Refuse Service Rockingham Harrisonburg Regional Jail ITB

C O U N T Y o f R O C K I N G H A M 20 E. Gay Street
Harrisonburg, VA 22802
Invitation to Bid
INVITATION TO BID #26-0410-01
REFUSE SERVICE - ROCKINGHAM-HARRISONBURG REGIONAL JAIL
This procurement is governed by the Virginia Public Procurement Act and all terms and conditions of the
Act are hereby adopted and are made a part of this notice.
Contact Information:
Rebecca Guthrie
Director of Finance
20 E. Gay Street
Harrisonburg, VA 22802
(540) 564-3010
rguthrie@rockinghamcountyva.gov

Table of Contents
1.0 PURPOSE.........................................................................................................................................4
2.0 BACKGROUND.................................................................................................................................4
3.0 SCOPE OF WORK.............................................................................................................................4
4.0 BID PREPARATION AND SUBMISSION.............................................................................................4
5.0 EVALUATION AND CONTRACT AWARD...........................................................................................5
6.0 GENERAL TERMS AND CONDITIONS...............................................................................................6
6.1 APPLICABLE LAWS......................................................................................................................6
6.2 CONTRACTOR'S INSURANCE.......................................................................................................6
6.3 ANTI-DISCRIMINATION...............................................................................................................9
6.4 AMERICANS WITH DISABILITIES ACT COMPLIANCE....................................................................9
6.5 NONVISUAL ACCESS TO TECHNOLOGY.....................................................................................10
6.6 ETHICS IN PUBLIC CONTRACTING.............................................................................................11
6.7 IMMIGRATION REFORM AND CONTROL ACT OF 1986.............................................................11
6.8 ANTITRUST................................................................................................................................11
6.9 CLARIFICATION OF TERMS........................................................................................................11
6.10 PAYMENT..................................................................................................................................11
6.11 QUALIFICATIONS OF BIDDERS..................................................................................................12
6.12 TESTING AND INSPECTION.......................................................................................................12
6.13 CHANGES TO THE CONTRACT...................................................................................................12
6.14 DEFAULT...................................................................................................................................13
6.15 TAXES........................................................................................................................................13
6.16 DRUG FREE WORKPLACE..........................................................................................................13
6.17 NONDISCRIMINATION OF CONTRACTORS................................................................................13
6.18 AUDIT....................................................................................................................................... 13
6.19 NON-APPROPRIATION..............................................................................................................14
6.20 COOPERATIVE PURCHASING/USE OF CONTRACT BY THIRD PARTIES.......................................14
6.21 CONTRACT DOCUMENTS..........................................................................................................14
6.22 LAWS AND REGULATIONS.......................................................................................................14
6.23 PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA.............................................15
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6.24 PREPARATION AND SUBMISSION OF BIDS.............................................................................15
6.25 WITHDRAWAL OR MODIFICATION OF BIDS...........................................................................15
6.26 RECEIPT AND OPENING OF BIDS.............................................................................................15
6.27 PROPRIETARY INFORMATION.................................................................................................16
6.28 BID ACCEPTANCE PERIOD.........................................................................................................16
6.29 TERMINATION BY OWNER FOR CONVENIENCE........................................................................16
6.30 DEBARMENT STATUS................................................................................................................16
6.31 TRAINING, OPERATION, AND MAINTENANCE OF EQUIPMENT................................................17
7.0 SIGNATURE SHEET - ITB #26-0325-01..........................................................................................18
8.0 BID FORM - ITB #26-0325-01.......................................................................................................19
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1.0 PURPOSE
The purpose of this Invitation to Bid (ITB) is to request formal competitive sealed bids through the
Invitation to Bid process to establish a contract for refuse service at the Rockingham-Harrisonburg
Regional Jail. The jail is located at 25 South Liberty Street, Harrisonburg, VA.
2.0 BACKGROUND
Rockingham County is located in the center of the beautiful Shenandoah Valley of Virginia. Nestled
between the Blue Ridge Mountains on the east and the Alleghenies on the west, the County is located
alongtheInterstate81corridorandonlyatwo-hourdrivetoWashington,DC. RockinghamCountyisthe
third largest county in Virginia and encompasses the Harrisonburg-Rockingham metropolitan area.
3.0 SCOPE OF WORK
a. Provide (1) 40 cubic yard open top bin and associated roll off service
b. Roll off service should be provided twice per week
c. Shall assume 2 tons of refuse per pick up.
d. The term of the contract will be for three years, and allow for two one-year renewals, when
appropriate and agreed upon by both parties.
4.0 BID PREPARATION AND SUBMISSION
Bidders are required to submit the following items as a complete bid:
1. The completed signature sheet (see 7.0 Signature Sheet).
2. The completed bid form (see 8.0 Bid Form).
Bids shall be submitted in a sealed envelope, clearly marked "ITB-# 26-0410-01 REFUSE SERVICE -
ROCKINGHAM-HARRISONBURG REGIONAL JAIL" no later than 2:30p.m., local time, Friday, May 8, 2026
to:
Rockingham County Finance Department
Attention: Rebecca Guthrie
20 East Gay Street
Harrisonburg, VA 22802
Electronic submissions can also be submitted through the County's website or using the following link
https://va-rockinghamcounty2.civicplus.com/FormCenter/Email-Forms-13/Procurement-200.
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Itistheresponsibilityofthebiddertoensurethattheirbidreachestheappropriateofficepriortothedate
and time of closing.
Allcostsofproposalpreparationandpresentationshallbebornebyeachbidder.TheCountyisnotliable
for any cost incurred by the bidder prior to issuance of a contract.
RockinghamCountyreservestherighttoreject,onarrivalatdestinationoratdelivery,anydeliverywhich
does not conform with the specifications of this ITB. Equipment offered below the listed specifications
will be considered unacceptable.
5.0 EVALUATION AND CONTRACT AWARD
Bids will be opened at the time and place stated in the Invitation to Bid or as modified by subsequent
Addenda,andtheircontentspubliclyannounced.ThePurchasingAgentshalldecidewhenthespecified
time for bid opening has arrived. No responsibility will be attached to any officer or agent for the
prematureopeningofabidnotproperlyaddressedandidentified.Theprovisionsof2.2-4342oftheCode
of Virginia shall be applicable to the inspections of bids received.
The Contract, if awarded, will be awarded to the lowest responsive and responsible bidder, if any,
provided his bid is reasonable and it is in the best interest of the County to accept it and subject to the
County's right to reject any and all bids and to waive informality in the bids and in the bidding.
Determinationofthelowestresponsiblebidder,ifany,willbebasedonthetotalbidamountenteredon
theBidForm.Wherethesumofthevaluesenteredinthemultiplepartsdonotagreewiththetotalbid
amount, the total bid amount entered on the Bid Form, including any properly submitted bid
modifications, shall take precedence. In the event that the total bid from the lowest responsible bidder
exceedsavailablefunds,theCountymaynegotiatethetotalbidamountwiththeapparentlowbidderto
obtain a contract price within available funds, pursuant to 2.2-4318 of the Code of Virginia.
Inthecaseofatiebid,theCountymaygivepreferencetogoods,services,andconstructionproducedin
theCountyorprovidedbypersons,firmsorcorporationshavingprincipalplacesofbusinessintheCounty.
If such choice is not available, preference shall then be given to goods and services produced in the
Commonwealth pursuant to Section 2.2-4324 of the Code of Virginia. If no County or Commonwealth
choice is available, the tie shall be decided by lot.
TheNoticeofAwardwillbepostedontheCountywebsiteaftertheBoardawardsthecontract. Anybidder
whodesirestoprotesttheawardordecisiontoawardacontractshallsubmittheprotestinwritingtothe
Rockingham County Purchasing Agent no later than ten days after the award date of the Board of
Supervisors or date of the Notice of Award, whichever comes first ( 2.2-4360).
TheCountyreservestherighttorejectanyandallbidsinwholeorinpart,towaiveanyinformality,and
todeleteitemspriortomakinganaward. TheCountyatitsdiscretionmayenterintoanagreementwith
multiple bidders.
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6.0 GENERAL TERMS AND CONDITIONS
6.1 APPLICABLE LAWS
This solicitation and any resulting contract shall be governed in all respects by the laws of the
Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the
County.Theagencyandthecontractorareencouragedtoresolveanyissuesincontroversyarisingfrom
the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR)
procedures (Code of Virginia, 2.2-4366). The contractor shall comply with all applicable federal, state,
and local laws, rules, and regulations.
6.2 CONTRACTOR'S INSURANCE
By signing and submitting a proposal under this solicitation, the bidder certifies that if awarded the
contract,itwillpurchaseandmaintain,atitssoleexpense,andfromacompanyorcompaniesauthorized
todobusinesswithintheCommonwealthofVirginia,insurancepoliciescontainingthefollowingtypesof
coveragesandminimumlimits,protectingfromclaimswhichmayariseoutoforresultfromtheBidder's
performance or non-performance of services under this Contract, or the performance or non-
performance of services under this Contract by anyone directly or indirectly employed by the Bidder or
for whose acts it may be liable:
1. Workers' Compensation - Statutory requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer. Businesses who hire
subcontractorswhowillperformthesametradeorarehiredtofulfillcontractrequirementsmust
include the subcontractor's employees when determining the total number of employees for
workers compensation. A waiver of subrogation in favor of the County of Rockingham and its
officers, employees, agents, and volunteers must be endorsed on the workers compensation
policy. Contractors who fail to notify the County of increases in the number of employees that
changetheirworkers'compensationrequirementsundertheCodeofVirginiaduringthecourse
of the contract shall be in noncompliance with the contract. This policy shall specifically list
Virginia as a covered state.
2. Employer'sLiability-$1,000,000eachaccident/$1,000,000eachdisease-policylimit/$1,000,000
each disease each employee. This policy shall specifically list Virginia as a covered state.
3. CommercialGeneralLiability-$1,000,000peroccurrence/$2,000,000aggregatelimit,andaper
projectaggregatelimitof$2,000,000.CGLformCG201011/85editionoritsequivalentisrequired
to be endorsed to the commercial general liability policy. Commercial General Liability is to
includebodilyinjuryandpropertydamage,personalinjury,advertisinginjury,contractualliability,
and premises, operations and products and completed operations coverage. The County of
Rockingham and its officers, employees' agents and volunteers must be named as additional
insuredsandbesoendorsedonthepolicyonaprimaryandnon-contributorybasis.CG200104
13oritsequivalentisrequiredtobeendorsedtothecommercialgeneralliabilitypolicy.Awaiver
ofsubrogationinfavorofRockinghamCountyGovernmentisrequiredonthecommercialgeneral
liability policy.
4. AutomobileLiability-$1,000,000peraccident.Coverageistoincludehired,owned,non-owned,
temporary, and leased vehicles. An additional insured endorsement in favor of the County of
Rockingham and its officers, employees, agents and volunteers is required on the Commercial
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autopolicyonaprimaryandnon-contributorybasis.CA04491116oritsequivalentisrequired
to be endorsed to the commercial auto policy. A waiver of subrogation naming the County of
Rockinghamanditsofficers,employees,agentsandvolunteersisalsorequiredonthecommercial
auto policy.
5. Umbrella Liability Coverage - minimum coverage of $1,000,000 or greater; must be follow form
andgoovertheunderlyinggeneralliability,commercialautoandemployer'sliabilitypolicies.The
County of Rockingham and its officers, employees, agents and volunteers must be named as
additionalinsuredsandbesoendorsedontheumbrellapolicyonaprimaryandnon-contributory
basis. A waiver of subrogation naming the County of Rockingham and its officers, employees,
agents and volunteers is also required on the umbrella policy.
6. Professional (E&O) Liability Insurance - of an amount not less than $1,000,000.
All insurance coverage:
1. shallbeissuedbyaninsurancecarrierauthorizedtodobusinesswithintheCommonwealth
ofVirginiaandratedA-VIIIorbetter,byA.M.BestCompanyorequivalentratingfroman
alternate recognized ratings agency, and otherwise acceptable to the County;
2. shall be kept in force throughout performance of services;
3. shall be an occurrence-based policy; professional liability may be claims made basis;
4. shall include completed operations coverage;
5. shall contain a cross liability or severability of interest clause or endorsement. Insurance
coveringthespecifiedadditionalinsuredshallbeprimaryandnon-contributory,andallother
insurance carried by the additional insureds shall be excess insurance;
6. where additional insured required, such policy shall not have a restriction on the limits of
coverage provided to the County as an additional insured. The County shall be entitled to
protectionuptothefulllimitsofthebidders'policyregardlessoftheminimumrequirements
specified in the Contract.
ProofofInsurance:Priortoperformanceofanyservicesordeliveryofgoods,theBiddershall(i)haveall
required insurance coverage in effect; (ii) deliver to the County certificates of insurance for all lines of
coverage(theBiddershallberesponsiblethatsuchcoverageevidencedtherebyshallnotbesubstantially
modifiedorcanceledwithout30dayspriorwrittennoticetotheCounty);and(iii)delivertotheCounty
endorsementstothepolicieswhichrequiretheCountyanditsofficials,officers,employees,agentsand
volunteers be named as "additional insured." Policies which require this endorsement include:
Commercial General Liability, Automobile Liability, and umbrella or excess liability coverage as detailed
below. Such endorsements must be approved by the County, and (iv) upon the request of the County,
provideanyotherdocumentationsatisfactorytotheCountyinitssolediscretion,evidencingtherequired
insurancecoverage,includingbutnotlimitedtoacopyoftheinsurancepolicyandevidenceofpayment
of policy premiums. The Bidder shall require each of its subcontractors and suppliers to have coverage
per the requirements herein in effect, prior to the performance of any services by such subcontractors
andsuppliers.Further,theBiddershallensurethatallRequiredInsurancecoveragesofitssubcontractors
andsuppliersisandremainsineffectduringperformanceoftheirservicesontheProjectandcertifiesby
commencement of the Work that this insurance and that of subcontractors is in effect and meets the
requirementssetforthherein.TheCountyshallhavenoresponsibilitytoverifycompliancebytheBidder
or its subcontractors and suppliers.
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Effect of Insurance: Compliance with insurance requirements shall not relieve the Bidder of any
responsibilitytoindemnifytheCountyforanyliabilitytotheCounty,asspecifiedinanyotherprovision
ofthiscontract,andtheCountyshallbeentitledtopursueanyremedyinlaworequityiftheBidderfails
to comply with the contractual provisions of this contract. Indemnity obligations specified elsewhere in
this Contract shall not be negated or reduced by virtue of any insurance carrier's denial of insurance
coveragefortheoccurrenceoreventwhichisthesubjectmatteroftheclaim,orbyanyinsurancecarrier's
refusal to defend any named insured.
WaiverofSubrogation:TheBidderagreestoreleaseanddischargetheCountyofandfromallliabilityto
the Bidder, and to anyone claiming by, through or under the Bidder, by subrogation or otherwise, on
account of any loss or damage to tools, machinery, equipment, or other property, however caused.
SovereignImmunity:Nothingcontainedhereinshalleffect,orshallbedeemedtoaffect,awaiverofthe
County's sovereign immunity under law.
RighttoReviseorReject:TheCountyreservestheright,butnottheobligation,toreviseanyinsurance
requirement not limited to limits, coverages, and endorsements, or reject any insurance policies which
failtomeetthecriteriastatedherein.Additionally,theCountyreservestheright,butnottheobligation,
toreviewandrejectanyinsurerprovidingcoverageduetoitspoorfinancialconditionorfailuretooperate
legally.
Umbrella or Excess Liability Coverage shall provide additional coverage limits over the underlying
commercialgeneralliability,commercialautomobile,andemployer'sliabilityinsurancewiththebroadest
coverage available between the umbrella or excess liability policy and the underlying policies. This
insurance shall name the County and its officials, officers, and employees and agents as "additional
insureds" by endorsement to the Umbrella or Excess Liability policy on a primary and non-contributory
basis. Such policy shall not have a restriction on the limits of coverage provided to the County of
Rockinghamasanadditionalinsured.TheCountyofRockinghamshallbeentitledtoprotectionuptothe
full limits of the Bidder's policy regardless of the minimum requirements specified in this contract.
Professional Liability Insurance: At its sole expense, and prior to commencing any activities under this
Agreement, Bidder shall secure professional liability insurance, covering any damages caused by the
negligent or wrongful acts or omissions of the Bidder, its employees and agents in the performance of
this Agreement, with coverage in an amount not less than $1,000,000 per claim/$2,000,000 aggregate
("Required Insurance"). Bidder shall maintain the Required Insurance in effect throughout the Term of
thisAgreementandforaperiodofthree(3)yearsfollowingfinalacceptanceoftheProjectbytheCounty.
UponexecutionofthisAgreement,BiddershallprovidetheCountywithacertificateofinsurance,orother
written documentation satisfactory to the County in its sole discretion, issued by Bidder's insurance
company(ies), confirming the Required Insurance and the beginning and ending date(s) of Contractor's
policy(ies). Upon receipt of any notice, verbal or written, that the Required Insurance is subject to
cancellation, Bidder shall immediately (within one business day) notify the County. Bidder's failure to
complywithanyoftherequirementsofthisSectionshallconstituteamaterialbreachofthisAgreement
entitling the County to terminate this Agreement without notice to Bidder and without penalty to the
County.
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6.3 ANTI-DISCRIMINATION
By submitting their bids, bidders certify to the County that they will conform to the provisions of the
FederalCivilRightsActof1964,asamended,aswellastheVirginiaFairEmploymentContractingActof
1975,asamended,whereapplicable,theVirginiansWithDisabilitiesAct,theAmericansWithDisabilities
Actand2.2-4311oftheVirginiaPublicProcurementAct(VPPA).Iftheawardismadetoafaith-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,
refusaltoparticipateinareligiouspractice,oronthebasisofrace,age,color,genderornationalorigin
andshallbesubjecttothesamerulesasotherorganizationsthatcontractwithpublicbodiestoaccount
for the use of the funds provided; however, if the faith-based organization segregates public funds into
separateaccounts,onlytheaccountsandprogramsfundedwithpublicfundsshallbesubjecttoauditby
the public body. (Code of Virginia, 2.2-4343.1E).
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
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
prohibitedbystatelawrelatingtodiscriminationinemployment,exceptwherethereisa
bonafideoccupationalqualificationreasonablynecessarytothenormaloperationofthe
contractor. Thecontractoragreestopostinconspicuousplaces,availabletoemployees
and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
b. Thecontractor,inallsolicitationsoradvertisementsforemployeesplacedbyoronbehalf
of the contractor, will state that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting these requirements.
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.
6.4 AMERICANS WITH DISABILITIES ACT COMPLIANCE
Information and Communications Technology (ICT) is defined as "any website, application, or other
product or service primarily intended to fulfill or enable the function of information processing and
communication by electronic means, including transmission and display via the Internet" (Code of
Virginia 2.2-3501). All ICT procured through this bidding process must meet the applicable accessibility
standards of Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended and is viewable
at http://www.section508.gov. ICT must be compliant with guidelines referenced in Code of Virginia
2.2-3500 - 2.2-3504.
1. Suppliers must certify compliance with WCAG 2.1 Level A or Level AA by providing an
Accessibility Conformance Report (ACR) or Voluntary Product Accessibility Template (VPAT). If
not in compliance, the supplier must provide at supplier-expense a "completed accessibility
conformance report indicating the level of conformance with accessibility." Areas of non-
conformance require supplier submit a completed Vendor Accessibility Roadmap outlining non-
compliant areas and providing timeline for compliance. (Code of Virginia 2.2-3503).
2. Non-accessible ICT may be considered if the product does not preclude individuals with
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disabilities from the benefit(s) of any program, service or activity provided (Code of Virginia 2.2-
3503).
3. Submission of bids to include ACR or VPAT or other documents as above is necessary to show
compliance with Code of Virginia 2.2-3500-3504, 29 USC 794d (Electronic and information
technology), 47 USC 255 (Access by individuals with disabilities), and 28 CFR 35.200
(Requirements for web and mobile accessibility).
6.5 NONVISUAL ACCESS TO TECHNOLOGY
All information technology (the "Technology") which is purchased or upgraded by the VCCS will comply
with the following nonvisual access standards from the date of purchase or upgrade until the expiration
of the contract:
1. Effective, interactive control and use of the Technology shall be readily achievable by
nonvisual means.
2. Technology equipped for nonvisual access shall be compatible with information technology
used by other individuals with whom any blind or visually impaired user of the Technology
interacts.
3. Nonvisual access technology shall be integrated into any networks used to share
communications among employees, program participants or the public; and
4. Technology for nonvisual access shall have the capability of providing equivalent access by
nonvisual means to telecommunications or other interconnected network services used by
persons who are not blind or visually impaired.
5. Installation of hardware, software, or peripheral devices used for nonvisual access is not
required when the Technology is being used exclusively by individuals who are not blind or
visually impaired, but applications programs and underlying operating systems (including
the format of the data) used for the manipulation and presentation of information shall
permit the installation and effective use of nonvisual access software and peripheral
devices.
These terms are intended to comply with the Information Technology Access Act, 2.2-3500 through
2.2-3504 of the Code of Virginia.
In addition, the contract will include the following Information Technology Terms and Conditions:
1. Sensitive Information. In instances where any contract, purchase order, or Scope of Work is for
the provision of Public Cloud Services where VCCS sensitive data may be exchanged, Contractor
shall provide an independently certified System and Organization Controls (SOC) 2 Type 2 Audit
Report or a SOC Cybersecurity Report or equivalent certification for all parties to the contract
and annual updates during the term of the contract.
2. Issue Notification: If either party detects any AI-related issues, including data breaches,
inaccurate, biased, or unrepresentative outputs, they must promptly notify the other party
within 24 hours, providing a detailed description and immediate mitigation steps. Both parties
will collaborate on a remediation plan, with the customer having the right to suspend AI use
until the issue is resolved. If unresolved within 30 days, the customer may terminate the
agreement without penalty. Both parties agree to act diligently and bear their own costs for
issue resolution.
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