212 North Main Street, Bowling Green, VA 22427

(804) 633-8030 FAX (804) 633-4970

NON PROFESSIONAL

RFB #2026-CDC0001

April 14, 2026

REQUEST FOR BID

ASPHALT MILLING AND PAVING

Your firm is invited to submit a proposal to provide Asphalt Milling and Paving Services in accordance with the enclosed specifications. The submittal, consisting of the original proposal and four (4) additional copies marked "Asphalt Milling and Paving", will be received no later than 1:00 p.m., May 28, 2026, by:

IN-PERSON OR SPECIAL COURIER U.S. POSTAL SERVICE

County of Caroline County of Caroline Department of Public Works Department of Public Works 12613 Mill Creek Road OR P O Box 424 Ruther Glen, Virginia 22546 Bowling Green, Virginia 22427

This R.F.B. and any addenda are available on the County of Caroline Purchasing website at https://co.caroline.va.us/229/Procurement. To receive an e-mail copy of this document, please send a request to tlambert@co.caroline.va.us.

Time is of the essence, and any proposal received after 1:00 p.m., May 28, 2026, whether by mail or otherwise, will be returned unopened. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the R.F.B. number, title, and the date and hour proposals are scheduled to be received.

A mandatory pre-bid site visit will be held on Monday, May 4, 2026, at 10:00 a.m. at the Caroline Detention Center, located at 11093 S W Lewis Memorial Dr., Fort A.P. Hill, VA 22427. Only offerors who attend the pre-bid site visit will be eligible to submit a bid. PLEASE BRING A COPY OF THE REQUEST FOR BID WITH YOU TO DISCUSS

THE REQUIREMENTS.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Caroline reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this Contract is the Director of Public Works.

Technical questions concerning this Request for Proposal should be submitted to Ted Lambert at tlambert@co.caroline.va.us by 5:00 p.m. on Monday, May 18, 2026.

COMMONWEALTH OF VIRGINIA

COUNTY OF CAROLINE

https://co.caroline.va.us/229/Procurement mailto:tlambert@co.caroline.va.us mailto:tlambert@co.caroline.va.us

REQUEST FOR BID

ASPHALT MILLING AND PAVING

1. INVITATION FOR BIDS

In accordance with the Virginia Public Procurement Act (VPPA), sealed bids are hereby solicited from qualified contractors to provide asphalt repair, milling, and replacement services.

Award shall be made to the lowest responsive and responsible bidder.

2. MANDATORY PRE-BID CONFERENCE & SITE INSPECTION

A mandatory pre-bid conference and site inspection will be held:

Date/Time: May 4, 2026, at 10:00 a.m.

Location: 11093 S W Lewis Memorial Dr., Fort A.P. Hill, VA 22427

Attendance is mandatory. Failure to attend will result in disqualification.

3. INSTRUCTIONS TO BIDDERS

3.1 Submission

Bids must be sealed and clearly labeled:

“IFB – Asphalt Repair and Replacement”

Bids shall include:

• Company information and background, including all relevant contact information

• Completed bid sheet

• Schedule for completion

• Detailed description of materials and methods

• At least three references for similar-sized projects

• A copy of all applicable business and contractor licenses

3.2 Bid Acceptance Period

Bids shall remain valid for 90 days.

3.3 Questions

All questions must be submitted to Ted Lambert at tlambert@co.caroline.va.us by 5:00 p.m. on Monday, May

18, 2026.

3.4 Award

Award will be made to the lowest responsive and responsible bidder.

The Owner reserves the right to:

• Reject any or all bids

• Waive informalities

• Accept the bid deemed to be in the best interest of the Owner

4. SCOPE OF WORK

4.1 Full Depth Replacement – Lewis Memorial Drive

• Approx. 3,750 SY

• Remove all asphalt

• Fix stone base as needed and compact per specifications.

• Replace 4.5” of compacted asphalt per specification.

4.2 Employee Parking Area

• Approx. 7,000 SY

• Mill 2 inches per specification.

• Install 2-inch compacted overlay per specification.

4.3 Maintenance Facility Area

• Approx. 1,400 SY

• Edge mill per specification

• Install 2-inch compacted overlay per specification

4.4 Pavement Markings

Repaint all markings. The contractor will be responsible for documenting the layout and number of parking spaces prior to the commencement of work.

4.5 Millings Reuse

All suitable asphalt millings shall be spread on an existing gravel service road and mechanically compacted.

Any millings not suitable for this purpose shall be stockpiled on-site at a location to be determined.

4.6 Tack Coat

Tack coats shall be applied where applicable and in accordance with VDOT standards.

5. TECHNICAL SPECIFICATIONS

5.1 Subgrade

• Compact to 95% Standard Proctor in all areas of full-depth replacement.

5.2 Aggregate Base

• VDOT 21A or 21B

• Compact to 98%

5.3 Asphalt Mix

• Surface: SM-9.5A or SM-12.5A

• Base: IM-19.0A or BM-25.0A

5.4 Placement

• Max lift thickness:

o Base: 3” compacted o Surface: 2” compacted

5.5 Compaction

• 92–97% TMD

5.6 Milling

• Tolerance: ± 1/4 inch

5.7 Tack Coat

• VDOT Section 314

• Rate: 0.05–0.10 gal/SY

5.8 Pavement Markings

• Per VDOT Section 704

6. FIELD VERIFICATION

• Quantities provided are approximate.

• Offerors are responsible for verifying all dimensions, conditions, and quantities prior to submitting a bid.

• Submission of a bid constitutes acknowledgment of site conditions.

7. ADD ALTERNATE – DRAINAGE

• Provide a separate add-alternate price to address a current section of curb and gutter with inadequate drainage.

• Proposal shall include:

o Description of recommended solution o Materials and construction approach o Detailed description of any regrading, curb modification, or drainage improvements required o A separate lump sum cost for the optional addition.

• NOTE: The add alternate will have no impact on the decision to award the contract for milling and paving. The County reserves the right to negotiate final details and pricing for the add alternate work with the contractor receiving the milling and paving award.

8. PROJECT SCHEDULE

Completion within 120 calendar days of award.

9. BONDS

9.1 Bonds

• Bid Bond: 5%

• Performance Bond: 100%

• Payment Bond: 100%

RFB #2026-CDC0001 BID SHEET Page 1

1. Bidder Information

• Company Name: __________________________________________

• Contact Person: __________________________________________

• Title: _________________________________________________

• Address: _______________________________________________

• Phone Number: __________________________________________

• Email Address: _________________________________________

• Website: _______________________________________________

2. Base Bid – Lump Sum

The undersigned agrees to provide all labor, materials, equipment, and services required to complete the project as described in the RFB#2026-CDC0001 for the following lump sum amount:

• Base Bid (Lump Sum): $________________________

(Amount in words: _________________________________________________________________________)

4. Optional Additional Service

Provide pricing for the following optional service. This may be awarded at the Owner’s discretion.

• Correction of the negative drainage area near the visitors and staff entrances:

• Provide any additional photos, sketches, proposals, etc., as needed to fully describe the proposed solution.

• Optional Service Lump Sum: $________________________

(Amount in words: _________________________________________________________________________)

RFB #2026-CDC0001 BID SHEET Page 2

5. Total (If Optional Service is Included)

• Total Lump Sum (Base + Optional): $________________________

6. Project Timeline

• Proposed Start Date: _________________________________

• Estimated Completion Date: __________________________

• Duration (calendar days): ___________________________

7. Assumptions & Exceptions

List any assumptions, clarifications, or exceptions to the RFP requirements:

8. Bid Validity

This bid shall remain valid for a period of 90 days from the submission date.

9. Acknowledgment of Addendum(s)

The Bidder acknowledges receipt of the following addenda:

Addendum No. Date Received

RFB #2026-CDC0001 BID SHEET Page 3

10. Authorized Signature

The undersigned certifies that they are authorized to submit this bid and that all information provided is accurate.

• Authorized Representative Name: ________________________________________________

• Title: _________________________________________________________

• Signature: _____________________________________________________

• Date: _________________________________________________

The remainder of this page is intentionally left blank.

COUNTY RESPONSIBILITIES:

The County will designate an individual to act as the County's authorized representative concerning the work under this Contract. Such individuals shall have the authority to transmit instructions, receive information, and interpret and define the County's policies and decisions concerning the Contract.

I. ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Bids distributed Friday, April 17, 2026

Pre-proposal conference and site visits Monday, May 4, 2026, @ 10 a.m.

Deadline to submit technical questions Monday, May 18, 2026

Receive written proposals Thursday, May 28, 2026, @ 1:00 p.m.

Board of Supervisors Approval Tuesday, June 9, 2026

Contract Award Friday, June 12, 2026

II. GENERAL CONTRACT TERMS AND CONDITIONS:

A. Annual Appropriations

It is understood and agreed that the Contract resulting from this procurement ("Contract") shall be subject to annual appropriations by the County of Caroline, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The Successful Offeror ("Successful Offeror" or "contractor") shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for the Contract.

B. Award of the Contract

1. The County reserves the right to reject any or all proposals and to waive any informalities.

2. The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute, and deliver to the Purchasing Agent the Contract documents and any other forms or bonds required by the R.F.B.

3. The Contract resulting from this R.F.B. is not assignable.

4. Notice of award or intent to award may also appear on the Purchasing Office website:

https://co.caroline.va.us/229/Procurement https://co.caroline.va.us/229/Procurement

C. Collusion

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation, or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C.

§ 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

D. Compensation

The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.

E. Controlling Law and Venue

The Contract will be made, entered into, and shall be performed in the County of Caroline, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Caroline County General District Court or the Circuit Court of the County of Caroline, Virginia.

F. Default

1. If the Successful Offeror is wholly responsible for a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail in any way to perform as specified herein), the County may consider the Successful Offeror to be in default. In the event of default, the County will provide the Successful Offeror with written notice of default, and the Successful Offeror shall provide a plan to correct said default within 20 calendar days of the County's notice of default.

2. If the Successful Offeror fails to cure said default within 20 days, the County, among other actions, may complete the Contract work through a third party, and the Successful Offeror shall be responsible for any amount in excess of the Contract price incurred by the County in completing the work to a capability equal to that specified in the Contract.

G. Exceptions to the R.F.P. or Contract:

For architectural or engineering services, the County shall not request or require Offerors to list any exceptions to proposed contractual terms and conditions, unless such terms and conditions are required by statute, regulation, ordinance, or standards developed pursuant to Code of Virginia §2.2-1132, until after the qualified Offerors are ranked for negotiations.

Exceptions to the R.F.P. requirements will be required of the top ranked Offeror and will be resolved to the satisfaction of the County before any contract negotiations.

H. Drug-Free Workplace to be Maintained by the Contractor (Va. Code § 2.2-4312)

1. 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.

2. 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 in accordance with the Virginia Public Procurement Act, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the Contract.

I. Employment Discrimination by Contractor Prohibited

1. During the performance of this Contract, the contractor agrees as follows (Va. Code § 2.2-4311):

(a) The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or 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.

(b) 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.

(c) 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.

2. The contractor will include the provisions of the foregoing subparagraphs (a), (b), and

(c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

J. Employment of Unauthorized Aliens Prohibited

Any contract that results from this Request for Proposal shall include the following language: "As required by Virginia Code §2.2-4311.1, the contactor does not, and shall not during the performance of this agreement, in the Commonwealth of Virginia knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986."

K. Indemnification

The Successful Offeror agrees to indemnify, defend and hold harmless the County of Caroline, the County's officers, agents and employees, from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys' fees, arising from or caused by the provision of any services, the failure to provide any services or the use of any services or materials furnished (or made available) by the Successful Offeror, provided that such liability is not attributable to the County's sole negligence.

L. Insurance Requirements

The Successful Offeror shall maintain insurance to protect itself and Caroline County and Caroline's elected officials, officers, agents, volunteers, and employees from claims under the Workers' Compensation Act and from any other claim for damages for personal injury, including death and for damages to property which may arise from the provision of goods and/or services under the Contract, whether such goods and/or services are provided by the Successful Offeror or by any subcontractor or anyone directly employed by either of them.

Such insurance shall conform to the Insurance Specifications. (Attachment A).

M. No Discrimination Against Faith-Based Organizations

The County does not discriminate against faith-based organizations as that term is defined in Va. Code § 2.2-4343.1.

N. Offeror's Performance

1. The Successful Offeror 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.

2. The Successful Offeror shall ensure that its employees observe and exercise all necessary caution and discretion so as to avoid injury to persons or damage to property of any and all kinds.

3. The Successful Offeror shall cooperate with Caroline County officials in performing the Contract work so that interference with normal operations will be minimal.

4. The Successful Offeror shall be an independent contractor and shall not be an employee of the County.

O. Ownership of Deliverable and Related Products

1. The County shall have all rights, title, and interest in or to all specified or unspecified interim and final products, work plans, project reports and/or presentations, data, documentation, computer programs and/or applications, and documentation developed or generated during the completion of this project, including, without limitation, unlimited rights to use, duplicate, modify, or disclose any part thereof, in any manner and for any purpose, and the right to permit or prohibit any other person, including the Successful Offeror, from doing so. To the extent that the Successful Offeror may be deemed at any time to have any of the foregoing rights, the Successful

Offeror agrees to irrevocably assign and does hereby irrevocably assign such rights to the County.

2. The Successful Offeror is expressly prohibited from receiving additional payments or profit from the items referred to in this paragraph, other than that which is provided for in the general terms and conditions of the Contract.

3. This shall not preclude Offerors from submitting proposals, which may include innovative ownership approaches, in the best interest of the County.

P. Record Retention and Audits

1. The Successful Offeror shall retain, during the performance of the Contract and for a period of five years from the completion of the Contract, all records pertaining to the Successful Offeror's proposal and any Contract awarded pursuant to this Request for Proposal. Such records shall include but not be limited to all paid vouchers including those for out-of-pocket expenses; other reimbursement supported by invoices, including the Successful Offeror's copies of periodic estimates for partial payment; ledgers, cancelled checks; deposit slips; bank statements; journals; Contract amendments and change orders; insurance documents; payroll documents; timesheets; memoranda; and correspondence. Such records shall be available to the County on demand and without advance notice during the Successful Offeror's normal working hours.

2. County personnel may perform in-progress and post-audits of the Successful Offeror's records as a result of a Contract awarded pursuant to this Request for Proposals. Files would be available on demand and without notice during normal working hours.

Q. Severability

Each paragraph and provision of the Contract is severable from the entire agreement, and if any provision is declared invalid, the remaining provisions shall remain in effect.

R. Minority-, Woman-, Service-Disabled Veteran-Owned, Small Businesses and

Employment Services Organizations

It is the policy of the County of Caroline to actively seek out and provide contracting opportunities to minority-, woman-, service-disabled veteran-owned, small businesses and employment services organizations in procurement transactions made by the County.

The County strongly encourages all suppliers to respond to Invitations for Bids and Request for Proposals and supports the use of minority, woman-, service-disabled veteran-owned, small businesses and employment services organizations for sub-contracting opportunities.

S. Subcontracts

No portion of the work shall be subcontracted without the County's prior written consent. In the event that the Successful Bidder desires to subcontract some part of the work specified in the Contract, the Successful Bidder shall furnish the County with the names, qualifications, and experience of the proposed subcontractors. The Successful Bidder shall, however, remain fully liable and responsible for the work to be done by his/her subcontractor(s) and shall assure compliance with all the contract requirements.

T. Taxes

1. The Successful Offeror shall pay all county, city, state, and federal taxes required by law resulting from the work or traceable to that, under whatever name levied. Said taxes shall not be in addition to the Contract price between Caroline County and the Successful Offeror, as the taxes shall be solely an obligation of the Successful Offeror and not of Caroline County. Caroline County shall be held harmless for same by the Successful Offeror.

2. Caroline County is exempt from the payment of federal excise taxes and the payment of State Sales and Use Tax on all tangible, personal property for its use or consumption.

Tax exemption certificates will be furnished upon request.

U. Termination of Contract

1. The County reserves the right to terminate the Contract immediately in the event that the Successful Offeror discontinues or abandons operations, is adjudged bankrupt or is reorganized under any bankruptcy law; or fails to keep in force any required insurance policies or bonds.

2. Failure of the Successful Offeror to comply with any section or part of the Contract will be considered grounds for immediate termination of the Contract by the County.

3. Notwithstanding anything to the contrary contained in the Contract between the County and the Successful Offeror, the County may, without prejudice to any other rights it may have, terminate the Contract for convenience and without cause by giving 30 days' written notice to the Successful Offeror.

4. If the County terminates the Contract, the Successful Offeror will be paid by the County for all scheduled work completed satisfactorily by the Successful Offeror up to the termination date.

V. County License Requirement

All entities conducting business in Caroline County must adhere to all licensing requirements established by the Commissioner of Revenue.

W. Environmental Management

The Successful Offeror shall comply with all applicable federal, state, and local environmental regulations. The Successful Offeror shall be appropriately trained and have any necessary certifications to carry out environmental responsibilities. The Successful Offeror shall immediately communicate environmental concerns or incidents to the appropriate County staff.

X. Safety

1. The Successful Offeror shall comply with and ensure that the Successful Offeror's personnel comply with all current applicable local, state, and federal policies, regulations, and standards relating to safety and health, including, by way of illustration and not limitation, the standards of the Virginia Occupational Safety and Health Administration for the industry. The provisions of all rules and regulations governing safety as adopted by the Safety and Health Codes Board of the Commonwealth of Virginia and issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work under the Contract. The Successful Offeror shall provide or cause to be provided with all technical expertise, qualified personnel, equipment, tools, and material to safely accomplish the work specified and performed by the Successful Offeror.

2. Each job site shall have a competent, qualified, or authorized supervisor on the worksite familiar with policies, regulations, and standards applicable to the work being performed. The supervisor must be capable of identifying existing and predictable hazards in the surroundings or working conditions that are hazardous or dangerous to employees or the public, and is capable of ensuring that applicable safety regulations are complied with, and shall have the authority and responsibility to take prompt corrective measures, which may include removal of the Successful Offeror's personnel from the work site.

3. If the County determines any operations of the Successful Offeror to be hazardous, the Successful Offeror shall immediately discontinue such operations upon receipt of either written or oral notice by the County to discontinue such practice.

Y. Authorization to Transact Business in the Commonwealth

1. A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership or other business form shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law.

2. An Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia must include in its proposal the identification number issued to it by the State Corporation Commission.

(Attachment D) Any Offeror 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 of the Code of Virginia or as otherwise required by law shall include in its proposal a statement describing why the Offeror is not required to be so authorized.

3. An Offeror described in subsection 2 that fails to provide the required information shall not receive an award unless a waiver is granted by the Purchasing Director, his designee, or the County Manager.

4. Any falsification or misrepresentation contained in the statement submitted by the Offeror pursuant to Title 13.1 or Title 50 of the Code of Virginia may be cause for debarment.

5. Any business entity described in subsection 1 that enters into a contract with a public body shall not allow its existence to lapse or allow its certificate of authority or registration to transact business in the Commonwealth if so required by Title 13.1 or Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of the Contract.

Z. Payment Clauses Required by Va. Code § 2.2-4354

Pursuant to Virginia Code § 2.2-4354:

1. The Successful Offeror shall take one of the two following actions within seven days after receipt of amounts paid to the Successful Offeror by the County for all or portions of the goods and/or services provided by a subcontractor: (a) pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under that Contract; or (b) notify the County and subcontractor, in writing, of the Successful Offeror's intention to withhold all or a part of the subcontractor's payment with the reason for non-payment.

2. Pursuant to Virginia Code § 2.2-4354, the Successful Offeror that is a proprietor, partnership, or corporation shall provide its federal employer identification number to the County. Pursuant to Virginia Code § 2.2-4354, the Successful Offeror who is an individual contractor, shall provide his/her social security numbers to the County.

3. The Successful Offeror shall pay interest to its subcontractors on all amounts owed by the Successful Offeror that remain unpaid after seven days following receipt by the Successful Offeror of payment from the County for all or portions of goods and/or services performed by the subcontractors, except for amounts withheld as allowed in Subparagraph 1. above.

4. Pursuant to Virginia Code § 2.2-4354, unless otherwise provided under the terms of the Contract, interest shall accrue at the rate of one percent per month.

5. The Successful Offeror shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

6. The Successful Offeror's obligation to pay an interest charge to a subcontractor pursuant to the payment clause in Virginia Code § 2.2-4354 shall not be construed to be an obligation of the County. A Contract modification shall not be made for the purpose of providing reimbursement for the interest charge. A cost reimbursement claim shall not include any amount for reimbursement for the interest charge.

III. PROPOSAL SUBMISSION REQUIREMENTS:

A. The Purchasing Division will not accept oral proposals nor proposals received by telephone, FAX machine, or other electronic means.

B. All erasures, interpolations, and other changes in the proposal shall be signed or initialed by the Offeror.

C. The Proposal Signature Sheet (Attachment B) must accompany any proposal(s) submitted and be signed by an authorized representative of the Offeror. If the Offeror is a firm or corporation, the Offeror must print the name and title of the individual executing the proposal. All information requested should be submitted. Failure to submit all information requested may result in the Purchasing Division requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal.

D. The proposal, the proposal security, if any, and any other documents required, shall be enclosed in a sealed opaque envelope. The envelope containing the proposal shall be sealed and marked in the lower left-hand corner with the number, title, hour, and due date of the proposal.

E. The time proposals are received shall be determined by the time clock stamp in the

Purchasing Division. Offerors are responsible for insuring that their proposals are stamped by Purchasing Division personnel by the deadline indicated.

F. By submitting a proposal in response to this Request for Proposal, the Offeror represents it has read and understand the Scope of Services and has familiarized itself with all federal, state, and local laws, ordinances, and rules and regulations that in any manner may affect the cost, progress, or performance of the Contract work.

G. The failure or omission of any Offeror to receive or examine any form, instrument, addendum, or other documents or to acquaint itself with conditions existing at the site, shall in no way relieve any Offeror from any obligations with respect to its proposal or to the Contract.

H. Trade secrets or proprietary information submitted by an Offeror in response to this

Request for Proposal shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of this section prior to or upon submission of data or materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary (Va. Code § 2.2-4342.F). (Attachment C)

I. A proposal may be modified or withdrawn by the Offeror anytime prior to the time and date set for the receipt of proposals. The Offeror shall notify the Purchasing Agent in writing of its intentions.

1. If a change in the proposal is requested, the modification must be so worded by the

Offeror as to not reveal the original amount of the proposal.

2. Modified and withdrawn proposals may be resubmitted to the Purchasing Division up to the time and date set for the receipt of proposals.

3. No proposal can be withdrawn after the time set for the receipt of proposals and for one-hundred twenty (120) days thereafter.

J. The County welcomes comments regarding how the proposal documents, scope of services, or drawings may be improved. Offerors requesting clarification, interpretation of, or improvements to the proposal general terms, conditions, scope of services or drawings shall submit technical questions concerning the Request for Proposal no later than 5:00 p.m. on February 14, 2025 in writing. Any changes to the proposal shall be in the form of a written addendum issued by the Purchasing Division and it shall be signed by the Purchasing Director or a duly authorized representative. Each Offeror is responsible for determining that it has received all addenda issued by the Purchasing Agent before submitting a proposal.

K. All proposals received in the Purchasing Division on time shall be accepted. All late proposals received by the Purchasing Division shall be returned to the Offeror unopened.

Proposals shall be open to public inspection only after award of the Contract.

IV. PROPOSAL RESPONSE FORMAT:

A. Offerors shall submit a written proposal that presents the Offeror's qualifications and understanding of the work to be performed. Offerors are asked to address each evaluation criterion and to be specific in presenting their qualifications. Your proposal should provide all the information considered pertinent to your qualifications for this project.

B. The Offeror should include in their proposal the following:

1. Table of Contents – All pages are to be numbered.

2. Introduction

Cover letter - on company letterhead, signed by a person with the corporate authority to enter into contracts in the amount of the proposal

Proposal Signature Sheet – Attachment B

Proprietary/Confidential Information – Attachment C

Virginia State Corporation Commission Identification Number Requirement – Attachment D

3. Executive Summary

Response to Scope of Services – The Offeror should address each section of the Scope of Services (pages 2-9) with an indication of the response. The Offeror shall identify any exceptions, reference to the paragraph number, in a sub-section titled "Exceptions".

Company Profile – Offerors are to present a Company profile that shows the ability, capacity, and skill of the Offeror, their staff, and their employees to perform the services required within the specified time.

Project and Support Staffing - Please provide responses to the following specific questions:

a) Total number of staff:

i. In the entire company

ii. Field workers, including Job Manager/Supervisor

iii. In administrative support

b) Provide a brief description of your proposed project and support team, including years of related experience.

Implementation Services - Please provide a narrative description describing your approach to delivering the requested implementation services.

Project Management - Please provide a narrative description describing your approach to delivering the requested project management services.

Project Scheduling - Please provide a narrative description of your approach to providing a scheduling plan, including a work schedule tailored for each facility.

Employee Training Program - Please provide a copy.

Quality Control Program - Please provide a copy.

Materials, Supplies, and Equipment – Please provide a sample list of all available equipment, supplies, and materials.

References – provide a minimum of three (3) references that could attest to the Offeror's past performance to provide services similar to those required for the Contract. The list should include contact persons' e-mail addresses and telephone numbers. It is preferred that these references be within the Commonwealth of Virginia. Offerors may not use Caroline County as one of their references.

Sub-contractors - Information on any sub-contractors necessary to provide the required services. Provide name, experience, address, telephone number, and qualifications. (If Applicable)

4. Pricing Schedule

a) The Offeror shall provide detailed pricing by location, including all costs associated with providing the services described in the Scope of Services section. This should include all labor, supervision, equipment, supplies, insurance, training, and criminal records checks. Please provide the unit prices per square foot for stripping and waxing; and both methods of carpet shampooing as separate line items.

b) Offeror shall propose and be held accountable for submitting in his/her proposal the required man-hours and job classifications needed to execute this Contract effectively.

c) Offeror will submit with his/her proposal an hourly rate for additional work outside the normal Scope of Services. This rate shall include wages, taxes, insurance, etc.

4. Assumptions – List any assumptions when responding to the Scope of Services requirements.

5. Exceptions – List any exceptions to the Scope of Services in a separate section of the Offeror's proposal response and mark the section as "Exceptions".

6. Appendices – are optional for Offerors who wish to submit additional material that will clarify their response.

Remaning space intention left blank

ATTACHMENT A

INSURANCE SPECIFICATIONS

The Successful Offeror shall carry Public Liability Insurance in the amount specified below, including contractual liability assumed by the Successful Vendor, and shall deliver a Certificate of Insurance from carriers licensed to do business in the Commonwealth of Virginia. The Certificate shall show the County of Caroline named as an additional insured for the Commercial General Liability coverage. The coverage shall be provided by a carrier(s) rated not less than "A-"with a financial rating of at least VII by A.M. Bests or a rating acceptable to the County. In addition, the insurer shall agree to give the County 30 days notice of its decision to cancel coverage.

Workers' Compensation

Statutory Virginia Limits Employers' Liability Insurance - $100,000 for each Accident by employee $100,000 for each Disease by employee $500,000 policy limit by Disease

Commercial General Liability - Combined Single Limit

$1,000,000 each occurrence including contractual liability for specified agreement $2,000,000 General Aggregate (other than Products/Completed Operations) $2,000,000 General Liability-Products/Completed Operations $1,000,000 Personal and Advertising injury $ 100,000 Fire Damage Legal Liability

Business Automobile Liability – including owned, non-owned and hired car coverage

Combined Single Limit - $1,000,000 each accident

Excess/Umbrella Liability $1,000,000 per occurrence

NOTE 1: The commercial general liability insurance shall include contractual liability. The contract documents include an indemnification provision(s). The County makes no representation or warranty as to how the Successful Bidder's insurance coverage responds or does not respond. Insurance coverages that are unresponsive to the indemnification provision(s) do not limit the Successful Bidder's responsibilities outlined in the contract documents.

NOTE 2: The intent of this insurance specification is to provide the coverage required and the limits expected for each type of coverage. With regard to the Business Automobile Liability and Commercial General Liability, the total amount of coverage can be accomplished through any combination of primary and excess/umbrella insurance. However, the total insurance protection provided for Commercial General Liability or for Business Automobile Liability, either individually or in combination with Excess/Umbrella Liability, must total $3,000,000 per occurrence. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded the County of Caroline. This policy shall be endorsed to be primary with respect to the additional insured.

NOTE 3: Title 65.2 of the Code of Virginia requires every employer who regularly employs three or more full-time or part-time employees to purchase and maintain workers' compensation insurance. If you do not purchase a workers' compensation policy, a signed statement is required documenting that you are in compliance with Title 65.2 of the Code of Virginia.

NOTE 4: The certificate holder on the Accord form shall be:

County of Caroline, Virginia Department of Public Works/Utilities P.O. Box 424 Bowling Green, VA 22427

ATTACHMENT B

PROPOSAL SIGNATURE SHEET

My signature certifies that the proposal as submitted complies with all requirements specified in this Request for Proposal ("R.F.P.").

My signature also certifies that by submitting a proposal in response to this R.F.P., the Offeror represents that in the preparation and submission of this proposal, the Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person or business entity, or enter into any agreement, participate in any collusion, or otherwise take any action in the restraining of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1) or

Sections 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

I hereby certify that I am authorized to sign as a legal representative for the business entity submitting this proposal.

LEGAL NAME OF OFFEROR (DO NOT USE TRADE NAME):

ADDRESS:

SIGNATURE:

NAME OF PERSON SIGNING (print):

TITLE:

TELEPHONE:

FAX:

E-MAIL ADDRESS:

DATE:

ATTACHMENT B

PROPOSAL SIGNATURE SHEET

Company Legal Name:

PLEASE SPECIFY YOUR BUSINESS CATEGORY BY CHECKING THE APPROPRIATE BOX(E.S.)

BELOW.

(Check all that apply.)

SUPPLIER REGISTRATION – The County of

Caroline encourages all suppliers interested in doing business with the County to register with eVA, the Commonwealth of Virginia's electronic procurement portal, http://eva.virginia.gov.

eVA Registered? Yes No

SMALL BUSINESS

WOMEN-OWNED BUSINESS

MINORITY-OWNED BUSINESS

SERVICE-DISABLED VETERAN

EMPLOYMENT SERVICES ORGANIZATION

NON-SWaM (Not Small, Women-owned or Minority-owned)

If certified by the Virginia Minority Business Enterprises (DMBE), provide DMBE certification number and expiration date.

NUMBER DATE

DEFINITIONS

For the purpose of determining the appropriate business category, the following definitions apply:

"Small business" means a business, independently owned and controlled by one or more individuals who are U.S. citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or annual gross receipts of $10 million or less averaged over the previous three years. One or more of the individual owners shall control both the management and daily business operations of the small business.

"Women-owned business" means a business that is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest is owned by one or more women who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

"Minority-owned business" means a business that is at least 51 percent owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership inte rest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals.

"Minority individual" means an individual who is a citizen of the United States or a legal resident alien and who satisfies one or more of the foll owing definitions:

1. "African American" means a person having origins in any of the original peoples of Africa and who is regarded as such by the community of which this person claims to be a part.

2. "Asian American" means a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands, including but not limited to Japan, China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern Mariana Islands, the Philippines, a U.S. territory of the Pacific, India, Pakistan, Bangladesh, or Sri Lanka and who is regarded as such by the community of which this person claims to be a part.

3. "Hispanic American" means a person having origins in any of the Spanish-speaking peoples of Mexico, South or Central America, or the Caribbean Islands or other

Spanish or Portuguese cultures and who is regarded as such by the community of which this person claims to be a part.

4. "Native American" means a person having origins in any of the original peoples of North America and who is regarded as such by the community of which this person claims to be a part or who is recognized by a tribal organization.

"Service disabled veteran business" means a business that is at least 51 percent owned by one or more service disabled veterans or, in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the corporation, partne rship, or limited liability company or other entity is owned by one or more individuals who are service disabled veterans and both the management and daily business operations are controlled by one or more individuals who are service disabled veterans.

"Service disabled veteran" means a veteran who (i) served on active duty in the United States military ground, naval, or air service, (ii) was discharged or released under conditions other than dishonorable, and (iii) has a service-connected disability rating fixed by the United States Department of Veterans Affairs.

"Employment services organization" means an organization that provides community-based employment services to individuals with disabilities that is an approved Commission on Accreditation of Rehabilitation Facilities (CARF) accredited vendor of the Department of Aging and Rehabilitati ve Services.

http://eva.virginia.gov/

ATTACHMENT C

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION

NAME OF FIRM/OFFEROR:

Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of Va. Code § 2.2-4342.F in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected including the section of the proposal in which it is contained, the page numbers, and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. In addition, a summary of proprietary information submitted shall be submitted on this form. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. If, after being given reasonable time, the Offeror refuses to withdraw such a classification designation, the proposal will be rejected.

SECTION/TITLE

PAGE

NUMBER(S)

REASON(S) FOR WITHHOLDING FROM

DISCLOSURE

ATTACHMENT D

VIRGINIA STATE CORPORATION COMMISSION (S.C.C.)

REGISTRATION INFORMATION

The Bidder or Offeror:

is a corporation or other business entity with the following S.C.C. identification number:

________________________________ -OR-

is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR-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/Offeror 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 offer or's out-of-state location) -OR-is an out-of-state business entity that is including with this bid/proposal an opinion of legal counsel which accurately and completely discloses the undersigned Bidder's/Offeror's current contacts with Virginia and describes why whose 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.

Please check the following box if you have not checked any of the foregoing…