REQUEST FOR PROPOSALS
RFP No. 20-1529-3625
Issue Date: August 28, 2019
City of Newport News
OFFICE OF PURCHASING
2400 Washington Avenue, 4th Floor
Newport News, VA 23607
Phone: (757) 926-8721
Fax: (757) 926-8038
Light Duty OEM Parts and Service
September 20, 2019 at 5:00 PM
The City of Newport News is seeking proposals to establish a fixed-
price contract that will provide parts and service in support of the
City’s vehicle fleet. There are 667 Ford vehicles, 239 Chevrolet/GMC
vehicles, 118 Dodge/Jeep vehicles, and 47 Nissan vehicles currently
The City of Newport News (the “City”) is seeking proposals from qualified firms (the “Offeror” or
“Contractor”) to furnish the goods and/or services described herein and proposals 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).
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 September 12, 2019. All questions
shall be submitted in writing (email is preferred). Telephone inquiries will not be accepted.
Contract Officer: Jake Van Dyke, Procurement Analyst, email@example.com
Shawneequa Tyler, Assistant Buyer, firstname.lastname@example.org
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.
Light Duty OEM Parts and Service
Table of Contents
Terms Conditions and Specifications
Section A - Standard Terms and Conditions
Section B - Contract Specific Terms and Conditions
Section C - Submission Requirements and Evaluation
Section D – Scope of Work
Attachment A – Proposal Form
Attachment B – Price Proposal
Attachment C – Small, Women-Owned, Minority and Service Disabled Veteran-Owned Business Requirements
Attachment D – References
Attachment E – Proprietary Information
Attachment F – Questionnaire
Exhibit I - Insurance Requirements
Exhibit II – Sample Agreement/Contract
Light Duty OEM Parts and Service
STANDARD TERMS AND CONDITIONS
1. PRE-PROPOSAL AND PROPOSAL 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 Request for Proposals (also referred to “solicitation”
herein) is expressly forbidden. Violation of this directive may result in a determination that the Offeror is
ineligible for award.
b. All proposals shall be submitted sealed with the proposal 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.
Proposals 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 proposal
will not be considered for award.
c. All costs associated with preparing a proposal, including any mailing costs, are the Offer’s responsibility.
d. All proposals must be signed by an officer or employee having the authority to sign on behalf of the firm.
e. 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.
f. If City Hall is closed for business on the due date and time for proposals, regardless of reason, proposals
will be accepted on the next business day of the City, at the originally scheduled time.
g. The Terms, Conditions and Specifications in this Request for Proposals shall supersede any terms and
conditions offered. Any additional conditions an Offeror intends to be considered should be submitted with
the proposal. Exceptions may result in a determination that a proposal will not be considered for award.
All Terms, Conditions and Specifications will be incorporated by reference and be part of the contract
h. Failure to submit a proposal 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 proposal.
i. Submission of a proposal is not to be construed as an award or an order to ship.
j. A proposal by the Offeror 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
Offeror from award of a contract.
2. ADDENDA: Changes or supplemental instructions to this Request for Proposals will be posted online with
this solicitation. It is the Offeror's responsibility to check for addenda prior to the proposal due date and time
to ensure that all addenda are received.
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
Light Duty OEM Parts and Service
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 shall be made to the responsible Offeror whose proposal is determined in writing to be the most
advantageous to the City, taking into consideration price and the evaluation factors set forth in this Request
for Proposals. No other factors or criteria shall be used in the evaluation. When the terms and conditions
for multiple awards are provided in the Request for Proposals, awards may be made to more than one (1)
c. The City may request additional information and make reasonable investigations as deemed proper and
necessary to determine the ability of the Offeror to perform the services/furnish the goods and the Offeror
shall provide the City information and data for this purpose. The City may inspect physical facilities if
deemed necessary. In addition, the City reserves the right to conduct any test/inspection deemed necessary
to assure goods and services conform to the specifications or Scope of Work.
d. An Offeror 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 Offeror is not a responsible Offeror. 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 Offeror
appeals within ten (10) days of the written decision by invoking the administrative procedures established
by the Purchasing Agent.
e. 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 Request for Proposals 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 Offerors 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 Offeror that is not required to
be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title
Light Duty OEM Parts and Service
50, as amended, or as otherwise required by law shall include in the proposal a statement describing why the
Offeror 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 business entity fails to remain in
compliance with the provisions of this section. Visit https://www.scc.virginia.gov/ for more information.
7. COOPERATIVE PURCHASE: If authorized by the Offeror, the contract resulting from this Request for
Proposals may be extended to other public bodies, agencies or institutions within the United States to purchase
at contract prices and terms and conditions. Any public entity that uses the contract shall place its own order(s)
directly with the Contractor(s). The City of Newport News is not a party to such contracts and is not responsible
for placement of orders and payment or discrepancies of the participating public bodies. It is the Contractor’s
responsibility to notify other public bodies of the availability of contract(s), if desired. Offerors who do not
wish to extend the terms, conditions and prices to other public bodies shall so indicate in the proposal.
8. SMALL, WOMEN-OWNED MINORITY AND SERVICE DISABLED VETERAN-OWNED
BUSINESS REQUIREMENTS: The City of Newport News desires to facilitate the establishment,
preservation, and strengthening of small businesses and businesses owned by women, minority individuals
and service disabled veterans and to encourage their participation in the City's procurement activities. The
City of Newport News encourages these firms to compete and encourages non-minority firms to provide for
the participation of small businesses and businesses owned by women and minority individuals and service
disabled veterans through partnerships, joint ventures, subcontracts, and other contractual opportunities.
Offerors are requested to complete and provide the Small, Women-Owned, Minority-Owned and Service
Disabled Veteran-Owned Business Requirements Form.
9. FAITH BASED ORGANIZATIONS: The City of Newport News does not discriminate against faith based
10. NON-DISCRIMINATION: During the performance of a contract with the City, the Contractor agrees as
a. It will not discriminate against any employees or applicants for employment because of race, religion,
color, sex, national origin, age, disability, or any other basis prohibited by federal or state law relating to
discrimination in employment, except where one or more of these are a bona fide occupational
qualification reasonably necessary to the normal operations 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 non-discrimination clause.
b. The Contractor will be and state that he is an equal opportunity employer in all solicitations or
advertisements for employees.
c. 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 Contractor will include the provisions of the foregoing paragraphs (a), (b) and (c) in every subcontract
or Purchase Order of over ten thousand dollars ($10,000) so that the provisions will be binding upon each
subcontractor or vendor.
11. DRUG FREE WORKPLACE: During the performance of a contract with the City, 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,