROPOSAL PREPARATION AND SUBMISSION

Proposal Package:

Format of each proposal should contain the following elements organized into separate chapters and sections. The response should be as concise as possible and include only necessary information, tables, illustrations, photographs, etc. needed to adequately convey the requested information. The proposal can be provided front and back acceptable using text in no less than 12-font. Proposal content shall be prepared simply and concisely. Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required. To provide each Offeror an equal opportunity for consideration, adherence to a standardized proposal format is required.

1. Obligation of Offeror: Furnish the information requested on Page 2 Obligation of Offeror of this solicitation. The name stated must be the full legal name of the Offeror and the address must be that of the office which will have the responsibility for the services provided. Acknowledge all addenda, if any.

Offerors shall specify on the Obligation of Offer sheet the section(s) containing trade secrets or proprietary information. Redacted copies, clearly marked for proposals containing proprietary or confidential information shall be submitted with proposals as a separate copy.

2. Food Trailer Proposal Response

a. Include an introductory letter from Proposer addressing the response.

b. Provide a layout/floor plan of the proposed custom build food trailer. Including sketches, photos and color options of items identified in the Statement of Work.

c. Equipment List: Provide proposed equipment list with specification sheets.

d. Project Timeline: Provide proposed project timeline demonstrating ability to meet

February 5, 2025, delivery date.

e. Provide all warranty information and if there is a local service provider.

f. Provide Cost Estimate

RFP# 2025-02, Custom Commercial Food Trailer 9

3. References

4. Insurance. Provide a copy of a valid certificate of insurance carried detailing limits

5. Completed W-9 Form

6. Certificate of No Collusion

7. Other Information. Include other relevant information Offeror deems necessary to describe its qualifications to provide the services needed to successfully complete work described in the Scope of Services or which Offeror deems are relevant to its selection.

8. County Participation: Based on the information provided in this Request for Proposals, Offeror should identify all materials and services expected from the County in addition to general assistance.

Submission Proposals may be submitted by mail, delivery, or electronically as outlined below:

Form mailed or delivered responses: In a sealed container include One (1) original signed paper version (clearly marked as “ORIGINAL”) and three (3) paper copies, one (1) electronic version on a USB “Thumb Drive”. The electronic version shall be an exact duplicate of the paper version. In case of a conflict between the original paper version and the electronic version, the original paper version shall prevail. Proposals (including all documents, schedules, reports, plans and other attachments) will not be returned. If proprietary and/or confidential information is included in the proposal, a second, “Redacted” electronic version of the proposal shall be included on the USB “Thumb Drive” and be named “Redacted Version”.

All electronic files provided must be in a common format accessible by software programs the County uses. The County uses Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Offerors will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Offerors will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches.

The County may disqualify any Proposal that does not meet the criteria stated in this paragraph.

For Electronic responses: Electronic responses may only be submitted via the DemandStar website DemandStar Goochland County Procurement Opportunities. One (1) fully completed and executed original Proposal, along with any other documentation required by this Request for Proposal Package, by the time herein specified via DemandStar. Proposer shall also supply one redacted copy (with proprietary and confidential information removed) clearly marked REDACTED COPY. Except for the redacted information, the redacted copy must be identical to the original hard copies, DO NOT SUBMIT YOUR RESPONSE THROUGH eVA. Electronic responses are ONLY accepted through DemandStar Goochland County Procurement Opportunities and paper responses submitted directly to Purchasing will be considered.

https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/

RFP# 2025-02, Custom Commercial Food Trailer 10

PROPOSAL EVALUATION CRITERIA:

The proposal review committee will be using a numerical scoring system, and the following criteria to evaluate and rank the proposals submitted:

Maximum Points Evaluation Criteria

Points 25 Food Trailer Specifications & Requirements 20 Proposed Layout & Usability of Trailer 20 Project Timeline 20 Cost Estimate 15 Qualification and References 100 Total

SELECTION PROCESS

County will procure this service using competitive negotiations per Section 11-28 of the Goochland County Code, as follows:

Selection and award. Selection shall be made of two (2) or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the request for proposal, including price if so stated in the request for proposal. Negotiations shall then be conducted with each of the offerors so selected. Price shall be considered, but need not be the sole determining factor. Request for proposals for information technology goods and services shall not require that an offeror state any exception to any liability provisions. If selected for negotiations after the proposal is submitted, the offeror must state any exception to the liability provisions in writing at the beginning of the negotiations. After negotiations have been conducted with each offeror so selected, the county shall select the one (1) which, in its opinion, has made the best proposal, and shall award the contract to that offeror. When the terms and conditions of multiple awards are so provided in the request for proposal; awards may be made to more than one

(1) offeror. Should the county determine in writing and in its sole discretion that only one (1) offeror is fully qualified, or that one (1) offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror.

ATTACHMENTS:

Included in this RFP Attachment A – Certification of No Collusion Attachment B – References

Separate Attachments Attachment C – Viginia Department of Health Mobile Unit Plan Review Attachment D – Viginia Department of Health Gray Water Guidelines Attachment E – Goochland County Fire-Rescue Fire Prevention Checklist Attachment F – Virgnia Department of Motor Vehicle Requirements Attachment G – Goochland County Building Inspections Requirements Attachment H – Contract Attachment I - Cost Proposal Form

RFP# 2025-02, Custom Commercial Food Trailer 11

ATTACHMENT A

CERTIFICATION OF NO COLLUSION

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

He/she has the authority to bind the forenamed Offeror, and that this proposal/bid is neither the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce: nor the result of, or affected by, any act of fraud punishable under Virginia Code § 18.2-498.1 et seq.

By:______________________________

Print Name

Title

Name of Company

Date

ACKNOWLEDGEMENT

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

Notary Public

My commission expires: __________________ Notary Registration Number: __________________

RFP for goods and nonprofessional services Revised: 6/28/24

RFP# 2025-02, Custom Commercial Food Trailer 12

ATTACHMENT B

Reference List

Contract Date Client Name & Address Contract Amount

Contact Name, phone and email

Project title, dates of service, value