2026-110 Painting Services for Roanoke County.pdf

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

ROANOKE COUNTY

FINANCE & MANAGEMENT SERVICES DEPARTMENT

PURCHASING DIVISION

On behalf of the Roanoke County Board of Supervisors

INVITATION FOR BID

IFB # 2026-110

Painting Services for Roanoke County

OPENING DATE: April 28, 2026

OPENING TIME: 2:00 P.M.

The Invitation to Bid and related documents may be obtained during normal business hours from the Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018. This document may be viewed and/or downloaded from eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyna me=County%20of%20Roanoke. If you have any problems accessing the documents, you may contact Purchasing at (540) 772-2061.

THIS PUBLIC BODY DOES NOT DISCRIMINATE

AGAINST FAITH-BASED ORGANIZATIONS

DATE of IFB: TUESDAY14, 2026 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

INVITATION FOR BID (IFB) SIGNATURE PAGE

IFB No. 2026-110 Issue Date: April 14, 2026

Title: Painting Services for Roanoke County

Issued By: County of Roanoke Purchasing Division, on behalf of the Roanoke County Board of Supervisors

Roanoke County Administration Building 5204 Bernard Drive, SW, Suite 300-F Roanoke, VA 24018-0798 Phone (540) 772-2061 Email: hestes@roanokecountyva.gov

Sealed Bids must be received via in-person delivery, mail, or electronic submission through eVA, on or before 2:00 P.M., April 28, 2026.

If proposals are hand delivered or mailed, send directly to the Purchasing Division at the address listed above. To submit an online bid through eVA, refer to the online bidding instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0.

Further instructions to Bidders are outlined in Sections 7 and 8 of this IFB.

All questions must be submitted in writing before 5:00 p.m., April 21, 2026. If necessary, an addendum will be issued and posted to eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County% 20of%20Roanoke.

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

The County reserves the right to cancel this IFB and/or reject any or all proposals and to waive any informalities in any proposal.

This section is to be completed by the Offeror and this page must be returned with the bid. In compliance with this Invitation for Bid and subject to all terms and conditions imposed herein, which are hereby incorporated herein by reference, the undersigned offers and agrees to furnish the services and/or items requested in this solicitation if the undersigned is selected as the successful Bidder. No Bid may be withdrawn within a period of sixty (60) days after Bid opening except for clerical errors, as set forth in part (1) of Section 2.2-4330(B), Virginia Code, 1950, as amended. Notices of bid withdrawal must be submitted in writing to the Purchasing Division.

My signature certifies that the bid as submitted complies with all requirements specified in this Invitation for Bid (“IFB”). If this Bid is accepted by the Owner, to provide the services and/or items in accordance with this Invitation for Bid and to execute a Contract/Purchase Order substantially similar to the attached Contract/Purchase Order Terms and Conditions for such services and/or items. My signature also certifies that by submitting a bid in response to this IFB, the Bidder represents that in the preparation and submission of this bid, the Bidder did not, either directly or indirectly, enter into any combination or arrangement with any person or business entity, or enter into any agreement, participate in any collusion, or otherwise take any action in the restraining of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1) or Sections 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

*** SIGNATURE PAGE TO FOLLOW ***

https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

I hereby certify that I am authorized to sign as a legal representative for the business entity submitting this bid in response to IFB 2026-110.

Legal Name and Address of Firm:

_________________________________________Date:___________________________________

_________________________________________By:_____________________________________ (Signature in Ink) _________________________________________Name:__________________________________ (Please Print) __________________________ Zip: ___________Title:____________________________________

Phone: __________________________________FAX:____________________________________

Email: _____________________________ Business License# _____________________________

Virginia State Corporation Commission Identification Number: _______________________________

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

TABLE OF CONTENTS

INVITATION FOR BID NO. 2026-110

PAINTING SERVICES FOR ROANOKE COUNTY

Contents

SECTION 1. PURPOSE

SECTION 2. BACKGROUND N/A

SECTION 3. SERVICES AND/OR ITEMS REQUIRED

SECTION 6. PAYMENT FOR SERVICES

SECTION 7. BID SUBMISSION INSTRUCTIONS TO BIDDERS

SECTION 8. GENERAL INSTRUCTIONS TO BIDDERS

SECTION 9. MISCELLANEOUS

SECTION 10. EVALUATION FOR LOWEST RESPONSIVE AND RESPONSIBLE

BIDDER

SECTION 11. CONTRACTOR'S AND SUBCONTRACTOR'S INSURANCE

SECTION 12. NEGOTIATIONS WITH LOWEST RESPONSIVE AND RESPONSIBLE

BIDDER

SECTION 13. BID AWARD

SECTION 14. FAITH BASED ORGANIZATIONS

SECTION 15. HOLD HARMLESS AND INDEMNITY

SECTION 16. PROTESTS

SECTION 17. COOPERATIVE PROCUREMENT

SECTION 18. INFORMATION ON CONTRACT/PURCHASE ORDER TO BE

AWARDED

ATTACHMENT A: BID FORM/SPECIFICATIONS

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

ATTACHMENT B: VIRGINIA STATE CORPORATION COMMISSION (SCC)

REGISTRATION INFORMATION

ATTACHMENT C: NOTICE OF PROPRIETARY INFORMATION FORM

ATTACHMENT D: CONSENT TO CONDUCT TRANSACTION BY ELECTRONIC

MEANS

ATTACHMENT E: DIRECT CONTACT WITH STUDENTS FORM

ATTACHMENT F: SAMPLE CONTRACT and TERMS AND CONDITONS OR PO

TERMS AND CONDITIONS

EXHIBIT 1: SAMPLE CONTRACTOR'S INSURANCE AND BOND REQUIREMENTS

EXHIBIT 2: SCOPE OF WORK/FEE SCHEDULE

EXHIBIT 3: BID FORM COMPLETED BY CONTRACTOR

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

COUNTY OF ROANOKE, VIRGINIA

INVITATION FOR BID NO. 2026-110

PAINTING SERVICES FOR ROANOKE COUNTY

SECTION 1. PURPOSE

The purpose of this Invitation for Bid (IFB) is the procurement of hourly rates for painting services for Roanoke County.

The County of Roanoke, (hereinafter referred to as “Owner”), invites any qualified Bidder to respond to this IFB by submitting a Bid for such work, service, and/or items consistent with the terms and conditions herein set forth.

The Owner will review each bid and may elect to issue separate awards to the lowest responsive and responsible Bidder(s) for such goods/services.

SECTION 2. BACKGROUND N/A

SECTION 3. SERVICES AND/OR ITEMS REQUIRED

A description and/or listing of the services and/or items that the Successful Bidder will be required to provide to the Owner under this IFB are those that are set forth in Exhibit 2 of the Sample Contract (Attachment F) attached to this IFB. Each Bidder should carefully read and review all such documents.

The following are the services and/or items that the Successful Bidder shall provide to the Owner:

SCOPE OF WORK

Work performed under this contract may include, but is not limited to:

• Interior wall painting

• Ceiling painting

• Door and door frame painting

• Trim and molding painting

• Exterior siding and trim painting

• Painting of railings, metal surfaces, and equipment

• Minor wall repair associated with painting work

A. WORKFORCE AND LABOR

1. The Successful Bidder shall provide all equipment and labor necessary to perform the assigned task.

2. A foreman or responsible supervisor shall be on-site at any time work is being performed.

B. EQUIPMENT AND SUPPLIES

1. All paint products and coatings shall be industrial or commercial grade and suitable for the intended surface and application.

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

2. Paint products shall be manufactured by one of the following or approved equal:

• Sherwin-Williams

• Benjamin Moore

• PPG

3. All paints, coatings, primers, and related materials shall comply with current EPA National Volatile Organic Compound (VOC) Emission Standards for Architectural Coatings (40 CFR Part 59 Subpart D) and applicable Virginia Department of Environmental Quality regulations (9VAC5-45).

4. Lift equipment, scaffolding, or other specialized access equipment required to perform work may be included by the Successful Bidder as part of the project estimate when necessary.

5. The County representative shall select the colors and reserves the right to supply the paint.

6. The Successful Bidder shall provide all necessary coverings, drop cloths, masking, and protective materials to protect unpainted areas and surrounding surfaces from paint and debris. Any spills or paint splatters shall be cleaned immediately.

7. The Successful Bidder shall, at all times, keep the premises free from accumulation of waste materials or rubbish caused by the Successful Bidder’s operations. At the completion of each job, the Successful Bidder shall remove all waste materials, debris, tools, and equipment from the site and shall dispose of such materials in accordance with all applicable local, state, and federal regulations.

C. WORK REQUIREMENTS

1. Surface preparation shall be performed prior to the application of any paint or coating and shall include, but not be limited to:

• Cleaning surfaces of dust, grease, mildew, and contaminants

• Scraping or sanding loose or peeling paint

• Minor patching of drywall, plaster, or similar wall defects

• Caulking gaps and joints where required

• Priming of bare surfaces prior to finish coats

Major wall repair or structural repair shall be identified and approved by the County representative.

2. Unless otherwise specified by the County representative, painted surfaces shall receive one primer coat where required and two finish coats to achieve uniform coverage and appearance.

3. The Successful Bidder shall ensure flammable materials such as adhesives, glues, and other flammable liquids are properly stored away from combustible materials and handled in accordance with NFPA 30, where applicable.

4. The Successful Bidder shall ensure no open flames or exposed heating elements are used in close proximity to flammable materials or chemicals.

5. The Successful Bidder shall protect building systems and equipment during painting operations, including but not limited to:

• HVAC diffusers, vents, and equipment

• Fire alarm devices

• Fire sprinkler heads

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

• Lighting fixtures

• Electrical outlets and switches

6. Work shall normally be performed during regular County working hours (8:00 a.m. – 5:00 p.m., Monday through Friday). Work hours may be adjusted as necessary to accommodate facility operations and minimize disruption to County services.

7. The Successful Bidder shall be available to begin work within five (5) business days of request by the County.

D. PRICING

Pricing shall include labor, equipment, materials (unless provided by the County), supervision, and all incidentals necessary to complete the work. At the request of the County, the Successful Bidder shall provide copies of material invoices to verify markup percentages.

The Successful Bidder shall provide a written estimate for each job prior to beginning work.

Travel time shall not be included as a cost to the County. Billing time shall begin when the Successful Bidder arrives at the job site and shall end when the Successful Bidder leaves the work site. The County reserves the right to negotiate additional services similar in nature that were not known at the time of bid closing.

E. PERSONNEL REQUIREMENTS

1. The successful bidder shall provide staff with a minimum of five (5) years’ experience to perform all requested services associated with the specific disciplines. All assignments shall be completed with at least one “Lead” personnel for each discipline.

2. Roanoke County will be awarding multiple Contracts with this solicitation. The County reserves the right to reject any of the successful bidder’s employees who, in the County’s judgment, are not adequately qualified to perform the work.

F. EQUIPMENT REQUIREMENTS

1. The successful bidder shall have and maintain suitable modern equipment and tools necessary to perform the services that may be required under any resultant Contract.

2. The County will not be responsible for any damage to the successful bidder’s vehicles, equipment, tools, or rented or leased equipment as a result of work being performed under any resultant Contract.

G. SANITARY FACILITIES

The Successful Bidder may use the County’s sanitary facilities, if available, provided they are used responsibly and left in the same condition as found.

H. INVOICING

1. The successful bidder shall submit invoices at the completion of each project.

Invoices shall include the work order number and/or purchase order number assigned by the County, itemized quantities, unit price, and extended costs based

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026 on the Contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates.

2. All invoices must reference a County-issued Purchase Order (PO) number or work order number. Additionally, the date the work was completed must be included. If the work was performed over multiple days, each line item related to labor charges must specify the corresponding date the work was performed.

3. Billable hours must be accurately recorded and clearly itemized by the specific date on which the work was performed.

4. All invoices for completed work must be submitted electronically.

I. UNREASONABLE CHARGES

Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, the successful bidder shall put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the County shall promptly notify the Contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. The successful bidder may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve the County of its prompt payment obligations with respect to those charges which are not in dispute.

J. FINAL INSPECTION

The successful bidder shall demonstrate to the County that the work is fully operational and in compliance with contract specifications and codes at the conclusion of the work. Any deficiencies shall be promptly and permanently corrected by the successful bidder at the successful bidder’s sole expense prior to final acceptance of the work. If a warranty issue arises the bidder shall notify the Facilities Manager upon determination and allow the Facilities Manager to make final determination of how to proceed.

Roanoke County shall provide the mechanism for the evaluation of all information received, the final determination of responsible bidders, and reserves the right to waive informalities and/or irregularities and to accept or reject any or all proposals. The County reserves the right to split awards if it is in the best interest of the County.

SECTION 6. PAYMENT FOR SERVICES

Payment(s) to the Successful Bidder shall be made in accordance with the provisions of the resultant Contract or Purchase Order, subject to final approval by the Owner. Invoices shall be sent to buildingsystems@roanokecountyva.gov.

SECTION 7. BID SUBMISSION INSTRUCTIONS TO BIDDERS

A. Sealed Bids must be received by hand delivery, mail, or electronic submission through eVA, at or before 2:00 p.m., local time, on April 28, 2026.

mailto:buildingsystems@roanokecountyva.gov

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

B. If submitting electronically via eVA, Bidder should refer to the online bidding instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit a bid through eVA the Bidder must be a registered vendor in eVA. If Bidder encounters any issues submitting an online bid through eVA, Bidder shall contact eVA Customer Care for assistance. The time of receipt for bids submitted electronically through eVA shall be determined by the time clock included in the eVA submittal system. The electronic bid submission shall contain a second copy of the bid redacted to remove all confidential and proprietary material.

C. If hand delivering or mailing a sealed bid response, the bid package must be received by the County of Roanoke Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018, at or before the stated bid due date and time, at which time all Bids physically received will be publicly opened and read. Bids received after 2:00 p.m. will NOT be accepted or considered. The time of receipt shall be determined by the time clock stamp in the Purchasing Office or if it is not working, such time shall be determined by the Purchasing official who is to open the bids.

Each Bid, one (1) original, marked as such and one (1) copy, marked as such, must be appropriately signed by an authorized representative of the Offeror, and must be submitted in a SEALED envelope or package. A removable media storage device containing two (2) digital copies of the proposal, one complete copy as submitted, and one redacted to remove all confidential and proprietary material, should be included in the proposal packet. The notation “Painting Services for Roanoke County”, IFB No. 2026-110, Bidders Name, and the specified opening time and date should be clearly marked on the front of that sealed envelope or package.

D. FAXED OR E-MAILED BIDS ARE NOT ACCEPTABLE.

SECTION 8. GENERAL INSTRUCTIONS TO BIDDERS

The Invitation for Bid and related documents may be obtained during normal business hours from the Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018. This document may be viewed and/or downloaded from eVA:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Co unty%20of%20Roanoke. If you have any problems accessing the documents, you may contact Purchasing at (540) 772-2061.

If bids are hand delivered or mailed, send directly to the Purchasing Division at the address listed above. If the Roanoke County Administration Building is closed for business at the time scheduled for the Bid opening, the sealed bid will be accepted and opened on the next business day of the County, at the originally scheduled hour.

All questions must be submitted in writing before 5:00 P.M. on April 21, 2026. If necessary, an addendum will be issued and posted to eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Co unty%20of%20Roanoke.

https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

A. If you download this IFB and intend to submit a bid, you should notify Purchasing that you have done so. However, each Bidder is solely responsible for ensuring that such Bidder has the current, complete version of the IFB documents, including any addenda, before submitting a bid. Receipt by the bidder of such addendum should be acknowledged on the Bid Form and/or addendum. The County Purchasing Division or its designee will issue Addenda that will be posted to the on the eVA website.

B. IMPORTANT NOTICE - ADDENDUMS AND NOTICES OF AWARD

Interested parties are encouraged to visit the eVA website often to obtain addenda if they are not signed up to receive automatic notifications from eVA. The County does not provide direct notification of changes to the original solicitation documents. The County assumes no responsibility or liability for informing recipients of downloaded documents or changes to original documents. It is the sole responsibility of those bidders/offerors to ensure they have copies of any addenda.

The official solicitation documents, addenda and project information are those posted on the eVA website. The County is not responsible for 3rd party postings of our solicitations or information about our solicitations.

C. Payment terms and delivery date(s) must be shown on the submitted Bid, if applicable.

D. All Bids are to be submitted in accordance with all terms, conditions, rules, regulations, requirements and specifications identified in and by this IFB.

E. Bids are to be on the Form as provided with OR as otherwise specified in this IFB. If a Bid Form is provided, no changes are to be made to the Bid Form. Any changes to Bid amounts must be initialed.

F. All Bids shall be signed by a person on behalf of the responding Bidder who is appropriately authorized to do so. The printed name of that authorized person should be shown as well. Any Bid submitted should be in the complete legal name of the Bidder responding. No Bid will be considered from any Bidder not properly licensed as may be required by law.

G. Except in cases of emergency, all bids for construction contracts only shall be accompanied by a bid bond from a surety company selected by the bidder, which is legally authorized to do business in Virginia.

(1) A bid, payment or performance bond for contracts for goods or services other than construction may be required if provided in the Invitation for Bid.

(2) The amount of the bid bond shall not exceed five percent (5%) of the total amount of the bid.

(3) In lieu of a bid bond, a bidder may furnish a certified check or cash escrow in the face amount required for the bond.

(4) Upon award of any public construction contract exceeding $100,000 awarded to any prime contractor, such contractor shall furnish:

i. Performance bond in the sum of the contract amount.

ii. Payment bond in the sum of the contract amount.

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

(5) Performance and/or payment bonds may be required for construction contracts below $100,000 at the discretion of the Owner.

In cases of emergency performance bonds/payment bonds are required within ten

(10) calendar days of notice to proceed or project commencement.

H. Bids that have been appropriately opened cannot be changed, adjusted, corrected or modified in any way other than complete withdrawal. The County’s procedures for withdrawal of bids (whether construction or other than construction) is that set forth in Code of Virginia, §2.2-4330(A)&(B)(1), which allows withdrawal of a Bid due to an error such as 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. Withdrawal must be requested within two days of the Bid opening by delivering to the County original work papers, documents, and materials used in preparation of the Bid.

I. All Bids, appropriately received, will be evaluated by considering the requirements set forth in the IFB, the quality, workmanship, economy of operation, suitability for intended purpose, delivery, payment terms and price of product or service being requested in this Bid.

J. Bids are to be submitted on the type, brand, make, and/or kind of product and/or service requested or its approved equal, to be solely determined by the Owner, unless otherwise specified. Should a Bid be for a product and/or service as an equal, the name, make, model and type of that which is being Bid must be clearly stated. The Bid must also be accompanied by descriptive literature of the product or service Bid to allow for evaluation.

Failure to provide this information may result in the Bid being considered non-responsive and may not be considered.

It is not the intent of the specifications to be proprietary, nor to exclude any manufacturer or dealer. Deviations will be given consideration if they are considered to be suitable and acceptable for comparison. Any deviations must be submitted, in writing, with your bid.

Deviations discovered after bid award or material receipt, not stated in your bid, shall be grounds for disqualification and nullification of order. It is the responsibility of the Offeror to prove that the deviation is equal to the product/service specified. The Owner will make the final determination as to whether the product is equivalent.

K. If an award is made for the item(s) and/or services requested, a notice of award will be made which will be posted for public review on eVA at https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyna me=County%20of%20Roanoke, or you may contact Purchasing directly at (540) 772- 2061 to request a copy of the award notification.

Upon completion of any Contracted Work or Purchase Order, payment will be made only to the Successful Bidder at the address as shown on the Contract/Purchase Order. If the remittance address is other than the address on the Bid, it must be clearly noted and explained in the Bid. Contract/Purchase Order(s) will be paid only when the items and/or services have been supplied to and approved by the Owner.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

L. All items, identified in this IFB, are to be quoted and provided F.O.B. DESTINATION- INSIDE DELIVERY, unless otherwise stated in this IFB. All furniture items, if any, are to be put together and set in place.

M. The County reserves the right to cancel this IFB or reject any or all Bids, to waive any informalities in any Bid and to purchase any whole or part of the items and/ or services listed in the IFB.

N. Each Bidder is to notify in writing the Purchasing Division if any of Bidder’s owners, officers, employees, or agents, or their immediate family members, is currently or has been in the past year, an employee of the County of Roanoke or Owner, or has any responsibility or authority with the County or Owner that might affect the procurement transaction or any claim resulting therefrom. If so, please provide the Purchasing Division with the complete name and address of each such person and their connection to the County of Roanoke or Owner. Each Bidder is advised that the Ethics in Public Contracting and Conflicts of Interests Act of the Code of Virginia, as set forth in this IFB, apply to this IFB. Such information should be provided in writing before the Bid opening date or may also be provided with the Bid response.

O. The attention of each Bidder is directed to VA Code Sections 54.1-1100 et seq. which requires certain licenses for contractors, tradesmen and others. Each Bidder is required to determine which license, if any, it is required to have under such sections. Each Bidder shall so state on the Bid Form, or in its response, if no Bid Form is provided, whether it has a VA license under such sections and, if so, the type of license and/or license number. Failure to include this information may result in the Bid being rejected as non-responsive.

P. Bid Submittals shall include:

(1) Signature Page (p. 2-3) of this Invitation for Bid, signed

(2) Attachment A: Bid Form (Prices shall include all labor, material, delivery costs, overhead and profit.)

(3) Any Required Attachments: B, C, D, E.

(4) Signed copies of any Addenda issued.

Failure to do so may result in the Bid being determined non-responsive.

Questions or concerns may be addressed by contacting Henry Estes by phone at 540- 283-8151, or by email at hestes@roanokecountyva.gov

Q. Ethics in Public Contracting. The provisions, requirements, and prohibitions as contained in Sections 2.2-4367 through 2.2-4377, of the Virginia Code, pertaining to bidders, offerors, contractors, and subcontractors are applicable to this IFB.

R. Conflict of Interests Act. The provisions, requirements, and prohibitions as contained in Sections 2.2-3100, et seq., of the Virginia Code are applicable to this IFB.

S. The procurement provisions of the Virginia Public Procurement Act as well as the County Procurement Manual, apply to this IFB, unless specifically modified herein. The County’s Procurement Manual can be reviewed on the County’s electronic procurement website.

mailto:hestes@roanokecountyva.gov

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

T. The Owner may request clarification from any of the Bidders after review of the Bids received.

U. The Owner is not liable for any costs incurred by any Bidder in connection with this IFB or any response by any Bidder to this IFB. The expenses incurred by a Bidder in the preparation, submission, and presentation of the Bid are the sole responsibility of the Bidder and may not be charged to the Owner.

V. General and/or technical questions regarding the Scope of Services and/or items required, or procurement questions under this IFB may be directed in writing to Henry Estes, Buyer, by phone at 540-283-8151, or by email at hestes@roanokecountyva.gov

W. Each Bidder is required to state if it has ever been debarred, fined, had a contract terminated, or found not be a responsible bidder or Offer or by any federal, state, or local government and/or private entity. If so, please give the details of each such matter and include this information with Bidder’s response.

X. Data on Convictions for Certain Crimes and Child Abuse and Neglect Certification of Contractor: The Consultant certifies that none of the persons who will provide services requiring direct contact with students on school property during school hours or during school-sponsored activities has been convicted of any of the following felony or misdemeanor offenses: felony sex or violence offenses, other felony offenses or misdemeanor sex offenses within the past ten years.

Y. The Consultant further understands and acknowledges (1) that if he makes a materially false statement regarding any of the above offenses, he will be guilty of a Class 1 misdemeanor and may forfeit profits derived from the contract. Further, the Consultant understands and acknowledges that before any person is permitted to provide such services subsequent to this certification, he must complete a new certification regarding such person in a form satisfactory to the Owner. Data and Convictions information will be requested before the Owner enters into a contract when required.

Z. Each Bidder who is a stock or Nonstock Corporation, Limited Liability Company, business trust, or a limited partnership or other business entity shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if required by law. Each such Bidder shall include in its bid response the Identification Number issued to it by the Virginia State Corporation Commission (SCC) and should list its business entity name as it is listed with the SCC. Any Bidder that is not required to be authorized to transact business in the Commonwealth as a domestic or foreign business entity as required by law shall include in its bid response a statement describing why the Bidder is not required to be so authorized. (See Va. Code Section 2.2-4311.2).

AA. Unless participating in a pending solicitation, vendors/prospective vendors may visit County or Owner departments without advance approval of the Purchasing Division to make sales calls, drop off literature, or conduct demonstrations. Advance appointments must be confirmed with the Director or their designee for the department to be visited.

Direct contact with any County or Owner employee without the permission of the Purchasing Division, on the subject of this solicitation, is strictly forbidden.

mailto:hestes@roanokecountyva.gov

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

During an active solicitation all communications (email, phone, text, letter) must be conducted through the Purchasing Division. Purchasing staff will coordinate responses to any inquiries, as necessary. If any vendor involved in a pending solicitation or bid violates this communication protocol, any submittals from the vendor may be rejected/disqualified at the discretion of the Purchasing Division.

SECTION 9. MISCELLANEOUS

A. Ownership of all data, materials, and documentation originated and prepared for the

Owner pursuant to the IFB shall belong exclusively to the Owner and be subject to public inspection in accordance with the Virginia Freedom of Information Act. The trade secrets or proprietary information submitted by the Bidder shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law or a court.

However, the Bidder must invoke the protection of Section 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identify the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the Bid.

B. All Bidders shall be solely responsible for making sure that they have the most current and complete version of this IFB and all addenda that may have been issued for this IFB and that such Bidder has examined all such documents and data. Any interpretation, correction, or change of the IFB will be made by an addendum. Interpretations, corrections or changes of this IFB made in any other manner will not be binding and Bidders must not rely upon such interpretations, corrections, or changes. The County Purchasing Division or its designee will issue Addenda that will be posted to eVA at https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyna me=County%20of%20Roanoke.

C. No Bidder shall confer on any public employee having official responsibility for a purchasing transaction any payment, loan, subscription, advance, deposit or money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

D. The County or Owner may make investigations to determine the ability of the Bidder to perform the work and/or provide the services and/or items as described in this IFB. The County and Owner reserve the right to reject any Bid if the Bidder fails to satisfy the County and Owner that it is qualified to carry out the obligations and requirements requested in this IFB.

E. The Successful Bidder must comply with the nondiscrimination provisions of Virginia Code Section 2.2-4311, which are incorporated herein by reference.

F. The Successful Bidder must comply with the drug-free workplace provisions of Virginia Code Section 2.2-4312, which are incorporated herein by reference.

G. It is the policy of the County of Roanoke to maximize participation whenever possible by minority and women owned business enterprises in all aspects of County contracting https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026 opportunities.

H. The Successful Bidder shall comply with all applicable County, State, and Federal laws, codes, provisions, and regulations. The successful Bidder shall not during the performance of any resultant contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

I. Providers of any outside services and/or items shall be subject to the same conditions and requirements as the Successful Bidder in regards to law, code, or regulation compliance.

The Owner reserves the right of approval for any subcontract work, including the costs thereof.

SECTION 10. EVALUATION FOR LOWEST RESPONSIVE AND RESPONSIBLE

BIDDER

To determine the lowest responsive and responsible Bidder with respect to this Bid, the following factors, among such others as will protect and preserve the interest of the Owner may be considered:

A. Total extended Bid price as set forth on the Bid Form;

B. The specified terms and discounts, if any, of the Bid;

C. The ability, capacity and skill of the Bidder to perform the Contract and/or provide the services and/or items required;

D. Whether the Bidder can perform the Contract and/or perform the services and/or provide the items promptly, or within the time specified, without delay or interference;

E. The character, integrity, reputation, judgment, experience and efficiency of the Bidder;

F. The quality of performance on previous contracts or services;

G. The previous and existing compliance by the Bidder with laws and ordinances relating to other contracts, purchase orders, items and/or services provided by Bidder in other matters;

H. The equipment and facilities available to the Bidder to perform the Contract and/or provide the services and/or items requested in the IFB;

I. The sufficiency of the financial resources and ability of the Bidder to perform the Contract and/or provide the services and/or items requested in the IFB;

J. The quality, availability, and adaptability of the supplies, materials, equipment and/or services the Bidder can provide for the particular use and/or work requested in the IFB;

and

K. The ability of the Bidder to provide future maintenance, parts, and service for the items requested in the IFB.

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

SECTION 11. CONTRACTOR'S AND SUBCONTRACTOR'S INSURANCE

Successful Bidder, and any of its subcontractors, shall, at its sole expense, obtain and maintain during the life of the resulting Contract/Purchase Order the insurance policies and/or bonds required. Any required insurance policies and/or bonds shall be effective prior to the beginning of any work or other performance by Successful Bidder, or any of its subcontractors, under any resultant Contract/Purchase Order. All such insurance shall be primary and noncontributory to any insurance or self-insurance the Owner may have. The policies and coverages required are those as may be referred to in the sample contract and/or the terms and conditions attached to this IFB, but shall include workers’ compensation coverage regardless of the number of employees, unless otherwise approved by the Owner’s Risk Manager.

SECTION 12. NEGOTIATIONS WITH LOWEST RESPONSIVE AND RESPONSIBLE

BIDDER

If the bid by the lowest responsive and responsible bidder exceeds available funds, the Owner reserves the right to negotiate with the apparent lowest responsible bidder pursuant to County Code Chapter 17 (Ord. No. 3350, S2-30,12-14-82). State Code 2.2.4318. The conditions and procedures under which such negotiation may be undertaken are that the appropriate Owner officials shall determine that the lowest responsive and responsible bid exceeds available funds and notify such bidder in writing of its desire to negotiate. Thereafter, negotiations with the apparent low bidder may be held to obtain a Contract within available funds involving discussions of reduction of quantity, quality, or other cost saving mechanisms. Any such negotiated Contract shall be subject to final approval of the Owner, in the sole discretion of the Owner.

SECTION 13. BID AWARD

If an award of a Contract/Purchase Order is made, it will be awarded to the lowest responsive and responsible bidder. If an award of a contract is made, notification of such award will be posted for public review on eVA, or you may contact Purchasing directly at (540) 772-2061 to request a copy of the award notification.

SECTION 14. FAITH BASED ORGANIZATIONS

Pursuant to Virginia Code Section 2.2-4343.1, be advised that the Owner does not discriminate against faith-based organizations.

SECTION 15. HOLD HARMLESS AND INDEMNITY

Successful Bidder shall indemnify and hold harmless the Owner and its officers, agents, and employees against any and all liability, losses, damages, claims, causes of action, suits of any nature, costs, and expenses, including reasonable attorney’s fees, resulting from or arising out of Successful Bidder’s or its employees, agents, or subcontractors actions, activities, or omissions, negligent or otherwise, on or near Owner’s property or arising in any way out of or resulting from any of the work or items to be provided under the Contract/Purchase Order, and this includes, without limitation, any fines or penalties, violations of federal, state, or local laws or regulations, personal injury, wrongful death, or property damage claims or suits. Successful Bidder agrees to and shall protect, indemnify, and hold harmless all the parties referred to above from any and all demands for fees, claims, suits, actions, causes of action, settlement or judgments based on the alleged or actual infringement or violation of any copyright, trademark, patent, invention, article, IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026 arrangement, or other apparatus that may be used in the performance of the Contract/Purchase Order.

SECTION 16. PROTESTS

Any Bidder who wishes to protest or object to any award made or other decisions Pursuant to this IFB may do so only in accordance with the provisions of Sections 2.2-4357, 4358, 4359, 4360, 4363, and 4364 of the Code of Virginia, and only if such is provided for in such Code section.

Any such protest or objection must be in writing signed by a representative of the entity making the protest or objection and contain the information required by the applicable Code Sections set forth above. Such writing must be delivered to the County Purchasing Director within the required time period.

SECTION 17. COOPERATIVE PROCUREMENT

The procurement of goods and/or services provided for in this procurement is being conducted in accordance with Virginia Code Section 2.2-4304 and on behalf of other public bodies in Virginia.

Unless specifically prohibited by the Successful Bidder, any resultant contract may be used by other public bodies in Virginia as allowed by Section 2.2-4304. The Successful Bidder shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to this procurement or from this procurement and in accordance with Virginia Code Section 2.2- 4304. The Owner shall not be responsible or liable for any costs, expenses, or any other matters of any type to either the Bidder or the public agency or body seeking to obtain any goods and/or services pursuant to this cooperative procurement provision.

SECTION 18. INFORMATION ON CONTRACT/PURCHASE ORDER TO BE

AWARDED

The Sample Contract marked as Attachment F to IFB No. 2026-110 contains terms and conditions that the Owner will include in any Contract that may be awarded, but such terms and conditions may be added to, deleted, or modified as may be agreed to between the Owner and the Successful Bidder. However, if a Bidder has any objections to any of the terms or conditions set forth in the Sample or any changes or additions thereto that the Bidder wants to discuss before submitting a bid, the Bidder should set forth such objections, changes, or additions in written correspondence to the Roanoke County Purchasing Division at least five (5) days before the bid opening date for this IFB. Otherwise, submission of a bid by a Bidder will obligate such Bidder, if it is the Successful Bidder, to enter into a Contract containing the same or substantially similar terms and conditions as contained in such Attachment, and to comply with such terms and conditions. Also, such terms and conditions, together with the requirements of this IFB, shall be deemed to be a part of any resultant Contract/Purchase Order that may be issued by the Owner to the Successful Bidder.

END.

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

FIFB # 2026-110

ATTACHMENT A: BID FORM/SPECIFICATIONS

County of Roanoke Purchasing Division 5204 Bernard Drive, SW, Suite 300-F Roanoke, VA 24018-0798

The Owner reserves the right to add, delete, or adjust quantities as deemed necessary by the Owner.

Bids containing any conditions, omissions, unexplained erasures, alterations or items not called for in the bid, or irregularities of any kind, may be rejected by the Owner as being nonresponsive.

No changes are to be made to the Bid Form. Any changes to a Bid Amount must be initialed by the person signing the Bid Form.

I/We hereby propose to furnish and provide Painting Services for Roanoke County, in accordance with the enclosed general terms, conditions and specifications contained in IFB No. 2026-110.

The Bid Form must be completed in blue or black ink. Discrepancies in the multiplication of units of work and the unit prices will be resolved in favor of the correct multiplication of the unit prices.

Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. My/Our prices are as follows:

PRICES QUOTED SHALL BE FOB DESTINATION. Freight charges shall be included in the bid price. Award will be made to the lowest responsive and responsible bidder in accordance with the requirements of this Invitation for Bids (IFB).

Pricing Schedule

ITEM UNIT PRICE

Hourly Labor Rate (Painter)

Per Hour $

Hourly Labor Rate (Foreman/Supervisor) Per Hour $

Standard Markup on Materials Percentage %

Unit Pricing for Typical Work

ITEM UNIT PRICE

Interior Wall Painting Per Square Foot

Ceiling Painting Per Square Foot

Door Painting (Both Sides and Frame)

Per Door

Trim / Molding Painting

Per Linear Foot

Minor Wall Repair / Patching Per Square Foot

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

• Payment for materials shall be made on a Net 30 basis upon receipt and approval of a submitted invoice.

• Payment for labor shall be made on a monthly basis, following the project start date, upon receipt and approval of a submitted invoice reflecting work completed during the billing period.

Payment terms are: Net 30. If Bidder offers a cash discount for prompt payment, it will only be considered in determining the lowest responsible Bidder if the Bidder allows at least twenty (20) days for the prompt payment after the goods or services are received or after the invoice is rendered, whichever is later.

___ I/We can furnish and deliver all items in the Contract within 30 consecutive calendar days after the date of the written notice to proceed from the Owner. all in accordance with the Contract provisions. (Initial)

To aid in the evaluation of bids, bidders must submit the original Bid Form and one copy of the Bid Form, Attachments, and detailed specification sheets, if applicable. If you fail to do so, your bid may be considered non-responsive and rejected.

Have you complied with this requirement? Yes / No.

Indicate whether your business IS or IS NOT located in Roanoke County. If it is, please include a copy of your Roanoke County business license with your bid.

I/We acknowledge the receipt of:

Addendum No._______________ Dated_______________.

Addendum No._______________ Dated_______________.

Legal Name of Bidder: ________________________________

Authorized Signature: ________________________________

Printed Name: _______________________________________

Date: _____________________________

IFB#: 2026-110 Painting Services for Roanoke County Revised 4.2026

ATTACHMENT B: VIRGINIA STATE CORPORATION COMMISSION (SCC)

REGISTRATION INFORMATION

The attention of each Bidder is directed to VA Code sections 54.1-1100, et seq. which requires certain licenses for contractors, tradesmen, and others. Each Bidder is required to determine which license, if any, it is required to have under such sections. Complete the following:

Bidder __ does have or __ does not have a Virginia Contractor’s License. (Check appropriate block)

If Bidder has a Virginia Contractor’s License, circle the class Bidder has and list the number.

Licensed “Class A”, “Class B”, or “Class C” Virginia Contractor Number: _____________

If Bidder has another type of Virginia…