This is a service / maintenance or supply contract in Hanover, Virginia. Contact the soliciting agency for additional information.

PURPOSE: The purpose of this unsealed Invitation for Bids (IFB) is to establish a contract to perform on call lighting systems services, repairs, new installations, and other related work for projects at various Hanover County and Hanover County Public Schools locations. 1.2 SCOPE OF SERVICES: Services shall be inclusive of all supervision, labour, materials, parts, supplies, tools, equipment, machinery, vehicles, transportation, and other incidentals necessary for completed work. The Contractor shall not begin work without obtaining advanced approval from the appropriate County staff. Services shall be performed on an "as needed" basis and include, but not be limited to. A. Visual inspections to verify systems are operation properly B. Identify defects (e.g. wiring, etc.) C. Wiring repairs D. Clean, and when necessary, replace light bulbs, lenses, defective sockets, etc. E. Adjust lights 1.3 Equipment types and locations are identified in Attachment E. 1.4 The Contractor shall be available 24 hours/day, 365 days/year. Normal response time within three (3) business days of County notification, and emergency response within four (4) hours. Most work will be requested during normal operational hours. Modifications to the hours may be made with prior County approval. For projects started during normal working hours that cannot be completed during normal working hours, the Contractor shall obtain approval from the County before moving to overtime rates. County: 8:00 a.m. - 5:00 p.m., Monday through Friday, excluding County observed holidays-closings. Schools: 8:00 a.m. - 4:30 p.m., Monday through Friday, when school is in session. Summer hours are 7:00 a.m. - 5:00 p.m., Monday through Thursday (School Board Offices and all Schools are closed on Fridays during summer break). 1.5 Quote Requirements: The Contractor shall provide not-to-exceed estimates. The estimates shall be provided at no cost and include: A. An estimated number of hours, by labour category. B. An estimated cost of materials. Materials shall be provided at the Contractors' cost. No mark-up is allowed. C. An estimated cost of equipment rental. Equipment rentals shall be provided at the Contractors' cost. No mark-up is allowed. D. An estimated cost of subcontracting. Subcontracting shall be provided at the Contractors' cost. No mark-up is allowed. E. If, in the course of providing services, an unforeseen issue arises, the Contractor shall notify the County and provide a reason the initial estimate was not adequate and a revised estimate. Any additional work shall not be started until the Contractor receives written approval from the County. F. Invoices shall include a log sheet for hours worked and copies of supplier invoices for materials, equipment rentals and subcontracting. APPLICABLE LAWS AND COURTS: This solicitation is governed by the laws of the Commonwealth of Virginia. Any dispute or controversy arising out of or relating to this solicitation or otherwise shall be brought in the Hanover County Circuit Court or in the United States District Court for the Eastern District of Virginia, Richmond Division; provided, however, that prior to the instigation of any such action (other than an action for equitable relief) a meeting shall be held at a mutually agreed upon location, attended by individuals with decision-making authority to attempt in good faith to negotiate a resolution of the dispute. 2.6 ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the County. 2.7 AUDIT: The Contractor shall retain all books, records and other documents relative to this contract for five (5) years after final payment, or until audited by the County, whichever is sooner. The County or its authorized representative shall have full access to and the right to examine any of said materials during said period. The Contractor shall include the provisions above in every subcontract or purchase order, so that the provisions will be binding upon each subcontractor or vendor. 2.8 AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the County shall be bound hereunder only to the extent of lawfully appropriated funds. 2.9 BID PRICE CURRENCY: Unless stated otherwise in this solicitation, Bidders shall state bid prices in US dollars. 2.10 BIDDER, OFFEROR AND CONTRACTOR COMPLIANCE: All Bidders, Offertory and Contractors shall comply with the Virginia Public Procurement Act, (Code of Virginia 2.2-4300, et seq.), and all applicable County policies, regulations and procedures adopted pursuant thereto. 2.11 CONTRACT CHANGES: Any changes to the contract must be approved through issuance of a written contract addendum or change order. The County will not assume responsibility for the cost of any changes made without issuance of a written contract addendum or change order . 2.12 CONTRACTOR'S PERFORMANCE: A. The Contractor agrees and covenants that its agents and employees shall comply with all County, State and Federal laws, rules and regulations applicable to the business to be conducted under the Contract. B. During the performance of this contract, the Contractor shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds. C. The Contractor shall cooperate with County officials in performing the Contract work so that interference with normal operations will be held to a minimum. 2.13 CONTRACTUAL CLAIMS: Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment; however, written notice of the Contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Any notice or claim shall be delivered to: Director, Finance and Management Services Department, 7507 Library Drive, Hanover, VA 23069-0470 and shall include a description of the factual basis for the claim and a statement of the amounts claimed or other relief requested. The County Administrator will render a decision on the claim and will notify the Contractor within 30 days of receipt of the claim. The Contractor may appeal the decision of the County Administrator to the Board of Supervisors by providing written notice to the County Administrator, within 15 days of the date of the decision. The Board of Supervisors shall render a decision on the claim within 60 days of the date of receipt of the appeal notice and such decision shall be final unless the Contractor appeals the decision in accordance with the Virginia Public Procurement Act. Invoices for all services or goods provided by the Contractor shall be delivered to the County no later than 30 days following the conclusion of the work or delivery of the goods. 2.14 DEBARMENT STATUS: By submitting their bids, Bidders certify that they are not currently debarred by the County from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.