RFP - Kitchen Flooring Repair - Haysi.pdf

RFP – Kitchen Flooring Repair- Haysi PAGE 1

Southwest Virginia Regional Jail Authority

RFP – Kitchen Flooring Repair - Haysi

Due Date: March 20, 2024

RFP – Kitchen Flooring Repair- Haysi PAGE 1

SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – KITCHEN

FLOORING REPAIR- HAYSI

The Southwest Virginia Regional Jail Authority, hereafter referred to as SWVRJA, is requesting proposals to repair the kitchen flooring at the Haysi Regional Jail. Acceptance of an Offeror’s proposal will not require the SWVRJA’s use of all proposed items. Sealed proposals will be received until Wednesday, March 20, 2024 at 2:00 PM for furnishing and installing the items described herein.

All inquiries for information should be directed to:

Angela Campbell

Southwest Virginia Regional Jail Authority

PO Box 279

Meadowview, VA 24361-0279

276-739-3520 Ext. 5004 acampbell@swvrja.com

The proposals should be mailed to:

Mailing Address:

PO Box 279

Meadowview, VA 24361-0279

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

Physical Address:

15205 Joe Derting Drive

Abingdon, VA 24210 mailto:acampbell@swvrja.com

RFP – Kitchen Flooring Repair- Haysi PAGE 2

REQUEST FOR PROPOSALS

KITCHEN FLOORING REPAIR - HAYSI

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this

RFP for kitchen flooring repair.

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.

RFP – Kitchen Flooring Repair- Haysi PAGE 3

SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – KITCHEN

FLOORING REPAIR

I. Purpose

The purpose of this Request for Proposals (RFP) is to contract with a qualified offeror to provide all labor, materials, and equipment necessary to repair the kitchen flooring at the Haysi Regional Jail.

II. Optional Site Visit

Optional site visits may be conducted at the Haysi Regional Jail prior to the proposal due date and time. Any Offeror that chooses to conduct a site visit is expected to bring any equipment or other materials they will expect to use during the visit. Offerors will be limited to one individual on site for the optional site visit.

Oral responses to questions during the site visit shall be considered nonbinding on SWVRJA’s behalf.

All potential Offerors that would like to schedule a site visit must contact Angela Campbell to schedule a date and time.

III. Questions

All questions regarding this RFP must be submitted, in writing, prior to 5:00 PM Wednesday, February 28, 2024. If necessary, an addendum to the original RFP will be posted to the solicitation page on eva.virginia.gov and emailed by 5:00 PM Monday, March 4, 2024.

IV. Scope of Work

Nothing stated herein or attached shall bind SWVRJA to purchase any specified amount of the product or products. Further, acceptance of an offeror’s quotation will not require the SWVRJA’s purchase of all listed items or services. Any additional issues that arise related to this project will be negotiated.

The Offeror shall provide all labor, supervision, equipment, tools, material and incidentals necessary to repair the kitchen flooring at the Haysi Regional Jail. All given measurements shall be verified by interested offerors.

Kitchen floor area is approximately 3,200 square feet. Below are two (2) options.

Please provide pricing for both options. Also attached is a diagram of the kitchen area.

OPTION 1

The Offeror will provide pricing that includes the removal of all existing tiles and replacing those tiles with a recommended or suggested product.

RFP – Kitchen Flooring Repair- Haysi PAGE 4

OPTION 2

The Offeror will provide pricing for putting down a recommended or suggested product over the existing tiles.

V. Proposal Preparation and Submission Requirements

A. General Instructions

1. All RFP proposals must be sealed and marked “Proposal for Kitchen Flooring Repair - Haysi: Southwest Virginia Regional Jail Authority”.

2. Please submit three (3) physical copies of your response along with two (2) electronic copies on a flash drive or CD/DVD. Any proprietary information should be clearly identified in the proposal. One of the electronic copies should have proprietary information redacted. If you do not include a redacted electronic copy, we will assume that none of the information contained in the proposal is proprietary.

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

B. Specific Requirements

Proposals should be as thorough and detailed as possible so that the

SWVRJA may properly evaluate the products offered. To be considered substantive, the proposal must respond to all requirements of the RFP.

Any additional products or services that could be beneficial to the SWVRJA should be provided as an appendix to the proposal. At a minimum, your response should include the following:

1. Qualification Statement

A statement should be included describing the Offeror’s qualifications to perform the work listed in this RFP. 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 RFP.

In addition, if the Offeror anticipates using a subcontractor(s), the same information must be submitted concerning the proposed subcontractor(s).

2. Duration of Project

The duration of the proposed project shall be included in the proposal.

This shall include a start date and end date for the requested services. This project must be completed and invoiced no later than June 30, 2024.

RFP – Kitchen Flooring Repair- Haysi PAGE 5

3. Cost of Proposed Project

a. Cost of equipment, materials and labor needed to complete all items included in the scope of work and the attached specifications.

b. Any additional charges must be detailed.

4. Warranty Information

The proposal shall include a statement from the manufacturer of the materials used stating the warranty of the labor and any materials that will be used in this project. The proposal shall also include the warranty from the service provider for the work that is to be completed. Specifications for the warranty are listed in Section 1.5 of the specifications attachment.

5. Project Information

The proposer shall clearly and specifically identify the products and services being offered and enclose complete and detailed descriptive literature and specifications with the proposal to enable SWVRJA to determine if the products and services offered meets the requirements of the solicitation. Failure to do so may cause the proposal to be considered nonresponsive.

6. References

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

7. Certifications

The Offeror shall provide copies of all certifications and licenses required to perform the work required in this RFP.

8. Proposal Presentation

Offerors may be asked to present their proposed system to the SWVRJA evaluation committee after the proposal due date and time.

VI. Evaluation and Award Criteria

A committee will evaluate all proposals submitted. The proposal will be awarded based upon the proposal 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:

RFP – Kitchen Flooring Repair- Haysi PAGE 6

Qualifications of Offeror and proposed subcontractor(s)

1. Demonstrated experience and service in providing and installing framed buildings.

2. Proposed Pricing. Please provide pricing for both option 1 and option 2.

3. Duration of Project

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

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

VII. General Terms and Conditions

A. Vendors Manual

This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “Vendors Manual” on the vendors tab.

B. Applicable Laws and Courts

This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. Anti-Discrimination

By submitting their proposals, proposers certify to the 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 § 2.2-4311 of the Virginia Public Procurement Act (VPPA).

http://www.eva.virginia.gov/

RFP – Kitchen Flooring Repair- Haysi PAGE 7

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).

D. Ethics in Public Contracting

By submitting their proposals, proposers certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other proposer, 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.

E. Immigration Reform and Control Act of 1986

By entering into a written contract with the SWVRJA, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services with the SWVRJA, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. Debarment Status

By participating in this procurement, the Contractor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation, Contractor 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. Antitrust

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

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H. Payment

1. To Prime Contractor:

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

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 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 contractor at the contract price, regardless of which public agency is being billed.

2. To Subcontractors:

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

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

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

b. The contractor 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 the SWVRJA, except for amounts withheld as stated in (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 contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

I. Precedence of Terms

The following General Terms and Conditions VENDORS MANUAL, RFP – Kitchen Flooring Repair- Haysi PAGE 9

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.

J. Qualification of Proposers

The SWVRJA may make such reasonable investigations as deemed proper and necessary to determine the ability of the proposer to perform the services/furnish the goods and the proposer shall furnish to the SWVRJA all such information and data for this purpose as may be requested. The SWVRJA reserves the right to inspect proposer’s physical facilities 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 provide the services and/or furnish the goods contemplated therein.

K. Testing and Inspection

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

L. Assignment of Contract

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

M. Changes To The Contract

Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any 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.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes

RFP – Kitchen Flooring Repair- Haysi PAGE 10 within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. 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 contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency 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 the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. 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 or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

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Cumulative contract modifications up to and including $50,000 shall not exceed 25% of the original contract price without advance written approval of the agency head or his/her designee.

N. Default

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

O. Taxes

Sales to the 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 usually be free of Federal excise and transportation taxes. The SWVRJA’s excise tax exemption registration number is 54-2061321.

P. Use of Brand Names

Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict (bidders/offerors) 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 equivalent of that specified, considering quality, workmanship, 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 the 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 bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the proposer clearly indicates in its proposal that the product offered is an equivalent product, such proposal will be considered to offer the brand name product referenced in the solicitation.

Q. Transportation and Packaging

By submitting their proposals, all proposers certify and warrant that the price offered for FOB 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

RFP – Kitchen Flooring Repair- Haysi PAGE 12 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.

R. Insurance

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 Commonwealth of increases in the number of employees that change their workers’ compensation requirements 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 shall be named as an additional insured and so endorsed on the policy.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract.

Contractor shall 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 Organizations.)

$2,150,000 per occurrence.

$4,250,000 aggregate (Limits increase each July 1 through fiscal year 2031 per Code of Virginia § 8.01-581.15.)

Insurance/Risk Management $1,000,000 per occurrence.

$3,000,000 aggregate

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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

S. Drug-Free Workplace

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

T. 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 for 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.

U. 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 may hereafter become available for the purpose of this agreement.

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V. Bid Price Currency

Unless stated otherwise in the solicitation, proposers shall state proposed prices in US dollars.

W. 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 of Virginia 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.

A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

X. 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. Award

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others

RFP – Kitchen Flooring Repair- Haysi PAGE 15 under consideration, a contract may be negotiated and awarded to that offeror.

The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

3. As-Built Drawings

The contractor shall provide the SWVRJA a clean set of reproducible “as built” drawings and wiring diagrams, marked to record all changes made during installation or construction. The contractor shall also provide the SWVRJA with maintenance manuals, parts lists and a copy of all warranties for all equipment. All “as built” drawings and wiring diagrams, maintenance manuals, parts lists and warranties shall be delivered to the SWVRJA upon completion of the work and prior to final payment.

4. Proposal Acceptance Period

Any proposal in response to this solicitation shall be valid for (60) days. At the end of the days the proposal may be withdrawn at the written request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

5. Contractor/Subcontractor License Requirement

By my signature on this solicitation, I certify that this firm/individual and subcontractor is properly licensed for providing the goods/services specified.

Contractor Name: _______________________________________________

License # _______________________ Type _________________________

Subcontractor Name: _____________________________________________

License # ____________________ Type ____________________________

6. Contractor Registration

If a contract for construction, removal, repair or improvement of a building or other real property is for $120,000 or more, or if the total value of all such contracts undertaken by proposer within any 12-month period is $750,000 or more, the proposer is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR.” If such a contract is for $10,000 or more but less than $120,000, or if the total value of all such contracts undertaken by proposer within any 12-month period is $150,000 or more, but less than $750,000 or

RFP – Kitchen Flooring Repair- Haysi PAGE 16 more, the proposer is required to be licensed as a “CLASS B CONTRACTOR.”

If such a contract is over $1,000 but less than $10,000, or if the contractor does less than $150,000 in business in a 12-month period, the proposer is required to be licensed as a “CLASS C CONTRACTOR.” The board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors. The proposer shall place on the outside of the envelope containing the proposal and shall place in the proposal over his signature whichever of the following notations is appropriate, inserting his contractor license number:

Class A Virginia Contractor No.______________ Specialty _______________ Class B Virginia Contractor No.______________ Specialty _______________ Class C Virginia Contractor No.______________ Specialty _______________

If the proposer shall fail to provide this information on his proposal and shall fail to promptly provide said contractor license number to the SWVRJA in writing when requested to do so before or after the opening of proposals, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his proposal will not be considered.

If a proposer shall fail to obtain the required license prior to submission of his proposal, the proposal shall not be considered.

7. Contractor’s Title to Materials

No materials or supplies for the work shall be purchased by the contractor or by any subcontractor subject to any chattel mortgage or under a conditional sales or other agreement by which an interest is retained by the seller. The contractor warrants that he has clear title to all materials and supplies for which he invoices for payment.

8. Delivery and Storage

It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. The SWVRJA will not assume any responsibility for receiving these shipments. The Contractor shall check with the SWVRJA and make necessary arrangements for security and storage space in the building during installation.

9. Extra Charges Not Allowed

The bid price shall be for complete installation ready for the SWVRJA’s use, and shall include all applicable freight and installation charges; extra charges will not be allowed.

10. Final Inspection

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At the conclusion of the work, the contractor shall demonstrate to the authorized SWVRJA representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

11. Indemnification

The Contractor shall indemnify and hold harmless the SWVJRA, its officers, agents and employees, from any and all claims, actions, lawsuits, damages, judgments, charges, expense or liabilities arising out of the performance of the Contract by Contractor, its subcontractors, agents or employees. The Contractor expressly agrees to defend the SWVRJA, its agents, officers and employees from any such claims brought or actions filed against the indemnified parties.

12. Inspection of Job Site

My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the SWVRJA.

13. Installation

All items must be assembled and set in place, ready for use. All crating and other debris must be removed from the premises.

14. Maintenance Manuals

The contractor shall provide with each piece of equipment an operations and maintenance manual with wiring diagrams, parts list, and a copy of all warranties.

15. Preventative Maintenance

The contractor shall provide necessary preventive maintenance, required testing and inspection, calibration and/or other work necessary to maintain the equipment in complete operational condition during the warranty period.

16. Prime Contractor Responsibilities

The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this

RFP – Kitchen Flooring Repair- Haysi PAGE 18 contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

17. Subcontracts

No portion of the work shall be subcontracted without prior written consent of the SWVRJA. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the SWVRJA the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

18. Work Site Damages

Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the SWVRJA’s satisfaction at the contractor’s expense.

19. State Corporation Commission Identification Number

Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC).

Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above information on the SCC Form provided.

Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

20. Security Procedures

The SWVRJA may request a drug test and a criminal background check of the Contractor’s employees at any time for the duration of this contract. The Contractor shall supply the SWVRJA with the name, address, social security number, and date of birth if requested.

RFP – Kitchen Flooring Repair- Haysi PAGE 19

All employees of the Contractor must sign-in with Master Control if they will be working in secured areas. All tools/equipment that are taken to secured areas will be inventoried each time the employees enter and leave the secured area.

All employees working in the secure area shall also have a photo ID to leave with Master Control while in secure areas.

21. Attachments

Attachment A - SCC Registration Information

VIII. Other Matters

Respondents should contact Angela Campbell, Accounting/Procurement to answer any questions which might arise and to discuss general background information on the SWVRJA and its operation.