Active SLED Opportunity · VIRGINIA · CITY OF NEWPORT NEWS
AI Summary
City of Newport News seeks bids for annual road resurfacing and concrete repairs including asphalt paving, milling, concrete curb and sidewalk replacement, and traffic control services. Contracts will be awarded to qualified contractors for a one-year term with renewal options. Bids due May 22, 2026.
The City of Newport News (the “City”) is seeking bids from qualified firms (the “Bidder” or “Contractor”) to furnish the goods and/or services described herein and bids will be received via the City’s e-Procurement Portal, OpenGov Procurement (https://secure.procurenow.com/portal/nnva), to be received no later than Friday, May 22, 2026 at 2:00 pm (local prevailing time).
The purpose of this Invitation for Bids (IFB) is to establish term contracts with two or three qualified Contractors for the provision of road resurfacing and concrete repair/maintenance services to the City, on an 'as needed' basis.
This project shall be constructed in accordance with: AASHTO (American Association of State Highway and Transportation Officials) A Policy on Geometric Design of Highways and Streets, 7th Edition, dated 2018, the Virginia Department of Transportation Road and Bridge Specifications, latest edition; and the Virginia Department of Transportation Road and Bridge Standards, dated 2016; the Virginia Work Area Protection Manual Revision 2, dated September 1, 2019; the 2009 edition of the MUTCD, Revision 2; and Supplemental Specifications, Special Provisions and Special Provision Copied Notes in this contract.
Notice: The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C.§§ 2000d to 2000d-4) and the Regulations, hereby notifies all Bidders that it will affirmatively ensure that any contract entered into pursuant to this solicitation/advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.
The City of Newport News shall be an Additional Insured in all such policies.
Questions regarding this Invitation for Bid (IFB) must be submitted in writing through the OpenGov Procurement Question/Answer Tab via the City's e-Procurement portal, on or before, Tuesday, May 12, 2026 by 1:00 pm. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to Bidders following this solicitation on the City's e-Procurement Portal received prior to the date and time as provided for in this solicitation.
Direct contact with others besides the Office of Purchasing, including other City departments and the City consultants, on the subject of this bid is expressly forbidden except with the foreknowledge and permission of the Office of Purchasing. Violation may result in a determination that the Bidder is ineligible for award.
Work to be completed in: Days to be Specified per Task Order.
Liquidated Damages
For Tasks Less Than $1,000,000.00
$800.00 per calendar day after time for Substantial Completion has expired. $400.00 per calendar day after time for Final Completion has expired.
For Tasks Greater Than $1,000,000.00
$1,250.00 per calendar day after time for Substantial Completion has expired. $625.00 per calendar day after time for Final Completion has expired.
Performance Bond: 100%.
Payment Bond: 100%.
Bid Security: 5%.
Specifications for this project can be viewed and downloaded in the Attachments section.
All Construction Methods and Materials shall conform with the current Newport News Design Criteria Manual, Virginia Department of Transportation (VDOT) Standards and Specifications, Virginia Department of Transportation (VDOT) Road and Bridges Standards and Specifications, Latest Edition of the Hampton Roads Planning District Commission (HRPDC) Regional Construction Standards, Newport News Special Provisions, the Stormwater Management Handbook 1999 Edition, Virginia DEQ Stormwater Design Specifications, Virginia Erosion and Sediment Control Regulations and any other applicable City Or State Ordinance, Code and/or Law.
Pursuant to 2. C.F.R § 200.326. the following provisions and certifications shall apply when the City utilizes federal funds to purchase goods or services resulting from this solicitation. These provisions are in addition to other Terms and Conditions contained in this solicitation.
The City of Newport News (the “City”) is seeking bids from qualified firms (the “Bidder” or “Contractor”) to furnish the goods and/or services described herein and bids will be received via the City’s e-Procurement Portal, OpenGov Procurement (https://secure.procurenow.com/portal/nnva), to be received no later than Friday, May 22, 2026 at 2:00 pm (local prevailing time).
The purpose of this Invitation for Bids (IFB) is to establish term contracts with two or three qualified Contractors for the provision of road resurfacing and concrete repair/maintenance services to the City, on an 'as needed' basis.
This project shall be constructed in accordance with: AASHTO (American Association of State Highway and Transportation Officials) A Policy on Geometric Design of Highways and Streets, 7th Edition, dated 2018, the Virginia Department of Transportation Road and Bridge Specifications, latest edition; and the Virginia Department of Transportation Road and Bridge Standards, dated 2016; the Virginia Work Area Protection Manual Revision 2, dated September 1, 2019; the 2009 edition of the MUTCD, Revision 2; and Supplemental Specifications, Special Provisions and Special Provision Copied Notes in this contract.
Notice: The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C.§§ 2000d to 2000d-4) and the Regulations, hereby notifies all Bidders that it will affirmatively ensure that any contract entered into pursuant to this solicitation/advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.
A pre-bid conference is scheduled related to this Invitation for Bid on NO VALUE at NO VALUE at:
NO VALUE
Attendance at the pre-bid conference is mandatory in order for a bid to be considered for award.
The Contractor shall carry the required amounts of insurance specified below throughout the contract/agreement period except the liability and products/completed operations shall be maintained for a period of five (5) years after the final completion of the Contractor’s work or through the statute of repose or statute of limitations period(s) applicable to any claims against Contractor, whichever is greater. The Contractor shall submit a Certificate of Insurance and appropriate endorsements certifying coverages:
Such certificates shall provide that the Insurance will not be canceled or reduced without prior notice to the City.
Refer to Standard Terms and Conditions for these applicable provisions.
Changes or supplemental instructions to this Invitation for Bids will be posted online with this solicitation. It is the Bidder's responsibility to check for addenda prior to the bid due date and time to ensure that all addenda are received.
Addenda shall be posted on the City's e-Procurement Portal, OpenGov Procurement, and Addenda notifications will be sent via email to all persons on record who are following this IFB on OpenGov Procurement.
All Bidders shall acknowledge receipt of Addenda with the bid. Acknowledgement of all Addenda shall be completed in OpenGov Procurement. If all Addenda are not acknowledged, the bid may not be accepted and be deemed non-responsive.
Bidder acknowledges that estimated quantities are not guaranteed, and are solely for the purpose of comparison of Bids, and final payment for all Unit Price Bid items will be based on actual quantities provided, determined as provided in the Contract Documents. The prices quoted shall include without exception all materials, supervision, labor, equipment, appliances, clean-up, incidental items, applicable sales, use and other taxes, insurance, building permit or fees, and the Contractor's labor, overhead, profit, mobilization and other mark-ups, and in full accordance with the Contract Documents. Include allowance for waste where appropriate. The unit prices shall be maintained throughout the Contract Time.
| Release Project Date: | May 6, 2026 |
| Question Submission Deadline: | May 12, 2026, 1:00pm |
| Bid Submission Deadline: | May 22, 2026, 2:00pm Bids will be publicly opened on the due date and time as specified herein, in the Office of Purchasing. A virtual attendance option is also available by using the link below. |
During the performance of this contract, the Contractor agrees as follows:
A pre-bid conference is scheduled related to this Invitation for Bid on NO VALUE at NO VALUE at:
NO VALUE
Attendance at the pre-bid conference is not mandatory in order for a bid to be considered for award.
The City will make the award on Total Bid to the lowest responsive and responsible Bidders. The City reserves the right to conduct any test it may deem advisable and make all evaluations. The City also reserves the right to reject any or all bids, to award whole or in part, and to waive informalities prior to making the award, whenever it is deemed to be in its best interest.
The minimum Limit of Liability shall be:
Bodily Injury per person / occurrence (BI) $1,000,000
Property Damage per occurrence (PD) $1,000,000
If Policy has Aggregate Provisions –
Minimum Annual Aggregate Limit $1,000,000
There is not a pre-bid conference scheduled for this project.
Notices and communications related to the contract resulting from this Invitation for Bids shall be in writing and delivered via mail (postage prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic means (email). All notices related to contract award, modifications, renewals, and terminations will be handled through the Office of Purchasing. The Office of Purchasing primarily utilizes email for notices and communications including but not limited to delivery of Purchase Orders, contract renewals and contract amendments. The City may also use a web-based service to obtain signatures electronically.
When required by Federal Program legislation, the following contract provisions apply to a construction related contract.
The Consultant shall obtain and maintain professional liability insurance for errors and omissions (E & O) in the amount of two million ($2,000,000.00) for the duration of this contract. An original certificate of insurance and all required endorsements shall be submitted to the Office of Purchasing for approval.
1. SM-9.5 A Bituminous Concrete, 2” Depth (Residential), Complete in Place
Will be paid for at the bid price per square yard and shall include all labor, supervision, materials, and equipment needed to perform the work, including (but not be limited to); temporary striping , a machine cut 30 degree angle “safety edge” paving on non-curb and gutter streets (refer to Figure 2.2 FHWA Safety Edge Drawing), asphalt wedging when required in gutters and driveway entrances, asphalt extensions to match grades of driveways where no curb and gutter exists, curb returns or intersecting streets as field marked by Inspector, tack and/or prime coat, anti-stripping additive, any needed saw-cutting, preparation of receiving surface, gutter/street sweeping and vegetation/soil removal prior to paving crew mobilizing on-site. Payment shall also include all sweeping and removal of excess material, including mud, dirt, soil, vegetation, and grass from roadways, shoulders, gutter pans and yards. Payment for SM-9.5A shall not be made until all miscellaneous items are completed on the street. Also included in this price is all asphalt ramping required at intersections, driveways, entrances, manholes, water valves, structures, all termination points, etc. to provide a smooth transition for each day’s operations. All bituminous concrete in this contract will be subject to the asphalt material price adjustment in accordance with the Virginia Department of Transportation Road and Bridge Specifications, current edition,and the VDOT Special Provision for Asphalt Material Price Adjustment (SP109-000100-02).
2. SM- 9.5 D Bituminous Concrete 2” Depth (Residential), Complete in Place
Will be paid for at the bid price per square yard and shall include all labor, supervision, materials, and equipment needed to perform the work, including (but not be limited to); temporary striping , a machine cut 30 degree angle “safety edge” paving on non-curb and gutter streets (refer to Figure 2.2 FHWA Safety Edge Drawing), asphalt wedging when required in gutters and driveway entrances, asphalt extensions to match grades of driveways where no curb and gutter exists, curb returns or intersecting streets as field marked by Inspector, tack and/or prime coat, anti-stripping additive, any needed saw-cutting, preparation of receiving surface, gutter/street sweeping and vegetation/soil removal prior to paving crew mobilizing on-site. Payment shall also include all sweeping and removal of excess material, including mud, dirt, soil, vegetation, and grass from roadways, shoulders, gutter pans and yards. Payment for SM-9.5D shall not be made until all miscellaneous items are completed on the street. Also included in this price is all asphalt ramping required at intersections, driveways, entrances, manholes, water valves, structures, all termination points, etc. to provide a smooth transition for each day’s operations. All bituminous concrete in this contract will be subject to the asphalt material price adjustment in accordance with the Virginia Department of Transportation Road and Bridge Specifications, current edition,and the VDOT Special Provision for Asphalt Material Price Adjustment (SP109-000100-02).
3. SM-12.5 D Bituminous Concrete 2” Depth (Arterial/Collector), Complete in Place
Will be paid for at the bid price per square yard and shall include all labor, supervision, materials, and equipment needed to perform the work, including (but not be limited to); temporary striping , a machine cut 30 degree angle “safety edge” paving on non-curb and gutter streets (refer to Figure 2.2 FHWA Safety Edge Drawing), asphalt wedging when required in gutters and driveway entrances, asphalt extensions to match grades of driveways where no curb and gutter exists, curb returns or intersecting streets as field marked by Inspector, tack and/or prime coat, anti-stripping additive, any needed saw-cutting, preparation of receiving surface, gutter/street sweeping and vegetation/soil removal prior to paving crew mobilizing on-site. Payment shall also include all sweeping and removal of excess material, including mud, dirt, soil, vegetation, and grass from roadways, shoulders, gutter pans and yards. Payment for SM-12.5D shall not be made until all miscellaneous items are completed on the street. Also included in this price is all asphalt ramping required at intersections, driveways, entrances, manholes, water valves, structures, all termination points, etc. to provide a smooth transition for each day’s operations. All bituminous concrete in this contract will be subject to the asphalt material price adjustment in accordance with the Virginia Department of Transportation 2016 Road and the VDOT Special Provision for Asphalt Material Price Adjustment (SP109-000100-02).
4. SM-12.5 E Bituminous Concrete 2” Depth (Arterial/Collector), Complete in Place
Will be paid for at the bid price per square yard and shall include all labor, supervision, materials, and equipment needed to perform the work, including (but not be limited to); temporary striping , a machine cut 30 degree angle “safety edge” paving on non-curb and gutter streets (refer to Figure 2.2 FHWA Safety Edge Drawing), asphalt wedging when required in gutters and driveway entrances, asphalt extensions to match grades of driveways where no curb and gutter exists, curb returns or intersecting streets as field marked by Inspector, tack and/or prime coat, anti-stripping additive, any needed saw-cutting, preparation of receiving surface, gutter/street sweeping and vegetation/soil removal prior to paving crew mobilizing on-site. Payment shall also include all sweeping and removal of excess material, including mud, dirt, soil, vegetation, and grass from roadways, shoulders, gutter pans and yards. Payment for SM-12.5E shall not be made until all miscellaneous items are completed on the street. Also included in this price is all asphalt ramping required at intersections, driveways, entrances, manholes, water valves, structures, all termination points, etc. to provide a smooth transition for each day’s operations. All bituminous concrete in this contract will be subject to the asphalt material price adjustment in accordance with the Virginia Department of Transportation Road and Bridge Specifications, current edition,and the VDOT Special Provision for Asphalt Material Price Adjustment (SP109-000100-02).
5. BM-25 Bituminous Concrete, Complete in Place
Will be paid for at the bid price per ton and shall include all labor, supervision, materials, and equipment needed to perform the work upon direction of the Engineer.
The quantity of BM-25 Bituminous Concrete to be paid for will be determined by either field measurement or by delivery tickets, at the option of the Owner or Engineer. When field measurement is used, the quantity will be determined by measuring the length, width, and compacted depth of the asphalt placed and converting the calculated volume to tons using the approved unit weight for the material as determined by the Engineer. When delivery tickets are used, the quantity will be based on certified weight tickets from a licensed commercial scale showing the net weight of bituminous concrete delivered to the project and accepted in the work.
All bituminous concrete in this contract will be subject to the asphalt material price adjustment in accordance with the Virginia Department of Transportation 2016 Road and Bridge Specifications and the VDOT Special Provision for Asphalt Material Price Adjustment (SP109-000100-02).
6. Polymer Fiber Reinforcement, Complete in Place
Will be paid for at the contract unit price per pound and shall include all labor, supervision, materials, equipment, and documentation necessary to furnish and incorporate the polymer fibers into the asphalt mixture at the plant. Payment includes delivery, storage, handling, calibration of dosing equipment, certified scale documentation, quality control testing, and compliance with the approved job mix formula. No separate payment will be made for waste, rejected material, or fibers not incorporated into the mix.
7. Flexible Pavement Milling 2” Depth, Complete in Place
Will be paid for at the bid price per square yard and shall include all labor, supervision, materials, and equipment needed to perform the work as bid. It will also include erosion and sediment control, appropriate inlet protection along milled streets, any saw cutting or hand labor required to complete milling operations, ramping to provide smooth transition for each day’s operation at intersections, driveways, all termination points, manholes, etc., street sweeping/cleaning, and removal and disposal of millings.
8. Asphalt/Stone/Subgrade Removal, Complete in Place
Will be paid for at the bid price per cubic yard and shall include all labor, materials, and equipment needed to remove asphalt, stone and subgrade to a depth specified in the field and to be used only where directed by the Engineer. It will also include disposal of the excavated material and saw cutting of asphalt or concrete as required. Stone backfill shall be paid for under Item 8. Crushed Stone Backfill. Asphalt backfill shall be paid for under Item 5. BM-25 Bituminous Concrete.
9. Crushed Stone Backfill, Complete in Place
Will be paid for at the bid price per cubic yard and include all labor, supervision, materials, and equipment needed to complete the work, complete in place.
10. Asphalt Leveling/Scratching, Complete in Place
Will be paid for at the bid price per ton and shall include all labor, supervision, materials, and equipment needed to complete the work as directed by the Engineer. All bituminous concrete in this contract will be subject to the asphalt material price adjustment in accordance with the Virginia Department of Transportation Road and Bridge Specifications, current edition,and the VDOT Special Provision for Asphalt Material Price Adjustment (SP109-000100-02).
11. Crushed Stone Shoulder, Complete in Place
Will be paid for at the bid price per ton and shall include all labor, supervision, materials, and equipment needed to install crushed stone shoulders as directed by the Engineer.
The quantity of stone to be paid for will be determined by either field measurement or by delivery tickets, at the option of the Owner or Engineer. When field measurement is used, the quantity will be determined by measuring the length, width, and compacted depth of the asphalt placed and converting the calculated volume to tons using the approved unit weight for the material as determined by the Engineer. When delivery tickets are used, the quantity will be based on certified weight tickets from a licensed commercial scale showing the net weight of stone delivered to the project and accepted in the work.
12. Adjust Manholes to Proper Grade/Lower or Raise Casting, Complete in Place
Will be paid for at the bid price per each complete in place and shall include all labor, supervision, materials, and equipment needed to perform the work. It shall also include jack hammering concrete and/or asphalt, excavation, backfill, asphalt backfill, placement of brick, mortar, and concrete, etc. to bring casting to proper grade. Any manholes adjusted after placement of surface asphalt shall not be included as work and shall not be made available for billing. The contractor shall re-adjust at their expense, if required by the engineer.
13. Install Newport News Standard Manhole Casting, Complete in Place
Will be paid for at the bid price per each complete in place and shall include all labor, supervision, materials, and equipment needed to install a new manhole casting at the correct grade. The item will also include a Newport News manhole cover, casting and cast-iron dust cover. Any manholes installed after placement of surface asphalt shall not be included as work and will not be made available for billing. The contractor shall re-adjust at their expense, if required by the engineer.
14. Adjust Water Valves to Proper Grade/Lower or Raise Casting, Complete in Place
Will be paid for at the bid price per each complete in place and shall include all labor, supervision, materials, and equipment needed to bring casting to proper grade. Any water valves adjusted after placement of surface asphalt shall not be included as work and will not be made available for billing. The contractor shall re-adjust at their expense, if required by the engineer.
15. Install Newport News Waterworks Standard Water Valve, Complete in Place
Will be paid for at the bid price per each complete in place and shall include a Newport News Waterworks Water Valve cover, casting and cast iron dust cover. Payment will include all labor, supervision, materials, and equipment needed to install new casting (provided by Public Utilities), and other incidentals required to install a new Water Valve at the correct grade. Any water valves installed after placement of surface asphalt shall not be included as work and will not be made available for billing. The contractor shall re-adjust at their expense, if required by the engineer.
16. Adjust Manholes Using Rings, Complete in Place
Will be paid for at the bid price per each complete in place and shall include all labor, supervision, materials, and equipment needed to perform the work at the direction of the Engineer. Any manholes adjusted after placement of surface asphalt shall not be included as work and shall not be made available for billing. The contractor shall re-adjust at their expense, if required by the engineer.
17. Adjust Water Valves Using Rings, Complete in Place
Will be paid for at the bid price per each complete in place and shall include all materials, labor, and equipment needed to perform the work at the direction of the Engineer. Any water valves adjusted after placement of surface asphalt shall not be included as work and shall not be made available for billing. The contractor shall re-adjust at their expense, if required by the engineer.
18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 29 Pavement Markings, Complete in Place
Will be paid for at the bid price per Linear Foot, Each, or Square Foot, depending on the specific item, complete in place, and shall include all materials, labor, and equipment needed to perform the work.
The cost of temporary striping shall be included in the price of surface asphalt.
30. CG-12 7” Concrete/ ADA Handicap Ramps w/ Masonry Detectable Warning Surface, Complete in Place
Will be paid for at the bid price per each complete in place and shall include all labor, supervision, materials, and equipment needed to remove, dispose of and construct a new concrete handicap ramp. Also included in this unit price are adjustments of all enclosures within the concrete placement area as required and replacing curb and gutter to conform to current ADA standards. All concrete work adjacent to asphalt surfaces shall be done before paving operations begin.
31. Remove and Replace Concrete Curb/ Curb and Gutter, Complete in Place
Will be paid for at the bid price per linear foot complete in place and shall include all labor, supervision, materials, and equipment needed to material testing, saw cutting, concrete removal, excavation, backfill, stone base, fine grading, topsoil, seeding, compaction of subgrade, disposal of excess material, concrete placement and adjustments / modifications required to fit existing conditions, replacement of full depth asphalt in front of gutter pan / curb, tree / root removal, removal of 6” base and installation of 6” stone base beneath the curb and gutter (which shall extend 1’ beyond the back of curb), backfill behind the curb with topsoil, fine grade and seed the disturbed area, and demolition and removal of existing asphalt in gutter pans. Also included in this unit price are adjustments of all enclosures within the concrete placement area as required and replacing curb and gutter to conform to current ADA standards. Each structure located within the limits of the curb and gutter having a length greater than 1 foot will be excluded in computing the length of concrete eligible for payment. All concrete work adjacent to asphalt surfaces shall be done before paving operations begin.
32. Remove and Replace 4” Concrete Sidewalk, Complete in Place
Will be paid for at the bid price per square yard for the item shall include, but not be limited to: saw cutting, concrete removal, excavation, backfill, stone base, fine grading, topsoil, seeding, compaction of subgrade, disposal of excess material, concrete placement and adjustments / modifications required to fit existing conditions. Also included in this unit price are adjustments of all enclosures within the concrete placement area as required. Each structure located within the limits of the sidewalk having an area greater than 1 square yard will be excluded in computing the square yards of sidewalk eligible for payment. Payment shall be made at the per square yard price bid for work complete in place. All concrete work adjacent to asphalt surfaces shall be done before paving operations begin.
33. Remove and Replace Concrete Median, Complete in Place
Will be paid for at the bid price per linear foot for the item shall include, but not be limited to: mobilization, traffic control, labor, material, services, material testing, saw cutting, concrete removal, excavation, backfill, stone base, fine grading, topsoil, seeding, compaction of subgrade, disposal of excess material, concrete placement and adjustments / modifications required to fit existing conditions, replacement of full depth asphalt in front of curb, tree / root removal, removal of 6” base and installation of 6” stone base beneath the curb (which shall extend 1’ beyond the back of curb), backfill behind the curb with topsoil, fine grade and seed the disturbed area, and demolition and removal of existing asphalt. Also included in this unit price are adjustments of all enclosures within the concrete placement area as required and replacing curb to conform to current ADA standards, if necessary. Each structure located within the limits of the median having a length greater than 1 foot will be excluded in computing the length of concrete eligible for payment. Payment shall be made at the per linear foot price bid for work complete in place. All concrete work adjacent to asphalt surfaces shall be done before paving operations begin.
34. Remove and Replace Concrete Swale, Complete in Place
Will be paid for at the bid price per square yard for the item shall include, but not be limited to: saw cutting, concrete removal, excavation, backfill, stone base, fine grading, topsoil, seeding, compaction of subgrade, disposal of excess material, concrete placement and adjustments / modifications required to fit existing conditions. Also included in this unit price are adjustments of all enclosures within the concrete placement area as required. Payment shall be made at the per square yard price bid for work complete in place. All concrete work adjacent to asphalt surfaces shall be done before paving operations begin.
35. Repair/Replace/Re-Set Brick Pavers, Complete in Place
Will be paid for at the bid price per square yard and shall include (but not be limited to) labor, paver removal, replacement pavers, sand, excavation, disposal of excess material, backfill, compaction of backfill, any adjustments / modifications required to fit existing conditions, and any other equipment or materials needed to perform the work.
36. Replace Handrails (VDOT and Newport News Modified) , Complete in Place
The contract unit price per linear foot shall include, but not limited to, all labor, equipment, and materials to install the handrail, VDOT HR-1, complete in place. The modified handrail will be measured in linear feet of handrail installed, measured along the centerline of the rail between end points of each run, excluding gaps, breaks, or rail terminations. Payment at the contract unit price per linear foot shall include all supervision, labor, materials, equipment, fasteners, anchorage, connection to existing structures, finish coating, testing, adjustments, and cleanup, complete in place. Removal of existing handrail, disposal, and any special decorative or non-standard elements, unless otherwise specified by Owner shall be considered incidental.
37. Speed Hump with Tapers, Complete in Place
Will be paid for at the bid price per square yard for all work required as shown on the 12’ and 14’ Speed Hump Detail shall include, but not limited to: all materials, labor, and equipment needed to remove existing pavement, mobilization/demobilization, survey, construction stake out, erosion and sediment control, traffic control, excavation and backfill, forming/construction of concrete speed humps, reinforcing bars, base material concrete additives, pavement markings, signage, pavement removal, disposal, saw cutting, maintenance off traffic, daily clean-up, and restoration of all disturbed areas.
38. Mini Roundabout, Complete in Place
Will be paid for at the bid price per square yard for all work required as shown on the Mini-Roundabout Detail shall include, but not limited to: all supervision, material, labor, and equipment needed to remove existing pavement, mobilization/demobilization, survey, construction stake out, erosion and sediment control, traffic control, excavation and backfill, forming/construction of concrete roundabout and medians, reinforcing bars, base material concrete additives, pavement markings, signage, pavement removal, disposal, saw cutting, maintenance of traffic, daily clean-up, and restoration of all disturbed areas. The cost of relocating the associated existing curb and gutter will be paid for under Item 31 Remove and Replace Curb/Curb and Gutter, Complete in Place. The cost of constructing the associated splitter island shall be paid for under Item 33 Remove and Replace Concrete Median, Complete in Place.
39. Temporary Signs, Complete in Place
Temporary Signs installed for long term stationary temporary traffic control zone as defined by the VWAPM, will be measured in square feet and will be paid for at the contract unit price per square foot. This price shall include furnishing, installing, maintaining, covering, uncovering, relocating and removing temporary signs, temporary sign panels, sign panel bracing, sign supports, hardware, delineators, and flags. Payment based on square footage shall be compensation for the sign(s) for the duration of the project; multiple payments for the same sign used more than once will not be allowed.
40. Temporary No Parking Signs, Complete in Place
Temporary No Parking Signs shall be paid for at the contract unit price per each. This price shall include furnishing, installing, maintaining, relocating and removing temporary signs, temporary sign panels, sign panel bracing, sign supports, hardware, delineators, and flags. This price shall also include covering and uncovering existing signs which may conflict with the temporary no parking signs.
41. Truck Mounted Attenuator, Complete in Place
Will be measured in hours of actual use and will be paid for at the contract unit price per hour. This price shall include the truck-mounted attenuator, support vehicle, vehicle warning lights, vehicle mounted signs, electronic arrow boards used in lieu of vehicle warning lights, and maintenance. Electronic arrow boards required on truck-mounted attenuator support vehicles in moving or mobile operations will be measured and paid for separately.
42. Group 1 and 2 Channelizing Devices, Complete in Place
Will be measured by each by day and will be paid for at the contract unit price per each per day. This price shall include maintaining and removing devices when no longer required. When Group 1 and/or 2 channelizing devices are moved to a new location or are removed and reinstalled at the same location, they will be measured for separate payment. However, when the Group 1 and/or 2 channelizing devices are moved from one lane to another by simply moving the devices across the lane edge line without a planned or authorized removal from the roadway, no additional payment will be made.
43. Portable Changeable Message Sign (PCMS), Complete in Place
Will be measured by the unit per calendar day and will be paid for at the contract unit price per sign per day. This price shall include furnishing, installing, programming, maintaining, relocating, and removing the PCMS, as well as all required energy sources, communication systems, message updates, and incidentals necessary for complete and functional operation. Payment will only be made for each day that the PCMS is fully operational and in place in compliance with the VWAPM. No additional payment will be made for idle, malfunctioning, or relocated signs. Portable Changeable Message Signs used for intermediate-term, short-term, short-duration, or mobile operations, as defined by the VWAPM, will not be measured for separate payment; all costs for providing such devices shall be included in other items of work.
44. Electronic Arrow Board, Complete in Place
Will be measured in hours of actual use, as required by the Engineer, except when used as an alternative to rotating amber light or alternating high intensity amber flashing light. In such cases, payment will not be made for electronic arrows. Electronic arrows will be paid for at the contract unit price per hour. This price shall include arrow board, fuel, maintenance, and a truck or trailer having flashing amber warning lights.
45. Police Patrol, Complete in Place
Will be measured in hours of actual time billed by the Newport News Police Department (NNPD) for a uniformed police officer providing traffic control, when required by the VWAPM, including any minimum call-out time established by NNPD. Payment will be made at the contract unit price per hour. The price shall also include but not be limited to coordinating with NNPD and for making payment per NNPD policy. The contract unit price shall be based on the actual hourly rate charged by NNPD for extra-duty officers, plus an allowable markup not to exceed five percent (5%) to cover administrative and coordination costs. No additional markup or overhead will be permitted.
46. Flagger Service, Complete in Place
Will be measured in hours of operation that flagging services are used in compliance with the approved traffic control plan and will be paid for at the contract unit price per hour. The price shall include but not be limited to, all supervision, labor, equipment and overhead required to provide VDOT certified flaggers.
Project Contact:
Kersha Aerga
Procurement Manager
2400 Washington Avenue
Newport News, VA 23607
Email: aergake@nnva.gov
Phone: (757) 926-8029
Secondary Contact:
Natalie Minton
Procurement Services Specialist
2400 Washington Avenue
Newport News, VA 23607
Email: mintonnm@nnva.gov
Phone: (757) 926-8028
1. Measurement and payment for Mobilization/Demobilization shall be determined at the time of the task assignment as the specific project needs will vary. Mobilization/Demobilization shall not exceed 8% [GCM1] [CTC2] of the total task order amount per section 513 of the HRPDC (most recent edition).
2. Refer to HRPDC Regional Construction Standards, Division 1, Section 109.1.2 “incidental Items” for incidental work which may not be listed.
3. Measurement and payment for non-incidental items which may be required to execute the task order, but not listed in bid items, shall be determined at the time of the task assignment.
4. All lump sum bid items shall be paid based on percentage of work complete for the monthly invoice period, unless otherwise noted.
5. All bituminous concrete in this Contract will be subject to the asphalt material price adjustment, in accordance with the Virginia Department of Transportation Road and Bridge Specifications, current edition, and the VDOT Special Provision for Asphalt Material Price Adjustment (SP109-000100-02). Payment shall be made at the per square yard price bid for work complete in place.
6. The Director of Engineering has set the cost of the right-of-way permit for projects under this contract to one-hundred dollars ($100.00) only.
The Consultant shall obtain and maintain medical professional liability insurance in the amount of $2.65 million per occurrence, $3.0 million in the aggregate through June 30, 2025. On July 1, 2025, and each July 1 thereafter, the per occurrence limit shall increase to the limit set forth in Section 8.01-581.15 of the Code of Virginia for that time period, and the aggregate shall increase by $100,000 each July 1.
A contract shall be deemed in force only to the extent of appropriations available to each department for the purchase of such goods and/or services. The City’s extended obligations on contracts that include funding through successive fiscal periods shall be contingent upon actual appropriations for the successive periods (additional years).
A site visit is scheduled related to this IFB on NO VALUE, NO VALUE at:
NO VALUE
When applicable, Bidder/Offeror shall sign and submit the Certification contained in the Questionnaire section of this solicitation.
All Bidders organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50, as amended, shall provide the identification number issued to it by the State Corporation Commission. Any Bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50, as amended, or as otherwise required by law shall include in the bid a statement describing why the Bidder is not required to be so authorized.
Any business entity that enters into a contract with a public body pursuant to this chapter shall not allow its existence to lapse or its Certificate of Authority or Registration to Transact Business in the Commonwealth, if so required under Title 13.1 or Title 50, as amended, to be revoked or cancelled at any time during the term of the contract. The City may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section. Visit https://www.scc.virginia.gov/ for more information.
When required by Federal Program legislation the following contract provision shall apply to a construction or repair contract.
Firms shall have the capability in all respects to fully perform the services or provide the goods specified and have the experience necessary to assure good faith performance of the contract.
The Contractor shall have a minimum of five (5) years of experience in relevant construction (bituminous concrete and concrete sidewalk). Any site superintendent shall possess a minimum of ten (10) years of experience in relevant construction (concrete sidewalk and signal installation) at the time of bid submission. Also, a minimum of three (3) years of work experience with Municipalities and or VDOT is required.
The Contractor shall be listed on VDOT’s list of Prequalified Vendors.
This project is being bid based on the current Work Hour Restrictions, at the time of task assignment. This can be found at Work-Hour-Restriction (nnva.gov). The closure of multiple lanes will require a review of special work hour restrictions for night or weekends only, although care should be taken to minimize traffic disruption. A tentative schedule of lane closures and work hours shall be included with the traffic control plan. Deviation from standard work hours and additional lane closures shall be approved by the Department of Engineering prior to commencement. Notification to the Engineering Department – Traffic Division for any road closures must be done one business day prior to closure. “STOP” sign control (multi-way) shall be implemented during “downtime” to maintain orderly traffic flows.
For Owned, Non-Owned and Hired Automobile, the minimum Limit of Liability shall be:
Combined Single Limit (CSL) per occurrence $1,000,000
The City will make multiple awards, based on the Total Bid, to the lowest responsive and responsible Bidders.
The Bidder must comply with Title 54.1, Chapter 11, Code of Virginia. The Bidder shall submit evidence of the license by providing the requested information in the Questionnaire.
When required by Federal Program legislation, the following contract provision apply to construction contracts that includes mechanics and laborers.
Coverage over the commercial general liability, automobile liability, and employer’s liability.
The minimum Limit of Liability shall be:
Combined Single Limit (CSL) $2,000,000
Work/task assignment will be based on a number of factors, including but not limited to rotation, availability, past performance and special needs of a particular task.
When required by Federal Program legislation, the following contract provision apply to contracts in excess of $150,000.
Federal Water Pollution Control Act
Shall comply with all federal and state statutory regulations pertaining to Workers’ Compensation requirements for insured or self-insured programs, and waive subrogation rights. The minimum Limit of Liability for Employers Liability shall be $1,000,000 for each accident, disease/employee, and disease/policy.
In addition, the City requires an Alternate Employer Endorsement naming the City as an alternate employer, if applicable.
As the provisions hereof relating to the time for performance and completion of the Work are for the purpose of enabling the City to proceed with the construction of public improvements in accordance with pre-planned programs, such provisions are of the essence.
Cyber Liability in an amount not less than Two Million Dollars ($2,000,000) per occurrence/Two Million Dollars ($2,000,000) aggregate with a retroactive liability date (if applicable to claims made coverage) the same as the effective date of the contract or earlier. The policy shall contain an Extended Claim Reporting Provision of not less than two years following termination of the policy.
Issuance of a Purchase Order shall constitute the contract.
Failure of the Contractor to complete the work within the time allowed will result in damages being sustained by the City. Such damages are, and will continue to be, impracticable and extremely difficult to determine. For each day that any work remains incomplete after the contract time limit specified for completion of the work, the City shall assess liquidated damages against the Contractor in accordance with Section 108.06 of the VDOT Road and Bridge Specifications the latest edition and Virginia Law. The Contractor waives any defense as to the validity of any liquidated damages stated in the Contract or the VDOT Road and Bridge Specifications and assessed by the City against the Contractor on the grounds that such liquidated damages are void as penalties or are not reasonably related to actual damages.
Execution of the contract under these specifications shall constitute agreement by the City and Contractor that this amount per day is the minimum value of the costs and actual damage caused by failure of the Contractor to complete the work within the allotted time, that such sum is liquidated damages and shall not be construed as a penalty, and that such sum may be deducted from payments due the Contractor if such delay occurs.
Permitting the Contractor to continue and finish the work or any part thereof after the contract time or adjusted contract time, as pertinent, has expired shall in no way operate as a waiver on the part of the City or any of its rights under the contract.
Payment of liquidated damages shall not release the Contractor from obligations in respect to the fulfillment of the entire contract, nor shall the payment of such liquidated damages constitute a waiver of the City’s right to collect any additional damages which may be sustained by failure of the Contractor to carry out the terms of the contract, it being the intent of the parties that said liquidated damages be full and complete payment only for failure of the Contractor to complete the work on time.
Following award, a contract will be executed between the Contractor and the City. A sample contract is included in this Invitation for Bid. Do not return the sample contract with the bid; it is provided for informational purposes only.
The Contractor shall obtain and maintain professional liability insurance for errors and omissions (E & O) in the amount of two million ($2,000,000.00) for the duration of this contract. An original certificate of insurance and all required endorsements shall be submitted to the Office of Purchasing for approval.
To the extent purchases are made with Federal Highway Administration, Federal Railroad Administration, or Federal Transit Administration funds, Bidder/Offeror certifies that its products comply with all applicable provisions of the Buy America Act and agrees to provide such certification or applicable waiver with respect to specific products to any Participating Agency upon request. Purchases made in accordance with the Buy America Act must still follow the applicable procurement rules calling for free and open competition.
Contractor shall be responsible for furnishing all necessary permits as required by the City prior to start of construction. The Contractor is required to obtain and pay for all necessary permits along with required bonds and insurance. A minimum $5,000.00 bond for Right-of-Way permits and a minimum $2,000.00 for land disturbing permits (based on area disturbed). These bonds are in addition to any bid bond, performance or payment bond required as part of the bid. Contractor shall also be responsible to obtain and pay for any required permits from State or Federal agencies. The costs of project signs, right-of-way permit, land disturbing permit, etc. and associated bonds shall also be included in this bid price. Proof of approved final inspections relating to these permits shall be required before final payment is made.
The Contractor and any Subcontractor shall name the City, including its elected and appointed officials, employees, and agents, as additional insureds.
Any modifications proposed to the contract must be approved by the Office of Purchasing. The City and the Contractor must mutually agree to modify the terms, conditions, scope or prices/costs contained in the contract before modifications are implemented.
The Additional Insured Endorsement on ISO Form CG 20 10 or similar and for Products/Completed Operations CG 20 37 must be attached to the Certificate of Insurance and must properly reference the above language. WC 00-03-01 (naming the City as an alternate employer for Worker's Compensation claims).
The contract shall continue until completion of the project. If required, an ongoing contract period will be determined based on the licensing, support and maintenance requirements of the awarded Contractor.
The initial contract period will be for one (1) year from date of award with the option to renew, at the City’s sole discretion, for four (4) additional one (1) year periods.
A contract extension, under the terms and conditions contained herein, may be considered for up to six (6) months following the end of the final one year renewal period upon mutual agreement of the City and Contractor.
Participation in contract claim awards and settlements will follow the VDOT Road and Bridge Specifications, latest edition.
Terms Required...
Participation in progress payments to follow VDOT Road and Bridge Specifications, latest edition.
Price adjustments may be permitted for changes in the Contractor’s material/service costs, not to exceed the change of the Producer Price Index (PPI) for Asphalt paving mixture & block manufacturing-Asphalt and tar paving mixt. (excl liquid), incl bitum. or asph. concrete, asph. paving cement, Series: PCU3241213241210131, not seasonally adjusted, as published by the United States Bureau of Labor Statistics for the latest twelve months for which final (i.e. non-preliminary) statistics are available. The nearest comparable index will be utilized if data for the specified index is no longer available.
A price adjustment may be requested after the initial contract period, and each renewal period thereafter, and only after verification and approval by the Office of Purchasing. Price adjustment requests shall be submitted to the Office of Purchasing for consideration. Other City departments are not authorized to approve price adjustments. The index change for a given period shall be calculated as follows: ((Most Current Non-Preliminary Final Index - Previous Index) / Previous Index) * 100 = Percentage Change.
The Contractor shall provide a minimum of 30 days advance notice (“advance notification period”) of any price increase to the Office of Purchasing. An approved price adjustment will be effective at the beginning of the calendar month following the end of a full 30 day advance notification period. (For example, Contractor requests a price increase on August 15. Office of Purchasing reviews and approves the request. New prices will be effective October 1).
The Contractor shall submit a written request for a price adjustment (email, facsimile, or US Mail) to the Office of Purchasing. Evidence/proof of price change from the manufacturer or other relevant source shall accompany the request. Price adjustments are not automatic and are subject to approval by the Office of Purchasing. If an adjustment is approved by the City, price increases may be limited to a maximum of 5% for each increase period.
Any manufacturer price decreases are subject to implementation at any time and shall be immediately conveyed to the City.
The City reserves the right to request a reduction in price based on economic factors or market conditions during the contract term according to changes in the specified index or other factors.
Consumer Price Index or Producer Price Index information and detailed statistics including current percentage changes can be accessed at http://www.bls.gov/cpi or http://www.bls.gov/ppi.
NOTE: At the present time the City recognizes unknown impacts on prices of goods as a result of unstable market conditions. The City will consider price adjustments beyond those noted above during the initial term of the contract if bonafide evidence is provided by the Contractor to support the price increase request. The City reserves the right to deny or negotiate additional price adjustment requests.
Subcontracting and contractor responsibilities to follow VDOT Road and Bridge Specifications, latest edition.
The City does not discriminate against faith based organizations.
Prices shall remain firm during the entire term of the contract [or] project.
The time of proposed delivery must be stated in definite terms. If time of delivery for different goods and/or services varies, the Bidder shall so state in the bid.
Include specific delivery requirements
All items are to be delivered within XXXX calendar days from the date of the order (release) unless otherwise specified. Deliveries shall be made between the hours of XXXXX. Monday through Friday, excluding City holidays and be made to: XXXXXXXX.
Delivery tickets shall show quantity, description, unit price, total price, purchase order number and release number.
During the performance of a contract with the City, the Contractor agrees as follows:
The City will issue a Blanket Purchase Order; the Contractor shall provide goods or services on an as requested basis from the user department..
The City operates on a fiscal year basis from July 1 through June 30 of each year. Should Blanket Purchase Orders be issued, they may be valid up to the end of the current fiscal year. New purchase order(s) are issued at the beginning of each fiscal year to cover the remainder of the then current contract period.
During the performance of a contract with the City, 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 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 subsection, “A 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 subsection, 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.
During the performance of a contract with the City, the Contractor agrees that it will not use forced or indentured child labor in the performance of a contract that exceeds $10,000 and that the Contractor will include this provision in every subcontract or purchase order of over $10,000 so that the provision is binding upon each subcontractor or vendor. “Forced or indentured child labor” means all work or service (i) exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or (ii) performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.
Receipt of a Purchase Order constitutes the authorization to provide the goods or services specified on the order.
The Contractor shall provide the goods or services requested upon receipt of a Purchase Order or a City issued Purchasing Card.
The Contractor shall take one of the two following actions within seven (7) days after the receipt of amounts paid by the City for work performed by subcontractor(s) under the contract resulting from this solicitation:
All contracts awarded by the Contractor to a subcontractor for any portion of the contract shall include:
The Contractor shall not commence work until a written 'Notice to Proceed' is issued by the Department of Engineering.
Sales to the City are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request.
The quantities stated are estimated annual quantities and are provided as a general guide for submitting bids and are not guaranteed. Actual quantities purchased may be more or less than those specified.
Actual quantities purchased may be more or less than those specified. Upon mutual agreement, the City reserves the right to purchase additional quantities of goods or services at the contract price within six months of the date of initial award.
The Contractor shall indemnify, defend and hold harmless the City, its officers, agents, and employees from any claims, damages and actions of any kind or nature (including, but not limited to, attorneys’ fees, expert witness or consultant fees and expenses, fines and penalties and/or settlements made in good faith), whether at law or in equity, arising from or caused by lack of performance, unlawful acts or omissions, or the negligent or willful acts or omissions of Contractor or its subcontractors or sub-consultants. Further, if the Contractor subcontracts any work, it will require in its subcontracts that each subcontractor indemnify defend and hold harmless the City as stated above.
The apparent silence in the specifications and any supplemental specifications as to any detail or the omission from the specifications shall be regarded as meaning that only the best commercial practices are to prevail and correct type, size and design are to be used. All interpretations of these specifications shall be made on the basis of this statement.
The Contractor shall use the City’s Project and Contract Management System (Projectmates) to electronically submit invoices, change orders, and subcontractor reporting. Subcontractor payment information shall be submitted with each invoice. The Contractor will need to provide the subcontractor’s name, primary contact name and title, company email address, company phone number, certification types (i.e. Small Business, Women-Owned Business, Minority Owned Business, DBE, etc.), certifying agency name (Virginia Small Business Supplier Diversity, National Minority Supplier Development Council, etc.) and certification number. The Contractor will report the subcontractor utilization based on commitments in the bid including stated SWaM or DBE percentages.
Submissions for payment shall be based on the pricing contained in the contract documents. Payment will be authorized following receipt of a valid invoice, which must minimally include the Purchase Order Number, Contract number (if provided by the City), Description of Goods and Services, Breakdown of hours, and Total Price. Invoices may be submitted following the completion of services or agreed-upon terms.
The Contractor shall keep fully informed of all federal, state and local laws, ordinances and regulations that in any manner affect the conduct of the work. The Contractor shall at all times observe and comply with all such laws, ordinances and regulations.
Funds to be utilized for this project are from the City’s multi-year Capital Improvement Plan. [use if applicable] In addition, the City intends to utilize external funding sources including state [and/or] federal [and/or] [detail other funding sources].
Offerors are advised that the initial Purchase Order amount for the project will represent the anticipated project cost for the City’s current fiscal year (July 1 through June 30 of each year). This cost may be based on the appropriation of project funds for the fiscal year, contract time, Schedule of Values provided by the Contractor after award and date of Notice to Proceed (NTP). The Purchase Order will be modified to reflect additional appropriations for each subsequent fiscal year in which Work will be performed. The City’s method for identifying project cost on a fiscal year basis will not impact or delay the progression of Work by the Contractor nor will it impact the total contract price identified in the Agreement to be executed between the City and the Contractor.
This solicitation and any resulting contract are subject to the laws of the Commonwealth of Virginia and the Newport News City Code. Any litigation with respect thereto shall be brought in the courts of the City of Newport News, Virginia, or the United States District Court for the Eastern District of Virginia, Newport News Division.
In accordance with § 2.2-4311.3 of the Code of Virginia: No term or provision in any public contract for the acquisition of information technology goods or services shall be valid or enforceable to the extent that it is in conflict with Virginia law. A public contract containing such a term or provision shall otherwise remain enforceable. Any term or provision in a public contract that (i) makes the public contract subject to, governed by, or interpreted under the laws of another state or country or (ii) requires or permits any litigation or other dispute resolution proceeding arising from the public contract to be conducted in another state or country shall be void. Such public contract shall instead be deemed to provide for the application of the law of the Commonwealth of Virginia, without regard to such contract's choice of law provisions, and to provide for jurisdiction in the courts of the Commonwealth.
Any equipment delivered must be standard new and unused equipment, latest model, except as otherwise specifically stated in the bid. Where any part or the normal accessories of equipment is not described, it shall be understood that all the equipment and accessories that are usually provided in the manufacturer’s stock model shall be furnished.
Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Office of Purchasing. The City may require, at its discretion, the Contractor provide a substitute item of equivalent or better quality subject to the approval for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the Contractor.
Standard Language but may edited for specific information required [Safety Data Sheets required for chemical/compounds only]:A complete set of descriptive literature [and/or] Safety Data Sheets shall be furnished with bid. Failure to do so may be sufficient cause for rejection of the bid.
The Bidder certifies that he/she does not and shall not during the performance of the contract for goods and services in the Commonwealth of Virginia, knowingly employ unauthorized aliens as defined in the Federal Immigration Reform and Control Act of 1986, as amended.
The Contractor shall maintain adequate liability insurance, which shall protect and save harmless the City, and its officials from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workmen's compensation laws. Following award of the contract, the Contractor shall furnish proof of said insurance prior to commencement of services.
Prior to submitting a bid, ensure that the Bidder fully understands the City’s insurance requirements, Contractor's insurance carrier is properly rated and that its insurance carrier can provide the required insurance and endorsements.
Contractor shall have seven (7) days from the date of the City’s request to provide insurance certificates and endorsements. Failure to provide the certificates and endorsements within this timeframe may be cause for the City to rescind award of a contract and hold the original Bidder liable for excess costs.
Insurance requirements are specified herein in Section titled Insurance Requirements.
The Contractor warrants the goods/services furnished to be of the highest quality and to be free from defects for a minimum period of one year from the date of delivery or installation and shall carry the standard manufacturer’s warranty. As applicable, the warranty shall include parts, labor and all return delivery costs. Replacements and repairs shall be made by the Contractor at no cost and to the satisfaction of the City. The most favorable warranty the Contractor provides other customers, if better than the warranty requirement stated herein, shall be extended to the City.
A contract shall not be assignable by the Contractor in whole or in part without the written consent of the City.
Each Bidder shall fully investigate site conditions and determine work conditions and take necessary measures to ensure a complete understanding of the specifications and work requirements. Failure to become familiar with the site conditions or work conditions will not relieve the Contractor from furnishing all materials or performing the work in accordance with the Specifications.
In event of default by the Contractor, the City reserves the right to procure the goods and/or services from other sources, and hold the Contractor liable for any excess cost occasioned thereby.
In accordance with the VDOT Road and Bridge Specifications, latest edition.
The parties to a contract resulting from this IFB acknowledge that all or part of the work to be performed hereunder may be delayed and extended at the option of the City. Such delays may be caused by delays, denials and modifications of the various state or federal permits, or for other reasons. The City shall not be required to pay any of the Contractor’s direct or indirect costs, or claims for compensation, extended overhead, or other damage or consequential damages arising out of or related to any delays or interruptions required or ordered by the City. If the City delays the project for any reason for a continuous period of ninety (90) days or more, the City and Contractor will negotiate a mutually agreeable adjustment to the Contractor’s award amount.
Full specifications for this project are included as an attachment within the Specifications/Project Overview section of this IFB.
In accordance with the VDOT Road and Bridge Specifications, latest edition.
All artwork, camera-ready copy, negatives, dies, photos and similar materials shall become the property of the City. Any furnished materials shall remain the property of the City. All such items and materials shall be delivered to the City in usable condition after completion of the work and prior to submission of the invoice for payment.
In no event shall a payment by the City to the Contractor or the waiver by the City of any provision under the contract, including any obligation of the Contractor, constitute or be construed as a waiver by the City of any other provision, obligation, breach of covenant, or any default which may exist under this contract on the part of the Contractor, and the making of any such payment by the City while any such breach or default exists shall not impair or prejudice any rights or remedies available to the City.
If any provision of the Contract resulting from this solicitation or the application thereof to any person or circumstances shall to any extent be invalid or unenforceable, the remainder of this contract, or the application of such provision to persons or circumstances other than those which it is invalid or unenforceable, shall not be affected, and each provision of this contract shall be valid and enforced to the full extent permitted by law.
The Contractor and any employees, agents, or other persons or entities acting on behalf of the Contractor shall act in an independent capacity and not as officers, employees, or agents of the City.
In the event of a conflict between the contract documents, including these terms and conditions and the terms of a purchase order or related document issued by the Office of Purchasing, the Contractor shall, unless directed otherwise in writing by the City, (a) provide the greatest quantity, highest quality, highest degree of safety, and most stringent material, equipment or work or (b) comply with the more stringent requirement; either or both in accordance with the City’s interpretation.
Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the Contractor. The contract shall not restrict the City from acquiring similar, equal or like goods and/or services from other sources.
The Contractor shall maintain full and accurate records with respect to all matters covered under this contract, including, without limitation, accounting records, written policies and procedures, time records, telephone records, and any other supporting evidence used to memorialize, reflect, and substantiate charges or fees related to this contract. The Contractor’s records shall be open to inspection and subject to audit and/or reproduction, during normal working hours, by the City and its employees, agents or authorized representatives after giving at least three (3) days’ notice to the Contractor by the City. The City shall have access to such records from the effective date of this contract, for the duration of the contract, and for five (5) years after the date of final payment by the City to the Contractor pursuant to this contract or any renewal or extension of this contract. The City’s employees, agents or authorized representatives shall have access to the Contractor’s facilities and all necessary records and be provided adequate and appropriate work space in order to conduct audits.
The contract resulting from this solicitation and any additional or supplementary documents incorporated herein by reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall have any validity or bind any of the parties hereto. This contract shall not be modified, altered, changed or amended unless in writing and signed by the parties hereto.
Please provide the following information for the main contact for all communication regarding this solicitation:
Name
Title
Phone Number
Email Address
Please provide the following information for the secondary contact for all communication regarding this solicitation:
Name
Title
Phone Number
Email Address
Please provide the payment address for your organization.
Please provide the Employer Identification Number (EIN). If an EIN is not available, please provide the Social Security Number associated with your organization.
Indicate the length of time the organization has provided the type of good(s) and/or service(s) required for this contract.
____________ years ____________ months
Please provide your State Corporation Commission (SCC) Identification Number. If your organization is not required to have/maintain registration, please provide the reason. If your organization is in the process of registering with the SCC, please state so.
For more information on registration and requirements, please visit https://www.scc.virginia.gov/.
Please provide the payment terms for this project. If payment terms are not provided, then the terms shall be "Net 30 Days".
In accordance with the terms, conditions and specifications of this Invitation for Bid, the authorized person(s) for your organization agrees to furnish the items and/or services requested. The organization/Bidder acknowledges that the bid is valid for a period of 90 days from the due date and certifies that the authorized person(s) for the Bidder has read, understands, and agrees to all terms, conditions, and requirements of this Invitation for Bid, and is authorized to contract on behalf of the organization submitting the response.
In the space below, enter the name and contact email of the person who has signature authority for the Bidder, and is hereby agreeing to the statement above.
Please upload a completed copy of your organization's W-9.
Please submit any supporting documentation (i.e. descriptive literature, specifications, photographs, diagrams, etc.) that your organization would like to include with its bid.
The Bidder has thoroughly reviewed and understood all attachments to this IFB.
This is to certify that your organization is not now debarred by the Federal Government or by the Commonwealth of Virginia or by any other state, or by any town, city, or county, from submitting bids on contracts for construction covered by this solicitation, nor is your organization an agent of any person or entity that is now so debarred.
Please download the below documents, complete, and upload.
Offeror hereby agrees to comply with all applicable Federal Terms and Conditions, if awarded a contract by the City.
The Bidder certifies that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same product and that this bid is in all respects bona fide, fair and not the result of any act of fraud or collusion with another person or firm engaged in the same line of business or commerce. The Bidder understands collusive bidding is a violation of Federal law and that any false statement hereunder constitutes a felony and can result in fines, imprisonment, as well as civil damages. The Bidder also understands that failure to confirm this statement will make the bid non-responsive and unqualified for award.
It is expressly agreed by the Bidder that the City shall have the right to reject any and all bids and to waive any minor non-substantive errors in the bids. Award shall be based on the lowest responsive and responsible bid for Total Bid.
Attached to this bid is a bond conforming to the requirements of the current the Virginia Department of Transportation Road and Bridge Specifications, latest edition and to the City’s requirements, it being understood that such bond is to be forfeited as liquidated damages if, upon acceptance of the terms of this proposal, the Bidder fails to execute the Contract and/or to furnish the bond as provided in the Virginia Department of Transportation Road and Bridge Specifications, latest edition.
The Bidder declares that no other person, firm or corporation is interested in this proposal.
The Bidder carefully examined the plans, job specifications, current the Virginia Department of Transportation Road and Bridge Specifications, latest edition, and all other documents pertaining thereto and thoroughly understand the contents thereof.
The Bidder meets the prequalification requirements for bidding on this proposal. Prequalification of Contractors and/or Subcontractors is in accordance with the Virginia Department of Transportation Road and Bridge Specifications, latest edition, Section 102.
The Bidder understands that the plans and the Virginia Department of Transportation Road and Bridge Specifications, latest edition are a part of this proposal; that all of the quantities shown herewith are a part of this proposal; and that all the quantities shown herewith are approximate only.
The Bidder has examined the location of the proposed work and source of supply of materials.
The Bidder agrees to bind itself upon award of the City under this proposal to a contract with necessary surety bond to start work within seven (7) days of the notice to proceed and to complete all work in accordance with the plans, job specifications and the Virginia Department of Transportation Road and Bridge Specifications, latest edition within the time limit set forth in the Contract.
The Bidder shall download the below Bid Bond Form, complete, and upload a fully executed and sealed Bid Bond, in the amount of 5% of the amount bid. The Bidder may wish to refer to Newport News Construction Standards - Sections 101-110 Attachment for additional information related to Bid Bonds.
Upload all completed VDOT forms that are due at time of bid submission.
Does your organization possess foremen and/or crew that are familiar with projects similar in character and scope to the work specified under this solicitation? If so, please state approximate years of experience of each.
The City reserves the right to ask for additional information.
Has your organization performed construction projects for local governments (cities and municipalities) in Virginia? If so, please provide the locations of those project(s).
The City reserves the right to ask for additional information.
Attach a list of a minimum of three (3) projects similar in character and scope to the Work specified under this solicitation which have been successfully completed by your organization and proposed subcontractors or employees with principal roles in this contract during the past five (5) years.
(The term "completed" means accepted and final payment received from the Owner or authorized representative).
Contractor shall provide references that include the following information:
Location and type of work
Owner's name/address
Contact person (Name and telephone)
Date completed
Contract price
Failure to provide the above detail may deem the bid non-responsive.
The City reserves the right to ask for additional information.
Under Title 54.1, Chapter 11, Code of Virginia, a Contractor that for a fixed price, commission, fee, or percentage undertakes to bid upon, or accepts, or offers to accept, orders or contracts for performing, managing, or superintending in whole or in part, the construction, removal, repair or improvement of any building or structure permanently annexed to real property owned, controlled, or leased by him or another person or any other improvements to such real property is required to hold a business license issued by the Virginia Board for Contractors. Licenses are issued in one of three license classes; A, B, or C as follows:
The City shall require master certification as a condition of licensure or certification of electrical, plumbing and heating, ventilation and air conditioning Contractors.
In addition, a valid business license from the City may be required.
Please provide the License Class(es) and numbers held by this organization:
Please upload a copy of the contractor's licenses held by your organization.
Please review the City's SWaM program. This document is provided for informational purposes only.
A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.
Is your organization a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise?
What is your organization’s certification type?
If applicable, please provide the Certification Entity/Agency and the Certification Number(s).
If applicable, attach any supporting documentation, including certificates, in regards to your organization's SWaM status.
Contractors (including SWaM and non-SWaM firms) are encouraged to offer subcontracting opportunities to SWaM businesses to the greatest extent possible.
If applicable, please state the anticipated dollars that your organization intends to subcontract to each business type if the contract is awarded to your organization, similar to the format indicated below:
Total dollars to be sub-contracted: Company Name:
Total Small Business $______________ _____________________
Total Woman-Owned $______________ _____________________
Total Minority-Owned $______________ _____________________
Total SDV Dollars $______________ _____________________
Total DBE Dollars $______________ _____________________
If your organization cannot subcontract any work to SWaM businesses, please elaborate on why subcontracting opportunities are not available or practical.
What type of pre-bid meeting will be required for this project?
Will there be a site visit for this project?
What is the method of award resulting from this solicitation?
What type of Agreement will be the result of this solicitation?
Will there be an option for extensions for the contract term?
How will price adjustments be handled for this solicitation?
Price adjustments only apply to term contracts. If solicitation is for a one-time project/purchase, then choose N/A.
Will there be a requirement of Delivery of Goods/Services for this project?
What will be the method of ordering for this solicitation?
Will this project be for:
How will invoices be required to be submitted for this project?
Which of the following will be requirements of this project? Select all that apply.
Does this project require a Contractor's Business License?
Will the awarded vendor be required to submit insurance documentation after award?
Is there a Federal DBE requirement for this project?
Will Federal funding be used to fund this project?
Is this to be a CIP-Funded project?
Does this solicitation require Professional Liability, Medical Professional Liability, Cyber Liability, or Professional Technical Liability Insurance?
Note: The answer to this question should always be No for this template. If any of these insurance types are needed, you should use the corresponding template.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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