THIS IS AN ELECTRONIC PROCUREMENT (eBID)
SUBMISSIONS WILL ONLY BE ACCEPTED ELECTRONICALLY VIA THE BONFIRE
Fairfax County Government uses a procurement portal powered by Bonfire Interactive for
accepting and evaluating bids. To register, visit https://fairfaxcounty.bonfirehub.com/.
Additional assistance is also available at Support@GoBonfire.com.
Submitting bids via the Bonfire portal is mandatory. Fairfax County will not accept bids
submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in
response to this IFB. Reference Special Provisions, Section 9, Submission of Bids, for
Fairfax County strongly encourages bidders to submit bids well in advance of the bid
submission deadline. A bid submission is not considered successful unless all necessary files
have been uploaded and the ‘Submit & Finalize’ step has been completed. Bidders are
responsible for the consequences of any failure to plan ahead in the submission of its Bid.
DEPARTMENT OF PROCUREMENT & MATERIAL
12000 GOVERNMENT CENTER PARKWAY, SUITE 427
FAIRFAX, VIRGINIA 22035-0013
TELEPHONE: (703) 324-3201 FAX: (703) 324-3228 TTY: 711
November 18, 2022
INVITATION FOR BID:
December 09, 2022 @ 02:00 P.M.
Energy Management Systems Maintenance, Repair, and
CONTRACT SPECIALIST: Tamir Enkhjargal
703-324-5968 or Tamir.Enkhjargal@fairfaxcounty.gov
Bids - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned
offers and agrees, if the bid is accepted, to furnish items or services for which prices are quoted, at the price set opposite each item,
delivered or furnished to designated points within the time specified. It is understood and agreed that with respect to all terms and
conditions accepted by Fairfax County the items or services offered and accompanying attachments shall constitute a contract.
Note: Fairfax County does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1
or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state
law relating to discrimination in employment in the performance of its procurement activity.
NAME AND ADDRESS OF FIRM:
Federal Employer Identification No or
Federal Social Security No. (Sole
Prompt Payment Discount:
…… % for payment within …… days/net
State Corporation Commission (SCC)
By signing this bid, Bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth in the
General Conditions and Instructions to Bidders as described in Appendix A, the Certification Regarding Ethics in Public
Contracting set forth in Attachments, and by any other relevant certifications set forth in Attachment(s) B.
Vendor Legally Authorized Signature
Sealed bids subject to terms and conditions of this invitation will be received by the Fairfax County Purchasing Agent at 12000
Government Center Parkway, Suite 427, Fairfax, Virginia 22035-0013 on the due date and time specified, and then publicly opened
AN EQUAL OPPORTUNITY PURCHASING ORGANIZATION
(DPMM30) rev 7-2018
1.1. The purpose of this solicitation is to establish a term contract for Energy Management
Control Systems quarterly preventive maintenance, Diagnostic Analysis and Repairs,
Terms and Conditions for Fairfax County facilities that have Trane Tracer Summit, Trane
SC, Tracer Ensemble, Siemens Apogee, Siemens Desigo, Honeywell Niagara, Delta
Controls, WebCTRL, and Energy Building Logix/BDX server and Installation and Upgrade
of new and existing Energy Management systems for all departments and activities of the
County of Fairfax in accordance with the requirements listed in this solicitation.
1.2. Bidders are required to include the following with their bid:
• Vendor’s legal name and authorized signature (Cover Sheet DPMM30)
• Attachment A
• Attachments B1-B5
• A copy of the W-9
• Other documents/forms as required on electronic procurement portal Bonfire.
Failure to provide these items will result in rejection of the bid.
1.3. Bidders are required to include the following with their bid:
• Each bidder to provide at least three (3) references from separate organizations or
companies where similar work to the scope of this contract has been performed.
References provided must be during the past three (3) years. Fairfax County
Government (FCG) and Fairfax County Public Schools (FCPS) to include all
agencies and authorities shall be considered as a single entity (one reference).
• Building automation systems’ factory certifications that are applicable to the
manufacturers listed on the Pricing Schedule. (Reference Section 18, Special
Failure to provide these items will result in rejection of the bid.
2. PERIOD OF CONTRACT:
2.1. The period of this contract shall be five (5) years from Date of Award.
2.2. The obligation of the County to pay compensation due the Contractor under the contract
or any other payment obligations under any contract awarded pursuant to this Invitation for
Bid is subject to appropriations by the Fairfax County Board of Supervisors to satisfy
payment of such obligations. The County’s obligations to make payments during
subsequent fiscal years are dependent upon the same action. If such an appropriation is
not made for any fiscal year, the contract shall terminate effective at the end of the fiscal
year for which funds were appropriated and the County will not be obligated to make any
payments under the contract beyond the amount appropriated for payment obligations
under the contract. The County will provide the Contractor with written notice of non-
appropriation of funds within thirty (30) calendar days after action is completed by the
Board of Supervisors. However, the County’s failure to provide such notice will not extend
the contract into a fiscal year in which sufficient funds have not been appropriated.
3. PRICES AND PRICE ADJUSTMENT:
3.1. All prices shall be F.O.B. Destination and shall include all charges that may be imposed in
fulfilling the terms of this contract.
3.2. The labor rates specified by the bidder shall include all direct and indirect overhead costs
including but not limited to transportation, general and administrative costs, etc., and
Diagnostic Analysis and Repairs. Labor rates will be paid based on time at the worksite.
3.3. Contractors may be required to provide necessary materials, equipment rentals, and
subcontractors to fulfill project requirements. Actual costs for said materials, equipment
rentals, and/or subcontractors will be reimbursed together with the applicable markup
percentages listed below. For example, the County will reimburse the Contractor $165.00
for an equipment rental purchased for $150.00 and used in direct connection with
repairing an energy management control system. Receipts to validate these costs must
be retained and submitted together with invoices to the ordering County agency. The
County will reimburse no additional costs incurred by the Contractor(s).
Equipment Rental markup:
3.4. The Contractor agrees that for unit price contracts, prices shall remain firm for 365 days.
If the price is increased after 365 days, the unit price may be increased only upon approval
of a written request to the Purchasing Agent. Upon receipt of the Contractor’s request, the
County shall make a determination to approve, reject or adjust the requested price increase
based upon its investigations and the information provided by the Contractor. Any price
adjustment agreed to shall take place only in accordance with the schedule defined above.
3.5. Requests for change in the unit price shall include as a minimum, (1) the cause for the
adjustment; (2) proposed effective date; and, (3) the amount of the change requested with
documentation to support the requested adjustment (i.e., appropriate Bureau of Labor
Statistics index, change in manufacturer's price, etc.)
3.6. Price increase requests must be received at least 30 days prior to the requested increase
effective date. A price increase or price increases will become effective only upon approval
from the County Purchasing Agent. The increased contract unit price(s) shall not apply to
orders received by the Contractor prior to the effective date of the approved increased
contract unit price(s) noted on the contract amendment. Orders placed via County
Purchase Order are considered received by the Contractor after the fifth calendar day
following the issue date. The County Purchasing Agent may cancel an order any portion
of the contract affected by the requested increase and any materials, supplies, or services
undelivered at the time of such cancellation without liability to either party.
3.7. Price decreases shall be made in accordance with paragraph 40 of the General Conditions
and Instructions to Bidders.
4. ESTIMATED REQUIREMENTS / ESTIMATED QUANTITIES:
4.1. The quantities specified in this solicitation are estimates only and are given for the
information of bidders and for the purpose of bid evaluation. They do not indicate the actual
quantity that will be ordered since the actual volume will depend upon requirements that
develop during the contract period. Waiver of ten percent (10%) limitation in paragraph
28, General Conditions and Instructions to Bidders, is acknowledged.
4.2. Authorized individuals will place orders for specific quantities of items covered in the
resultant contract, as requirements arise. Please refer to the Special Provisions paragraph
entitled, METHOD OF ORDERING.
5. TIME OF PERFORMANCE:
5.1. The place of work and work completion time shall be agreed upon between the authorized
County representative placing the order and the contractor(s) at the time of service call.
Work is to be performed at various locations in Fairfax County during County Business
Hours unless other arrangements are made.
5.2. Diagnostic Analysis and Repairs – Non-Emergency
Fairfax County requires that a service technician arrive at destination for assessment within
eight hours from the time of service call. If the service call is placed after Business Hours
(7:00 a.m. - 4:00 p.m., Monday through Friday) or on a County Holiday, then technician
arrival is required eight hours from the next business day of the service call’s time. The
contractor must follow with a return call following a County non-emergency service call--
two hours after the time of call during normal Business Hours.
5.3. Diagnostic Analysis and Repairs – Emergency
The County will notify the contractor that a repair is an emergency at time of the service
call. Return call responses are required within two hours from call time. Emergency
Repairs require a service technician’s arrival at destination for assessment within four
hours from the time of service call.
5.4. Preventative Maintenance
a. Routine scheduled services shall be performed on a quarterly basis – four times each
b. Prior to performance of PM services in each building, the Contractor shall provide no
less than two working days’ notice of the exact date and time of PM. Failure to
provide such notice will interfere with contract monitoring, which may result in
5.5. When estimates are requested, they shall be submitted by the Contractor to the County no
later than three working days, except when another response time is mutually agreed upon
between the agency and the Contractor. Estimates shall be furnished by the Contractor at
no charge and must include overhead costs. Estimates will detail contract unit pricing with
applicable bid labor rates and time, as well as material/equipment rental/subcontractors
with their applicable markups separated.
5.6. Bidders are cautioned to consider these response times, since the resultant contractor
must adhere to them. Bidders are directed to General Conditions and instructions to
Bidders, Paragraph 35, DELIVERY/SERVICE FAILURES.
6. QUOTATION LIMITATION:
6.1. Bidders shall offer only ONE ITEM AND PRICE for each line item bid. No alternatives will
be accepted, unless requested by the County.
7. INTERPRETATION OF BID:
7.1. Any questions pertaining to this solicitation shall be directed to:
Tamir Enkhjargal, Contract Analyst II
Department of Procurement & Material Management
12000 Government Center Parkway, Suite 427
Fairfax, Virginia 22035-0013
Telephone Number: (703) 324-5968
8. STATE REGISTRATION OF CONTRACTOR: