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

PURPOSE A. Fluvanna County, a political subdivision of the Commonwealth of Virginia (the "County") and the Fluvanna County Board of Supervisors (the "Board") is issuing this Request for Proposal ("RFP") to establish a term contract with a qualified, licensed, and insured "Offeror(s)" (also interchangeably referred to herein as "Contractor(s)") to provide as needed on-call electrical services from time to time (the "On-Call Services", as hereinafter defined more specifically). The Contractor shall have the necessary expertise to perform such On-Call Services as described within this solicitation. B. The intent and purpose of this RFP is to establish a multi-term contract with one or more qualified sources to provide electrical services on an on-call, as needed basis, as specified herein. GENERAL INFORMATION A. Fluvanna County is centrally located in the heart of Virginia, 120 miles south of Washington, D.C., 60 miles west of Richmond, VA, and 25 miles southeast of Charlottesville, VA. The County encompasses a land area of 282 square miles and is bound by interstate 64 to the north and by the James River to the south. As of July 2021, the County had an estimated population of 27,723. B. By submitting a Proposal hereto, the Offeror agrees that it is familiar with the County offices, buildings, and properties (leased or owned by the County or any County departments or office) generally and is satisfied as to the general, local, and other conditions that may affect cost, progress, and performance of the On-Call Services. C. "Applicable Law(s)" as used in this RFP means all applicable Federal, Commonwealth of Virginia or local laws, ordinances, statutes, rules, regulations, standards, or similar criteria, including without limitation the regulations of the Uniform Statewide Building Code and Occupational Safety and Health Administration regulations. D. Any resulting Contract shall be for an initial term of one (1) year, with two (2) additional 1- year renewal terms exercisable in the County's sole discretion. Such annual renewals shall be exercised automatically by the County without notice to the Contractor annually at each contract-year anniversary. The County may elect not to renew at any time for the next renewal year by providing notice to the Contractor prior to the start of such renewal of its intent not to renew. The initial term and all renewals exercised by the County are referred to herein collectively as the "Term". STATEMENT OF WORK A. On-Call Services: The County desires to purchase certain as-needed on-call electrical services and related as-needed task-based maintenance, installation, repair and emergency services (collectively referred to as the "On-Call Services" or "Services") with such On-Call Services to be performed at any of the Covered Property as defined in Section 3(I) below and as more specifically set out in RFP. The County requests Proposals from experienced qualified licensed insured responsible firms for the On-Call Services as more specifically set forth herein and consistent with Applicable Law. All On-Call Services must be performed in accordance with Applicable Law. B. Contractor General Responsibilities: The Contractor shall provide all labor, services supervision, equipment, tools, materials and incidentals required to complete and satisfactorily perform various On-Call Services including any electrical service projects as identified by the County's representative. On-Call Services include, but are not limited to the following: i. Troubleshoot, repair, and install electrical devices and equipment. ii. Troubleshoot, install and/or replace lighting, wiring, heat-trace, switches and/or outlets per the National Electric Code (NEC). iii. Troubleshoot, replace, assemble and/or install various control panels, emergency generator switch gear and provide technical advice to the County regarding various facility electrical systems. iv. Troubleshoot, provide, replace and/or install control and logical equipment such as limit switches, counters, timers and relays. v. Limited design related to sizing and specifying wiring, conduit and other components. vi. Troubleshoot, install, replace and repair circuit breakers and motor controller systems for systems up to and including 3-phase 480V. C. Contractor Performance Responsibilities: At a minimum, the Contractor should meet the following performance standards. i. The On-Call Services shall be performed as-need and as-requested by the County based on Task Orders issued during the term which shall begin on the Effective Date under the Contract and continue for the Term. ii. The Contractor should acknowledge to the County's request for service within 24 hours of notification of a request for Service. In cases of emergency, work must begin on the emergency Services within 24 hours of notification of a request for Service. iii. The Contractor shall provide the County with a written estimate of the promulgated work and receive written approval to proceed (each a "Task Order") before initiating any work which Task Order shall meet the requirements of Section 3(F). Contractor(s) shall review safety plans with County prior to beginning any work. The Contractor(s) shall coordinate all work with the County to minimize site disturbance and service impacts. iv. The Contractor shall begin work within three (3) business days of the County's issuance of the Task Order, except in cases of emergency where work must begin within twenty-four (24) hours of issuance of a Task Order (except as otherwise scheduled with County approval). "Work must begin" as used in this section means response on-site by the Contractor and the Contractor actively diligently pursuing the Services related to the emergency issue. The County shall determine in its reasonable discretion whether an emergency exists. v. The Contractor shall be solely responsible for obtaining any necessary permits to perform any particular task related to any Services at the Contractor's sole cost and expense. vi. Contractor(s) shall ensure that any required dig alerts are complete and have the area marked by Miss Utility in advance of performing any digging. Where digging is required, the Contractor shall contact Miss Utility within 24 hours of issuance of the Task Order. vii. The Contractor shall possess the appropriate contractor's license with the specific specialty services as recognized by the Virginia Board for Contractors, Department of Professional and Occupational Regulation to perform the On-Call Services. viii. The Contractor shall be in compliance with and shall be responsible for providing quality electrical Services in accordance with Applicable Law, industry standards, Codes, plans, directions and instruction as provided by the County's representative for each task. ix. All Services, equipment, materials, and installation work provided shall conform to Applicable Law and the Virginia Uniform Statewide Building Codes, National Electrical Code, OSHA and the specifications of this solicitation and the applicable Task Order. x. Time charged to a task shall ONLY be for the actual time spent on the job. Travel time, break time, mileage and overhead costs shall not be billable for any task. xi. Invoices for materials provided by the Contractor shall be solely limited to the actual invoice cost for the materials or equipment provided by the Contractor and used for the task. The Contractor is prohibited to add or bill the County with any overages, upcharges, mark-ups, or cost-plus charges for any material or equipment. The costs of consumable materials used to complete the work shall be included in the contract labor rates. All costs shall be included in the Task Order and receipts showing vendor purchased, date, description and cost are required for material reimbursement. xii. For multi-day projects, the County requests that a daily log be submitted which includes details concerning the completed work, labor, materials and costs. xiii. Contractor(s) shall report any safety concerns, near misses, accidents and injuries related to the work area to the County immediately. xiv. Contractor(s) shall warrant replace or repair any defective product, materials, installation or services for one (1) year from County's acceptance of any services hereunder, work or services at no additional cost except for labor costs. xv. Contractor(s) shall respond to emergency warranty repairs within 24 hours and shall respond to routine warranty repairs within three (3) business days. xvi. The Contractor shall transfer and assign to the County any and all warranties or similar guarantees for any materials or products provided by Contractor to the County hereunder. xvii. For each Task Order, Contractor must communicate in advance and coordinate with the County on the performance of the Services and the dates and times work is to be performed. D. Contractor Experience and Qualifications: i. Company/Contractor 1. The Contractor should have, at a minimum, a current Class "A" Contractor's license as issued by the Commonwealth of Virginia Board of Contractors, Department of Professional and Occupational Regulation. 2. The Contractor should have a license to provide the specified electrical services within the Commonwealth of Virginia for a minimum of five (5) consecutive years preceding a submission relative to this solicitation. 3. The Contractor's firm should have been in business providing similar services promulgated in this solicitation for a minimum of five (5) consecutive years. ii. Personnel 1. Contractor(s) shall perform all work under the supervision of a qualified master electrician. A qualified master electrician shall be a licensed electrician graduated from an accredited school or program and shall have five (5) years plus experience of practical experience in planning, laying out, supervising the installation and repair of wiring, apparatus, or equipment for electrical components regulated by the Building Code and any other applicable electrical regulations. Offerors shall provide a copy of their Class A Electrical Contractor certification and a copy of their Master Electrician license. Contractor(s) shall assure that all employees who will be performing work receive any required training necessary to perform the Services. All helpers, assistants, and apprentices shall operate under the supervision of a journeyman or master electrician. The County reserves the right to review any Contractor(s) training documentation. 2. Journeyman Electricians provided by the Contractor should have a minimum of three (3) years of experience performing electrical services in accordance with manufacturer's best practices and must be supervised by a Master Electrician. 3. Electrician's Helper has less than three (3) years of experience performing painting services and must be supervised by a Master Electrican. 4. The Contractor's personnel assigned to the resulting contract should wear appropriate uniforms or attire that, at a minimum, bear the contractor's company name, the employees name, and shall be maintained in a professional condition at all times. E. Damage to County Premises: The Contractor shall repair and/or replace any damage done to any County property by their employees or resulting from Contractor's services as soon as practicable, but in any event, no more than ten (10) calendar days after notification by the County. All such repairs or replacements shall be completed to the County's sole satisfaction. To protect the Contractor, the Contactor shall document any damages in the project area prior to commencing work. This written record shall be provided to the County prior to commencing work. F. Task Orders for Services: The Contractor shall provide the County with an estimate or proposal for the promulgated On-Call Services work and receive written approval from an authorized representative of the County before initiating any work (each a "Task Order"). The following applies to each Task Order: i. The Contractor's Proposal is a part of the Task Order. At a minimum, the Contractor's proposal shall include the number of labor hours needed, start date and time of work, type of worker, estimated duration of time the Contractor is occupying the job site and the materials required for the work. The Contractor shall not charge the County for their time to inspect the work site and to develop the written estimate. All materials shall be provided by the Contractor to the County at cost without mark-up of any kind. The County may require a not-to-exceed total cost of On-Call Services for any Task Order. ii. Unless otherwise set forth specifically in a Task Order, the Contractor shall respond and begin work within three (3) business days of the County's issuance of Task Order for On-Call Services except as otherwise specifically set forth in the Task Order and except in cases of emergency where work must begin within twenty-four (24) hours. iii. Task Orders shall not modify any of the terms of the Contract; and Task Orders must be signed by the County Administrator to be valid and binding on the County. Any Contract modifications must be approved by the County Board of Supervisors. iv. The aggregate total cost of all Task Orders issued under any one Contract year during the Term of the resulting Contract are not anticipated to exceed $100,000.00 and shall not exceed $100,000.00 except as permitted under a Contract amendment approved by the County Board of Supervisors and set forth in a written Amendment to the Contracts specifically authorizing a higher aggregate contract year total executed by authorized representatives of each party. v. The anticipated process should occur as follows: 1. County will request the Contractor to provide a written estimate for the desired Services that includes the labor categories and labor hour rates anticipated for the work, start date and time of the work, duration of time the Contractor will need to occupy the worksite and complete the work and an estimate of the cost of materials that will be needed to complete the work. The County may request a not-to-exceed cost for the services. 2. The County will review the estimate and issue a written Task Order by e-mail or signed letter to the Contractor if the County finds the terms acceptable and wishes to engage the Contractor to complete the services. At the time the Task Order is issued, an estimate shall become binding if subject to a not-to-exceed limit unless a change order is approved by the County in writing. 3. The Contractor shall arrive on the job site and begin work on the date and time provided in the Task Order. vi. The Contractor(s) shall obtain prior written approval for any work that exceeds the work authorization in the Task Order. The County shall not be required to pay Contractor for any work, services or materials not authorized by a valid Task Order or which exceeds the scope of a Task Order. vii. By executing a Task Order, the Contractor represents and warrants that the Contractor has visited the project site and is familiar with the site, conditions, and work to be performed. In ordering materials, and performing work on any Task Order, the Contractor represents and warrants that it has independently verified all dimensions, elevations, grades, pitch, measurements and other conditions which may affect the work on the Task order or the costs of materials and the Contractor is responsible for the correctness of the same. If the Task Order includes any charges for materials, then any left-over or remaining materials shall be offered to the County at project completion and the County may either take such excess materials or request the Contractor to properly dispose of the same. G. Invoices: The Contractor shall provide a clear and legible copy of an invoice showing all work performed on any Task Order, indicating the time or arrival and departure at the County facility for each employee performing services, including copies of any material or equipment invoices that denote the Contractor's cost. The Contractor will be paid on the basis of invoices submitted. Invoices shall include the following: the contract number, Task Order number, work authorization, copies of supplier invoices or inventory list for materials used for project, and total amount due. Invoices shall be submitted to the invoice-to address as specified in the contract under this RFP. Payment will be made forty-five (45) days after receipt of a proper invoice, or forty-five (45) days after receipt of all goods or acceptance and inspection of work by the County, whichever is later. H. Inspection: The Contactor shall contact the County's representative at the completion of work in order to verify the time allotted to the Task Order and for inspection of the Services by the County. I. Coverage: This RFP includes services at, upon or relating to all facilities, buildings, structures, properties, lands, stages and property owned, leased or possessed by the County or any office or department thereof (the "Covered Property"). J. Insurance: By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the insurance coverage required at the time the work commences. The Offeror further certifies that the contractor will maintain the specified coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract the County reserves the right to require the Contractor to furnish certificates of insurance for the coverage from time to time. K. General: All Services must meet or exceed all requirements and provisions of any resulting Contract, this RFP, the County's General Terms and the Proposal from the Contractor. In addition, the Contractor shall provide all maintenance, support, customer, service, troubleshooting, and warranties for the Services at the labor rates in the Contract. Warranties that extend beyond the Term, and shall survive the termination of any resulting Contract. L. RATES: The On-Call Services must be billed according to an hourly rate schedule submitted by the Offeror with its Proposal. The attached Pricing worksheet is required to be submitted with all proposals. If emergency, overtime or holiday rates are to be charged during any times such must be specifically disclosed in the Proposal. If any work is to be performed on any Task Order at overtime or holiday rates such must be specifically disclosed in the Task Order and approved in writing by the County. All work on the Services shall be billed in increments of 1/4 hour; or less if that is the Contractor's standard practice. M. Key Personnel: The Contractor will designate a Project Manager who will be Key Personnel as defined in the County's General Terms. The project Manager shall be the day-to-day contact point for the County related to Task Orders and performance of the Services generally. N. Time is of the Essence: Contractor acknowledges that time is of the essence in regard to all dates for performance of all or any portion of the Services under the resulting Contract. O. Safety: Contractor shall, at his/her/their own expense, be solely responsible for protecting its employees, sub-Contractors, material suppliers, and all other persons from risk of death, injury or bodily harm arising from or in any way related to the Services or the site where it is being performed ("Work Site"). In addition, Contractor agrees to act in accordance with the rules and regulations administered by Applicable Law, including and without limitation, federal law, and the Virginia Department of Health guidance, and OSHA. Work on a Task Order may be performed indoors in a location in use during the project. The Contractor shall insure the safety of all persons and minimize disruptions to the County and its staff. Procurement Contact: County of Fluvanna Steve McVey, Purchasing Officer 132 Main Street P.O. Box 540 Palmyra, VA 22963 Ph: (434) 591-1937 Email: smcvey@fluvannacounty.org Issuing Department/ Technical Contact: County of Fluvanna Department of Public Works Attn: Calvin Hickman 197 Main Street Palmyra, VA 22963 Ph: (434) 591-1925 Email: calvin.hickman@fluvannacounty.org RFP Questions: 02/19/2024 at 10:00 AM ET . Address questions concerning this RFP to the Procurement Contact Steve McVey. Offerors shall submit any questions in writing. Written responses, including the questions, will be posted with the RFP. Questions will not be accepted. SUBMITTAL INSTRUCTIONS: An authorized representative of the Offeror shall sign proposals. All information requested should be submitted. Failure to submit all information requested may result in the County, requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the County. All forms attached to this RFP must be fully completed, executed by the Offeror and returned as a part of Offer's Proposal. Offers shall be prepared simply and economically, providing a straight forward, concise description of firm's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph of the corresponding section of the RFP. It is also helpful to repeat the text of the requirement as it appears in the RFP. Each proposal shall be in writing and received in hard copy by the deadline. Oral proposals, proposals received by telephone, fax, telegraph, or email shall be rejected. Cost will be considered in evaluating the Proposals. AWARD OF CONTRACT The award(s) shall be based on the Offeror(s)' ability to meet all RFP requirements and the right is reserved to make the award to other than the lowest priced Offeror when it is in the best interest of the County and consistent with the Virginia Procurement Act, the County's Code, the County's Procurement Policies and Procedures and other applicable law. The provisions set forth herein are for contractual goods/services rendered to the County of Fluvanna, Virginia and this solicitation in done under Virginia Code Section 2.2-4302.2(A)(3) as a competitive negotiation for goods and/or nonprofessional services. 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 factors involved in the Request for Proposal, including price. Negotiations shall then be conducted with each of the offerors so selected. Price shall be considered but need not be the sole or primary determining factor. After negotiations have been conducted with each offeror so selected, the public body shall select the offeror(s) which, in its opinion, have made the best proposals and provides the best values, and shall award the contract to those offeror(s). The County's General Terms, Conditions, and Instructions to Bidders and Contractors (the "General Terms") are attached hereto and incorporated herein by reference as Appendix I. These provisions bind all Offerors. Further, the conditions and requirements of this RFP, including, but not limited to, County's General Terms, Conditions, and Instructions to Bidders and Contractors, are a material part of any contract awarded between the County and the successful Offeror(s). Awards shall be made to as many Offerors as deemed necessary to fulfill the anticipated requirements of the County. The County may award contracts to multiple Offerors and use their services for some or all of the services identified herein. The Services described herein relate to multiple tasks and a Task Order shall be issued for each Services task. A Task Order shall include such services as the County deems properly grouped together. The County may choose not to award a contract under the RFP; and also the County may choose not to award a Task Order for any individual Task Order for any or all of the Services described herein. If award is made to multiple contractors, then the following provisions will be in each such Contract. Whenever possible, the County will seek written estimates from each contractor under contract issued pursuant to this RFP and the County will award the Task to the responsive and responsible contractor able to complete the task for the lowest estimated price. A contractor who does not respond to the request for an estimate within three (3) business days or whose proposal/estimate is not responsive (for example, and without limitation, Contractor does not meet the required schedule for the task) may be deemed not to have provided an estimate to the County for such specific task. In cases of emergency, the County may work with the Contractor who is the quickest to respond and who is able to perform the work on the task