Replacement Fire Equipment

Finance | Procurement Division
8800 Courthouse Road | Spotsylvania, VA 22553
Phone: 540-507-7503
County of Spotsylvania
Request for Quotes (RFQ) No. 26-32-TS
Replacement Fire Equipment
March 17, 2026
RFQ CLOSING
Due Date & Time: March 27, 2026; 2:00 PM EST
Quote must be submitted electronically via email to TSteele@spotsylvania.va.us.
RFQ DATA
Procurement Contact: Tanja Steele, VCA - TSteele@Spotsylvania.VA.us
RFQ No. 26-32-TS | Page 1 of 4

Table of Contents
I. PURPOSE ............................................................................................................................................ 3
II. AWARD ............................................................................................................................................... 3
III. SCOPE OF WORK ............................................................................................................................ 3
IV. CONTRACTOR INSTRUCTIONS .................................................................................................. 3
ATTACHMENTS
A - RFQ Terms and Conditions
B - References
C - Price Quotation
RFQ No. 26-32-TS | Page 2 of 4

I. PURPOSE
Spotsylvania County Fire, Rescue and Emergency Management Department is requesting
quotations from qualified vendors for the supply and delivery of loose equipment Rescue 4. This
equipment will be used to outfit a replacement fire apparatus and ensure its operational readiness
and technical rescue capabilities.
The purpose of this Request for Quotation (RFQ) is to solicit competitive pricing from qualified
vendors for the purchase and delivery of parts and equipment required to outfit Rescue 4. The
equipment will support operations and ensure personnel have access to appropriate tools and
resources necessary for effective emergency response.
II. AWARD
The County will award to the lowest responsive and responsible Contractor(s) based on the
pricing submitted. Award will be made by individual item, by group of items, or in the
aggregate, whichever results in the lowest overall cost to the County. The County reserves the
right to reject any and all quotes, to waive informalities, and to accept the lowest responsive and
responsible quote that meets the requirements of this solicitation.
III. SCOPE OF WORK
A. Vendors shall provide quotations for the specified equipment items as outlined in Attachment
C of this RFQ - "Price Quotation". Substitute items will not be accepted. Vendors shall
supply new equipment and deliver the items to the designated County location.
B. Delivery Address:
Spotsylvania Fire & Rescue Logistics
7030 Harrison Road
Fredericksburg, VA 22407
IV. CONTRACTOR INSTRUCTIONS
A. This informal solicitation shall be conducted in accordance with the Spotsylvania County
Procurement Policy. The Procurement Policy is available at
https://www.spotsylvania.va.us/377/Spotsylvania-County-Policies.
B. Electronic Procurement/Late Quotes. Contractor shall submit quotes to the Procurement
Contact listed on page 1 of this RFQ and ensure timely submission by the stated date and
time. The County cannot accept late Quotes. Contractor shall assume full responsibility for
timely submission of their Quote. Please check for updates prior to submitting a Quote. The
RFQ No. 26-32-TS | Page 3 of 4

County encourages early submission.
C. All updates are posted on the Spotsylvania County website at
https://www.spotsylvania.va.us/374/Solicitations and www.eva.virginia.gov. It is the
responsibility of the Contractor to check for additional updates prior to submission of
Quote.
D. Contractors are responsible for familiarizing themselves with all of the requirements stated
herein.
E. Contractors may submit quotes for any or all items listed.
F. The prices quoted in response to this RFQ shall be firm for 180 days.
G. Payment for the goods delivered/services performed will be in accordance with the unit
prices, if applicable, as set forth in the Quote.
H. Any Vendor transacting business with Spotsylvania County may be asked to provide proof of
registration with the State Corporation Commission (SCC), as required by Sections 13.1 or
Title 50 of the Code of Virginia.
RFQ No. 26-32-TS | Page 4 of 4

Finance | Procurement Division
8800 Courthouse Road | Spotsylvania, VA 22553
Phone: 540-507-7503
Attachment A
RFQ Terms and Conditions
A. Acceptance, Invoicing and Payment. Spotsylvania County will make payment to the Consultant,
Net 30 days or in accordance with discount terms, if offered, after receipt of an acceptable invoice
for work resulting from this RFQ.
Nothing herein, or in the process, shall be construed as having obligated the County to pay for any
expenses incurred by respondents to this RFQ or to the selected consultant prior to approval of a
consultant services contract.
Pursuant to Virginia Code 2.2-4354, (1950, as amended), the Consultant covenants and agrees to:
1. Within seven (7) days after receipt of any amounts paid to the Consultant under the
Agreement, (i) pay any subconsultant for its proportionate share of the total payment received
from the County attributable to the work under the Contract performed by such
subconsultant, or (ii) notify the County and the subconsultant, in writing, of its intention to
withheld all or part of the subconsultant's payment and the reason therefore;
2. Provide its federal employer identification number or social security number, as applicable,
before any payment is made to the Consultant under the Agreement;
3. Pay interest at the legal rate or such other rate as may be agreed to in writing by the
subconsultant and the Consultant on all amounts owed by the Consultant that remain unpaid
after seven (7) days following receipt by the Consultant of payment from the County for work
performed by the subconsultant under the Agreement; and
4. Include in its contracts with any and all subconsultants the requirements of 1, 2, and 3 above.
B. Attorney's Fees. In the event of any action brought by either party against the other to enforce any
of the obligations hereunder or arising out of any dispute concerning the terms and conditions
hereby created, each party shall pay their own attorney's fees, costs and expenses, except in a case
of default by the Consultant, the Consultant shall be responsible for any resulting additional
purchase and administrative costs including, but not limited to fees and charges of engineers,
architects, attorneys, and other professionals and all court or other dispute resolution costs.
C. Audit. Consultant shall keep and require each of its subconsultant, if any, to keep, at no additional
cost to County, full and detailed accounts of costs chargeable to County, during the project, and for
five (5) years following completion. County shall be afforded full access to accounts, records, and
supporting documents for review, audit, copy (such copies will be the property of County), and
verification of costs. Audit access to Consultant's records in lump sum or unit price areas when
applicable shall be sufficient to satisfy County that all quantities meet the payments to its
subconsultant and suppliers, Consultant shall remit promptly to County the amount of any
adjustment resulting from audit.
Attachment A
RFQ No. 26-32-TS | Page 1 of 7

D. Availability of Funds. It is understood and agreed between the parties herein that the County shall
be bound hereunder only to the extent of the funds available or which may hereafter become
available for the purpose of this agreement.
E. Binding Effect. The terms, provisions, covenants and conditions contained in any resulting
Contract shall apply to, insure to the benefit of, and be binding upon the parties hereto and upon
their respective heirs, legal representatives, successors, and permitted assigns except as otherwise
expressly provided.
F. Compliance of Law. The Consultant providing materials and services to the County under any
contract resulting from this RFQ represents and warrants to the County that it is:
1. Conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the
Virginians With Disabilities Act, the Americans With Disabilities Act and Section 2.2-4311
of the Virginia Public Procurement Act, and where applicable, to the Virginia Fair
Employment Contracting Act of 1975, as amended, and the Virginia Human Rights Act, as
amended.
2. Not employing illegal alien workers or otherwise violating the provisions of the Immigration
Reform and Control Act of 1986 and Virginia Code 2.2-4311.1;
3. Not requiring, and shall not require, any employee or subcontractor to sign an internal
confidentiality agreement or statement prohibiting or otherwise restricting, or purporting to
prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an
investigative or law enforcement representative of a department or agency authorized to
receive such information, or otherwise violate any federal and state laws and regulations
protecting employees for reprisal against whistleblowing;
4. Complying with federal, state and local laws and regulations applicable to the performance of
the goods and services procured, the work performed pursuant to the Agreement shall
conform to all professional principles generally accepted as standards of the industry in the
Commonwealth, the CONTRACTOR'S work performed shall be free of defects, and any new
materials and equipment furnished under this Agreement shall be of good quality and in
working condition; and
5. Complying fully with the Virginia Conflict of Interest Act.
6. Authorized to transact business in the Commonwealth of Virginia, pursuant to Section 2.2-
4311.2 of the Code of Virginia.
G. Contract Award. Spotsylvania County has the right to award a contract to more than one Offeror,
if it is in the County's best interest to provide adequate services in accordance with the criteria
found in the Specifications, Scope of Work or Scope Services issued with the RFQ. Spotsylvania
County's decision shall be final.
H. Contract Changes. No verbal agreement or conversation with any officer, agent or employee of
Spotsylvania County either before or after execution of the contract resulting from this RFQ shall
effect or modify any of the terms or obligations contained in the contract. No alterations to the
terms and conditions of the contract shall be valid or binding upon Spotsylvania County unless
made in writing and where Board approval is not required, by the County Administrator or his
designee.
I. Contract Documents. The contract entered into by Spotsylvania County and the Contractor shall
consist of this RFQ any addendum(s) issued, the quote submitted by the Contractor the Purchase
Order or Contract document and any approved change orders issued, all of which shall be referred
to collectively as the Contract Documents. Additional documents which the parties agree to include
as contract documents may be set forth in the final contract.
Attachment A
RFQ No. 26-32-TS | Page 2 of 7

J. Definitions:
1. Contractor. The Contractor who enters into a contract with Spotsylvania County to provide
the goods/services herein for Spotsylvania County.
2. County. Wherever the word "County" appears, it shall be understood to mean Spotsylvania
County Government.
3. Offeror. A person who makes an offer in response to an RFQ.
4. Informality. A minor defect or variation in a quote from the exact requirements of the RFQ
which does not affect the price, quality, quantity, or delivery schedule for the goods, services
or construction being procured.
K. Drug Free Workplace. During the performance of this contract, the Consultant agrees to (i)
provide a drug-free workplace for the Consultant's employees; (ii) post in conspicuous places,
available to employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance
or marijuana is prohibited in the Consultant's workplace and specifying the actions that will be
taken against employees for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the Consultant that the Consultant
maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subconsultant or vendor.
For the purposes of this section, "drug-free workplace" means any site at which the performance of
work is done in connection with this contract awarded to the Consultant, the employees of whom are
prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or
use of any controlled substance or marijuana during the performance of the contract.
L. Ethics in Public Contracting. The Offeror hereby certifies that it has familiarized itself with
Article 6 of Title 2.2 of the Virginia Public Procurement Act, Section 2.2-4367 through 2.2-4377,
Virginia Code Annotated, and that all amounts received by it, pursuant to a Contract resulting from
this RFQ, are proper and in accordance herewith. By submitting their proposals, Offerors certify
that their proposals are made without collusion or fraud that they have not offered or received any
kickbacks or inducements from any other offeror, supplier, manufacturer or subconsultant in
connection with their proposal, 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.
M. Examination of Records. The Consultant agrees that Spotsylvania County or any duly authorized
representative shall have access to and the right to examine any and copy any directly pertinent
books, documents, papers and records of the Consultant involving transactions related to any
Contract resulting from this RFQ. The period of access provided in this paragraph for records,
books, documents, and papers and software which may be related to any arbitration, litigation, or
the settlement of claims arising out of the performance of any subsequent contract or any
subsequent Contracts with vendors shall continue until disposition of any appeals, arbitration,
litigation, or claims. Consultants agrees to keep all records in accordance with the state and local
retention laws including but not limited to Virginia Code 55-525.27.
Attachment A
RFQ No. 26-32-TS | Page 3 of 7

N. Faith-Based Organizations. Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, in all
invitations to bid, requests for proposals, contracts, and purchase orders, the COUNTY does not
discriminate against faith-based organizations.
"Faith-based Organization" means a religious organization that is or applies to be a Consultant to
provide goods or services for programs funded by the block grant provided pursuant to the Personal
Responsibility and Work Opportunity Reconciliation Act of 1996, P.L. 104-193.
If CONSULTANT is a faith-based organization, then Consultant shall give to each individual who
applies for or receives goods, services, or disbursements provided pursuant to this Agreement the
following notice:
NOTICE
Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, as an applicant for or recipient of
goods, services, or disbursements provided pursuant to a contract between the COUNTY and a faith-
based organization, you are hereby notified as follows:
Neither the COUNTY'S selection of a charitable or faith-based provider of services nor the
expenditure of funds under this contract is an endorsement of the provider's charitable or religious
character, practices, or expression. No provider of services may discriminate against you on the
basis of religion, a religious belief, or your refusal to actively participate in a religious practice. If
you object to a particular provider because of its religious character, you may request assignment
to a different provider. If you believe that your rights have been violated, please discuss the
complaint with your provider or notify the COUNTY Administrator.
O. Federal-Aid Provisions. When the U. S. government pays all or any portion of the cost of a
project, the Consultant shall observe all federal laws, rules, and regulations made pursuant to such
laws. The work shall be subject to inspection by the appropriate federal agency. Such inspection
shall in no sense make the federal government a party of the contract and will in no way interfere
with the rights of either party. Consultant shall require all subconsultants to observe all federal
laws, rules, and regulations made pursuant to such laws. Reporting requirements that is part of the
regulation shall be followed in accordance with the federal law, rules and/or regulation made
pursuant to such laws. A Duns number will be provided by the Consultant and registration with the
Central Consultant Registration (CCR) shall be followed according to the federal aid provisions.
P. Freedom of Information. All information submitted to the County in response to this RFQ will
constitute public information and pursuant to the Virginia Freedom of Information Act will be
available to the public for inspection upon request. Pursuant to Virginia Code 2.2-4342 and
County Procurement Policy 3-27, a Bidder/Offeror may request an exception to disclosure for
trade secrets or proprietary information as such is defined under Virginia Code 59.1-336, part of
the Uniform Trade Secrets Act. In order to claim this exemption, a Bidder/Offeror must: (1)
Submit a request in writing referencing their desire to invoke the protections of Virginia Code
2.2-4342; (2) Specifically identify which data or materials they wish to have protected; and (3)
Articulate the rationale for why protection is necessary for the particular data or materials, to the
satisfaction of the County. Failure to meet these requirements will result in the data or materials
being open for inspection in response to a valid inquiry under the Virginia Freedom of Information
Act and serve to waive any right of the Bidder/Offeror to assert a claim against the County for
disclosure of trade secrets or proprietary information.
Q. Grant Funds Provision. When a project is funded in part or all by grant funds, the Consultant shall
observe all rules and regulations according to the grant fund award documentation. Consultant has
Attachment A
RFQ No. 26-32-TS | Page 4 of 7

the responsibility to comply with all grant fund reporting requirements and any or all award
documentation terms and conditions.
R. Governing Law. In any contract resulting from this RFQ, the parties agree that this agreement is
governed by and shall be interpreted in accordance with the Spotsylvania County Procurement
Policy and laws of the Commonwealth of Virginia, and that proper venue, in the event of litigation
concerning this matter, shall be in the Circuit Court of Spotsylvania County, Virginia. The parties
agree that any litigation involving this Agreement shall be brought only in such court.
S. Headings. Headings in the RFQ and any resulting contract are informational only and the substance
of each numbered or lettered provision shall prevail in the event of any ambiguity or inconsistency
between a heading and its content.
T. Insurance. During the performance of any Contract resulting from this RFQ, the Consultant shall
have and keep current insurance whichever is greater in scope or amount as follows:
1. Worker's Compensation Insurance in compliance with all states in which Consultant does
business, including coverage B Employer's liabilities in not less than the following amounts:
a. Bodily Injury by accident $100,000 for each accident;
b. Bodily Injury by disease, $500,000 policy limit;
c. Bodily Injury by disease, $100,000 for each employee.
2. General Liability insurance in amount not less than $1,000,000 for any occurrence involving
bodily injury, and not less than $1,000,000 for any occurrence involving property damage.
This coverage shall include contractual liability, broad form property damage, independent
Consultants, and personal injury.
3. Automobile liability insurance in an amount not less than $1,000,000 combined single limit
bodily injury and property damage. This coverage shall include liability for the use of hired
and non-owned apparatus.
The General Liability and Automobile Liability insurance policies specified herein shall name
Spotsylvania County as additional insured with regard to work performed under any contract
resulting from this IFB. The Consultant shall provide Spotsylvania County with copies of certificates
of insurance coverage and proof of payment of all premiums. These certificates shall have provisions
for notifying Spotsylvania County if there is any change in liability insurance.
U. Interpretation. Words of any gender used in any Contract resulting from this RFQ shall be held
and construed to include any other gender, and words in the singular number shall be held to
include the plural, and vise versa, unless the context otherwise requires.
V. Non-Collusion. The party making the foregoing proposal hereby certifies that such proposal is
genuine and not collusive or sham; that said offeror has not colluded, conspired, connived or
agreed, directly in indirectly, with any offeror or person, to put in a sham proposal or to refrain
from offering, and has not in any manner, directly or indirectly, sought by agreement or collusion,
or communication or conference, with any person to fix the proposal price or affiant or of any
proposal, or to fix any overhead, profit or cost element of said proposal price, or of that of any other
Attachment A
RFQ No. 26-32-TS | Page 5 of 7

offeror, or to secure any advantage against the County or any person interested in the proposed
contract; and that all statements in said proposal are true.
W. Non-Discrimination. Any contract resulting from this IFB and every contract, sub-contract, or
purchase order there under shall include the following provisions according to Virginia Code 2.2-
4311:
During the performance of a contract, the Consultant agrees as follows:
1. The Consultant will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, age, or national origin, except where religion, sex or
national origin is a bona fide occupational qualification reasonably necessary to the normal
operation of the Consultant. The Consultant agrees to post in conspicuous places, available
to employees and applicant for employment, notices setting forth non-discrimination clause.
2. The Consultant, in all solicitations or advertisements for employees placed by or on behalf of
the Consultant, will state that such Consultant is an equal opportunity employer.
3. Notices, advertisements, and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting the requirement.
The Consultant will include the provisions in the foregoing paragraphs a, b, and c in every contract,
subcontract, or purchase order of over $10,000, so that the provisions will be binding upon each
subconsultant or vendor associated with Spotsylvania County.
X. Partial Invalidity. Neither any payment for, nor acceptance of, the whole or any part of the
services by Spotsylvania County, nor any extension of time, shall operate as a waiver of any
provision of any Contract resulting from this RFQ, nor of any power herein reserved to
Spotsylvania County, or any right to damages herein provided, nor shall any waiver of any breach
of any Contract be held to be a waiver of any other or subsequent breach. Failure of Spotsylvania
County to require compliance with any term or condition of any Contract shall not be deemed a
waiver of such term or condition nor a waiver of the subsequent enforcement thereof.
Y. RFQ Response and Clarification. Spotsylvania County reserves the right to request clarification
of information submitted and to request additional information of one or more offerors. Each
offeror shall examine the Quote documents and shall judge all matters relating to the adequacy and
accuracy of such documents. Any inquiries, suggestions or requests concerning interpretation,
clarification or additional information pertaining to the Quote shall be made in writing to the
Spotsylvania County Procurement contact listed on the first page of this RFQ. Spotsylvania
County shall not be responsible for oral interpretations given by any employee, representative, or
others. The issuance of a written addendum issued by the Spotsylvania Count Procurement Division
is the only official method whereby interpretation, clarification, or additional information can be
given.
Z. Release and Ownership of Information. Spotsylvania County shall make a good faith effort to
identify and make available to the Consultant all non-confidential technical and administrative data
in Spotsylvania County's possession which Spotsylvania County may lawfully release including,
but not limited to contract specifications, drawings, correspondence, and other information
specified and required by the Consultant and relating to its work under this Contract. Spotsylvania
County reserves its rights of ownership to all material given to the Consultant by Spotsylvania
County and to all background information, documents, and computer software and documentation
developed by the Consultant in performing any Contract resulting from this RFQ.
Attachment A
RFQ No. 26-32-TS | Page 6 of 7