2026.10.22 - Amelia County Voter Registrar - Specifications.pdf

PROJECT MANUAL

BID FORMS – CONTRACTUAL REQUIREMENTS – TECHNICAL SPECIFICATIONS

Amelia County

Amelia County Voter Registrar Renovation

October 22, 2026

Solex Architecture, Inc.

641 Main Street Danville, Virginia 24541

434.688.0767 Architect’s Project Number: 20260026

AMELIA COUNTY

AMELIA COUNTY VOTER REGISTRAR RENOVATION

TABLE OF CONTENTS

PROCUREMENT AND CONTRACTING REQUIREMENTS

INVITATION TO BID

INSTRUCTIONS TO BIDDERS

BID FORM - STIPULATED SUM (SINGLE-PRIME CONTRACT)

BID BOND

STANDARD FORM OF AGREEMENT BETWEEN OWNER AND CONTRACTOR (AIA DOCUMENT A101-2007)

PERFORMANCE BOND

LABOR AND MATERIAL PAYMENT BOND

GENERAL CONDITIONS OF THE CONTRACT FOR CONSTRUCTION (AIA DOCUMENT A201-2007)

DIVISION 01 - GENERAL REQUIREMENTS

011000 SUMMARY

012500 SUBSTITUTION PROCEDURES

012600 CONTRACT MODIFICATION PROCEDURES

012900 PAYMENT PROCEDURES

013100 PROJECT MANAGEMENT AND COORDINATION

013200 CONSTRUCTION PROGRESS DOCUMENTATION

013300 SUBMITTAL PROCEDURES

014000 QUALITY REQUIREMENTS

014200 REFERENCES

015000 TEMPORARY FACILITIES AND CONTROLS

016000 PRODUCT REQUIREMENTS

017300 EXECUTION

017419 CONSTRUCTION WASTE MANAGEMENT AND DISPOSAL

017700 CLOSEOUT PROCEDURES

017823 OPERATION AND MAINTENANCE DATA

017839 PROJECT RECORD DOCUMENTS

017900 DEMONSTRATION AND TRAINING

DIVISION 8 – OPENINGS

088853 SECURITY GLAZING

INVITATION TO BID 001116 - 1

DOCUMENT 001116 - INVITATION TO BID

1.1 PROJECT INFORMATION

A. Notice to Bidders: Qualified bidders are invited to submit bids for Project as described in this Document according to the Instructions to Bidders.

B. Project Identification: Amelia County Voter Registrar Renovation.

1. Project Location: 16360 Dunn Street, Amelia Court House, Virginia 23002.

C. Owner: Amelia County.

1. Owner's Representative: Mr. Daryl Gough.

D. Architect: Solex Architecture, Inc.

Project Description: Project consists of a renovation of part of an existing municipal government building. The area to be renovated is approximately 3,565 square feet within a larger existing building. The building will contain a new ADA accessible entry, reception area, a meeting and voting space, two offices, an accessible restroom, miscellaneous storage spaces, a sprinkler riser room, and an electrical room. The interior renovations include adding new dividing walls, replacing flooring throughout, replacing ceiling tiles where needed, and painting throughout. The restroom will receive new fixtures and the reception area will receive new casework. The renovation will also include new mechanical, plumbing, electrical, and fire alarm systems.

E. Construction Contract: Bids will be received for the following Work:

1. General Contract (all trades).

1.2 BID SUBMITTAL AND OPENING

A. Owner will receive sealed bids until the bid time and date at the location indicated below.

Owner will consider bids prepared in compliance with the Instructions to Bidders issued by Owner, and delivered as follows:

1. Bid Date: November 24, 2026.

2. Bid Time: 2:00 p.m., local time.

3. Location: 16360 Dunn Street, Amelia Court House, Virginia 23002

B. Owner will open and read all bids aloud publicly following the Bid Date and Bid Time. The Bid Opening will be held at 16360 Dunn Street, Amelia Court House, Virginia 23002.

INVITATION TO BID 001116 - 2

1.3 BID SECURITY

A. Bid security shall be submitted with each bid in the amount of 5 percent of the bid amount if the bid exceeds $500,000. No bids may be withdrawn for a period of 60 days after opening of bids.

Owner reserves the right to reject any and all bids and to waive informalities and irregularities.

1.4 PREBID CONFERENCE

A. A prebid conference for all bidders will be held at 16360 Dunn Street, Amelia Court House, Virginia 23002 on October 29, 2026 at 10:00 a.m., local time. Prospective bidders are requested to attend.

1.5 DOCUMENTS

A. Online/electronic Procurement and Contracting Documents: Obtain access after October 22, 2026 online via eVA Virginia’s Marketplace, by contacting Kathryn Ware with Solex Architecture, Inc. at kware@solexarchitecture.com and/or visiting the Amelia County’s website.

Online access will be provided to all registered bidders and suppliers. Bidders are responsible for printing, or Solex Architecture can provide a printed set for $215 non-refundable fee, plus postage.

1.6 TIME OF COMPLETION AND LIQUIDATED DAMAGES

A. Bidders shall begin the Work on receipt of the Notice to Proceed and shall complete the Work within the Contract Time. Work is subject to liquidated damages.

1.7 BIDDER'S QUALIFICATIONS

A. Bidders must be properly licensed under the laws governing their respective trades and be able to obtain insurance and bonds required for the Work. A Performance Bond, a separate Labor and Material Payment Bond, and Insurance in a form acceptable to Owner will be required of the successful Bidder if the bid exceeds $500,000. Insurance is also required in a form acceptable to the Owner.

END OF DOCUMENT 001116

mailto:kware@solexarchitecture.com

INSTRUCTIONS TO BIDDERS 002113 - 1

INSTRUCTIONS TO BIDDERS

l. DEFINITIONS

1.1 The terms “Amelia County” or “Owner” are interchangeable and shall mean Amelia County, its of-ficers, trustees, directors, agents, employees, consultants and contractors and its Authorized Repre-sentative. Amelia County’s Authorized Representative is Mr. Daryl Gough. Mr. Daryl Gough has the sole responsibility and authority for negotiating, placing, and when necessary, modifying each and every invitation to bid, contract, purchase order, or other award issued by Amelia County with respect to this Project. Any contracts or contract modifications contrary to these provisions shall be void and Amelia County shall not be bound thereby.

1.2 The term “Contract Documents” shall mean and include the Invitation to Bid (ITB), these Instructions to Bidders, the Bid Form, any Addenda to the ITB, the AIA Contract (AIA A101-2017), the AIA General Conditions (AIA A201-2017) and Supplementary Conditions thereto, the Drawings and Specifications prepared by the Architect, the Bond Forms, any Change Orders or Change Directives, and the Substantial Completion Certificate Form, the Certificate of Final Acceptance, and any other documents referred to in the documents listed above.

1.3 The term “AIA Contract” or “A101 Contract” shall refer to AIA Document A101-2017, Standard

Form Agreement Between Owner and Contractor, as amended by the other Contract Documents.

1.4 The term “AIA General Conditions” or “A201 General Conditions” shall refer to AIA Document

A201-2017, General Conditions of the Contract for Construction, and Supplementary Conditions thereto, as amended by the other Contract Documents.

1.5 The term “Addenda” in the Contract Documents shall mean written or graphic instruments issued by the Architect or Owner prior to execution of the Contract which modify or interpret the Contract Documents by changes, additions, deletions, clarifications or corrections.

1.6 The term “Architect” or “Engineer” in the Contract Documents shall mean Solex Architecture, Inc. or its consultants, the architectural firm who has contracted with Amelia County to provide architectural and engineering services for the Amelia County Voter Registrar project. The authorized representa-tive for the Architect is Jeffrey Bond.

1.7 The term “Bid” in the Contract Documents shall mean a complete and properly signed Bid to carry out the Project in accordance with the Contract Documents.

1.8 The term “Bidder” in the Contract Documents shall mean the prequalified person, firm or corporation interested in submitting a Bid or who has actually submitted a Bid.

1.9 The term “Bid Form” shall refer to the Bid Proposal or Bid Form attached to Invitation to Bid and to be used by Bidders in submitting Bids for the Contract.

1.10 The term “Bond Forms” shall mean the bid bond form, the performance bond form, and the labor and material bond form attached hereto and incorporated into the Contract Documents.

1.11 The term “Contractor” in the Contract Documents shall mean the prequalified person, firm or corporation entering into a written agreement with Amelia County to perform work in connection with the Project.

INSTRUCTIONS TO BIDDERS 002113 - 2

1.12 The term “Project” shall mean the renovation of the Amelia County Voter Registrar project as required in the Contract Documents.

1.13 The term “Responsive Bid” in the Contract Documents shall mean a Bid which conforms in all material respects to the Invitation to Bid. A “Responsive Bidder” is a Bidder who submits a Respon-sive Bid.

1.14 The term “Responsible Bidder” shall mean a bidder who has the capability, in all respects, to per-form fully the Project requirements and the moral and business integrity and reliability which will as-sure good faith performance, and who has been prequalified.

1.15 The term “Lowest Bidder” shall mean the Bidder who has submitted a lowest Bid price for com-pleting the Project, without regard to whether the Bid is responsive or the Bidder is responsible.

1.16 The term “Lowest Responsible Bidder” shall mean the Responsible Bidder who has submitted a lower Responsive Bid than any other Responsible Bidder.

1.17 The term “Drawings and Specifications” or “Drawings” shall mean those plans, specifications, drawings, diagrams, elevations, sections, details, schedules, and other technical materials, prepared by the Architect for use by the Contractor in the Work, including without limitation the Drawings, Speci-fications, and Instruments of Service referenced in AIA General Conditions.

1.18 The term “Subcontractor” shall mean a person, firm, partnership, corporation or other entity hav-ing a direct contract with the Contractor or with any other Subcontractor for the performance of any portion of the Work.

1.19 The term “Work” shall mean the construction and services required by the Contract Documents, whether completed or partially completed, and includes all other labor, materials, equipment, and ser-vices provided or to be provided by the Contractor to fulfill its obligations under the Contract Docu-ments. The Work may constitute the whole or a part of the Project.

2. OWNERSHIP OF CONTRACT DOCUMENTS

2.1 All Contract Documents prepared and/or furnished by the Architect or Owner shall be the exclu-sive property of the Owner and shall not be used for any other project(s).

3. EXAMINATION OF SITE AND CONTRACT DOCUMENTS

3.1 Each Bidder is responsible for examining carefully the site of the Work and the Contract Documents relating to the Work. By submitting a Bid, the Bidder acknowledges and agrees that it has examined and considered the conditions to be encountered at and adjacent to the site, the character, quality, and quantities of work to be performed, the material to be furnished, other requirements of the Contract Documents, and to have waived any claim or objection based thereon. Claims as a result of failure to have done such examination, or from failures in the performance of such examination, will not be considered by the Owner.

3.2 Each Bidder shall promptly notify, in writing, the Owner’s Authorized Representative of any ambigu-ity, inconsistency, or error which may be discovered upon examination of the Invitation to Bid, these Instructions to Bidders, any Contract Documents, and/or any other related documents.

INSTRUCTIONS TO BIDDERS 002113 - 3

3.4 Anything called for by one of the Contract Documents and not called for by the others shall be of like effect as if required or called for by all Contract Documents. To the extent practicable, the terms and conditions of the Contract Documents will be read consistently with each other. In the case of conflict between the terms and conditions of the Contract Documents, the Order of Precedence of the Contract Documents shall be as follows: (i) Invitation to Bid; (ii) the Instructions to Bidders; (iii) the Drawings and Specifications (iv) the AIA General Conditions (AIA A201- 2017) and Supplementary Condi-tions thereto; and (v) the AIA Contract.

4. INTENT

4.1 Amelia County will require that the successful Bidder perform a complete and satisfactory job in ac-cordance both with the Contract Documents and with the highest standards of skill applicable to firms in the construction trade or industry.

4.2 The Contract Documents shall be interpreted and construed to call for finished work, tested and ready for operation or use by Amelia County and its employees, agents, researchers, invitees, and licensees.

4.3 The entire Work provided for in the Specifications and other Contract Documents is to be accom-plished even though every item and minor detail for the proper installation and successful operation of the entire Project may not be mentioned in the Specifications or shown on the Contract Documents.

All work not specifically described in the Contract Documents, yet required to produce a fully func-tional and properly operating project shall be provided even though every item or minor detail for the proper installation or successful operation of the entire Work is not mentioned in the Contract Docu-ments.

4.4 The materials, products, and equipment described in the Contract Documents establish a standard of required function, dimension, appearance and quality to be met by any proposed substitution. No sub-stitution will be considered prior to receipt of Bids unless written request has been received by the Architect at least seven (7) days prior to the date for receipt of Bids. Such requests shall include the name of the material or equipment for which it is to be substituted and a complete description of the proposed substitution including drawings, performance and test data, and other information necessary for an evaluation. A statement setting forth the changes in other materials, equipment or other por-tions of the Work, including changes in the work of other contracts that incorporation of the proposed substitution would require, shall be included. The burden of proof of the merit of the proposed substi-tution is upon the proposer. The Architect’s decision of approval or disapproval of a proposed substi-tution shall be final.

4.5 This will be a fixed-price contract. All costs and expenses connected with the Work must be included in the lump sum Bid.

4.6 The successful bidder acknowledges and agrees that it has taken into account in its Bid the require-ments of the Contract Documents, local conditions, surface and subsurface, conditions, availability of material, equipment, labor, and any other factors which may affect the performance of the Work. The successful bidder agrees and warrants that it will complete the Work not later than the time period in-dicated for completion.

5. QUESTIONS CONCERNING CONTRACT DOCUMENTS

5.1 Any questions about the Contract Documents should be addressed in writing to the authorized repre-sentative of the Architect. In posing questions to the Architect, Bidders shall act promptly and allow sufficient time for a reply to reach them before the submission of their Bids. As needed, the Architect

INSTRUCTIONS TO BIDDERS 002113 - 4

shall address inquires with the Owner’s Authorized Representative. A cutoff date for questions will be established at the pre-bid meeting.

6. ADDENDA

6.1 Any significant changes, including corrections of omissions and discrepancies, that may be made to the Contract Documents will be in the form of Addenda which should be forwarded to all Bidders who have received a bid package. Receipt by the Bidder of such Addenda shall be acknowledged on the Bid Form. Only the Architect has authority to issue Addenda. The Architect expressly disclaims responsibility for Contractor’s failure to obtain any Addenda from the Architect. Contractor is solely responsible for obtaining a copy of any and all Addenda issued by the Architect.

7. PREPARATION OF BIDS

7.1 Each Bidder is responsible for examining carefully the site of the Project and the Contract Documents.

By submitting a Bid, the Bidder will be deemed to have investigated and considered the conditions to be encountered at the Project site; the character, quality, and quantities of Work to be performed; the materials to be furnished; and the requirements of the Contract Documents. The Bidder shall be deemed to have waived any claim, defense or objection based on site conditions.

7.2 Bids must be submitted upon the blank Bid Form or an identical copy of that Bid Form. Except as may be otherwise noted, the blank spaces in the Bid Form must be filled in and no changes may be made in the language of the Bid Form. Bid Forms shall be completed and signed in ink.

7.3 Any alterations to the Bid must be made on the Bid Form in the spaces provided. The alterations must be made prior to Bid submittal and the sealing of the Bid envelope. Alterations shall be dated and signed in full with the title of the company official after his/her signature. Bids containing any condi-tions, omissions, unexplained erasures, alterations or items not called for in the bid documents, or ir-regularities of any kind, may be rejected by the Owner as being incomplete and/or non-responsive.

NO ALTERATIONS MADE TO THE BID FIGURES BY NOTATIONS ON THE OUTSIDE OF

THE ENVELOPE WILL BE CONSIDERED IN THE REVIEW AND TABULATION OF BIDS OR

FOR ANY OTHER PURPOSE.

7.4 All requested alternates shall be bid. If no change in the Base Bid is required, enter “No Change”.

7.5 The Bidder agrees that the Contract amounts submitted in the Bid Form shall remain in effect for a minimum of Sixty (60) days after the Opening of Bids unless otherwise specified in the Contract Documents.

7.6 Each Bidder shall comply with all applicable local, state and federal laws, including licensure re-quirements of all kinds. A Bid from a Bidder who is not properly licensed under any applicable law shall be rejected.

7.7 Each bid of $500,000 or more must be accompanied by a Bid Security in an amount equal to five

(5%) percent of the maximum possible bid price in accordance with Sections 2.2-4336 and 4338 of the Code of Virginia. The Bid Security shall be furnished in one of the following forms:

a. Bid Bond, in the form attached to the Contract Documents, made payable to Amelia County and properly executed by the Bidder as Principal and a Corporate Surety authorized to trans-act business in the Commonwealth of Virginia. Attorneys-in fact who execute Bid Bonds must file with the bond a certified copy of their Power of Attorney.

INSTRUCTIONS TO BIDDERS 002113 - 5

b. Certified Check or cash escrow in the face amount required for the Bid Security and made payable to Amelia County.

7.8 All Bids shall be signed by a person on behalf of the responding Bidder who is appropriately author-ized to do so. The printed name of that authorized person should be shown as well. Any Bid submit-ted 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.

8. SUBMISSION OF BIDS

8.1 The Bid Form and any information required to be submitted as part of the Bid shall be enclosed in a sealed, opaque envelope and addressed as follows:

Mr. Daryl Gough Amelia County 16360 Dunn Street Amelia Court House, Virginia 23002

8.2 The Bidder is responsible for timely delivery at the location designated for receipt of Bids on or be-fore November 24, 2026, at 2:00 p.m. Bids received after 2:00 p.m. on November 24, 2026, will be rejected.

8.3 Oral, telephonic, telegraphic, facsimile, or other electronically transmitted bids will not be considered.

8.4 The Bidder certifies that this Bid Proposal has been arrived at independently, without consultation, communication, or agreement with any other Bidder concerning any matter relating to this Bid.

8.5 The Bidder may amend or withdrawal a bid prior to the Opening of Bids.

9. WITHDRAWAL OF BIDS

9.1 Bids may not be withdrawn for a period of sixty (60) calendar days after the opening of Bids unless the Bid is substantially lower than the other bids because of a clerical error as defined in Virginia Code § 2.2-4330. Pursuant to Virginia Code § 2.2-4330 (A)(i), the Bidder shall give notice in writing and shall submit the original work papers, documents, and material used in the preparation of the Bid with such notice to the Owner of its claim of right to withdraw the Bid within two (2) business days after the opening of Bids. Other applicable provisions of Virginia Code § 2.2-4330 shall apply to any errors in bids or any requested withdrawal due to errors in Bids.

10. OPENING OF BIDS

10.1 Amelia County will not be responsible for the premature opening of improperly addressed and mis-identified Bids.

10.2 Bids will be opened in the presence of the bidders and read aloud.

10.3 The agent of the Owner, whose duty it is to open the Bids, will decide when the specified time has arrived.

11. REJECTION OF BIDS

INSTRUCTIONS TO BIDDERS 002113 - 6

11.1 Amelia County reserves the right to cancel the Invitation to Bid, to reject any or all Bids, to reject the Bid of a Bidder who is not in a position to perform the Work or the Contract, or to waive any infor-malities in any Bid, should rejection or cancellation be deemed in the best interest of Amelia County and consistent with the Virginia Public Procurement Act.

11.2 Reasonable grounds for believing that any Bidder is interested in more than one Bid for the Contract may cause the rejection of all Bids in which that Bidder is interested.

11.3 Should no “Notice of Bid Acceptance” be issued by the Owner within sixty (60) consecutive, calen-dar days of the date Bids are opened, all Bids will be deemed rejected.

11.4 The Bid Security will be returned to all unsuccessful Bidders after the Owner and the successful bidder have executed the Contract. Should a Bid not be accepted by the Owner within sixty (60) con-secutive calendar days after the opening of Bids, or within such other time specified in the Bid Doc-uments, each bidder may obtain its Bid Security from the Owner.

12. EVALUATION OF BIDS

12.1 Should a Contract be awarded to a Bidder, it will be awarded to the Lowest Responsive and Respon-sible Bidder.

12.2 To determine the lowest responsive and responsible bidder with respect to this bid, the following items may be considered so as to protect the interest of Amelia County:

a. The total base bid price.

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

c. Whether the Bidder can perform the Contract promptly and within the time specified, without de-lay or interference.

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

e. The quality of performance of previous contracts or services.

f. The previous and existing compliance by the Bidder with laws and ordinances relating to the

Contract, purchase or service.

g. The equipment and facilities available to the Bidder to perform the Contract or provide the ser-vices and/or items.

h. The sufficiency of the financial resources and ability of the Bidder to perform the contract or pro-vide the services and/or items.

i. The quality, availability and adaptability of the supplies, materials, equipment or services to the particular use required.

j. The ability of the Bidder to provide future maintenance, parts and service for the use of the sub-ject of the purchase or contract, if required.

k. Bids shall be evaluated based on the requirements set forth in this Invitation to Bid, and other cri-teria to determine acceptability such as inspection, testing, quality, workmanship, delivery, suita-bility for a particular purpose and life cycle cost.

12.3 The Bidder shall be required to establish to the satisfaction of the Architect and the Owner the relia-bility and responsibility of the persons or entities proposed to furnish and perform the Work described in the Contract Documents, including without limitation Subcontractors.

12.4 The Owner may make such investigations as deemed necessary to determine the ability of the Bidder to perform the Work. The Bidder shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any Bid if evidence submit-

INSTRUCTIONS TO BIDDERS 002113 - 7

ted by, or investigation of, such Bidder fails to satisfy the Owner that such Bidder is properly quali-fied to carry out the obligations of the Agreement and to complete the Work described therein.

12.5 Amelia County intends to award a Contract to the Lowest Responsive and Responsible Bidder pro-vided the Bid has been submitted in accordance with these Instructions to Bidders and does not ex-ceed the funds available.

12.6 If no Bid is lower than funds available for the renovation of the Amelia County Voter Registrar, Amelia County reserves the right to negotiate with the apparent low Bidder pursuant to Virginia Code § 2.2-4318. Should the Owner determine that the Bid submitted by the Lowest Responsible Bidder is higher than available funds, it shall promptly invite the Bidder in writing to negotiate a lower contract price with the Owner. Amelia County may negotiate with the apparent low Bidder to obtain a contract within available funds for a period not to exceed ninety (90) consecutive, calendar days from the day it issues said written invitation to negotiate.

12.7 Within sixty (60) consecutive, calendar days after the Bid Opening date, the Owner may issue a writ-ten “Notice of Bid Acceptance.” The successful Bidder shall be required, within ten (10) consecutive, calendar days after receiving the “Notice of Bid Acceptance” to execute the Contract.

13. CONTRACT EXECUTION

13.1 The Bidder shall, immediately upon request of the Architect after notification of selection for award of the Contract, furnish the following:

a. designation of the Work to be performed with the Bidder’s own forces;

b. names of the manufacturers, products, and the suppliers of principal items or systems of materials and equipment proposed for the Work; and

c. names of persons or entities proposed for the principal portions of the Work.

13.2 The successful bidder shall be required, within ten (10) consecutive calendar days after receipt of the

Contract, to return the signed Contract and furnish to the Owner all other documents related to the Contract including without limitation:

a. Performance Security

b. Labor and Material Payment Security

c. Certificates of Insurance

d. Contractor's Certification as to Licensure of Subcontractors Form.

13.3 A Performance Security and a Labor and Material Payment Security each in the amount of one hun-dred percent (100%) of the Contract amount for all contracts in excess of Five Hundred Thousand Dollars ($500,000) in accordance with Virginia Code §§ 2.2-4337 and 4338, shall be furnished by the successful Bidder in one of the following forms:

a. A Performance Bond and a Labor and Material Payment Bond, on forms as provided in the Con-tract Documents, made payable to Amelia County, properly executed by the successful bidder as Principal and a Corporate Surety authorized to transact business in the Commonwealth of Virgin-

ia. Attorneys-in fact who execute the bonds must file with each bond a certified copy of their Power of Attorney.

b. Certified Checks or Cash Escrow in the face amount required for the Performance Security and the Labor and Material Payment Security each made payable to Amelia County.

13.4 Upon the execution of the Contract and approval of the Performance and Payment Securities, the Bid

Security shall be returned to the successful Bidder. Should the successful Bidder fail or refuse to exe-cute the Contract or furnish the required Performance and Payment Securities within the stipulated

INSTRUCTIONS TO BIDDERS 002113 - 8

time, the Bid Security shall be due and paid to Amelia County and Amelia County shall be entitled to collect the Bid Security. In addition, the Owner may pursue any and all other remedies available to it at law or in equity against said bidder.

13.5 Prior to the execution of the Contract, the Architect will notify the Bidder in writing if either the

Owner or Architect, after due investigation, has reasonable objection to a person or entity proposed by the Bidder to perform Work on the Project. If the Owner or Architect has reasonable objection to a person or entity proposed by the Bidder, the Bidder may, at Bidder’s option, (1) withdraw the Bid or

(2) submit an acceptable substitute person or entity with a proposed adjustment to the Base Bid or Al-ternate Bid to cover the difference occasioned by the substitution. The Owner may accept the adjusted Bid price or may disqualify the Bidder. In the event of withdrawal or disqualification, Bid Security will not be forfeited.

13.6 Persons and entities proposed by the Bidder and to whom the Owner or Architect have made no rea-sonable objection shall not be changed during the Work except upon the written demand of, or with the written consent of, the Owner.

14. TIME FOR COMPLETION

14.1 Bidder agrees to obtain Substantial Completion for this project within 150 consecutive calendar days after the date specified in the "Notice to Proceed." In addition, Bidder further agrees to obtain Final Completion for this project within 30 consecutive calendar days of the date of Substantial Comple-tion. All Bidders are cautioned that time is of the essence in completing the required Work and that the Owner will suffer loss or damages if the Work is not substantially completed within the period of time stipulated in the Project schedule found in the Contract Documents.

14.2 The Notice to Proceed shall be issued within 10 calendar days of the execution of the Agreement by the Owner. Should there be reasons why the Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between the Owner and Contractor. If the Notice to Proceed has not been issued within the 10-day period or within the period mutually agreed upon, the Contractor may terminate the Agreement without further liability on the part of either party.

14.3 The Bidder, in preparing and submitting its bid, is required to take into consideration normal weather conditions. Normal weather means a range of weather conditions which might be anticipated, based on weather data for the past ten years. Unusual weather is weather which could not be anticipated based on such data. Normal weather conditions shall be determined from the public historical records available from the National Weather Service. The data sheets to be used shall be for the locality or lo-calities closest to the site of the Work. No additional compensation will be paid to the Contractor be-cause of unusual weather conditions; however, an extension of time for unusual weather may be con-sidered by the City as indicated in the General Conditions.

14.4 Bidder shall pay as Liquidated Damages the sum of $500.00 for each consecutive calendar day that the Project extends beyond the designated date for Substantial Completion. In addition, Bidder shall pay the sum of $500.00 for each consecutive calendar day that this Project extends beyond the date of Final Completion.

15. ETHICS IN PUBLIC CONTRACTING

15.1 The provisions, requirements, and prohibitions as contained in Virginia Code §§ 2.2-4367 through

2.2-4377, pertaining to bidders, offerors, contractors, and subcontractors are applicable to this project.

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The provisions, requirements and prohibitions as contained in Virginia Code §§ 2.2-3100, et. seq. are applicable to this Invitation to Bid.

16. PROTESTS

16.1 Unless otherwise provided in the Contract Documents, any Bidder who wishes to protest or object to any award made or other decisions made pursuant to the Invitation to Bid may do so only in accord-ance with the provisions of Virginia Code §§ 2.2-4357, 4358, 4359, 4360, 4363, and 4364, and only if such is provided for in such Code section.

17. HOLD HARMLESS AND INDEMNITY

17.1 Successful Bidder shall indemnify and hold harmless Amelia County 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 oth-erwise, on or near the 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, and this includes, without limitation, any fines or penal-ties, violations of federal, state, or local laws or regulations, personal injury, wrongful death, or prop-erty damage claims or suits. Successful Bidder agrees to and shall protect, indemnify, and hold harm-less 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, arrangement, or other apparatus that may be used in the performance of the Contract.

18. MISCELLANEOUS

18.1 No bidder shall confer on any public employee having official responsibility for a purchasing trans-action 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 ex-changed.

18.2 The Owner may make investigations to determine the ability of the Bidder to perform or supply the services or items as described in this Invitation to Bid. The Owner reserves the right to reject any bid if the bidder fails to satisfy the Owner that it is qualified to carry out the obligations of the proposed Contract.

18.3 The successful bidder must comply with the nondiscrimination provisions of Virginia Code § 2.2-

4311, which are incorporated herein by reference.

18.4 The successful bidder must comply with the drug-free workplace provisions of Virginia Code §2.2-

4312, which are incorporated herein by reference.

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

18.6 It is the policy of Amelia County to maximize participation by minority and women owned busi-nesses, small businesses, and service-disabled veteran businesses in contracting opportunities.

18.7 The successful Bidder shall comply with all applicable county, state, and federal laws, codes, provi-sions, and regulations.

INSTRUCTIONS TO BIDDERS 002113 - 10

18.8 Providers of any outside services, including Subcontractors and suppliers, shall be subject to the same conditions and requirements as the successful Bidder in regards to law, code or regulation com-pliance. The Owner reserves the right of approval for any subcontract work, including costs thereof.

18.9 This Invitation to Bid and all responses are subject to Virginia Code §2.2-4342 regarding public in-spection of records and the procedures a Bidder must follow to protect trade secrets and proprietary information.

18.10 Successful Bidder, and any of its Subcontractors, shall, at its or their sole expense, obtain and main-tain during the life of the resulting contract the insurance policies and bonds required in the Contract Documents. Any required insurance policies and 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.

18.11 Each Bidder is to notify the Owner in writing 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 Amelia County or has any responsibility or authority with Amelia County that might affect this pro-curement transaction or any claim resulting therefrom. If so, please provide the Owner with the com-plete name and address of each such person and their connection to the Owner.

BID FORM - STIPULATED SUM (SINGLE-PRIME CONTRACT) 004113 - 1

DOCUMENT 004113 - BID FORM - STIPULATED SUM (SINGLE-PRIME CONTRACT)

1.1 BID INFORMATION

A. Bidder: ____________________________________________________.

B. Project Name: Amelia County Voter Registrar Renovation.

C. Project Location: 16360 Dunn Street, Amelia Court House, Virginia 23002.

D. Owner: Amelia County.

E. Architect: Solex Architecture, Inc.

F. Architect Project Number: 20260026.

1.2 CERTIFICATIONS AND BASE BID

A. Base Bid, Single-Prime (All Trades) Contract: The undersigned Bidder, having carefully examined the Procurement and Contracting Requirements, Conditions of the Contract, Drawings, Specifications, and all subsequent Addenda, as prepared by Solex Architecture, Inc.

and Architect's consultants, having visited the site, and being familiar with all conditions and requirements of the Work, hereby agrees to furnish all material, labor, equipment and services, including all scheduled allowances, necessary to complete the construction of the above-named project, according to the requirements of the Procurement and Contracting Documents, for the stipulated sum of:

1. ________________________________________________ Dollars ($______________).

B. Bid Alternates: The above base bid amount does not include the following line items.

1. Alternate No. 1 – Generator.

a. ___________________________________________Dollars ($______________).

1.3 BID GUARANTEE

A. The undersigned Bidder agrees to execute a contract for this Work in the above amount and to furnish surety as specified within 10 days after a written Notice of Award, if offered within 60 days after receipt of bids, and on failure to do so agrees to forfeit to Owner the attached cash, cashier's check, certified check, U.S. money order, or bid bond, as liquidated damages for such failure, in the following amount constituting five percent (5%) of the Base Bid amount above:

1. ________________________________________________ Dollars ($______________).

B. In the event Owner does not offer Notice of Award within the time limits stated above, Owner will return to the undersigned the cash, cashier's check, certified check, U.S. money order, or bid bond.

BID FORM - STIPULATED SUM (SINGLE-PRIME CONTRACT) 004113 - 2

1.4 TIME OF COMPLETION

A. The undersigned Bidder proposes and agrees hereby to commence the Work of the Contract Documents on a date specified in a written Notice to Proceed to be issued by Architect, and shall fully complete the Work within 180 calendar days.

1.5 ACKNOWLEDGEMENT OF ADDENDA

A. The undersigned Bidder acknowledges receipt of and use of the following Addenda in the preparation of this Bid:

1. Addendum No. 1, dated ____________________.

2. Addendum No. 2, dated ____________________.

3. Addendum No. 3, dated ____________________.

4. Addendum No. 4, dated ____________________.

1.6 BID SUPPLEMENTS

A. The following supplements are a part of this Bid Form and are attached hereto.

1. Bid Form Supplement - Bid Bond Form (AIA Document A310).

1.7 CONTRACTOR'S LICENSE

A. The undersigned further states that it is a duly licensed contractor, for the type of work proposed, in Amelia County and the Commonwealth of Virginia, and that all fees, permits, etc., pursuant to submitting this proposal have been paid in full.

1.8 SUBMISSION OF BID

A. Respectfully submitted this ____ day of ____________, 2026.

B. Submitted By______________________________(Name of bidding firm or corporation).

C. Authorized Signature:____________________________________(Handwritten signature).

D. Signed By:______________________________________________(Type or print name).

E. Title:___________________________________(Owner/Partner/President/Vice President).

F. Witness By:___________________________________________(Handwritten signature).

G. Attest:_______________________________________________(Handwritten signature).

H. By:____________________________________________________(Type or print name).

I. Title:_________________________________(Corporate Secretary or Assistant Secretary).

J. Street Address:___________________________________________________________.

BID FORM - STIPULATED SUM (SINGLE-PRIME CONTRACT) 004113 - 3

K. City, State, Zip___________________________________________________________.

L. Phone:__________________________________________________________________.

M. License No.:_____________________________________________________________.

N. Federal ID No.:_____________________________________(Affix Corporate Seal Here).

END OF DOCUMENT 004113

ALTERNATES FORM 004323 - 1

DOCUMENT 004323 - ALTERNATES FORM

1.1 BID INFORMATION

A. Bidder: ____________________________________________________.

B. Prime Contract: _____________________________________________.

C. Project Name: Amelia County Voter Registrar Renovation.

D. Project Location: 16360 Dunn Street, Amelia Court House, Virginia 23002.

E. Owner: Amelia County.

F. Architect: Solex Architecture, Inc.

G. Architect Project Number: 20260026.

1.2 BID FORM SUPPLEMENT

A. This form is required to be attached to the Bid Form.

1.3 DESCRIPTION

A. The undersigned Bidder proposes the amount below be added to or deducted from the Base Bid if particular alternates are accepted by Owner. Amounts listed for each alternate include costs of related coordination, modification, or adjustment.

B. If the alternate does not affect the Contract Sum, the Bidder shall indicate "NO CHANGE."

C. If the alternate does not affect the Work of this Contract, the Bidder shall indicate "NOT

APPLICABLE."

D. The Bidder shall be responsible for determining from the Contract Documents the affects of each alternate on the Contract Time and the Contract Sum.

E. Owner reserves the right to accept or reject any alternate, in any order, and to award or amend the Contract accordingly within 60 days of the Notice of Award unless otherwise indicated in the Contract Documents.

F. Acceptance or non-acceptance of any alternates by the Owner shall have no affect on the Contract Time unless the "Schedule of Alternates" Article below provides a formatted space for the adjustment of the Contract Time.

ALTERNATES FORM 004323 - 2

1.4 SCHEDULE OF ALTERNATES

A. Alternate No. 1: Generator:

1. ADD____ DEDUCT____ NO CHANGE____ NOT APPLICABLE____.

2. ________________________________________________ Dollars ($______________).

1.5 SUBMISSION OF BID SUPPLEMENT

A. Respectfully submitted this ____ day of ____________, 2026.

B. Submitted By:_______________________________________(Name of bidding firm or corporation).

C. Authorized Signature:____________________________________(Handwritten signature).

D. Signed By:______________________________________________(Type or print name).

E. Title:___________________________________(Owner/Partner/President/Vice President).

END OF DOCUMENT 004323

BID BOND - 1

BID BOND

KNOWN ALL MEN BY THESE PRESENTS, THAT WE, THE UNDERSIGNED,

_____________________________________, as Principal, and ________________________, as Surety, are hereby held and firmly bound unto Amelia County, as Amelia County or Owner, in the penal sum of ____________________________________________________________ ($_______________) for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors and assigns. Signed, sealed, and delivered this ____ day of _____________, 20___.

The condition of the above obligation is such that whereas the Principal has submitted to the __________________________ a certain bid, attached hereto and hereby made a part hereof, to enter a contract in writing for the ____________________________________________________

NOW, THEREFORE, if the bid shall be rejected, or if the bid shall be accepted and the Principal shall execute and deliver to Amelia County a Contract in the Form of Contract contained in the proposed Contract Documents, properly completed in accordance with the bid, and shall furnish bond for his faith-ful performance of the Contract and for the payment of all persons performing labor or furnishing materi-als in connection herewith within the specified time period, and shall in all other respects perform the agreement created by the acceptance of the bid, then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated.

The Surety, for value received, hereby stipulates and agrees that the obligations of the Surety and its bond shall be in no way impaired or affected by any extension of the time within which Amelia County may accept such bid, and the Surety does hereby waive notice of any such extension.

IN WITNESS WHEREOF, the Principal and the Surety have hereunder set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above.

Attest: __________________________(SEAL) Principal ________________________ By______________________________

Title

Witness to Signature of Attorney-in-fact: ___________________________(SEAL)

Surety ________________________ By _______________________________ Witness Attorney-in Fact

(Attorneys-in-fact affix seal and attach current original or certified copy of power of attorney.)

PERFORMANCE BOND - 1

CONTRACTOR’S PERFORMANCE BOND

KNOWN ALL MEN BY THESE PRESENTS:

that _________________________________________________________________________

(Insert full name or legal title and address of Contractor) as Principal, (hereinafter referred to as “Contractor”), and _________________________________________________________________________

(Insert full name or legal title and address of Surety)

Telephone: Fax: , as Surety (hereinafter referred to as “Surety”), are held and firmly bound unto Amelia County, 16360 Dunn Street, Amelia Court House, Virginia 23002 as Obligee (hereinafter referred to as “Amelia County” or “Owner”), in the amount of _____________________________________ ________________________________________________________________________Dollars ($_______________), for payment whereof Contractor and Surety bind themselves, their heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents to the terms of this bond.

WHEREAS, Contractor has entered into a Contract with Amelia County dated ______________, 20___, incorporating certain specifications and drawings prepared by:

(Insert full name or legal title and address)

(which Contract, specifications, drawings, and other Contract Documents are hereinafter referred to collectively as the “Contract”) for a fully functional and properly operating project, namely

PERFORMANCE BOND - 2

which Contract is expressly incorporated herein by reference and made a part of this bond.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the Contractor shall promptly and faithfully perform the Contract, in strict conformity with each and every requirement of the Contract, then this obligation shall be null and void; otherwise, this Performance Bond shall remain in full force and effect and is subject to the following conditions:

a. Any alteration which may be made in the terms of the Contract, including, without limitation, the amount to be paid or the work to be done under it, or the giving by Amelia County of any extension of time for the performance of the Contract or any other forbearance of any nature whatsoever on the part of either Amelia County or the Contractor to the other shall not in any way release the Contractor and the Surety, or either of them, their heirs, executors, administrators, successors, or assigns from their liability hereunder, and notice of such alteration, extension, or forbearance is hereby expressly waived by Surety.

b. IT IS NOT INTENDED BY ANY OF THE PROVISIONS OF ANY PART OF

THIS BOND TO CONFER A BENEFIT UPON ANY OTHER PERSON OR

ENTITY NOT A PARTY TO THIS PERFORMANCE BOND OR TO

AUTHORIZE ANY PERSON OR ENTITY NOT A PARTY TO THIS BOND

TO MAINTAIN A SUIT PURSUANT TO THE TERMS OR PROVISIONS OF

THIS BOND OTHER THAN AMELIA COUNTY OR ITS SUCCESSORS OR

ASSIGNS.

c. The Surety hereby submits itself to a court of competent jurisdiction in Amelia

County, Virginia, and agrees that any suit or action hereunder shall be brought only in a Virginia court of competent jurisdiction in the County of Amelia, and not elsewhere.

d. Any suit under this bond must be instituted within one (1) year after (i) completion of the Contract, including the expiration of all warranties and guarantees, or (ii) discovery of the defect or breach of warranty, if the action be for such, in all other cases.

e. The provisions of this bond shall be governed by and interpreted to be consistent with the laws of the Commonwealth of Virginia.

PERFORMANCE BOND - 3

SIGNED AND SEALED this ___ day of __________, 20___, in the presence of:

CONTRACTOR

WITNESS:

By________________________(SEAL)

(Type Name and Title)

SURETY

WITNESS:

By________________________(SEAL)

PAYMENT BOND - 1

CONTRACTOR’S LABOR AND MATERIAL PAYMENT BOND

KNOWN ALL MEN BY THESE PRESENTS:

that _________________________________________________________________________

(Insert full name or legal title and address of Contractor) as Principal, (hereinafter referred to as “Contractor”), and _________________________________________________________________________

(Insert full name or legal title and address of Surety)

Telephone: Fax: , as Surety (hereinafter referred to as “Surety”), are held and firmly bound unto Amelia County, 16360 Dunn Street, Amelia Court House, Virginia 23002, as Obligee (hereinafter referred to as “Amelia County” or “Owner”), in the amount of ______________________________________ ______________________________________________________________________ Dollars ($_______________), for payment whereof Contractor and Surety bind themselves, their heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents to the terms of this bond.

WHEREAS, Contractor has entered into a Contract with Amelia County dated ______________, 20___, incorporating certain specifications and drawings prepared by:

(Insert full name or legal title and address)