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

The City of Lynchburg's Water Resource Department is soliciting sealed bids from qualified Contractors to provide all labor, supervision, equipment, tools, materials, products, insurance, and transportation to provide herbicide-based chemical control for root intrusion in the City's sanitary sewer system. All work shall be in accordance with the U.S. Environmental Protection Agency (EPA) and the Virginia Department of Agriculture and Consumer Services (VDACS), and all other applicable codes for the City of Lynchburg. The general rules and conditions that follow apply to all purchases by the City of Lynchburg, through its Procurement Division and become a definite part of each formal solicitation, purchase order or other award issued by the Procurement Division, unless otherwise specified. Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements and specifications before submitting bids. Failure to do so will be at the bidder's own risk, and a bidder cannot secure relief from the conditions on the plea of error.) Subject to all applicable laws, ordinances, policies, resolutions, regulations and all limitations imposed thereby, bids on all solicitations issued by the Procurement Division will bind bidders to the conditions and requirements herein set forth unless otherwise specified in the solicitation. QUESTIONS OR COMMENTS: For City solicitations done through the Procurement Division, all contact between bidders or prospective bidders and the City shall be only with the Procurement Division. Any questions which may arise as a result of this solicitation may be addressed to Will Ruberry at 434-455-3943, or by email to william.ruberry@lynchburgva.gov. Inquiries must be received at least 7 days prior to the due date in order to be considered. Contact initiated by a bidder concerning this solicitation with any other City representative, not expressly authorized elsewhere in this document, is prohibited. No bidder or potential bidder shall initiate or engage in any discussions with any other employee of the City or any member of the City Council while a solicitation is outstanding concerning the contents of such solicitation or with the intent to influence or interfere with the contract award authorized by and described in such solicitation. A violation hereof may result in the disqualification of such bidder. TIME FOR RECEIVING BIDS: All sealed bids will be ultimately received in the Procurement Division Office, Third Floor, City Hall. It is the responsibility of the bidder to ensure bids are received by Procurement Staff and time stamped prior to the deadline for bids. Hand delivered bids may be dropped off at the Citizens First Info Center in the lobby on the First Floor of City Hall. A Procurement Division Staff member will be notified to come and retrieve the bid and time stamp it at that time. Bids received prior to the time of opening will be securely kept unopened. No responsibility will be attached to the Procurement Division for the premature opening of a bid not properly addressed, received, and identified. Any bid opened prematurely will be resealed and kept securely until the time of opening. Bids, to include addenda or changes to a response, shall not be accepted via a FAX machine or by Internet E-mail. Late bids will not be accepted and will be returned unopened. BID BONDS: Only when specifically requested in the bid documents shall each bid be accompanied by a bid bond with surety satisfactory to the City or a Cashier's or a Certified Check, made payable to the City of Lynchburg. In the event of default by the Bidder, the deposit shall be and represent liquidated damages to the City. Bids received without a bid bond, when specifically requested, shall be rejected. REQUIREMENTS BID QUANTITIES: On "Requirement" bids, acceptance will bind the City to pay for, at unit bid prices, only quantities ordered and delivered. a. Whenever a bid is sought seeking a source of supply for a requirements contract for goods and/or services, the quantities or usage shown are estimates only. No guarantee or warranty is given or implied by the City as to any minimum or total amount that may or may not be purchased from any resulting contracts. b. The City reserves the right, at its sole option, to renew the contract for consecutive terms. c. The City reserves the right to award bids for requirements contracts based on the pricing of the initial term of the contract or any combination of initial and renewal terms. d. The City may award a bid to a single contractor or to multiple contractors. e. The City reserves the right not to renew the contract at the end of the initial term or any subsequent term. f. The City reserves the right to terminate the contract upon written notice to the contractor(s). g. In the event that a requirements contract is awarded for goods and/or services, the City reserves the right to bid individual purchases if the City deems it will best serve their interest. h. It is understood and agreed to between the parties in a resulting contract that the City shall not be obligated to purchase or pay for materials under such contract unless and until they are ordered and delivered. i. Bids based on a firm price or those including a "downward escalator" clause for a requirements contract term may be given preference over lower ones bearing an "escalator" clause. j. The City has the right to extend this contract up to and not to exceed one hundred eighty (180) days following any term of the contract. FedEx, UPS, and the USPS have access to the building to deliver mail/packages to the Procurement Office. If vendors choose to hand deliver bids, they can do so at the Citizens First Information Center in the lobby on the First Floor of City Hall at 900 Church St. Monday - Friday from 8:30 a.m. to 5:00 p.m. A Procurement Office staff member will be contacted by Citizens First to retrieve the bid and timestamp it at that time. It is the sole responsibility for the Bidder to ensure their bid is timestamped prior to the deadline for submission. Please allow additional time to ensure this is done. As always, late bids will not be considered. Any questions which may arise as a result of this solicitation may be addressed to Will Ruberry at 434- 455-3943, or by email to william.ruberry@lynchburgva.gov. Inquiries must be received at least 7 days prior to the due date in order to be considered (deadline is November 13, 2024 by 2:00 p.m.). Contact initiated by a bidder concerning this solicitation with any other City representative, not expressly authorized elsewhere in this document, is prohibited. Any such unauthorized contact may result in disqualification of the bidder. TERM OF CONTRACT The initial term of this contract shall begin on February 1, 2025 and will be for a one (1) year, with the option to renew up to four (4) additional one (1) year terms, upon mutual agreement. Price increases may only be negotiated at the time of contract renewal and shall remain valid for each 12 month period. The City reserves the right to use more or less of the services contained within the awarded contract and in the event that the Contractor cannot supply needed services, the City reserves the right to seek services from another source to meet the immediate need. BASIS OF AWARD Award will be made to the lowest responsive and responsible bidder based on the Total Base Bid with consideration given to prior experience and successful completion of a reference check to verify the ability to provide the Scope of Work.