26-99-3343SH PRJ_Roof Replacement_Project Manual_61526_issued.pdf

PROJECT MANUAL

FOR

INVITATION FOR BID NO. 26-99-3334SH

PAMUNKEY REGIONAL JAIL

ROOF RECOVERING

HANOVER COUNTY PUBLIC

ASHLAND, VIRGINIA

June 15, 2026

Bid Set

Prepared by:

RRMM Architects

1317 Executive Blvd

Suite 200

Chesapeake, Virginia 23320

Phone (757) 622-2828

THIS PAGE INTENTIONALLY LEFT BLANK

ROOF RECOVERING RRMM PROJECT NO. 24221-07

PROJECT DIRECTORY 1

PROJECT DIRECTORY

OWNER: Pamunkey Regional Jail 7240 Courtland Farm Road Hanover, Virginia 23069 Owner’s Representative: LT. Co Kim Hopkins Phone: (804) 365-6400

ARCHITECT: RRMM Architects 1317 Executive Blvd, Suite 200 Chesapeake, Virginia 23320 Project Manager: Brian Wolf, Architect Phone: (757) 213-6341 E-Mail: bwolf@rrmm.com

ROOF ENGINEER: Roof Consulting Services PO Box 9747 Richmond, Virginia 23228 Project Engineer: Jonathan Grant Phone : (804) 515 - 0885 E-Mail: JGrantIV@roofdesign.com mailto:JGrantIV@roofdesign.com

ROOF RECOVERING RRMM PROJECT NO. 24221-07

PROJECT DIRECTORY 2

TABLE OF CONTENTS TOC-1

ROOF RECOVERING

INVITATION FOR BID NO. 26-99-3334SH

TABLE OF CONTENTS

BIDDING REQUIREMENTS

Section 0020 - Invitation For Bid

Section 00030 – General Terms and Conditions

Section 0030 – Special Terms and Conditions

Vendor Data Sheet

State Corporation Commission Form

Bid Form

Prebid Question Form

Instructions to Bidders (AIA Document A701, 2018 Edition)

Hanover County’s Amendments to AIA Document A701-2018 Instructions to Bidders

Sample Forms

Contractor's Qualification Statement (AIA Document A305, 2020 Edition)

Bid Bond (AIA Document A310, 2010 Edition)

CONTRACT DOCUMENTS

General Conditions of the Contract for Construction (AIA Document A201, 2017 Edition)

Supplementary General Conditions* Hanover County’s Amendments to AIA A201, General Conditions of the Contract for Construction – 2017 Edition

Standard Form of Agreement between Owner and Contractor (AIA Document Al01, 2017 Edition)

Performance Bond (AIA Document A312, 2010 Edition)

Payment Bond (AIA Document A312, 2010 Edition)

Subcontractor and Material Supplier Affidavit for Partial Payment

SPECIFICATIONS

DIVISION 1 - GENERAL REQUIREMENTS

000120 LIST OF DRAWINGS

003119 EXISTING CONDITIONS INFORMTION

011000 SUMMARY

012100 ALLOWANCES

012200 UNIT PRICES

012300 ALTERNATES

012500 SUBSTITUTION PROCEDURES

012600 CONTRACT MODIFICATION PROCEDURES

012900 PAYMENT PROCEDURES

013100 PROJECT MANAGEMENT AND COORDINATION

013200 CONSTRUCTION PROGRESS DOCUMENTATION

013300 SUBMITTAL PROCEDURES

013233 PHOTOGRAPHIC DOCUMENTATION

014000 QUALITY REQUIREMENTS

TABLE OF CONTENTS TOC-2

014200 REFERENCES

015000 TEMPORARY FACILITIES AND CONTROLS

016000 PRODUCT REQUIREMENTS

017300 EXECUTION

017310 CUTTING AND PATCHING

017419 CONSTRUCTION WASTE MANAGEMENT AND DISPOSAL

017700 CLOSEOUT PROCEDURES

017839 PROJECT RECORD DOCUMENTS

DIVISION 2 - EXISTING CONDITIONS

024119 SELECTIVE DEMOLITION

DIVISION 6 – WOOD AND PLASTICS

061000 ROUGH CARPENTRY

DIVISION 7 – THERMAL AND MOISTURE PROTECTION

072100 THERMAL INSULATION

075423 THERMOPLASTIC-POLYOLEFIN (TPO) ROOFING

076200 SHEET METAL FLASHING AND TRIM

079200 JOINT SEALANTS

DIVISION 9 – FINISHES

099113 ESXTERIOR PAINTING

END OF TABLE OF CONTENTS

PAMUNKEY REGIONAL JAIL ROOFING PROJECT

HANOVER COUNTY, VIRGINIA

Architect’s Project No: 24221-07

IFB 26-99-3343SH

SECTION 0020 INVITATION TO BID IB–1

SECTION 0020

Sealed Bids, in accordance with the Bid Documents, will be received prior to 2:00 p.m. August 17, 2026, at the Hanover County Finance and Management Services Department (Purchasing Division) and then publicly opened and read aloud immediately thereafter. Any adjustments to the bid written on the outside of the bid envelope will not be considered. Bids received after the above time shall not be considered. The time a bid is received shall be determined by the time stamped by the time clock in the Purchasing Division.

Bidders are responsible for ensuring that County personnel stamp their bids by the deadline indicated. In the event this time clock is not functioning; the time shall be determined by time displayed on the landline telephone near the time clock. The time on the telephone will be written on the bid by hand, by County staff. Should the County be officially closed at the time the bid is due, or pre-bid conference is scheduled, the bid due date or pre-bid conference date shall automatically be changed to the same time on the next day the County is officially open at that time.

Bids must be submitted prior to the date and time stated above to:

BY MAIL: OR BY EXPRESS COURIER OR HAND DELIVERY:

County of Hanover County of Hanover

Purchasing Division Purchasing Division

P.O. Box 470 7507 Library Drive

Hanover, Virginia 23069-0470 Hanover, Virginia 23069

The project is generally described as: Provide all materials, labor, equipment, and other incidentals necessary for the construction of this project is to provide new roof system for the jail by recovering of the existing roof system.

The work of this project includes but is not limited to the following items:

a. removal and replacement of existing wet insulation/compromised roofing, in-fill with new insulation.

b. removal and replacement of existing expansion joints, flashings, metal edges, and associated trim.

c. repair of the existing mb system with new materials.

d. preparation of the existing mb roof system.

e. installation of new FB TPO membrane directly adhered to existing MB in splatter pattern of adhesive.

This is to be completed along with the required details and other Work indicated in the Contract Documents.

The construction will be Phased and consist of 2 phases.

Phase A: 2026 - Submittals

Estimated Project Completion Schedule: 45 calendar days or less

Phase B: 2026 – Roofs A, B, C, D, E, H, I, J, K, L, M, N, O, P, Q, R, S, T

Estimated Project Completion Schedule: 194 calendar days or less

A mandatory pre-bid conference for this project will be held at 7240 Courtland Farm Rd, Hanover VA, 23069 at 10:00am on July 15,2026. A site visit will be conducted afterwards.

All questions about the meaning or intent of the Bid Documents or Contract Documents shall be submitted to Sandy Humerickhouse at sshumerickhouse@hanovercounty.gov, and the Architect, Brian Wolf at bwolf@rrmm.com in writing. To receive consideration, written requests for clarification shall reach the

Architect by the close of business on August 7, 2026. Any changes made to the written requirements of the Bid Documents shall be made by written Addendum only.

mailto:sshumerickhouse@hanovercounty.gov mailto:bwolf@rrmm.com

SECTION 0020 INVITATION TO BID IB–2

Beginning June 15, 2026 Bidders may obtain electronic PDF copies of the Project Manual and Contract

Drawings at no charge through Virginia’s eProcurement website (eVA). For the Architect to maintain an accurate list of General Contractors who intend to submit a bid (plan-holder list), each General Contractor who intends to submit a bid shall register as a plan holder by sending an email to Brian Wolf – bwolf@rrmm.com with all the following information:

Project Name:

General Contractor Company Name:

Contact Name:

Email Address:

Physical Address:

Mailing Address:

Telephone

Number:

Fax Number:

Addenda to the project, if any, will be distributed by email to all registered plan holders and posted to the eVA website. Registered plan holders will be notified of all addenda. All Addenda, if any, shall be acknowledged in the designated location on the Bid Form.

Bids may be withdrawn in accordance with Section 2.2-4330(B)1 of the Code of Virginia.

All Bidders are required to be registered under Title 54.1, Chapter 11 of the Code of Virginia.

The County reserves the right to waive Bid informalities, reject any and all Bids, request rebidding, or to award a contract as it deems will best serve its interest.

Any bid in response to this solicitation shall be valid for sixty (60) days. At the end of the sixty (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

This Bid invitation, and award to the successful Bidder, shall be conducted in accordance with the Virginia

Public Procurement Act, and Bidders shall be subject to the provisions thereof.

Refer to the Instructions to Bidders for bidding procedures and requirements.

Any questions relating to the Bidding Documents shall be directed in writing following the procedures outlined in the Pre-Bid Question Form.

HANOVER COUNTY (COUNTY/OWNER)

ISSUED BY: Sandy Humerickhouse, VCA, VCO Finance and Management Services Department, Purchasing Division

7507 Library Drive/P.O. Box 470

Hanover, VA 23069-0470

Telephone: 804-365-6104

Email: sshumerickhouse@hanovercounty.gov Website: http://www.hanovercounty.gov/

END OF INVITATION TO BID

http://www.hanovercounty.gov/

SECTION 00030

GENERAL TERMS AND CONDITIONS

1. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, web site portal www.eva.virginia.gov streamlines and automates government purchasing activities. All vendors desiring to provide goods and/or services to the County shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All Bidders or Offerors must register in eVA, failure to register may result in the bid being rejected. The County advertises all competitive solicitations on eVA but does not issue purchase orders through eVA unless required to by the terms and conditions of a state issued contract.

2. ACCEPTANCE OF GOODS/SERVICES: Goods/services delivered shall remain the property of the Contractor until a physical inspection or actual usage of the goods/services is made and thereafter accepted to the satisfaction of the

County. The goods/services must comply with the specifications and terms and conditions of this solicitation and be of the highest quality. In the event the goods/services supplied to the County are found to be defective or not to conform to specifications, the County reserves the right to cancel the contract upon written notice to the Contractor and return products to Contractor at the Contractor's expense.

3. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the County will publicly post such notice on the DGS/DPS eVA VBO website

(www.eva.virginia.gov) for a minimum of 10 days.

4. ANTI-DISCRIMINATION: By submitting their bids, Bidders certify to the County that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting

Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in A and B below apply:

A. During the performance of this contract, the Contractor agrees as follows:

1. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

B. The Contractor will include the provisions of (A) above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

5. APPLICABLE LAWS AND COURTS: This solicitation is governed by the laws of the Commonwealth of Virginia.

Any dispute or controversy arising out of or relating to this solicitation or otherwise shall be brought in the Hanover

County Circuit Court or in the United States District Court for the Eastern District of Virginia, Richmond Division;

provided, however, that prior to the instigation of any such action (other than an action for equitable relief) a meeting shall be held at a mutually agreed upon location, attended by individuals with decision-making authority to attempt in good faith to negotiate a resolution of the dispute.

http://www.eva.virginia.gov/ http://www.eva.state.va.us/

6. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the County.

7. AUDIT: The Contractor shall retain all books, records and other documents relative to this contract for five (5) years after final payment, or until audited by the County, whichever is sooner. The County or its authorized representative shall have full access to and the right to examine any of said materials during said period. The Contractor shall include the provisions above in every subcontract or purchase order, so that the provisions will be binding upon each subcontractor or vendor.

8. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the County shall be bound hereunder only to the extent of lawfully appropriated funds.

9. BID PRICE CURRENCY: Unless stated otherwise in this solicitation, Bidders shall state bid prices in US dollars.

10. BIDDER, OFFEROR AND CONTRACTOR COMPLIANCE: All Bidders, Offerors and Contractors shall comply with the Virginia Public Procurement Act, (Code of Virginia § 2.2-4300, et seq.), and all applicable County policies, regulations and procedures adopted pursuant thereto.

11. CONTRACT CHANGES: Any changes to the contract must be approved through issuance of a written contract addendum or change order. The County will not assume responsibility for the cost of any changes made without issuance of a written contract addendum or change order.

12. CONTRACTOR’S PERFORMANCE:

A. The Contractor agrees and covenants that its agents and employees shall comply with all County, State and

Federal laws, rules and regulations applicable to the business to be conducted under the Contract.

B. During the performance of this contract, the Contractor shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds.

C. The Contractor shall cooperate with County officials in performing the Contract work so that interference with normal operations will be held to a minimum.

13. CONTRACTUAL CLAIMS: Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment; however, written notice of the Contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Any notice or claim shall be delivered to: Director, Finance and Management Services Department, 7507 Library Drive, Hanover, VA 23069-0470 and shall include a description of the factual basis for the claim and a statement of the amounts claimed or other relief requested. The County Administrator will render a decision on the claim and will notify the

Contractor within 30 days of receipt of the claim. The Contractor may appeal the decision of the County Administrator to the Board of Supervisors by providing written notice to the County Administrator, within 15 days of the date of the decision. The Board of Supervisors shall render a decision on the claim within 60 days of the date of receipt of the appeal notice and such decision shall be final unless the Contractor appeals the decision in accordance with the

Virginia Public Procurement Act. Invoices for all services or goods provided by the Contractor shall be delivered to the County no later than 30 days following the conclusion of the work or delivery of the goods.

14. DEBARMENT STATUS: By submitting their bids, Bidders certify that they are not currently debarred by the County from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

15. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the

County, after due written notice as required by the NOTIFICATION clause, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the County may have.

16. DEFINITION OF COUNTY: The Purchasing Division of the Finance and Management Services Department provides purchasing support for Hanover County Government, Hanover County School Board, Pamunkey Regional

Jail Authority and Pamunkey Regional Library, hereinafter referred to as County. Any contract issued as a result of this solicitation shall be available for the use of any or all of these entities unless otherwise stated in the solicitation.

17. DRUG-FREE WORKPLACE: During the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over

$10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

18. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, Bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

19. FORCE MAJEURE: If either party shall be wholly or partially prevented from the performance of any contractual obligation or duty by reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, accident, order of any court, act of God , or specific cause reasonably beyond the party’s control and not attributable to its neglect or nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is removed. Determination of Force Majeure shall rest solely with the County.

20. IMMIGRATION REFORM AND CONTROL ACT OF 1986: The Contractor certifies that they do not, and shall not during the performance of the contract, knowingly employ an unauthorized alien as defined in the Federal Immigration

Reform and Control Act of 1986.

21. INDEMNIFICATION: Contractor agrees to indemnify the County, its officers, agents, and employees for any loss, liability, cost (including attorney’s fees), or reasonable settlement cost incurred as a result of any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the County or to failure of the County to use the materials, goods, or equipment in the manner already and permanently described by the

Contractor on the materials, goods or equipment delivered. The County will not agree to indemnify the Contractor.

22. INDEPENDENT CONTRACTOR: The Contractor is an independent Contractor and nothing contained in the contract shall constitute or designate the Contractor or any of its agents or employees as employees of the County.

23. LICENSES AND PERMITS: The Contractor shall secure and pay for all permits, governmental fees and licenses necessary for the proper execution and completion of the Contractor’s work which are legally required prior to and during the work, including software licenses or other intellectual property permissions, unless otherwise specified by the County.

24. MANDATORY USE OF COUNTY FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official County form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the County reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the County may, in its sole discretion, request that the Bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

25. NOTIFICATION: Any notice required by the contract shall be effective if given by registered mail, return receipt requested, to the Contractor in the name and at the address given in their bid; provided that change of address shall be effective if given in accordance with this paragraph. Unless otherwise specified, any notice to the County shall be given to: County of Hanover, Director, Finance and Management Services Department, P. O. Box 470, Hanover, VA

23069-0470. The Contractor agrees to notify the County immediately of any change of legal status or of address.

26. PAYMENT:

A. To Prime Contractor:

1. Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number; social security number (for individual Contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

2. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

3. In those cases where payment is made by mail, the date of postmark shall be deemed to be the date payment is made (Code of Virginia, § 2.2-4353).

4. 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, Contractors should be 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. A Contractor 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 (Code of Virginia, § 2.2-4363).

B. To Subcontractors:

1. A Contractor awarded a contract under this solicitation is hereby obligated:

a. To pay the subcontractor(s) within seven (7) days of the Contractor’s receipt of payment from the County for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

b. To notify the County and the subcontractor(s), in writing, of the Contractor’s intention to withhold payment and the reason.

2. The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent (1%) per month

(unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from the County, except for amounts withheld as stated in (b) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee.

These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the County.

C. The County encourages Contractors to accept electronic and credit card payments.

27. PRECEDENCE OF TERMS: The following General Terms and Conditions; ANTI-DISCRIMINATION, APPLICABLE LAWS AND COURTS, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND

CONTROL ACT OF 1986, DEBARMENT STATUS, MANDATORY USE OF COUNTY FORM AND TERMS

AND CONDITIONS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and

Conditions shall apply.

28. QUALIFICATIONS OF BIDDERS: The County may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder to perform the services/furnish the goods and the Bidder shall furnish to the County all such information and data for this purpose as may be requested. The County reserves the right to inspect Bidder’s physical facilities prior to award to satisfy questions regarding the Bidder’s capabilities. The County further reserves the right to reject any bid if the evidence submitted by, or investigations of, such Bidder fails to satisfy the County that such Bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

29. ROYALTY AND LICENSE FEES AND COPYRIGHT, TRADEMARK AND PATENT PROTECTION:

A. By submitting their bid, Bidders certify that there will be no violation of copyrights or patent rights in manufacturing, producing, or selling the commodities or services to be ordered as a result of this solicitation.

B. Unless specified otherwise in the contract, the Contractor shall pay all royalty and license fees relating to the items covered by the contract.

C. In the event any third party shall claim that the manufacture, use and sales of these goods offered hereby constitutes an infringement of any copyright, trademark, or patent, the Contractor shall indemnify and hold harmless the County from any cost, expense, damage or loss incurred in any manner by the County on account of such alleged infringement.

30. SEVERABILITY: Each paragraph and provision of the resultant contract will be severable from the entire agreement and if any provision is declared invalid, the remaining provisions shall remain in effect.

31. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: In accordance with Code of Virginia §

2.2-4311.2 subsection B, a Bidder organized or authorized to transact business in the Commonwealth pursuant to

Title 13.1 or Title 50 is required to include in its bid the identification number issued to it by the State Corporation

Commission (SCC). Any Bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid a statement describing why the Bidder is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the

County’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the Bidder was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

32. TAXES: The County is exempt from Federal Excise and State Sales and Use Tax on all tangible personal property purchased or leased by it for its use or consumption. The Contractor shall pay all County, City, State and Federal taxes required by law enacted at the time bids are received and resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not be added to the contract price between the County and the Contractor, as the taxes shall be an obligation of the Contractor and not of the County, and the County shall be held harmless for same by the Contractor. Exemption certification will be supplied upon request.

33. TERMINATION FOR CONVENIENCE: Unless otherwise stated, any resultant contract may be terminated, in whole or in part, whenever the County determines that such a termination is in its best interests. Any such termination shall become effective on the date stated in a written notice of termination to the Contractor sent at least five days prior to the stated termination date. The notice of termination shall state the extent to which performance shall be terminated.

The Contractor shall be paid for all goods delivered or services successfully completed prior to the termination date.

34. TESTING AND INSPECTION: The County reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

VENDOR DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Primary Contact:

Name: Phone:

Title: Email:

3. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

Years Months

4. Vendor Information: eVA Vendor ID:

5. Indicate below a listing of at least three (3) recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods/services. Include the length of service and the name, address and telephone number of the point of contact.

Company: Contact:

Phone: EMail:

Project:

Dates of Service: $ Value:

STATE CORPORATION COMMISSION FORM

Virginia State Corporation Commission Registration Information - The bidder:

is a corporation or other business entity with the following SCC identification number: ____________

-OR-

is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in

Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (the County reserves the right to determine in its sole discretion whether to allow such waiver):

END OF SECTION

SECTION 0030

SPECIAL TERMS AND CONDITIONS

1. AWARD OF CONTRACT: An award will be made to the lowest responsive and responsible Bidder. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. The County reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

2. BID BOND OR GUARANTEE: Each bid shall be accompanied by a bid bond or guarantee of five percent (5%) of the amount of the bid, which shall be a certified check, cash escrow or a bid bond payable to the Hanover County

Treasurer. The sureties of all bonds shall be of such surety company or companies as are approved by the State and are authorized to transact business in the Commonwealth of Virginia. Such bid bond or check shall be submitted with the understanding that it shall guarantee that the Bidder will not withdraw such bid during the period of sixty (60) days following the opening of bids; that if such bid is accepted, the Bidder will accept and perform under the terms of the Invitation for Bids and purchase order or contract. The bid guarantee will be returned upon award of contract.

3. CONTRACTOR’S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the

Contractor or by any subcontractor subject to any chattel mortgage or under a conditional sales or other agreement by which an interest is retained by the seller. The Contractor warrants that he has clear title to all materials and supplies for which he invoices for payment.

4. NEGOTIATION WITH THE LOWEST BIDDER: Unless all bids are cancelled or rejected, the County reserves the right granted by § 2.2-4318 of the Code of Virginia to negotiate with the lowest responsive, responsible Bidder to obtain a contract price within the funds available to the County whenever such low bid exceeds the County’s available funds. For the purpose of determining when such negotiations may take place, the term “available funds” shall mean those funds which were budgeted by the County for this contract prior to the issuance of the written Invitation for

Bids. Negotiations with the low Bidder may include both modifications of the bid price and the Scope of

Work/Specifications to be performed. The County shall initiate such negotiations by notifying the lowest responsive, responsible Bidder that its bid exceeds the available funds and that the County wishes to negotiate a lower contract price. The times, places, and manner of negotiating shall be agreed to by the County and the Bidder.

5. PERFORMANCE AND PAYMENT BONDS: The successful Bidder shall deliver to the County executed

Commonwealth of Virginia Standard Performance and Labor and Material Payment Bonds, each in the sum of the contract amount, with the County as obligee. The surety shall be a surety company or companies approved by the

State Corporation Commission to transact business in the Commonwealth of Virginia. No payment shall be due and payable to the Contractor, even if the contract has been performed in whole or in part, until the bonds have been delivered to and approved by the County.

6. PREPARATION AND SUBMISSION OF BIDS: Sealed Bids, in accordance with the Bid Documents, will be received on the date and at the time indicated in this Project Manual, unless changed by Addendum.

A. Bids shall be submitted on the BID FORM provided in the Bid Documents, or a copy thereof. The OWNER shall not accept any oral Bids or Bids received by telephone or facsimile.

B. Each Bid must give the full legal name and business address of the Bidder. If the Bidder is a corporation, the

Bid must be submitted in the name of the corporation, not simply the corporation's trade name. The BID FORM must be signed by a person authorized to bind the Bidder in contractual matters in order to be considered.

Original signatures, in ink, are required. The name and title of the person signing the Bid shall also be typed or printed as indicated on the BID FORM. The BID FORM, the Bid security, if any, and any other documents required shall be enclosed in a sealed envelope.

C. Discrepancies between amounts shown in words and amounts shown in figures will be resolved in favor of the amounts shown in words. 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.

D. The envelope containing the Bid should be sealed and marked in the lower left-hand corner with the Invitation for Bid number, the goods and services sought, the hour and due date of the Bid, and the Bidders Virginia

CONTRACTOR registration number.

E. Use of Information and Documents: The OWNER and its officials, employees and agents will copy and use the response of the Bidder and documents included with the response, for various purposes related to analysis, evaluation, and decision to award a contract. Following award, the OWNER may require the CONTRACTOR to allow inspection and copying of documents and may also use the Bidders documents in connection with any resulting contracts with that Bidder. The Bidder is responsible for obtaining any necessary authorizations for all such use of the documents and information, and for assuring that such copying and use is in conformance with laws related to trademarks and copyrights. Any documents or information for which the Bidder has not obtained such authorization, or for which such copying and use is not authorized, shall not be submitted. The undersigned Bidder agrees to indemnify, defend and hold the County, its officials, employees and agents harmless from any claims of any nature, including claims arising from trademark or copyright laws, related to use of information and documents submitted with the Bidders response.

7. PROPRIETARY INFORMATION: Trade secrets or proprietary information submitted by a Bidder in connection with this procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information

Act; however, the Bidder must invoke these protections prior to or upon submission of the data or the materials, and must identify the data or other materials to be protected and state the reason why protection is necessary. Section 2.2-

4342(F) of the Code of Virginia. Bidders shall submit, in a separate section of the bid, any information considered by the Bidder to be trade secrets or proprietary information, shall clearly identify the information as trade secrets or proprietary information and shall state the reason why protection is necessary. Bidders may not declare the entire bid proprietary, nor may they declare pricing to be proprietary. References may be made within the body of the bid to proprietary information; however, all information contained within the body of the bid not in the separate section labeled proprietary shall be public information.

8. SUBCONTRACTING:

A. No CONTRACTOR shall be required to employ any Sub-CONTRACTOR, Supplier, other person or organization against whom he has reasonable objection. Each Bidder shall submit to the OWNER, with its

Bid, the List of Sub CONTRACTORs found in this Project Manual, completed with the names of all such

Sub-CONTRACTORs, Suppliers, other persons, and organizations proposed for those portions of the Work for which such identification is required. Suppliers and equipment manufacturers who are named in the

BID FORM need not be named in the List of Sub-CONTRACTORs. The OWNER will, during the term of this Agreement, have the right of reasonable rejection of staff or sub-CONTRACTORs assigned to the project by the CONTRACTOR. If the OWNER reasonably rejects staff or sub-CONTRACTORs, the

CONTRACTOR must provide replacement staff or sub CONTRACTORs satisfactory to the OWNER in a timely manner and at no additional cost to the OWNER. The day-to-day supervision and control of the

CONTRACTOR'S employees shall be solely the responsibility of the CONTRACTOR.

B. If the apparent Successful Bidder declines to make such a substitution, the OWNER may award the contract to the next lowest Bidder that proposes to use acceptable Sub-CONTRACTORs, Suppliers, and other persons, and organizations. The declining to make requested substitutions will not constitute grounds for sacrificing the Bid security of any Bidder. Any Sub-CONTRACTOR, Supplier, other person, or organization listed and to whom the OWNER or A&E does not make written objection prior to the giving of the Notice of Award will be deemed acceptable to the OWNER and A&E.

C. By submitting the List of Sub-CONTRACTORs as provided for herein, the Bidder is indicating that the

Bidder is confident that each Sub-CONTRACTOR listed has: 1. Sufficient financial capability, physical plant, and personnel to perform its duties under the contract. 2. Successfully provided similar work on at least three (3) recent occasions. 3. Stated or attached a list of the names of manufacturers whose products it will supply.

9. SUBSTITUTE MATERIAL AND EQUIPMENT: The Contract, if awarded, will be on the basis of material and equipment described in the Drawings or specified in the Specifications without consideration of possible substitute or "or-equal" items. Whenever it is indicated in the Drawings or specified in the Specifications that a substitute or "or equal" item of material or equipment may be furnished or used by the CONTRACTOR if acceptable to the A&E, the

A&E shall not review substitute or "or-equal" items until after the "effective date of the Agreement"

10. SECURITY RULES AND REGULATIONS: The Contractor will ensure that all personnel, equipment, tools, keys, and supplies/materials comply with all rules, regulations, and procedures of the Jail. Questions should be addressed to the Jail Administration or their designee. The Jail rules, regulations, and procedures governing the entry and conduct of staff working at the Jail will be made available upon request.

A. All personnel entering the Jail will be subject to a search of their person and personal items.

Searches will be conducted in accordance with established operating procedures, which include but are not limited to: frisk search, electronic scanner, and detection devices (metal detector, cell phone detector, and imaging technology), and search by detection canines.

B. All equipment, tools, supplies, and materials must have prior approval from the Jail

Administration or their designee and will be subject to search or inventory at any time. Tools and materials must be carefully controlled at times and locked when not in use.

C. Any attempt to introduce contraband, to assist in escape, or to have unauthorized contact with the Contractor’s personnel may not deliver, receive, or otherwise transfer any item (no matter how innocuous) to or from an offender without express permission from the Jail

Administration or their designee.

E. No person who appears to be under the influence of drugs or alcohol or who is otherwise impaired will be allowed entry into the Jail and will not be permitted to return to the Jail to work in the future.

F. The Jail reserves the right to deny entrance to anyone who is suspected of a breach of security for failure to follow published rules, regulations, or procedures.

G. The Contractor’s personnel must be in possession of a Contractor ID badge, and the ID badge must be produced by the Contractor’s personnel when required by security operations.

H. The Contractor’s personnel must be dressed in compliance with the Jail dress code and appropriate to perform their duties. The Contractor’s personnel will not wear clothing that bears any similarity to offender clothing. Clothing that is short, tight fitting, provocative or revealing is not appropriate attire for a Jail environment. Individuals so dressed will be asked to change their clothing or leave the Jail.

END OF SECTION

VENDOR DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Primary Contact:

Name: Phone:

Email: Fax:

3. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

Years Months

4. Vendor Information: eVA Vendor ID

5. Indicate below a listing of at least three (3) recent accounts, either commercial or governmental, that your company has been awarded of similar nature, size, and complexity.

Phone: ( ) Fax: ( )

STATE CORPORATION COMMISSION FORM

Virginia State Corporation Commission Registration Information - The bidder:

is a corporation or other business entity with the following SCC identification number: ____________ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (the County reserves the right to determine in its sole discretion whether to allow such waiver):

June 15, 2026, BID FORM BF-1

BID FORM

Invitation for Bid Number: 26-99-3343SH

DATE:

TO: County of Hanover

Purchasing Division

P.O. Box 470

7507 Library Drive

Hanover, Virginia 23069-0470

FROM:

Bidder’s Name

Bidder’s Address

Bidder’s Address

FOR: The Pamunkey Regional Jail Roofing project, to provide all specified Building Construction and

General Conditions work required to complete the Project in a substantial and workmanlike manner and in strict conformity with all Contract Bid Documents. Refer to specification section 012300 – Alternates, along with all other related contract documents, specification sections and drawings for additional requirements

The intent of this project is to provide new roof system for the jail by recovering of the existing roof system.

This is to be completed along with the required details and other Work indicated in the Contract Documents.

Having carefully examined the site, and all the Bidding and Contract Documents, and in compliance with the “Invitation to Bid,” “Instructions to Bidders,” and “Supplementary Instructions to Bidders,” the undersigned proposes to provide all labor, materials, supplies, equipment, services, and perform all Work necessary for the construction of this Project in accordance with the Bid Documents prepared by RRMM

Architects/ Roof Consulting Services (RCS) dated June 15, 2026; and all Addenda identified on this Bid

Form.

Complete this Bid Form legibly in blue, or black ink; or by typewriter, or word-processor. Discrepancies in the multiplications of units of work and the unit prices will be resolved in favor of the correct multiplication of the unit prices.