RFP#2026-GSOSS.pdf

COMMONWEALTH OF VIRGINIA

COUNTY OF CAROLINE

RFP #2026-GSOSS

September 3, 2026

REQUEST FOR PROPOSAL

General Site & Operational Support Services

INVITATION TO SUBMIT PROPOSALS

The County of Caroline, Virginia, invites your firm to submit a proposal to provide General Site & Operational Support Services in accordance with this Request for Proposal (RFP).

The proposal package, consisting of the original proposal and five (5) copies clearly marked “General Site & Operational Support Services must be received no later than 2:00 p.m., October 7, 2026, at one of the following addresses:

In-Person or Courier Delivery County of Caroline Department of Public Works/Utilities 12613 Mill Creek Road Ruther Glen, Virginia 22546

U.S. Postal Service County of Caroline Department of Public Works/Utilities P.O. Box 424 Bowling Green, Virginia 22427

This RFP and any addenda will be posted on the County of Caroline Procurement website:

https://co.caroline.va.us/229/Procurement. To request a copy by email, contact tlambert@co.caroline.va.us.

Time is of the essence. Any proposal received after the stated deadline, whether by mail or otherwise, will be returned unopened. Proposals must be submitted in a sealed, opaque envelope, clearly marked with the RFP number, title, and the date and time of submission.

https://co.caroline.va.us/229/Procurement?utm_source=chatgpt.com

GENERAL INFORMATION

• The County encourages full and open competition. Nothing herein is intended to exclude any responsible pre-qualified firm.

• The County reserves the right to accept or reject any or all proposals.

• The awarding authority for this contract is the Director of Public Works.

Contract Requirements (upon award):

• Certification of Insurance Coverage naming the County of Caroline as co-insured.

Technical Questions:

All questions must be submitted in writing to Ted Lambert (tlambert@co.caroline.va.us) no later than 1:00 p.m. on Friday, September 25, 2026. Responses will be compiled and posted by September 30, 2026.

1. PURPOSE AND INTENT

Caroline County, Virginia (the “County”) is soliciting proposals from qualified and established contractors to provide comprehensive General Site & Operational Support Services for County departments, facilities, properties, and operations on an as-needed basis.

The intent of this solicitation is to establish a contractual relationship with a contractor possessing the workforce, equipment, facilities, management structure, technical expertise, and operational capacity necessary to perform a broad range of routine, scheduled, project-based, and emergency services.

The County requires a contractor capable of providing services across multiple disciplines and mobilizing appropriate personnel and equipment based upon the individual needs of each assignment. Work may range from relatively small routine assignments to larger projects requiring multiple crews, specialized equipment, or extended operations.

Services may include, but are not limited to, site preparation, excavation, grading, earthwork, drainage improvements, grounds and vegetation management, irrigation, tree work, fencing, snow and ice removal, storm cleanup, debris removal, hauling, material placement, erosion and sediment control, equipment and operator services, and other related site and operational support services.

The County may require services at multiple locations simultaneously. The Contractor shall therefore maintain sufficient organizational capacity to support scheduled County work while remaining capable of responding to emergency and time-sensitive assignments.

A significant objective of this solicitation is to provide the County with access to an established contractor capable of providing rapid mobilization and 24-hour, seven-day-per-week, 365-day-per-year emergency response, including nights, weekends, holidays, severe weather events, and other circumstances requiring immediate operational support.

1.1 CONTRACT OBJECTIVES

Through this solicitation, the County intends to establish a flexible contracting mechanism that will:

• Provide timely access to qualified personnel, equipment, and specialized resources;

• Supplement County personnel and equipment when workload, project requirements, or emergency conditions exceed available internal resources;

• Provide the ability to deploy multiple crews and equipment resources concurrently;

• Reduce the need to conduct separate procurements for recurring or related site and operational services;

• Establish predetermined labor, equipment, material, and related pricing where practical;

• Provide rapid response during storms, snow and ice events, infrastructure failures, and other emergencies; and

• Establish a dependable long-term relationship with a contractor possessing sufficient organizational depth and resources to support a broad range of County operational needs.

1.2 NATURE OF CONTRACT

The resulting Contract is intended to function as an on-call/as-needed contract. The County makes no representation or guarantee regarding the amount, frequency, or value of work that may be assigned under the Contract.

Individual assignments may be authorized through work orders, purchase orders, written notices to proceed, emergency authorizations, or other methods established by the County.

The County reserves the right to perform work using County personnel and equipment, obtain services through other existing contracts, or separately procure services when determined to be in the County’s best interest.

1.3 CONTRACTOR CAPACITY

The County is seeking an established contractor with demonstrated capacity to perform work across multiple service areas rather than a contractor whose capabilities are limited to a single trade or narrowly defined service.

Offerors shall demonstrate sufficient workforce, equipment, facilities, supervisory personnel, management systems, and technical resources to successfully perform the requirements contemplated by this solicitation.

As part of its proposal, the Offeror shall state the actual total number of employees currently employed by the company as of the proposal submission date and provide a general description of the workforce available to support this Contract.

Offerors shall describe their ability to deploy multiple crews simultaneously and sustain operations during emergencies, severe weather events, extended-duration incidents, and periods of increased County demand.

The County will consider the Offeror’s overall workforce depth, availability of qualified personnel, supervisory capacity, ability to deploy multiple crews simultaneously, equipment resources, and ability to maintain continuous operations when required.

Greater consideration may be given to Offerors demonstrating substantial permanent, in-house workforce and equipment capacity with limited reliance upon temporary labor, rented equipment, or subcontractors for core services.

1.4 OPERATIONAL FACILITY AND LOCAL RESPONSE CAPABILITY

Offerors shall identify the physical location of the primary operational facility proposed to support this Contract and describe the capabilities available at that location, including, as applicable: office and administrative operations; equipment and vehicle storage; material and aggregate storage;

maintenance and repair capabilities; employee reporting and crew assembly; equipment dispatch;

snow and ice control material storage; and emergency mobilization.

The County values the ability to rapidly mobilize personnel, equipment, and materials in response to routine and emergency assignments.

Offerors maintaining an established physical office and equipment/material storage yard within Caroline County, Virginia, will receive additional consideration during proposal evaluation.

The Offeror shall identify the location from which personnel and equipment will normally be dispatched to perform County work and describe how that location supports the response requirements of this Contract.

2. SCOPE OF SERVICES

The Contractor shall provide all labor, supervision, equipment, vehicles, tools, materials, transportation, and other resources necessary to perform General Site & Operational Support Services as requested by Caroline County.

Services shall be provided on an as-needed basis and may include routine maintenance, scheduled work, individual projects, emergency response, equipment and operator services, and other related operational support.

The following categories are intended to identify the general nature of services anticipated under the Contract and shall not be interpreted as an exhaustive list of all services that may be requested.

2.1 EARTHWORK & SITE SERVICES

Services may include:

• Excavation and earthmoving;

• Rough and finish grading;

• Site preparation and clearing;

• Trenching and backfilling;

• Soil excavation, relocation, placement, and compaction;

• Aggregate placement and grading;

• Topsoil placement and final grading;

• Minor site demolition;

• Removal of unsuitable materials;

• Building pad and site preparation;

• Parking lot and access-area preparation;

• Shoulder and roadside grading;

• Ditch construction and restoration;

• Installation and maintenance of temporary construction access;

• Restoration of disturbed areas; and

• Other related earthwork and site services.

The Contractor shall maintain access to equipment appropriate for the work, which may include excavators, backhoes, loaders, skid steers, dozers, graders, compactors, dump trucks, and similar equipment.

2.2 GROUNDS & VEGETATION MANAGEMENT

Services may include:

• Mowing and trimming;

• Brush and vegetation clearing;

• Overgrowth removal;

• Right-of-way and roadside vegetation management;

• Landscape installation and maintenance;

• Mulching and bed maintenance;

• Seeding, fertilization, and soil preparation;

• Sod installation;

• Invasive vegetation control;

• Herbicide and pesticide application when authorized;

• Athletic field and open-space maintenance;

• Establishment and restoration of grass following construction or maintenance activities; and

• Other related grounds and vegetation-management services.

All chemical applications shall be performed by properly licensed or certified personnel when required by applicable law or regulation.

2.3 TREE, BRUSH & STORM-DEBRIS SERVICES

Services may include:

• Tree removal;

• Hazardous or damaged tree removal;

• Tree pruning and trimming;

• Deadwood removal;

• Stump grinding and removal;

• Brush clearing;

• Chipping;

• Limb and debris removal;

• Storm-damaged tree response;

• Emergency removal of trees obstructing County facilities, roads, parking areas, access points, or other County property;

• Removal and disposal of vegetative debris; and

• Other related tree and storm-debris services.

The Contractor shall have access to appropriately trained personnel and equipment necessary to safely perform assigned tree work.

2.4 SNOW & ICE MANAGEMENT

The Contractor shall be capable of providing snow and ice management services at County-owned or operated facilities and other locations designated by the County. Services may include:

• Snow plowing;

• Parking lot clearing;

• Road and access-drive clearing;

• Sidewalk and pedestrian-area clearing;

• Snow relocation and stockpiling;

• Loading and hauling accumulated snow;

• Application of salt, sand, abrasives, and other approved deicing materials;

• Pretreatment of paved surfaces;

• Ice removal;

• Equipment and operators dedicated to County operations;

• Continuous operations during extended winter-weather events; and

• Post-event cleanup.

The Contractor shall describe its available snow-removal fleet, staffing capacity, material-storage capability, and ability to operate continuously during significant winter-weather events.

2.5 FENCING & ACCESS-CONTROL SUPPORT

Services may include the installation, repair, replacement, modification, and removal of:

• Chain-link fencing;

• Wood fencing;

• Vinyl fencing;

• Agricultural or field fencing;

• Security fencing;

• Gates;

• Bollards;

• Posts;

• Temporary fencing and barricades; and

• Related fencing and access-control components.

Services may include emergency fence repairs necessary to secure County property following storms, vehicle impacts, vandalism, or other incidents.

2.6 DRAINAGE, STORMWATER & EROSION-CONTROL SUPPORT

Services may include:

• Ditch cleaning and restoration;

• Culvert installation, replacement, and cleaning;

• Drainage-pipe installation;

• Catch-basin and inlet maintenance;

• Swale construction and restoration;

• Removal of accumulated sediment and debris;

• Riprap placement;

• Drainage improvements;

• Erosion repair;

• Installation and maintenance of erosion and sediment-control measures;

• Stormwater facility maintenance;

• Stabilization of disturbed areas; and

• Emergency drainage response.

Work requiring permits, certifications, inspections, or specialized qualifications shall be performed in accordance with applicable requirements.

2.7 HAULING, MATERIAL DELIVERY & DEBRIS REMOVAL

Services may include:

• Hauling soil and unsuitable material;

• Aggregate delivery;

• Topsoil delivery;

• Mulch delivery;

• Debris hauling;

• Vegetative-waste hauling;

• Construction and demolition debris removal;

• Loading and transportation services;

• Disposal services;

• Roll-off container services, when available; and

• Transportation of other materials required for County operations.

Disposal shall occur only at legally authorized disposal or recycling facilities.

2.8 EQUIPMENT WITH OPERATOR

The County may request equipment and qualified operators on an hourly, daily, or project basis.

Equipment may include, but is not limited to:

• Excavators;

• Mini excavators;

• Backhoes;

• Wheel loaders;

• Skid steers and compact track loaders;

• Bulldozers;

• Motor graders;

• Compaction equipment;

• Dump trucks;

• Tractors;

• Mowers;

• Brush cutters;

• Chippers;

• Stump grinders;

• Bucket trucks;

• Snowplows;

• Material spreaders;

• Roll-off trucks;

• Water trucks;

• Trailers; and

• Other specialized equipment.

Rates should include the equipment, qualified operator, routine maintenance, normal operating supplies, and other ordinary costs unless specifically identified otherwise in the Price Schedule.

2.9 EMERGENCY & SEVERE-WEATHER OPERATIONS

The Contractor shall be capable of providing emergency operational support resulting from:

• Severe thunderstorms;

• Hurricanes and tropical systems;

• Tornadoes and high-wind events;

• Snow and ice events;

• Flooding;

• Fallen trees;

• Drainage failures;

• Facility emergencies;

• Road or access obstructions;

• Infrastructure failures; and

• Other emergency conditions affecting County operations.

Emergency assignments may require immediate mobilization, multiple crews, multiple pieces of equipment, extended work shifts, nighttime operations, and continuous operations lasting multiple days.

The Contractor shall maintain sufficient management and supervisory capacity to coordinate personnel and equipment during such events.

2.10 FACILITY & PROPERTY SUPPORT SERVICES

Services may include:

• Site cleanup;

• Exterior property cleanup;

• Removal of abandoned materials or debris;

• Minor demolition;

• Placement or relocation of site materials;

• Installation or relocation of exterior site features;

• Gravel parking and access-area maintenance;

• Minor repairs to unpaved roads and access areas;

• Installation and repair of Concrete pads and sidewalks;

• Light asphalt installation and repair;

• Temporary site stabilization;

• Preparation of sites for County events or operations; and

• Restoration of County property following projects, emergencies, or special events.

2.11 MATERIALS & SUPPLIES

The Contractor may be required to furnish materials associated with individual assignments, including aggregate, stone, topsoil, mulch, seed, fertilizer, erosion-control materials, drainage materials, fencing materials, deicing materials, and other supplies.

The County, at its discretion, may elect to purchase raw materials such as topsoil, fill dirt, mulch, gravel, stone, ice removal supplies, and other landscaping supplies from the Contractor.

The County may also elect to furnish materials for installation or placement by the Contractor.

Material pricing shall be handled in accordance with the Contract’s pricing provisions and individual work authorization.

2.12 SUBCONTRACTORS

The Contractor may utilize qualified subcontractors for specialized services when approved by the County. However, the County’s intent is to contract with a firm possessing substantial in-house personnel, equipment, and operational capabilities.

The Offeror shall describe the services it routinely performs using its own workforce and equipment and identify those services for which it anticipates routinely relying upon subcontractors.

Use of subcontractors shall not relieve the Contractor of responsibility for the performance, quality, safety, scheduling, or contractual compliance of any work performed under the Contract.

2.13 MULTIPLE CONCURRENT ASSIGNMENTS

The Contractor shall have sufficient organizational capacity to perform multiple County assignments concurrently.

The issuance of one work assignment shall not relieve the Contractor of its obligation to respond to emergency requests or other time-sensitive County needs.

Offerors shall describe their demonstrated ability to manage multiple crews, equipment resources, supervisors, and project locations simultaneously.

2.14 WORK LOCATIONS

Work may be performed at any County-owned, leased, maintained, or operated property or other location for which the County has responsibility or authority to perform the requested work.

Locations may include administrative facilities, public safety facilities, parks, recreation facilities, convenience sites, utility sites, rights-of-way, parking areas, vacant property, drainage facilities, and other County properties.

3. CONTRACTOR QUALIFICATIONS

3.1 GENERAL EXPERIENCE

Offerors shall be a Class A licensed contractor. Offerors shall be established firms with five years of demonstrated experience providing services of similar scope, diversity, complexity, and operational scale to those contemplated by this solicitation.

The proposal shall describe the Offeror’s history, organizational structure, principal business activities, years in operation, and experience providing comparable services to governmental, institutional, industrial, commercial, or other large-scale clients.

Particular consideration will be given to demonstrated experience performing multi-discipline service contracts involving multiple crews, equipment resources, emergency response, and simultaneous assignments.

3.2 WORKFORCE CAPACITY

The Offeror shall state the actual total number of employees currently employed by the company as of the proposal submission date and provide a general description of the workforce available to support this Contract.

The Offeror shall describe its:

• Supervisory and management capacity;

• Equipment-operator capacity;

• Commercial-driver capacity;

• Skilled and specialized personnel;

• General labor resources;

• Mechanics and equipment-support personnel;

• Ability to establish multiple independent crews;

• Ability to supplement routine operations during emergencies; and

• Ability to sustain extended-duration and continuous operations.

The County will evaluate the Offeror’s overall workforce depth and its demonstrated ability to assign sufficient personnel to County operations without adversely affecting its ability to fulfill other contractual commitments.

3.3 EQUIPMENT CAPACITY

Offerors shall provide a description of the major equipment resources available to support the Contract.

The proposal should identify the general types and quantities of significant equipment owned or under the direct control of the Offeror, particularly equipment relevant to earthwork, hauling, snow removal, vegetation management, tree work, drainage work, and emergency response.

The County may give greater consideration to equipment that is owned or continuously controlled by the Offeror and immediately available for deployment, rather than equipment that must be rented or otherwise obtained following issuance of a work request.

3.4 OPERATIONAL FACILITIES

Offerors shall identify the physical location or locations from which this Contract would be supported.

The proposal shall describe available office facilities; equipment yards; material-storage areas;

maintenance facilities; equipment-storage capabilities; dispatch operations; and other operational resources.

The County will consider the location, size, capabilities, and proximity of these facilities when evaluating the Offeror’s ability to provide routine and emergency services.

An established physical office and equipment/material storage yard located within Caroline County, Virginia, is considered highly advantageous due to the County’s need for rapid access to personnel, equipment, and materials.

3.5 AVAILABILITY

The proposal shall identify how after-hours requests are received and dispatched and describe the Contractor’s ability to mobilize appropriate supervisory personnel, crews, and equipment outside normal business hours.

3.6 LICENSES & QUALIFICATIONS

The Contractor and its personnel shall maintain all licenses, certifications, permits, registrations, and other qualifications required by federal, Commonwealth of Virginia, and local laws and regulations for the particular work being performed.

4. PROPOSAL SUBMISSION REQUIREMENTS

Offerors shall submit a complete proposal addressing each of the requirements contained in this section. Proposals should be clear, concise, and organized in the order presented below to facilitate evaluation by the County.

Failure to provide requested information may negatively affect the County’s evaluation of the proposal.

4.1 COMPANY INFORMATION

The Offeror shall provide a general overview of the company, including:

• Legal name of the company;

• Principal business address;

• Local operational address, if different;

• Year established;

• Number of years continuously operating under the current or substantially similar business structure;

• Ownership and organizational structure;

• Primary business activities;

• Name and contact information for the individual authorized to represent the Offeror regarding this solicitation; and

• General description of the geographic area regularly served by the company.

4.2 WORKFORCE & ORGANIZATIONAL CAPACITY

• The Offeror shall state the actual total number of employees currently employed by the company as of the proposal submission date.

• The Offeror shall provide a narrative describing the company’s workforce and organizational capacity, including the availability of management and supervisory personnel, equipment operators, commercial drivers, skilled and specialized personnel, general labor resources, mechanics and equipment-support personnel, and other personnel relevant to the services contemplated by this solicitation.

• The Offeror shall describe its ability to establish and deploy multiple crews simultaneously and explain how County assignments would be staffed during routine operations, periods of increased demand, and emergency events.

• The Offeror should specifically address its ability to maintain County operations during extended-duration incidents requiring multiple shifts or continuous operations.

4.3 LOCAL OPERATIONAL FACILITIES

The Offeror shall identify all operational facilities that would be used to support the Contract, including the physical street address of each facility.

For each applicable facility, the Offeror shall describe office and administrative capabilities;

approximate equipment-yard capabilities; vehicle and equipment storage; material and aggregate storage; snow and ice-control material storage; maintenance and repair capabilities; employee reporting and crew-assembly capabilities; and dispatch and emergency-mobilization operations.

The Offeror shall clearly identify any physical office, equipment yard, maintenance facility, or material-storage facility located within Caroline County, Virginia.

The County may verify the existence and operational capabilities of facilities identified in the proposal.

4.4 EQUIPMENT RESOURCES

The Offeror shall provide a description of major vehicles and equipment available to support the Contract.

The information should identify, at a minimum, the approximate quantity and type of significant equipment available within categories such as earthmoving and excavation equipment; loaders and material-handling equipment; hauling equipment; mowing and vegetation-management equipment;

tree-service equipment; snow and ice-control equipment; compaction equipment; drainage and site-work equipment; and other specialized equipment relevant to the proposed services.

The Offeror shall distinguish between company-owned or permanently controlled equipment and equipment that would normally be rented, leased, subcontracted, or otherwise obtained as needed.

4.5 EXPERIENCE & COMPARABLE CONTRACTS

The Offeror shall describe its experience performing contracts or projects comparable in scope, scale, complexity, and operational requirements to this solicitation.

Particular emphasis should be placed on contracts involving multiple service disciplines, large workforces, significant equipment resources, emergency response, severe-weather operations, and simultaneous work assignments.

Offerors should identify representative governmental, institutional, industrial, commercial, or other large-scale clients for whom comparable services have been provided.

4.6 REFERENCES

The Offeror shall provide references for a minimum of three clients for whom the Offeror has performed services comparable to those contemplated by this solicitation.

References should include the organization name, contact person, telephone number, email address, general description of services performed, and approximate period during which services were provided.

The County reserves the right to contact references and obtain information regarding the Offeror’s performance.

4.7 SUBCONTRACTING

The Offeror shall identify the portions of the anticipated services that it routinely performs using its own workforce and equipment and those services for which subcontractors would normally be utilized.

The Offeror is not required to identify every potential subcontractor that could be used during the Contract unless specifically requested by the County.

However, the proposal shall provide sufficient information for the County to evaluate the extent to which the Offeror relies upon subcontractors to provide its core operational capabilities.

4.8 SAFETY PROGRAM

The Offeror shall provide a general description of its occupational safety and risk-management program, including employee safety training and procedures applicable to field operations and heavy equipment.

Offerors should identify relevant safety programs, training programs, or certifications maintained by the company.

The Offeror shall also describe its process for investigating and documenting workplace incidents and maintaining compliance with applicable occupational safety requirements.

4.9 PRICING PROPOSAL

The Offeror shall provide a comprehensive listing of the services, labor, equipment, materials, and other resources available under the proposed contract, together with applicable pricing. Offerors maintaining established commercial or published list prices may alternatively propose a percentage discount from such pricing. The Offeror shall provide sufficient documentation to establish the applicable list prices and the County's resulting discounted price. Pricing may include:

• Hourly labor rates;

• Equipment-with-operator hourly rates;

• Equipment-only rates, when applicable;

• Truck and hauling rates;

• Snow and ice-control equipment rates;

• Tree-service equipment and crew rates;

• Emergency and after-hours rates;

• Material markups;

• Subcontractor markups;

• Disposal charges;

• Mobilization charges, if applicable; and

• Other unit pricing requested by the County.

Subcontractor and Vendor Markups: The Offeror shall identify the percentage markup or other fee, if any, that will be applied to subcontracted services, vendor-provided services, equipment rentals, materials, supplies, and other third-party costs. If different markups apply to different categories, each markup shall be separately identified. If no markup will be charged for a category, the Offeror shall indicate 0%. Undisclosed markups or fees shall not be permitted under the resulting contract.

All proposed charges, markups, premiums, and fees shall be clearly disclosed.

Charges not identified in the proposal or subsequently authorized by the County shall not be assumed to be compensable.

5. EVALUATION OF PROPOSALS

The County intends to select the Offeror that demonstrates the strongest overall ability to meet the County’s operational requirements. Price will be considered as part of the overall evaluation but will not be the sole determining factor in selection.

Evaluation Criterion Points Workforce & Organizational Capacity 15 Equipment & Operational Resources 15 Experience & Past Performance 30 Operational Facility & Local Response Capability 10 Technical Approach & Contract Management 5 Pricing 25

TOTAL 100

5.1 WORKFORCE & ORGANIZATIONAL CAPACITY — 15 POINTS

The County will evaluate the Offeror’s overall workforce size, organizational depth, availability of qualified personnel, supervisory resources, ability to establish multiple crews, and ability to sustain concurrent and extended-duration operations. The evaluation will consider the actual total number of employees reported by the Offeror as well as the extent to which the Offeror maintains sufficient permanent in-house personnel to perform the core services contemplated by this solicitation.

5.2 EQUIPMENT & OPERATIONAL RESOURCES — 15 POINTS

The County will evaluate the quantity, diversity, availability, and suitability of equipment and other operational resources available to support the Contract. Greater consideration may be given to Offerors demonstrating substantial access to company-owned or permanently controlled equipment that is immediately available for deployment, particularly equipment necessary for earthwork, hauling, snow and ice operations, tree work, vegetation management, and emergency response.

5.3 EXPERIENCE & PAST PERFORMANCE — 30 POINTS

Evaluation will consider the Offeror’s demonstrated experience performing contracts of similar scope, size, complexity, and operational requirements. References, prior performance, years of relevant experience, experience with public-sector or large institutional clients, and demonstrated performance of multi-discipline contracts may be considered.

5.4 OPERATIONAL FACILITY & LOCAL RESPONSE CAPABILITY — 10 POINTS

The County will evaluate the location and capabilities of the Offeror’s operational facilities relative to the requirements of the Contract. Consideration will include equipment and material storage, maintenance capabilities, employee reporting and crew assembly, dispatch capabilities, and the ability to rapidly mobilize resources within Caroline County. Significant consideration may be given to an established physical office and equipment/material storage yard located within Caroline County because of its direct relationship to emergency mobilization, equipment availability, material availability, and response capability.

5.6 TECHNICAL APPROACH & CONTRACT MANAGEMENT — 5 POINTS

The County will evaluate the Offeror’s proposed approach to managing the Contract, coordinating assignments, communicating with County representatives, scheduling personnel and equipment, managing multiple concurrent assignments, and maintaining quality and safety.

5.7 PRICING — 25 POINTS

The County will evaluate the reasonableness and competitiveness of proposed labor, equipment, material, emergency, and other applicable rates. Price will be considered as part of the overall evaluation but will not be the sole determining factor in selection.

6. WORK AUTHORIZATION & CONTRACT ADMINISTRATION

6.1 AUTHORIZATION OF WORK

No work shall commence without authorization from an individual designated by the County to issue work under the Contract, except where otherwise specifically authorized for emergency response.

Individual assignments may be authorized through purchase orders, work orders, written notices to proceed, electronic authorization, emergency authorization, or another method approved by the County.

6.2 WORK ESTIMATES

When requested, the Contractor shall provide an estimate prior to beginning work.

Estimates may include anticipated labor hours, equipment, materials, subcontracted services, disposal costs, mobilization, and other applicable charges.

The County may establish a not-to-exceed amount for individual assignments.

The Contractor shall notify the County before exceeding an authorized amount and shall not incur additional costs without County authorization except when immediate action is necessary to address an imminent safety hazard, and the County’s authorized representative cannot reasonably be reached.

6.3 EMERGENCY AUTHORIZATION

During emergency conditions, the County may authorize work verbally, electronically, or through other expedited means.

The Contractor shall maintain records sufficient to document personnel, equipment, materials, subcontractors, and other resources utilized during the emergency assignment.

6.4 COUNTY PRIORITY

The County recognizes that the Contractor may serve other customers. However, once County work has been accepted and mobilized, the Contractor shall provide sufficient resources to perform the assignment in accordance with the agreed schedule and service requirements.

During declared emergencies or significant severe-weather events, the County may request additional resources subject to availability and the terms of the Contract.

6.5 COUNTY REPRESENTATIVE

The County will designate one or more representatives authorized to request services, issue work authorizations, coordinate operations, inspect work, and approve invoices. The Contractor shall designate a primary Contract Manager and appropriate alternate contacts.

6.6 PERFORMANCE OF WORK

All work shall be performed in a professional and workmanlike manner using personnel appropriately trained and qualified for their assigned duties.

The Contractor shall be responsible for supervision of its employees and subcontractors and for ensuring compliance with applicable safety requirements, laws, regulations, permits, and Contract requirements.

6.7 DAMAGE TO COUNTY PROPERTY

The Contractor shall promptly report damage to County property resulting from its operations.

Damage resulting from negligence or improper performance by the Contractor or its subcontractors shall be repaired or otherwise resolved to the County’s reasonable satisfaction.

7 – CONTRACT TERM AND RENEWAL

7.1 INITIAL CONTRACT TERM

The resulting contract shall be for an initial term of two (2) years, commencing on the effective date specified in the executed contract or Notice of Award.

The Contractor shall be prepared to provide services throughout the contract term in accordance with the requirements of this solicitation and the resulting contract.

7.2 RENEWAL OPTIONS

The County may, at its sole discretion, renew the contract for up to three (3) additional one-year periods, subject to the continued need for the services, satisfactory Contractor performance, availability of appropriated funds, and agreement upon any authorized pricing adjustments.

Exercise of a renewal option shall be evidenced by written agreement or other written authorization issued by the County.

The Contractor shall have no entitlement to renewal, and the County's decision not to exercise a renewal option shall not constitute a termination of the contract.

7.3 PRICING DURING RENEWAL PERIODS

Any requested adjustment to pricing for a renewal period shall be submitted in writing within the timeframe established by the County and shall include documentation supporting the requested adjustment. Pricing adjustments shall be limited to a maximum of 3%.

The County reserves the right to negotiate any requested adjustment. No pricing adjustment shall become effective without prior written approval by the County.

Any established percentage discount from published or commercial list prices shall remain as stated in the Contractor's proposal unless otherwise negotiated and approved in writing by the County.

7.4 AVAILABILITY OF FUNDS

The continuation of any contract resulting from this solicitation shall be subject to the appropriation and availability of funds.

In the event sufficient funds are not appropriated or otherwise made available for continued performance, the County may terminate the contract without penalty in accordance with the terms of the resulting agreement.

7.5 Cooperative Procurement / Use by Other Public Bodies

Pursuant to applicable provisions of the Virginia Public Procurement Act, the resulting contract may be made available for use by other public bodies and governmental entities where permitted by law.

Exhibit A

General Terms and Conditions (Including Insurance and Indemnity)

The procurement documents, including Exhibit A "General Terms and Conditions," to the Invitation for Bid, the Request for Proposal, or other Solicitation, and the response of the bidder (the "Contractor") will be incorporated into a resulting contract as fully and completely as if set forth in such contract in its entirety.

The following are the general conditions that will apply to all procurements done by the Board of Supervisors of the County of Caroline (the "County").

1. General Provisions

Nothing in any resulting contract shall be construed as authority for either party to make commitments which will bind the other party beyond the scope of service contained herein. This contract is subject to appropriations by the County.

2. Laws of the Commonwealth

A. Procurement Act: This solicitation is subject to the provisions of the Virginia Public Procurement Act and any revisions thereto, which are hereby incorporated into this contract as appropriate.

B. Any purchase order or contract resulting from this solicitation shall be governed in all respects, whether as to validity, construction, performance, or otherwise by the laws of the Commonwealth of Virginia as amended.

C. The Contractor providing goods or services to the County under this contract assures the

County that it is:

1. Conforming to the provisions of the Civil Rights Act of 1964, as amended, the Virginia Fair Employment Contracting Act of 1975, as amended, and the Virginia Human Rights Act, as amended, where applicable;

2. Not employing illegal alien workers or otherwise violating the provisions of the

Immigration Reform and Control Act of 1986;

3. Complying with federal, state and local laws and regulations applicable to the performance of the services procured; and

4. Submitting the bid or proposal in full compliance with the Virginia Conflict of Interest

Act.

D. In every contract of over $10,000, the Contractor agrees during the performance of this contract that:

1. The Contractor (1) will not discriminate against any employee or applicant for employment because of race, religion, color, sex, disability, or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor, (2) will post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause, and (3) will state that the Contractor is an equal opportunity employer in all solicitations or advertisements for employees placed by or on behalf of the Contractor under this contract. All notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section;

2. The Contractor will include the provisions of the foregoing subparagraph 2.(B)(1) in every subcontract or purchase order under this Contract of over $10,000 so that the provisions will be binding upon each subcontractor or vendor; and

E. In every contract of over $10,000, the Contractor agrees during the performance of this contract that:

The Contractor shall A) provide a drug-free workplace for its employees; B) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in its workplace and specify the actions which will be taken against any employee for a violation; C) state in all of its solicitations or advertisements for employees that it maintains a drug-free workplace;

and D) include the provisions of this subparagraph in every subcontract or purchase order of over $10,000, so that said provisions shall be binding upon each subcontractor or vendor.

For purposes of this subparagraph, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with the provisions of the Virginia Public Procurement Act, the employees of whom 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.

F. In addition to the provisions contained in sub-paragraph C. pertaining to drug-free workplace, Contractor shall comply with the federal Drug-Free Workplace Act.

G. Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, in all invitations to bid, requests for proposals, contracts, and purchase orders, the County does not discriminate against faith-based organizations.

"Faith-based Organization" means a religious organization that is or applies to be a contractor to provide goods or services for programs funded by the block grant provided pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P.L. 104-193.

If Contractor is a faith-based organization, then Contractor shall give to each individual who applies for or receives goods, services, or disbursements provided pursuant to this Agreement the following notice:

NOTICE

Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, as an applicant for or recipient of goods, services, or disbursements provided pursuant to a contract between the County and a faith-based organization, you are hereby notified as follows:

Neither the County's selection of a charitable or faith-based provider of services or the expenditure of funds under this contract is an endorsement of the provider's charitable or religious character, practices, or expression. No provider of services may discriminate against you on the basis of religion, a religious belief, or your refusal to actively participate in a religious practice. If you object to a particular provider because of its religious character, you may request assignment to a different provider.

If you believe that your rights have been violated, please discuss the complaint with your provider or notify the County Administrator.

3. Certifications

By submitting their proposals, the Contractor certifies that:

1. The bid or offer (1) is made without prior participation, understanding, agreement, or connection with any corporation, firm or person submitting a bid/offer for the same materials, supplies, equipment, or services with respect to the allocation of the business afforded by or resulting from the acceptance of the bid or proposal, (2) is in all respects fair and without collusion or fraud, and (3) is or is intended to be competitive and free from any collusion with any person, firm or corporation;

2. The Contractor has not offered or received any kickback from any other bidder or Contractor, supplier, manufacturer, or subcontractor in connection with the bid/offer on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts, or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged. Further, no person shall demand or receive any payment, loan, subscription, advance, and deposit of money, services or anything of value in return for an agreement not to compete on a public contract;

3. The Contractor is not a party to nor has he participated in nor is obligated or otherwise bound by agreement, arrangement or other understanding with any person, firm or corporation relating to the exchange of information concerning bids, prices, terms or condition upon which the contract resulting from the acceptance of his bid proposal is to be performed;

4. The Contractor understands that collusive bidding is a violation of the Virginia Governmental

Frauds Act and federal Law, and can result in fines, prison sentences, and civil damage awards and agrees to abide by all conditions of this proposal; and

5. The Contractor or subcontractor has not and will not confer on any public employee having official responsibility for a 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 is exchanged.

4. Warranties

Any goods or services furnished by the Contractor under the contract shall be covered by the most favorable warranties provided by the Contractor to any customer; the rights and remedies hereby provided are in addition to any and do not limit those otherwise available to the County. The Contractor agrees that if such warranties are in any respect breached, the Contractor will pay to the County the full contract price agreed to by the County to be paid for the supplies, materials, equipment or services furnished under the bid or proposal.

5. Modifications, Additions or Changes

Modifications, additions or changes to these terms and conditions may not be made except in writing and agreed to by the County; however, no fixed priced contract may be increased by more than twenty-five

(25) percent of the amount of the contract or $50,000 whichever is greater without the approval of the County.

The amount of any contract may not be increased for any purpose without adequate consideration provided to the County.

6. Hold Harmless

The Contractor agrees to indemnify, defend and hold harmless the County and its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature provided by the Contractor, provided that such liability is not attributable to the sole negligence on the part of the County or to failure of the County to use the materials, goods, or equipment in the manner outlined by the Contractor and descriptive literature or specifications submitted with the Contractor's bid.

7. Assignment

The contract may not be assigned, sublet, or transferred without the written consent of the County.

8. Default

In the case of default or breach by the Contractor or the failure of the Contractor to deliver the services in conformance with the specifications in the contract the County shall give written notice to the Contractor specifying the manner in which the contract has been breached. If the County gives such notice of breach and the Contractor has not corrected the breach within fifteen (15) days of receipt of the written notice, the County shall have the right to immediately rescind, revoke or terminate the contract and in addition to any other remedies available at law to procure such services from other sources and hold the Contractor responsible for any and all excess cost occasioned thereby.

9. Audit

The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment or after all other pending matters are closed, whichever is longer. The County and its authorized agents, state auditors, the grantor of the funds to the County, the Comptroller of Virginia or of the United States, or any of their duly authorized representatives shall have access to any books, documents, papers, and records of the Contractor which are directly pertinent to the specific contract for the purpose of making audits, examinations, excerpts or transcriptions.

10. Ownership of Documents

Any reports, studies, photographs, negatives, or other documents prepared by Contractor in the performance of its obligations under any resulting contract shall be remitted to the County by the Contractor upon completion, termination or cancellation of this Contract. Contractor shall not use, willingly allow or cause to have such materials used for any purpose other than performance of Contractor's obligations under this contract without the prior written consent of the County. The County shall own the intellectual property rights to all materials produced under this contract.

11. Payment and Performance Bond

For any Contract for construction, the amount of which exceeds $100,000, the Contractor shall furnish to the County the bonds required under Sections 2.2-4336 and 2.2-4337 of the Code and shall otherwise fully comply with the requirements of such sections of the Code. The County reserves the right to require payment and/or performance bonds in the amount of the Contract for any other Contracts, whether or not required by such sections of the Code.

12. Required Payment

Pursuant to Section 2.2-4354 of the Code, the Contractor covenants and agrees to:

A. within seven (7) days after receipt of any amounts paid to the Contractor under the Contract,

(i) pay any subcontractor for its proportionate share of the total payment received from the County attributable to the work under the Contract performed by such subcontractor, or (ii) notify the County and the subcontractor, in writing, of its intention to withhold all or a part of the subcontractor's payment and the reason therefore;

B. provide its federal employer identification number or…