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

The purpose of this bid is to obtain emergency generator preventative maintenance services to include, but not be limited to, inspection, repair, and emergency service for generators located at various City facilities. 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. 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. 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. The City reserves the right to perform or have performed inspections and reviews of the records of the Contractor for any service contract with the City and to have copies made of such records. Contractor shall maintain and preserve all such records, at its own expense, during contract performance and for a period of at least three years after the contract has terminated. At the City's request at any time during contract performance or within a period of three years after the contract has terminated, the Contractor shall promptly make all records available, at a location within the City of Lynchburg, to the City or those retained by the City, for inspection, review and copying. 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 19, 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 be for a (1) one year period, beginning on February 1, 2025, with the option to renew for up to (4) four additional (1) one year terms, upon mutual agreement. Price increases will only be considered during the renewal period or if additional services are needed as determined by the City. BASIS OF AWARD Award will be made to the lowest responsive and responsible bidder with consideration given to prior experience and demonstrated competence through provided references. The lowest Base Bid will be determined by calculating the total sum of each Annual Price (June Invoice + November Invoice) given for the generators listed on the Bid Form. I. Purpose The purpose of this bid is to obtain emergency generator preventative maintenance services to include, but not be limited to, inspection, repair, and emergency service for generators located at various City facilities. II. Background The City of Lynchburg has previously contracted for emergency generator preventative maintenance services, as well as, repair services on an as-needed basis at multiple building locations throughout the City. Continuation of such services is desired. III. Scope of Services A. General Specifications: 1. The Contractor shall furnish all labor, supervision, equipment, tools, parts, materials, and transportation necessary to inspect and perform preventative maintenance on all emergency generators in accordance with manufacturer's specifications. a. The Contractor shall obtain all necessary licenses and/or permits required to perform this work. 2. The Contractor shall provide properly trained personnel who currently hold valid technician's licenses. The technicians must possess a minimum of two (2) years of recent (within the last 4 years) work related experience in the operation of and preventive maintenance for emergency generators similar to those noted on the bid form. 3. Work shall be performed in accordance with all OSHA, EPA, Federal, State, and local regulations.