CITY OF RICHMOND

DEPARTMENT OF PROCUREMENT SERVICES

RICHMOND, VIRGINIA

(804) 646-5716

Monday, June 29, 2026

Invitation For Bid No. IFB #260019489 for E. Broad St over Abandoned Railroad Spur Bridge Superstructure Replacement

Due Date & Time: Thursday, August 13, 2026 2:00 pm

Request for Proposal Prepared by:

Name: Freddy Sharpe

Title: Senior Procurement Analyst

Telephone: (804) 646-5722

Email: freddy.sharpe@rva.gov

Department of Procurement Services https://www.rva.gov/index.php/procurement-services/solicitations

City of Richmond

E. Broad St over Abandoned Railroad Spur Bridge Superstructure

Replacement

1. STATEMENT OF WORK

1.1. Purpose

1.2. Statement of Work

1.3. Prequalification

2. GENERAL CONDITIONS OF THE CONTRACT

2.1. Definitions

2.2. City of Richmond Terms and Conditions

2.3. Instructions to Bidders

2.4. Award and Execution of Contract

2.5. Performance of the Contract

2.6. Control of the Contract

2.7. Payments

2.8. Remedies

2.9. Unit Price Contracts

2.10. Dispute Resolution

3. SPECIAL CONDITIONS OF THE CONTRACT

3.1. Bidder Not Debarred

3.2. Minority Business Participation

4. FORMS AND ATTACHMENTS

4.1. Pricing Proposal

4.2. Bidder Questionnaire

4.3. Attachments

Attachments:

A - SIGNATURE SHEET

B - STATEMENT OF NO OFFER

#IFB #260019489

Title: E. Broad St over Abandoned Railroad Spur Bridge Superstructure Replacement

C - STATE CORPORATION COMMISSION FORM

D - CONSENT TO ACCEPT ELECTRONIC SIGNATURES

E - City of Richmond Bid Bond

F - City of Richmond Performance Bond

G - City of Richmond Labor and Material Payment Bond

H - Field Change Order Directive (FCOD)

I - Proposed Change Order Form (PCO Form)

J - Construction Change Order Summary

K - ACH-Direct Deposit Form

L - EDI Payment Agreement for Contractors

M - Construction Contractor Performance Evaluation

N - Affidavit of Payment and Claims

O - Minority Business Development Cover Letter

P - MBE-ESB - 1 PARTICIPATION COMMITMENT PREQUALIFICATION

FORM

Q - MBE-ESB - 2 PARTICIPATION FORM

R - Construction Contract - Example

S - myCOI Sample Certificate

T - City of Richmond Special Provisions_UPC 118541

U - VDOT Special Provisions_UPC 118541

V - UPC 118541 Load Rating QC Checklist_15Apr2026

W - UPC 118541 Basis of Design_12May2026

X - UPC 118541 Plans_09June2026

Y - C-48

Z - C-104

AA - C-105

BB - SP107-001510-06_VDOT_Interim_DBE

CC - VDOT_Forms_and_Picklists

1. STATEMENT OF WORK

1.1. Purpose

The City of Richmond is accepting bids for the replacement of the superstructure of the existing structurally deficient bridge carrying East Broad Street (US 250) over the CSX Transportation (CSXT) right-of-way (UPC No. 118541). The project includes, but is not limited to, the removal and replacement of bridge superstructure, repair/replacement of sidewalks, curbing, pavement markings, signs, maintenance of traffic, erosion and sediment control, and lighting. The project encompasses existing roadway and bridge infrastructure and is located within existing right-of-way. Improvements to the bridge will be completed above grade and will require minimal ground disturbance.

Typical Section: The project typical section includes a 4-lane roadway and sidewalks on each side of the street. The general section includes a 10’-11” travel lane in each direction. There will be a 10’-4” sidewalk on each side of the bridge in the final condition. As there is no proposed change to the alignment, slope, or profile of the bridge, no fill or excavation will be required.

Bridge: The bridge (Federal Bridge ID: 21575) was constructed in 1909 and is eligible for listing in the

National Register of Historic Places as a contributing element to the Shockoe Valley Tobacco Row

Historic District (DHR ID 127-0344). The bridge is classified as a simple span concrete-encased rolled steel beam bridge. The bridge roadway width is currently 42 feet curb-to-curb with 10’-9” sidewalks on each side of the roadway. The substructure consists of reinforced concrete abutments and wingwalls. The bridge superstructure will be replaced with a 36’-3” long precast box girder system. The final roadway width over the bridge will match the existing structure, accommodating a 10-foot and-11 foot vehicular travel lane in each direction and 10’-4” sidewalks on each side. Portions of the existing abutments will be demolished and reconstructed such that the final roadway profile will match the existing profile.

1.2. Statement of Work

1.2.1. Project Identification

A. Project Title: E Broad Street Over Abandoned RR Spur (127-1852) Superstructure Replacement

B. UPC No: 118541

C. City Project No: 107702

D. State Project: U250-127-100

E. Federal Project No: 21575

F. DPW Drawing No: O-29058

1.2.2. Acronyms and Definitions

The Definitions, Abbreviations, Acronyms and Terms as presented in Section 101 of the 2020 Virginia

Department of Transportation Road and Bridge Specifications are incorporated by reference. The additional following is a summary of Acronyms and Definitions as noted within this document. Use of these terms will be throughout this section.

A. A&E of Record: Architect or Engineer of Record for the project.

B. ADA: Americans with Disabilities Act.

C. Agency: Refers to the City of Richmond and other representative departments responsible for the oversight of the proposed project.

D. AHJ: Agency having Jurisdiction.

E. CAD: Computer Aided Design generated documents.

F. CO: Contracting Officer.

G. COR: Change Order Request

H. GC: General Contractor.

I. Complete in Place: Means all work shall be fully completed and not left in an unfinished condition, prior to engaging in any additional tasks.

J. Owner’s Representative: Designated party that has been delegated authority to conduct inspections, monitor and/or perform testing and report to owner all and any issues of significance.

K. PM: City Project Manager or designated authority.

L. Project Closeout: Term utilized to describe certain collective project requirements, signifying completion of the work that is to be fulfilled to achieve contract completion in preparation for final payments to the respective parties.

M. RFI: Request for information, formal written submittal to the A&E of Record, the contracting officer, to obtain further clarification on matters relating to the solicitation process, contract documents, construction documents, or other subject matter relating to construction phase activities.

N. SC: Subcontractor, a designated firm in which a contractual agreement is binding between the

Construction Manager/General Contractor.

O. SSC: Sub-subcontractor, a designated firm in which a contractual agreement is binding between the Subcontractor.

P. Third Party: Designated as a company, firm, or special inspections service provider that is under a contractual agreement with the City of Richmond, to perform professional and/or non-professional services for the project.

1.2.3. Scope of Work

A. The scope of work will include, but is not limited to, demolition and replacement of the existing vehicular bridge superstructure, erosion and sediment control, new pavement and pavement improvements, pavement markings, and phased maintenance of traffic operations along East

Broad Street.

B. To support the existing substructure throughout phased construction, temporary abutment shoring will be required.

1.2.4. Place and Period of Performance

A. The project will be performed at E Broad Street bridge over the abandoned railroad spur.

B. Work is permitted on this project from 07:00 to 23:00 daily, Monday through Friday, in accordance with the City’s sound ordinance.

C. No work shall be performed on Saturday, Sunday, or the following holidays or special events without written consent of the City:

1. New Year’s Day

2. Memorial Day

3. Independence Day

4. Labor Day

5. Thanksgiving Day

6. Christmas Day

D. The period of performance for the project shall be 545 consecutive calendar days from the

Notice to Proceed.

1.2.5. Applicable Documents

A. All work shall be performed in accordance with the official plans and specifications as noted below:

1. City of Richmond and the Virginia Department of Transportation standards and specifications, most recent edition.

2. Latest versions of Virginia Department of Transportation (VDOT) 2020 Road and Bridge specifications, 2016 Road and Bridge Standards

3. VDOT Work-Area Protection Manual (VWAPM) version 11.0, January 2026 - final

4. Attachment T - City of Richmond Special Provisions_UPC 118541

5. Attachment U - VDOT Special Provisions_UPC 118541

6. Attachment V - UPC 118541 Load Rating QC Checklist_15Apr2026

7. Attachment W - UPC 118541 Basis of Design_12May2026

8. Attachment X - UPC 118541 Plans_09June2026

B. The GC shall refer and conform to these documents and shall construct the proposed systems per the approved specifications and approved construction drawings.

1.2.6. Points of Contact

A. The main point of contact for this project is the City PM. Unless otherwise authorized, the

Contractor shall not contact the A&E of Record or other Agency representatives for any matter.

B. The list below is a list of contacts for the project. As noted the PM shall be the primary point for the project.

Agency Project Team

Department of Public Works

Timothy J. Lewis, PE

Engineer, Principal

Project Manager

804-401-6920 timothy.lewis3@rva.gov

Engineer of Record

Timmons Group

Consultant Construction Manager

(TBD)

1.2.7. Personnel

A. The Contractor shall submit a list of key personnel that will be assigned to the project/project areas. The list shall comprise of the following:

1. Name of Individual

2. Company Title/Position

3. Contact Numbers – Office and Mobile

4. E-mail Address

B. If personnel are removed from the project, the Contractor shall immediately notify the PM of the personnel change.

C. The Contractor shall seek approval from the PM prior to assigning new personnel to key positions overseeing the project.

1. The Contractor shall provide at minimum five (5) business days' notice of the change in personnel.

2. Following approval, the Contractor shall issue a revised key personnel chart to the PM.

1.2.8. Safety

A. Prior to assuming any construction activities, the Contractor shall submit a site safety plan and company safety plan to the PM, Consultant Construction Manager, and A&E of Record.

B. The Contractor shall submit a list of emergency contact numbers to both the PM and A&E of

Record; such list shall also be posted on-site in an area that can be readily visible to first responders and others in the event of an emergency.

C. The Contractor shall immediately report any accidents or incidents to the PM or PM designee.

Post-accident reports shall be submitted to both the PM/PM designee and A&E of Record for further review.

1.2.9. Existing Utilities

A. Improvements were developed using survey in the project corridor. Utilities are shown based on record and survey data. Exact condition of existing utilities is unknown. The City strongly recommends that the Contractor assess and document the condition of any utility in the work area prior to beginning work as part of the requirement to verify location and condition of existing utilities.

B. Coordination with Verizon will be required to ensure telecom utilities remain supported and in service throughout demolition and construction. Coordination with Richmond Department of

Public Utilities will be required to ensure temporary shut-off and replacement of in-plan water utilities. Notice shall be provided to Dominion Energy regarding electric conduit replacement prior to initiating work.

1.2.10. Quality Control and Acceptance Testing

A. The Contractor shall be responsible for Quality Control (QC) on the project. The Contractor shall review all construction work and other associated activities on the project to verify conformance with the approved construction documents. The Contractor, and their subcontractors, are prohibited from using the same testing firm(s) that the Owner will use on the project for their quality assurance/independent assurance testing.

B. Acceptance testing and Independent Assurance will be done, at a minimum, by the Owner in accordance with VDOT standards, procedures, and Virginia Test Methods. The Owner and/or designee(s) will review all work and other associated activities on the project to verify conformance with the contract.

1.2.11. Project Permits

The Contractor shall obtain a City Work in Street Permit for the project. This permit is provided gratis to contractors on City projects.

1.2.12. Change Orders

A. Should unforeseen events occur that expand the initial scope, the Contractor shall submit a change order request (COR) to the A&E of record and PM. The Contractor shall provide a PDF on the City’s Proposed Change Order form of the COR outlining the basis of the request in which a change order is justified with supporting documentation to substantiate additional costs, increases, or requests for additional time.

B. The request will be thoroughly reviewed by the A&E of record, PM, and Department of

Procurement Services (DPS) prior to accepting or rejecting the request. This review will take a minimum of ten (10) business days.

1.2.13. Project Closeout

Project closeout shall entail a number of conditions and terms be satisfactorily met before the final payment per the last schedule of values. Prior to close out of the project, the City’s Construction Project

Manager shall certify there are not outstanding items pending on the project punch list and also the receipt of the Affidavit of Claims. Close out of the project shall be at the discretions of the PM or their designee.

1.2.14. Deliverables

The Deliverables for the project shall include, but be not limited to, the following items which shall be relinquished to the City:

A. Progress Schedule. The Contractor shall submit to the City and Architect/Engineer for review and approval a proposed CPM-type Project Schedule within seven (7) calendar days prior to beginning work.

1. The schedule must show the anticipated time of commencement and completion of each of the various operations to be performed under this Contract, together with all necessary and appropriate information regarding sequence and correlation of work, and an estimated time required for delivery of all materials and equipment required for the project including a schedule of submission for submittals, shop drawings, and samples.

2. The proposed Project Schedule shall include each major milestone to be achieved for the duration of the project that directly coincides with the critical path. The milestones should include, but are not limited to, the following:

a. Activities such as award of subcontracts,

b. Material buyouts,

c. Submittal approvals,

d. Mobilization,

e. All construction activities, and

f. Associated inspections/testing.

1. The proposed Project Schedule shall be revised as directed by the City or Architect or Engineer until approved and shall be considered the approved Project Schedule and strictly adhered to by the Contractor. The Project Schedule may only be revised per submittal by the Contractor of a proposed Project Schedule revision in sufficient detail as determined by the City for review and approval by the City.

2. Project Schedule progress updates shall be provided at each bi-monthly Project Meeting and the

Project Schedule progress updates submitted at these meetings are not to be considered as Project

Schedule revisions or as a submittal for a Project Schedule revision.

B. VDOT Forms for Source of Materials. The Contractor shall submit source of material/C-25 forms for all materials to be used on the project. Materials shall come from sources approved by VDOT or approved by the City, where applicable. No materials shall be delivered for use on the project without prior approval of the C-25 form.

C. Shop Drawings. The Contractor shall submit Shop Drawings for all work requiring fabrication in accordance with City and VDOT specifications.

D. Payment Reporting/Certifications. This project is federally funded and subject to the Davis Bacon

General Decision VA20260126. The Contractor shall submit documentation in the timeframes indicated to ensure compliance. VDOT Civil Rights documents shall be submitted as indicated on the chart labeled "Appendix 17 C - Civil Rights Requirements during Construction". The City Minority

Business “Monthly Compliance Report” (MBE-3) shall be submitted with pay requests/invoices.

E. As-Built Drawings. The Contractor shall ensure that As-Built drawings are kept up to date throughout the project. Drawings will be reviewed periodically as part of the draft monthly pay application review and approval process. Monthly pay application processing may be delayed if as-built drawings are not up to date. All as-built drawings (one–hard copy and three electronic copies) are required by Final

Completion of the project per review and approval requirements.

F. Inspection and Acceptance. Inspections of the new installations shall be coordinated by the

Contractor who shall be responsible for scheduling of the inspections with the City, City’s representative, and/or A&E of Record.

1. A minimum of ten (10) business days advanced notice will be required and will be subject to change based on the availability of all parties.

2. In-progress work will be tested and/or accepted in accordance with the project Construction

Quality Assurance Plan (CQAP).

3. Items requiring special inspection and acceptance will be inspected by the A&E of Record. Other items will be inspected by the City’s representative.

4. Final acceptance testing will be coordinated by the Contractor and shall be scheduled at a time in advance to ensure presence of appropriate personnel. Acceptance shall be done in accordance with the project’s Construction Quality Assurance Plan, VDOT specifications, and this project’s

Special Provisions. A final system acceptance test will be conducted by the Contractor to ensure proper operation. Once the Contractor completes the final system acceptance tests and the City and/or A&E of Record acknowledge satisfactory completion and ninety (90) days of continuous operation, the system implementation will be deemed complete.

5. The Contractor shall provide a warranty for one year from final acceptance. The warranty period shall not commence until the final acceptance letter is issued by the City.

1.2.15. Disadvantaged Business Enterprise Requirements

A. Due to pending changes to the DBE program, the DBE goal for this Contract is 0%.

B. The Contractor will not be required to submit forms C-49, C-110, C-111, or C-112.

C. The Contractor shall be required to submit forms C-48 and C-63 omitting answers regarding gender and ethnicity.

1.2.16. Contract Type

A. The contract shall be a unit price type of contract agreement between the City of Richmond and the selected GC.

B. The contractor shall be a “Class A contractor” licensed in the Commonwealth of Virginia, have a

“Heavy Highway” designation and VDOT prequalified for the work type.

1.3. Prequalification

A. This project has not been prequalified under the Code of the City of Richmond, Section 21-46.

B. This is a Federal-aid project which requires that all Bidders be prequalified by the Virginia

Department of Transportation (VDOT).

1. Bidders whose prequalification is pending approval may submit a bid but must provide proof of prequalification status prior to accepting award.

2. Subcontractors must be VDOT prequalified at the "Subcontractor Only" level or above prior to beginning work.

2. GENERAL CONDITIONS OF THE CONTRACT

2.1. Definitions

When used in these provisions or elsewhere in the Contract Documents, the following terms, or pronouns used in place of them, shall have the meaning ascribed to them in this section, unless it is apparent from the context that a different meaning is intended.

2.1.1. Architect or Engineer

Means an individual, firm, partnership, association, properly qualified person or the legally authorized representative(s), designated by the Owner, experienced in and legally qualified to practice the profession involved for the administration of the contract, inspections and testing. The term shall apply to the Owner when the Owner is acting as its own Architect or Engineer.

2.1.2. As Built Drawings

Means reproducible drawings with all changes that have been made to the original construction drawings prior to the completion of the project.

2.1.3. Calendar Day

Means each day shown on the calendar beginning at 12:00 Midnight, including Saturdays, Sundays and

Holidays. The term “day” shall mean calendar day whether or not expressly identified.

2.1.4. Contract or Contract Document

Means the written agreement executed by the Owner and Contractor setting forth the obligations of the parties, including but not limited to performance of the work, furnishing of labor, equipment and materials, and the basis of payment. It shall include but not necessarily be limited to the Request for

Qualifications, Contractor’s Submittal, the Invitation for Bid, the Bid, the General Conditions of the

Contract, Special Provisions, Performance Bond, Payment Bond, Certificate of Insurance, Drawings, Specifications, Addenda, Minority Enterprise Business forms, written Change Orders, extra Work Orders, and Agreements required to complete the construction of the project, including authorized extensions thereof, in an acceptable manner, all of which constitute one instrument.

2.1.5. Contractor

Means any person, firm, association, joint venture, partnership or corporation that for a fixed price, commission, fee or percentage undertakes to bid upon, or accepts or offers to accept orders for performing or superintending in whole or in part the construction, demolition, removal, repair or improvement of any building or structure.

2.1.6. Field Order

Means an Architect or Engineer’s instructions to the Contractor issuing interpretation of the Contract

Documents, or ordering minor changes in the work not involving changes in the Contract time or Contract amount.

2.1.7. Minority Business

Minority business enterprise means a business at least fifty-one percent (51%) of which is owned and controlled or fifty-one percent (51%) minority-owned and operated by minority group members or, in case of a stock corporation, at least fifty-one percent (51%) of the stock which is owned and controlled by minority group members.

Minority group members means citizens of the United States who are Blacks, Hispanics, Asians, Indians, Eskimos or Aleuts.

Minority, in the context of construction contracts, means a minority that has been subjected to legally mandated racial segregation in Richmond.

Disadvantaged business means a small business that is owned or controlled by a majority of persons, not limited to members of minority groups, who have been deprived of the opportunity to develop and maintain a competitive position within the economy because of social disadvantages.

2.1.8. Mistake

Means every type of error, clerical or otherwise.

2.1.9. Notice

Means all written notices, including demands, instructions, claims, approvals and disapprovals, required or authorized under the Contract Documents.

2.1.10. Notice To Proceed

Means the written instruments allowing the contractor to proceed with the development of submittals, ordering of materials and any other preparation required to adequately start the Work.

2.1.11. Operating and Maintenance Instructions

Means all documents specifically written or marked cut sheets for the project on all major components, bound or otherwise assembled in booklet form. Furnish for each major piece equipment operation instructions, maintenance procedures and parts list.

2.1.12. Owner

Means the City of Richmond, Virginia, acting by and through its authorized agent(s) or representative(s).

2.1.13. Performance Time

Means the length of time allowed for the execution of the Work, including any authorized time extensions. Performance time shall include all lead times for materials, submittal preparation and other administrative matters outside of bond issuance.

2.1.14. Plans

Means those drawings specifically referred to as such in the Contract Documents. Supplementary drawings issued after Contract Award showing changes in the work shall be binding upon the Contractor with the same force as the Plans.

2.1.15. Similar

Where the word "similar" appears on the drawings or specifications, it shall be interpreted in its general sense and not as meaning identical, and all details shall be worked out in relation to their location and their connection with other parts of the work, and it shall be equal in quality and performance.

2.1.16. Subcontractor

Means a person, partnership or corporation to whom the Contractor, with written consent of the Owner, sublets part of the work. A Subcontractor has no contractual relationship with the Owner.

2.1.17. Substantial Completion

Means that the Work has progressed to the stage where the entire project, including mechanical, electrical, and equipment installations, can be occupied or used by the Owner for its intended purpose, and when any remaining work can be done without interfering with the Owner's use and formal instruction on all major equipment operation and maintenance, both verbal and written, along with as-built reproducible drawings have been given. The Owner will notify the Contractor, in writing, the date of substantial completion has been reached, based on the recommendation of the Architect or Engineer.

2.1.18. Work

Means everything express or implied required to be furnished and performed by the Contractor under the

Contract and shall include both Contract Work and Extra Work.

2.2. City of Richmond Terms and Conditions

2.2.1. Advertising Clause

It is understood and agreed that, in the event a contract is awarded for the supplies, equipment, or services included in this proposal, that no indications of such sales or services to the City of Richmond will be used in any way in product literature or advertising unless with written approval of the City of Richmond and only for bibliographical and curriculum vitae purposes.

2.2.2. Applicable Law and Courts

This solicitation and any resulting contract shall be governed in all respects by the laws of the City of

Richmond and any litigation with respect thereto shall be brought in the courts of the City. In performing the Work under the Contract, the Contractor shall comply with applicable Federal, State, and Local laws and regulations.

2.2.3. Assignment & Subcontracting

The Contractor shall not assign the Contract or any parts of the Contract without the prior written consent of the Owner nor shall the Contractor assign any monies due or to become due hereunder without the prior written consent of the Owner.

The Contract shall not be subcontracted without the prior approval of the City of Richmond.

2.2.4. Audit

The City reserves the right to audit all aspects of the Contract: the vendor’s financial capability and accounting system, basis for progress payments, compliance with applicable laws, as well as appropriate vendor records. The City further reserves the right to review, on demand and without notice, all files of any subcontractor employed by the Contractor to provide services or commodities under this Contract where payments by the City are based on records of time, salaries, materials or actual expenses. In cases where the vendor maintains multiple offices, records to be audited should be maintained locally or be deliverable to a location in the metro-Richmond area.

2.2.5. Authorized Signature

All bids must be signed in order to be considered. If the bidder is a firm or corporation, the bidder must show the title of the individual executing the bid and a resolution authorizing the individual to sign the bid and subsequent contract.

2.2.6. Availability of Funds

It is understood and agreed between parties to any agreement resulting from this proposal that the City shall be bound hereunder only to the extent of funds available or which may hereunder become available for the purposes of this Agreement.

It is further understood and agreed between the parties to any agreement resulting from this proposal that the City shall not be obligated to purchase or pay for insurance or services covered by this Agreement unless and until they are ordered, delivered, or performed for the City.

2.2.7. Award

The City of Richmond will make the award to the lowest responsive/responsible bidder. The Department of Procurement Services reserves the right to conduct any test it may deem advisable and to make all evaluations necessary. The City of Richmond also reserves the right to reject any or all bids/proposals, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the City of Richmond to be in its best interest. The City also reserves the right to award in whole or in part; to one vendor or multiple vendors, whichever is deemed to be most advantageous and in the best interest of the City.

2.2.8. Century Compliance

Hardware, software and firmware products, individually and in combination, shall be capable of processing dates that cross or span century boundaries with the correct system date, without human intervention, including leap year calculations and shall also provide correct results when moving forward or backward in time or century.

2.2.9. Contractor Accessibility

It is understood and agreed that in the event of equally qualified (and responsive) bidders for an award, the award shall be granted to the bidder with the greatest degree of accessibility to the City officials responsible for administering the Contract. (This policy shall not apply if specifically prohibited.)

2.2.10. Default

In case of default of the successful bidder, or it fails to deliver the supplies or services ordered by the time specified, the City, after due notice (verbal or in writing), may procure them from other sources and hold the bidder responsible for any excess cost occasioned thereby. This remedy shall be in addition to any other remedies available to the City.

2.2.11. Delivery

Time of proposed delivery shall be stated in number of calendar days. General terms such as "stock", "immediately", and "as soon as possible", may because for rejection. Unless otherwise specified, quote earliest delivery date as it may be considered a factor in making award.

2.2.12. Descriptive Literature

Bidder shall submit with its bid descriptive literature of equipment or supplies, which it proposes to furnish, if such articles are of a different manufacture than those specified herein. Should the description furnished in such literature differ from the specifications submitted by the City, and no mention is made to the contrary, it shall be construed to mean that the bidder proposes to furnish equipment or supplies in accordance with such description and not in accordance with the City's specifications, and its bid will be evaluated accordingly.

2.2.13. Drug Free Work Place

City Resolution No. 2000-R197-191 prohibits the City of Richmond from contracting with any vendor that fails to comply with this policy. The vendor by its signature hereto certifies that it has taken and shall continue to take appropriate and effective action to (1) educate its employees about the dangers of drug abuse in the workplace; (2) provide its employees with effective drug counseling, rehabilitation and employee assistance programs; (3) discipline employees who violate the requirement of a drug free workplace, and (4) minimize, to the greatest extent possible, the risks of drugs entering the workplace. The vendor is also prohibited from contracting with any other party that fails to comply with this policy.

Failure by a vendor or its subcontractor to comply with the provisions outlined above will be cause for termination of the contract.

2.2.14. Employment Discrimination

The City of Richmond prohibits employment discrimination by its contractors. In accordance with section 21-70 of the Richmond City Code, during the performance of every contract over $10,000, the contractor agrees as follows: (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 requirement of this section. The Contractor will include the provisions of this section in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

2.2.15. Ethics in Public Contracting

By submitting a Bid in response to this Invitation for Bids, the bidder certifies and warrants that (i) it has not violated any provisions of federal law, the Code of Virginia, the Richmond City Charter, or the

Richmond City Code (ii) its Bid is made without collusion or fraud, (iii) it has not offered or received any kickbacks or inducements from any other contractor, supplier, manufacturer or subcontractor in connection with its bid and (iv) it has 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. The bidder agrees that if such warranty is in any respect breached, such breach shall constitute a material breach of any contract that the City may award to it and it shall pay to the City the full price agreed by the City to be paid for the supplies, materials, equipment or services to be furnished under its bid.

2.2.16. Faith Based Organizations

The City of Richmond does not discriminate against faith-based organizations. By signing its bid, the bidder, if a faith-based organization, agrees that it understands the requirements of City Code §21-43 (Va.

Code § 2.2-4343.1).

2.2.17. Incorporation of Policies and Procedures

This solicitation is subject to the provisions of the Chapter 21 of the Code of the City of Richmond, the

Department of Procurement Services Policies and Procedures and the Virginia Public Procurement Act and any revisions thereof, which are hereby incorporated into this contract by reference. Copies of these documents may be viewed at the City of Richmond’s website (www.RichmondGov.com).

2.2.18. Indemnity

The Vendor agrees to defend, save harmless and indemnify the City from and against any and all claims for damages against the City caused by the Vendor’s errors, omissions or negligent acts in the performance of this contract.

2.2.19. Informalities

The City reserves the right to waive any informality in bids. Bids making exceptions to terms and conditions included in this Invitation may be considered, but preference may be given to those who do not make such exceptions.

2.2.20. Invoicing

The Contractor shall submit invoices that include the following: unique invoice number; corresponding purchase order number; and, Contractor’s Federal Tax Identification Number (TIN). All invoices must be itemized and include sufficient detail to enable the City to ensure that the item was ordered and corresponds with the Contract price for the item. Failure to include the aforementioned information on the invoice may result in the invoice being rejected, returned, and unpaid. The Contractor shall submit the original invoice to either:

accountspayable@rva.gov or

City of Richmond

Accounts Payable

900 East Broad Street

Richmond, VA 23219

2.2.21. Insurance

The Contractor shall provide and keep in full force and effect during the performance of the contract the kinds and amounts of insurance prescribed in this paragraph, and shall comply with all other provisions of this paragraph. Such insurance shall be provided and kept in full force by insurance companies authorized to do business in the Commonwealth of Virginia and acceptable to the City. The Contractor shall pay all premiums and other costs of such insurance. It will be assumed that the consideration paid or http://www.richmondgov.com/ to be paid to the Contractor for the performance of the contract includes the premiums and other costs of such insurance and that the City shall not be responsible therefor. Each insurance Policy and Certificate of Insurance shall be signed by duly authorized representatives of such insurance companies which shall be licensed to business in the Commonwealth of Virginia and shall be countersigned by duly authorized local agents of such companies. The certificates and evidence of coverage will be complete before the

City signs the contract.

All Certificates of Insurance shall show the Contract Number. The Contractor shall not be required to furnish the City with copies of the insurance contracts required by this paragraph unless requested from time to time by the Director of Procurement but the Contractor shall provide a Certificate of Insurance issued by such insurance companies in which the company shall irrevocably warrant that the insurance is provided to enable the Contractor to comply with and provide the required insurance provided. However, in no event shall the Insurance Contract be expanded to afford coverage which is greater than the maximum coverage approved for writing in the Commonwealth of Virginia., All insurance contracts and policies shall provide, or be endorsed to provide, (i) subrogation against the City shall be waived; (ii) the

City and its officers, employees, agents and volunteers shall be named as an additional insured, except for

Workers Compensation; (iii) coverage will not be canceled or modified by the insurer for non-payment of premiums without thirty (30) days prior notice to the City; (iv) the insolvency or bankruptcy of any of the insured shall not release the insurer from its obligation to satisfy claims otherwise within the coverage of such policies. The City reserves the right to require, without cause, insurance in greater amounts than those set out below in this paragraph on any Contract, provided notice of such requirements is given prior to final acceptance of the Bid. The insurance contract shall provide that the insolvency or bankruptcy of any of the insured shall not release the insurer from its obligation to satisfy claims otherwise within the coverage of such policies.

SCHEDULE OF INSURANCE COVERAGE

A. Commercial General Liability Insurance with a combined single limit of not less than $1,000,000 per occurrence.

B. Automobile Liability Insurance with a combined limit of not less than $1,000,000 per occurrence.

C. Statutory Workers’ Compensation and Employers’ Liability with the Alternate Employers

Endorsement WC 000301. If any employee of the Contractor is not subject to the provisions of the Virginia Worker's Compensation Act, the Contractor shall nevertheless insure payment of the same compensation to such employee as is provided for by the Virginia Worker's Compensation

Act.

D. Professional Errors and Omissions Insurance with limits of not less than $1,000,000 per occurrence. (Submit only if applicable.)

E. Other insurance as required based upon the nature of the contract.

All insurance contracts shall name the City as an additional insured.

Further, the Contractor shall assume the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any negligent act or omission or any willful misconduct on the part of the Contractor, its subcontractors, agents or employees under or in connection with the IFB or the performance of or failure to perform any work required by the IFB. The

Contractor shall save harmless and indemnify the City and its agents, volunteers, servants, employees and officers from and against any and all claims, losses or expenses, including but not limited to court costs and reasonable attorney’s fees, which either or both of them may suffer, pay or incur as the result of claims or suits do to, arising out of or in connection with any and all such damage, real or alleged, to the extent caused by the Vendor’s negligence or willful misconduct. The Contractor shall, upon written demand by the City, assume and defend at the Contractor’s sole expense any and all such suits or defense of claims.

All Certificates of Insurance shall show the Certificate Holder as:

City of Richmond C/O myCOI P.O. Box #501970 8710 Bash Street Indianapolis, IN 46256

2.2.22. Interchangeability of Terms

Where used in these solicitations the terms “bid” and “proposal” should be interpreted to have the same meaning unless the intent is clearly defined otherwise.

2.2.23. Licenses, Permits and Fees

The successful contractor shall be required to obtain all necessary permits and licenses required by federal, state and local regulations, laws ordinances or rules. All bids submitted shall have included in price the cost of any business or professional licenses, permits or fees required by the City of Richmond or the Commonwealth of Virginia for the performance of this project.

2.2.24. Minority and Emerging Small Business Participation

It is the official goal of the City or Richmond to increase the dollar value of all contracts awarded to minority business enterprise and emerging small business (MBE/ESB) contractors and subcontractors to the highest level that is reasonably achievable for any particular field of contracting. To implement this policy, the City shall encourage minority participation through subcontracting and certain business development methods in contracting for services. Please submit the attached MBE/ESB Participation

Commitment Form, indicating the percentage of MBE/ESB participation you propose for this project.

2.2.25. MBE/ESB Reporting Requirement

Contract awardees are required to submit an MBE/ESB Monthly Compliance Report. This form must indicate all payments made to subcontractors during the period for which the City is being invoiced. You must also indicate on this form those subcontractors that are MBEs or ESBs. This form should be submitted directly to the Office of Minority Business Enterprise at City Hall. Vendors may call the

Office or Minority Business Enterprise at (804) 646-3985 for clarification on the City’s MBE/ESB participation or reporting requirements.

2.2.26. Mistakes in Bids

Bids may be withdrawn subject to all provisions and conditions for and outlined under City Code §21-

53. If a bid is withdrawn under authority of this section, the next lowest bidder shall be deemed to be the low bidder on the project.

2.2.27. Non-Discrimination

By entering into this Contract, the Contractor agrees to abide by the Civil Rights Act of 1964, the

American Disabilities Act of 1990, and City Code § 21-43. The City of Richmond does not discriminate against faith-based organizations.

2.2.28. Offset Clause

Pursuant to the Richmond City Charter, the City may withhold the payment of any claim or demand by any person, firm or corporation against the City until any delinquent indebtedness or other liability due the City from such person, firm or corporation shall first have been settled and adjusted.

2.2.29. Patents and Trademarks

By submission of bid, the bidder certifies that the merchandise to be furnished will not infringe any valid patent or trademark, and the successful bidder will, at its own expense, defend any and all actions or suits charging such infringement, and will save the City of Richmond, Virginia harmless in case of any such infringement.

2.2.30. Personnel

The personnel designated in the management summary for key positions shall not be changed except with the permission of the City. The City will only approve such change when, in its opinion, the substitute personnel have equal or greater qualifications and experience than those they replace.

2.2.31. Post Award

Following the selection and signing of a Contract, the Contract Specialist will notify those offerors whose proposals are not selected of the name of the selected offeror. Please keep in mind that it may take up to two months to award this Contract.

2.2.32. Public Inspection of Records

Public inspection of procurement documents shall be in accordance with City Code §21-5.

2.2.33. Property of Work

Any work resulting from the award of this Contract will become the sole property of the City of

Richmond. The successful offer shall not copyright any material or reports. And, upon request, the contracted vendor should turnover all work papers and related documents to the City.

2.2.34. Quantities

The quantities shown are estimates only and the city reserves the right to purchase only its requirements whatever the quantity may be, plus or minus, during the period specified.

2.2.35. Rejection of Bids

The City of Richmond reserves the right to reject any and all bids.

2.2.36. Samples

Samples of items, if requested, shall be furnished without charge, upon request within 10 days. Failure on the part of the bidder to pride such samples within the specified time frame or to comply with these instructions may be cause to consider the bid as non-responsive. If not destroyed and upon request at the time of submission, samples will be returned at the bidder’s expense.

2.2.37. Separate Invitations

Bid responses for separate bid invitations shall not be combined on the same form. Such bids may not be considered.

2.2.38. Travel Expenses

Travel expenses will be reimbursed at the prevailing City of Richmond rate(s). This will only be paid if another provision of this Contract allows for travel reimbursement.

2.2.39. Unit Pricing

Unless lump sum price is specifically requested, unit and extended prices should be given. Failure to do so may cause bid not to be considered. In case of error in extension of prices in the bid, the unit price shall govern.

2.2.40. Use of Brand Names

Where a brand or trade name appears in the specifications, it is understood that the brand or trade name referred to, or its approved equal, shall be furnished. If, however, the bidder proposes similar but not identical items, it must furnish full particulars. If no mention is made of any exceptions, it is assumed that it is bidding on the article mentioned and not an approved equal, and it will be required to deliver the exact article specified.

2.3. Instructions to Bidders

2.3.1. Receipt and Forms of Bid

The following required forms are to be completed and returned submitted with this bid package: the Bid

Form, Bid Security, MBE-2 Form, Unit Price Bid Sheet Price Schedule, VDOT C- 48, VDOT C-63, VDOT C-104 (Bid Affidavit), VDOT C-105 (Bid Affidavit)

To be considered, a bid must be submitted through the City’s e-Procurement Portal, OpenGov, on or before the time and date set forth on OpenGov for this Invitation for Bids. The City’s e-Procurement

Portal Clock is the official clock for the determination of all deadline dates and times. The City will not accept a bid that is late, regardless of any technical difficulties. Bidders submitting proposals should allow sufficient time for submission through OpenGov. The bidder shall not make any other distribution of bids.

However, materials or information received from a prospective contractor as result of a request by the

Contracting Officer shall not be considered a violation of this section.

Bids containing any conditions, omissions, unexplained deletions or alterations, or items not called for on the bid sheet may be rejected by the City as being incomplete or non-responsive.

2.3.2. Examination of Site and Drawings

Each bidder shall visit the site of the proposed Work and fully acquaint himself with conditions relating to construction and labor, so that he may fully understand the facilities, difficulties and restrictions attending the execution of the Work under the Contract.

The failure or omission of any bidder to receive or examine any form, instrument, addendum, or other document or to visit the site and acquaint himself with the conditions there existing, shall in no way relieve any bidder from the obligation with respect to his bid or to the Contract. The submission of a bid shall be taken as conclusive evidence of compliance with this section.

2.3.3. Pre-Bid Meeting

A pre-bid meeting for this project is scheduled for:

Wednesday, July 15, 2026, 11:00 am

Via Teleconference: Dial-In #: (804) 316-9457 Conference ID: 657 294 468#

2.3.4. Interpretations

A. If any person contemplating submitting a bid for the proposed Work is in doubt as to the true meaning of any part of the proposed Contract Documents or discrepancies of any sort between existing conditions and proposed new Work, he must submit a written request for an interpretation through OpenGov. The person submitting the request shall be responsible for its prompt and actual delivery by Wednesday, July 22, 2026 5:00 pm.

B. Any interpretation or modification of such documents will be made only by Addendum duly issued by the Owner and a copy of which will be mailed or delivered to each bidder known to have received a set of such documents. Neither the Owner nor the Architect or Engineer will be responsible for any other explanations or interpretations anyone presumes to make on behalf of the Owner or Architect or Engineer before the expiration of the ultimate time set for the receipt of bids.

C. Any contact with any City officer, employee, agent or other representative concerning this

Invitation for Bids prior to award and execution of the Contract other than that outlined in this section “Interpretations” is prohibited. Any such unauthorized contact may disqualify the bidder from this procurement.

2.3.5. Withdrawal of Bids

A. Conditions for Withdrawal

1. Before Deadline for Receipt. A bidder may withdraw the bidder’s bid before the deadline fixed in this…