TOWN OF FARMVILLE EOC RENOVATION

TOWN OF FARMVILLE, VIRGINIA

INVITATION: 26-0714-001

BID OPENING DATE:

WEDNESDAY, AUGUST 19, 2026 @ 2:00 P.M.

KIMBERLY THOMPSON, PURCHASING AGENT, 434-392-3333

kthompson@farmvilleva.com

1. CONTACT INFORMATION

CHRISTOPHER REA, AIA, SENIOR ASSOCIATE, MOSELEY, 804-794-7555

crea@moseleydesigns.com

KIMBERLY THOMPSON, PURCHASING AGENT, 434-392-3333

kthompson@farmvilleva.com

2. SUMMARY

The Town of Farmville, Virginia, is requesting bids from qualified contractors for the renovation of the

Emergency Operations Center, located on the second floor of 116 North Main Street, Farmville, Virginia.

The existing Emergency Operations Center will be renovated to become the Emergency Communications Center. The existing Emergency Communications Center will remain operational throughout the renovation.

3. SCOPE OF WORK

Please see Attachment "A" - Specifications for complete bidding instructions, documents, and specifications.

4. SPECIFICATIONS

4.1. Specifications, Drawings, Bidding Documents

Please see Attachment "A" - Specifications for complete bidding instructions, documents, and specifications.

5. GENERAL

5.1. BIDDING SPECIFICATIONS

Please see Attachment "A" - Specifications for complete bidding instructions, documents, and specifications.

6. BID SUBMISSION REQUIREMENTS

1. All bids must be submitted through the procurement portal at https://procurement.opengov.com/portal/farmvilleva, no later than 2:00 pm on Wednesday, August 19, 2026.

2. The time bids are submitted shall be recorded through the procurement portal.

3. A bid may be modified or withdrawn by the Offeror any time prior to the time and date set for the receipt of bids.

a. No bid can be withdrawn after the time set for the receipt of bids and for one-hundred twenty (120) days thereafter.

https://procurement.opengov.com/portal/farmvilleva

4. The Town welcomes comments regarding how the bid documents, scope of services, or drawings may be improved. Offerors requesting clarification, interpretation of, or improvements to the bid general terms, conditions, scope of services or drawings shall submit technical questions concerning the Invitation for Bid no later than 2:00 pm on Wednesday, August 5, 2026, through the procurement portal. Each Offeror is responsible for determining that it has received all addenda issued by the Town Purchasing Agent before submitting a bid.

5. All bids received on time shall be accepted. Late bids will not be accepted. Bids shall be open to public inspection only after award of the bid.

6. 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 bids. The Town of Farmville encourages all businesses, including minority and women-owned businesses, to respond to all Invitations to Bid and Request for Proposals.

7. All items shall be bid as specified or an approved equal unless the item specifically states no substitute.

8. No bid may be withdrawn after the scheduled closing time for receipt of bids for one hundred and twenty (120) calendar days, except as provided in Section 2.2-4430, Procedure 1, Code of Virginia, which states the bidder shall give notice in writing of his claim to withdraw his bid within two (2) business days after the conclusion of the bid opening procedure and shall submit original work papers with such notice.

9. Questions relating to this Invitation for Bid should be submitted through the procurement portal.

7. MISCELLANEOUS

7.1. EXAMINATION OF FACILITIES: PRE-BID CONFERENCE

A Mandatory pre-bid conference will be held at 2:00 pm on Thursday, July 30, 2026 at Farmville EOC, 2nd floor, 116 North Main Street, Farmville, Virginia.

7.2. MINORITY BIDDERS

The Town of Farmville encourages all businesses, including minority and women-owned businesses to respond to all invitations to Bid and Requests for Proposals.

7.3. AVAILABILITY OF FUNDS

It is understood and agreed between the parties that the Town of Farmville shall be bound hereunder only to the extent of the funds available, or which may hereafter become available for the purpose of this agreement.

7.4. CHOICE OF LAW AND VENUE

Any disputes under a resulting contract, which cannot be resolved between the Town of Farmville and the

Offeror, must be resolved in the Circuit Court of the County of Prince Edward, Virginia. Any resulting contract shall be governed by the laws of the Commonwealth of Virginia. The Offeror shall comply with all applicable federal, state, and local laws and regulations.

7.5. NON-DISCRIMINATION CLAUSE

In accordance with Section 2.2-4311 of the Code of Virginia, every contract for goods or services over

$10,000.00 shall include the following provisions:

A. The Offeror will not discriminate against any employee or applicant for employment because of disability, race, religion, sex, or national origin except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Offeror.

The Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

B. The Offeror, in all solicitations or advertisements for employees placed by or on behalf of the

Offeror, will state that such Offeror 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.

The Offeror shall include the provisions of the foregoing paragraphs A, B and C in every subcontract or purchase order over $10,000.00 so that the provision will be binding upon each subcontractor or vendor.

7.6. DRUG FREE WORKPLACE

In accordance with Section 2.2-4312 of the Code of Virginia, during the performance of this contract, the

Offeror agrees to:

1. Provide a drug-free workplace for the Offeror’s employees.

2. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the Offeror’s workplace and specifying the actions that will be taken against employees for violations of such prohibition.

3. State in all solicitations or advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a drug-free workplace.

4. Include the provisions of the foregoing clauses in every subcontract or purchase order over

$10,000.00, so that the provisions will be binding upon each subcontractor or vendor.

For the purpose of this section, “drug free workplace” means a site for the performance of work done in connection with a specific contract awarded to an Offeror.

7.7. FAITH BASED ORGANIZATIONS

In accordance with Code of Virginia, Section 2.2-4343.1, the Town of Farmville does not discriminate against faith-based organization.

8. VENDOR QUESTIONNAIRE

8.1. Signature Form*

Please download the below documents, complete, and upload.

• Signature_Form.pdf

*Response required

8.2. NONCOLLUSION AFFIDAVIT OF PRIME BIDDER*

Please download the below documents, complete, and upload.

• NONCOLLUSION_AFFIDAVIT_OF_P...

*Response required

8.3. Confirmation*

By submitting a bid in response to this Invitation for Bid, the Offeror represents:

Bidder 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 bid.

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 bid.

☐ Please confirm

*Response required

8.4. Trade Secrets*

Trade secrets or proprietary information submitted by an Offeror in response to this Invitation for Bid 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).

Will Bidder be invoking the protection?

☐ Yes

☐ No

*Response required

When equals "Yes"

8.4.1. Invocation*

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The Bidder must identify the data or other materials to be protected and state the reasons why protection is necessary (Va. Code § 2.2-4342.F).

Please upload this information.

*Response required

8.5. Upload all bid documents here.

8.5. Upload all bid documents here.