Pencil Roll Government Bids & RFPs

Sealed bids shall be received until: August 5, 2026 at 2:00 PM (Eastern Time).

Bidders must be qualified sources and provide a Certificate of Insurance and W9. They must also certify compliance with Virginia Code regarding contractor certification and ethics in public contracting.

Failure to disclose benefits related to the procurement transaction may result in suspension or debarment or rescission of the contract. Making a materially false statement regarding violent felony or sex offense convictions is a Class 1 misdemeanor and grounds for contract revocation.

Delivery must be made in accordance with the instructions to bidders and specifications. If delivery instructions do not appear on order, it will be interpreted to mean prompt delivery. The decision of the purchasing agent as to reasonable compliance with delivery terms shall be final.

The successful bidder guarantees: a his products against defective material or workmanship and to repair or replace any damages or marring occasioned in transit. b to furnish adequate protection from damage for all work and to repair damages of any kind for which he or his workmen are responsible, to the building or equipment, to his own work, or to the work of other successful bidders. c to carry adequate insurance to protect the county from loss in case of accident, fire theft, etc. d that all deliveries will be equal to the accepted bid sample. e that the equipment delivered is standard, new, latest model of regular stock product or as required by the specifications also that no attachment or part has been substituted or applied contrary to manufacturers recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from date of delivery. If during this period such faults develop, the successful bidder agrees to replace the unit or the part affected without cost to the county. Any merchandise provided under the contract which is or becomes defective during the guarantee period shall be replaced by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment. The successful bidder shall make any such replacement immediately upon receiving notice from the county.

Awards will be made to the lowest responsible bidder, as will best promote the public interest, taking into consideration the reliability of the bidder, the quality of the materials, equipment, or supplies to be furnished, their conformity with the specifications, the purpose for which required, and the terms of delivery.

Bidders must complete attached Clinton County forms which include information sheet and vendor reference sheet, noncollusion form, certification of iraniandivestment act, and sexual harassment statement. If the bidder is a corporation, an authorizing resolution passed by the bidder's board of directors, and with the corporate seal affixed, must accompany the signature page of the bid documents.

The successful bidder guarantees: d that all deliveries will be equal to the accepted bid sample.

No interpretation of the meaning of the specifications or other contract document will be made to any bidder orally. Every request for such interpretation should be in writing, addressed to the purchasing agent, not later than five 5 days prior to the date fixed for the opening of bids.

In the event that the contractor shall without prior written consent assign, transfer, convey, sublet or otherwise dispose of this contract or of his right, title and interest herein, including the performance of this contract, or the right to receive monies due or to become due, or his power to execute such contract to any other person or corporations, or upon receipt by Clinton County of an attachment against the contractor, the county shall be relieved and discharged from any and all liability and obligation growing out of such contract to such contractor, and the person or corporation to which such contract shall have been assigned, his assignees transferees or sublease shall forfeit and lose all monies theretofore earned under this contract, except so much as may be required to pay his employees.

The government POC will provide the contractor with at least fifteen (15) days advance notice of each scheduled delivery, including the specified delivery date and time. The order will consist of eleven (11) different deliveries after issuing the purchase order through December 31, 2026.

Payment terms are Net 30 days after receipt and acceptance of items.

Award will be made to the lowest priced, acceptable, responsible quoter.

The government will determine quoter responsibility by analyzing whether the apparent successful quoter complies with the requirements of FAR 9. 1, including adequate financial resources, ability to comply with delivery period, satisfactory record of integrity and business ethics, necessary organization, experience, and skills, necessary equipment, facilities, and inventory, and compliance with applicable laws and regulations.

Offerors are required to submit pictures of the quoted item.

Offers copied to additional email addresses will be deemed invalid and excluded from evaluation. Failure to register in SAM will prevent award.

The bid notice states, vendor will ship routine supplies within fortyeight 48 hours of receipt of order, or as otherwise agreed to by the agency.

The bid notice states, he state will pay vendor monthly, within thirty 30 days of receipt of the vendors billing, the amount which is legitimately earned by the vendor, and supported by payroll data and an itemized accounting of reasonable reimbursable direct nonsalary costs.

The bid notice states, he successful vendors shall be required to extend any policy guarantee usually offered to the general public, federal, state, county, or municipal governments, on material in this contract against defective material, workmanship, and performance.

The bid notice states, government support services shall award this contract to the most responsible and responsive vendor who best meets the terms and conditions of the proposal.

The bid notice states, he proposal response should contain at a minimum the following information: brief history of the organization, including accreditation status, if applicable. applicants experience, if any, providing similar services. at least three references are required. brief history of the subcontractor of the organization, if applicable. at least three references of subcontractor, if applicable. financial information balance sheets and income statements for the past three years. experience of the service technicians. describe the methodologyapproach used for this project including details of required service and turnaround time.

The bid notice states, samples or brochures may be required by the agency for evaluation purposes.

The bid notice states, protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the designated contact, in writing, no later than ten 10 calendar days prior to the time set for opening of the proposals.