Real Estate Valuation Application

James City County Purchasing Office
101-F Mounts Bay Road, Ste. 300
Williamsburg, VA 23185
Phone: (757) 253-6735
Fax: (757) 253-6619
Email: C hris.Ro h@jame scitycountyva.gov
http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For-
Proposals
JAMES CITY COUNTY, VIRGINIA
REQUEST FOR INFORMATION 20270360
Title: Real Estate Valuation Application Project
Issue Date: September 03, 2026
Due Date: October 05, 2026 - 2:00 PM Eastern Standard Time
Submit: Responses shall be emailed to: Chris.roh@jamescitycountyva.gov
Inquiries: Questions relating to this RFI shall be addressed to Christopher Roh, via email:
Chris.roh@jamescitycountyva.gov by no later than 12:00 p.m. on September
15, 2026. Responses to questions will be posted via an addendum to this RFI on
the County website at http://va-jamescitycounty.civicplus.com/467/Bids-Requests-
For-Proposals
This public body does not discriminate against faith-based organizations.
PROPRIETARY INFORMATION YES ( ) NO ( )
Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection
and exclusion form the Virginia Freedom of Information Act (2.2 et seq.) is set forth below.
(Additional sheet may be added if necessary.)
_______________________________________________________________________
_______________________________________________________________________
Firm Name:__________________________________________________________________
State Corporation Commission No.#: ________________________________________________
Address:_____________________________________________________________________
City/State/Zip:_________________________________________________________________
Telephone:___________________________________FAX:____________________________
Email:_____________________________________________________________________
Print Name:___________________________________Title:____________________________
Signature_____________________________________Date____________________________
James City County
RFI 20270360 Real Estate Valuation Application Project

I. PURPOSE
The purpose of this Request for Information (RFI) is to gather information about available real
estate valuation applications and solutions that may meet the County's current and future needs.
Through this RFI, the County would like to learn more about available real estate valuation
solutions, including their features, capabilities, technology, security, integration options,
implementation requirements, ongoing support, and estimated costs.
The information received will help the County better understand the available options and
determine the best approach for meeting its future real estate valuation needs. This RFI is for
information-gathering and planning purposes only and does not represent a commitment to
purchase a product or service.
II. BACKGROUND
The County's existing real estate property assessment and valuation application is one of its
oldest applications and has been in use for many years. As technology and business needs
continue to change, the County recognizes the importance of regularly reviewing its applications
to ensure they continue to meet current and future needs.
The County is conducting this RFI to learn more about available real estate assessment and
valuation solutions and compare them with the County's current requirements. The review will
help determine whether the existing application should continue to be used, upgraded,
modernized, or replaced with a newer solution.
The information gathered through this RFI will help the County understand available options and
provide leadership with a recommendation on the future direction of the real estate property
assessment and valuation application.
III. RESPONSES
Interested parties are invited to respond to this RFI by submitting a response to the County.
Responses should include ideas, information and recommendations that could result in a
clarification of the requirements, cost-saving opportunities, and the identification of problem
areas with this initiative.
We are seeking a comprehensive Computer-Assisted Mass Appraisal (CAMA) system that
supports the full real estate 40,000 plus parcels assessment process and meets the
requirements of:
- USPAP Standards 5 and 6. The system should support all three approaches to value-
Cost, Income, and Sales Comparison/Market.
- The Cost Approach should allow the assessment office to use Marshall and Swift, cost
tables from providers of our choice and calculate values based on characteristics such as
square footage, quality of construction, condition, age, construction type, and other
relevant property characteristics.
- The Income Approach should support commercial and income-producing properties
through income and expense data, income tables, capitalization rates, and secure
document storage.
- The Market Approach should provide comprehensive sales validation and analysis,
comparable sales, market factor adjustments, and statistical tools to develop and test
valuation models.
James City County
RFI 20270360 Real Estate Valuation Application Project

- The system should also handle neighborhoods, land and improvement values, support
multiple fiscal years while maintaining historical property characteristics, assessments,
sales, models, cost tables, and valuation factors so prior assessments can be reviewed
and reproduced.
- The CAMA system should also provide comprehensive reporting, appeals tracking, GIS
integration, export / import functionality (into Tax system and from Permits), document
management, security, data-management capabilities and have analytical tools and use
of AI.
- Users should be able to create notices, many standard and customized reports, perform
sales and assessment analysis, conduct ratio studies, compare values between
assessment years, and export data in commonly used formats.
- The system should include an integrated appeals function that tracks an appeal from
receipt through final resolution, including the reason for the appeal, status, assigned
staff, supporting documentation, decision, and any resulting change in assessed value,
along with reports identifying appeal trends and outcomes.
- The system should allow photographs, sketches, memos, deeds, sales documents,
income information, and other supporting records to be attached to individual parcels.
- It should integrate with GIS, aerial imagery, mapping, land records, tax systems, sales
databases, and other related systems, while providing role-based security and an audit
trail of changes.
- Overall, the system should give the assessment office the flexibility to develop, test,
document, implement, and monitor valuation methodologies while maintaining
historical information and providing the tools necessary to produce accurate, equitable,
transparent, and defensible assessments.
Vendors should also identify any limitations, assumptions, dependencies, or recommended
changes to the requirements that should be considered by the County.
This RFI is not a competitive solicitation, and no contract award shall result. This RFI will not be
used to evaluate, rank, or select vendors, nor will it be used to pre-qualify or screen vendors for a
subsequent competitive solicitation process, if any. If a subsequent competitive solicitation is
issued, the County is under no obligation to advise any firm responding to this RFI. Vendors are
advised to monitor the County's website (www.jamescitycountyva.gov) for any such
opportunities, which will be open to all vendors regardless of whether or not a response to this
RFI has been submitted.
The County will not pay for the preparation of any information submitted or for use of that
information. The County reserves the right to utilize any information submitted in its best interest
without any obligation, liability, or consideration on the part of the County.
Ownership of all data, materials and documentation originated and prepared for the County
pursuant to this RFI shall belong exclusively to the County and be subject to public inspection in
accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary
information submitted by a firm shall not be publicly disclosed under the Virginia Freedom of
Information Act; however, the firm shall invoke the protection of this section prior to or upon
submission of the data or other materials and must identify the data or other materials to be
protected and state the reasons why protection is necessary. Disposition of the proprietary
materials after the RFIs are reviewed should be stated by the firm. Firms should indicate on the
Cover Sheet the portions of their response that are proprietary and return the signed Cover Sheet
with their submission. Please list the page number(s) and reason(s).
James City County
RFI 20270360 Real Estate Valuation Application Project

GENERAL TERMS & CONDITIONS
James City County
7-18-2023
Revised & Approved by County Attorney

JAMES CITY COUNTY
GENERAL TERMS & CONDITIONS AND INSTRUCTIONS TO BIDDERS
These CONDITIONS AND INSTRUCTIONS TO BIDDERS shall be binding on all bidders or offerors and are incorporated by
reference in all contracts resulting from any written Request for Quotes, Invitation to Bid or Request for Proposals issued, collectively
the ("Request"), to which they are attached. Use of the term "bid" in these General Terms & Conditions and Instructions to Bidders is
not intended to be restricted to an Invitation to Bid and shall also affect written Request for Quotes, Invitation to Bid or Request for
Proposals. The Purchasing Office is responsible for the purchasing activity of James City County, a political subdivision of the
Commonwealth of Virginia, and the James City Service Authority, herein referred to collectively as "James City County" or "County".
Bidder/Offeror or their authorized representatives are expected to inform themselves fully as to the conditions, requirements, and
specifications before submitting bids/proposals: failure to do so will be at the bidder's/offeror's own risk and except as provided by law,
relief cannot be secured on the plea of error.
Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and legislation including the County
Purchasing Policy and the County Purchasing Manual, bids/proposals on all solicitations issued by the Purchasing Office will bind
bidders/ offerors to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.
Cooperative Purchasing--James City County issues this solicitation in accordance with Section 2.2-4304 of the Virginia Public
Procurement Act and Chapter 1, Section 5 of the James City County Purchasing Policy, and on behalf of the members of the Southeastern
Virginia Governmental Purchasing Cooperative (SVGPC), as well as other public bodies, governmental jurisdictions and school
divisions.
Bidders/Offerors are advised that all resultant contracts will be extended, with the authorization of the bidder/offeror, to other public
bodies, governmental jurisdictions and school divisions as may be interested. Should other entities decide to use the final contract, the
contractor shall deal directly with that jurisdiction or political subdivision concerning the placement of orders, issuance of the purchase
orders, contractual disputes, invoicing and payments. James City County acts only as the "Contracting Agent" for these jurisdictions
and political subdivisions. Failure to extend a contract to any jurisdiction will have no effect on consideration of your bid or offer.
It is the responsibility of the contractor to notify the public bodies, jurisdictions and political subdivisions of the availability of the
contract.
Each participating public body, jurisdiction and political subdivisions has the option of executing a separate contract with the contractor.
Such contracts may contain general terms and conditions unique to those jurisdictions and political subdivisions. If, when preparing
such a contract, the general terms and conditions of a jurisdiction are unacceptable to the contractor, the contractor may withdraw its
extension of the award to that jurisdiction.
James City County shall not be held liable for any costs or damages incurred by another public body or jurisdiction as a result of any
award extended to that public body, jurisdiction or political subdivision by the contractor.
SVGPC members reserve the right to make awards to the lowest responsive and responsible offeror during the contract term. SVGPC
members not explicitly named in the IFB are not obligated to participate, nor is the successful offeror obligated to contract with other
SVGPC members.
City of Chesapeake Newport News Public Schools
City of Hampton Williamsburg/James City County Public Schools
City of Newport News York County Public Schools
City of Norfolk Christopher Newport University
City of Portsmouth College of William & Mary
City of Virginia Beach Norfolk State University
City of Williamsburg Tidewater Community College
County of Gloucester Jamestown/Yorktown Foundation
County of James City Southeastern Public Service Authority
County of King William County of York
Virginia Peninsula Community College Portsmouth Redevelopment & Housing
Newport News Redevelopment& CAS Norfolk Regional Office
Housing DDS Tidewater Regional Office
Revised 7/17/2025

a. The official time used in the receipt of bids/proposals is that
1. AUTHORITY AND COOPERATIVE PURCHASING-The County time uploaded into Demand Star. Failed uploads into Demand
Purchasing Director has the sole responsibility and authority for Star after the designated time of receipt will be rejected. No
negotiating, placing and when necessary, modifying every late proposals will be accepted, and technical difficulties on
solicitation, contract and purchase order issued by James City the part of the Offeror will not be considered an excuse to
County. In the discharge of these responsibilities, the County accept a late proposal.
Purchasing Director may be assisted by assigned buyers. Unless
specifically delegated by the County Purchasing Director, no other b. If the County closes its offices due to inclement weather
County officer or employee is authorized to order supplies or scheduled bid openings or receipt of proposals will be extended
services, enter into purchase negotiations or contracts, or in any to the next business day, same time.
way obligate the government of the County of James City for an
indebtedness. Any purchase order or contract made which is c. Vendors may modify their bids prior to the date and time
contrary to these provisions and authorities shall be of no effect and specified for the bid opening. Facsimile modification of bids
void and the County shall not be bound thereby. shall not be accepted unless the solicitation allows such
submission.
2. COMPETITION INTENDED: It is the County's intent that this
solicitation permit competition. It shall be the Bidder's/Offeror's 7. WITHDRAWAL OF BIDS/PROPOSALS:
responsibility to advise the Purchasing Director in writing if any
language, requirement, specification, etc., or any combination A bidder/offeror for a contract other than for public construction
thereof, stifles competition or inadvertently restricts or limits the may request withdrawal of his or her bid/proposal under the
requirements stated in this solicitation to a single source. The following circumstances:
Purchasing Director must receive such notification not later than
five (5) business days after solicitation release date. a. Bids/Proposals may be withdrawn on written request from the
Bidder/offeror received at the address shown in the
CONDITIONS OF BIDDING solicitation prior to the time of acceptance.
3. CLARIFICATION OF TERMS - b. Requests for withdrawal of bids/proposals after opening of
a. Questions. If any Bidder/Offeror has questions about the such bids/proposals but prior to award shall be transmitted to
specifications or other solicitation documents, the prospective the County Purchasing Director, in writing, accompanied by
Bidder/ Offeror should contact the buyer whose name appears on full documentation supporting the request. If the request is
the face of the solicitation no later than five (5) business days after based on a claim of error, documentation must show the basis
solicitation release date Any revisions to the solicitation will be of the error. Such documentation may take the form of supplier
made only by addendum issued by the buyer. Notifications quotations, vendor work sheets, etc. If bid bonds were
regarding specifications may not be considered if received more tendered with the bid, the County may exercise its right of
than five (5) business days of the release date of the solicitation. collection.
b.Exceptions:
i. Information Technology procurements. Exceptions to c. Bids/proposals shall not be withdrawn after award of a contract
liability provisions must be stated by the offeror in writing at or issuance of a purchase order. No plea or claim of mistake
the beginning of negotiations. in a solicitation or resulting contract or purchase order shall be
available as a defense in any legal proceeding brought upon
4. Compliance with Contractual Terms and Financial a contract or purchase order awarded to a bidder/offeror as a
Responsibility: Architectural or Engineering services. i. Offerors result of the breach or nonperformance of such contract or
shall provide relevant financial data demonstrating the firm's purchase order.
capability to successfully perform over the life of the contract. ii.
Provide a definitive statement of intent to comply with the contract No Bid/Proposal may be withdrawn under this paragraph when the
terms and conditions as delineated in the RFP. If proposed terms result would be the awarding of the contract on another
and conditions are not acceptable as described, provide a Bid/Proposal of the same bidder/offeror or of another bidder/offeror
statement that the firm intends to take exception to the contract in which the ownership of the withdrawing bidder/offeror is more
terms and conditions. After offerors are ranked for negotiation, the than five percent. In the case of Invitation for Bids, if a bid is
County may request firms to note and explain any exceptions. withdrawn under the authority of this paragraph, the lowest
Failure to agree to terms required by law or County purchasing remaining bid shall be deemed to be the low bid. No bidder/offeror
regulations may be grounds for disqualification of the proposal. iii. who is permitted to withdraw a bid/proposal shall, for
Acknowledge and describe any proposed deviations from the Scope compensation, supply any material or labor to or perform any
of Services. subcontract or other work agreement for the person or firm to whom
. the contract is awarded or otherwise benefit, directly or indirectly,
5. USE OF COUNTY FORM AND TERMS AND CONDITIONS: from the performance of the project for which the withdrawn
Failure to submit a solicitation on the official James City County bid/proposal was submitted.
form provided for that purpose or unauthorized modification of or
additions to any portion of the solicitation documents may be a 8. CANCELLATION OF BIDS/PROPOSALS
cause for rejection of the bid/proposal if the price, quality, quantity, If James City County intends to issue another Solicitation within a
delivery, necessary assurances, performance of the contract and reasonable time after cancellation of the bid/proposal for the same
other factors deemed important to the solicitation will be affected. materials, services or construction, any responses received under
James City County reserves the right to decide, on a case-by-case the canceled solicitation shall be retained in the Procurement file,
basis, in its sole discretion, whether to reject any bid or proposal and James City County shall withhold responses from public
which has been modified. The County shall not be responsible for inspection, if the Purchasing Director makes a Written
any errors or omissions of the bidder/proposer. The solicitation Determination that such action is advantageous to James City
shall be signed by a representative authorized to legally bind the County. After Award of a Contract under a subsequent solicitation,
firm. By signing the solicitation, the bidder/offeror agrees to the responses submitted in response to the canceled solicitation shall
terms and conditions of the solicitation and certifies that they have be open for public inspection.
inspected the job site(s) and are aware of the conditions under
which the work must be accomplished. Claims, as a result of failure 9. ERRORS IN BIDS/PROPOSALS - When an error is made in
to inspect the job site, shall not be considered by the County. extending total prices, the unit bid price will govern. Erasures in
bids/proposals must be initialed by the bidder/offeror. Carelessness in
6. LATE BIDS/PROPOSALS & MODIFICATION OF quoting prices, or in preparation of bid/proposal otherwise, will not
BIDS/PROPOSALS: relieve the Bidder/Offeror of his responsibilities to provide the good or
service. Bidders/Offerors are cautioned to recheck their
James City County is not responsible for delays in electronic
bids/proposals for possible errors. Errors discovered after public
upload of bid/proposal documents. It is the sole responsibility
opening cannot be corrected and the bidder will be required to perform
of the Bidder/Offeror to ensure their bid/proposal is uploaded
if his or her bid is accepted.
electronically into Demand Star by the designated date and
hour.

10. ELECTRONIC SUBMISSION OF PROPOSALS: All signed 16. BIDDER INTERESTED IN MORE THAN ONE BID: If more than
bid/proposals and requested documents must be uploaded to one bid is offered by any one party, either directly or by or in the
Demand Star. name of his or her clerk, partner, or other persons, all such bids may
be rejected. A party who has quoted prices on work, materials, or
James City County only accepts electronic submissions of the supplies to a bidder is not thereby disqualified from quoting prices
requested bid/proposal (referred to as "bid" on Demand Star). to other bidders or firms submitting a bid directly for the work,
materials or supplies.
To maintain the integrity of the sealed bid/proposal process and in
order to submit their proposal, vendors must sign up and register 17. TAX EXEMPTION: The County is exempt from the payment of any
with Demand Star prior to the due date and time specified in the federal excise or any Virginia sales tax. The price bid must be net,
IFB/RFP documents, including any addenda issued. exclusive of taxes. Tax exemption certificates will be furnished if
requested by the Bidder/Offeror.
Do not send routine correspondence to Demand Star, only the
bid/proposal files. Do not send hard copies of the bid/proposal to 18. DEBARMENT/ENJOINMENT STATUS: By submitting their
the Purchasing Office. Proposals faxed, hand delivered, or emailed bids/proposals, Bidders/Offerors certify that they are not currently
will not be considered. debarred or enjoined by James City County, the Commonwealth
of Virginia, the Federal Government, any local government or
No late proposals will be accepted, and technical difficulties on the government agency/entity/ authority from submitting bids or
part of the Offeror will not be considered an excuse to accept a late proposals on contracts for the type of goods and/or services covered
proposal/bid. by this solicitation, nor are they an agent of any person or entity
that is currently so debarred or enjoined.
Forms requiring signature may be electronically signed/scanned
before upload to Demand Star. If awarded, notarized/original
19. ETHICS IN PUBLIC CONTRACTING: The provisions contained in
documents may be required.
Sections 2.2-4367 through 2.2-4377, Code of Virginia, as amended,
shall be applicable to all contracts solicited or entered into by James
11. ACCEPTANCE OF BIDS/PROPOSALS: Unless otherwise specified,
City County. By submitting their bids/proposals, all Bidders/Offerors
all formal bids/proposals submitted shall be valid for a minimum
certify that their bids/proposals are made without collusion or fraud
period of ninety (90) calendar days following the date established
and that they have not offered or received any kickbacks or
for acceptance. At the end of the ninety (90) calendar days the
inducements from any other Bidder, Offeror, supplier, manufacturer
bid/proposal may be withdrawn at the written request of the
or subcontractor in connection with their bid/proposal, and that they
Bidder/Offeror. If the proposal is not withdrawn at that time it remains
have not conferred on any public employee having official
in effect until an award is made or the solicitation is canceled.
responsibility for this procurement transaction any payment, loan,
subscription, advance, deposit of money, services or anything of
12. PRICING:
more than nominal value, present or promised, unless
consideration of substantially equal or greater value was exchanged.
a. Bidder warrants by virtue of bidding that prices, terms, and
conditions quoted in his bid will be firm for acceptance for a
The Bidder/Offeror certifies that to the best of his knowledge, no
period of ninety (90) days from the date of bid opening unless
employee of the County, nor any member thereof, nor any public
otherwise stated by the County or Bidder.
agency or official impacted by the solicitation or resulting contract
has any pecuniary interest in the business of the Bidder/Offeror,
b. Prices should be stated in units of quantity as specified in the
and that no person associated with the Bidder/Offeror has any
bid form.
interest that would conflict in any manner with the performance of
the contract resulting from this solicitation.
c. Life cycle cost analysis may be considered when determining
the lowest responsive and responsible bid. This analysis may
20. VENDOR REWARDS/GIFT PROGRAMS: It is the policy of the
consider, in addition to purchase price, any proposed upward
County not to participate in any rewards programs offered by
or downward escalator clauses proposed for the initial contract
vendors and not to accept any gifts or gift cards, or other rewards
term and any potential renewal terms; operating and related
from vendors for purchases made by the County. If you customarily
costs over the life of the item including maintenance, down
provide, or if you plan to provide, rewards programs, gifts or gift
time, energy costs, salvage value,etc.
cards, or other rewards to your customers for purchases made by
such customers, you must identify this fact in your bid and
d. Bid prices shall be for complete installation ready for the
demonstrate in the bid how you have applied the value of such
County's use and shall include all applicable freight and
rewards to a reduction in the price of the goods and/or services
installation charges; extra charges will not be allowed.
being offered to the County.
e. When an annual contract is not requested by the County, and 21. PERFORMANCE BOND: When requested, the County shall require
the bid is for products or services to be delivered on a one- the successful bidder/offeror to furnish a performance bond and labor
time only or staggered basis, only firm pricing shall be given and material payment bond with surety satisfactory to the County
consideration. General terms such as "price in effect at time of Attorney in the amount of the contract price at a time of or prior to
delivery" shall not be considered for award. execution of the contract.
22. NO CONTACT POLICY: No Bidder/Offeror shall initiate or otherwise
13. CONDITIONAL BIDS: Conditional bids are subject to
have contact related to the solicitation with any County employee,
rejection in whole or in part if the price, quality, quantity,
other than the Purchasing Office, after the date and time established
delivery, necessary assurances, performance of the
for receipt of bids/proposals. Any contact initiated by a Bidder/Offeror
contract and other factors deemed important to the
with any County representative, other than the Purchasing Office,
solicitation will be affected.
concerning this solicitation is prohibited and may cause the
disqualification of the Bidder/Offeror from this procurement process.
14. OPENING: At the time fixed for the opening of responses to
23. LICENSES, PERMITS, AND FEES: All bids submitted shall have
a bid, all bids will be opened and the names of the bidders
included a list of any business and professional licenses, permits, or
and the amount of bid shall be read aloud and made readily
fees required by James City County or the Commonwealth of Virginia.
available to the public.
24. QUALIFICATIONS OF BIDDERS AND SUBCONTRACTORS: The
If a public opening of a Request for Proposals is held, only the
apparent low Bidder shall submit to the Owner a list of all
names of the offerors will be read publicly.
Subcontractors who will be performing work on the project. An
experience statement with shall accompany such list pertinent
15. RESPONSE TO SOLICITATIONS: In the event a vendor cannot
information as to similar projects and other evidence of experience
submit a bid on a solicitation, the vendor is requested to return
and qualification for each such Subcontractor, person and
the solicitation cover sheet with an explanation as to why the
organization and documented work history of the subcontractor
vendor is unable to bid on these requirements.
with the Bidder. If the Owner, after due investigation, has

reasonable objection to any proposed Subcontractor, other Awards made in response to an RFP will be made to the highest
person or organization, the Owner may, before giving the Notice qualified offeror whose proposal is determined, in writing, to be the
of Award, request the apparent low Bidder to submit an most advantageous to the County taking into consideration the
acceptable substitute without an increase in Bid price. If the evaluation factors set forth in the RFP. The Purchasing Director
apparent low Bidder declines to make any such substitution, the reserves the right to award a contract by individual items, in the
contract shall not be awarded to such Bidder, but his declining to aggregate, or in combination thereof, or to reject any or all
make any such substitution will not constitute grounds for bids/proposals and to waive any informality in bids/proposals
sacrificing his Bid Security. For any Subcontractors, other person received whenever such rejection or waiver is in the best interest of
or organization so listed and to whom Owner does not make the County. Award may be made to as many bidders/offerors as
written objection prior to the giving of the Notice of Award, it will deemed necessary to fulfill the anticipated requirements of James
be deemed the Owner has no objection. City County. The Purchasing Director reserves the right to negotiate
with the lowest responsive, responsible bidder should bids exceed
available funds. The Purchasing Director shall reject the bid if the
SPECIFICATIONS bidder is deemed to be a non-responsible or non- responsive bidder.
25. BRAND NAME OR EQUAL ITEMS: Unless otherwise provided in 31. James City County may cancel a Request for Proposals or reject
the solicitation, the name of a certain brand, make or manufacturer proposals at any time prior to an award and is not required to furnish
does not restrict bidders to the specific brand, make or a statement of the reason why a particular proposal was not
manufacturer named; it conveys the general style, type, character, deemed to be the most advantageous. (Section 2.2-4359D, Code
and quality of the article desired, and any article which the County of Virginia.)
in its sole discretion determines to be the equal of that specified,
considering quality, workmanship, economy of operation, and 32. PUBLIC INSPECTION OF CERTAIN RECORDS:
suitability for the purpose intended, shall be accepted. The Bidder Shall be per the Virginia Public Procurement Act (VPPA) 2.2-4342
is responsible to clearly and specifically indicate the product being
offered and to provide sufficient descriptive literature, catalog cuts 33. QUALIFICATIONS OF BIDDERS OR OFFERORS: James City
and technical detail to enable James City County to determine if the County may make such reasonable investigations as deemed
product offered meets the requirements of the solicitation. This is proper and necessary to determine the ability of the Bidder/Offeror
required even if offering the exact brand, make or manufacturer to perform the work/furnish the item(s) and the Bidder/Offeror shall
specified. Normally in competitive sealed bidding, only the furnish to James City County all such information and data for this
information furnished with the bid will be considered in the purpose as may be requested. James City County reserves the right
evaluation. Failure to furnish adequate data to enable James City to inspect Bidder's/Offeror's physical facilities prior to award to
County to determine if the product offered meets the requirements satisfy questions regarding the Bidder's/Offeror's capabilities.
of the solicitation may result the bid being declared non-responsive. James City County further reserves the right to reject any bid or
Unless the Bidder clearly indicates in its bid/proposal that the proposal if the evidence submitted by or investigations of such
product offered is "equal" product, such bid/proposal will be Bidder/Offeror fails to satisfy James City County that such
considered to offer the brand name product referenced in the Bidder/Offeror is properly qualified to carry out the obligations of the
solicitation. contract and to complete the work/furnish the item(s) contemplated
therein.
26. FORMAL SPECIFICATIONS: When a solicitation contains a
specification which states no substitutes, no deviation will be 34. TIE BIDS: In the case of a tie bid, the County may give preference
permitted and the bidder will be required to furnish articles in to goods, services and construction produced in the County or
conformity with that specification. provided by persons, firms or corporations having principal places
of business in the County. If such choice is not available, preference
shall then be given to goods and services produced in the
27. OMISSIONS & DISCREPANCIES: Any items or parts of any
Commonwealth pursuant to Code of Virginia 2.2-4324. If no County
equipment listed in this solicitation which are not fully described or
or Commonwealth choice is available, the tie shall be decided by lot.
are omitted from such specification, and which are clearly
necessary for the completion of such equipment and i ts 35. FACTORS OTHER THAN PRICE IN AWARD DECISION: The
appurtenances, shall be considered a part of such equipment following factors, in addition to price (as they apply), shall be a
although not directly specified or called for in the specifications.
consideration in the award decision:
The Bidder/Offeror shall abide by and comply with the true intent of a. The quality of performance/workmanship of previous contracts,
the specifications and not take advantage of any unintentional error services or products, or references which attest to other specific
or omission but shall fully complete every part as the true intent experiences;
and meaning of the specifications and drawings. Whenever the
mention is made of any articles, material or workmanship to be in b. The timely completion of previous contracts or services or the
accordance with laws, ordinances, building codes, underwriter's timely delivery of past orders; or references which attest to other
codes, A.S.T.M. regulations or similar expressions, the specific experiences;
requirements of these laws, ordinances., etc., shall be construed
as to the minimum requirements of these specifications. c. The sufficiency of financial resources and its impact on ability of
the bidder to perform the contract or provide the services;
28. EQUIPMENT STANDARDS. Any equipment delivered shall be
standard new equipment, latest model, the best quality, and the d. The County reserves the right to conduct on-site inspections of
highest-grade work, except as otherwise specifically stated in bid. any bidder's facilities prior to award. The results of said
Any part of nominal appurtenances which are usually provided in
inspection will be considered by the County in determining
the manufacturer's stock model shall be furnished. bidder's capabilities of successfully administering to this
contract;
29. ANNUAL CONTRACT USAGE REQUIREMENTS: Whenever a
bid is sought seeking a source of supply for an annual contract for
e. The ability and availability of the bidder to provide both quality
products or services, the quantities or usage shown are estimates
and timely maintenance, service, and/or parts;
only. No guarantee or warranty is given or implied by James City
County as to the total amount that may not be purchased from any
f. The resale value, life cycle costing, and value analysis of a
resulting contracts. These quantities are for Bidder's information
product;
only and will be used for tabulation and presentation of bid.
g. The availability and capability of local and regional vendor
support as it affects the quantity, quality, and timeliness of the
AWARD
work or products required;
30. AWARD OR REJECTION OF BIDS: The Purchasing Director shall
h. Delivery of a product and timely completion of a project as stated
award the contract to the lowest responsive and responsible bidder
by vendor in bid;
complying with all provisions of the IFB, provided the bid price is
reasonable and it is in the best interest of the County to accept it.

i. Substantial compliance or noncompliance with specifications c. The date of payment shall be deemed the
set forth in bid as determined by the County; date of postmark in all cases where payment
is made by mail.
j. Product or parts inventory capability as it relates to a particular
bid; and 42. PAYMENT TO SUBCONTRACTORS: A
contractor awarded a contract under this solicitation
k. Results of product testing. is hereby obligated to uphold the following
provisions, in accordance with 2.2-4354 of the
CONTRACT PROVISIONS Code of Virginia:
35. APPLICABLE LAW AND COURTS: Any contract resulting from this
solicitation shall be governed in any respects by the laws of Virginia, a. The Contractor shall pay the subcontractor(s)
and any litigation with respect thereto shall be brought in the Circuit within seven (7) days of the contractor's
Court or General District Court of James City County, Virginia. The receipt of payment from James City County
Contractor shall comply with applicable federal, state and local laws for the proportionate share of the payment
and regulations. received for work performed by the
subcontractor(s) under the contract; or
36. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By b. The Contractor shall notify James City
entering into this contract, vendor certifies that it does not and will County and the subcontractor(s), in writing, of
not during the performance of this contract knowingly employ an the contractor's intention to withhold payment
unauthorized alien as defined in, or otherwise violate the provisions and the reason, in accordance with section d.
of, the federal Immigration Reform and Control Act of 1986, as below.
amended. c. The contractor is obligated to pay the
subcontractor(s) interest at the rate of one
37. OBLIGATIONS OF COUNTY AND CONTRACTOR: County: The percent per month (unless otherwise
County shall furnish to the contractor all available information as provided under the terms of the contract) on
listed in the solicitation that may be useful for the contract work. The all amounts owed by the contractor that
County shall assist the contractor in obtaining access to enter remain unpaid seven (7) days following
upon public and private property as required to perform the contract receipt of payment from James City County,
work. The County shall designate a representative who shall serve except for amounts withheld as stated in "b"
as the principal contact and give direction to the contractor above. A contractor's obligation to pay an
throughout the duration of the contract. Contractor: The contractor interest charge to a subcontractor may not be
represents that he has, or shall secure at his expense, all construed to be an obligation of James City
personnel, including subcontractors, required to perform and County. A contract modification shall not be
complete the Scope of Work. made for the purpose of providing
reimbursement for the interest charge. A cost
38. CONFIDENTIALITY AND OWNERSHIP OF DATA: Any reports, reimbursement claim shall not include any
information, intellectual property, data, drawings, specifications, amount for reimbursement for the interest
estimates and summaries given to or prepared or assembled by charge.
the contractor under the Scope of Work of the contract, shall not be d. In the event that the Contractor has not
made available to any individual or organization by the contractor received payment from the County for work
without prior written approval of the County. All of these items shall performed by a subcontractor under this
become the property of the County upon payment of fees as contract, the Contractor shall be liable for the
required by the contract. entire amount owed to any subcontractor with
which it contracts and to pay such
39. REPORTS OF WORK: The County and the contractor shall subcontractor within 60 days of the receipt of
schedule progress meetings at appropriate intervals throughout an invoice following satisfactory completion of
the duration of the contract. These meetings shall provide for the the work for which the subcontractor has
exchange of information related to the status of the Scope of Work, invoiced. Such Contractor shall not be liable
anticipated progress and any problems that have occurred. for amounts otherwise reducible due to the
subcontractor's noncompliance with the terms
40. ANTI-TRUST: By entering into a contract, the contractor conveys, of the contract. However, in the event that the
sells, assigns, and transfers to James City County all rights, title Contractor withholds all or a part of the
and interest in and to all causes of the action it may now have or amount promised to invoiced by the
hereafter acquire under the antitrust law of the United States and subcontractor under the terms of the contract,
James City County, relating to the particular goods or services the Contractor shall notify the subcontractor
purchased or acquired by James City County under said contract. within 50 days of the receipt of such invoice,
Consistent and continued tie bidding could cause rejection of bids in writing, of his intention to withhold all or a
by the Purchasing Director and/or investigation for Anti-Trust part of the subcontractor's payment with the
violations. reason for nonpayment, specifically
identifying the contractual noncompliance,
41. PAYMENT TERMS: Unless otherwise provided in the solicitation the dollar amount being withheld, and the
payment will be made thirty (30) days after receipt of a proper lower-tier subcontractor responsible for the
invoice with complete supporting documentation, or thirty (30) contractual compliance. Payment by the
days after receipt of all goods or acceptance of work, whichever is County shall not be a condition precedent to
the latter. For construction projects, the County may retain five payment to any lower-tier subcontractor,
percent (5%) of the total amount of each partial progress payment regardless of that contractor's receiving
to assure faithful performance of the contract by the contractor. payment for amounts owed to that contractor.
The County will release all retainage upon final payment. Any provision in a construction contract
contrary to this section shall be
a. Invoices for items/services ordered, delivered/performed unenforceable. Nothing in this section shall
and accepted shall be submitted by the Contractor directly to be construed to (i) apply to or prohibit the
the payment address shown on the purchase order/contract. inclusion of any retainage provisions in a
All invoices shall show the contract number, purchase order construction contract or (ii) apply to the
number, and any federal employer identification number. contracts awarded solely for professional
services as that term is defined in VA Code
b. Any payment terms requiring payment in less than 30 days 2.2-4301 where the County is contracting
will be regarded as requiring payment 30 days after invoice directly with an architectural and engineering
or delivery, whichever occurs last. This shall not affect offers firm.
of discounts for payment in less than 30 days, however. e. These provisions apply to each sub-tier
contractor performing under the primary
contract. The Contractor shall include in each

of its subcontracts a provision requiring each a reasonable period of time after the date of his
subcontractor to include or otherwise be subject to the objection, access to equivalent goods, service, or
same payment and interest requirements as stated in this disbursements from an alternative provider.
Section 42.
48. INVOICES: Invoices for items ordered, delivered and
43. ASSIGNMENT OF CONTRACT: A contract shall not be
accepted shall be submitted by the Contractor
assignable by the Contractor in whole or in part without the
directly to the payment address shown on the
written consent of the Purchasing Director.
purchase order/contract. All invoices shall show the
IFB/RFP number and/or purchase order number.
44. DEFAULT: In case of failure to deliver goods or services in
accordance with the contract terms and conditions, James City
County, after due oral or written notice, may procure them from 49. PRECEDENCE OF TERMS: In the event there is a
other sources and hold the Contractor responsible for any conflict between the General Terms and Conditions
resulting additional purchase and administrative costs. This and any Special Terms and Conditions, the Special
remedy shall be in addition to another remedies which James Terms and Conditions shall apply.
City County may have.
50. CHANGES TO THE CONTRACT: There shall be no
extra work allowed on the contract without prior
45. AVAILABILITY OF FUNDS: It is understood and agreed between written authorization in the form of a change order
the contractor and the County herein that the County shall be signed by the Purchasing Director or the County
bound hereunder only to the extent of the funds available or Administrator. No officer, agent or employee of the
which hereafter become available for the purpose of the contract. County is authorized to give verbal instructions to
increase the Scope of Work and the contractor shall
46. ANTI-DISCRIMINATION: By submitting their bids/proposals, not use verbal instructions as the basis for additional
Bidders/Offerors certify to James City County that they will costs. Changes can be made to the contract in any
conform to the provisions of the Federal Civil Rights Act of 1964, of the following ways by the issuance of a Change
as amended, as well as the Virginia Fair Employment Act of 1975, Order:
as amended, where applicable, the Virginians with Disabilities
Act, the Americans With Disabilities Act and the Code of Virginia a. The parties may agree to modify the scope of the
2.2- 4311, as amended. If the award is made to a faith-based contract. An increase or decrease in the price of
organization, the organization shall not discriminate against any the contract resulting from such modification
recipient of goods, services, or disbursements made pursuant to shall be agreed to by the parties as a part of
the contract on the basis of the recipient's religion, religious their written agreement to modify the scope of the
belief, refusal to participate in a religious practice, or on the basis contract.
of race, age, color, gender or national origin and shall be subject
to the same rules as other organizations that contract with public b. James City County may order changes within
bodies to account for the use of the funds provided; however, if the the general scope of the contract at any time by
faith- based organization segregates public funds into separate written notice to the Contractor. Changes within
accounts shall be subject to audit by the public body . (Code of the scope of the contract include, but are not
Virginia 2.2- 4343.1.E). limited to, things such as services to be
performed, the method of packing or shipment,
In every contract over $10,000 the provisions in a and b and the place of delivery or installation. The
below apply: Contractor shall comply with the notice upon
receipt. The Contractor shall be compensated
a. During the performance of this contract, the Contractor for any additional costs incurred as the result of
agrees as follows: such order and shall give the County a credit for
any savings. Said compensation shall be
1) The Contractor will not discriminate against any determined by one of the following methods.
employee or applicant for employment because of race,
religion, color, sex, national origin, age, disability, or any 1) By mutual agreement between the parties in
other basis prohibited by state law relating to writing; or
discrimination in employment, except where there is a
bona fide occupational qualification reasonably 2) By agreeing upon a unit price or using a
necessary to the normal operation of the contractor. The unit price set forth in the contract, if the
Contractor agrees to post in conspicuous places, work to be done can be expressed in units,
available to employees and applicants for employment, and the contractor accounts for the
notices setting forth the provisions of this number of units of work performed, subject
nondiscrimination clause. to the County's right to audit the
Contractor's records and/or determine the
2) The Contractor, in all solicitations or advertisements for correct number of units independently; or
employees placed by or on behalf of the Contractor, will 3) By ordering the Contractor to proceed
state that such Contractor is an equal opportunity with the work and keep a record of all
employer. costs incurred and savings realized. A
markup for overhead and profit may be
3) Notices, advertisements and solicitations placed in allowed if provided by the contract. The
accordance with federal law, rule or regulation shall be same markup shall be used for
deemed sufficient for the purpose of meeting the determining a decrease in price as the
requirements of this Section. result of savings realized. The Contractor
shall present the County with all vouchers
b. The Contractor will include the provisions of a. above in every and records of expenses incurred and
subcontract or purchase order over $10,000, so that the savings realized. The County shall have
provisions will be binding upon each subcontractor or vendor. the right to audit the records of the
Contractor as it deems necessary to
47. NONDISCRIMINATION OF CONTRACTORS: A bidder/offeror, or determine costs or savings. Any claim for
contractor shall not be discriminated against in the solicitations or an adjustment in price under this
award of this contract because of race, religion, color, sex, national provision must be asserted by written
origin, age or disability or against faith-based organizations. If the notice to the Purchasing Office within
award of this contract is made to a faith- based organization and an thirty (30) days from the date of receipt of
individual who applies for or receives goods, services, or the written order from the Purchasing
disbursements provided pursuant to this contract objects to the Office. If the parties fail to agree on an
religious character of the faith-based organization from which the amount of adjustment, the questions of an
individual receives or would receive the goods, services, or increase or decrease in the contract
disbursements, James City County shall offer the individual, within price or time for performance shall be