Equipment Rental for Events

Agency:	City of Fairfax
State:	Virginia
Type of Government:	State & Local
NAICS Category:	532412 - Construction, Mining, and Forestry Machinery and Equipment Rental and Leasing 532490 - Other Commercial and Industrial Machinery and Equipment Rental and Leasing
Posted Date:	Jan 9, 2024
Due Date:	Feb 5, 2024
Solicitation No:	24055
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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City of Fairfax, Virginia

Office of Procurement Services

10455 Armstrong Street

Fairfax, Virginia 22030

Title

Invitation for Bid

Commodity Code

Contract Administrator

Issue Date

Questions Deadline

Due Date/Time

Equipment Rental for Events

IFB 24055 (VBO )

96234 – Event Planning

Services

David Kundid

January 8, 2024

Submit all questions no later

than January 24, 2024, at 3:00

P.M. to

David.kundid@fairfaxva.gov

February 5, 2024, at 1:00 P.M.

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT HTTPS://EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY

TO EVA SUPPORT/HELPDESK.

• Your business must be eVA registered and in active status.

• Start by clicking the Register Now link on the eVA website (www.eVA.virginia.gov).

The City of Fairfax 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.

IFB 24055

GENERAL TERMS AND CONDITIONS

1. PURPOSE: The intent of this solicitation is to establish a term contract for Equipment Rental for

Events for the City of Fairfax, VA to be used on an as-needed basis.

2. CONTRACT TERM: The initial term of the contract shall be from March 1 2024 and end on

February 28, 2027. This contract may be renewed by the City upon written agreement of both

parties for two (2) one year renewal periods, under the terms of the current contract, and at a

reasonable time (approximately 90 days) prior to the expiration.

3. SCOPE OF WORK:

a. General Requirements: The Offeror shall provide the services to furnish and deliver

various types of rental equipment for various events located in Fairfax, Virginia on an as

needed basis.

b. Rental Equipment: All rental equipment shall be in good working order, and free of defect

or hazard (such as, but not limited to: electrical hazards, motors, that leak or smoke,

broken table legs, stained chairs, missing parts, etc.).

i. Offeror shall replace or repair equipment deems unacceptable at the time of

setup. This shall be at the expense of the Offeror.

ii. Offeror shall replace or repair equipment that fails during rental period within

four (4) of notification. This shall be at the expense of the Offeror.

c. Equipment Delivery and Pick-Up:

i. The Offeror shall coordinate with City of Fairfax to arrange a date and time to

deliver equipment and pick-up equipment.

Contact Person:

Mitzi Taylor

703-385-7858

Mitzi.taylor@fairfaxva.gov

ii. City staff shall be on-site to direct equipment delivery and sign for delivery

acceptance.

iii. Equipment shall be removed on the next business day following the date of the

event, unless scheduled otherwise by City staff.

4. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA

website, no later than the due date listed on the cover page, and will be publicly posted, following

the Bid Closing. Bidders are responsible for ensuring its submission prior to Bid Closing. The time

a Bid is received shall be determined by the time stamp on the Bid receipt by the time clock on

the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for any technical

difficulties which may result in the Bidders response not uploading in time, or any responses that

are not properly uploaded. Late bids will not be accepted. The City will not receive any bids in

IFB 24055

GENERAL TERMS AND CONDITIONS

person and paper bids will not be accepted. Any paper bids received will be not be considered

and will be returned, unopened, to the bidder. Bids received after the Bid Closing shall not be

considered. Conditional bids may be rejected in whole or in part

5. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being

offered and enclose complete and detailed descriptive literature, catalog cuts and specifications

with the bid to enable the City to determine if the product offered meets the requirements of the

solicitation. Failure to do so may cause the bid to be considered nonresponsive.

6. AWARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will

be based on net prices. Unit prices, extensions and grand total must be shown. In case of

arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it

must be clearly shown in the space provided. Discounts for prompt payment will not be

considered in making awards. The City reserves the right to reject any and all bids in whole or in

part, to waive any informality, and to delete items prior to making an award. The Purchasing

Agent reserves the right to make award on all items in the aggregate or on any of the items on an

individual basis, whichever is in the best interest of the City.

7. RENEWAL OF CONTRACT: This contract may be renewed by the City for two (2) successive one

year periods under the terms and conditions of the original contract except as stated below. Price

increases may be negotiated only at the time of renewal. Written notice of the City’s intention to

renew shall be given approximately 90 days prior to the expiration date of each contract period.

a. If the City elects to exercise the option to renew the contract for an additional one-year

period, the contract price(s) for the additional one year shall not exceed the contract

price(s) of the original contract increased/decreased by more than the percentage

increase/decrease of the CPI-U section of the Consumer Price Index of the United States

Bureau of Labor Statistics for the latest twelve months for which statistics are available.

b. If during any subsequent renewal periods, the City elects to exercise the option to renew

the contract, the contract price(s) for the subsequent renewal period shall not exceed the

contract price(s) of the previous renewal period increased/decreased by more than the

percentage increase/decrease of the CPI-U section of the Consumer Price Index of the

United States Bureau of Labor Statistics for the latest twelve months for which statistics

are available.

8. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120) days. At

the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is

not withdrawn at that time it remains in effect until an award is made or the solicitation is

canceled.

9. INSPECTION AND ACCEPTANCE: Acceptance shall occur only after receipt and inspection

provided such inspection, as appropriate, is accomplished within a reasonable time. The City

reserves the right to conduct any test/inspection it may deem advisable to assure goods and

services conform to the specifications.

IFB 24055

GENERAL TERMS AND CONDITIONS

10. DELIVERY NOTIFICATION: The City shall be notified one (1) hour prior to delivery of any items so

that staff may be available to allow access to the building and verify items received. Notification

shall be made to:

Contact Person:

Mitzi Taylor

703-385-7858

Mitzi.taylor@fairfaxva.gov

11. PROMPT PAYMENT DISCOUNTS: The City will pay within 30 days after acceptance and receipt of

a proper invoice. A prompt payment discount offered for prompt payment of (15) calendar days

or longer will be calculated in determining net low bid.

12. PURCHASE ORDER: City purchases are authorized only if the city issues a Purchase Order in

advance of the transaction, indicating that the city has sufficient funds to pay for the purchase. If

the Contractor provides goods or services without a city purchase order, it does so at its own risk

and expense. The city is not liable for payment for any purchases made by its employees that are

not authorized by the City Purchasing Agent.

To be valid, a purchase order issued under this Contract must be issued during the term of the

Contract. The period specified for performance of the purchase order may extend past the term

of the Contract. If a notice terminating this Contract is issued, the notice shall be construed as

applying only to the Contract and not to any existing purchase order, unless the notice expressly

states the intent to terminate the purchase order.

13. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in

all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law

provisions, and any litigation with respect thereto shall be brought in the circuit courts of the

Commonwealth. The contractor shall comply with all applicable federal, state and local laws, rules

and regulations.

14. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the City that they will conform

to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair

Employment Contracting Act of 1975, as amended, where applicable, the Virginians With

Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public

Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall

not discriminate against any recipient of goods, services, or disbursements made pursuant to the

contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious

practice, or on the basis of race, age, color, gender or national origin and shall be subject to the

same rules as other organizations that contract with public bodies to account for the use of the

funds provided; however, if the faith-based organization segregates public funds into separate

accounts, only the accounts and programs funded with public funds shall be subject to audit by

the public body. (Code of Virginia, § 2.2-4343.1E).

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

IFB 24055

GENERAL TERMS AND CONDITIONS

a. The contractor will not discriminate against any employee or applicant for employment

because of race, religion, color, sex, national origin, age, disability, or any 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.

b. 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.

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.

d. The requirements of these provisions 1. and 2. are a material part of the contract. If the

Contractor violates one of these provisions, the City may terminate the affected part of this

contract for breach, or at its option, the whole contract. Violation of one of these provisions may

also result in debarment regardless of whether the specific contract is terminated.

2. The contractor will include the provisions of 1. above in every subcontract or purchase

order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

15. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are

made without collusion or fraud and that they have not offered or received any kickbacks or

inducements from any other bidder, supplier, manufacturer or subcontractor in connection with

their bid, and that they have not conferred on any public employee having official responsibility

for this 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 was exchanged.

16. IMMIGRATION REFORM AND CONTROL ACT OF 1986: The Contractor certifies that the

Contractor does not, and shall not during the performance of the contract for goods and services

in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal

Immigration Reform and Control Act of 1986.

17. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not

currently debarred by the City of Fairfax from submitting a response for the type of goods and/or

services covered by this solicitation. Vendor further certifies that they are not debarred from

filling any order or accepting any resulting order, or that they are an agent of any person or entity

that is currently debarred by the City of Fairfax.

If a vendor is created or used for the purpose of circumventing a debarment decision against

another vendor, the non-debarred vendor will be debarred for the same time period as the

debarred vendor.

18. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to

the City of Fairfax all rights, title and interest in and to all causes of action it may now have or

hereafter acquire under the antitrust laws of the United States and the Commonwealth of

Equipment Rental for Events

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