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

Pre-Bid Conference - N/A COMPETITIVE SEALED BIDDING. This Invitation to Bid ("ITB") is subject to the competitive sealed bidding provisions outlined in Virginia Code 2.2-4302.1. Sealed bids will be received in Consolidated Procurement 1 Franklin Street Suite 345 Hampton, VA, 23669 until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids received by telephone, email, facsimile, or any other means of electronic transfer will NOT be accepted. The City of Hampton is not responsible for late delivery by the United States Postal Service or any other courier. All inquiries for information regarding this ITB are to be directed to the Issuing Office as defined herein. QUESTION PERIOD. All questions regarding this solicitation shall be submitted in writing via email to alicia.brown@hampton.gov by no later than 3:30 PM EST on January 23, 2024. Questions must be submitted in writing; telephonic inquiries will not be considered. All terms and conditions (bid submission, general, and special, as applicable) in this solicitation are intended to apply to the bid submitted by bidder and any resulting contract. The terms and conditions in this solicitation shall supersede any conflicting terms and conditions offered by bidder. Any additional terms and conditions a bidder intends to be considered shall be submitted with the bid as an exception. Such exceptions may result in a finding that the submittal is non-responsive to the bid, and bidder may be denied award based on claimed exceptions. Contractual documents submitted by a successful bidder after an award will not be accepted. MINORITY AND WOMAN OWNED BUSINESS PROGRAM The City of Hampton ("COH") is implementing new strategies to solicit and utilize minority and woman-owned businesses. To encourage and sustain utilization of minority and woman owned businesses, subcontracting goals have been established for City contracts of $100,000 and above. The minority and woman-owned subcontracting goals are established by business categories. The subcontracting goals established for this Contract include: Minorities (MBE) 4.34% Non-minority women (WBE) 3.82% Solicitation meetings will be held on contracts $100,000 and above to assist in attaining the contract minority and woman owned business goals. The CITY requires that each minority and woman-owned business become a certified Small, Woman and Minority owned business (SWAM) by the Virginia Department of Small Business and Supplier Diversity (SBSD). Any minority or woman-owned business that is not a certified SWAM vendor will not be considered for meeting the Contract goals as established. Prime Contract solicitations require bidders to include, as part of their proposal or bid, a subcontracting plan to include certified minority and woman-owned vendors during the course of the contract work. o A listing of all certified minority and woman-owned subcontractor vendors o The dollar value of each subcontract o A description of type of work to be performed under each contract o SWAM certification number and contact information for each minority and woman-owned firm Prime Contractor subcontractor/supplier solicitation information will be submitted to document firms contacted for quotes. Prime Contractor solicitations and resulting contracts will require each successful bidder to report actual subcontract payments quarterly the Procurement Department to ensure accurate utilization records. Prime Contractors are to submit quarterly sub-contractor payment information on all certified minority and woman-owned vendors no less than quarterly after the Notice to Proceed (NTP) is issued by the Public Works Department. Scope of Work. Contractor agrees that it shall perform services as specified in this ITB. The Contractor further agrees it will furnish all labor, equipment, and material necessary to perform all Work in accordance with the requirements and provisions of the Contract as defined in the General Terms and Conditions. Time of Completion. A. Schedule for Completion. The Contractor shall submit, as soon as practical after Award of Contract, a schedule which shall show the order (and value of) in which the Contractor proposes to carry on the Work, with dates at which the Contractor will start the several parts of the Work, and estimated dates of completion of the several parts. The schedule of values, once approved by City, shall be the basis for submittal and approval of monthly progress payments. Each Contract shall have a set time for commencement of the Contract and set number of days for completion of the Contract. Failure to complete the Work under the Contract within the set number of days shall result in Liquidated Damages. B. Extensions. 1. Extensions may be granted for completion of Work in the discretion of the Project Manager and the City when approved changes in the Work increase the needed time for completion, when the Work is suspended, or when the Work is delayed because of conditions or acts of others that could not have been foreseen by, or which were beyond the control of the Contractor, its subcontractors, and were not the result of the fault or negligence of the Contractor or its subcontractors. 2. If a Contractor believes it is due an extension, it shall submit in writing, along with its monthly request for progress payments, a request for the extension which clearly explains the circumstances which it feels justifies an extension. The request will be reviewed by the City and a written response, granting or rejecting the request, will be issued. Any request for days older than the current month will be dismissed without consideration. Time extensions shall constitute a formal change to the Contract terms and conditions and shall be issued accordingly. .NO TIME EXTENSION WILL BE GRANTED BY THE CITY UNLESS THE ABOVE PROCESS IS FOLLOWED. C. Liquidated Damages. Liquidated Damages shall be a dollar amount calculated based on the total value of the Contract and determined in the sole discretion of the City. It is further understood and agreed that the payment of the Liquidated Damages is in lieu of actual damages for such occurrences. The Contractor hereby waives any defense as to the validity of any Liquidated Damages stated in the Contract as it may appear on the grounds that such Liquidated Damages are void as penalties or are not reasonably related to actual damages.