15-Part E - ITB Construction Instructions to Bidders DRAFT -2026 10 20.pdf
PDF 137 KB Posted
- Attached to
- Old Town Pool Replacement
- Solicitation number
- 2038
- Issued by
- Alexandria City, Virginia
About this file
This document is the Instructions to Bidders (Part E) for City of Alexandria Invitation to Bid (ITB) 2038 for the Old Town Pool Replacement project in Virginia. Bidders must submit questions regarding sites, scope of work, and contract requirements through Euna using the Public Q&A function. All bids must be submitted electronically through Euna Sourcing & Contracting; bids sent by mail or hand will not be accepted. Pricing must be entered on Part G Attachment B, including a base bid amount in line item 0-1 and additive bid items as specified in section 7.2.2. Pre-priced allowances (line items 0-2 through 0-5) will be added to the base bid amount for the total bid amount. Bidders must complete and return all solicitation attachments, including applicable certifications and licenses, with their bid response. The city will not be liable for any costs incurred by bidders in bid preparation or submission. Bids arriving after the specified due date will not be accepted, and the bid opening will occur as specified in Part A of the solicitation documents. If a bid is accepted, bidders agree to furnish all construction, goods, and services within one hundred twenty calendar days from the bid due date.
Bidders must be responsible contractors who can satisfactorily demonstrate to the city adequate experience, facilities, manpower, and financial capacity to perform the work, including technical expertise and relevant project experience for all contract elements. Bidders must submit a completed Reference Sheet (Form J-1) with their bid. Small-, Women-, or Minority-owned (SWaM) businesses registered with the Commonwealth of Virginia should provide their Virginia SWaM certification documentation with registration on the city's vendor system. Allowances are included for excavation of unsuitable material, contaminated soil removal, excavation of rock material, and provision of VDOT 21A aggregate, with final amounts adjusted based on actual quantities authorized. Corrections to bids after opening are not permitted except in cases of clerical mistakes meeting specific criteria. Bidders may withdraw bids prior to opening by written notification to the Contracting Officer, or after opening if the bid was substantially lower than others due solely to a clerical mistake supported by objective evidence from original work papers.
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Text version
City of Alexandria
ITB 2038
Old Town Pool Replacement
Part E – Instructions to Bidders
1. Questions Bidders must submit any questions regarding sites, scope of work, and Contract requirements in writing in Euna using the Public Q&A function in the Messages tab.
2. Vendor Registration Bidders must complete the following registration to submit a Bid electronically and to receive grant funding (if applicable).
2.1. If the Vendor is a Small-, Women-, or Minority-owned (SWaM) business and is registered with the Commonwealth of Virginia, provide the Vendor’s Virginia SWaM certification documentation with the registration on the City’s VSS. To register as a SWaM business with the Commonwealth of Virginia, go to the website for the Virginia Department of Small Business and Supplier Diversity, located at https://www.sbsd.virginia.gov/.
3. Bid Submission Information and Instructions
3.1. All bids must be submitted electronically. Submit them through Euna Sourcing
& Contracting. Bids/proposals sent by mail or by hand will not be accepted. Enter pricing on Part G Attachment B.
3.1.1 Enter base bid amount in line item #0-1.
3.1.2 Allowances #0-2 through #0-5 are pre-priced, and the value shown shall be added to the base bid amount for a total bid amount.
3.1.3 Enter total price for each additive bid item in the table attached to section 7.2.2, Additive Bid item Table.
3.1.4 Allowance Specifications
Allowance EXCAVATION OF ADDITIONAL UNSUITABLE MATERIAL Excavation of unsuitable material, where authorized or directed, below or in addition to the levels required for the Work in Parts A and B and backfill with compacted material per specifications. (Price per cubic yard) Final amount shall be adjusted upward or downward based on actual quantity authorized.
Allowance CONTAMINATED SOIL REMOVAL per Part 1.4.B of specification 12200 where authorized or directed, and proper disposal off-site of excess material, complete per specifications. (Price per cubic yard) Final amount shall be adjusted upward or downward based on actual quantity authorized.
Allowance EXCAVATION OF ROCK MATERIAL Excavation of ROCK material, where authorized or directed, and proper disposal off-site of excess material, complete per specifications. (Price per cubic yard) Final amount shall be adjusted upward or downward based on actual quantity authorized.
https://www.sbsd.virginia.gov/
Allowance PROVISION OF VDOT 21A AGGREGATE Deliver and place VDOT 21A aggregate where authorized or directed per specifications.
(price per cubic yard) (Final amount shall be adjusted upward or downward based on actual quantity authorized.)
3.2. Bidders are required to complete and return all Attachments included in the Solicitation Documents. Addenda that are not signed may be considered non-responsive and not accepted.
3.3. Bidder must review and comply with the requirements of the Bid and ensure that all required information is provided and required forms are executed and returned with its Bid response, including, but not limited to:
3.1.1. Attachments
3.2.1. Any applicable certifications and licenses.
4. Acceptance Period The Bidder agrees that, if their Bid is accepted within one hundred twenty (120) calendar days from the Bid Due Date specified in Part A – Solicitation General Information, the Bidder will furnish all construction, goods, and services for which prices are submitted, in accordance with the requirements, terms and conditions of the Solicitation Documents and the Contract Documents.
5. Award The award will be made as provided in Part F – Evaluation and Method of Award.
6. Bid or Proposal Submission and Presentation Costs The City must not be liable in any way for any costs incurred by any Bidder/Proposer in the preparation or submission of its Bid/Proposal or its participation in any discussion, presentation, negotiation, or meeting regarding its Bid/Proposal or the solicitation.
7. Late Bids Bids arriving after the specified time and date in Part A – Solicitation General Information will not be accepted. Please allow sufficient time for the preparation and delivery of your Bid.
8. No Response Form Vendors not wishing to submit a Bid are asked to complete and return the No Response Form located in Part G, Attachment G.
9. Opening of Bids As specified in Part A – Solicitation General Information.
10. Mistakes in Bids
Except as expressly provided for in “Withdrawal of Bid” due to a clerical mistake, correction of Bids after opening is not permitted. A Bidder assumes full responsibility for the accuracy of its Bid.
11. Withdrawal of Bids
11.1. A Bidder may withdraw its Bid from consideration at any time prior to the Bid opening by notifying the Contracting Officer in writing of such withdrawal.
11.2. Subsequent to the commencement of the Bid opening procedure, a Bidder may withdraw its Bid from consideration if the price Bid was substantially lower than other Bids due solely to a mistake therein, provided:
10.2.1 That the Bid was submitted in good faith;
10.2.2 That the mistake was a clerical mistake as opposed to a mistake in judgment 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 the bid; and
10.2.3 That the unintentional nature of the arithmetic error or omission is clearly shown to the Contracting Officer’s satisfaction by objective evidence drawn from original work papers, documents, and materials used in the preparation of the bid sought to be withdrawn.
12. Bidder Qualifications
12.1. Bidder must be a responsible Bidder and must satisfactorily prove to the City that they have adequate experience, facilities, manpower, and financial capacity to perform the Work. Bidder must demonstrate and warrant to the satisfaction of the Contracting Officer that the Bidder and the Bidder’s Subcontractors have the technical expertise, relevant project experience, and the ability to complete all of the various elements of the Contract and Scope of Work.
12.2. References: Bidder must complete and submit with their Bid the Reference Sheet located in Part G, Form J-1.
| Part E – Instructions to Bidders |
| 1. Questions |
| 2. Vendor Registration |
| 1.1. |
| 2.1. If the Vendor is a Small-, Women-, or Minority-owned (SWaM) business and is registered with the Commonwealth of Virginia, provide the Vendor’s Virginia SWaM certification documentation with the registration on the City’s VSS. To register as a SW... |
| 3. Bid Submission Information and Instructions |
| 3.1. All bids must be submitted electronically. Submit them through Euna Sourcing & Contracting. Bids/proposals sent by mail or by hand will not be accepted. Enter pricing on Part G Attachment B. |
| 3.2. Bidders are required to complete and return all Attachments included in the Solicitation Documents. Addenda that are not signed may be considered non-responsive and not accepted. |
| 3.3. Bidder must review and comply with the requirements of the Bid and ensure that all required information is provided and required forms are executed and returned with its Bid response, including, but not limited to: |
| 3.1.1. Attachments |
| 3.2.1. Any applicable certifications and licenses. |
| 1. |
| 1. |
| 1. |
| 1. |
| 4. Acceptance Period |
| 5. Award |
| 6. Bid or Proposal Submission and Presentation Costs |
| 7. Late Bids |
| 8. No Response Form |
| 9. Opening of Bids |
| 10. Mistakes in Bids |
| 11. Withdrawal of Bids |
| 11.1. A Bidder may withdraw its Bid from consideration at any time prior to the Bid opening by notifying the Contracting Officer in writing of such withdrawal. |
| 11.2. Subsequent to the commencement of the Bid opening procedure, a Bidder may withdraw its Bid from consideration if the price Bid was substantially lower than other Bids due solely to a mistake therein, provided: |
| 12. Bidder Qualifications |
| 12.1. Bidder must be a responsible Bidder and must satisfactorily prove to the City that they have adequate experience, facilities, manpower, and financial capacity to perform the Work. Bidder must demonstrate and warrant to the satisfaction of the Co... |
| 12.2. References: Bidder must complete and submit with their Bid the Reference Sheet located in Part G, Form J-1. |
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