11-Solicitation- IFB 2000004148- Gerry Hyland GC Roof-HVAC.pdf

IMPORTANT NOTICE

THIS IS AN ELECTRONIC PROCUREMENT (eBID)

SUBMISSIONS WILL ONLY BE ACCEPTED

ELECTRONICALLY VIA THE BONFIRE PORTAL

https://fairfaxcounty.bonfirehub.com

Fairfax County Government uses a procurement portal powered by Bonfire Interactive for accepting and evaluating bids. To register, visit https://fairfaxcounty.bonfirehub.com. Additional assistance is also available at Support@GoBonfire.com.

Submitting bids via the Bonfire portal is mandatory. Fairfax County will not accept bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in response to this IFB. Reference section titled “ELECTRONIC SUBMISSION OF BIDS” in the Special Provisions, for additional information.

Fairfax County strongly encourages bidders to submit bids well in advance of the bid submission deadline. A bid submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Bidders are responsible for the consequences of any failure to plan ahead in the submission of its Bid.

The County uses eVA - Virginia's online, electronic procurement system, to publicly announce notice of all contract awards in excess of $200,000. In order to announce county contract awards, registration with eVA is necessary. In anticipation of receiving an award, vendors should register by clicking the Register Now link on the eVA website homepage (www.eVA.virginia.gov).

https://fairfaxcounty.bonfirehub.com/ https://bonfirehub.zendesk.com/hc http://www.eva.virginia.gov)/

IFB 2000004148

SPECIAL PROVISIONS

1. PURPOSE AND INTENT:

1.1. The intent of this solicitation is to obtain sealed competitive bids to furnish all labor, materials, tools, and equipment, for the Gerry Hyland Government Center Roof and HVAC ALTERATIONS located at 8350 Richmond Hwy, Alexandria, VA 22309, in accordance with all terms, conditions, plans, and specifications contained herein.

1.2. Work shall include but not be limited to furnishing all material, equipment and labor to facilitate a complete turnkey and fully functioning, code compliant installation per the attached plans, specifications, and additional scope documents attached herein as provided by Gauthier Alvarado Associates dated May 15, 2024, and Fairfax County Government (Attachments D & F), Plans and Manual Specifications.

1.3. The project will include demolition, removal, refurbish and replacement of the Roof System, Cooling Tower, Roof Top Unit, Exhaust Fans, Heaters, Make up Air Unit, and other HVAC related equipment and/or associated equipment components, including but not limited to air handling units, variable air volume boxes, valves, duct, air balancing, controls, commissioning, testing and balancing, shop drawings, permits, and other industry related appurtenances and/or trades. Work will also include structural reinforcements to the roof slab, architectural adjustments, installation of new drainage for the Cooling Tower and core drills on post tensioned slabs.

1.4. Demonstrations shall be in the presence of the FMD project manager, a site representative, and the owner’s controls representative.

1.5. Contractor’s bid pricing must be submitted per Appendix-B, Bid Table in Bonfire

2. PREVAILING WAGE FOR COUNTY CONSTRUCTION CONTRACTS:

2.1. Effective July 1, 2022, payment of Prevailing Wages shall conform to the Fairfax County Code Chapter 2, Article 3, Payment of Prevailing Wage for Work Performed on County Construction Contracts, Sections 2-3-1 and 2-3-2. The prevailing wage requirement applies for county construction contracts, including maintenance, that are $250,000 or more in value. The Fairfax County link is: https://www.fairfaxcounty.gov/topics/prevailing-wage-ordinance.

2.2. The Department of Labor and Industry (DOLI) list of Prevailing Wage Rates will be provided via an Addendum.

3. PRE-BID CONFERENCE:

3.1. An Optional pre-bid conference will be held on August 5, 2025 at 12:30P.M. EST. at Gerry

Hyland Government Center. 8350 Richmond Highway Alexandria, VA 22309, Conference Room A-C. To request reasonable ADA accommodation, call the Department of Procurement and Material Management ADA representative at (703) 324- 3201 or TTY 1-800-828-1140. Please allow seven working days in advance of the event to make the necessary arrangements. Gerry Hyland Government Center. Information Desk:

703-704-6000, TTY 711.

3.2. The purpose of the pre-bid conference is to give potential bidders an opportunity to ask questions and to obtain clarification about any aspect of this Invitation for Bid. Bidders are encouraged to submit any questions pertaining to the IFB, in writing, prior to the pre-bid conference to the contract specialist at shameema.rahman@fairfaxcounty.gov.

3.3. A site visit will proceed immediately after the pre-bid conference; additional information will be provided during the pre-bid conference. Please note that site https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.fairfaxcounty.gov%2Ftopics%2Fprevailing-wage-ordinance&data=05%7C02%7CShameema.Rahman%40fairfaxcounty.gov%7C5d50b36821ab4fb6bba508dd9e17a30a%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638840546543509683%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=q8iiEzylVlpWiGlRyJ3gZSN%2BlAwzNTun0mDuqQNcxnM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.fairfaxcounty.gov%2Ftopics%2Fprevailing-wage-ordinance&data=05%7C02%7CShameema.Rahman%40fairfaxcounty.gov%7C5d50b36821ab4fb6bba508dd9e17a30a%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638840546543509683%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=q8iiEzylVlpWiGlRyJ3gZSN%2BlAwzNTun0mDuqQNcxnM%3D&reserved=0 mailto:shameema.rahman@fairfaxcounty.gov visits may not be scheduled on any other day because of access and scheduling restrictions.

3.4. Site visit is a pre-requisite for submitting a bid. Bids will only be accepted from those bidders who are represented at the site visit.

4. REQUIRED DOCUMENTATION:

4.1. Bidders shall submit all documents marked “Required” on Bonfire through the Fairfax

County Bonfire portal for their bid to be deemed responsive. Bonfire will not allow bids to be submitted unless all required items have been uploaded as listed below and included in Bonfire under requested information:

4.2. The following items which are included in this solicitation and shall be incorporated by reference in the resulting contract and become a part of the contract when awarded:

• DPMM32 Coversheet

• Bid Table (Bid Tables are required to be submitted in Bonfire).

• Attachment A -Forms

• Attachment B -References & Qualifications

• Attachment C -Energy and Sustainability

• Attachment D -GH Roof & HVAC Structural Calc.

• Attachment E -Notarized Safety Violations Certification

• Attachment F -Permits

• Attachment G- (Ref. Paragraph 63 of this solicitation)- All submissions must follow Attachment G in addition to the other requirements included in this solicitation.

5. SITE VISIT:

5.1. Each bidder is expected to have become familiar with and take into consideration site conditions that may affect the work and to check all dimensions at the site.

It shall be understood that each Offeror has been given the opportunity to visit the site and knows the conditions under which the Work will be done. Lack of such knowledge will not constitute a basis for any claims whatsoever for extra compensation or extension of time.

The Offeror shall be held to have examined the project site and have satisfied the Offeror as to existing conditions and shall make all required allowances within the Bid to carry out the work based on these conditions. No adjustments to the project time or the Project Sum will be allowed in connection with conditions that differ materially from those conditions that reasonably should have been disclosed by the Offeror inspections, tests and reviews that the Offeror could had made prior to the preparation of the submission of a Project Bid, or should have performed base on appropriate knowledge of local site conditions in connection with the project. Local weather conditions and equipment requirements shall be considered as well.

5.2. Each bidder shall acquaint themselves thoroughly as to the character and nature of the work to be done. Each bidder shall make a careful examination of the site of the work and inform themselves fully as to the difficulties to be encountered in the performance of the work, the facilities for delivering, storing and placing materials and equipment and other conditions relating to construction and labor.

5.3. Each bidder shall examine the premises and the site and compare them with any applicable drawings and specifications. Each bidder shall familiarize themselves with the existing conditions such as obstructive area levels and any problems related to erecting the required systems.

5.4. Each Bidder shall familiarize themselves with the Owners’ operations in the area where work is to take place. No allowances or extras will be made to the Offeror on account of costs or expenses related to this paragraph or by error or oversight on the part of the Offeror to account for owners activities. It shall be expressly understood that the Owners operations will take precedence over any construction activity. No payments will be made for reasonable delays or a stoppage of the work which would allow normal operations of the Owners activities to continue.

5.5. No plea of ignorance of conditions that exist on the site of the work, or difficulties that may be encountered in the execution of the work, as a result of failure to make necessary investigations and examinations, will be accepted as an excuse for any failure or omission on the part of the Contractor to fulfill in every detail all the requirements of the contract documents and to complete the work, or as a basis for any claim.

5.6. The Contractor must employ such methods or means as will not cause interruption of or interference with the work of any other Contractor, or County personnel at the site. It is expected that the contractor is to become familiar with and take into consideration site conditions that may affect the work and check all dimensions at the site.

6. COMMENCEMENT AND COMPLETION OF WORK:

6.1. The County shall issue a Notice-to-Proceed (NTP) date. The contractor shall initiate work within twenty-five (25) calendar days after the notice to proceed date. A written notification to commence work will be provided to the County a minimum of fifteen (15) calendar days in advance.

6.2. Any work scheduled for weekends will be arranged fourteen (14) calendar days in advance or Any work scheduled for weekends/holidays must be coordinated with and approved by the County.

6.3. TIME IS OF THE ESSENCE with respect to all the provisions of the resulting contract. The

County requires the project to be completed within twelve (12) months from the receipt of the Purchase Order and the Notice to Proceed. Refer to Attachment G for project duration details.

6.4. For additional requirements and clarifications refer to all the information provided in

Attachment G.

6.5. For training and closeout documentation, refer to Attachment G.

7. INTERPRETATION OF BID:

7.1. Please direct any questions pertaining to this solicitation to:

Shameema Rahman, CPPB, VCO, VCA, Contract Specialist II Department of Procurement and Material Management 12000 Government Center Parkway, Suite 427 Telephone: (703) 324-3138 Email: Shameema.rahman@fairfaxcounty.gov

8. PROCEDURE FOR COMPETITIVE SEALED BIDDING:

8.1. Qualifications: The County will evaluate bids on the basis of a bidder’s qualifications beginning with the low bidder. Bids will remain confidential and close to the public prior to completion of Qualifications.

8.2. The Contract Specialist may contact bidders during the evaluation of their bids in order to obtain clarification. Clarifications sought will be for the purpose of CLARIFICATION ONLY-no changes will be allowed. The County may request written or oral discussions from bidders to clarify or amplify the material in the qualifications submission. The contents of the qualifications submittal are not subject to negotiation and must be evaluated as submitted.

8.3. For additional information relating to submittals, refer to Attachment G.

8.4. Pricing: Bids received will be opened in public at a designated date and time. Pricing will be available to the public.

9. CONTRACT AWARD:

9.1. This contract shall be awarded to the lowest responsive and responsible bidder meeting all requirements of the Invitation for Bid.

NEGOTIATION WITH LOWEST BIDDER:

9.2. Paragraph 22, “Award or Rejection of Bids” of the General Conditions and Instructions to Bidders is amended to add: “Unless cancelled or rejected, a responsive bid from the lowest responsive and responsible bidder shall be accepted as submitted, except that if a bid from the lowest responsive and responsible bidder exceeds available funds, the County may negotiate with the apparent low responsive and responsible bidder to obtain a contract price within available funds.”

9.3. Negotiation may be undertaken when there is insufficient time to re-advertise with a modified specification and/or there are no clearly definable elements of the specifications which can be removed to permit a re-advertisement or it is otherwise in the best interest of Fairfax County to negotiate.

9.4. If negotiation is undertaken, the County may negotiate changes in the solicitation with the lowest responsive and responsible bidder to obtain a satisfactory price within available funds. If a satisfactory price cannot be agreed to, then the negotiation shall be terminated and the solicitation cancelled.

10. QUALIFICATIONS CRITERIA:

10.1. The following factors will be used to evaluate Contractor qualifications for this project:

a. References

b. Related Project Experience

c. Quality Control, Assurance, and Safety Program

d. Key Personnel

e. Financial Statement

f. Commonwealth of Virginia Contractor’s License

11. CONTRACTOR QUALIFICATION:

11.1. Complete and submit Contractor Qualification Forms (Attachment B1 – B4). The bidder must also attach any additional documentation required as an Attachment to the submission. The attachments shall reference the document and page numbers of this Invitation for Bids to allow for quick reference and evaluation by the County. Bid data must be provided in the same sequence as listed in the Qualification Form. Failure to comply with all bid requirements may be cause for determining the bidder non-responsive.

11.2. REFERENCES – ATTACHMENT B-1:

a. Three (3) references of similar projects to the Gerry Hyland Government Center Roof and HVAC ALTERATIONS (This IFB) should be provided as listed on Attachment B-1. The County intends to contact all references listed in the bid to establish bidder’s performance in all aspects.

b. The relationship of the reference to the bidder shall be established and the title of the reference recorded.

c. Each reference must meet the project size and scope requirements described herein. Reference projects must include experience with large and complex work with Roofing and HVAC systems.

d. Experience with replacement Roof systems should include but not limited to Built-up asphalt roofing, Roofing Membranes sheet materials, Base flashings sheet materials, Asphalt materials, Accessory roofing materials, Roof insulation, Insulation accessories, cover boards, Walkways, drainages, slopes, etc.

e. Experience with replacement HVAC systems should include installation, renewal, and replacement of heating, ventilation, and air conditioning (HVAC) and plumbing related equipment and/or associated equipment components, including but not limited to boilers, chillers, pumps, piping, air handling units, roof top units, exhaust fans, make-up-air units, cooling towers, ductwork, variable air volume (VAV) boxes, valves, duct cleaning, duct work, air and water balancing, water heaters, controls, commissioning, testing and balancing, coolers, shop drawings, permits, and other industry related appurtenances and/or trades’.

11.3. PROJECT EXPERIENCE – ATTACHMENT B-2:

a. Bidders must provide a work history, including their firm’s work for new and renovation of Roofing and HVAC projects. The work history shall, at a minimum, list at least three (3) projects for governmental, institutional, or commercial owners, similar in scope to this project with an original contract value of $4,000,000.00 or more within the past five (5) years. Two (2) of the projects must have been completed in the DC-MD-VA Metropolitan Area.

b. Bidder’s work history must show experience but not limited to complete turnkey and fully functioning code compliant mechanical installations, upgrades, and/or replacement projects, including, rigging work, crane operations, insulating, electrical, controls, drywall work, masonry work, replacement of ceiling tiles, painting, siding, brick, grates, louvers, concrete work and all other work directly related and required for such projects, to include shop drawings, and permits.

c. Bidders must provide a work history in “Multi-Story Critical Occupied Buildings” (4 or more stories) while maintaining continuity of business operations to include specialized HVAC and plumbing systems and/or subsystems and/or components for Negative Pressure rooms, isolation rooms, evidence storage, Level III BSL lab, police forensic labs, health department pharmacy, health clinics, etc.

d. The County may, at its sole discretion, visit and/or tour any and all provided Project Details sites. The County or assigned designee may, at their sole discretion, contact one or more of the Bidder project references during the evaluation process.

11.4. PROPOSED EQUIPMENT

Bid demonstrates the proposed equipment that meets the design.

11.5. SCHEDULING AND PHASING PLAN

Bid provides a phasing plan as indicated in section

11.6. SAFETY PROGRAM HISTORY/ SAFETY VIOLATIONS – ATTACHMENT B-3:

a. The bidder shall outline its Safety Program and History in Attachment B-3.

11.7. CONTRACTOR DATA SHEET – ATTACHMENT B-4:

a. Bidder must provide an organizational chart and a project team organizational chart.

b. Bidder must identify and include with the submission resumes of key personnel, including project executive, project manager, and field superintendent/foreman intended to be assigned to the project. This information must include, at a minimum, name, title, assignment, years of construction experience, last employer, last position, experience in their respective assignment area, and experience with projects similar in size and scope. Past experience must be directly attributable to the named person.

c. The bidder's project management team must reflect at least seven (7) years of experience for each key position referenced above.

d. Bidder must provide the percentage of time key personnel will dedicate to the project.

Clearly define duties of each key individual.

e. Proposed key personnel shall be, insofar as practical, assigned to the project for the duration of the project. The submission must demonstrate that the bidder has the capability, in terms of both types and quantities of personnel, facilities and equipment required to accomplish the contract goals on schedule.

11.8. QUALITY CONTROL AND ASSURANCE PROGRAMS:

a. The bidder shall outline its Quality Control and Assurance Programs. Explain the methods used to ensure quality control during the construction phase of a project.

Provide specific examples of how these techniques or procedures were used from any of the minimum three (3) projects referenced in Project Experience above.

11.9. FINANCIAL STATEMENT:

a. Bidders must show a recent history of financial solvency and provide a financial statement. The financial statement must be independently certified and shall include your organization's latest balance sheet and income statement (stating the accounting method used) with the following items:

i. Current Assets (e.g., cash, joint venture accounts, accounts receivable, notes receivable, accrued income, deposits, materials inventory, and prepaid expenses);

ii. Net Fixed Assets;

iii. Other Assets;

iv. Current Liabilities (e.g., accounts payable, notes payable, accrued expenses, provision for income taxes, advances, accrued salaries, and accrued payroll taxes);

v. Other Liabilities (e.g., capital, capital stock, authorized and outstanding shares par values, earned surplus, and retained earnings);

vi. Name and address of firm preparing attached financial statement, and date thereof;

vii. State whether the Contractor has ever had a Bankruptcy Petition filed in its name, whether voluntarily or involuntarily. If yes, specify the date, circumstances, and resolution;

viii. State whether the Contractor is currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify details, circumstances;

ix. Provide current credit rating information.

12. ELECTRONIC SUBMISSION OF BIDS:

12.1. Bids must be received electronically through Fairfax County’s online Procurement Portal at: https://fairfaxcounty.bonfirehub.com, on or before the Submittal Deadline. Bids will only be accepted through the portal. Fairfax County will not accept bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this IFB.

12.2. Bid submissions and registration are free of charge. Bidders can register for a free account at: https://fairfaxcounty.bonfirehub.com, which will be required when preparing a bid.

Documents may be uploaded at any time during the open period. The official time used for receipt of bids/modifications is the time stamp within the Bonfire portal. No other clocks, calendars or timepieces are recognized. For technical questions related to a submission contact Bonfire at Support@GoBonfire.com.

(Note: it takes an average of 16 minutes to an hour for a response). Therefore, bidders shall take the necessary steps to submit their bids in advance.

12.3. If, at the time of the scheduled bid closing Fairfax County Government is closed due to inclement weather or another unforeseeable event, the bid closing will still proceed electronically through the Bonfire system.

12.4. Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements for the Bonfire portal - Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

12.5. Each bidder must use the Bid Table functionality provided in the Bonfire portal to submit pricing for their bid. For each line item in the Bid Table, bidders must submit all requested information for that line item (this could include unit pricing, percentage discounts and/or labor rates).

12.6. By executing the Cover Sheet (DPMM32), the bidder acknowledges they have read this solicitation, understand it, and agree to be bound by its terms and conditions.

13. ADDENDA:

13.1. Bidders are reminded that changes to the bid, in the form of addenda, are often issued between the issue date and within five (5) days before the due date. All addenda shall be signed and submitted before the due date/time or must accompany the bid.

13.2. Notice of addenda will be posted on eVA and the Bonfire portal. It is the bidder’s responsibility to monitor the web page for the most current addenda at https://fairfaxcounty.bonfirehub.com/.

13.3. The last day to submit questions to be addressed in the addendum will be addressed in Bonfire under “Questions Due Date”. All questions pertaining to this solicitation shall be submitted to Shameema.Rahman@fairfaxcounty.gov.

https://fairfaxcounty.bonfirehub.com/ https://fairfaxcounty.bonfirehub.com/ mailto:Support@GoBonfire.com mailto:Shameema.Rahman@fairfaxcounty.gov

14. BID OPENING:

14.1. All bids received in response to an Invitation for Bid (IFB) will be opened at the date and time specified, read publicly, and made available for inspection as provided in paragraph 63, General Conditions and Instructions to Bidders.

Bidders may view the bid opening on August 25, 2025 at 2:00 P.M. EST by MS Teams web conferencing. Bidders may join the Bid Opening session online at:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGY4MGQ3YWUtMzMzMC00ODRiLWEyMGUtNjY2YjYwM2YwMG Zi%40thread.v2/0?context=%7b%22Tid%22%3a%22a26156cb-5d6f-4172-9d7d- 934eb0a7b275%22%2c%22Oid%22%3a%22c0233131-d348-4d9c-bfda- 5e1eba2b44ff%22%7d

14.2. A copy of the record/bid tabulation shall be made available online at the DPMM website at http://www.fairfaxcounty.gov/procurement/bid-tab/

15. EQUAL PRODUCTS AND SUBSTITUTIONS:

15.1. Unless otherwise provided in the contract documents the naming of a certain brand, make or manufacturer or article, devices, product, material, fixture, form or type construction by name, make or catalog number, shall convey the general style, type, character and standard of quality of the desired article and shall not be construed as limiting competition.

Bidders may offer any article, device, product, material, fixture, form or type of construction which in the judgment of the County is equal to that specified considering quality, workmanship, economy of operation, suitability for the purpose intended, and acceptability for use on the project. Approval by the County prior to bid opening will be in the form of an addendum to the specifications issued to all prospective bidders indicating that the additional makes or brands are equivalent to those specified.

15.2. Substitutions Prior to Bid Opening:

a. To obtain such approval on makes or brands of material other than those specified in contract documents, the Bidder shall submit his/her requests with adequate supporting technical data, as required below, to the County not less than ten (10) calendar days before the bid opening;

b. The Bidder's request for approval of any substitution shall include:

1. Complete data substantiating compliance of the proposed substitution with the

Contract Documents,

2. Product identification, including manufacturer's name, address and phone number,

3. Manufacturer's literature showing complete product description, performance and test data, and all reference standards,

4. Samples and colors in the case of articles or products,

5. Name and address of similar projects on which the product was used and date of installation, https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGY4MGQ3YWUtMzMzMC00ODRiLWEyMGUtNjY2YjYwM2YwMGZi%40thread.v2/0?context=%7b%22Tid%22%3a%22a26156cb-5d6f-4172-9d7d-934eb0a7b275%22%2c%22Oid%22%3a%22c0233131-d348-4d9c-bfda-5e1eba2b44ff%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGY4MGQ3YWUtMzMzMC00ODRiLWEyMGUtNjY2YjYwM2YwMGZi%40thread.v2/0?context=%7b%22Tid%22%3a%22a26156cb-5d6f-4172-9d7d-934eb0a7b275%22%2c%22Oid%22%3a%22c0233131-d348-4d9c-bfda-5e1eba2b44ff%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGY4MGQ3YWUtMzMzMC00ODRiLWEyMGUtNjY2YjYwM2YwMGZi%40thread.v2/0?context=%7b%22Tid%22%3a%22a26156cb-5d6f-4172-9d7d-934eb0a7b275%22%2c%22Oid%22%3a%22c0233131-d348-4d9c-bfda-5e1eba2b44ff%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGY4MGQ3YWUtMzMzMC00ODRiLWEyMGUtNjY2YjYwM2YwMGZi%40thread.v2/0?context=%7b%22Tid%22%3a%22a26156cb-5d6f-4172-9d7d-934eb0a7b275%22%2c%22Oid%22%3a%22c0233131-d348-4d9c-bfda-5e1eba2b44ff%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGY4MGQ3YWUtMzMzMC00ODRiLWEyMGUtNjY2YjYwM2YwMGZi%40thread.v2/0?context=%7b%22Tid%22%3a%22a26156cb-5d6f-4172-9d7d-934eb0a7b275%22%2c%22Oid%22%3a%22c0233131-d348-4d9c-bfda-5e1eba2b44ff%22%7d http://www.fairfaxcounty.gov/procurement/bid-tab/

6. For construction methods, include a detailed description for proposed method and drawings illustrating same, and

7. Itemized comparison of proposed substitution with product or method specified.

c. The bidder's request for approval, prior to bid, shall also include a certification form, notarized, and entitled "Bidder's Request for Equal Product or Substitution and Bidder's Representations "Error! Reference source not found.. If approved by an a ddendum, the form shall be resubmitted by the bidder (and all other bidders that desire to use the product or substitution) in the bid package.

15.3. The decision of the County regarding the approval of items for which substitution is requested will be final. In the event an approved substitution is later determined by the County to be unacceptable for any reason, including the necessity to perform extensive redesign or rework of the project in order to accommodate the substitution, or if it becomes apparent to County that the substituted item will not perform or function as well as the specified item, the bidder will be required to furnish the original specified item or request approval to use another substitution. The bidder will pay all costs, expenses or damages associated with or related to the unacceptability of a substitution and the resultant utilization of another item. A time extension will not be granted due to delays associated with or related to the unacceptability of a substitution.

15.4. If a substitution is approved, no change in brand or make will be permitted unless satisfactory written evidence is presented to and approved by the County that the manufacturer cannot make scheduled delivery of the approved substitute item.

15.5. The Contractor may request approval for substitutions after award of the contract in accordance with the provision of this paragraph.

15.6. Substitutions will not be considered for approval by the County prior to or after award of the Contract if:

a. The proposed substitution is indicated or implied on shop drawings or product data submittals and has not been formally submitted for approval by the bidder in accordance with the above-stated requirements;

b. Acceptance of the proposed substitution will require substantial design revisions to the contract documents or is otherwise not acceptable to the County.

15.7. Bidders, other than the bidder who requested a particular substitution, that choose to utilize that substitution, as approved by addendum, shall comply with the submittal requirements of this paragraph. All provisions regarding the use of substitutions shall apply to all bidders who choose to utilize said substitution.

16. PREVAILING WAGE FOR COUNTY CONSTRUCTION CONTRACTS:

16.1. Effective July 1, 2022, payment of Prevailing Wages shall conform to the Fairfax County

Code Chapter 2, Article 3, Payment of Prevailing Wage for Work Performed on County Construction Contracts, Sections 2-3-1 and 2-3-2. The prevailing wage requirement applies for county construction contracts, including maintenance, that are $250,000 or more in value. The Fairfax County link is: https://www.fairfaxcounty.gov/topics/prevailing-wage-ordinance.

17. FAIRFAX COUNTY CONSTRUCTION SAFETY RESOLUTION:

17.1. The Contractor shall comply with the resolution adopted by the Fairfax County Board of https://www.fairfaxcounty.gov/topics/prevailing-wage-ordinance https://www.fairfaxcounty.gov/topics/prevailing-wage-ordinance

Supervisors on December 8, 2003, as amended, please see Attachment E.

17.2. Construction must meet and comply with the following regulations or standards:

Fairfax County’s Architectural & Engineering guidelines:

Link: Guidelines for Architects and Engineers | Public Works and Environmental Services

(fairfaxcounty.gov)

17.3. Project and Site Specific ROJECT AND SITE SPECIFIC CONSTRUCTION SAFETY

PLAN:

A minimum of three (3) weeks before the agreed upon construction start date Contractor shall provide the Fairfax County FMD Project Manager with a Project and Site-Specific Construction Safety Plan.

18. STATE REGISTRATION OF CONTRACTOR:

18.1. If a contract is for one hundred and twenty thousand dollars ($120,000) or more, or if the total value of all construction, removal, repair or improvements undertaken by the bidder within any twelve-month period is seven hundred-fifty thousand dollars ($750,000) or more, the bidder is required under Title 54.1, Chapter 11, Code of Virginia (1950), as amended, to show evidence of being licensed as a "Class A Contractor." (Non-Virginia licenses are not acceptable). If a contract is seventy-five hundred ($7,500) dollars or more but less than one hundred and twenty thousand dollars ($120,000), the bidder is required to show evidence of being licensed as a "Class B Contractor". If a contract is one thousand dollars ($1,000) or more but less than seventy-five hundred dollars ($7,500), the bidder is required to show evidence of being licensed as a "Class C Contractor.”

18.2. The Code of Virginia does not allow an unlicensed Contractor to submit a bid where the resultant contract will require a license. The bidder shall provide a copy of the license with their bid.

19. BID SECURITY:

19.1. Bid security in the amount of five percent (5%) of the bid price is required with each bid in the form of a certified check or bid bond made payable to County of Fairfax, Virginia.

Checks will be returned to all bidders within sixty (60) days after the date of the formal opening of the bids. The bid security must clearly make reference to this solicitation number and title. Bid bonds shall be issued by a surety company licensed and authorized to conduct business in the State of Virginia.

20. ALTERNATIVE FORMS OF BID SECURITY:

20.1. In lieu of a bid, payment or performance bond a bidder may furnish a certified cashier’s check or cash escrow in the face amount required for the bond.

20.2. If approved by the County Attorney, a bidder may furnish a personal bond, property bond, or bank or savings institution's letter of credit on certain designated funds in the face amount required for the bid, payment or performance bond. Approval shall be granted only upon a determination that the alternative form of security proffered affords protection to the County equivalent to a corporate surety's bond.

21. CONTACT FOR ADMINISTRATION:

21.1. In the event a contract is executed with your firm as a result of this solicitation, indicate the person(s) that may be contacted for prompt contract administration in the space provided https://www.fairfaxcounty.gov/publicworks/guidelines-architects-and-engineers https://www.fairfaxcounty.gov/publicworks/guidelines-architects-and-engineers on the Pricing Schedule.

22. WITHDRAWAL OF BID:

22.1. A bidder for a public construction contract, other than a contract for construction or maintenance of public highways, may withdraw their bid from consideration if the price bid was substantially lower than the other bids due solely to a mistake therein, provided the bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. The bidder shall give notice in writing of their claim of right to withdraw their bid within two (2) business days after the conclusion of the bid opening procedure.

23. BID ACCEPTANCE PERIOD:

23.1. Any bid in response to this solicitation shall be valid for 120 days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

24. CONTRACT INSURANCE PROVISIONS:

24.1. The Contractor is responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract.

24.2. The Contractor must during the continuance of all work under the contract provide the following:

a. Statutory Workers' Compensation and Employer's Liability insurance in limits of not less than $1,000,000 to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

b. Commercial General Liability insurance in the amount of $1,000,000 per occurrence, $2,000,000 in aggregate, to protect the Contractor, its subcontractors, and the interest of the County, its officers and employees against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work.

c. Owned, non-owned, and hired Automobile Liability insurance, in the amount of $1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor.

In addition, all mobile equipment used by the Contractor in connection with the contracted work, will be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy.

d. Fidelity Bond or Commercial Crime Insurance in an amount equal to at least fifty percent (50%) of the amount of the funds handled or managed annually by the Contractor, or, if no funds were handled during the preceding year, fifty percent

(50%) of the amount of funds reasonably estimated to be handled during the current calendar year. In no event will the fidelity bond be less than $1,000,000. The bond shall be in favor of the County insure to the benefit of any person damaged by any fraudulent act or conduct of the Contractor and must be conditioned upon faithful accounting and application of all money coming into the Contractors possession in connection with their activities as an administrator.

24.3. Liability Insurance "Claims Made" basis:

1) If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions.

The limit of liability and the extensions to be included as described previously in these provisions, remain the same.

2) The Contractor must either:

i. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract. This certificate shall evidence a "retroactive date" no later than the beginning of the Contractor's or sub-contractor's work under this contract, or

ii. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

24.4. Liability insurance may be arranged by a combination of primary and excess or umbrella policies.

24.5. Any deductibles and/or self-insured retentions greater than $50,000 must be disclosed to and approved by the County’s Risk manager prior to the commencement of services. Use of large deductibles and/or self-insured retentions will require proof of financial ability as determined by the County.

24.6. After a period of five-years from Agreement Date, the County may reasonably require higher limits of insurance or additional insurance coverage against other hazards for which insurance is reasonably obtainable and which, at the time, are commonly insured against in the case of similar properties conducting similar activities within the geographic area of the Property, whether or not such additional insurance requirements are otherwise described or contemplated herein.

24.7. The Contractor agrees to provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best's Key Rating of at least A: VII.

24.8. European markets including those based in London, and the domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the Contractor's broker can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best's rating of A: VII or better.

24.9. The Contractor will provide an original, signed Certificate of Insurance citing the contract number and such endorsements as prescribed herein and The County of Fairfax, its officers, employees and agents shall be named as an “additional insured” for all liability policies and it shall be stated on the Insurance Certificate that this coverage “is primary to all other coverage the County may possess.”

24.10. The Contractor will secure and maintain all insurance certificates of its subcontractors, which shall be made available to the County on demand.

24.11. Contractor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against the County and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Contractor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Contractor or its subcontractors. Where permitted by law, Contractor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

24.12. The Contractor will provide on demand certified copies of all insurance policies related to the contract within ten business days of demand by the County. These certified copies will be sent to the County from the Contractor's insurance agent or representative.

24.13. No change, cancellation, or non-renewal shall be made in any insurance coverage without a 30-day written notice to the County. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate may result in suspension of all payments until the new certificate is furnished.

24.14. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all subcontractors of their liabilities provisions of the contract.

24.15. Contractual and other liability insurance provided under this contract shall not contain a supervision, inspection or engineering services exclusion that would preclude the County from supervising and/or inspecting the project as to the end result. The Contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the subcontractors.

24.16. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and the County. The Contractor is as fully responsible to the County for the acts and omissions of the subcontractors and of persons employed by the Contractor as it is for acts and omissions of person directly employed by Contractor.

24.17. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

24.18. The Contractor and all subcontractors are to comply with applicable federal, state, and local occupational safety and health requirements, including, but not limited to, the Occupational Safety and Health Act of 1970, Public Law 91-596, as it may apply to this contract.

25. BONDS:

25.1. The Contractor shall furnish, within twenty (20) calendar days after execution of the contract, the following bonds, issued by a surety company licensed and authorized to conduct business in the State of Virginia, made payable to the County of Fairfax. All bonds must clearly make reference to this solicitation number and title.

a. Performance Bond in the amount equal to one hundred percent (100%) of the contract price on AIA Document A312 - 2010 Edition or equivalent.

b. Labor and Materials Payment Bond in an amount equal to one hundred percent

(100%) of the contract price on AIA A312 -2010 Edition or equivalent.

25.2. Failure to provide the required bonds, within twenty (20) calendar days, will constitute a material breach of the contract, for which the County may terminate the contract for cause.

26. ADDITIONAL OR SUBSTITUTE BOND:

26.1. If the County becomes dissatisfied with any surety or sureties then upon the Performance

Bond, or if for any other reason, each Bond shall cease to be adequate security to the County, the Contractor shall substitute an acceptable bond in such form and sum and signed by such other sureties as may be satisfactory to the County within five (5) days after notice. The premiums on such bond shall be paid by the Contractor. No further payment shall be deemed due nor shall be made until the new sureties shall have qualified.

27. PURCHASE ORDER:

27.1. A purchase order for the items/service listed in this Invitation for Bid will be issued shortly thereafter and will become an integral part of the resulting contract. The purchase order indicates that sufficient funds have been obligated as required by Title 15.2-1238 of the Code of the Commonwealth of Virginia and assures distribution of the necessary receiving reports.

27.2. The purchase order does not supersede any provisions of the Acceptance Agreement.

Performance time and dates are determined solely by the contract and any modification thereto.

27.3. Services/supplies are not to begin until receipt of the purchase order or other notification by the County Purchasing Agent to proceed.

28. CONSTRUCTION SCHEDULE AND SCHEDULE OF VALUES:

28.1. Within three (3) weeks after being selected as the Contractor for the project, the General

Contractor shall provide a complete estimated construction progress schedule depicting time and efforts of all trades involved in the work. This shall be submitted for approval to the County’s representative for contract coordination.

28.2. Within three (3) weeks after receiving the Purchase Order and Notice to Proceed, the General Contractor shall provide a complete Material & Submittal schedule including document deliverables and material lead times for all equipment and materials involved in the work. The schedule shall be submitted for approval to the County’s representative for contract coordination

28.3. Prior to the first application for payment, submit a proposed schedule of values to the County’s representative for review/approval and contract coordination. The schedule of values should accurately reflect the cost of each activity as represented on the construction schedule (ref: Special Provisions, paragraph Error! Reference source not found.) and t he sum of the increments shall total the contract price.

28.4. For daily progress report requirements refer to Attachment G.

29. CORRESPONDENCE:

29.1. All communications between the parties relating to details, progress and coordination of the work shall be through the County’s Project Manager and shall be deemed binding only when in writing.

30. PERMITS AND LICENSES:

30.1. The Contractor is responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and municipal laws, codes, and regulations, in connection with the prosecution of the work without additional expense to the County.

The Contractor is similarly responsible for all damages to persons or property that occurs as a result of their fault or negligence. The Contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. The Contractor is also responsible for all materials delivered and work performed until completion and acceptance of the entire construction work, except for any completed unit of construction previously accepted.

30.2. For additional information relating to ‘Permits and Inspections’, refer to Attachment G.

31. IDENTIFICATION:

31.1. Contractor employees, representatives and sub-contractors are required to display company photo identification badges above the waist at all times while on the job site, supplied by the Contractor. Contractor employees, representatives and sub-contractors who arrive at the job site without appropriate identification badges may immediately be dismissed from the job site.

31.2. Due to enhanced security measures, Contractor employees, representatives and sub-contractors are required to display Fairfax County Contractor identification badges above the waist at all times while on the job site, supplied by the County. Contractor employees, representatives and subcontractors who arrive at the job site without appropriate identification badges will immediately be dismissed from the job site. All supplies, materials and equipment are subject to security inspection. All contractor and subcontractor employees must pass to the satisfaction of the Fairfax Security Chief a Fairfax County Criminal History Check at a cost of approximately $34 per person payable to Castle Branch Inc.

31.3. The Contractor shall assume all costs directly and indirectly associated with obtaining the

Fairfax County Criminal History Checks and Fairfax County Contractor identification badges. Failure to obtain a security badge shall not be a cause for contract performance time extension. The Contractor shall immediately turn in all terminated employee’s badges to the issuing office.

32. REPRESENTATIONS OF CONTRACTOR:

32.1. The Contractor represents and warrants:

a. The firm is financially solvent…