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

Summary The successful bidder (the "Contractor") shall furnish and deliver to the City, on an as-needed basis, traffic control devices for rent (the "Equipment"). The City will need the Contractor to make Equipment available 24 hours a day, 7 days a week (including all state and federal holidays). Background The City of Richmond (the "City"), on behalf of the Department of Public Utilities ("DPU"), seeks bids from qualified firms for the rental of traffic control devices. The City will need barricades, cones, signs, and warning items for roadways. These devices are needed to aid in the safe and efficient movement of road users in and around work zones. Primary users of the services will be the DPU and the Department of Public Works ("DPW"). However, the resulting contract may be used by any City Department ("Using Agency") as their needs arise. Question Submission Deadline: December 2, 2024, 5:00pm Background The successful bidder (the "Contractor") shall furnish and deliver to the City, on an as-needed basis, traffic control devices for rent (the "Equipment"). The City will need the Contractor to make Equipment available 24 hours a day, 7 days a week (including all state and federal holidays). The City of Richmond (the "City"), on behalf of the Department of Public Utilities ("DPU"), seeks bids from qualified firms for the rental of traffic control devices. The City will need barricades, cones, signs, and warning items for roadways. These devices are needed to aid in the safe and efficient movement of road users in and around work zones. Primary users of the services will be the DPU and the Department of Public Works ("DPW"). However, the resulting contract may be used by any City Department ("Using Agency") as their needs arise. 1.3. Statement of Work 1.3.1. Statement of Work The successful bidder (the "Contractor") shall furnish and deliver to the City, on an as-needed basis, traffic control devices for rent (the "Equipment"). The City will need the Contractor to make Equipment available 24 hours a day, 7 days a week (including all state and federal holidays). 1.4. City Requirements The Virginia Department of Transportation ("VDOT") requires the City, in its Work Area Protection Manual, to follow the Manual on Uniform Traffic Control Devices ("MUTCD"). Temporary traffic control allows traffic to move through and around temporary construction work zones with safety and efficiency. The aim is protecting workers and responders to traffic incidents, in addition to project equipment. The temporary traffic control devices sought in this IFB will aid in the efficient construction and maintenance of City roadways. Barricade Transportation and Placement The Using Agency will transport rental barricade units on City vehicles, for placement and removal by the Agency's staff. These units will primarily be Type II Barricades. B. Equipment Pickup and Delivery Equipment placement will be directed by the Using Agency's representative. Prior to delivery, the Contractor shall inspect each piece of Equipment to confirm that it is operational and in proper working condition. All Equipment must be delivered, to the work site specified by the Using Agency, within two (2) hours of the request. Standard hours for Equipment requests shall be 7:00 AM to 5:00 PM EST, Monday through Friday (except Holidays observed by the City). Any orders placed outside of standard hours ("after hours"), may be assessed an additional delivery charge (see Section XVII, Service Fees on the Bid Form). All units shall include nominal placement at the worksite (up to 20 units at 10-foot intervals). The City may require an initial supply of Equipment for delivery to one or more central locations, as designated by the City. Additional rental units required by the City shall be delivered by the Contractor to the appropriate job site. C. Equipment Setup and Breakdown Charges The City will permit the Contractor to assess setup charges only when the Using Agency requests the Contractor to set up Equipment and the Contractor's labor places the Equipment in an in-service setting. Stacking Equipment, such as barricades or drums, at the job site does not qualify as an Equipment setup charge. The Using Agency will be responsible for breakdown of barricades/drums and stacking Equipment for pickup by the Contractor. Therefore, no additional fee is permitted for Equipment breakdown. In the event that the Using Agency cannot complete the breakdown/stacking task, the City will allow the Contractor to perform such tasks for a fee. D. Equipment Quantities 1. The quantity of required Equipment will vary, depending on the City's needs. 2. Using Agencies will issue individual purchase orders for rental units as needed. 3. The Contractor shall make available Sufficient Quantities and an inventory of sizes for twenty-four (24) hour deliveries. a. "Sufficient Quantities" is defined as a minimum of a ten percent (10%) safety stock level of monthly average usage for all City departments combined. E. Equipment Rental Fees The Contractor will be permitted to charge a minimum rental fee per delivery. The fee shall include all delivery and pickup charges. The City will not permit any separate charges for delivery or pickup. F. Equipment Rental Terms Equipment rental terms begin on the date of the City's acceptance of the Equipment. Rental terms will end twenty-four (24) hours following notification to the Contractor that the City no longer needs the Equipment. No additional charges shall accrue once the Contractor is notified that the Equipment is no longer needed. The Contractor must immediately retrieve the Equipment. Alternatively, upon mutual agreement, the City will permit the Contractor to delay equipment pick-up a maximum of four (4) hours. The Contractor must offer rental period options of hourly, daily, weekly, and monthly. Daily rates shall be based on a calendar day or portion thereof. G. Equipment Servicing and Maintenance 1. The Contractor shall maintain the Equipment in good operating condition for the duration of the rental period, including ensuring structural integrity of Equipment at all times. 2. On a weekly basis, the Contractor shall inspect and service all Equipment at each location throughout the City. i. All deficiencies found during the inspection shall be corrected within twenty-four (24) hours. 3. A City representative will also conduct periodic Equipment inspections. The Contractor will have twenty-four (24) hours to correct after notification by the City that a deficiency exists. Equipment that is not corrected within twenty-four (24) hours shall be deducted from the Contractor's periodic rental bill. 4. The Using Agency will advise the Contractor when a specific unit is deemed to be lost or damaged. 5. All retro-reflective surfaces and warning lights must be kept clean and visible at all times. 6. Sandbags are not typically required for barricades. However, if requested by the Using Agency, sandbags shall be provided and placed in a manner acceptable to the Using Agency. 7. Servicing of Equipment due to breakdown or other malfunctions shall be performed by the Contractor on location. 8. The Contractor shall not charge the City for time that the units are not functioning. This includes the time between Contractor notification of a service/repair request and when the City deems the unit to be corrected and operating. 9. All costs associated with Equipment maintenance shall be included in the bid price. 10. All costs associated with any Equipment repairs shall be included in the price bid. 11. The price for barricades shall not include the cost of sandbags. Sandbags shall be invoiced separately. H. Equipment Replacement 1. Damaged Equipment shall be replaced by the Contractor, at no additional charge to the City, within twenty-four (24) hours of notification from the Using Agency. 2. Stolen Equipment shall be replaced by the Contractor, at no additional charge to the City, within twenty-four (24) hours from the notification from the City. 3. Bidders shall submit a management plan with their bid detailing how the Bidder plans to minimize losses attributable to theft. I. Additional Contractor Responsibilities 1. The Contractor assumes all responsibility for providing and maintaining all Equipment in the condition specified herein. 2. The Contractor shall provide American Traffic Safety Services Association certified traffic control personnel, where indicated on the unit price sheet, who can perform the work required by this solicitation. 3. The City shall not be liable for any Equipment failure or damage attributable to the Contractor's failure to adhere to the terms of this solicitation and/or subsequent contract. 4. Damage or loss to the Contractor's equipment, caused by road traffic or the public, will be the responsibility of the Contractor. J. Material Standards 1. All materials and designs shall conform to both the MUTCD and Part VI of the Virginia Work Area Protection Manual (Jan 1, 1996, as amended). 1.5. Contract Award The City of Richmond will make the award to the responsive/responsible bidder with the lowest Grand Total. The City reserves the right to conduct any test it may deem advisable and to make all evaluations necessary. The City of Richmond also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the City of Richmond to be in its best interest. The City also reserves the right to award in whole or in part; to one vendor or multiple vendors, whichever is deemed to be most advantageous and in the best interest of the City. 1.6. Pricing Bids shall consist of a firm fixed price for all services rendered and materials provided. Bidders must complete the yellow highlighted sections of the Bid Form. Highlighted sections containing a "0" will be understood to be provided at no charge. 1.7. Minority Business Enterprise / Emerging Small Business Participation Percentage In accordance with section "Minority Business Enterprise / Emerging Small Business Participation" of Part 2 ("Instructions to Bidders") of this Invitation for Bids, it has been determined for this solicitation the minority business enterprise and emerging small business participation of 0% is reasonably possible given the availability of minority business enterprises and emerging small businesses for the scope of work covered by this solicitation.