INVITATION FOR BIDS (IFB)

County of Warren, Virginia

Finance & Purchasing Department

Issue Date: September 23rd, 2026

Issuing Agency: County of Warren Finance & Purchasing Department

220 N. Commerce Ave., Suite 700 ATTN: Kimberly Henry, Buyer

Front Royal, VA 22630

Title: Linden Fire Department Drainage Improvements

Project Site: 4561 John Marshall Highway, Front Royal, VA 22630

The period of performance of the resultant firm fixed price contract will begin on the day of issuance of

Notice to Proceed, and continuing, if not otherwise terminated in accordance with the terms and conditions of this IFB, for 150 days. Direct all inquiries in writing to:

o Kimberly Henry, Buyer at khenry@warrencountyva.gov prior to 2:00 p.m. on October 13th, 2026. Any direct communication with other County employees is strictly prohibited.

OPTIONAL Pre-Bid Conference: 10:00 a.m. on October 6th, 2026 at the Linden Fire Station, located at

4561 John Marshall Highway, Front Royal, VA 22630.

Sealed Bids due prior to 2:00 P.M. Local Prevailing Time, October 19th, 2026 through the eVA portal

OR paper bids submitted to the Warren County Finance Department located at 220 N. Commerce

Avenue, Suite 700, Front Royal, VA 22630.

Bidders must submit their bid on the County’s BID FORM attached to the specifications.

There shall be no other alteration to the bid form. Failure to comply with these requirements shall be cause for rejection of bid. Any bid received after the due date and time, will not be considered and will be returned, unopened.

The County reserves the right to waive formalities and to reject any or all bids.

This public body does not discriminate against faith-based organizations in accordance with the

Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment.

mailto:khenry@warrencountyva.gov

1. PURPOSE

The purpose of this Invitation for Bids is to solicit sealed bids from qualified contractors to perform drainage improvements at the Linden Fire Station.

2. SCOPE OF WORK

Provide the site entrance and drainage improvements at the existing Linden Fire Department, including conversion of the asphalt entrance to a heavy-duty reinforced concrete apron, installation of a trench drain and storm piping, and associated demolition, grading, traffic control, stabilization, inspection, and restoration. The existing fire station remains in its present use. [T100; C100; C200;

C600] Also include one 5-foot-wide sidewalk along the entire length of the left side of the building.

[Owner-directed addition; Section 7.4]

Project information Identification

Project location 4561 John Marshall Highway, Warren County, Virginia

Owner Warren County

Design professional Racey Engineering, PLLC | Project No. 10371

Plan identification Published July 27, 2026; second VDOT submittal dated July 27, 2026. Sheets are labeled "Permit Review Set."

Property / disturbance Parcel 31-18D; property area 1.59 acres. C200 labels limits of disturbance as 0.18 acre

(8,084 square feet).

Use this scope with the complete drawing set and authorized written clarifications. Drawing references in brackets identify the source of technical requirements. Do not make design changes or resolve conflicting elevations, dimensions, or details in the field without Owner and Engineer authorization. Items requiring a common bidding direction are identified in Part C. [T101]

Drawing register

Sheet Title

T100 Cover Sheet

T101 Project Notes

T102 VDOT Notes

C100 Existing Features

C200 Layout Plan

C201 Sight Distance Plan

C500 Details

C501 Duraslot XL Details

C600 Drainage Map

PART A | Construction scope

2. Work limits and protection of existing facilities

2.1 Work footprint. Perform improvements within the entrance footprint and limits of disturbance shown on C200. The 8,084-square-foot disturbance notation is not a stated concrete pavement quantity. Determine demolition, concrete, excavation, and restoration quantities from the actual work limits and the clarified drawings. [C200; C600] Include the Owner-directed sidewalk work corridor described in Section 7.4; coordinate any required adjustment to disturbance limits with the Owner and Engineer.

2.2 Facilities to remain. Protect the fire station, the existing concrete apron immediately at the apparatus doors, existing bollards, gravel lot outside the work, mailbox, signs, flagpole, well, telephone facilities, and adjoining properties. Preserve the existing 18-inch reinforced concrete pipe culvert and its existing above-grade grate/drop inlet. C200 specifically identifies the existing culvert and drop inlet to remain. [C100; C200]

2.3 Protection and repairs. Secure the work area against unauthorized entry. Protect retained structures against movement, undermining, settlement, impact, and construction damage. Repair contractor-caused damage to pavement, utilities, walks, landscaping, and other existing improvements using matching materials and restore affected areas to their previous condition or better. [T101]

2.4 Drainage continuity. Maintain operation of existing ditches, pipes, and drainage structures during construction and until acceptance. Keep them free of debris and obstructions. Do not use the proposed drainage work as authorization to replace the retained 18-inch culvert or to regrade surrounding drainage areas beyond the work shown. [T101; T102; C600]

3. General requirements, coordination, and layout

3.1 Complete installation. Provide labor, supervision, equipment, materials, hauling, safety provisions, layout, required permits and licenses, and incidentals necessary to perform the work.

Follow the construction standards referenced in T101 and T102 and the conditions of issued project permits. Keep the approved construction documents, applicable permits, and required stormwater documentation at the site. [T101; T102]

3.2 Notifications and meetings. Complete the required preconstruction conference before starting work. Follow the advance-notice requirements stated in the plans, including the one-week notifications to the erosion/stormwater authority and 48-hour notice for required or requested VDOT inspections. Coordinate commencement, interruptions, and completion of work with the Owner, Engineer, affected utility companies, and VDOT. [T101; T102]

3.3 Utility verification. Locate public and private utilities horizontally and vertically before excavation. Use the utility notification process specified by the plans and arrange private locating where needed. Existing utility locations are approximate. Protect active services and coordinate any required shutdown or relocation before disturbance. Utility relocation responsibility is addressed to the Owner/developer in the plan notes and must be defined before including relocation work in the bid. [T101; T102]

3.4 Survey and grades. Verify the existing survey, entrance dimensions, pavement edges, apparatus door elevations, retained concrete elevations, existing drainage inverts, and proposed discharge location. Lay out apron limits, 20-foot return radii, drainage alignment, and finished grades shown on C200 and C201. Notify the Engineer of discrepancies before proceeding. [T101; C100;

C200; C201]

4. Selective demolition and removals

4.1 Pavement removal. Sawcut the limits of pavement to be removed and remove the existing asphalt entrance within the replacement footprint. Remove the existing aggregate base down to subgrade as required by T101, Pavement and Drainage Note 20, and excavate further as necessary for the new pavement section and drainage installation. Protect the highway pavement and existing concrete apron that remain. [T101; C100; C200]

4.2 Drainage removal. Remove the existing grate inlet identified on C100 for removal, including the inlet body and associated components. Remove the existing 4-inch PVC storm pipe identified for removal from that inlet to its existing discharge. Verify the actual pipe length and depth in the field;

no removal length is scheduled. [C100]

4.3 Removal controls. Install required erosion and sediment controls before disturbance. Conduct demolition systematically, minimize interference with roads and adjacent facilities, control dust, and protect retained utilities and structures. Do not interpret generic demolition notes as authorization to remove the building, foundations, retained apron, or retained culvert. [T101; C100; C200]

4.4 Disposal. Load, haul, and lawfully dispose of removed pavement, drainage components, debris, and unsuitable materials off site. Do not bury demolition waste on the property. Clean dust and debris from adjoining improvements affected by the work. [T101]

5. Excavation, grading, subgrade, and backfill

5.1 Earthwork. Excavate and grade for the concrete apron, aggregate base, trench drain encasement, storm pipe bedding, manhole, and entrance transitions. Match the proposed contours, spot elevations, and centerline profile. Limit grading outside the entrance to that necessary to tie into existing conditions. [C200; C201; C600] Also include excavation and grading for the Owner-directed sidewalk described in Section 7.4.

5.2 Fill quality. Use approved fill and backfill free of wood, roots, refuse, and other noncompactible material. Meet the soil classifications and suitability requirements of T101. Maintain moisture within plus or minus 2 percentage points of optimum for the specified compaction. Remove unsuitable material beneath structures and paved areas as directed under the plans. [T101]

5.3 Placement and compaction. For work governed by the T101 earthwork notes, compact fill and backfill to 95 percent of maximum dry density determined by ASTM D698, Standard Proctor.

Maximum uncompacted lifts are 8 inches for embankment fill and 6 inches for trench backfill. Follow applicable T102/VDOT requirements for roadway and right-of-way work. [T101; T102]

5.4 Earthwork testing. Submit representative Proctor test results and the required material certification before filling. T101 identifies minimum density testing of one test per lift per 10,000 square feet for embankments and one test per lift per 500 linear feet for backfill around structures and in trenches. Coordinate the project testing program and right-of-way inspection requirements before placement. [T101; T102]

5.5 Unsuitable conditions. Immediately notify the Engineer and VDOT of unusual subsurface conditions, including unstable soils, springs, voids, or sinkholes. Stop affected work until an acceptable design or treatment is established. Do not install pavement or drainage over unapproved, yielding foundation material. [T101; T102]

5.6 Drainage verification. After subgrade preparation and before pavement placement, test and observe the work area for ponding and verify drainage toward the intended collection points. Report discrepancies to the Owner and Engineer. Maintain existing drainage throughout grading. [T101;

T102]

Illustrated scope boundary. The illustrated work does not include interior fire-station renovation, roof or structural building repairs, relocation of the well, replacement of the existing 18-inch RCP culvert or its retained inlet, resurfacing of the entire gravel lot, or construction of a detention facility.

Generic notes addressing guardrails, curb ramps, underdrains, retaining walls, or box culverts do not identify those items as proposed construction on this set. Any added work requires explicit bidding direction. [C100; C200; C600; T101; T102]

6. Storm drainage improvements

6.1 Scheduled components and quantities

Component Drawing quantity / designation Drawing information

Trench drain 50 linear feet ADS Duraslot XL or approved equivalent; 12-inch configuration identified in details.

P100

71.20 linear feet; 12-inch corrugated

HDPE

Scheduled invert in/out: 781.60 / 781.60; slope 0.0%.

P101

27.19 linear feet; 12-inch corrugated

HDPE

Schedule lists invert in/out: 781.22 / 781.60; slope -

1.3%. Clarification required.

DS100 1 structure; VDOT MH-2 Rim 783.74; sump 781.60; invert in/out 781.60; listed height 2.15 feet.

Retained system Existing 18-inch RCP and drop inlet Protect and maintain; replacement is not shown.

The pipe quantities above are transcribed from C200, not independently verified takeoff quantities.

The relationship between the 50-foot slotted drain, P100, and the alignment stationing requires clarification. Do not automatically add the 50 feet of trench drain to the scheduled pipe lengths or assume a separate solid-pipe quantity before the Engineer establishes the final quantity basis.

[C200]

6.2 Trench drain assembly

Install a complete ADS Duraslot XL trench drain or approved equivalent at the location shown approximately 29 feet in front of the building reference line. The plan calls for 50 linear feet with a drain top elevation of 783.54. Provide the 12-inch configuration and the 6-inch nominal slot-height option highlighted on C501, coordinated with the required top and invert elevations through approved shop drawings. [C200; C501]

Provide smooth-interior, corrugated-exterior HDPE pipe, longitudinal aluminum slot frame, ductile iron grates, fittings, connections, and closure components necessary for the complete assembly.

The C501 specification identifies AASHTO M294 Type S or ASTM F2306 for 12-inch pipe. The slot frame is primed to protect the aluminum in concrete. The details show a nominal 5-inch grate opening and grates approximately 4.81 inches wide by 19.69 inches long. [C501]

Provide the heavy-traffic installation shown on C200: 4,000-psi concrete encasement; minimum 8-inch compacted aggregate base under the encasement; minimum 6-inch side encasement as dimensioned; and No. 5 reinforcing, including bars at 12 inches on center where indicated. Maintain the indicated 2-inch and 3-inch reinforcing covers and recess the grate/slot assembly 1/8 inch below the finished pavement. Coordinate the encasement and isolation joints with the surrounding apron.

[C200]

The C200 encasement detail identifies HS-20 loading applications, while the C501 standard grate detail identifies an HS-25 grate rating. Submit the complete system for Engineer acceptance, including the pipe, frame, grate, encasement, and actual loading requirements. The manufacturer-detail references to concrete, reinforcement, pavement, and expansion joints "by others" identify trade responsibilities; these items remain part of the overall project scope. [C200; C501]

6.3 Storm piping and DS100

Install P100 and P101 on the approved alignment using 12-inch dual-wall HDPE with a smooth interior and corrugated exterior. Furnish compatible fittings, couplings, and structure connections.

Provide at least 6 inches of aggregate bedding for ordinary storm pipe under T101; use the dedicated C200 heavy-traffic detail at the slotted drain. Confirm shallow-cover protection for solid pipe reaches before installation. [T101; C200]

Install DS100 as the VDOT MH-2 structure scheduled on C200, including base, walls, top, traffic-rated access components, and pipe penetrations appropriate to the approved configuration. Provide boot connections where plastic pipe enters the concrete structure. Set the rim, sump, and inverts to the approved elevations, with written resolution of the P101 flow-direction notation before construction. [T101; C200]

Extend P101 from DS100 to the discharge location shown west of the entrance. C200 labels the outfall invert at 781.22. Complete the outlet in accordance with an Engineer-confirmed termination detail; a project-specific headwall, end section, or riprap protection quantity is not identified. Do not substitute a connection to the retained 18-inch culvert for the separate discharge shown. [C200]

6.4 Existing drainage and cleaning

Protect the existing 18-inch RCP culvert and retained above-grade inlet. Clean retained pipes and inlets used by the drainage system of eroded material and construction debris as directed, with cleaning incidental to the drainage work. Maintain unobstructed flow until final acceptance and clean new drainage components at completion. Do not change the retained inlet rim or culvert without an approved direction. [T101; C100; C200]

7. Heavy-duty concrete apron, pavement tie-ins, and sidewalk

7.1 Pavement construction

Construct the new reinforced concrete apron within the limits shown on C200. Maintain the existing concrete immediately at the apparatus doors. Form the entrance edges and 20-foot return radii and match the approximately 130.3-foot highway frontage shown. The building reference width is 80 feet;

these dimensions do not replace a pavement-area takeoff. [C100; C200]

Item Required section / detail

Concrete 10 inches minimum, Class A-4, air-entrained concrete; minimum 28-day compressive strength of 4,000 psi.

Apron aggregate base 6 inches minimum VDOT 21B stone beneath the apron.

Apron reinforcement No. 5 bars at 12 inches on center each way, positioned as shown in Detail 1/C200. The section depicts reinforcement 4 inches below the slab top.

Contraction joints Maximum spacing 15 feet; sawcut depth 3 inches.

Expansion joints Spacing at 30 feet.

Joint sealing Seal all joints with VDOT PR-2 joint sealants.

Drain-zone construction Use the separate reinforced encasement and 8-inch minimum aggregate base of the C200 trench drain detail, not the ordinary 6-inch apron base.

Set forms and reinforcement to achieve the designed pavement section and drainage elevations.

Coordinate joint locations with slab placement, trench drain encasement, DS100, the retained inlet, and the existing concrete apron. The project-specific joint layout, existing-slab connection detail, finish, curing requirements, and vehicle-opening criteria are to be established through the pre-bid clarifications rather than assumed by individual bidders. [C200; see Part C]

7.2 Grades and transitions

Build to the spot grades and slopes on C200 and the entrance centerline profile on C201. Provide drainage to the intended collection points without ponding or directing runoff into the apparatus bays.

Maintain smooth transitions at the retained apron, highway pavement, and adjacent gravel or grass surfaces. Report conflicts between existing elevations and proposed grades before placement.

[T101; C200; C201]

7.3 Highway pavement and surface repairs

Make straight, full-depth sawcuts at existing pavement tie-ins, remove material on the new-work side of the cut, and restore disturbed pavement with the specified section. Where asphalt-to-asphalt reinstatement is required, provide the bond/tack treatment required by T101. Comply with T102 for applicable asphalt work in the right-of-way. Keep repair limits and highway-edge details consistent with the approved entrance and traffic-control requirements. [T101; T102; C200]

7.4 Sidewalk along left side of building

Provide and install one continuous sidewalk, 5 feet wide, extending the entire length of the left side of the building. Include layout, excavation, subgrade preparation, required base, sidewalk installation, tie-ins, and restoration of adjacent disturbed areas. Field-verify the full length and confirm the alignment and endpoints with the Owner. [Owner-directed addition]

Confirm sidewalk materials, construction section, and finished grades with the Owner and Engineer before bid issue. Maintain building access and existing drainage. Do not apply the heavy-duty apron section to the sidewalk unless specifically directed.

8. Traffic control and sight-distance protection

Provide, install, maintain, relocate, and remove temporary traffic-control devices and furnish qualified flaggers as required for entrance construction. Obtain approval of the traffic/transportation management plan and the required land-use permit before work in VDOT right-of-way. Notify VDOT and the traffic operations contact identified in the plans as required for the work zone. [T101; T102;

C500]

C500 calls for a single-lane closure on a two-lane roadway using flaggers under TTC-23.2 and a shoulder-operation setup. Include signs, channelizing devices, protective/shadow vehicles, temporary rumble strips, and other devices to the extent required by the approved setup. The shoulder-detail reference and design/posted speed must be reconciled before pricing the final layout.

[C500; see Part C]

Maintain access to affected properties and keep materials and equipment out of the highway right-of-way except as authorized for the work. Preserve the sight lines shown on C201, which illustrate

500 feet in each direction. Coordinate any work-zone incident with emergency responders and law enforcement in accordance with the C500 transportation operations plan. [T101; T102; C201; C500]

9. Erosion control, stabilization, and restoration

Install required erosion, sediment, and tree-protection measures before demolition or land disturbance. Maintain required project documentation and the designated responsible land disturber information. Keep construction disturbance within the authorized limits and prevent construction debris and sediment from obstructing drainage features. The project-specific control layout and applicable permit/SWPPP requirements must be confirmed before bid issue. [T101; C200]

Temporarily stabilize exposed areas and permanently restore disturbed grass areas using the seeding details on C500. Select the mixture and application rate appropriate to the planting season and site condition from the indicated tables, including liming based on the stated pH criteria where applicable. Repair, regrade, and reseed areas damaged by vehicles, equipment, or construction activity. [T101; C500]

Restore affected gravel, grass, and pavement transitions and maintain the restored ground cover through acceptance. C600 states that the project does not change surrounding drainage areas and calls for no additional permanent stormwater management measures. This does not eliminate the construction-phase controls required by T101. [T101; C600]

10. Inspection, testing, and completion

10.1 Material and earthwork records. Provide the soil, fill, subgrade, aggregate, and pavement testing and certifications required by T101 and T102. Submit material sources and applicable right-of-way material documentation to VDOT as specified. Arrange inspections before concealing work.

[T101; T102]

10.2 Pipe inspection. Perform the post-installation visual/video camera inspection required by

T102, Note V16, for pipes identified as storm sewer. Coordinate any additional inspection or testing with the VDOT land-use Engineer or representative. Correct installation deficiencies before acceptance. [T102]

10.3 Drainage performance and cleanup. Verify the constructed grades and drainage paths; clean pipe, slots, grates, manhole, and retained inlets of debris and eroded material. Repair construction damage, remove surplus material and temporary work, and leave the entrance and surrounding affected areas clean and serviceable. [T101; T102]

3. GENERAL TERMS AND CONDITIONS

PROCUREMENT REQUIREMENTS AND MANDATORY CONTRACT TERMS

I. REQUIREMENTS APPLICABLE TO ALL PROCUREMENTS

MANDATORY USE OF COUNTY FORMS AND TERMS: Failure to utilize the official County forms provided for responding to a procurement solicitation shall be cause for rejecting the submission. Modifications of or additions to any portion of the County’s forms or the terms of the solicitation may also be cause for rejecting the submission. The County reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a submission as nonresponsive.

CLARIFICATION OF TERMS: Questions about the specifications or other solicitation documents should be submitted in writing to the County by the deadline specified in the procurement schedule. Any revisions to the solicitation will be made only by written addendum issued by the County.

QUALIFICATIONS: The County may investigate the ability of the bidder/offeror to perform under the contract being procured and may request information and data for this purpose. The

County reserves the right to visit physical facilities prior to award to satisfy questions regarding such capabilities. The County further reserves the right to reject any bid or proposal if it concludes that the bidder/offeror is not properly-qualified to carry out the obligations of the contract.

CONTRACTOR LICENSING: Potential contractors are required to comply with all applicable licensing requirements for contractors as set forth in Virginia Code § 54.1-1100, as amended.

STATE CORPORATION COMMISSION (SCC) IDENTIFICATION NUMBER: A bidder/offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid/proposal the identification number issued to it by the State Corporation Commission

(SCC). Any bidder/offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid/ proposal a statement describing why the bidder/offeror is not required to be so authorized.

BID BONDS:

1. All bids/proposals for non-transportation-related construction contracts in excess of

$500,000 and transportation-related construction projects authorized under Code of

Virginia, § 33.2-208, et seq., that are in excess of $350,000 and partially or wholly funded by the Commonwealth of Virginia shall be accompanied by a bid bond from a surety company which is legally authorized to do business in Virginia as a guaranty that if the contract is awarded to such bidder, that bidder will enter into the contract for the work mentioned in the bid. The amount of the bid bond shall not exceed 5% of the amount bid.

No forfeiture under a bid bond shall exceed the lesser of the difference between the bid for which the bond was written and the next low bid or the face amount of the bid bond. In lieu of a bid bond, a certified check, cashier’s check, or cash escrow in the face amount requirement for the bond.

2. A bid bond may be required for construction contracts and other contracts which fall outside the scope of this section. Please refer to the County’s procurement solicitation for any additional bonding requirements, which are incorporated herein by reference.

TRANSPORTATION AND PACKAGING: By submitting a bid/proposal, each bidder/offeror certifies and warrants that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

TESTING AND INSPECTION: The County reserves the right to conduct any test or inspection it deems advisable to assure goods and services conform to the specifications.

USE OF BRAND NAMES: Unless otherwise provided in the solicitation, the name of a certain brand, make or manufacturer does not restrict bidders/offerors to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the County, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder/offeror is responsible for clearly and specifically identifying the product being offered and providing sufficient descriptive literature, catalog cuts and technical detail to enable the County to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Failure to furnish adequate data for evaluation purposes may result in a finding of nonresponsiveness.

ETHICS IN PUBLIC CONTRACTING: By submitting a bid/proposal, each bidder/offeror certifies that their bid/proposal is made without collusion or fraud and that they have no offered or received kickbacks or inducements from another bidder, offeror, supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have 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 great value was exchanged.

NONDISCRIMINATION BY COUNTY: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment.

DEBARMENT STATUS: By submitting a bid or proposal, the bidder or offeror certifies that they are not currently debarred by the Commonwealth of Virginia or the County from participating in this procurement and that they are not an agent of any person or entity that is currently debarred by the Commonwealth of Virginia or the County.

PRICE CURRENCY: All prices shall be stated in US dollars.

INFORMALITIES: The County reserves the right to waive informalities. "Informality" means a minor defect or variation from the exact requirements of an Invitation to Bid or Request for Proposal that does not affect the price, quality, quantity, or delivery schedule for the goods, services, or construction being procured.

CANCELLATION: The County may cancel or reject an Invitation to Bid, Request for Proposal, other solicitation, and any bids and proposals submitted in response thereto.

INSPECTION OF SOLICITATION DOCUMENTS AND JOB SITE: The signature of the bidder/offeror on their bid/proposal certifies that they have inspected all documents associated with this procurement solicitation and the job site and are fully aware of the conditions under which the project or work must be accomplished. The County will not consider any claims arising from the failure to inspect the solicitation documents or job site.

eVA ORDERS AND CONTRACTS: This solicitation may result in one or multiple purchase orders with the applicable eVA transaction fee assessed for each order. Potential contractors desiring to provide goods or services to the County shall participate in the eVA Internet e-procurement solution. If this solicitation is for a term contract, the failure by a potential contractor to provide an electronic catalog (price list) or index page catalog for items being procured may result in rejection of the bid by the County.

ANNOUNCEMENT OF AWARD: The County will post notice of the award or announcing the decision to award a contract as a result of this solicitation in eVA (www.eva.virginia.gov).

IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed, and identified as follows:

From:

Name of Bidder/Offeror

Due Date Time

Street or Box Number

IFB No./RFP No.

City, State, Zip Code

IFB/RFP Title

Licensed Class A Virginia Contractor No. Specialty

Licensed Class B Virginia Contractor No. Specialty

Licensed Class C Virginia Contractor No.

Specialty

Virginia SCC Entity ID:

DSBSD-Certified Micro Business or Small Business No.

Name of Contract/Purchase Officer or Buyer

II. ADDITIONAL PROVISIONS APPLICABLE TO FOR INVITATIONS TO BID

BID ACCEPTANCE PERIOD: Any bid submitted in response to an Invitation to Bid shall be valid for a period of 30 days following the opening of bids. At the end of the 30 day-period, the bid may be withdrawn at the written request of the bidder. Otherwise, the bid remains in effect until an award is made or the solicitation is canceled.

BID EVALUATION AND AWARD PROCEDURE: Net pricing is used to evaluate bids unless provided otherwise in the Invitation to Bid. The contract is typically awarded to the lowest responsive and responsible bidder. The County reserves the right to award multiple contracts in response to an

Invitation to Bid.

TIE BIDS: In the case of a tie bid, preference is given to goods, services and construction produced in the County or provided by persons, firms or corporations whose principal place of business is in the

County, if such a choice is available. Otherwise, the tie is decided by lot unless the provisions of the Code of Virginia, § 2.2-4324, apply.

NEGOTIATION WITH THE LOWEST BIDDER: When the low bid exceeds budgeted funds, the

County may negotiate with the low bidder to attempt to obtain a contract price within the budged funds available.

Negotiations may include modification of the bid amount, scope of work, and/or specifications.

III. ADDITIONAL PROVISONS APPLICABLE TO REQUESTS FOR PROPOSALS

PROPOSAL EVALUATION AND AWARD PROCEDURE:

1. For professional services, the County evaluates the proposals based solely on professional competence. Interviews are scheduled with at least the two offerors ranked highest. In these interviews, the parties can discuss professional qualifications, the project under consideration, the project cost, and offerors can be asked to provide a nonbinding estimate of the cost of their services.

After the interviews, the County ranks the proposals and enters into contract negotiations with the highest-ranking offeror. If a contract can be negotiated with that offeror at a fair and reasonable price, then the contract is awarded. Otherwise, negotiations are terminated with the first offeror, and the County moves on to the next-ranked offeror until a contract can be awarded.

2. For goods, construction, and nonprofessional services, the County ranks proposals by price and any other specifications set forth in the Request for Proposals. Interviews are conducted with at least the two offerors ranked highest. Binding prices are obtained during the interviews. After the interviews are complete, the contract is awarded to the offeror submitting with the best proposal.

3. If the County determines in writing that one offeror is clearly more qualified than all others, the interviews mentioned above may be dispensed with and the County may commence contract negotiations with the offeror so designated.

IV. MANDATORY CONTRACT TERMS

AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. The County may void this contract if Contractor fails to remain in compliance with the provisions of this section.

ANTI-DISCRIMINATION: For any contract greater than $10,000, Contractor agrees to the following:

1. 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

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

2. Contractor, in all solicitations or advertisements for employees placed by it or on its behalf, will state that Contractor is an equal opportunity employer.

3. 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.

4. Contractor shall include the provisions of the foregoing paragraphs 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.

COMPLIANCE WITH FEDERAL IMMIGRATION REFORM AND CONTROL ACT:

Contractor certifies that it does not and shall not during the performance of this contract knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986, as amended.

DRUG-FREE WORKPLACE: For any contract greater than $10,000, Contractor agrees, during performance of the contract, to (i) provide a drug-free workplace for 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 Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of Contractor that Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

PAYMENTS TO CONTRACTOR:

1. The County will issue payment to Contractor after satisfactory performance of the contract, in accordance with all provisions thereof, and upon receipt of a properly completed invoice. The

County reserves the right to withhold any and all payments or portions thereof for Contractor’s failure to perform in accordance with the provisions of the contract or any modifications thereto.

2. Contractor must list all goods and services ordered, delivered, and accepted on all invoices.

Invoices shall be sent directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number, purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

3. Contractor must select between purchasing card (VISA) or ACH (electronic deposit) as the form of payment by the County. Acceptance of payment by purchasing card usually requires that

Contractor have credit card processing capability. The County encourages Contractor to check with its financial institutions to ascertain precisely what is necessary to comply with the purchasing card requirement. The County will not pay additional fees, convenience fees and/or surcharges in excess of the purchase order or contract amount. The County will make all payments by purchasing card when Contractor has indicated, either directly or indirectly, that credit card is an acceptable method of payment.

4. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment

30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days. The date of postmark shall be deemed the date of payment when payment is made by mail.

5. All goods or services provided under this contract or purchase order shall be billed by Contractor at the contract price regardless of which County department is billed.

CONTRACTOR’S PAYMENTS TO SUBCONTRACTORS:

1. Contractor shall take one of the two following actions within seven days after the receipt of amounts paid by the County for work performed by any subcontractor under the contract:

a. Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under the contract; or

b. Notify the County and the subcontractor, in writing, of its intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.

2. Contractor shall pay interest to the subcontractor on all amounts owed that remain unpaid after seven days following its receipt of payment from the County for work performed by the subcontractor under the contract, except for amounts withheld as allowed by Paragraph

(1)(b) above. Interest shall accrue at the rate of one percent per month.

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

4. Contractor’s obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section shall not be construed to be an obligation of the County. A contract modification shall not be made for the purpose of providing reimbursement for such interest charge and a cost reimbursement claim shall not include any amount for reimbursement for such interest charge.

5. If this contract is for construction, Contractor shall pay the entire amount of an invoice issued by a subcontractor within 60 days of the receipt following satisfactory completion of the work covered by the invoice even if Contractor has not received payment from the

County for that work. Contractor shall not be liable for amounts reducible due to the subcontractor’s noncompliance with the terms of the contract. However, in the event that

Contractor withholds all or a part of the amount invoiced by the subcontractor, Contractor shall notify the subcontractor within 50 days of the receipt of such invoice, in writing, of his intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment, specifically identifying the contractual noncompliance, the dollar amount being withheld, and the lowertier subcontractor responsible for the contractual noncompliance. Payment by the party contracting with the contractor shall not be a condition precedent to payment to any lower-tier subcontractor, regardless of that contractor's receiving payment for amounts owed to that contractor.

PEFORMANCE AND PAYMENT BOND REQUIREMENTS:

1. For contracts involving nontransportation-related public construction contract exceeding

$500,000 to any prime contractor; or transportation-related project authorized pursuant to

Code of Virginia, § 33.2-208, et seq., exceeding $350,000 that is partially or wholly funded by the Commonwealth of Virginia, Contractor is required to furnish the following:

a. A performance bond, in a form acceptable to the County, in the sum of the contract amount conditioned upon the faithful performance of the contract in strict conformity with the plans, specifications and conditions of the contract.

b. A payment bond, in a form acceptable to the County, in the sum of the contract amount.

Such bond shall be for the protection of claimants who have and fulfill contracts to supply labor or materials to the prime contractor to whom the contract was awarded, or to any subcontractors, in the prosecution of the work provided for in such contract and shall be conditioned upon the prompt payment for all such material furnished or labor supplied or performed in the prosecution of the work.

2. Bonds shall be executed by one or more surety companies selected by Contractor which are legally authorized to do business in Virginia.

3. Bonds shall be made payable to the County and filed at the County’s offices.

4. Contractor may require each subcontractor to furnish a payment bond with surety thereon in the sum of the full amount of the subcontract conditioned upon payment to all persons performing labor and furnishing materials in the prosecution of the work provided for in the subcontract.

5. In lieu of a payment or performance bond, Contractor may furnish a certified check, cashier’s check, or cash escrow in the face amount requirement for the bond.

6. Performance and payment bonds may be required for construction contracts and other contracts which fall outside the scope of this section. Please refer to the County’s procurement solicitation for any additional bonding requirements, which are incorporated herein by reference.

INSURANCE: Contractor certifies that it and any subcontractors will maintain these insurance coverages during the contract term and that all coverage will be provided by companies authorized to sell insurance in Virginia:

1. Workers’ Compensation - Statutory requirements and benefits.

2. Employer’s Liability - $100,000.

2. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate.

Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The County of Warren, Virginia shall be added as an additional insured to the policy by an endorsement.

3. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the County is to be used in the contract. Contractor must assure that the required coverage is maintained by Contractor (or thirdparty owner of such motor vehicle.)

Profession/Service Limits

Accounting $1,000,000 per occurrence, $3,000,000 aggregate

Architecture $2,000,000 per occurrence, $6,000,000 aggregate

Asbestos Design, $1,000,000 per occurrence, $3,000,000 aggregate

Inspection or Abatement Contractors, Health Care Practitioner (to include

Dentists, Licensed Dental Hygienists, Optometrists, Registered or Licensed

Practical Nurses, Pharmacists, Physicians, Podiatrists, Chiropractors, Physical Therapists, Physical Therapist

Assistants, Clinical Psychologists, Clinical Social Workers, Professional

Counselors, Hospitals, or Health

Maintenance Organizations.)

Code of Virginia § 8.01-581.15

Insurance/Risk Management $1,000,000 per occurrence, $3,000,000 aggregate

Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate

Legal $1,000,000 per occurrence, $5,000,000 aggregate

Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate

Surveying $1,000,000 per occurrence, $1,000,000 aggregate

ASSIGNMENT OF CONTRACT: Contractor may not assign this contract in whole or in part without the written consent of the County.

CHANGES TO THE CONTRACT: Changes to the contract may only be made as follows:

1. The terms, conditions, or scope of the contract may be modified by a written addendum executed by the County and Contractor. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of the contract addendum.

2. The County may order changes within the scope of the contract at any time by written notice to Contractor including, but not limited to, changes to the services to be performed, the method of packing or shipment, and the place of delivery or installation. If the County issues a change order that requires an adjustment to compensation, Contractor shall be compensated for any additional costs incurred as the result of the order and the

County shall be credited for any savings. Contractor must assert any claim for an adjustment in price by written notice to the County within 30 days from the date of receipt of the change order. Any adjustment to compensation shall be determined as follows: (a)

By written agreement of the parties;

(b) If the work can be expressed in units, by agreeing upon a unit price or using a unit price set forth in the contract, and Contractor accounts for the number of additional units of work performed, subject to reasonable verification by the

County; or

(c) By Contractor proceeding with the work and keeping a record of all costs incurred and savings realized, including adjustment for overhead and profit if provided by the contract. Upon completion of the work, Contractor shall present the County with all vouchers and records of expenses incurred and savings realized.

The County shall have the right to audit Contractor’s records to verify costs and savings.

TAXES: Sales to the County are normally exempt from Virginia sales tax. Virginia sales and use tax certificates of exemption, Form ST-12, will be issued upon request. If sales or deliveries under the contract are not tax-exempt, Contractor shall be responsible for the payment of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits Contractor from offering a tax-included price.

EXAMINATION AND RETENTION OF CONTRACTOR’S RECORDS: The County or any of its duly authorized representatives shall have access to and the right to examine Contractor’s directly pertinent books, documents, papers, or other records involving transactions related to this contract for five years after final payment.

AVAILABILITY OF FUNDS: The parties expressly acknowledge and agree that the County’s obligations under this contract are expressly contingent upon appropriation by the County’s Board of

Supervisors.

TERMINATION FOR CONVENIENCE: The County may terminate this contract for convenience at any time, in whole or in part, upon giving Contractor 60 days’ notice of such termination. Upon such termination, Contractor shall immediately cease work and remove all of its labor forces and materials. Contractor shall also take such steps as the County may require to assign to the County Contractor’s interest in all subcontracts and purchase orders designated by the County. After all such steps have been taken to the County’s satisfaction, Contractor shall receive the following as payment in full:

1. All amounts otherwise due under the terms of this contract at the time of termination.

2. Amounts due for work performed between the date of the most…