REQUEST FOR QUOTATIONS
Issue Date: February 13, 2020
Title: UPS Battery Replacement February 2020
Issuing Agency: City of Charlottesville
Using Department/Division And/Or Location
Where Work Will Be Performed: City of Charlottesville, Information Technology Department
Quotations in response to this RFQ will be received until 4:30 pm local prevailing time on March 5, 2020. For
Furnishing The Goods/Services Described Herein. Quotations received after the time designated for receipt will
not be considered.
All Inquiries For Information Should Be Directed To: Katherine Perryman, Program Coordinator Phone: 434-
970-3193 Email: firstname.lastname@example.org.
Quotations may be mailed, hand delivered, faxed or emailed.
IF QUOTATIONS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF
QUOTATIONS ARE HAND DELIVERED, DELIVER TO:
City of Charlottesville
Attn: Katherine Perryman
120 7th Street NE, Suite 405
Charlottesville, VA 22902
IF QUOTATIONS ARE EMAILED, EMAIL TO: email@example.com
This public body 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.
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TABLE OF CONTENTS FOR RFQ#UPSBR-02012020
II. COMPETITION INTENDED
III. MINORITY BUSINESS PROGRAM
IV. SCOPE OF WORK/ /SPECIFICATIONS
V. GENERAL TERMS AND CONDITIONS
VI. SPECIAL TERMS AND CONDITIONS
VII. PRICING SCHEDULE
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I. PURPOSE: The City of Charlottesville is soliciting quotations from qualified vendors to purchase replacement
uninterrupted power source (UPS) batteries for the City’s data center located at 120 7th Street NE, Suite 405,
Charlottesville, VA 22902.
II. COMPETITION INTENDED: It is the City’s intent that this Request for Quotation (RFQ) permits competition. It
shall be the bidder’s responsibility to advise the Purchasing Agent in writing if any language requirement,
specification, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in this RFQ to
a single source. Such notification must be received by the Purchasing Agent not later than five (5) days prior to the
date set for bids to close.
III. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City
of Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses
(SWaM-O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O
businesses, City Council and staff have taken steps to push forward policy changes and initiatives to help reduce
barriers to doing business with the City. To find out more about the current City of Charlottesville initiatives and
programs please visit the Minority Business Program website at http://www.charlottesville.org/business/minority-
IV. SCOPE OF WORK/DESCRIPTION OF ITEM:
The contractor shall provide all labor, supervision, equipment, tools, materials and incidentals necessary to furnish
and install with a quantity of eighty (80) 12 volt, 280 watt batteries. Batteries must be Hitachi HRL 12280WFR
batteries, or equivalent. All equipment, materials and installation work shall comply with this specification, the
Virginia OSHA Standards, and the Virginia Uniform Statewide Building Codes. Installation will occur in two lots
of 40 batteries per delivery. One to be installed within 30 days of contract award and the second to be installed
between July 15, 2020 and August 23, 2020. The contractor will be responsible for removal of old batteries from the
premises and disposal.
V. GENERAL TERMS AND CONDITIONS:
A. 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 Virginias with Disabilities Act, the Americans with
Disabilities Act and Code of Virginia §2.2-4311, §2.2-4311.2, and §2.2-4312 . 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 recipients 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
Every contract over $10,000 shall include the provisions:
1. During the performance of this contract, the contractor agrees as follows:
a. During the performance of this contract, the Contractor agrees that it 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 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, shall state that it 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 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
from City contracting regardless of whether the specific contract is terminated.
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2. The contractor will include the provisions of No. 1 above in every subcontract or purchase order over
$10,000, so that the provision will be binding upon each subcontractor or vendor.
B. ANTI-DISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated
against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age,
disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in
employment or because the bidder or offeror employs ex-offenders unless the City has made a written
determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this
contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or
disbursements provided pursuant to this contract objects to the religious character of the faith-based
organization from which the individual receives or would receive the goods, services, or disbursements, the
public body shall offer the individual, within a reasonable period of time after the date of his objection, access
to equivalent goods, services, or disbursements from an alternative provider.
C. ANTI-DISCRIMINATION OF FAITH-BASED ORGANIZATIONS: The City of Charlottesville does not
discriminate against faith-based organizations.
D. ANTITRUST: By entering into a contract, a contractor conveys, sells, assigns, and transfers to the City of
Charlottesville 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 Virginia, relating to the particular goods
or services purchased or acquired by the City of Charlottesville under said contract.
E. APPLICABLE LAWS & COURTS: This procurement transaction, and any resulting contract, shall in all
aspects be governed by the laws of the Commonwealth of Virginia, notwithstanding its conflicts of laws
provisions. Any litigation with respect hereto shall be brought in the Circuit Court for the City of
F. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part
without the written consent of the City.
G. AVAILABILITY OF FUNDS: The City’s obligation under a contract awarded as a result of this procurement
transaction shall be and are hereby made expressly contingent upon the availability and appropriation of public
funds to support the City’s performance thereof.
H. AWARD OF CONTRACT: Awards shall be based on determination of the lowest responsive and responsible
bidder. No contract may be awarded to a bidder who is determined by the Purchasing Agent to be non-
I. BID ACCEPTANCE: Bids will be date and time stamped upon receipt and retained unopened in a secure
location until bid opening. No consideration will be given to date of postmark or error in delivery to incorrect
address. It is the responsibility of the bidder to ensure timely and correct delivery of bid.
J. BID ACCEPTANCE PERIOD: Each bid submitted must be and remain valid for a period of at least sixty (60)
days from bid opening. Erroneous bids may be reclaimed or superseded any time prior to bid opening time;
Modification of or corrections to bids are not acceptable after bids have opened. Any new bid must be marked
with the additional notation "Supersedes all previous submissions." No bidder may withdraw his bid from
consideration after bid opening due to a mistake, except as permitted by the Code of Virginia §2.2-4330.
K. BID TABULATIONS: Tabulations of bids are a matter of public record and are available upon request.
L. BID/PROPOSAL PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state
bid/offer prices in US dollars.
M. BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The City’s SAP electronic solution offers
vendor self-service registration. Vendors are not required to register prior to bidding, however, purchase orders
cannot be issued and payment to vendors cannot be processed to a non-registered vendor. Go to
www.charlottesville.org/purchasing, under the Vendor Registration link. Complete instructions are included on
the vendor registration page.
N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways per the
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requirements of the City’s Internal Contracts Management Policy:
a. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the
price of the contract resulting from such modification shall be agreed to by the parties as a part of their
written agreement to modify the scope of the contract. No fixed price contract may be increased by less
than ten percent (10%) or $25,000 without the advance approval of the City Manager or designee, and
under no circumstances may the amount of this contract be increased, without adequate consideration,
for any purpose (including, but not limited to, relief of the Contractor from the consequences of an error
in its bid or offer).
b. The City may order changes within the general scope of the contract at any time by written notice to the
contractor. Changes within the scope of the contract include, but are not limited to, things such as
services to be performed, the method of packing or shipment, and the place of delivery or installation.
The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any
additional costs incurred as the result of such order and shall give the City a credit for any savings. Said
compensation shall be determined by one of the following methods:
By mutual agreement between the parties in writing; or
By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be
done can be expressed in units, and the contractor accounts for the number of units of work
performed, subject to the City’s right to audit the contractor’s records and/or to determine the
correct number of units independently; or
By ordering, the contractor to proceed with the work and keep a record of all costs incurred
and savings realized. A markup for overhead and profit may be allowed if provided by the
contract. The same markup shall be used for determining a decrease in price as the result of
savings realized. The contractor shall present the City with all vouchers and records of
expenses incurred and savings realized. The City shall have the right to audit the records of the
contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in
price under this provision must be asserted by written notice to the City within thirty (30) days
from the date of receipt of the written order from the City. If the parties fail to agree on an
amount of adjustment, the question of an increase or decrease in the contract price or time for
performance shall be resolved in accordance with the procedures for resolving disputes
provided by the Disputes Clause of this contract or. Neither the existence of a claim nor a
dispute resolution process, litigation or any other provision of this contract shall excuse the
contractor from promptly complying with the changes ordered by the City or with the
performance of the contract generally.
O. CLARIFICATION OF TERMS: The City will assume no responsibility for oral instructions, suggestion or
interpretation of this IFB. Any question regarding the solicitation documents and/or specifications shall be
directed to the issuing agency designated on page 1 and any material change will be submitted to all
bidders/offerors through issuance of an addendum. Any questions related to this IFB MUST be submitted to
the city staff listed on page 1 no fewer than five (5) work days prior to the date set by this IFB for receipt
of bids by the City. Questions should be in writing and electronic transmission is preferred. Questions
submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response
to all prospective bidders/offerors without causing an unacceptable delay in the process.
P. CONTRACTOR’S FORMS/BOILERPLATE CONTRACTS: All written agreements, contracts, service
agreements, account applications, forms and other documents, of any nature, that the Contractor would require
the City to sign in connection with any contract resulting from this procurement transaction, or the performance
thereof by the Contractor, must be submitted along with the Contractor’s bid. Under no circumstances shall the
City be required to agree to any contractual provision (i) that would materially conflict with any requirement(s)
of this IFB, (ii) that would affect the price, quality, quantity or delivery schedule for any goods or services, (iii)
that would conflict with any requirement of the Code of Virginia, Virginia Public Procurement Act or the
Charlottesville City Code, or (iv) that would, in the City’s sole discretion, materially alter the overall
combination of quality, price and various elements of required services that in total are optimal relative to the
City’s needs, and the Contractor shall not condition its performance or delivery upon any such agreement by the
Q. CONTRACTOR LICENSE REQUIREMENTS: State statutes and regulatory agencies require that some firms
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