TOWN OF FARMVILLE CONTACTS: email: …

REQUEST FOR PROPOSAL #BG 21-0629-001

INSTALLATION OF A SOLAR PHOTOVOLTAIC ENERGY SYSTEM

AT THE

FARMVILLE MUNICIPAL LANDFILL

AND/OR

FARMVILLE MUNICIPAL GOLF COURSE

TOWN OF FARMVILLE, VIRGINIA

PROPOSAL DUE DATE: THURSDAY,

AUGUST 26, 2021, 2:00 PM

TOWN OF FARMVILLE CONTACTS:

C. Scott Davis, LP.D., Town Manager

Office: (434) 392-5686

email: [email protected]

KIMBERLY THOMPSON, PURCHASING AGENT

Office: (434) 392-8465

email:[email protected]

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901

Kimberly W. Thompson, Purchasing Agent

(434) 392-8465 Fax (434) 392-3160

Email: [email protected]

June 29, 2021________________________________________RFP #BG 21-0629-001

2

1. INTRODUCTION

The Town of Farmville is seeking proposals from qualified firms to lease the closed and capped

landfill cells at the Farmville Municipal Landfill located at 501 Industrial Park Road, Farmville,

Virginia, and a portion of the Farmville Municipal Golf Course located at 36 Wedgewood

Drive, Farmville, Virginia. The landfill site is comprised of 51.2 acres and the golf course site

is comprised of approximately 90 acres. Potential firms may choose to submit a proposal on

either one or both sites. The Town will be pursuing to a Lease Agreement with the qualified

firm for the purpose of installing, owning, operating, and/or maintaining thereon a solar energy

generating system or systems (the “Solar Energy System(s)” or “System(s)”).

It is the desire of the Town to promote the installation of a System(s) for the benefit of the Town

and the environment. This Request for Proposals is being issued to allow the Town to evaluate

options and determine the project and financial arrangements that best meet the Town’s interest

and goals. The goal of this RFP is to lease the Site(s) for the purposes of siting a Solar Energy

System in order to provide a revenue stream to the Town in the form of monthly payments. The

Town notes that it is not seeking proposals whereby it would be a mandatory off-taker of energy

from the System.

2. ATTACHMENT OVERVIEW

The attachments below are included with this Request for Proposal (RFP) for your review and

submittal (see asterisk):

Attachment A – Vendor’s Information Form*

Attachment B – Scope of Work/Services

Attachment C – Insurance Requirements

Attachment D – Projects of Offeror Relative to Town’s Needs*

Attachment E – Cost Proposal Forms

Attachment F – General Terms and Conditions

The items identified with an asterisk (*) shall be filled out, signed by the appropriate representative of

the company and returned with submittal.

3. INSTRUCTIONS TO VENDORS

3.1 Examination of Proposal Documents

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

3

The submission of a proposal shall be deemed a representation and certification by the Offeror

that they:

a. Have carefully read and fully understand the information that was provided by the Town

to serve as the basis for submission of this proposal.

b. Have the capability to successfully undertake and complete the responsibilities and

obligations of the proposal being submitted.

c. Represent that all information contained in the proposal is true and correct.

d. Did not in any way, collude, conspire to agree, directly or indirectly, with any person,

firm, corporation, or other Offeror in regard to the amount, terms, or conditions of this

proposal.

e. Acknowledge that the Town has the right to make any inquiry it deems appropriate to

substantiate or supplement information supplied by Offeror, and Offeror hereby grants the

Town permission to make these inquiries, and to provide any and all related

documentation in a timely manner.

No request for modification of the proposal shall be considered after its submission on grounds

that Offeror was not fully informed to any fact or condition.

3.2 Addenda/Clarifications

This RFP may be downloaded from the Town of Farmville’s website at www.farmvilleva.com.

Any addenda required for this Request for Proposal will be posted on the Town’s website. Offerors

are responsible for keeping up to date on any addenda that may be posted.

3.3 Questions and Answers

Unless otherwise directed, all communications regarding this RFP, including all questions, should

be submitted through the Purchasing Agent, Kimberly Thompson, by email at

[email protected].

3.4 Submission of Proposal

All proposals shall be submitted to:

http://www.farmvilleva.com/

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

4

Town of Farmville

Attention: Kimberly Thompson, Purchasing Agent

116 North Main Street

Post Office Drawer 368

Farmville, VA 23901

Proposals must be received no later than 2:00 p.m. on Thursday, August 26, 2021. All proposals

received after that time will be returned to the Offeror unopened.

The Offeror shall submit three (3) hard copies of its proposal in a sealed envelope, addressed as

noted above, bearing the Offeror’s name and address and clearly marked, “RFP FOR

INSTALLATION OF A SOLAR PHOTOVOLTAIC ENERGY SYSTEM AT THE FARMVILLE

MUNICIPAL LANDFILL AND/OR FARMVILLE MUNICIPAL GOLF COURSE, TOWN OF

FARMVILLE, VIRGINIA, RFP #BG 21-0629-001” .

3.5 Interview and Award

The Town reserves the right to investigate and rely upon information from other available sources

in addition to any documents of information submitted by the Offeror responding to this RFP.

Staff will evaluate and rank the submitted proposals (and all other available information) in the

order in which they provide the “best value” to the Town.

The Town may, in its discretion, select up to three (3) or more of the top ranked Contractors to

interview for this project, interview all Contractors or directly negotiate with the preferred

Contractor. If selected as one of the finalists in the selection process, the Town reserves the right

to request financial information from the Offeror. Any financial information requested will be

held in confidence and used only in evaluating the financial strength of the Offeror and ability to

perform all services requested. Based on the proposal, references, interviews, and selection

criteria listed below, the selection panel will make a recommendation identifying the most

qualified firm.

Town staff will meet with the recommended firm and negotiate the final form of the contract. If

good faith negotiations with the selected firm are unsuccessful, the Town will terminate such

negotiations, and undertake new negotiations with another finalist or finalists. The Town reserves

the right to reject any or all proposal at its sole discretion and modify the evaluation process. The

authorization for contract award for this Project will be upon approval of the Farmville Town

Council.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

5

3.6 Withdrawal of Proposals

An Offeror may withdraw its proposal at any time before the expiration of the time for

submission of proposals as provided in the RFP by delivering a written request for withdrawal

signed by, or on behalf of, the Offeror.

3.7 Rights of the Town of Farmville

This RFP does not commit the Town to enter into a contract, nor does it obligate the Town

to pay for any costs incurred in preparation and submission of proposals or in anticipation

of a contract. The Town reserves the right to:

• Make the selection based on its sole discretion;

• Reject any and all proposals;

• Modify the criteria of evaluation;

• Issue subsequent Requests for Proposals;

• Postpone opening for its own convenience;

• Remedy technical errors in the Request for Proposals process;

• Approve or disapprove the use of particular sub-consultants;

• Negotiate with any, all, or none of the Offerors;

• Waive informalities and irregularities in the Proposals and/or

• Enter into an agreement with another Offeror in the event the originally selected Offeror

defaults or fails to execute an agreement with the Town.

An agreement shall not be binding or valid with the Town unless and until it is executed by

authorized representatives of the Town and of the Offeror.

4. INFORMATION TO BE SUBMITTED

These instructions outline the guidelines governing the format and content of the proposal and the

approach to be used in its development and presentation. The intent of the RFP is to encourage

responses that clearly communicate the Offeror’s understanding of the Town’s requirements and its

approach to successfully provide the products and/or services on time and within budget. Only that

information which is essential to an understanding and evaluation of the proposal should be submitted.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

6

Items not specifically and explicitly related to the RFP and proposal, e.g., brochures, marketing

material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered 1 through

8 in the proposal document.

4.1 Proposal Summary

This section shall discuss the highlights, key features, and distinguishing points of the

Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and

how to communicate with them. Limit this section to a total of three (3) pages.

4.2 Profile on the Offeror

This section shall include a brief description of the Offeror’s size as well as the proposed local

organizational structure. Include a discussion of the Offeror’s financial stability, capacity, and

resources.

4.3 Offeror Qualifications

This section shall include a brief description of the Offeror and previous experience with Solar

Photovoltaic Energy Systems (Attachment D). Include a summary of the work performed, the

total annual cost, and the name, title, and phone number of client(s) to be contacted for

references.

The Offeror shall provide evidence that demonstrates their ability provide the services within

reasonable completion dates and within budget. Limit this section to a total of three (3) pages.

4.4 Work Plan or Proposal

This section shall present a well-conceived service plan. Include a full description of major tasks

and subtasks. This section of the proposal shall establish that the Offeror understands the Town’s

objectives and work requirements and Offeror’s ability to satisfy those objectives and

requirements. Describe the proposed approach for addressing the required services and the

Offeror’s ability to meet the Town’s schedule, outlining the approach that would be undertaken

in providing the requested services.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

7

4.5 Proposed Innovations

The Offeror may also suggest technical or procedural innovations that have been used

successfully on other engagements and which may provide the Town with better service delivery.

In this section discuss any ideas, innovative approaches, or specific new concepts included in the

Proposal that would provide benefit to the Town.

4.6 Project Staffing

This Section shall discuss how the Offeror would propose to staff this project. Key project team

members shall be identified by name, title, and specific responsibilities on the project. An

organizational chart for the project team shall be included. Key personnel will be an important

factor considered by the review committee. If you can, include a resume or background on the

key team members assigned to this project.

4.7 Proposal Exceptions

This section shall discuss any exceptions or requested changes that Offeror has to the Town’s

RFP conditions and requirements. If there are no exceptions noted, it is assumed the Offeror will

accept all conditions and requirements. Items not excepted will not be open to later negotiation.

4.8 Pricing

Proposers shall list any proposed initial or option payment to the Town, the proposed annual

occupancy payment for the Site(s), broken down by proposed monthly or quarterly payment

amounts per site, and the extent to which it will fund or reimburse the Town for any costs the Town

incurs to secure Virginia DEQ approval of a revised and updated landfill closure plan and a revised

and updated operations and maintenance plan for the landfill.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

8

5. INSURANCE REQUIREMENTS

The selected Offeror, at Offeror’s sole cost and expense and for the full term of the Agreement or any

extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in

Attachment C.

All policies, endorsements, certificates and/or binders shall be subject to the approval of the Risk

Manager of the Town of Farmville as to form and content. These requirements are subject to amendment

or waiver if so approved in writing by the Risk Manager. The selected Offeror agrees to provide the

Town with a copy of said policies, certificates, and/or endorsement upon award of contract.

6. REVIEW AND SELECTION PROCESS

Proposals will be evaluated by the Town based on:

• The competence to perform the services as reflected by past experience in

providing the services outlined herein;

• The ability to meet the requirements of this RFP;

• Overall package and financial benefit to the Town.

The Town reserves the right to accept or reject any or all proposals received as a

result of Request for Proposal if it is in the best interest of the Town of Farmville.

7. ORAL INTERVIEWS

Offerors may be required to participate in an oral or virtual interview.

8. PUBLIC NATURE OF MATERIALS

Responses to this RFP become the exclusive property of the Town. Response to this RFP becomes a

matter of public record and shall be regarded as public records, with the exception of those elements in

each proposal which are defined by the Offeror as business or trade secrets and plainly marked as

“Confidential,” “Trade Secret,” or “Proprietary”. The Town shall not in any way be liable or responsible

for the disclosure of any such proposal or portions thereof, if they are not plainly marked as

“Confidential,” “Trade Secret,” or “Proprietary” or if disclosure is required under the Virginia Freedom

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

9

of Information Act. Any proposal which contains language purporting to render all or significant portions

of the proposal “Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive.

Although the Virginia Freedom of Information Act recognizes that certain confidential trade secret

information may be protected from disclosure, the Town may not accept or approve that the information

that an Offeror submits is a trade secret. If a request is made for information marked “Confidential,”

“Trade Secret,” or “Proprietary,” the Town shall provide the Offeror who submitted the information with

reasonable notice to allow the Offeror to seek protection from disclosure by a court of competent

jurisdiction.

9. COLLUSION

By submitting a proposal, each Offeror represents and warrants that its proposal is genuine and not a

sham or collusive or made in the interest of or on behalf of any person not named therein; that the

Offeror has not directly induced or solicited any other person to submit a sham proposal or any other

person to refrain from submitting a proposal; and that the Offeror has not in any manner sought collusion

to secure any improper advantage over any other person submitting a proposal.

10. DISQUALIFICATION

Factors such as, but not limited to, any of the following may be considered just cause to disqualify a

proposal without further consideration:

a. Evidence of collusion, directly or indirectly, among Offerors in regard to the amount, terms,

or conditions of this proposal;

b. Any attempt to improperly influence any member of the evaluation team;

c. Existence of any lawsuit, unresolved contractual claim or dispute between Offeror and the

Town;

d. Evidence of incorrect information submitted as part of the proposal;

e. Evidence of Offeror’s inability to successfully complete the responsibilities and obligation of

the proposal; and

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

10

f. Offeror’s default under any previous agreement with the Town, which results in termination

of the Agreement.

11. NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions

and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal

may be sufficient grounds for non- acceptance of the proposal, at the sole discretion of the Town.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

11

ATTACHMENT A - OFFEROR’S INFORMATION FORM

OFFEROR (please print):

Name:

Address:

Telephone: Fax:

Contact person, title, email, telephone, and fax number:

Offeror, if selected, intends to carry on the business as (check one):

Individual

Joint Venture

Partnership

Corporation

Date incorporated? In what state?

Date authorized to do business in Virginia?

Other (explain): ___________________________________________________

No proposal shall be accepted which has not been signed in ink in the appropriate space below:

By signing below, the submission of a proposal shall be deemed a representation and certification by the

Offeror that they have investigated all aspects of the RFP, that they are aware of the applicable facts

pertaining to the RFP process, its procedures and requirements, and they have read and understand the

RFP. No request for modification of the proposal shall be considered after its submission on the grounds

that the Offeror was not fully informed as to any fact or condition.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

12

1. If Offeror is an INDIVIDUAL, sign below:

Date: ___________ Offeror’s Signature

2. If Offeror is PARTNERSHIP or JOINT VENTURE; at least two (2) Partners shall sign here:

Partnership or Joint Venture Name (type or print)

Date: Signature & Title of Member of the Partnership or Joint Venture

Signature & Title of Member of the Partnership or Joint Venture

If Offeror is a CORPORATION, the duly authorized officer shall sign as follows: The undersigned certify that he/she is:

Title

Of the corporation named below; that they are designated to sign the Proposal Cost Form

for and on behalf of the below named CORPORATION, and that they are authorized to

execute same for and on behalf of said CORPORATION.

Corporation Name (type or print)

By:

Signature Date:

Title:

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

13

ATTACHMENT B – SCOPE OF SERVICES

1. Objective

The objective of this Request for Proposals (RFP) is to identify and select the most qualified solar energy

system developer (“Contractor”) to occupy by lease all or a portion of the land that comprises: a) the site

of the closed and capped cells within the Farmville Municipal Landfill; and/or b) the site of the Farmville

Municipal Golf Course; for the purpose of installing, owning, operating, and maintaining on the Site(s) a

Solar Energy System(s).

2. General

The scope of services provided by the Contractor/Vendor shall include all tasks required to design

fabricate, deliver, install, operate, and maintain a Solar Energy System on the Site(s). The scope shall

also include, but not be limited to, securing all permits and approvals from governing agencies, all labor,

services, permit fees, and equipment necessary to produce a fully operational Solar Energy System on the

Site(s). The proposal shall contain a detailed explanation of the complete project and delineation of all

work tasks to be performed by the awarded Contractor/Vendor.

3. Location

The proposal is for the Solar Energy System to be located either on the Town of Farmville landfill site and/or the

Farmville Municipal Golf Course. Contractor shall identify the location(s) on the Site(s) where the System(s)

would be installed, as well as which site for which they are submitting the proposal - one site or both sites.

4. Design, Engineering & Permitting

Contractor/Vendor shall design and engineer the Solar Energy System taking into consideration the

proposed installation site(s), available solar resources, existing site conditions, proposed future site

improvements, and other relevant factors. Contractor/Vendor shall provide design documents that

provide the following minimum information:

• Timeline/Project Schedule;

• System description;

• Layout of installation;

• Layout of equipment;

• All engineering associated with structural and mounting details;

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

14

• Electrical grid interconnection requirements;

• Controls, monitors, and instrumentation;

• System performance monitoring;

• Annual Estimated Production from the array (kWh);

• System Loss Modeling (PVSYST or Equivalent).

Contractor/Vendor shall identify an appropriate location for the solar PV inverter equipment on

the landfill site and its related components and environmental control systems that will meet the

following criteria:

• Ease of maintenance and monitoring;

• Efficient operation;

• Secured location and hardware;

• Compatibility with existing facilities;

• Avoidance of flood-prone areas;

• Visual harmony;

• Compliance with all the Landfill closure plan or any revised and updated Closure

Plan and the Landfill Monitoring and Maintenance Plan or any revised and updated

Landfill Monitoring and Maintenance Plan;

• Virginia requirements regarding the protection and maintenance of the final

Landfill cover; and

• Town of Farmville zoning requirements.

The selected Contractor/Vendor will secure from governing agencies and the utility company all

required rights, permits, approvals, and interconnection agreements at no cost to the Town of

Farmville. The Town will become the signatory on applications, permits, and utility agreements

only where necessary.

Contractor shall supply all equipment, materials, and labor necessary to install the Solar Energy

System(s).

5. Electrical Interconnections

Contractor shall supply and install all equipment required to interconnect the Solar Energy

System(s) to the Dominion Energy and/or any co-operative electric energy distribution

system(s). The awarded Contractor will fulfill all application, studies, and testing procedures to

complete the interconnection process. All costs associated with utility interconnection shall be

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

15

borne by the awarded Contractor.

6. Operation and Maintenance Manuals and As-Built Drawings

The selected Contractor shall provide two (2) sets of operation, maintenance, and parts manuals

for the Solar Energy System to the Town. The manual shall cover all components, options, and

accessories supplied. It shall include maintenance, troubleshooting, and safety precautions

specific to the supplied equipment. It shall also delineate responsibilities of both parties after any

potential transfer or sale of the System to the Town.

The selected Contractor shall provide three (3) sets of as-built drawings to the Town, including

one (1) on CAD.

The selected Contractor shall provide up to five (5) sets of operating system manuals, as-built

drawings and safety and fire related information to all primary potential first responders to the

Site.

7. Solar System(s) Removal

The selected Contractor shall bear the sole responsibility of removing the PV system at the end

of the negotiated lease or license. Please provide information regarding the proposed approach

to system decommissioning and restoration of the property. This decommissioning plan should

include a description of Contractor’s approach to providing financial assurance that funding will

be available to decommission the system at the end of the contract term, including:

• Removal of all equipment, concrete, conduits, structures, fencing, and foundations to a

depth of 36 inches below the soil surface.

• Removal of any solid and hazardous waste caused by the Facility in accordance with local,

state, and federal waste disposal regulations.

• Restoration of the property to its condition as it existed before the Solar Energy System was installed.

8. Schedule

Proposers shall provide a proposed schedule for completion of the project(s).

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

16

ATTACHMENT C - INSURANCE REQUIREMENTS

Contractor shall procure and maintain for the duration of the contract, insurance against claims for

injuries to persons or damages to property which may arise from or in connection with the

performance of the work hereunder by the Contractor, his/her/its officers, agents, representatives,

employees, and/or subcontractors.

MINIMUM SCOPE AND LIMIT OF INSURANCE

Coverage shall be at least as broad as:

1. Commercial General Liability (“CGL”) covering on an occurrence basis, including

products and completed operations, property damage, bodily injury, and personal & advertising

injury with limits no less than $1,000,000 per occurrence.

2. Automobile Liability: as required by the State of Virginia.

3. Workers’ Compensation: as required by the State of Virginia, with Statutory Limits, and

Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily

injury or disease.

If the Contractor maintains broader coverage and/or higher limits than the minimums shown above,

the Contractor requires and shall be entitled to the broader coverage and/or higher limits

maintained by the Contractor. Any available insurance proceeds more than the specified minimum

limits of insurance and coverage shall be available to the Town.

Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

1. The Town of Farmville, its officers, officials, employees, and volunteers are to be

covered as additional insureds on the CGL policy with respect to liability arising out of work

or operations performed by or on behalf of the Contractor including materials, parts, or

equipment furnished in connection with such work or operations and automobiles owned,

leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be

provided in the form of an endorsement to the Contractor’s insurance.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

17

2. For any claims related to this project, the Contractor’s insurance coverage shall be

primary insurance coverage as respects the Town, its officers, officials, employees, and

volunteers. Any insurance maintained by the Town, its officers, officials, employees, or

volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall provide that coverage shall not be

canceled, except with notice to the Town.

Acceptability of Insurers

Insurance is to be placed with insurers authorized to conduct business in the State of Virginia.

Waiver of Subrogation

Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may

acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any

endorsement that may be necessary to affect this waiver of subrogation. The Workers’

Compensation policy shall be endorsed with a waiver of subrogation in favor of the Town for all

work performed by the Contractor, its employees, agents, and subcontractors.

Verification of Coverage

Contractor shall furnish the Town with original Certificates of Insurance including an additional

insured endorsement and all required amendatory endorsements (or copies of the applicable policy

language effecting coverage required by this clause) and a copy of the Declarations and

Endorsement Page of the CGL policy listing all policy endorsements to Town before work begins.

However, failure to obtain the required documents prior to the work beginning shall not waive the

Contractor’s obligation to provide them. The Town reserves the right to require complete, certified

copies of all required insurance policies, including endorsements, required by these specifications,

at any time.

Subcontractors

Contractor shall require and verify that all subcontractors maintain insurance meeting all the

requirements stated herein, and Contractor shall ensure that Town is an additional insured on

insurance required from subcontractors.

Maintenance of Insurance

Maintenance of insurance by Contractor as specified shall in no way be interpreted as relieving

Contractor of its indemnification obligations or any responsibility whatsoever and the Contractor

may carry, at its own expense, such additional insurance as it deems necessary.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

18

Special Risks or Circumstances

The Town reserves the right to modify these requirements, including limits, based on the nature

of the risk, prior experience, insurer, coverage, or other special circumstances.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

19

ATTACHMENT D - PROJECTS OF OFFEROR RELATIVE TO

TOWN’S NEEDS

Project Name

Client

Description of Work Performed:

Total Project Cost:

Percentage of Work Firm was responsible for:

Client Contact Information:

Did your company meet the project schedule: Yes No

Give a brief statement of the organization’s adherence to the schedule and budget for the

project:

Project Name

Client


Total Project Cost:


Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

20




project:

Project Name

Client


Total Project Cost:





project:

Project Name

Client


Total Project Cost:

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

21





project:

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

22

ATTACHMENT E- COST PROPOSAL

Farmville Municipal Landfill Property:

Initial Option Payment: $____________________

Annual Occupancy Payment: $____________________

(Indicate Annual or Quarterly)

Reimbursement Plan for Costs Incurred by the Town to secure Virginia DEQ

Approval for approval of revised and updated Landfill Closure Plan and

Operations and Maintenance Plan:

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

Farmville Municipal Golf Course Property:

Initial Option Payment: $____________________

Annual Occupancy Payment: $____________________

(Indicate Annual or Quarterly)

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

23

ATTACHMENT F – GENERAL TERMS AND CONDITIONS

1. Reservation of Rights:

The Town reserves the right to accept or reject any or all bids, to waive any informality and to

make an award to a party other than the low bidder, if deemed in the best interest of the Town,

subject to the provisions under the Virginia Public Procurement Act.

2. Laws of the Commonwealth:

Any purchase order/contract resulting from this bid process shall be governed, in all respects

whether as to its validity, construction, capacity, performance or otherwise by the laws of the

Commonwealth. Successful bidders providing goods to the Town herewith assure the Town that

they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the

Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2-4311

of the Virginia Public Procurement Act which provides:

During the performance of this contract, the contractor agrees as follows:

o Nondiscrimination Clause: The contractor will not discriminate against any employee

or applicant for employment because of race, religion, color, sex, national origin, age,

disability, or other basis prohibited by state law relating to discrimination in employment,

except where there is a bona fide occupational qualification reasonably necessary to the

normal operation of the contractor. The contractor agrees to post in conspicuous places,

available to employees and applicants for employment, notices setting forth the

provisions of this nondiscrimination clause.

o Equal Opportunity Employer: The contractor, in all solicitations or advertisements for

employees placed by or on behalf of the contractor, will state that such contractor is an

equal opportunity employer.

o Notices, advertisements, and solicitations placed in accordance with federal law, rule or

regulation shall be deemed sufficient for the purpose of meeting the requirements of this

section.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

24

o Subcontractors: The contractor will include the provisions of the foregoing paragraph in

every subcontract or purchase order of over $10,000 so that the provisions will be

binding upon each subcontractor or vendor.

o Drug Free Workplace – During the performance of this contract, the Contractor agrees

to (i) provide a drug-free workplace for the Contractor’s employees; (ii) post in

conspicuous places, available to employees and applicants for employment, a

statement notifying employees that the unlawful manufacture, sale, distribution,

possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s

workplace and specifying the actions that will be taken against employees for

violations of such prohibition; (iii) state in all solicitations or advertisements for

employees placed by or on behalf of the Contractor that the Contractor maintains a

drug-free workplace; and (iv) include the provisions of the foregoing clauses in every

subcontract or purchase order of over $10,000, so that such provision will be binding

upon each subcontractor or vendor.

3. Tax Exemption:

The Town is exempt from State sales and use taxes and will issue a Certificate of Exemption

upon request. Deliveries against any items of this bid procedure shall be free from any excise or

transportation taxes.

4. Modifications, Additions, or Changes:

Modifications, additions, or changes to the terms and conditions of this invitation to bid may be

cause for rejection of your bid. All bids shall be entered on the official bid forms, if provided.

Bidders who attach or submit bids on their or any other forms may be considered unresponsive

and may be rejected if an official bid form is provided.

5. Evaluation of Bid Documents:

If any prospective bidder is in doubt as to the true meaning of any part of the specifications or

other bid documents, the prospective bidders shall submit a written request, within the time frame

provided, after receipt of the invitation to bid to the Purchasing Agent. The Purchasing Agent will

have final authority to review any discrepancies or deficiencies in the specifications and then

make the necessary interpretations or revisions. Interpretations or revisions shall be made official

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

25

by the issuance of any necessary addendum and distributed to all potential bidders. The

Purchasing Agent will not be responsible for explanations or interpretations of the bid

documents, except as issued in writing.

6. Default:

In the case of default by the successful bidder or failure to deliver the goods or services ordered

by the time specified, the Department of Central Purchasing, after due written notice may

procure these goods or services from other sources and hold the defaulting vendor responsible

for any excess cost occasioned thereby.

7. Anti-Collusion Certification:

The authorized agent by signing this bid certifies and warrants that this bid is made without

prior understanding, agreement, or connection with any corporation, firm or person submitting a

bid for the same materials, supplies, equipment, or services, and is in all respects fair and

without collusion or fraud. The signing agent understands collusive bidding is a violation of the

Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and

civil damage awards. The signing agent also agrees to abide by all conditions of this bid and

certifies that he or she is duly authorized to sign this bid for the bidder represented herein.

8. Kickbacks:

The signing agent certifies and warrants that neither he/she nor the bidder from whom he/she

is authorized to act has offered or received any kickback from any other bidder, suppliers,

manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback

is defined as an inducement for the award of a contract, subcontracts, or order, in the form of any

payment, loan, subscription, advance, deposit of money, services or anything, present or

promised, unless consideration of substantially equal or greater value is exchange. Further, no

person shall demand or receive any payment, loan, subscription, advance, deposit of money,

services, or anything of value in return for an agreement not to compete on a public contract.

9. Gifts by Bidder, Offeror, Contractor, or Subcontractor:

No bidder, offeror, contractor, or subcontractor shall confer on any public employee or official

having formal responsibility for a procurement transaction, any payment, loan, subscription,

advance, deposit of money, services, or anything of more than nominal value, present or

promised, unless consideration of substantially equal or greater value is exchanged.

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

26

10. Hold Harmless:

The successful Contractor assumes and agrees to indemnify, defend and hold

harmless the Town of Farmville, Virginia, its officers, agents, and employees from any

claims, damages and actions of any kind or nature, whether at law or in equity, arising

from or caused by the use of any materials, labor, goods, or equipment of any kind or

nature furnished by the Contractor, provided that such liability is not attributable to

the sole negligence on the part of the using agency or to the manner outlined by the

Contractor and description literature or specifications submitted with the Contractor’s

bid.

11. Warranty:

The Contractor shall provide warranty documents on any material, goods or

equipment of any kind or nature provided by the Contractor, his subcontractor, or

other agents. The warranty shall be in effect for the period of time specified.

12. Contractual Intent:

Upon successful award of this bid by the Town, it is the Town’s intent to have a written

contract fully executed by all participating parties. This contract shall delineate the

capacity, performances and considerations for all parties involved.

The contents of the bid submitted by the successful bidder and the

bid specifications shall become a part of any contract awarded as a result of these

specifications. The successful vendor will be expected to sign a “Standard

Contractor Services” with the Town.

Sample contracts may be submitted by either party at the time of the bid; however, the

Town reserves the right to use its uniform contract format over all samples submitted.

13. Access To Records:

The Town Manager or his duly authorized agent, shall, until the expiration of three (3)

years following the final payment on this Agreement, have access to and the right to

examine and copy any directly pertinent books, documents, papers, and records of

Lessor and Assignee involving transactions related to this Agreement. Lessor and

Assignee shall have the reciprocal right, until the expiration of three (3) years

Town of Farmville

116 N. Main Street

P. O. Drawer 368

Farmville, VA 23901


(434) 392-8465 Fax (434) 392-3160


June 29, 2021________________________________________RFP #BG 21-0629-001

27

following final payment on this Agreement, to have access to and examine and copy

any directly pertinent books, documents, papers, and records of the Town Manager

in the event of litigation or arbitration involving this Agreement, rights of access,

examination and copying hereunder granted to Lessor, Assignee, and Lessee shall

continue until such claims have been finally disposed of.

14. Faith-Based Organizations

The Town of Farmville does not discriminate against faith-based organizations in

accordance with The Code of Virginia, Section 2.2-4343.1.

TOWN OF FARMVILLE CONTACTS: email: …

Documents

Transcript of TOWN OF FARMVILLE CONTACTS: email: …