INVITATION FOR BIDS
IFB No. 21-0069-3312
Issue Date: July 17, 2020
City of Newport News
OFFICE OF PURCHASING
2400 Washington Avenue, 4th Floor
Newport News, VA 23607
Phone: (757) 926-8721
Fax: (757) 926-8038
August 4, 2020 at 2:00 p.m.
Provide Electrical Services for annual ‘Celebration of Lights’
event held at Newport News Park.
The City of Newport News (the “City”) is seeking bids from qualified firms (the “Bidder” or
“Contractor”) to furnish the goods and/or services described herein and bids will be received at the
Office of Purchasing, 4th Floor, City Hall, 2400 Washington Avenue, Newport News, Virginia,
23607, through the due date and hour shown above (local prevailing time).
Pre-Bid Conference: A Pre-Bid Conference is NOT scheduled for this solicitation.
Site Visit: Newport News Park Visitors Center, 13560 Jefferson Avenue, Newport News, VA
23603 on July 23, 2020 at 3:00 p.m.
Questions: Questions or comments related to this solicitation shall be directed to the Contract
Officer and the Assistant Buyer not later than 1:00 p.m. on July 28, 2020. All questions shall be
submitted in writing (email is preferred). Telephone inquiries will not be accepted.
Contract Officer: Dave King, Senior Buyer, firstname.lastname@example.org
Rosalyn Simmons, Assistant Buyer,
This solicitation is posted on eVA, Virginia’s eProcurement Portal (www.eva.virginia.gov) and is available for free
download. A direct link to all City of Newport News solicitations on eVA is located at www.nnva.gov/691 or from the
Office of Purchasing webpage (www.nnva.gov/purchasing) by selecting Solicitations from the left side bar. Offerors and
potential subcontractors may communicate and collaborate using the B2B Connect through the B2B Connect tab on the
eVA solicitation webpage.
Note: The City of Newport News utilizes eVA to post solicitations. Purchase Orders will be issued directly from the City’s
electronic procurement system.
Table of Contents
Terms Conditions and Specifications
Section A - Standard Terms and Conditions
Section B - Contract Specific Terms and Conditions
Section C - Specifications
Attachment A - Bid Form
Attachment B - Price Page
Attachment C - Small, Women-Owned, Minority and Service Disabled Veteran-Owned Business Requirements
Attachment D - References
Attachment E - Contractor’s License
Exhibit I - Insurance Requirements
Exhibit II – SAMPLE Contract/Agreement
STANDARD TERMS AND CONDITIONS
1. PRE-BID AND BID SUBMISSION REQUIREMENTS:
a. Direct contact with anyone other than the City of Newport News Office of Purchasing, including
other City departments or the City’s consultants, regarding this Invitation for Bids (also referred to
as “solicitation” herein) is expressly forbidden. Violation of this directive may result in a
determination that the Bidder is ineligible for award.
b. All bids shall be submitted sealed with the bid number, date and time clearly marked on the outside
of the envelope or package. Electronic transmittals (i.e. fax, email, etc.) will not be considered.
Bids received in the Office of Purchasing after the due date and time will not be accepted. Failure
to return required documents and information specified herein may result in a determination that
the bid is non-responsive.
c. Bids will be publicly opened on the due date and time specified in the Office of Purchasing. A bid
tabulation will be posted as soon as practical. The City posts all solicitations and related bid
tabulations on eVA, Virginia’s eProcurement Portal (www.eva.virginia.gov). A direct link to all
City of Newport News solicitations is located at www.nnva.gov/691 or from the Office of
Purchasing webpage (www.nnva.gov/purchasing) by selecting Solicitations from the left side bar.
d. All bids shall be submitted in accordance with this Invitation for Bids. If more space is required to
furnish a description of the goods and/or services bid, the Bidder may attach that additional
information with the bid.
e. All bids must be signed by an officer or employee having the authority to sign on behalf of the
f. All prices and notations should be in ink or typewritten. Mistakes may be crossed out and
corrections made in ink. Any corrections must be initialed and dated in ink by the person signing
the bid. Illegible notations may result in a determination that the bid is non-responsive.
g. Prices shall be stated in units of quantity specified. No additional charges shall be passed on to the
City, including sales tax, delivery charges or other surcharges. Prices quoted shall be the final cost
to the City. All deliveries shall be F.O.B. Destination.
h. If City Hall is closed for business at the time scheduled for bid opening, regardless of reason, sealed
bids will be accepted and opened on the next business day of the City, at the originally scheduled
i. The Terms, Conditions and Specifications in this Invitation for Bids shall supersede any terms and
conditions offered by the Bidder. Any additional conditions a Bidder intends to be considered must
be submitted with the bid and be noted as an exception on the Bid Form, however, exceptions may
result in the bid being determined non-responsive. All Terms, Conditions and Specifications will
be incorporated by reference and be part of the contract following award.
j. Failure to submit a bid on the official City form(s), as provided herein, and failure to provide an
authorized signature on the forms may be cause for rejection of the bid.
k. Each bid shall be submitted with the understanding that, upon acceptance by the City, the Bidder
shall furnish any or all of the goods and/or services described herein. The accepted bid shall
constitute a contract between the Bidder and the City and shall bind the Bidder to furnish and
deliver the goods and/or services at the stated prices and in accordance with the Terms, Conditions
and Specifications of the Invitation for Bids and bid. The City shall order the goods and/or services
from the Bidder at the stated prices except for reasons beyond reasonable control including but not
limited to availability of funds and the Contractor’s inability to deliver goods or services within the
l. Submission of a bid is not to be construed as an award or an order to ship.
m. A bid by the Bidder certifies that they are not currently debarred or suspended by a local, state or
federal government entity from doing business with that entity. If a debarment or suspension exists,
supporting information shall be provided with the submittal. Suspension or debarment may
disqualify the Bidder from award of a contract.
n. Bidders have the right to request withdrawal of their bids from consideration due to error by giving
written notice not later than two business days after bids are publicly opened. Work papers showing
evidence of error(s) may be required.
2. ADDENDA: Changes or supplemental instructions to this Invitation for Bids will be posted online
with this solicitation. It is the Bidder's responsibility to check for addenda prior to the bid due date and
time to ensure that all addenda are received.
All Bidders shall acknowledge receipt of Addenda with the bid. Acknowledgement of all Addenda shall
be in the space provided on the Bid Form or by returning a copy of each signed Addendum. If all
Addenda are not acknowledged, the bid may be deemed non-responsive.
The City posts all solicitations and related addenda on eVA, Virginia’s eProcurement Portal
(www.eva.virginia.gov). A direct link to City of Newport News solicitations is located at
www.nnva.gov/691 or from the Office of Purchasing webpage (www.nnva.gov/purchasing) by
selecting Solicitations from the left side bar.
a. A notice of award will be posted with the original solicitation on eVA, Virginia’s eProcurement
Portal (www.eva.virginia.gov ). A direct link to City of Newport News solicitations and related
awards on eVA is located at www.nnva.gov/691 or from the Office of Purchasing webpage
(www.nnva.gov/purchasing ) by selecting Solicitations from the left side bar.
b. Award will be made to the lowest responsive and responsible Bidder (reference Method of Award
provision contained herein). The ability, capacity, skill, character, integrity, reputation, judgement,
experience, efficiency, ability to perform within the time specified, quality of performance of
previous contracts, financial resources, suitability of goods or services to particular purpose and
future maintenance and service and any exceptions noted will be taken into consideration in making
c. The City may request additional information and make reasonable investigations as deemed proper
and necessary to determine the ability of the bidder to perform the services/furnish the goods and
the bidder shall provide the City information and data for this purpose. The City may inspect
physical facilities if deemed necessary. The results of investigations and inspections may result in
rejection of the bid. In addition, the City reserves the right to conduct any test/inspection deemed
necessary to assure goods and services conform to the specifications.
d. The City reserves the right to reject any bid in whole or in part and to delete items before making an
award when the City determines that any of the bid prices are significantly unbalanced to the
potential detriment of the City and for other reasons when in the City’s best interest.
e. The City reserves the right to waive any informality if it is determined to be in the best interest of
f. In the event of an error or inconsistency between the unit price(s) and the extension of prices, the
unit price(s) shall govern.
g. If the bid from the lowest responsive and responsible Bidder exceeds available funds, the Purchasing
Agent or designee may negotiate with the apparent low Bidder to obtain a contract price within
h. A Bidder may protest the award or decision to award by submitting such protest in writing to the
Purchasing Agent no later than ten (10) days after the award or the announcement of the decision to
award as indicated in the Code of the City of Newport News Section 2-576.3. No protest shall lie
for a claim that the selected Bidder is not a responsible Bidder. The written protest shall include the
basis for the protest and the relief sought. The Purchasing Agent shall issue a decision in writing
within ten (10) business days stating the reasons for the action taken. This decision shall be final
unless the Bidder appeals within ten (10) days of the written decision by invoking the administrative
procedures established by the Purchasing Agent.
i. The Administrative Appeals Procedure is posted on the Office of Purchasing website
https://www.nnva.gov/707/Vendor-Resources. This procedure shall be used for hearing protests of
a decision to award or an award, appeals from refusal to allow withdrawal of bids, appeals from
disqualification, appeals for debarment or suspension, or determinations of non-responsibility and
appeals from decision or disputes arising during the performance of a contract.
4. NOTICES AND COMMUNICATIONS: Notices and communications related to the contract
resulting from this Invitation for Bids shall be in writing and delivered via mail (postage prepaid),
commercial courier, or personal delivery or sent by facsimile or other electronic means (email). All
notices related to contract award, modifications, renewals, and terminations will be handled through
the Office of Purchasing. The Office of Purchasing primarily utilizes email for notices and
communications including but not limited to delivery of Purchase Orders, contract renewals and
contract amendments. The City may also use a web-based service to obtain signatures electronically.
5. AVAILABILITY OF FUNDS: A contract shall be deemed in force only to the extent of
appropriations available to each department for the purchase of such goods and/or services. The City’s
extended obligations on contracts that include funding through successive fiscal periods shall be
contingent upon actual appropriations for the successive periods (additional years).
6. AUTHORIZATION TO TRANSACT BUSINESS IN VIRGINIA: All Bidders organized or
authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50, as amended,
shall provide the identification number issued to it by the State Corporation Commission. Any Bidder
that is not required to be authorized to transact business in the Commonwealth as a foreign business
entity under Title 13.1 or Title 50, as amended, or as otherwise required by law shall include in the bid
a statement describing why the Bidder is not required to be so authorized.
Any business entity that enters into a contract with a public body pursuant to this chapter shall not allow
its existence to lapse or its Certificate of Authority or Registration to Transact Business in the
Commonwealth, if so required under Title 13.1 or Title 50, as amended, to be revoked or cancelled at
any time during the term of the contract. The City may void any contract with a business entity if the