844779barrNN.pdf

INVITATION FOR BIDS

IFB No. 27-1823-0508

Title: TRAFFIC CONTROL BARRIER AND DEVICE RENTALS

Issue Date: September 22, 2026

Bids Due: October 9, 2026 at 2:00 pm

The City of Newport News (the “City”) is seeking bids from qualified firms (the “Bidder” or

“Contractor”) to furnish the goods and/or services described herein and bids will be received at https://secure.procurenow.com/portal/nnva/, through the due date and hour shown above (local prevailing time).

Contracting Officer: Barachiah Gonzales, Contract specialist gonzalesbe@nnva.gov

Assistant: Tionna Cloud, Procurement Services Specialist cloudtc@nnva.gov

Office of Purchasing

City of Newport News

2400 Washington Avenue, 4th Floor

Newport News, Virginia 23607

757-926-8721

City of Newport News

INVITATION FOR BIDS

Traffic Control Barrier and Device Rentals

I. Introduction II. Specifications

III. Contract Specific Terms and Conditions IV. Standard Terms and Conditions V. Insurance Requirements

VI. Bid VII. Vendor Questionnaire

Attachments:

A - Sample Contract

IFB #27-1823-0508 Traffic Control Barrier and Device Rentals

1. Introduction

1.1. Summary

The City of Newport News (the “City”) is seeking bids from qualified firms (the “Bidder” or

“Contractor”) to furnish the goods and/or services described herein and bids will be received via the City’s e-Procurement Portal, OpenGov Procurement

(https://secure.procurenow.com/portal/nnva), to be received no later than Friday, October 9, 2026 at 2:00 pm (local prevailing time).

The purpose of this Invitation for Bids (IFB) is to solicit bids to furnish/provide traffic control barriers and devices rental services to the City’s Department of Public Works, on an ‘as needed’ basis.

1.2. Background

The City of Newport News relies on traffic control barriers and devices to support safe and efficient roadway operations, construction activities, utility work, and emergency response.

These devices are essential for protecting workers, guiding motorists, and maintaining proper traffic flow throughout various City projects. The Public Works Department regularly deploys items such as drums, barricades, cones, warning lights, arrow boards, and message boards across the City’s streets and work zones.

The demand for these devices is ongoing and varies by project type, location, and urgency. Many units must be available for immediate deployment, including for planned construction, routine maintenance, and emergency situations. The City also uses a combination of City owned and contractor provided rental units, which requires reliable delivery, servicing, and replacement. All devices must remain in proper working condition and comply with applicable requirements, including the Manual on Uniform Traffic Control Devices and the Virginia Work Area

Protection Manual.

1.3. Timeline

Release Project Date: September 22, 2026

Question Submission Deadline: September 29, 2026, 1:00pm

Bid Submission Deadline: October 9, 2026, 2:00pm

Bids will be publicly opened on the due date and time as specified herein, in the Office of

Purchasing. A virtual attendance option is also available by using the link below.

https://teams.microsoft.com/meet/22845097

1516765?p=jkapW0x1VQvdVMqUCc

1.4. Contact Information

Project Contact:

Barachiah Gonzales

Contract specialist https://secure.procurenow.com/portal/nnva https://teams.microsoft.com/meet/228450971516765?p=jkapW0x1VQvdVMqUCc https://teams.microsoft.com/meet/228450971516765?p=jkapW0x1VQvdVMqUCc

2400 Washington Ave, Newport News, VA 23607

Email: gonzalesbe@nnva.gov

Phone: (757) 926-8031

Secondary Contact:

Tionna Cloud

Procurement Services Specialist

2400 WASHINGTON AVENUE

NEWPORT NEWS, VA 23607

Email: cloudtc@nnva.gov

Phone: (757) 926-8041

2. Specifications

2.1. Purpose:

The purpose of this Invitation for Bids (IFB) is to solicit bids for the furnishing/provision of traffic control barriers and devices rental services to the City’s Department of Public Works, on an ‘as needed’ basis. The City of Newport News is looking to establish a term contract with a qualified Contractor for the provision of these products.

2.2. Specifications

A. The following barriers and devices are required under this solicitation.

1. Plastic Drums without Light.

2. Plastic Drums with type A Light.

3. Plastic Drums with type C Light.

4. Plastic Drum with Collar Weights (only).

5. Type III Barricade, L/R Chevron, One Side (Only for Emergencies)

6. Traffic Cones, 36” Warning Device.

7. W/O Retro-reflective bands - daytime use only.

8. Traffic Cones, 36" Warning Device: w/Retro- reflective bands - night time use.

9. Warning Light (12V) with Mounting Brackets, Hardware and Batteries, Type “A” Flashing Light.

10. Warning Light (12V) with Mounting Brackets, Hardware and Batteries, Type “B” High Intensity

Light.

11. Warning Light (12V) with Mounting Brackets, Hardware and Batteries, Type “C” Steady Light.

12. Type II Barricade, L/R, One Side, Type C, Steady Light.

13. Cone Weights.

14. Sand Bags, Average 35 lb.

15. Type C, Trailer-Mounted Sequential Arrow Board.

16. Changeable Message Board, Trailer-Mounted.

17. Truck & Truck-Mounted Crash Cushion.

B. Barriers and devices shall comply with the following specifications:

1. PLACEMENT OF BARRICADES: The City shall transport a quantity of rental units on their trucks for placement and removal by City staff. These units shall primarily be Group 2 Drums. The City shall advise the Contractor whenever a unit is determined to be lost or damaged. Contractor shall provide a replacement unit at no additional cost.

2. The City shall maintain a small quantity of City-owned Group 2 Drums and Type III Barricades, which shall be stocked and transported by Public Works-Wastewater Division and the Department of

Public Works, for emergency placements. When a City-owned Drum and/or Type III Barricade is placed, the City subsequently shall contact the selected Contractor to provide a rental unit(s) at the site. When the Contractor delivers rental units to replace City-owned units, the appropriate department shall be notified by the Contractor so the City-owned units may be recovered. The City shall then pick up the City-owned unit(s), leaving the Contractor-provided rental unit(s) as required.

When the rental unit is no longer required, the City shall notify the Contractor to pick the unit up, and rental charges shall terminate.

EXCEPT FOR UNITS RENTED BY THE CITY FOR THEIR TRUCKS, THE CITY SHALL

NOT STOCK OR TRANSPORT THE CONTRACTOR’S RENTAL UNITS. CONTRACTOR

SHALL BE SOLELY RESPONSIBLE FOR MAINTAINING PLACEMENT OF RENTAL

UNITS.

Placement of all traffic control devices shall be as directed by the City.

C. SERVICING: Servicing of all traffic control devices and/or warning lights at delivered locations throughout the City shall be performed weekly or as often as deemed necessary by the City. The

Contractor shall maintain the structural integrity of the devices furnished at all times and shall maintain retro-reflective surfaces and warning lights in a clean and visible condition at all times. All deficiencies shall be immediately corrected by the Contractor. All costs associated with the required maintenance to the devices shall be included in the bid price(s).

D. Sandbags shall typically not be required for barricades; however, if requested by the City, sandbags shall be provided. The price quoted for barricades shall not include the cost of sandbags. If sandbags are requested, they shall be invoiced separately from the barricades. Sandbags shall be placed in a manner that is acceptable to the City.

E. Servicing of the arrow board, message board, or other electronic units, due to breakdown or other malfunctions, shall be provided by the Contractor at the job site upon notification by the City. All costs associated with any repairs shall be included in the price bid. The City shall not be charged for time that the electronic unit is not functioning. Downtime shall be the time between when the Contractor is notified by the City that the unit is inoperable to the time when the unit is corrected to the satisfaction of the City.

F. REPLACEMENT

1. Damaged items shall be replaced or corrected by the Contractor at no charge within twenty-four (24) hours of notification from the City, provided the damage or deficiency was not caused by the City’s misuse, negligence, improper handling, or failure to protect the equipment.

Any and all devices found in an unacceptable operating condition/non-operational (lighting, dirty, sandbags, etc.) by the City’s representative(s), during routine inspections, shall be deducted from the monthly rental bill, if not corrected within twenty-four (24) hours after notification by the City that a deficiency exists.

2. Stolen items shall be replaced by the Contractor within twenty-four (24) hours of notification from the City, unless the theft resulted from the City’s failure to follow contractor’s placement, securing, or storage guidance. In such cases, replacement shall be handled at mutually agreed cost responsibility. Replacement costs for stolen items not attributable to City actions shall not be back-charged to the City.”REPLACEMENT COSTS FOR STOLEN ITEMS SHALL NOT BE BACK CHARGED

TO THE CITY.

G. QUANTITY: The quantity of the drums/barricades, etc., rented is variable. Rentals shall primarily be made by the Department of Engineering, Department of Public Works and the Department of

Water Works. Other City department or agencies may rent items as requested (individual purchase orders shall be issued.) The Contractor shall keep an inventory of sizes and quantities sufficient for twenty-four (24) hour deliveries. Sufficient quantities shall be defined as at least a ten-percent (10%) safety stock level of monthly average usage for all departments combined.

H. RENTAL PERIODS: Rental periods shall range from hourly, daily, weekly to monthly. Corresponding rates shall be bid as indicated on the quotation sheets. In general, Rental of Type II barricades, Type

III barricades and warning lights of the type specified by the City shall be on a monthly or daily basis.

Rental of sequential arrow boards shall be on a daily, hourly or monthly rate. Daily rates shall be based on a per calendar day or portion thereof.

I. MINIMUMS: A minimum rental fee per delivery requirement may be charged. The fee shall be inclusive of delivery and pickup. No separate charge for delivery or pickup may be charged.

J. PICKUP AND DELIVERY: An initial supply of rental units may be required to be delivered to one or more central locations as designated by the City. Any additional units required by the City shall be delivered by the Contractor to any job site within the service area within four (4) hours of notification.

Deliveries shall be made within twenty-four (24) hours of notification a day, seven (7) days a week, year around.

K. MATERIAL REQUIREMENTS: All materials and designs shall conform to the Manual on Uniform

Traffic Control Devices (MUTCD), Reference Part VI, Standards and Guides for Controls for Street and

Highway Construction, Maintenance, Utility and Incident Management Operations, Virginia Work

Area Protection Manual (Jan. 1, 1996), or subsequent revisions.

L. GROUP 2 DRUMS: Group 2 drums shall conform to the requirements of Section 6K-01 of the latest edition of the Virginia Work Area Protection Manual and as detailed in the specifications.

M. DESIGN: Drums used for traffic warning or channelization shall be constructed of lightweight, flexible, and deformable materials and be a minimum of 36 inches in height; and have at least an 18-inch minimum width, regardless of orientation. Steel drums shall not be used. The markings on drums shall be horizontal, circumferential, alternating orange and white retro reflective strips 4 to 6 inches wide strips shall be allowed on drums. Each drum shall have a minimum of two orange and two white stripes. Any non-retro reflective spaces between the horizontal orange and white stripes shall be orange in color and shall not exceed 2 inches in width. Drums shall have closed tops that shall not allow collection of roadwork or other debris. Only 6” stripes shall be allowed on drums.

N. APPLICATION: Drums are most commonly used to channelize or delineate traffic flow but may also be used singly or in groups to mark specific locations. Drums are highly visible and have good target value, given the appearance of being formidable obstacles and, therefore, command the respect of drivers. They shall be portable enough shifted from place to place within a temporary traffic control project to accommodate changing conditions but are generally used in situations where they shall remain in place for a prolonged period.

O. Drums may be weighted with enclosed sand (maximum 100 pounds). Drums may also utilize a flared drum foundation and collar or other approved methods to provide a stable support. Drums shall have drainage holes in the bottom so water shall not accumulate and freeze, causing a hazard if struck by a motorist. Ballast shall not be placed on top of the drum.

P. These drums shall meet the requirements outlined in the Manual on Uniform Traffic Control

Devices, latest revision. The bidder may be requested to furnish a complete sample.

Q. Type II Barricades shall conform to Section 6F.63 Channelizing Devices, and Section 6F.83, Warning Lights, of the 2009 edition of the Manual on the Uniform Traffic Control Devices (MUTCD) for Streets and Highways unless otherwise specified in the attached supplemental bid specifications.

R. Type III Barricades shall conform to Section 6K-01 of Section 6K-01 of the latest edition of the

Virginia Work Area Protection Manual and as detailed in the specifications unless otherwise specified in the attached supplemental bid specifications.

S. Stripes on barricade rails shall be alternating orange and white retro reflective stripes (sloping downward at an angle of 45 degrees in the direction traffic is to pass). The stripes shall be 6 inches wide. Barricades used on expressways, freeways, and other high-speed roadways shall have a minimum of 270 square inches of retro reflective area facing traffic.

T. Where a barricade extends entirely across a roadway, the stripes shall slope downward in the direction toward which traffic must turn. Where both right and left turns are provided, the stripes may slope downward in both directions from the center of the barricade or barricades. Where no turns are intended, the stripes shall slope downward toward the center of the barricade or barricades.

U. Barricade rails shall be supported in a manner that shall allow them to be seen by the motorist and provide a stable support not easily blown over by the wind or traffic.

V. Barricades are located adjacent to traffic and are therefore subject to impact by errant vehicles.

Because of their vulnerable position and the hazard they may create, they shall be constructed of lightweight materials and have no rigid stay bracing for A-frame designs.

W.

Table V1 - 10 Barricade Characteristics Type IIType IIIWidth of Rail 8" Minimum . - 12" Maximum 8"

Minimum - 12" Maximum Length of Rail2’ Minimum . 4’ Minimum .Width of Stripes6”6”Height3’

Minimum . 5’ Minimum .#ref. Rail Faces4 (2 ea. dir)3 (if facing traffic in one direction) 6 (if facing traffic in two directions)

X. Traffic Cones and Tubular Markers shall conform to Section 6K-01 of the latest edition of the

Virginia Work Area Protection Manual and as detailed in the specifications.

Y. Cones shall be predominantly orange, fluorescent red-orange, not less than 36 inches in height, and shall be made of a material that can be struck without damaging vehicles on impact.

Z. For nighttime use, cones shall be retro reflective for maximum visibility. Retro reflection shall be provided by a minimum 13 inch white band placed a maximum of 3 inches from the top, or by a white band 6 inches wide, no more than 3 to 4 inches from the top of the cone, and an additional 4–inch wide white band a minimum of 2 inches below the 6–inch band.

AA. Tubular markers shall be predominantly orange, not less than 36 inches high, minimum 2 inches wide when facing traffic, and made of a material that can be struck without damaging impacting vehicles.

BB. For nighttime use, tubular markers shall be retro reflective. Retro reflection of tubular markers shall be provided by two 3–inch wide white bands place a maximum of 2 inches from the top, with a maximum of 6 inches between the bands.

CC. Warning Lights: Lights are portable, lens directed, enclosed lights. The color of the light emitted shall be yellow. They may be used in either a steady-burn or flashing mode. Warning lights shall be in accordance with the current ITE Purchase Specifications for flashing and Steady-Burn

Warning Lights.

DD. Warning Lights shall have a minimum mounting height of 36” to the bottom of the lens.

EE. Type “A”, Low Intensity “Flashing” Warning Lights: are most commonly mounted on barricades, drums, or advance warning signs and are intended to continually warn drivers that they are approaching or entering a hazardous area.

FF. Type “B”, High Intensity “Flashing” Warning Lights: are normally mounted on the advance warning signs or on independent supports. Extremely hazardous site conditions within the construction area may require that the lights are effective in daylight as well as dark. They shall be designed to operate 24 hours per day.

GG. Type “C”, Steady-Burn Warning Lights: shall be used to delineate the edge of the traveling way on detour curves, on lane changes, on lane closures and on other similar conditions.

HH. Type “A” Low Intensity Flashing Warning Lights and Type “C” Steady Burn Warning Lights shall be capable of being visible on a clear night from a distance of 3,000 feet. Type “B” High Intensity

Warning Lights shall be capable of being visible on a sunny day when viewed without the sun directly on or behind the device from a distance of 1,000 feet.

II. All lights shall be easily secured to standard drums and barricades. They shall use two standard

6-volt batteries, included in rental fee.

JJ. The Contractor shall certify in writing to the City that all reflective materials supplied on barricades furnished conform to these specifications. The City reserves the right to require the

Contractor to provide samples of the reflective material for testing at any time during the life of this contract.

KK. The City reserves the right to require the Contractor to provide samples of any of the bid items in this contract for approval prior to use.

LL. MESSAGE BOARD shall be equivalent to ADDCO-Model - DH1000.

MM. ADVANCED WARNING ARROW PANEL shall meet the specifications of Table VI-3. The minimum legibility distance of various traffic conditions are based on the decision-sight distance concept. Minimum legibility distances are those at which the arrow panel message can be comprehended by a driver on a sunny day or clear night. Also shown are the arrow panel sized needed to meet the legibility distance needs.

TypeMinimum SizeMinimum number of Panel LampsMinimum Legibility DistanceA24" x

48"121/2 MileB30" x 30"133/4 MileC48" x 96"151 Mile

NN. Type A advanced Warning Arrow Panels are appropriate for use on low speed urban streets. Type B is appropriate for intermediate speed facilities and for maintenance on moving operations on high-speed roadways. Type C arrow panels shall be used on high-speed, high-volume construction projects.

OO. Arrow panels shall be rectangular, of solid construction, and finished with non-reflective flat black. The panels shall be mounted on vehicles, trailer, or other suitable support. Vehicle-mounted panels shall be provided with remote controls. Minimum mounting height shall be 7 feet above the roadway to the bottom of the panel, except on vehicle mounted panels which shall be as high as practicable.

PP. Arrow panels shall have the capability of the following mode selections:(1) Left or right flashing or sequential arrows; or (2) left or right sequential chevrons; and (3) double flashing arrows; and (4) caution. The caution mode consists of four or more lamps, arranged in a pattern which shall not indicate a direction.

QQ. Arrow panels shall be capable of a minimum of 50 percent dimming from their rated lamp voltage. The flashing rate of the lamps shall not be less than 25 or more than 40 flashers per minute.

RR. Minimum lamp “on time” shall be 50 percent for the flashing arrow and 25 percent for the sequential chevron.

SS. The arrow panel lamps or lenses shall be recess mounted or, alternately equipped with an upper shroud of not less than 180 degrees, and the color of the light emitted shall be yellow.

TT. TRUCK AND TRUCK-MOUNTED CRASH CUSHION (T&TMCC) shall conform to National

Cooperative Highway Research (NCHRP) Report 230, test numbers 50, 51, 52, and 54.

UU. The completed TMCC system shall consist of a steel mounting frame, a steel back-up structure assembly, an expendable (crushable) crash cushion cartridge, and all necessary hardware to complete the installation. Rental unit to include the vehicle.

VV. The TMCC shall have crushable cells enclosed in a weatherproof covering which when impacted, shall collapse and contain all debris.

WW. Crushable crash cushion shall be approximately 84” long, 96” wide, and 24” high. Total system weight shall be approximately 1,200 lbs.

XX. The TMCC shall readily attach to the truck chassis by means of a pin-mounted, quick attach/detach system and shall be capable of being easily raised or lowered so as to maintain a

12” clearance between the roadway and bottom of housing. The unit shall be capable of tilting to a 90-degree angle by means of transportation to and from storage area. All controls shall be enclosed within a detachable, remote control power box with a 6’ cord extension.

YY. The cartridge and back-up structure assembly shall lock in the vertical position automatically.

ZZ. Each unit shall have a standard tall lighting system including brake lights, tail lights, turn signals, and ICC bar lights configured in such a manner as to provide proper lighting in both the vertical and horizontal positions. A Betts Products or equal, sealed harness wiring system with a Cole

Hersee #1254, or equal, female receptacle shall be furnished.

AAA. The stop, direction and tail lights shall be installed on the rear of the cartridge. Two (2) additional stop, tail and directional lights shall be mounted on the back-up plate such that they provide rearward illumination when the crash cushion is in the 90 degree up position; they shall be no more than 50” off the ground when the unit is fully retracted. Lighting shall be visible whether the “TMCC” is in the up or down position.

BBB. The unit shall be fitted with two flag brackets which shall allow placement of a standard

Traffic Control Flag handle on each rear corner top with handles tilted outward 45 degrees from the vertical.

CCC. Two permanent instruction plates shall be furnished with each unit and fixed in position

(each side of unit).

DDD. Each TMCC system shall be individually identified with a serial number. The serial number shall be a minimum ½” high and shall be located on the left (street) side at the lower front corner.

EEE. The crash cushion shall be painted orange in accordance with the color now used by the

Virginia Department of Transportation, DuPont Color #LF74279AT, or equivalent.

FFF. The mounting hardware and back-up plate shall be painted black. The rear panel of the crash cushion shall have alternating 4” orange and black stripes in an inverted V. Orange shall be reflectorized and black shall be non-reflectorized.

GGG. The entire unit and accessories shall conform to all applicable Virginia Department of

Motor Vehicles regulations.

HHH. Any parts, controls, materials, or attachments which are standard and/or necessary to form an efficient and complete working unit as judged by the City of Newport News shall be furnished whether specifically mentioned herein or not.

III. Unit shall be Energy Absorption or Hexel Truck-Mounted Crash Cushion or approved equal.

JJJ. The manufacturer shall certify that the TMCC has been tested and conforms to National

Cooperative Highway Research (NCHRP) Report 230, test number 50, 51, 52, and 54. All tests shall have been conducted at 45 mph. The certification report shall include a complete description of the tests noted in NCHRP Report 230.

KKK. DELIVERY: All items in the resulting Blanket Purchase Order shall be delivered within four (4) hours, from date and time of release, unless otherwise specified, to a location specified by the City.

1. All bid prices shall be inclusive of any and all Freight, delivery costs, fuel, and incidental charges. The City will not pay any Freight, delivery costs, fuel, and incidental charges

3. Contract Specific Terms and Conditions

3.1. Questions

Questions regarding this Invitation for Bid (IFB) must be submitted in writing through the

OpenGov Procurement Question/Answer Tab via the City's e-Procurement portal, on or before, Tuesday, September 29, 2026 by 1:00 pm. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the City's e-Procurement Portal received prior to the date and time as provided for in this solicitation.

3.2. Pre-Bid Conference

There is not a pre-bid conference scheduled for this project.

3.3. Contractor Qualifications

Firms shall have the capability in all respects to fully perform the services or provide the goods specified and have the experience necessary to assure good faith performance of the contract.

3.4. Method of Award

The City will make a Single Award, based on the Total Bid to the lowest responsive and responsible Bidder.

3.5. Contract/Agreement

Following award, a contract will be executed between the Contractor and the City. A sample contract is included in this Invitation for Bid. Do not return the sample contract with the bid; it is provided for informational purposes only.

3.6. Contract Modifications

Any modifications made to the contract must be approved by the Office of Purchasing in advance. The City and the Contractor must mutually agree to modify the terms, conditions, scope or prices/costs contained in the contract before modifications are implemented.

3.7. Contract Period/Renewal

The initial contract period will be for one (1) year from date of award with the option to renew, at the City’s sole discretion, for four (4) additional one (1) year periods.

A contract extension, under the terms and conditions contained herein, may be considered for up to six (6) months following the end of the final one year renewal period upon mutual agreement of the City and Contractor.

3.8. Price Escalation/De-Escalation

Price adjustments may be permitted for changes in the Contractor’s material/service costs, not to exceed the change of the Producer Price Index (PPI) Series: PCU5324125324121, for Other heavy machinery rental and leasing-Construction equipment rental and leasing, not seasonally adjusted, as published by the United States Bureau of Labor Statistics for the latest twelve months for which final (i.e. non-preliminary) statistics are available. The nearest comparable index will be utilized if data for the specified index is no longer available.

A price adjustment may be requested after the initial contract period, and each renewal period thereafter, and only after verification and approval by the Office of Purchasing. Price adjustment requests shall be submitted to the Office of Purchasing for consideration. Other City departments are not authorized to approve price adjustments. The index change for a given period shall be calculated as follows: ((Most Current Non-Preliminary Final Index - Previous Index) / Previous

Index) * 100 = Percentage Change.

The Contractor shall provide a minimum of 30 days advance notice (“advance notification period”) of any price increase to the Office of Purchasing. An approved price adjustment will be effective at the beginning of the calendar month following the end of a full 30 day advance notification period. (For example, Contractor requests a price increase on August 15. Office of

Purchasing reviews and approves the request. New prices will be effective October 1).

The Contractor shall submit a written request for a price adjustment (email, facsimile, or US

Mail) to the Office of Purchasing. Evidence/proof of price change from the manufacturer or other relevant source shall accompany the request. Price adjustments are not automatic and are subject to approval by the Office of Purchasing. If an adjustment is approved by the City, price increases may be limited to a maximum of 5% for each increase period.

Any manufacturer price decreases are subject to implementation at any time and shall be immediately conveyed to the City.

The City reserves the right to request a reduction in price based on economic factors or market conditions during the contract term according to changes in the specified index or other factors.

Consumer Price Index or Producer Price Index information and detailed statistics including current percentage changes can be accessed at http://www.bls.gov/cpi or http://www.bls.gov/ppi.

3.9. Delivery of Goods/Services

The time of proposed delivery must be stated in definite terms. If time of delivery for different goods and/or services varies, the Bidder shall so state in the bid.

specific delivery requirements:

All items are to be delivered within 24 Hours from the date/time of the order (release) unless otherwise specified.

Deliveries shall be made between the hours of 8:00 AM - 4:30PM. Monday through Friday, excluding City holidays.

Delivery tickets shall show quantity, description, unit price, total price, purchase order number and release number.

3.10. Method of Ordering

The City will issue a Blanket Purchase Order; the Contractor shall provide goods or services on an as requested basis from the user department..

The City operates on a fiscal year basis from July 1 through June 30 of each year. Should

Blanket Purchase Orders be issued, they may be valid up to the end of the current fiscal year.

New purchase order(s) are issued at the beginning of each fiscal year to cover the remainder of the then current contract period.

3.11. Quantities

The quantities stated are estimated annual quantities and are provided as a general guide for submitting bids and are not guaranteed. Actual quantities purchased may be more or less than those specified.

http://www.bls.gov/cpi http://www.bls.gov/ppi

3.12. Invoicing and Payment

Invoices shall be sent to: Department of Finance, Accounts Payable, 2400 Washington Avenue, 6th Floor, City Hall, and Newport News, VA 23607. No service fees or additional costs will be paid by the City during the term of the contract unless allowed in the contract.

Payment will be authorized following receipt of a valid invoice which must minimally include the Purchase Order Number, Purchase Order Line Item Number(s), Contract number (if provided by the City), Description of Goods and Services, Delivery Date(s) of Goods or Services, Unit

Prices and Total Price. Invoices may be submitted Following Delivery of Goods.

3.13. Equipment

Any equipment delivered must be standard new and unused equipment, latest model, except as otherwise specifically stated in the bid. Where any part or the normal accessories of equipment is not described, it shall be understood that all the equipment and accessories that are usually provided in the manufacturer’s stock model shall be furnished.

3.14. Substitutions/Alternates

A. Unless qualified by the provision "NO SUBSTITUTE", the use of the name of the manufacturer, brand, make or catalog designation in specifying an item does not restrict Bidders to the manufacturer, brand, make or catalog designation identification. This is used simply to indicate the character, quality and/or performance equivalence of the goods and/or services desired.

The goods and/or services on which bids are submitted must be of such character, quality and/or performance equivalence that it will serve as that specified. In submitting bids on goods and/or services other than as specified, Bidder shall furnish complete data and identification with respect to the alternate goods and/or services they propose to furnish.

B. Consideration will be given to bids submitted on alternate goods and/or services to the extent that such action is deemed to serve the best interests of the City. If the Bidder does not indicate that the goods and/or services he proposes to furnish are other than specified, it will be construed to mean that the Bidder proposes to furnish the exact goods and/or services described.

3.15. Insurance

The Contractor shall maintain adequate liability insurance, which shall protect and save harmless the City of Newport News, Virginia, and its officials from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workmen's compensation laws. Following award of the contract, the Contractor shall furnish proof of said insurance prior to commencement of services.

Prior to submitting a bid, ensure that your firm fully understands the City’s insurance requirements, your carrier is properly rated and that your carrier can provide the required insurance and endorsements.

Contractor shall have seven (7) days from the date of the City’s request to provide insurance certificates and endorsements. Failure to provide the certificates and endorsements within this timeframe may be cause for the City to rescind award of a contract and hold the original

Bidder/Offeror liable for excess costs.

Insurance requirements are specified herein in Section titled Insurance Requirements.

3.16. Warranty

The Contractor warrants the goods/services furnished to be of the highest quality and to be free from defects for a minimum period of one year from the date of delivery or installation and shall carry the standard manufacturer’s warranty. As applicable, the warranty shall include parts, labor and all return delivery costs. Replacements and repairs shall be made by the Contractor at no cost and to the satisfaction of the City. The most favorable warranty the Contractor provides other customers, if better than the warranty requirement stated herein, shall be extended to the City.

3.17. Addition Rental Items

During the life of the contract, the City reserves the right to rent related traffic control barriers and devices, even if they are not listed specifically in the bid table of the contract. The pricing for any additional items shall be negotiated at that time by the City and the Contractor.

https://secure.procurenow.com/portal/nnva/projects/284034/document?section=undefined

4. Standard Terms and Conditions

4.1. Pre-Bid and Bid Submission Requirements

A. Direct contact with anyone other than the City of Newport News Office of Purchasing, including other City departments or the City’s consultants, regarding this Invitation for Bid (also referred to “solicitation” herein) is expressly forbidden. Violation of this directive may result in a determination that the Bidder is ineligible for award.

B. All bids shall be submitted sealed via the City’s e-Procurement Portal, OpenGov Procurement and be received no later than Friday, October 9, 2026 at 2:00 pm. Fax and Email transmittals will not be considered. Bids cannot be submitted after the due date and time noted above. Failure to return required documents and information specified herein may result in a determination that the bid will not be considered for award.

C. Bids will be publicly opened on the due date and time as specified herein, in the Office of

Purchasing. A virtual attendance option is also available by using the link in the Timeline Section of this Invitation for Bids. A bid tabulation will be posted as soon as practical.

D. All bids shall be submitted in accordance with this Invitation for Bids. The Bidder may attach any additional information with the bid, in the space provided.

E. All bids must be submitted by an officer or employee having the authority to sign on behalf of the firm.

F. Failure to provide a bid from an authorized representative shall be cause for rejection of the bid.

G. Prices shall be stated in units of quantity specified. No additional charges shall be passed on to the City, including sales tax, delivery charges or other surcharges. Prices quoted shall be the final cost to the City. All deliveries shall be F.O.B. Destination.

H. The Terms, Conditions and Specifications in this Invitation for Bid shall supersede any terms and conditions offered by the Bidder. Any additional conditions a Bidder intends to be considered must be submitted with the bid and be noted as an exception, however, exceptions may result in the bid being determined non-responsive. All Terms, Conditions and Specifications will be incorporated by reference and be part of the contract following award.

I. Failure to use the forms provided may be cause for rejection of the bid.

J. The viability and accessibility of the Bidder’s submitted attachments is entirely the responsibility of the Bidder. Attachments that are not accessible cannot be considered during the review and evaluation of the bid, which may result in that bid being determined non-responsive and not being further considered for award.

K. Each bid shall be submitted with the understanding that, upon acceptance by the City, the

Bidder shall furnish any or all of the goods and/or services described herein. The accepted bid shall constitute a contract between the Bidder and the City and shall bind the Bidder to furnish and deliver the goods and/or services at the stated prices and in accordance with the Terms, Conditions and Specifications of the Invitation for Bid and bid. The City shall order the goods and/or services from the Bidder at the stated prices except for reasons beyond reasonable control including but not limited to availability of funds and the Contractor’s inability to deliver goods or services within the required timeframe.

L. Submission of a bid is not to be construed as an award or an order to ship.

M. A bid by the Bidder certifies that they are not currently debarred or suspended by a local, state or federal government entity from doing business with that entity. If a debarment or suspension exists, supporting information shall be provided with the bid. Suspension or debarment may disqualify the Bidder from award of a contract.

N. Bidders have the right to request withdrawal of their bids from consideration due to error by giving written notice not later than two business days after bids are publicly opened. Work papers showing evidence of error(s) may be required.

4.2. Addenda

Changes or supplemental instructions to this Invitation for Bid will be posted online with this solicitation. It is the Bidder's responsibility to check for addenda prior to the bid due date and time to ensure that all Addenda are received. Addenda shall be posted on the City's e-

Procurement Portal, OpenGov Procurement, and Addenda notifications will be sent via email to all persons on record who are following this IFB on OpenGov Procurement.

All Bidders shall acknowledge receipt of Addenda with the bid. Acknowledgement of all

Addenda shall be completed in OpenGov Procurement. If all Addenda are not acknowledged, the bid may not be accepted and be deemed non-responsive.

4.3. Notification

This solicitation is posted on eVA, Virginia’s eProcurement Portal (www.eva.virginia.gov) and is available for free download. A direct link to all City of Newport News solicitations on eVA is located at www.nnva.gov/691 or from the Office of Purchasing webpage

(www.nnva.gov/purchasing) by selecting Solicitations from the left side bar. Bidders and potential subcontractors may communicate and collaborate using the B2B Connect through the

B2B Connect tab on the eVA solicitation webpage.

Note: The City of Newport News utilizes eVA to post solicitations. Purchase Orders will be issued directly from the City’s electronic procurement system.

4.4. Award

A. Award will be made to the lowest responsive and responsible Bidder (reference Method of

Award provision contained herein). The ability, capacity, skill, character, integrity, reputation, judgement, experience, efficiency, ability to perform within the time specified, quality of performance of previous contracts, financial resources, suitability of goods or services to particular purpose and future maintenance and service and any exceptions noted will be taken into consideration in making an award.

B. The City may request additional information and make reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall provide the City information and data for this purpose. The City may inspect physical facilities if deemed necessary. The results of investigations and inspections may result in rejection of the bid. In addition, the City reserves the right to conduct any test/inspection deemed necessary to assure goods and services conform to the specifications.

C. The City reserves the right to reject any bid in whole or in part and to delete items before making an award when the City determines that any of the bid prices are significantly unbalanced to the potential detriment of the City and for other reasons when in the City’s best interest.

D. The City reserves the right to waive any informality if it is determined to be in the best interest of the City.

E. In the event of an error or inconsistency between the unit price(s) and the extension of prices, the unit price(s) shall govern.

F. If the bid from the lowest responsive and responsible Bidder exceeds available funds, the

Purchasing Agent or designee may negotiate with the apparent low Bidder to obtain a contract price within available funds.

G. A Bidder may protest the award or decision to award by submitting such protest in writing to the Purchasing Agent no later than ten (10) days after the award or the announcement of the decision to award as indicated in the Code of the City of Newport News Section 2-576.3. No protest shall lie for a claim that the selected Bidder is not a responsible Bidder. The written protest shall include the basis for the protest and the relief sought. The Purchasing Agent shall issue a decision in writing within ten (10) business days stating the reasons for the action taken.

This decision shall be final unless the Bidder appeals within ten (10) days of the written decision by invoking the administrative procedures established by the Purchasing Agent.

H. The Administrative Appeals Procedure is posted on the Office of Purchasing website https://www.nnva.gov/707/Vendor-Resources. This procedure shall be used for hearing protests of a decision to award or an award, appeals from refusal to allow withdrawal of bids, appeals from disqualification, appeals for debarment or suspension, or determinations of non-responsibility and appeals from decision or disputes arising during the performance of a contract.

4.5. Public Inspection of Records

All proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (§ 2.2-3700 et seq., Code of Virginia, 1950, as amended).

As indicated in the Code of the City of Newport News Section 2-557.2, any Bidder, upon request, shall be afforded the opportunity to inspect bid records within a reasonable time after the opening of all bids but prior to award, except in the event that the Purchasing Agent decides not to accept any of the bids and to reopen the contract. Otherwise, bid records shall be open to public inspection only after award of the contract.

Any inspection of procurement transaction records shall be subject to reasonable restrictions to ensure the security and integrity of the records.

Interested parties may contact the Contract Officer to request a time to review proposal records during the normal business hours of the City. The City reserves the right to facilitate public inspection of records through electronic means to the extent possible.

4.6. Notices and Communications

Notices and communications related to the contract resulting from this Invitation for Bid shall be in writing and delivered via mail (postage prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic means (email). All notices related to contract award, modifications, renewals, and terminations will be handled through the Office of Purchasing. The

Office of Purchasing primarily utilizes email for notices and communications including but not limited to delivery of Purchase Orders, contract renewals and contract amendments. The City may also use a web-based service to obtain signatures electronically.

4.7. Availability of Funds

A contract shall be deemed in force only to the extent of appropriations available to each department for the purchase of such goods and/or services. The City’s extended obligations on contracts that include funding through successive fiscal periods shall be contingent upon actual appropriations for the successive periods (additional years).

4.8. Authorization to Transact Business in Virginia

All Bidders organized or authorized to transact business in the Commonwealth pursuant to Title

13.1 or Title 50, as amended, shall provide the identification number issued to it by the State

Corporation Commission. Any Bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50, as amended, or as otherwise required by law shall include in the bid a statement describing why the Bidder is not required to be so authorized.

Any business entity that enters into a contract with a public body pursuant to this chapter shall not allow its existence to lapse or its Certificate of Authority or Registration to Transact Business in the Commonwealth, if so required under Title 13.1 or Title 50, as amended, to be revoked or cancelled at any time during the term of the contract. The City may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section. Visit https://www.scc.virginia.gov/ for more information.

4.9. Cooperative Purchase

If authorized by the Bidder, the contract resulting from this Invitation for Bid may be extended to other public bodies, agencies or institutions within the United States to purchase at the contract prices, terms and conditions. Any public entity that uses the contract shall place its own order(s) directly with the Contractor(s). The City of Newport News is not a party to such contracts and is not responsible for placement of orders and payment or discrepancies of the participating public bodies. It is the Contractor’s responsibility to notify the jurisdictions of the availability of contract(s), if desired. Bidders who do not wish to extend the prices, terms and conditions to other public bodies shall so indicate in the bid.

4.10. Small, Women-Owned, Minority-Owned, and Service Disabled Veteran- Owned Business Requirements

The City of Newport News desires to facilitate the establishment, preservation, and strengthening of small businesses and businesses owned by women, minority individuals, service disabled veterans, military family-owned businesses and employment services organizations, and to encourage their participation in the City's procurement activities. The City of Newport News https://www.scc.virginia.gov/ encourages these firms to compete and encourages non-minority firms to provide for the participation of small businesses and businesses owned by women and minority individuals and service disabled veterans through partnerships, joint ventures, subcontracts, and other contractual opportunities. Offerors are requested to complete and provide the Small, Women-Owned, Minority-Owned and Service Disabled Veteran-Owned Business Requirements Form, if provided herein.

4.11. Faith Based Organizations

The City of Newport News does not discriminate against faith based organizations.

4.12. Non-Discrimination

During the performance of a contract with the City, the Contractor agrees as follows:

A. It will not discriminate against any employees or applicants for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by federal or state law relating to discrimination in employment, except where one or more of these are a bona fide occupational qualification reasonably necessary to the normal operations 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 non-discrimination clause.

B. The Contractor will be and state that he is an equal opportunity employer in all solicitations or advertisements for employees.

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.

D. The Contractor will include the provisions of the foregoing paragraphs (a), (b) and (c) in every subcontract or Purchase Order of over ten thousand dollars ($10,000) so that the provisions will be binding upon each subcontractor or vendor.

4.13. Drug Free Workplace

During the performance of a contract with the City, the Contractor agrees to (i) provide a drug-free workplace for the Contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s workplace and…