BUCHANAN COUNTY BOARD OF SUPERVISORS

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Tuesday, April 4, 2017
Event Title: INVITATION TO BID
Tuesday, April 4, 2017
INVITATION TO BID


RE: PLAYGROUND EQUIPMENT FOR POPLAR GAP PARK LOCATED AT 1818 FAIR GROUNDS CIRCLE, GRUNDY, VIRGINIA


The Buchanan County, Va., Board of Supervisors is requesting bids for one "playground equipment the same or comparable to the specification listed to be delivered to the Poplar Gap Park located in Grundy, Virginia.

BID SUBMISSION

SEALED bids will be received at the County Administrator's Office located on the Fourth Floor of the Courthouse, at the corner of Main St. and Walnut, Grundy, Virginia until 10:00 AM on Monday April 17th, 2017. Bids should be mailed or hand-delivered to the Attention of Loretta Peck, Purchasing Department, Buchanan County, Virginia, P.O. Drawer 950, Grundy, Va. 24614. ALL BIDS MUST BE SEALED AND SHOULD BE MARKED AS A BID FOR PLAYGROUND EQUIPMENT.

EVALUATION AND AWARD CRITERIA


A. Code of Virginia section 2.2-4300 best value concepts will be used when evaluating the Invitation for Bid results, such best value concept factors that will be considered are as follows:

- overall combination of price and quality of product;
- warranty provisions of any;
- service provisions if any:

The bid that provides the best overall combination of the above factors will be the successful bid.


B. Award of Contract
The selection process shall be in accordance with County Code sections 16-35






SCOPE OF SERVICES

1 - High Stepper Regular

Size: L 18'7" (5.7m)
W 18'7" (5.7m)
H 12'10" (3.9m)

Use zone 29'9" x 29'9" (9m x 9m)

Ages 5 - 12 Capacity: 35 Children

Fall Height 6' (18m)

Color: Blue





Specifications and contractual terms may be obtained at the Buchanan County Courthouse 1012 Walnut Street 4th Floor, Grundy, VA, 8:30 a.m. - 5:00 p.m., Monday -Friday or you may contact Loretta Peck @ 276-935-6505 the specification and contractual terms are incorporated into this Invitation for Bid by reference.
STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS

The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.


BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 10:00 a.m. Monday April 17th, 2017.


WITHDRAWAL OF BID PROCEDURE

Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.



_____________ _________________________________________
Date Robert Craig Horn, County Administrator


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Event Title: CONTRACT
Tuesday, April 4, 2017

CONTRACT


THIS AGREEMENT, made and entered into this the_______ day of ___________________, 2017, by and between Buchanan County, a Political Subdivision of the Commonwealth of Virginia, party of the first part; hereinafter sometimes referred to as "County," and______________________________, party of the second part, hereinafter referred to as "Vendor".

WITNESSETH:


THAT
for and in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows:

I.


The Vendor agrees to sell and the County agrees to purchase and for delivery as Splash Pool features as described in the Invitation to Bid made a part of this contract by incorporation by reference as Exhibit "A" at the Poplar Gap Park located at 1818 Fairgrounds Circle, Grundy, VA.

II.


The Vendor shall deliver to County the following Playground Equipment:


1 - High Stepper Regular

Size: L 18'7" (5.7m)
W 18'7" (5.7m)
H 12'10" (3.9m)

Use zone 29'9" x 29'9" (9m x 9m)

Ages 5 - 12 Capacity: 35 Children

Fall Height 6' (18m)



III.


County shall pay the Vendor for providing the same or comparable to the Scope of Services as described in Exhibit "A" at the purchase price of:


Purchase bid price is $______________________________________.


Payment of the purchase price shall be made within thirty (30) days of delivery of the above.

IV.


Vendor warrants and guarantees County no later than the time of payment title to the Splash Pool features free and clear of all liens.


V.


In the event that the Vendor fails to complete the performance required of it under this Agreement or in other way is in default of performance hereunder, County shall have the right to the remedies set forth at Virginia Code section 8.2-711, 8.2-712, 8.2-713, 8.2-714, 8.2-715, 8.2-716 and 8.2-717, along with any other remedies provided by either statutory or common law that may be applicable.

VI.


During the performance of this Agreement, the Vendor agrees as follows:

A. i. The Vendor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or 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 vendor. The Vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

ii. The vendor, in all solicitations or advertisements for employees placed by or on behalf of the vendor, will state that such vendor is an equal opportunity employer.

iii. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

B. The vendor will include the provisions of the foregoing paragraphs A(i), A(ii), and A(iii) in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or vendor.

C. During the performance of this contract, the vendor will:

i. Provide a drug-free workplace for the vendor's employees;

ii. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensations, possession, or use of a controlled substance or marijuana is prohibited in the Vendor'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 Vendor that the vendor 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 vendor.

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 vendor in accordance with this chapter, 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.

D. The Contractor does not and shall not during the performance of this contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

E. In the event of the Vendor's noncompliance with this section of this Contract, (Section XII), this Agreement may be canceled, terminated, or suspended, in whole or in part, and the Vendor may be declared ineligible for further Agreements and such other sanctions may be imposed and remedies invoked as other wise provided by law.

VII.


Time is of the essence in the completion of this contract. The Vendor shall delivery the materials provided within the Scope of Services as described in Exhibit "A" thereto pursuant to this agreement within thirty (30) days of execution of this agreement. However, the County may extend this deadline upon a good cause showing of the Vendor.


VIII.

Not modification of any of the terms of this Agreement, nor any extension of the length of time allowed for the completion of performance governed by this Agreement, shall be valid except as permitted by Virginia Code section 2.2-4309.

IX.


The Vendor shall not assign his rights or obligations under this Agreement. The Vendor represents that he does not intend to use any subcontractors to complete performance of this contract.

XI.


County may cancel this Agreement at any time prior to complete performance by the Vendor based upon a decision by County that such cancellation is in the best interest of County. Any such decision shall be a discretionary decision of County.


XII.


This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. The parties agree that the Circuit Court for Buchanan County shall be the proper venue for litigation hereunder whether or not such alleged breach involves Federal law or jurisdiction and that disputes between the parties which are not settled by the parties shall be settled by the Circuit Court of Buchanan County.

XIII.


If any provisions of this Agreement shall be deemed by a court of competent jurisdiction to be invalid, the remainder of this Agreement shall nevertheless remain in full force and effect. This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia.

XIV.

The Contractor if organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as registered limited partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity.


EXECUTED IN DUPLICATE ORIGINALS.

WITNESS
the following signatures and seals:

BUCHANAN COUNTY



By: _______________________________________
Carroll Branham, Chairman of the
Buchanan County Board of Supervisors
ATTEST:

___________________________________
Robert Craig Horn, County Administrator
for Buchanan County, Virginia

VENDOR:


_________________________________________

BY: ____________________________


APPROVED AS TO FORM:



____________________________________
Lawrence L. Moise III, County Attorney
For Buchanan County, Virginia

COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-with:

Subscribed, and acknowledged before me Buchanan County, by Carroll Branham, Chairman of the Buchanan County Board of Supervisors, and Robert Craig Horn, County Administrator for Buchanan County this the_________ day of _______________, 2017, in Buchanan County, Virginia.

My commission expires: ________________________________.

My registration number: _________________________________.


________________________________
NOTARY PUBLIC

COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-wit:

Subscribed, and acknowledged before me, by _______________________ this the _____day of _________________, 2017, in Buchanan County, Virginia.

My commission expires: ________________________________.

My registration number: _________________________________.


________________________________
NOTARY PUBLIC

COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-wit:

Subscribed, and acknowledged before me, by Lawrence L. Moise III, County Attorney for Buchanan County this the _______ day of _____________, 2017, in Buchanan County, Virginia.

My commission expires: _________________________________.

My registration number: _________________________________.

________________________________
NOTARY PUBLIC




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Event Title: Public Notice
Tuesday, April 4, 2017

PUBLIC NOTICE

THERE WILL BE A SPECIAL CALLED MEETING OF THE
BUCHANAN COUNTY
BOARD OF SUPERVISORS ON FRIDAY THE
7th DAY OF APRIL 2017 AT
10:00 A.M. IN THE BOARDROOM OF THE BUCHANAN COUNTY COURTHOUSE.


___________________________
ROBERT C. HORN
COUNTY ADMINISTRATOR



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Tuesday, April 11, 2017
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Event Title: Public Hearing Notice
Tuesday, April 11, 2017

Public Hearing Notice

The Virginia Department of Transportation and the Board of Supervisors of Buchanan County, in accordance with Section 33.1-70.01 of the Code of Virginia, will conduct a joint public hearing in the Board Meeting Room of the Buchanan County Courthouse, 1012 Walnut Street, Grundy, Virginia 24614 at 10:15 a.m. on May 1, 2017. The purpose of this public hearing is to receive public comment on the proposed Secondary Six-Year Plan for Fiscal Years 2017/18 through 2022/23 in Buchanan County and on the Secondary System Construction Budget for Fiscal Year 2017/18. Copies of the proposed Plan and Budget may be reviewed at the Lebanon Residency Office of the Virginia Department of Transportation, located at 1067 Fincastle Road, Lebanon, Virginia 24266 or at the Buchanan County offices located at 1012 Walnut Street, Grundy, Virginia 24614.

All projects in the Secondary Six-Year Plan that are eligible for federal funds will be included in the Statewide Transportation Improvement Program (STIP), which documents how Virginia will obligate federal transportation funds.

Persons requiring special assistance to attend and participate in this hearing should contact the Virginia Department of Transportation at (276) 889-7601. Persons wishing to speak at this public hearing should contact the Buchanan County Board of Supervisors at (276) 935-6508.






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Friday, April 14, 2017
(4 11 14 19 20 27 28)
Event Title: Request for Proposal
Friday, April 14, 2017

BUCHANAN COUNTY BOARD OF SUPERVISORS


Request for Proposal
For
Dependent Eligibility Audit


PREFACE

The Buchanan County Board of Supervisors will receive proposals for Group Health Insurance Dependent Eligibility Audit.

The procurement method is pursuant to Va. Code section 2.2-4303(G)(1). This Request for Proposal (RFP) indicates in general terms the nature of the program and services requested. Bidders are to submit their proposal according to the bid specifications of the Buchanan County Board of Supervisors.

In order to procure the program which best meets the needs of the Buchanan County Board of Supervisors the evaluation criteria considers price, services of the proposed dependent eligibility audit. The County shall also utilize the Best Value Concepts permitted by Va. Code section 2.2-4300.

All responses, inquiries, and correspondence relating to or referenced to the RFP and all other reports, schedules, exhibits and documentation submitted by the bidders will become property of the Buchanan County Board of Supervisors.

Any Proprietary information submitted by the bidder in connection with the Procurement transaction will not be subject to the public disclosure under the Virginia Freedom of Information Act. However, the bidder must clearly disclose in writing in the forefront of the proposal what sections, data or other information is proprietary in nature and should be protected under the Virginia Freedom of Information Act.

Any costs incurred by the bidder in preparing or submitting proposals are the bidder's sole responsibility. The Buchanan County Board of Supervisors will not be responsible for any costs incurred by the bidder at any time.

The information contained herein is made for the purpose of informing and assisting the prospective bidders in preparing their bids. The Buchanan County Board of Supervisors, its officials, employees or agents shall construe none of these statements contained within this RFP as a warrantee or representation. Therefore, the above mentioned parties shall not be liable to any persons for any statement contained herein.

The bidder shall maintain and demonstrate proof of liability insurance for the term on the contract when the bid is submitted.



SELECTION CRITERIA

1. Does your process include subscriber-specific communications requesting evidence their covered dependents meet the plan's eligibility criteria?

2. How many rounds of mailings are included in your standard offering?

3. What other elements are included in your standard communications process?

4. Do you offer an appeals period as part of your standard audit process?

5. Are the communications customizable to each client's preferences?

6. What type of follow up communications do you offer to employees with incomplete responses?

7. Do you offer an internet web portal with customized information for each subscriber in the audit?

8. Do you offer a secure way to communicate with the plan sponsor to support administration of the audit?

9. What communications methods do you offer for employees to respond to the audit?

10. Do you offer a call center? If so, where is it located?

11. What are the hours and days the call center is available?

12. If you offer a call center, is it staffed by your own employees or is it outsourced?

13. How many seats does your call center technology support?

14. How many call center representatives do you have currently?

15. How do you support inquiries from employees who speak languages other than English at your call center?

16. What is the average time to answer a call in your call center?

17. What reporting do you offer during and after the audit?

18. Do you offer any performance guarantees? If so, what are they?

19. Do you offer any savings guarantees? If so, what are they?

20. What is the basis for determining your dependent eligibility audit fee?

21. What would you charge to conduct an audit with 487 subscribers covering one or more dependents and 847 dependents?

22. The annual premium for 2017-2018. The dollar amount of the premium will be considered; however, it will not be the sole determining factor in awarding the contract.

23. The flexibility of the bidder to meet specific needs of the Buchanan County Board of Supervisors employees.

24. The selection of one or more qualified agents or companies will be made after receipt of all valid proposals. After negotiations have been conducted with the agent or company selected the Buchanan County Board of Supervisors shall select the agent or company, who in its opinion has made the best offer, and award the contract.

25. Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.


EVALUATION AND AWARD CRITERIA

A. Code of Virginia section 2.2-4300 best value concepts will be used when evaluating the Invitation for Bid results, such best value concept factors that will be considered are as follows:

- overall combination of price and quality of product;
- warranty provisions of any;
- service provisions if any; and
- selection criteria referenced above.

The bid that provides the best overall combination of the above factors will be the successful bid.


B. Award of Contract
The selection process shall be in accordance with County Code sections 16-35









THE PROPOSAL

I. Proposals will be received at the County Administrator's Office until, 10:00 a.m., Tuesday, April 25, 2017. Proposals may be submitted by e-mail attachment; by U.S. mail; or by fax. To submit by e-mail please submit to Loretta.peck@buchanancounty-va.gov < . By fax please use the following fax number: 276-935-4479. By mail please reference the address below. Any questions in regard to this procurement solicitation should be made to Loretta Peck at 276-935-6505 or Loretta.peck@buchanan-va.gov < . .

II. The proposals will be presented to the Buchanan County Board of Supervisors for consideration of staff recommendation for an award.

III. All bid proposals should be submitted to:

Robert Craig Horn, Administrator for Buchanan County
1012 Walnut Street
4th Floor
P.O. Box 950
Grundy, Virginia 24614



Proposals received after 10:00 a.m. Tuesday, April 25, 2017, will be returned, and not considered.





_______________________________________ ________________
Robert Craig Horn Date
Administrator for Buchanan County










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Wednesday, April 19, 2017
(4 11 14 19 20 27 28)
Event Title: MEMORANDUM
Wednesday, April 19, 2017





MEMORANDUM

TO: Buchanan County Board of Supervisors
Tammy Davis, Payroll Clerk
Virginia Mountaineer
The Voice
Bluefield Daily Telegraph
FROM: Robert C. Horn, County Administrator
DATE: April 18, 2017
A budget workshop is scheduled for Monday, April 24th at 10:00 a.m. in the county administrator's office. If you have any questions, please don't hesitate to contact me. Thank you.







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Thursday, April 20, 2017
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Event Title: NOTICE
Thursday, April 20, 2017


NOTICE

Pursuant to the Workforce Innovation and Opportunity Act (Pub. L. 113-128), section 106(b)(3), the Buchanan County Board of Supervisors is ready to pursue Subsequent Designation as a participating Consortium partner in local Workforce Development Area One. The Board is requesting public comment from businesses, labor organizations, institutions of higher education and the public at large. If you have any comments, please email sandy.stiltner@buchanancounty-va.gov < . Deadline for comments is May 15th, 2017

Thank you.




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Event Title: INVITATION FOR BID
Thursday, April 20, 2017
INVITATION FOR BID


RE: ROOF REPAIRS NEEDED FOR POPLAR GAP PARK GYMNASIUM LOCATED AT 1818 FAIRGROUNDS CIRCLE ROAD, GRUNDY, VA

The Buchanan County, Va., Board of Supervisors is requesting bids for roof repairs to the Poplar Gap Park Gymnasium located at 1818 Fairgrounds Circle Road, Grundy, VA 24614


This is to be a "turn-key" job the price will include materials, labor and any miscellaneous materials needed to complete the job. Work shall be completed within 30 days.

BID SUBMISSION

Bids will be received at the Buchanan County Administrator's Office located at 1012 Walnut Street, 4th Floor, Grundy, Virginia until 9:00 AM on Monday, May 1st, 2017. Bids may be mailed to the Attention of Loretta Peck @ P.O. Box 950, Grundy, VA 24614, faxed to 276-935-4479 or e-mailed to Loretta.Peck@buchanancounty-va.gov < . ALL BIDS SHOULD BE MARKED AS A BID FOR ROOF REPAIRS NEEDED FOR THE POPLAR GAP PARK GYMNASIUM.

SCOPE OF SERVICES

Contractor shall provide all labor, materials, equipment and accessories to furnish and install a fluid applied Conklin MR System Rapid Roof III (or equivalent system) roof coating over the existing metal roof decks. Any field applied finishes must be removed and all seams with an approved underlying tape or adhesive prior to application of the elastomeric latex membrane. The system shall be matched to the existing deck color. The existing roof square footage is approximately 11,000 Ft.

Furnish labor, materials and equipment to complete the job. Clean up and remove all debris generated by work. Work shall be completed within 30 days. The contract terms, specifications and conditions are incorporated and made a part of this Invitation for Bid by reference.


To obtain a copy of the Invitation to Bid and Contract please contact Kenneth Ratliff between the hours of 8:30 a.m.- 5:00 p.m. at 276-935-6578.

STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS

The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia and hold at least a Class B Contractor license with the Commonwealth of Virginia. The Contractor should also have experience in installation of roofing and repair of roofing jobs.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.


BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 9:00 a.m. Monday May 1st, 2017


WITHDRAWAL OF BID PROCEDURE


Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.


______________ ________________________________
Date Robert Craig Horn, County Administrator


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Event Title: CONTRACT
Thursday, April 20, 2017

CONTRACT

THIS AGREEMENT, made and entered into this the ______ day of __________________________, 2017 by and between BUCHANAN COUNTY, a political subdivision of the Commonwealth of Virginia, party of the first part, and_______________________________ party of the second part, hereinafter referred to as "Contractor".

WITNESSETH:

THAT for and in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows:

I

The Contractor agrees to provide a "turn-key" job, which will include materials, labor, equipment and any miscellaneous materials needed to complete roof repairs pursuant scope of services contained within "THE INVITATION TO BID" which said Invitation to Bid is made a part of this contract by reference as Exhibit "A".

II

The Contractor agrees to perform and complete or cause to be performed or completed all such construction in accordance with the techniques and methods of construction provided for by applicable law, the standards of the construction industry, and the specifications referenced above. The Contractor further agrees that all equipment and materials used in the installation shall meet all those requirements and specifications in compliance with the laws of the United States and the Commonwealth of Virginia.

III

The Contractor shall, at his own cost and expense, obtain and pay for all licenses, permits, certificates and surveys required for the completion of the work under this Agreement.

IV

The Contractor shall, at his own cost and expense, procure and maintain insurance required under the Virginia Workers' Compensation Act as well as liability insurance covering damages to person and property in the minimum amount of $1,000,000.00 and
shall furnish a Certificate of Insurance to the Board verifying proof of such insurance coverage.
The Contractor agrees to perform all the work required of him under this Agreement in a good and workmanlike manner under the supervision and direction of Buchanan County or its designated agents or employees. The Contractor will not subcontract any of the work described herein without the prior written approval of the Buchanan County Board of Supervisors. The Contractor will guarantee any work which would be performed by the sub-contractors. The Contractor further agrees to notify the County Administrator at least 24 hours before commencing work hereunder.

V

The Contractor in the performance of this contract does not and shall not knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

VI

The Board shall pay the Contractor for the performance of the work and the furnishing of the material under this Agreement the sum of $___________________upon the satisfactory completion of the aforesaid project. No partial performance payments will be made.

VII

A. Anything in this Agreement to the contrary notwithstanding, the final payment above set forth shall not become due and payable to the Contractor until thirty (30) days after the satisfactory completion of such project and until after the said Contractor has delivered to the Board satisfactory evidence that all claims, liens, and claims for liens and assignments of any sums due hereunder of Contractor's laborers, workmen and material men or any other persons, firms, associations, or corporations who may have performed any labor or furnished any materials under, or in connection with the performance of this Agreement have been paid in full.
B. The County shall notify the Contractor in writing of any defect or impropriety,
which could prevent payment by the payment date within twenty (20) days of the completion of the project and the receipt of the materials described in Paragraph 7 A herein.
C. In the event of a dispute between the Contractor and a subcontractor and regardless of any other language herein, the Contractor may still be paid in full if he provides the County with written notice of the reason for nonpayment. Upon being paid in full the Contractor shall take one of the two following actions within seven (7) days after having received payment from the County:
1. Pay the subcontractor for the proportionate share of the total payment received from the agency attributable to the work performed by the subcontractor under the contract; or
2. Notify the County and subcontractor, in writing, of his intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.
D. An individual contractor shall provide his social security number to the County and proprietorships, partnerships, and corporations shall provide their federal employer identification numbers to the County.
E. The contractor shall be obligated to pay interest to any subcontractor on all amounts owed by the contractor that remain unpaid after seven (7) days following receipt by the contractor of payment from the County for work performed by the subcontractor under this contract, except for amounts withheld as allowed in subdivision C2 of this section.
F. Interest shall accrue at the legal rate.
G. The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.
H. The contractor's obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section may not be construed to be an obligation of the County. A contract modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

VIII

The Contractor shall indemnify and save harmless Buchanan County and its Board of Supervisors, officers and employees against all losses, or damages on account of injury to persons or property occurring in the performance of this Agreement together with any and all attorneys' fees incurred by Buchanan County on account of any thereof.

IX

In the event that the Contractor fails to complete the work required of him under this Agreement or abandons the said work or in any other way is in default of performance hereunder, the Board and its agents shall have the right to enter upon the premises upon, which the work is being done and take possession thereof and of any material thereon, whether supplied by the Contractor or otherwise, and use such material and complete the said Agreement through workmen or contractors or subcontractors employed by the Contractor and in every way perform the Agreement as is required to be done by the Contractor. In the event that the cost of such work and the furnishing of such material as may be required to be furnished exceeds the amount then remaining due the Contractor under the said Agreement, the Contractor shall pay to the Board the amount of such deficiency. But if such amount remaining in the hands of the Board under this Agreement at the time of the default of the Contractor exceeds the amount required to complete the said Agreement, then upon such completion the Buchanan County Board of supervisors shall pay such surplus to the Contractor.

X

In the performance of the work under this Agreement, the Contractor shall conform to all applicable laws, ordinances, rules and regulations now in force or hereafter adopted and shall obtain all permits, licenses and consents required by such laws, ordinances, rules and regulations.

XI

During the performance of this Agreement, the Contractor agrees as follows:
A. 1. The Contractor will not discriminate against any employee or applicant
for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin 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.
2. 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.
3. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.
B. The Contractor will include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or vendor.
C. During the performance of this contract, the Contractor will:
1. Provide a drug-free workplace for the Contractor's employees;
2. 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;
3. State in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and4. Include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000.00 so that the provisions will be binding upon each subcontractor or vendor.
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 in accordance with this chapter, 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.
D. In the event of the Contractor's noncompliance with this section of this Contract, (Section XI), this agreement may be cancelled, terminated or suspended, in whole or part, and the Contractor may be declared ineligible for further Agreements and such other sanctions may be imposed and remedies invoked as otherwise provided by law.

XII

The Contractor shall, at all times, keep all roads, in the construction area, open and passable to normal traffic, considering short delays, which may be necessary in the performance of the work covered by the Agreement.

XIII

No extra work, not required by the plans and specifications hereinbefore mentioned, shall be performed or other material furnished unless on written order of the Board certifying that the performance of such extra work has been approved and authorized by it and such modification is in compliance with Va. Code section 2.2-4309.

XIV

No extra compensation not specified in this Agreement shall be demanded or received by the Contractor for any changes or alterations in the work performed under this Agreement, or for any extra work unless the foregoing provisions of this Agreement have been complied with strictly and modification of said contract is compliant with Va. Code section 2.2-4309.

XV

The Contractor shall commence work under the terms of this Agreement on or before ____________________ following the date of execution of this Agreement and shall complete all such work on or before thirty (30) calendar days (weather permitting) after the execution of this Agreement. However, in the event the contractor is unable to complete said project within thirty (30) calendar days, contractor is hereby required to request in writing an extension for an additional period not to exceed twenty (20) days, from the Board. It shall be in the sole discretion of the Board to either grant or not to grant an extension of the time to complete the construction of the project. No extension shall be granted for contractor's failing to properly plan or anticipate the actual time required to complete the project nor for contractor's overextension of labor and materials or failure of subcontractor or supplier to timely perform. A penalty for failing to meet project deadlines or extensions thereof shall accrue as follows: 5% of contract amount upon the first day of default and an additional 1% of the contract balance for each weekday (holidays excluded) thereafter until the project is completed and approved by the Board.

XVI

No modification of any of the terms of this contract, nor any extension of the length of time allowed for the completion of the work governed by this contract, shall be valid without the advance written approval of the Buchanan County Board of Supervisors and in compliance with Va. Code section 2.2-4309.
The Contractor shall not assign his rights or obligations under this Agreement, nor have more than fifty percent (50%) of the work required by this Agreement performed by sub-contractors. Subcontractors must be approved in advance by the Board of Supervisors or the County Administrator acting on behalf of the Board of Supervisors prior to the Board's next regular monthly meeting.

XVII

Claims by the Contractors shall be made in accordance with Section 11-69 of the 1950 Code of Virginia, as amended, and shall include a sworn written statement of facts substantiating such claims, together with copies of all documents and photographs which tend to substantiate such claims. The Contractor shall be allowed to appear before the Board of Supervisors within thirty (30) days after having filed such claim to present its argument in support of such claim. The Board of Supervisors shall rule on such claim in writing within sixty (60) days of the time set for such hearing.

XVIII

The parties agree that in the event the Contractor defaults in its performance of this Agreement or in the event that any money is paid by the Contractor's surety for the completion of this Contract, that the Contractor shall be disqualified from bidding on any future county construction projects for a period of two (2) years.

XIX

The County may cancel this Agreement at any time based upon a decision by the Buchanan County Board of Supervisors that such cancellation is in the best interest of the County. Any such decision shall be a discretionary decision of the Board. In the event of a cancellation pursuant to this paragraph, then the County shall not be liable to the Contractor for his bidding cost or for any amount other than the fair market value of the construction work completed by the Contractor pursuant to this Contract as of the time of the cancellation.

XX

This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. The parties agree that the Circuit Court for Buchanan County shall be the proper venue for any litigation hereunder whether or not such alleged breach involves Federal law or jurisdiction.

XXI

If any provisions of this Agreement shall be deemed by a court of competent jurisdiction to be invalid, the remainder of this Agreement shall nevertheless remain in full force and effect.
XXII
The Contractor if organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as registered limited partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity.
EXECUTED IN DUPLICATE ORIGINALS.
WITNESS
the following signatures and seals:

BUCHANAN COUNTY BOARD OF SUPERVISORS


By: _____________________________________
J. Carroll Branham, Chairman

ATTEST:

___________________________________________
Robert Craig Horn, County Administrator

CONTRACTOR

By: _________________________________________


COMMONWEALTH OF VIRGINIA,
AT LARGE, to-wit:

Subscribed, and acknowledged before me, by J. Carroll Branham, Chairman of the Buchanan County Board of Supervisors and Robert Craig Horn, County Administrator, this _____ day of___________________, 2017 in Buchanan County, Virginia.

My commission expires: ___________________________.
My registration number: __________________________.

________________________________________________
NOTARY PUBLIC
COMMONWEALTH OF VIRGINIA
AT LARGE, to-wit:

Subscribed and acknowledged before me, by ____________________________, ______________of ___________________ this the __________ day of ________________, 2017 in ___________________, Virginia.

My commission expires: ___________________________.
My registration number: __________________________.


________________________________________________
NOTARY PUBLIC


APPROVAL


The form of the foregoing Agreement by and between the Buchanan County Board of Supervisors and _____________________________is here by approved.

Witness the following signature and seal:


______________________________________________
ATTORNEY FOR THE COUNTY OF BUCHANAN


DATE: _________________________________


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Event Title: INVITATION FOR BID
Thursday, April 20, 2017
INVITATION FOR BID


RE: ROOF REPAIRS NEEDED FOR HURLEY GYMNASIUM LOCATED AT 1014 DA JUSTUS ROAD, HURLEY, VA 24620

The Buchanan County, Va., Board of Supervisors is requesting bids for roof repairs to the Hurley Gymnasium located at 1013 DA Justus Road, Hurley, VA 24620


This is to be a "turn-key" job the price will include materials, labor and any miscellaneous materials needed to complete the job. Work shall be completed within 30 days.

BID SUBMISSION

Bids will be received at the Buchanan County Administrator's Office located at 1012 Walnut Street, 4th Floor, Grundy, Virginia until 9:00 AM on Monday, May 1st, 2017. Bids may be mailed to the Attention of Loretta Peck @ P.O. Box 950, Grundy, VA 24614, faxed to 276-935-4479 or e-mailed to Loretta.Peck@buchanancounty-va.gov < . ALL BIDS SHOULD BE MARKED AS A BID FOR ROOF REPAIRS NEEDED FOR THE HURLEY GYMNASIUM.

SCOPE OF SERVICES


Contractor shall provide all labor, materials, equipment and accessories to furnish and install a fluid applied Conklin MR System Rapid Roof III (or equivalent system) roof coating over the existing metal roof decks. Any field applied finishes must be removed and all seams with an approved underlying tape or adhesive prior to application of the elastomeric latex membrane.
The system shall be matched to the existing deck color. The system shall be matched to the existing deck color. The existing roof square footage is approximately 10,000 Ft.

Furnish labor, materials and equipment to complete the job. Clean up and remove all debris generated by work. Work shall be completed within 30 days. The contract terms, specifications, and conditions are incorporated into this Invitation For Bid by reference.

To obtain a copy of the Invitation to Bid and Contract please contact Kenneth Ratliff between the hours of 8:30 a.m.- 5:00 p.m. at 276-935-6578.


STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS


The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia and hold at least a Class B Contractor license with the Commonwealth of Virginia. The Contractor should also have experience in installation of roofing and repair of roofing jobs.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.


BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 9:00 a.m. Monday May 1st, 2017


WITHDRAWAL OF BID PROCEDURE


Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.


______________ ________________________________
Date Robert Craig Horn, County Administrator


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Event Title: CONTRACT
Thursday, April 20, 2017

CONTRACT

THIS AGREEMENT, made and entered into this the ______ day of __________________________, 2017 by and between BUCHANAN COUNTY, a political subdivision of the Commonwealth of Virginia, party of the first part, and_______________________________ party of the second part, hereinafter referred to as "Contractor".

WITNESSETH:

THAT for and in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows:

I

The Contractor agrees to provide a "turn-key" job, which will include materials, labor, equipment and any miscellaneous materials needed to complete roof repairs pursuant scope of services contained within "THE INVITATION TO BID" which said Invitation to Bid is made a part of this contract by reference as Exhibit "A".

II

The Contractor agrees to perform and complete or cause to be performed or completed all such construction in accordance with the techniques and methods of construction provided for by applicable law, the standards of the construction industry, and the specifications referenced above. The Contractor further agrees that all equipment and materials used in the installation shall meet all those requirements and specifications in compliance with the laws of the United States and the Commonwealth of Virginia.

III

The Contractor shall, at his own cost and expense, obtain and pay for all licenses, permits, certificates and surveys required for the completion of the work under this Agreement.

IV

The Contractor shall, at his own cost and expense, procure and maintain insurance required under the Virginia Workers' Compensation Act as well as liability insurance covering damages to person and property in the minimum amount of $1,000,000.00 and
shall furnish a Certificate of Insurance to the Board verifying proof of such insurance coverage.
The Contractor agrees to perform all the work required of him under this Agreement in a good and workmanlike manner under the supervision and direction of Buchanan County or its designated agents or employees. The Contractor will not subcontract any of the work described herein without the prior written approval of the Buchanan County Board of Supervisors. The Contractor will guarantee any work which would be performed by the sub-contractors. The Contractor further agrees to notify the County Administrator at least 24 hours before commencing work hereunder.

V

The Contractor in the performance of this contract does not and shall not knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

VI

The Board shall pay the Contractor for the performance of the work and the furnishing of the material under this Agreement the sum of $___________________upon the satisfactory completion of the aforesaid project. No partial performance payments will be made.

VII

A. Anything in this Agreement to the contrary notwithstanding, the final payment above set forth shall not become due and payable to the Contractor until thirty (30) days after the satisfactory completion of such project and until after the said Contractor has delivered to the Board satisfactory evidence that all claims, liens, and claims for liens and assignments of any sums due hereunder of Contractor's laborers, workmen and material men or any other persons, firms, associations, or corporations who may have performed any labor or furnished any materials under, or in connection with the performance of this Agreement have been paid in full.
B. The County shall notify the Contractor in writing of any defect or impropriety,
which could prevent payment by the payment date within twenty (20) days of the completion of the project and the receipt of the materials described in Paragraph 7 A herein.
C. In the event of a dispute between the Contractor and a subcontractor and regardless of any other language herein, the Contractor may still be paid in full if he provides the County with written notice of the reason for nonpayment. Upon being paid in full the Contractor shall take one of the two following actions within seven (7) days after having received payment from the County:
1. Pay the subcontractor for the proportionate share of the total payment received from the agency attributable to the work performed by the subcontractor under the contract; or
2. Notify the County and subcontractor, in writing, of his intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.
D. An individual contractor shall provide his social security number to the County and proprietorships, partnerships, and corporations shall provide their federal employer identification numbers to the County.
E. The contractor shall be obligated to pay interest to any subcontractor on all amounts owed by the contractor that remain unpaid after seven (7) days following receipt by the contractor of payment from the County for work performed by the subcontractor under this contract, except for amounts withheld as allowed in subdivision C2 of this section.
F. Interest shall accrue at the legal rate.
G. The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.
H. The contractor's obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section may not be construed to be an obligation of the County. A contract modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

VIII

The Contractor shall indemnify and save harmless Buchanan County and its Board of Supervisors, officers and employees against all losses, or damages on account of injury to persons or property occurring in the performance of this Agreement together with any and all attorneys' fees incurred by Buchanan County on account of any thereof.

IX

In the event that the Contractor fails to complete the work required of him under this Agreement or abandons the said work or in any other way is in default of performance hereunder, the Board and its agents shall have the right to enter upon the premises upon, which the work is being done and take possession thereof and of any material thereon, whether supplied by the Contractor or otherwise, and use such material and complete the said Agreement through workmen or contractors or subcontractors employed by the Contractor and in every way perform the Agreement as is required to be done by the Contractor. In the event that the cost of such work and the furnishing of such material as may be required to be furnished exceeds the amount then remaining due the Contractor under the said Agreement, the Contractor shall pay to the Board the amount of such deficiency. But if such amount remaining in the hands of the Board under this Agreement at the time of the default of the Contractor exceeds the amount required to complete the said Agreement, then upon such completion the Buchanan County Board of supervisors shall pay such surplus to the Contractor.

X

In the performance of the work under this Agreement, the Contractor shall conform to all applicable laws, ordinances, rules and regulations now in force or hereafter adopted and shall obtain all permits, licenses and consents required by such laws, ordinances, rules and regulations.

XI

During the performance of this Agreement, the Contractor agrees as follows:
A. 1. The Contractor will not discriminate against any employee or applicant
for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin 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.
2. 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.
3. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.
B. The Contractor will include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or vendor.
C. During the performance of this contract, the Contractor will:
1. Provide a drug-free workplace for the Contractor's employees;
2. 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;
3. State in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and4. Include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000.00 so that the provisions will be binding upon each subcontractor or vendor.
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 in accordance with this chapter, 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.
D. In the event of the Contractor's noncompliance with this section of this Contract, (Section XI), this agreement may be cancelled, terminated or suspended, in whole or part, and the Contractor may be declared ineligible for further Agreements and such other sanctions may be imposed and remedies invoked as otherwise provided by law.

XII

The Contractor shall, at all times, keep all roads, in the construction area, open and passable to normal traffic, considering short delays, which may be necessary in the performance of the work covered by the Agreement.

XIII

No extra work, not required by the plans and specifications hereinbefore mentioned, shall be performed or other material furnished unless on written order of the Board certifying that the performance of such extra work has been approved and authorized by it and such modification is in compliance with Va. Code section 2.2-4309.

XIV

No extra compensation not specified in this Agreement shall be demanded or received by the Contractor for any changes or alterations in the work performed under this Agreement, or for any extra work unless the foregoing provisions of this Agreement have been complied with strictly and modification of said contract is compliant with Va. Code section 2.2-4309.

XV

The Contractor shall commence work under the terms of this Agreement on or before ____________________ following the date of execution of this Agreement and shall complete all such work on or before thirty (30) calendar days (weather permitting) after the execution of this Agreement. However, in the event the contractor is unable to complete said project within thirty (30) calendar days, contractor is hereby required to request in writing an extension for an additional period not to exceed twenty (20) days, from the Board. It shall be in the sole discretion of the Board to either grant or not to grant an extension of the time to complete the construction of the project. No extension shall be granted for contractor's failing to properly plan or anticipate the actual time required to complete the project nor for contractor's overextension of labor and materials or failure of subcontractor or supplier to timely perform. A penalty for failing to meet project deadlines or extensions thereof shall accrue as follows: 5% of contract amount upon the first day of default and an additional 1% of the contract balance for each weekday (holidays excluded) thereafter until the project is completed and approved by the Board.

XVI

No modification of any of the terms of this contract, nor any extension of the length of time allowed for the completion of the work governed by this contract, shall be valid without the advance written approval of the Buchanan County Board of Supervisors and in compliance with Va. Code section 2.2-4309.
The Contractor shall not assign his rights or obligations under this Agreement, nor have more than fifty percent (50%) of the work required by this Agreement performed by sub-contractors. Subcontractors must be approved in advance by the Board of Supervisors or the County Administrator acting on behalf of the Board of Supervisors prior to the Board's next regular monthly meeting.

XVII

Claims by the Contractors shall be made in accordance with Section 11-69 of the 1950 Code of Virginia, as amended, and shall include a sworn written statement of facts substantiating such claims, together with copies of all documents and photographs which tend to substantiate such claims. The Contractor shall be allowed to appear before the Board of Supervisors within thirty (30) days after having filed such claim to present its argument in support of such claim. The Board of Supervisors shall rule on such claim in writing within sixty (60) days of the time set for such hearing.

XVIII

The parties agree that in the event the Contractor defaults in its performance of this Agreement or in the event that any money is paid by the Contractor's surety for the completion of this Contract, that the Contractor shall be disqualified from bidding on any future county construction projects for a period of two (2) years.

XIX

The County may cancel this Agreement at any time based upon a decision by the Buchanan County Board of Supervisors that such cancellation is in the best interest of the County. Any such decision shall be a discretionary decision of the Board. In the event of a cancellation pursuant to this paragraph, then the County shall not be liable to the Contractor for his bidding cost or for any amount other than the fair market value of the construction work completed by the Contractor pursuant to this Contract as of the time of the cancellation.

XX

This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. The parties agree that the Circuit Court for Buchanan County shall be the proper venue for any litigation hereunder whether or not such alleged breach involves Federal law or jurisdiction.

XXI

If any provisions of this Agreement shall be deemed by a court of competent jurisdiction to be invalid, the remainder of this Agreement shall nevertheless remain in full force and effect.
XXII
The Contractor if organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as registered limited partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity.
EXECUTED IN DUPLICATE ORIGINALS.
WITNESS
the following signatures and seals:

BUCHANAN COUNTY BOARD OF SUPERVISORS


By: _____________________________________
J. Carroll Branham, Chairman

ATTEST:

___________________________________________
Robert Craig Horn, County Administrator

CONTRACTOR

By: _________________________________________


COMMONWEALTH OF VIRGINIA,
AT LARGE, to-wit:

Subscribed, and acknowledged before me, by J. Carroll Branham, Chairman of the Buchanan County Board of Supervisors and Robert Craig Horn, County Administrator, this _____ day of___________________, 2017 in Buchanan County, Virginia.

My commission expires: ___________________________.
My registration number: __________________________.

________________________________________________
NOTARY PUBLIC
COMMONWEALTH OF VIRGINIA
AT LARGE, to-wit:

Subscribed and acknowledged before me, by ____________________________, ______________of ___________________ this the __________ day of ________________, 2017 in ___________________, Virginia.

My commission expires: ___________________________.
My registration number: __________________________.


________________________________________________
NOTARY PUBLIC


APPROVAL


The form of the foregoing Agreement by and between the Buchanan County Board of Supervisors and _____________________________is here by approved.

Witness the following signature and seal:


______________________________________________
ATTORNEY FOR THE COUNTY OF BUCHANAN


DATE: _________________________________


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Thursday, April 27, 2017
(4 11 14 19 20 27 28)
Event Title: INVITATION TO BID
Thursday, April 27, 2017
INVITATION TO BID


RE: GENERAL TURF MAINTENANCE FOR POPLAR GAP PARK ATHLETIC FIELDS LOCATED AT 1394 PARK ROAD, GRUNDY, VIRGINIA


The Buchanan County, Va., Board of Supervisors is requesting bids for general turf maintenance for the Athletic Fields at the Poplar Gap Park located in Grundy, Virginia.

BID SUBMISSION

Bids will be received at the County Administrator's Office located on the Fourth Floor of the Courthouse, at the corner of Main St. and Walnut, Grundy, Virginia until 4:00 PM on Thursday May 18th, 2017. Bids can be mailed to the Attention of Loretta Peck, Purchasing Department, Buchanan County, Virginia, P.O. Drawer 950, Grundy, Va. 24614, faxed 276-935-4479 or e-mail Loretta.Peck@buchanancounty-va.gov. ALL BIDS SHOULD BE MARKED AS A BID FOR GENERAL TURF MAINTENANCE.

SCOPE OF SERVICES

General Turf Maintenance

Treatment of Fields for July 1, 2017-June 30, 2018

Aeration Price $__________
Description of process includes mechanical core cultivation of turf.

Torque Price $__________
Description of process includes lawn fungicide.

24-8-8 Price $__________
Description of process includes turf balanced analysis fertilizer.

Crab Grass Preventer Price $___________
Description of process includes an additive to broadleaf weed control to prevent emergence of crabgrass in turf.

Torque Price $____________
Description of process includes lawn fungicide.

Broadleaf Control Price $__________
Description of process includes spray to control existing broadleaf weeds in lawn. Only grass remains after all other weeds are removed.

Techni-Tame Price $__________
Description of process includes landscape bed weed control.

Mid-Summer-Fall (July-October/November)

Techni-Tame Price $__________
Description of process includes landscape bed weed control for brick dust areas.

24-8-8 Price $_________
Description of process includes turf balanced analysis fertilizer.

Merit Price $_________
Description of process includes summer long grub control.

Aeration Price $_________
Description of process includes mechanical core cultivation of turf.

46-0-0 Price $_________
Description includes High N Fall/Winterizer Fertilizer.


Note: Typical turf maintenance includes mowing as part of the maintenance process. This is not necessary of the vendor and should not be implemented as part of the bid process.

Should you have questions regarding the Scope of Services please contact Brooke Boyd @ 276-935-5725 or 276-202-6106.

This will be for an initial term of 1 year with 2 one year renewal terms with the right to go out for bid each year upon a 30 day notice by either party.







EVALUATION AND AWARD CRITERIA


A. Code of Virginia section 2.2-4300 best value concepts will be used when evaluating the Invitation for Bid results, such best value concept factors that will be considered are as follows:

- overall combination of price and quality of work;
- warranty provisions of any;
- service provisions if any:

The bid that provides the best overall combination of the above factors will be the successful bid.


B. Award of Contract
The selection process shall be in accordance with County Code sections 16-35

Specifications and contractual terms may be obtained at the Buchanan County Courthouse 1012 Walnut Street 4th Floor, Grundy, VA, 8:30 a.m. - 5:00 p.m., Monday -Friday or you may contact Loretta Peck @ 276-935-6505. The specification and contractual terms are incorporated into this Invitation for Bid by reference.

STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS


The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.


BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 4:00 p.m. Thursday May 18th, 2017.


WITHDRAWAL OF BID PROCEDURE

Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.



______________ ________________________________
Date Robert Craig Horn, County Administrator



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Friday, April 28, 2017
(4 11 14 19 20 27 28)
Event Title: INVITATION TO BID
Friday, April 28, 2017
INVITATION TO BID


RE: GENERAL TURF MAINTENANCE FOR POPLAR GAP PARK ATHLETIC FIELDS LOCATED AT 1394 PARK ROAD, GRUNDY, VIRGINIA


The Buchanan County, Va., Board of Supervisors is requesting bids for general turf maintenance for the Athletic Fields at the Poplar Gap Park located in Grundy, Virginia.

BID SUBMISSION

Bids will be received at the County Administrator's Office located on the Fourth Floor of the Courthouse, at the corner of Main St. and Walnut, Grundy, Virginia until 4:00 PM on Thursday May 18th, 2017. Bids can be mailed to the Attention of Loretta Peck, Purchasing Department, Buchanan County, Virginia, P.O. Drawer 950, Grundy, Va. 24614, faxed 276-935-4479 or e-mail Loretta.Peck@buchanancounty-va.gov. ALL BIDS SHOULD BE MARKED AS A BID FOR GENERAL TURF MAINTENANCE.

SCOPE OF SERVICES

General Turf Maintenance

Treatment of Fields for July 1, 2017-June 30, 2018

Aeration Price $__________
Description of process includes mechanical core cultivation of turf.

Torque Price $__________
Description of process includes lawn fungicide.

24-8-8 Price $__________
Description of process includes turf balanced analysis fertilizer.

Crab Grass Preventer Price $___________
Description of process includes an additive to broadleaf weed control to prevent emergence of crabgrass in turf.

Torque Price $____________
Description of process includes lawn fungicide.

Broadleaf Control Price $__________
Description of process includes spray to control existing broadleaf weeds in lawn. Only grass remains after all other weeds are removed.

Techni-Tame Price $__________
Description of process includes landscape bed weed control.

Mid-Summer-Fall (July-October/November)

Techni-Tame Price $__________
Description of process includes landscape bed weed control for brick dust areas.

24-8-8 Price $_________
Description of process includes turf balanced analysis fertilizer.

Merit Price $_________
Description of process includes summer long grub control.

Aeration Price $_________
Description of process includes mechanical core cultivation of turf.

46-0-0 Price $_________
Description includes High N Fall/Winterizer Fertilizer.


Note: Typical turf maintenance includes mowing as part of the maintenance process. This is not necessary of the vendor and should not be implemented as part of the bid process.

Should you have questions regarding the Scope of Services please contact Brooke Boyd @ 276-935-5725 or 276-202-6106.

This will be for an initial term of 1 year with 2 one year renewal terms with the right to go out for bid each year upon a 30 day notice by either party.







EVALUATION AND AWARD CRITERIA


A. Code of Virginia section 2.2-4300 best value concepts will be used when evaluating the Invitation for Bid results, such best value concept factors that will be considered are as follows:

- overall combination of price and quality of work;
- warranty provisions of any;
- service provisions if any:

The bid that provides the best overall combination of the above factors will be the successful bid.


B. Award of Contract
The selection process shall be in accordance with County Code sections 16-35

Specifications and contractual terms may be obtained at the Buchanan County Courthouse 1012 Walnut Street 4th Floor, Grundy, VA, 8:30 a.m. - 5:00 p.m., Monday -Friday or you may contact Loretta Peck @ 276-935-6505. The specification and contractual terms are incorporated into this Invitation for Bid by reference.

STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS


The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.


BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 4:00 p.m. Thursday May 18th, 2017.


WITHDRAWAL OF BID PROCEDURE

Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.



______________ ________________________________
Date Robert Craig Horn, County Administrator



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Event Title: CONTRACT
Friday, April 28, 2017

CONTRACT

THIS AGREEMENT, made and entered into this the _________ day of _________________, 2017 by and between BUCHANAN COUNTY, a political subdivision of the Commonwealth of Virginia, party of the first part, and _________________________, party of the second part, hereinafter referred to as "Contractor".

WITNESSETH:

THAT for and in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows:

I

The Contractor agrees to provide general turf maintenance for the Athletic Fields at the Poplar Gap Park in Grundy, Virginia pursuant scope of services contained within "THE INVITATION TO BID" and make a part of this contract by reference thereto, as Exhibit "A" in Buchanan County, a copy of which is attached hereto and made a part hereof by reference.

II

The Contractor agrees to perform and complete or cause to be performed or completed all such turf maintenance work in accordance with the techniques and methods of provided for by applicable law, the standards of the turf maintenance industry, and the specifications referenced above. The Contractor further agrees that all equipment and materials used in the installation shall meet all those requirements and specifications in compliance with the laws of the United States and the Commonwealth of Virginia.

III

The Contractor shall, at his own cost and expense, obtain and pay for all licenses, permits, certificates and surveys required for the completion of the work under this Agreement.

IV

The Contractor shall, at his own cost and expense, procure and maintain insurance required under the Virginia Workers' Compensation Act as well as liability insurance covering damages to person and property in the minimum amount of $1,000,000.00 and
shall furnish a Certificate of Insurance to the Board.
The Contractor agrees to perform all the work required of him under this Agreement in a good and workmanlike manner under the supervision and direction of Buchanan County or its designated agents or employees. The Contractor will not subcontract any of the work described herein without the prior approval of the Buchanan County Board of Supervisors. The Contractor will guarantee any work which would be performed by the sub-contractors. The Contractor further agrees to notify the County Administrator at least 24 hours before commencing work hereunder.

V

The Contractor in the performance of this contract does not and shall not knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

VI

The Board shall pay the Contractor for the performance of the work and the furnishing of the material under this Agreement according to "THE INVITATION TO BID" Exhibit "A" upon the satisfactory completion of the aforesaid project. No partial performance payments will be made.

VII

A. Anything in this Agreement to the contrary notwithstanding, the final payment above set forth shall not become due and payable to the Contractor until thirty (30) days after the satisfactory completion of such project and until after the said Contractor has delivered to the Board satisfactory evidence that all claims, liens, and claims for liens and assignments of any sums due hereunder of Contractor's laborers, workmen and material men or any other persons, firms, associations, or corporations who may have performed any labor or furnished any materials under, or in connection with the performance of this Agreement have been paid in full.
B. The County shall notify the Contractor in writing of any defect or impropriety,
which could prevent payment by the payment date within twenty (20) days of the completion of the project and the receipt of the materials described in Paragraph 7 A herein.
C. In the event of a dispute between the Contractor and a subcontractor and regardless of any other language herein, the Contractor may still be paid in full if he provides the County with written notice of the reason for nonpayment. Upon being paid in full the Contractor shall take one of the two following actions within seven (7) days after having received payment from the County:
1. Pay the subcontractor for the proportionate share of the total payment received from the agency attributable to the work performed by the subcontractor under the contract; or
2. Notify the County and subcontractor, in writing, of his intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.
D. An individual contractor shall provide his social security number to the County and proprietorships, partnerships, and corporations shall provide their federal employer identification numbers to the County.
E. The contractor shall be obligated to pay interest to any subcontractor on all amounts owed by the contractor that remain unpaid after seven (7) days following receipt by the contractor of payment from the County for work performed by the subcontractor under this contract, except for amounts withheld as allowed in subdivision C2 of this section.
F. Interest shall accrue at the legal rate.
G. The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.
H. The contractor's obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section may not be construed to be an obligation of the County. A contract modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

VIII

The Contractor shall indemnify and save harmless Buchanan County and its Board of Supervisors against all losses, or damages on account of injury to persons or property occurring in the performance of this Agreement together with any and all attorneys' fees incurred by Buchanan County on account of any thereof.

IX

In the event that the Contractor fails to complete the work required of him under this Agreement or abandons the said work or in any other way is in default of performance hereunder, the Board and its agents shall have the right to enter upon the premises upon, which the work is being done and take possession thereof and of any material thereon, whether supplied by the Contractor or otherwise, and use such material and complete the said Agreement through workmen or contractors or subcontractors employed by the Contractor and in every way perform the Agreement as is required to be done by the Contractor. In the event that the cost of such work and the furnishing of such material as may be required to be furnished exceeds the amount then remaining due the Contractor under the said Agreement, the Contractor shall pay to the Board the amount of such deficiency. But if such amount remaining in the hands of the Board under this Agreement at the time of the default of the Contractor exceeds the amount required to complete the said Agreement, then upon such completion the Buchanan County Board of supervisors shall pay such surplus to the Contractor.

X

In the performance of the work under this Agreement, the Contractor shall conform to all applicable laws, ordinances, rules and regulations now in force or hereafter adopted and shall obtain all permits, licenses and consents required by such laws, ordinances, rules and regulations.

XI

During the performance of this Agreement, the Contractor agrees as follows:
A. 1. The Contractor will not discriminate against any employee or applicant
for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin 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.
2. 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.
3. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.
B. The Contractor will include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or vendor.
C. During the performance of this contract, the Contractor will:
1. Provide a drug-free workplace for the Contractor's employees;
2. 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;
3. State in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and4. Include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000.00 so that the provisions will be binding upon each subcontractor or vendor.
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 in accordance with this chapter, 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.
D. In the event of the Contractor's noncompliance with this section of this Contract, (Section XI), this agreement may be cancelled, terminated or suspended, in whole or part, and the Contractor may be declared ineligible for further Agreements and such other sanctions may be imposed and remedies invoked as otherwise provided by law.

XII

The Contractor shall, at all times, keep all roads, in the construction area, open and passable to normal traffic, considering short delays, which may be necessary in the performance of the work covered by the Agreement.

XIII

No extra work, not required by the plans and specifications hereinbefore mentioned, shall be performed or other material furnished unless on written order of the Board certifying that the performance of such extra work has been approved and authorized by it and there has been compliance with Virginia Code section 2.2-4309.

XIV

No extra compensation not specified in this Agreement shall be demanded or received by the Contractor for any changes or alterations in the work performed under this Agreement, or for any extra work unless the foregoing provisions of this Agreement have been complied with strictly and modification of said contract is compliant with Va. Code section 2.2-4309.

XV

No modification of any of the terms of this contract, nor any extension of the length of time allowed for the completion of the work governed by this contract, shall be valid without the advance written approval of the Buchanan County Board of Supervisors and in compliance with Va. Code section 2.2-4309.
The Contractor shall not assign his rights or obligations under this Agreement, nor have more than fifty percent (50%) of the work required by this Agreement performed by sub-contractors and only after approval be the Board of Supervisors.

XVI

Claims by the Contractors shall be made in accordance with Section 11-69 of the 1950 Code of Virginia, as amended, and shall include a sworn written statement of facts substantiating such claims, together with copies of all documents and photographs which tend to substantiate such claims. The Contractor shall be allowed to appear before the Board of Supervisors within thirty (30) days after having filed such claim to present its argument in support of such claim. The Board of Supervisors shall rule on such claim in writing within sixty (60) days of the time set for such hearing.

XVII

The parties agree that in the event the Contractor defaults in its performance of this Agreement or in the event that any money is paid by the Contractor's surety for the completion of this Contract, that the Contractor shall be disqualified from bidding on any future county construction projects for a period of two (2) years.

XIII

The County may cancel this Agreement at any time based upon a decision by the Buchanan County Board of Supervisors that such cancellation is in the best interest of the County. Any such decision shall be a discretionary decision of the Board. In the event of a cancellation pursuant to this paragraph, then the County shall not be liable to the Contractor for his bidding cost or for any amount other than the fair market value of the construction work completed by the Contractor pursuant to this Contract as of the time of the cancellation.

XIX

This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. The parties agree that the Circuit Court for Buchanan County shall be the proper venue for any litigation hereunder whether or not such alleged breach involves Federal law or jurisdiction.

XX

If any provisions of this Agreement shall be deemed by a court of competent jurisdiction to be invalid, the remainder of this Agreement shall nevertheless remain in full force and effect.
XXI
The Contractor if organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as registered limited partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity.
EXECUTED IN DUPLICATE ORIGINALS.
WITNESS
the following signatures and seals:

BUCHANAN COUNTY BOARD OF SUPERVISORS


By: _____________________________________
J. Carroll Branham, Chairman




ATTEST:

___________________________________________
Robert Craig Horn, County Administrator

CONTRACTOR:_______________________.


By: _________________________________________

COMMONWEALTH OF VIRGINIA,
AT LARGE, to-wit:

Subscribed, and acknowledged before me, by J. Carroll Branham, Chairman of the Buchanan County Board of Supervisors and Robert Craig Horn, County Administrator, this _____ day of___________________, 2017 in Buchanan County, Virginia.

My commission expires: ___________________________.
My registration number: __________________________.

________________________________________________
NOTARY PUBLIC
COMMONWEALTH OF VIRGINIA
AT LARGE, to-wit:

Subscribed and acknowledged before me, by _____________________ of ________________________________ this __________ day of ________________, 2017 in Buchanan County, Virginia.

My commission expires: ___________________________.
My registration number: __________________________.

________________________________________________
NOTARY PUBLIC

APPROVAL


The form of the foregoing Agreement by and between the Buchanan County Board of Supervisors and _____________________________is here by approved.

Witness the following signature and seal:

______________________________________________
ATTORNEY FOR THE COUNTY OF BUCHANAN

DATE: _________________________________


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