COUNTY OF DINWIDDIE, VIRGINIA
14010 BOYDTON PLANK RD
PO DRAWER 70
DINWIDDIE, VA 23841
REQUEST FOR QUOTATIONS
Temporary Lights & Generators for County Fair & Special Events
RFQ NUMBER: 20-011620
January 16, 2020
DUE DATE/TIME: January 24, 2020 at 2 pm
Hollie R. Casey
804-469-4500 x 2150
This solicitation is issued in accordance with the Virginia Public Procurement Act and the Small Purchasing
guidelines set forth in the Dinwiddie County Purchasing Policies and Procedures.
Quotations may be submitted by hardcopy or emailed to email@example.com. PLEASE DO NOT FAIL TO
SIGN AND DATE YOUR QUOTATION. Send additional data or illustrations if necessary.
Dinwiddie County is seeking quotes to furnish and setup the listed equipment for the Dinwiddie County Fair
and other special events throughout the year. The 2020 Dinwiddie County Fair will be held September 25-27,
2020 at the Virginia Motorsports Park at 8018 Boydton Plank Road, North Dinwiddie, VA 23803. Substitutes
of equal or greater size will be accepted. If using a substitute, you MUST specify the make, model and
specifications of each piece of equipment.
A. Scope of Work
1. Rental List
Magnum Model MLT3060 Towable Light Tower or equivalent
Multiquip 55 kw Generator DSL, Model DCA70SSIU4F or equivalent
Multiquip 20 kw Generator DSL, Model DCA25SSIU4F or equivalent
G.F.I. Tempower Box or equivalent
Tempower cords #60 - 4 x 50’ or equivalent
2. Inspection of Equipment
The County reserves the right to inspect all equipment prior to award of contract. The decision of the
County on all such questions of equality / quality shall be final.
A technician is not needed onsite; however, there must be a technician on-call 24/7 should anything go
wrong with the equipment during the rental period. Upon award of contract, vendor shall provide two
contact numbers in case a technician is needed during the rental period. If called, technicians must be
on-site within one (1) hour.
Vendor shall provide a price for refueling equipment after rental period.
5. Delivery Location
Rentals for the Fair shall to be delivered to the Virginia Motorsports Park at 8018 Boydton Plank Rd.,
North Dinwiddie, VA 23803. Location of other special events will be stated at time of request.
6. Setup/Breakdown Schedule for Fair 2020
Delivery and setup may begin on Tuesday, September 22, 2020 at 9 a.m.
All delivery and setup must be complete no later than 5 p.m. on Wednesday, September 23, 2020.
All equipment must be removed from the premises no later than 5 p.m. on Monday, September 28,
Quantities set forth in this solicitation are estimates only, and the contractor shall supply at quoted prices
actual quantities as ordered, regardless of whether such total quantities are more or less than those
1. Prices shall include delivery, setup and pickup. Unit prices must be listed. Fair Rental Per Unit Price
shall be based on a 6-day rental (Wednesday setup – Monday AM pickup). Unit Price Per Day will be
used for other special events.
Vendors shall include in their prices all costs including materials, labor and equipment, travel and mileage,
shipping and delivery, insurance, permits and overhead. No Additional Costs Will Be Allowed.
2. Prices shall be free of any federal, state or local taxes.
C. Cancellation Clause
If a scheduled event is cancelled due to weather or reasons not controlled by the County, the County shall
notify the vendor no less than 24 hours prior to the event. The County shall not be penalized for
cancellation and have no obligation to the vendor for payment.
D. Contractor Requirements
1. Contractor shall have an active registration with the Virginia State Corporation Commission, if required.
2. Contractor shall hold a current business license in the physical location of business, if required.
3. Contractor shall have a physical location no further than 50 miles from the Virginia Motorsports Park at
8018 Boydton Plank Road, North Dinwiddie, VA 23803.
4. Contractor shall maintain proper insurance per the Section D of the General Terms and Conditions (Part
E. Clarification of Terms or Specifications:
If any vendor has questions about any specifications or other solicitation documents, the vendor should
contact the person issuing the RFQ whose name appears on the face of the solicitation no later than three
working days before the due date. Any revisions to the solicitation will be made only by addendum issued
by the person issuing the RFQ. All addenda are posted on eVA. It is the Contractor’s responsibility to
check for addenda.
Award will be made to the vendor that, in the County’s opinion, provides the best overall value. Best value
will be based on price, equipment specifications, availability, experience, and other information provided in
the quotation. The County reserves the right to award by item, groups or items or total, to reject any and all
quotations in whole or in part, and to waive any informality or technical defect if, in its judgement, is in the
best interests of the County.
G. Term of Contract
A contract will be awarded to the successful vendor for an initial period of twelve (12) months, with the
option for renewals under the terms, conditions and pricing of the original contract for up to two (2)
additional years, to include Fair 2021 and Fair 2022, unless either party gives written notification to the
other party no later than February 1 of the applicable year that they do not wish to renew. Price increases, if
any, may be negotiated at the time of renewal. The contract and any renewals of the contract(s) are subject
to the availability of funds and annual appropriations by the Board of Supervisors. At no time shall the
cumulative cost (initial year plus renewals) of the resulting contract exceed $50,000.
Subsequent year events are held approximately the same time each year. County will provide event and
setup dates at least six (6) months prior to event.
The County may request rentals for special events throughout the year on an as-needed basis.
All invoices must be sent to firstname.lastname@example.org. Invoices must include a breakdown of equipment
provided with unit prices. If Credit Card payment is accepted, the vendor agrees to not charge any
processing fees; otherwise, payment will be made via check within 30 days of receipt of proper invoice.
In event of default by the Contractor/Vendor, the County reserves the right to procure the commodities
and/or services from other sources, and hold the Contractor/Vendor liable for any excess cost incurred
thereby. If, however, the Contractor/Vendor is in default for not providing specified commodities and
public necessity requires use of commodities not conforming to the specifications, they may be accepted, at
County’s option, and payment therefore shall be made at a proper reduction in price. In addition and not
in limitation of the above penalties for default, a liquidated damage of $250 per hour shall apply if
setup is not completed by the date/time stated in this RFQ. Contractor, by providing a quote, waives
its right to challenge this liquidated damage provision in any litigation related to this RFQ or the
J. Applicable Laws:
The resulting contract shall be governed by the laws of the Commonwealth of Virginia. Venue for any
action arising out of the performance of this contract/purchase order shall be with a state court with
jurisdiction in Dinwiddie County, Virginia. The Contractor/Vendor shall comply with all applicable federal,
state and local laws, rules and regulations.
K. Assignment of Contract/Purchase Order:
A contract/purchase order shall not be assignable by the Contractor/Vendor in whole or in part without the
written consent of the County.
[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]
GENERAL TERMS AND CONDITIONS
A. Anti-Discrimination Against Faith-Based Organizations Statement by County:
The County does not discriminate against faith-based organizations. Contractor certifies to the County that
it 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 Contractor is 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).
B. Anti-Discrimination Statement by Contractor
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, status as a service disabled veteran, 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.
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 Contractor.
C. Immigration Reform and Control Act of 1986:
Contractor certifies that it does not and will not during the performance of this contract knowingly employ
unauthorized alien workers or otherwise violate the provisions of the Federal Immigration Reform and
Control Act of 1986.
Contractor certifies that it will have the following insurance coverage at the time the contract is awarded.
If any subcontractors are involved, the subcontractor will have workers’ compensation insurance in
accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. Contractor further certifies that
the Contractor and any subcontractors will maintain this insurance coverage during the entire term of the
contract and that all insurance coverage will be provided by insurance companies authorized to sell
insurance in Virginia by the Virginia State Corporation Commission. Subcontractors, if any, will maintain
similar insurance coverage during the entire term of the contract.
MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED:
1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer. Contractors who fail to notify the
County of increases in the number of employees that change their workers’ compensation
requirements under the Code of Virginia during the course of the contract shall be in
noncompliance with the contract.
2. Employer’s Liability - $100,000.
3. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to
include bodily injury and property damage, personal injury and advertising injury, products and
completed operations coverage. The “County of Dinwiddie, Virginia, its Officers, agents, and
employees” shall be named as additional insured on a primary basis and so endorsed on the policy.
Such additional insured status shall be primary without participation by County’s insurers.
4. Automobile Liability - $1,000,000 per occurrence.
5. Professional Liability - $1,000,000 per occurrence.
6. Umbrella Liability - $1,000,000 per occurrence.
E. Drug-Free Workplace:
During the performance of this contract, 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, sale, distribution,
dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor'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 Contractor that
the Contractor 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
subcontractor or Contractor.
For the purposes of this section, “drug-free workplace” means a site for the performance of work done in
connection with a specific contract awarded to a Contractor, 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.
(1) To Prime Contractor(s):
a. Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to
the Accounts Payable address shown on the purchase order/contract. All invoices shall show the
County contract number and/or purchase order number; social security number (for individual
Contractors) or the federal employer identification number (for proprietorships, partnerships, and