837001sewerRmond.pdf

CITY OF RICHMOND

DEPARTMENT OF PROCUREMENT SERVICES

RICHMOND, VIRGINIA

(804) 646-5716

Friday, August 7, 2026

Invitation For Bid No. 270002193 for WTP Sanitary Sewer System Improvements

Due Date & Time: Tuesday, September 8, 2026 2:00 pm

Request for Proposal Prepared by:

Name: Jen Worley

Title: Procurement Analyst

Telephone: (804) 646-5810

Email: jen.worley1@rva.gov

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

City of Richmond

WTP Sanitary Sewer System Improvements

1. STATEMENT OF WORK

1.1. Statement of Work

1.2. Prequalification

1.3. Prevailing Wage Requirements Apply

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

2.11. Prevailing Wage Rates

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

#270002193 Title: WTP Sanitary Sewer System Improvements

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 - Sanitary Sewer Upgrades Drawings_Bid Ready_061726

U - Sanitary Sewer Specifications Bid Ready_080426

V - RVA-26-0016

1. STATEMENT OF WORK

1.1. Statement of Work

1.1.1. Project Location.

The Project is located at the City's Water Treatment Plant, located at 3920 Douglasdale Road, Richmond, VA 23221.

1.1.2. Drawings, Plans, and Technical Specifications.

A. Certain drawings (the "Drawings"), plans (the "Plans"), and Technical Specifications (the “Specifications) are attached to this IFB and are incorporated herein by reference.

B. The Drawings, Plans, and Specifications contain full details governing the prosecution of the Work.

C. By submitting a Bid for this Project, Bidders acknowledge that both it and its subcontractor(s), have reviewed the Drawings, Plans, and Specifications, and agrees to be bound by the terms and conditions contained therein.

D. Any term or condition, including defined terms, in the Drawings, Plans, or Specifications conflicts with those of the City, the City’s terms and conditions shall prevail.

1.1.3. Summary of Work.

The Work shall consist of furnishing all labor, materials, equipment, services and the performance of all Work (included all appurtenant work), as shown or specified in the Contract Documents, including but not limited to:

A. Replacement of the Plant 1 and Plant 2 Sanitary Sewer system, including the sanitary sewer pump system, approximately 1,600 linear feet of gravity piping, and approximately 550 linear feet of force main, B. Replacement of existing heat tracing on the Sanitary force main, C. Provision and installation of a sump pump to empty secondary containment, D. Secondary containment for sanitary sewer system, E. Installation of electrical appurtenances to support the new sanitary sewer grinders and pumps, as well as SCADA integration, and

F. Performing concrete repairs.

1.1.4. Trimble Unity Connect Requirement.

A. The Contractor shall utilize Trimble Unity Connect (TUC) or Trimble Project Site and associated processes, developed by the City for project management and coordination as directed by the City, including but not limited to:

1. enterprise-level scheduling,

2. enterprise-level funding and budget estimating/forecasting,

3. document control,

4. coordination of milestone submittals and reviews,

5. invoicing,

6. inspection reports,

7. change management, and

8. risk management.

B. The City will provide licenses and access to the Contractor for use of the City’s TUC programs, training material, and reference guides.

C. This project management software shall be utilized in conjunction with the assigned program or projects.

D. Hours spent on training shall be considered part of the Contractor’s overhead.

1.1.5. Project Permit Responsibilities.

A. The Contractor shall be responsible for the facilitation and costs required to obtain all necessary permits and inspections for the Project, as directed by the Specifications (Section 01 80 00, Subsection

1.12 (Permits) and Section 01 45 00, Subsection 1.07 (Costs of Inspection)).

B. The City will make preliminary permit applications, pay all the permit fees, and obtain preliminary permits for the following permits listed below.

1. Electrical Permit

2. Plumbing Permit

C. The Contractor shall complete all other permit applications and take complete responsibility for all other permits needed.

D. The Contractor shall obtain permits from the applicable City Agency for the Work. This will include, but may not be limited to, the following permits:

1. Electrical.

2. Plumbing Permit

E. The Contractor shall obtain all other permits required from any Federal, State, or City agencies having jurisdiction for the Work.

1. The City requires the Contractor to comply with all provisions of such permits, particularly:

a. notification of starting construction time restrictions upon closing streets,

b. maintenance of existing operations

c. workmanship,

d. schedules, and

e. traffic control.

F. The Contractor's cost to obtain any required permits shall be included under the various unit price or lump sum Contract Items and no separate payment will be made therefore.

G. City requirement to obtaining water service permits for making connections and improvements to the water system are shown in the Specifications (Table 01 90 00-1).

H. Full details regarding Project permitting are contained in the attached Specifications.

1.1.6. Construction Coordination and Meetings.

A. Specifications Section 01-31-00 (Coordination and Meetings) requires the Contractor to coordinate scheduling and submittals to ensure efficient and orderly sequence of delivery of the Work.

B. The Contactor shall attend, participate in, and perform the tasks enumerated in Subsection 1.03

(Preconstruction Conference) and Subsection 1.04 (Progress Meetings).

1.1.7. Work Standards.

A. Project Work Hours

1. The Contractor will be authorized to perform Work only between 8:00 AM-5:00 PM EST, Monday thru Friday (“Normal Work Hours”).

2. Extraordinary noise, such as driving sheeting, shall only be permitted between 9:00AM-4:00PM

EST.

3. No Work is to be performed outside of Normal Work Hours unless authorized by the City in writing, in advance.

4. No Work is to be performed on the following Holidays:

a. New Year’s Day,

b. Martin Luther King, Jr. Day,

c. President’s Day,

d. International Women's Day,

e. Spring Holiday,

f. Memorial Day,

g. Juneteenth,

h. Independence Day,

i. Labor Day,

j. Indigenous Peoples’ Day,

k. Election Day,

l. Veterans Day,

m. Thanksgiving Holidays (The day before Thanksgiving, Thanksgiving Day, and the day after Thanksgiving), and,

n. Winter Holidays (Two Days to be named).

B. The City will charge the Contractor for costs whenever the Construction Manager, City personnel, or the Engineer’s personnel work outside of Normal Work Hours.

C. In case of an emergency which may require that Work be done outside of Normal Work Hours, the

Contractor shall request authorization from the Construction Manager.

1.1.8. Quality of Work.

The Contractor shall regard the apparent silence of the Contract Documents, as to any detail or apparent omission from them of a detailed description concerning any Work to be done and/or materials to be furnished, as meaning that only the best general practice is to prevail and that only materials and workmanship of the best quality are to be used.

1.1.9. Prequalification.

This Project has not been prequalified under the Code of the City of Richmond, Section 21-46. All interested bidders are encouraged to participate.

1.1.10. Project Funding.

This Project is funded with DPU Enterprise Funds.

1.2. Prequalification

This project has not been prequalified under the Code of the City of Richmond, Section 21-46. All interested bidders are encouraged to participate.

1.3. Prevailing Wage Requirements Apply

The Contract resulting from this Invitation for Bids requires the payment of prevailing wage rates. Please refer to Richmond City Code section 21-74 and Section 2.11 (“Prevailing Wage Rates”) of Part 2 –

General Conditions of this Invitation for Bids. For more information regarding prevailing wage requirements, please see https://doli.virginia.gov/prevailing-wage-law/ and https://www.rva.gov/procurement-services/prevailing-wage. In order to be eligible for this Contract, the

Bidder submitting a bid shall not be disqualified from bidding due to a violation of prevailing wage laws

(Va. Code section 2.2-4321.3(C); Richmond City Code section 21-74(C)(3)).

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 https://doli.virginia.gov/prevailing-wage-law/ https://www.rva.gov/procurement-services/prevailing-wage 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 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 http://www.richmondgov.com/ 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, other forms as required by the solicitation.

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:

Monday, August 17, 2026, 11:00 am

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/236351225466264?p=TH5HKKgzFrNeaRrcas Meeting ID: 236 351

225 466 264 Passcode: aR23JE6u ________________________________________ Dial in by phone: +1

804-316-9457,,263010404# United States, Richmond Phone conference ID: 263 010 404#

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 Monday, August 24, 2026 2:00 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 Invitation for Bids for the receipt of bids by submitting a written notice to the person identified on the cover sheet of the Invitation for Bids as the preparer of the Invitation for Bids. The written notice must be signed by the person who signed the bid, provided that another person may sign the written notice instead if a valid power of attorney authorizing such other person to sign on behalf of the person who signed the bid is attached to the written notice.

2. After Deadline for Receipt. A bidder may withdraw the bidder’s bid after the deadline fixed in this Invitation for Bids for the receipt of bids only in accordance with section 21-53 of the

Code of the City of Richmond and the provisions of this section 2.3.5.

a. Pursuant to section 21-53(a) of the Code of the City of Richmond, a bidder for a public construction contract, other than a contract for construction or maintenance of public highways, may withdraw his bid from consideration if the price bid was substantially lower than the other bids due solely to a mistake in the bid, provided the bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn.

b. Pursuant to section 21-53(b) of the Code of the City of Richmond, if a bid contains both clerical and judgment mistakes, a bidder may withdraw his bid from consideration if the price bid would have been substantially lower than the other bids due solely to the clerical mistake that was an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid that shall be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn.

B. Procedure for Withdrawal due to Error or Mistake.

1. Bids will be opened on the date and at the time fixed in the Invitation for Bids, as amended by any addendum. Bids are usually opened one day following the deadline for the receipt of bids fixed in the Invitation for Bids, as amended by any addendum. Bids will not be opened less than one day following the deadline for the receipt of bids fixed in the Invitation for

Bids, as amended by any addendum.

2. In accordance with section 21-53(c)(2) of the Code of the City of Richmond, the bidder shall submit to the person identified on the cover sheet of the Invitation for Bids as the preparer of the Invitation for Bids the bidder’s original work papers, documents and materials used in the preparation of the bid at or prior to the time fixed for the opening of bids. The work papers shall be delivered by the bidder in person or by registered mail. The bidder shall have two hours after the opening of bids within which to claim in writing any mistake as defined in this section 3.6 and withdraw the bid. The Contract shall not be awarded by the City until the two-hour period has elapsed. Under these procedures, the mistake shall be proved only from the original work papers, documents and materials delivered as required in this section

2.3.5. The work papers, documents and materials submitted by the bidder shall, at the bidder’s request, be considered trade secrets or proprietary information subject to the conditions of section 21-5(f) of the Code of the City of Richmond.

3. The failure of a bidder to submit the bidder’s original work papers, documents and materials used in the preparation of the bidder’s bid at or prior to the time fixed for the opening of bids constitutes a waiver by the bidder of the bidder’s right to withdraw the bidder’s bid due to an error or mistake.

4. Pursuant to section 21-53(e) of the Code of the City of Richmond, no bid shall be withdrawn under this section when the result would be the awarding of the Contract on another bid of the same bidder or of another bidder in which the ownership of the withdrawing bidder is more than five percent.

5. Pursuant to section 21-53(f) of the Code of the City of Richmond, if a bid is withdrawn in accordance with this section 2.3.5, the lowest remaining bid shall be deemed to be the low bid.

6. Pursuant to section 21-53(g) of the Code of the City of Richmond, no bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person to whom the Contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid was submitted. The person or firm to whom the Contract was awarded and the withdrawing bidder are jointly liable to the Owner in an amount equal to any compensation paid to or for the benefit of the withdrawing bidder.

7. Pursuant to section 21-53(h) of the Code of the City of Richmond, the Director of

Procurement Services shall notify the bidder in writing within five business days of the

Director’s decision regarding the bidder’s request to withdraw the bidder’s bid. If the

Director of Procurement Services denies the withdrawal of a bid under the provisions of this section 2.3.5, the Director of Procurement Services shall state in such notice the reasons for the decision and award the Contract to such bidder at the bid price, provided such bidder is a responsible and responsive bidder. At the same time that the notice is provided, the Director of Procurement Services shall return all work papers and copies thereof that have been submitted by the bidder.

C. Consequence if Bid Not Withdrawn. If the bidder does not withdraw the bidder’s bid as provided in this section 2.3.5, or if the bidder is not permitted to withdraw the bidder’s bid as described in section 3.6.2(G), the Owner shall not be liable for any costs associated with mistakes or errors in the bid, and in no event may the amount of the Contract, without adequate consideration, be increased for any purpose, including, but not limited to, relief of the bidder from the consequences of an error in the bidder’s bid or offer.

2.3.6. Bidders Present

At the time and place fixed for the opening of the bids, the contents of the bids will be read aloud and made public information for bidders and others properly interested who may be present either in person or by representative. Bid tabulations will be available on the website the Monday following the date set for the opening of bids. Otherwise access to public information shall be in accordance with §21-5 of the

Code of the City of Richmond.

2.3.7. Addenda

From time to time, addenda may be issued that will provide clarifications or supplemental information about the bid documents. Failure to acknowledge any addendum that has a material effect on the bid: that is on price, quantity, quality or delivery, and is not merely administrative may result in your bid being rejected as non-responsive. Addenda must be acknowledged as indicated in the Invitation for Bids. The bidder is responsible for verifying the existence of addenda items.

2.3.8. Regulations Governing Contractors

Bidders are required under Title 54.1, Code of Virginia, to show evidence of licensing as appropriate before bid may be received and considered on a general or Subcontract as follows:

"Class A Contractors" perform or manage construction, removal, repair, or improvements when (i) the total value referred to in a single contract or project is $70,000 or more, or (ii) the total value of all such construction, removal, repair, or improvements undertaken by such person within any twelve-month period is $500,000 or more.

"Class B Contractors" perform or manage construction, removal, repair, or improvements when (i) the total value referred to in a single contract or project is $7,500 or more, but less than $70,000, or (ii) the total value of all such construction, removal, repair or improvements undertaken by such person within any twelve-month period is $150,000 or more, but less than $500,000.

"Class C Contractors" perform or manage construction, removal, repair, or improvements when (i) the total value referred to in a single contract or project is over $1,000 but less than $7,500, or (ii) the total value of all such construction, removal, repair, or improvements undertaken by such person within any twelve-month period is less than$150,000. The Board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors.

"Contractor" means any person, that for a fixed price, commission, fee, or percentage undertakes to bid upon, or accepts, or offers to accept, orders or contracts for performing, managing, or superintending in whole or in part, the construction, removal, repair or improvement of any building or structure permanently annexed to real property owned, controlled, or leased by him or another person or any other improvements to such real property.

2.3.9. Laws, Permits and Regulations

The Contractor must comply with all local, State and Federal laws, rules, ordinances and regulations applicable to the Contract and to the Work done hereunder, and must obtain at its own expense all permits, licenses or other authorization(s) necessary for the prosecution of the Work.