Transfer Station Wood Waste Chipping

COUNTY OF MADISON, VIRGINIA
REQUEST FOR QUOTES
MADISON COUNTY TRANSFER STATION
WOOD WASTE CHIPPING
I. SUBMISSION AND KEY DATES:
Submit Quote via hand delivery or email to the Procurement Contact information below.
Procurement Contact:
Moonie Frazier, Facilities & Maintenance Manager
414 N. Main St.
Madison, VA 22727
Phone: (540) 661-2106
Email: efrazier@madisonco.virginia.gov
Issue Date: September 4, 2026
Due Date and Time: September 18, 2026, at 9:00 AM
Project Award Notice Date: September 21, 2026
Project Completion Deadline: November 15, 2026
II. DESCRIPTION OF PROJECT:
Madison County is seeking responses to a Request for Quotes (RFQ) from qualified contractors for the
purpose of grinding all woody debris located at the Madison County Transfer Station, located in the
woody debris drop off area (4592 Shelby Road; Madison, VA 22727). The general scope of work shall
include grinding all woody debris as directed by Madison County Facilities Manager, Moonie Frazier,
and then all by product shall be transported off County property. The solicited response shall include all
mobilization, labor, transportation, and demobilization costs. On-site visits can be scheduled directly
with Moonie Frazier at (540) 661-2106.
III. ADDRESSING QUESTIONS:
Questions shall be directed to the Procurement Contact information listed above, in which responses will
be delivered in a timely manner before the submission deadline.
IV. TERMS AND CONDITIONS:
All responses shall adhere to the County's procurement policy and procedures included in Appendix A
of the County's Procurement Policy (General Terms and Conditions for Non-Professional Services
Contracts). Appendix A is included as an attachment to this RFQ.
V. EVALUATION AND AWARD:
Selection of a vendor/contractor shall be made upon a determination of the overall combination of quality,
price and requirements/specifications that, in total, are optimal relative to the County's needs. Where local
and non-local vendors/contractors are otherwise equal, the local vendor/contractor is preferred.
Page 1 of 1

Appendix A: General Terms and Conditions for Non-Professional Services Contracts
A. APPLICABLE LAW AND COURTS: This solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in
the Madison County courts. The contractor shall comply with all applicable federal, state and local laws, rules
and regulations. This solicitation is also governed by provisions of County ordinances on procurement and any
revisions thereto, as well as procurement policies, which are hereby incorporated into this contract by reference.
B. ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the County
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 Virginians With
Disabilities Act, the Americans With Disabilities Act and 2.2-4311 of the Virginia Public Procurement Act. 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 recipient's religion, religious
belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin
and shall be subject to the same rules as other organizations that contract with public bodies to account for the
use of the funds provided; however, if the faith-based organization segregates public funds into separate
accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body.
(Code of Virginia, 2.2-4343.1E). In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment, except where there is a
bona fide occupational qualification reasonably necessary to the normal operation of the
contractor. The contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
b. The contractor, in all solicitations or advertisements for employees placed by or on behalf
of the contractor, will state that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting these requirements.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order over
$10,000, so that the provisions will be binding upon each subcontractor or vendor.
C. ETHICS IN PUBLIC CONTRACTING: By submitting their (bids/proposals), (bidders/offerors) certify
that their (bids/proposals) are made without collusion or fraud and that they have not offered or received any
kickbacks or inducements from any other (bidder/offeror), supplier, manufacturer or subcontractor in
connection with their (bid/proposal), and that they have not conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money,
services or anything of more than nominal value, present or promised, unless consideration of substantially
equal or greater value was exchanged.
D. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their (bids/proposals),
(bidders/offerors) certify that they do not and will not during the performance of this contract employ illegal
alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.
E. DEBARMENT STATUS: By submitting its proposal, the Offeror certifies that it is not currently debarred
from submitting proposals or bids on contracts by any agency of the Commonwealth of Virginia.
F. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the County
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 County under said contract.

Appendix A: General Terms and Conditions for Non-Professional Services Contracts
G. MANDATORY USE OF COUNTY FORM AND TERMS AND CONDITIONS FOR IFBs AND
RFPs:
1. (For Invitation For Bids): Failure to submit a bid on the official County form provided for that purpose
shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for
Bids may be cause for rejection of the bid; however, the County reserves the right to decide, on a case
by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to
its acceptance, the County may, in its sole discretion, request that the bidder withdraw or modify
nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification
of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by
the parties.
2. (For Request for Proposals): Failure to submit a proposal on the official County form provided for that
purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms
and Conditions of the solicitation may be cause for rejection of the proposal; however, the County
reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a
proposal.
H. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications
or other solicitation documents, the prospective (bidder/offeror) should contact the procurement agent no later
than five working days before the due date. Any revisions to the solicitation will be made only by addendum
issued by the County.
I. PAYMENT:
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly
to the payment address shown on the purchase order/contract. All invoices shall show the County
contract number and/or purchase order number.
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring
payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of
discounts for payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase order, that are to be paid for with
public funds, shall be billed by the contractor at the contract price, regardless of which County
department is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all cases where
payment is made by mail, or the date of offset when offset proceedings have been instituted as
authorized under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most time and material
purchases, final job costs cannot be accurately determined at the time orders are placed. In such
cases, contractors should be put on notice that final payment in full is contingent on a
determination of reasonableness with respect to all invoiced charges. Charges which appear to be
unreasonable will be researched and challenged, and that portion of the invoice held in abeyance
until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the
County shall promptly notify the contractor, in writing, as to those charges which it considers
unreasonable and the basis for the determination. A contractor may not institute legal action
unless a settlement cannot be reached within thirty (30) days of notification. The provisions of
this section do not relieve a department of its prompt payment obligations with respect to those
charges which are not in dispute (Code of Virginia, 2.2-4363).

Appendix A: General Terms and Conditions for Non-Professional Services Contracts
2. To Subcontractors:
a. A contractor awarded a contract under this solicitation is hereby obligated:
1. To pay the subcontractor(s) within seven (7) days of the contractor's receipt of payment
from the County for the proportionate share of the payment received for work performed
by the subcontractor(s) under the contract; or
2. To notify the department and the subcontractor(s), in writing, of the contractor's intention
to withhold payment and the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per
month (unless otherwise provided under the terms of the contract) on all amounts owed by the
contractor that remain unpaid seven (7) days following receipt of payment from the County,
except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S.
Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier
contractor performing under the primary contract. A contractor's obligation to pay an interest
charge to a subcontractor may not be construed to be an obligation of the County.
J. PRECEDENCE OF TERMS: Paragraphs A-J of these General Terms and Conditions shall apply in all
instances. In the event there is a conflict between any of the other General Terms and Conditions and any
Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.
K. QUALIFICATIONS OF (BIDDERS/OFFERORS): The County may make such reasonable investigations
as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the services/furnish
the goods and the (bidder/offeror) shall furnish to the County all such information and data for this purpose as
may be requested. The County reserves the right to inspect (bidder's/offeror's) physical facilities prior to award
to satisfy questions regarding the (bidder's/offeror's) capabilities. The County further reserves the right to reject
any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy the
County that such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide
the services and/or furnish the goods contemplated therein.
L. TESTING AND INSPECTION: The County reserves the right to conduct any test/inspection it may deem
advisable to assure goods and services conform to the specifications.
M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part
without the written consent of the County.
N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:
1. 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.
2. The County Administrator 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 County a
credit for any savings. Said compensation shall be determined by one of the following methods:
a. By mutual agreement between the parties in writing; or
b. 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 Madison County's right to audit the contractor's records and/or to determine the correct
number of units independently; or

Appendix A: General Terms and Conditions for Non-Professional Services Contracts
c. 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 County with all vouchers and records of expenses
incurred and savings realized. The County 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 County within thirty (30)
days from the date of receipt of the written order from the County. 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, if there is none, in accordance with the disputes
provisions of the Commonwealth of Virginia Vendors Manual. 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 County or with the
performance of the contract generally.
O. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and
conditions, the County, after due oral or written notice, may procure them from other sources and hold the
contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in
addition to any other remedies which the County may have.
P. TAXES: Madison County is exempt from excise taxation by virtue of exemption certificate No. 54-6001409.
Contractor (bidder/offeror) is solely responsible for all taxes that may be applicable to resulting from this
agreement and shall comply with all taxes, laws, and regulations and timely pay all applicable taxes.
Q. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand,
make or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named,
but conveys the general style, type, character, and quality of the article desired. Any article which the County,
in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy
of operation, and suitability for the purpose intended, shall be accepted. The (bidder/offeror) is responsible to
clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog
cuts and technical detail to enable the County to determine if the product offered meets the requirements of the
solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in
competitive sealed bidding only the information furnished with the bid will be considered in the evaluation.
Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the
(bidder/offeror) clearly indicates in its (bid/proposal) that the product offered is an equal product, such
(bid/proposal) will be considered to offer the brand name product referenced in the solicitation.
R. TRANSPORTATION AND PACKAGING: By submitting their (bids/proposals), all (bidders/offerors)
certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the
lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise
specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping
containers shall be legibly marked or labeled on the outside with purchase order number, commodity
description, and quantity.
S. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror
certifies that if awarded the contract, it will have the following insurance coverages at the time the contract is
awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers'
compensation insurance in accordance with 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The
bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance
coverages during the entire term of the contract and that all insurance coverages will be provided by insurance
companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

Appendix A: General Terms and Conditions for Non-Professional Services Contracts
INSURANCE COVERAGES AND LIMITS REQUIRED:
1. Workers' Compensation - Statutory requirements and benefits.
2. Employer's Liability - $100,000.
3. Commercial General Liability - $500,000 combined single limit. Commercial General Liability is to
include Premises/Operations Liability, Products and Completed Operations Coverage, and Independent
Contractor's Liability or Owner's and Contractor's Protective Liability. The County must be named as an
additional insured when requiring a Contractor to obtain Commercial General Liability coverage.
4. Automobile Liability - $500,000 - Combined single limit. (Only used if motor vehicle is to be used in
the contract.)
T. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a
contract over $10,000, as a result of this solicitation, the County may publicly post such notice on the County's
website for a minimum of 10 days.
U. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide
a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees
and applicants for employment, a statement notifying employees that the unlawful manufacture, sale,
distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the
contractor's workplace and specifying the actions that will be taken against employees for violations of such
prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing
clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subcontractor or 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, 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. (Code of Virginia, 2.2-4312)
V. NONDISCRIMINATION 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, or disability, or against faith-based organizations. 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 County 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.