City of Fredericksburg

715 Princess Anne Street, Fredericksburg, VA 22401

REQUEST FOR QUOTATION (RFQ) #27-0039 Guardrails for the City of Fredericksburg Commodity Code: 57028 – Guard Rails and Accessories: Bolts, Posts, Terminal Ends, Washers, etc.

Issue Date: October 13, 2026 • Due Date/Time: October 23, 2026 – 4:00 P.M. (ET)

Procurement Officer: Josh McCormack / E-mail Address: ljmccormack@fredericksburgva.gov Procurement Specialist: Rachel Jones / E-mail Address: rmjones@fredericksburgva.gov

PROPOSAL SUBMISSION: All quotes must be received by the date and time shown on the cover page of this solicitation at the following address. Any quotes received after the stated time and date will not be considered. Delivery address:

Josh McCormack, Procurement Manager, at ljmccormack@fredericksburgva.gov and Rachel Jones, Procurement Specialist at rmjones@fredericksburgva.gov

CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, then it is the Offeror’s responsibility to contact the Procurement Officer in writing, no later than October 17, 2026, 4:00 P.M. (EST). Oral requests for information will not be accepted. No further written inquiries will be accepted after this time. Any revisions to the solicitation will be made only by an addendum issued by the Procurement Officer. Any addenda, notifications, extensions, cancellations or changes will be posted prior to the due date and time on the City’s website at www.fredericksburgva.gov and the Commonwealth of Virginia procurement portal at www.eva.virginia.gov. No other notification will be provided. It is the responsibility of the prospective Offeror to obtain all current information.

PERIOD OF CONTRACT: 60 Days from Receipt of PO

The undersigned hereby offers and agrees to furnish all goods and/or services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

Company Name:

Email:

Address: Telephone:

City/State/ZIP Fax:

Signature: Cell:

Printed Name: UEI Number:

Title: eVA Vendor ID:

mailto:ljmccormack@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov http://www.fredericksburgva.gov/ http://www.eva.virginia.gov/

RFQ 27-0039 Guardrails for the City of Fredericksburg

Date:

Vendor SCC

ID:

Section I – Statement of Work

Company: __________________________________________________________________________________

Quote Number: _____________________________________________________________________________

Quote Expiration: ___________________________________________________________________________

Delivery/Lead Time for Deliverables: __________________________________________________________

Line Item Location Additional Specifications/Notes Firm Fixed Price

1 Rt1 North to Rt 3 West Ramp approx. 75’

GPS COORDS:

38.2959469195275, -77.48286756485093

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT Materials Division Approved Products List (APL) and installed in full accordance with manufacturer specifications and VDOT guidelines.

Photos for Line Item 1 are provided as Attachment A – Line Item 1 Pictures 2 Rt1 south at Kingsmill Dr approx. 30’

GPS COORDS:

38.286385886838836, -77.48743112683901

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT Materials Division Approved Products List (APL) and installed in full accordance with manufacturer

Photos for Line Item 2 are provided as Attachment B – Line Item 2 Pictures 3 Rt3 west at Ramseur St approx. 80’

GPS COORDS:

38.29651525398128, -77.49943713741541

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT Materials Division Approved Products List (APL) and installed in full accordance with manufacturer specifications and VDOT guidelines.

Photos for Line Item 3 are provided as Attachment C – Line Item 3 Pictures 4 Twin lakes Dr @ RT1 North approx. 135’

GPS COORDS:

38.28352107278856, -77.48816197208086

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT Materials Division Approved Products List (APL) and installed in full accordance with manufacturer specifications and VDOT guidelines.

Photos for Line Item 4 are provided as Attachment D – Line Item 4 Pictures 5 Rt3 eastbound under Rt1 bridge approx. 70’

GPS COORDS

38.295472790112775, -77.48413702017679

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT

Materials Division Approved Products List (APL) and installed in full accordance with manufacturer specifications and VDOT guidelines.

Photos for Line Item 5 are provided as Attachment E – Line Item 5 Pictures 6 Rt3 West to Rt1 North

Ramp #1 approx. 25’

GPS COORDS:

38.295841666860895, -77.48272674888469

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT Materials Division Approved Products List (APL) and installed in full accordance with manufacturer specifications and VDOT guidelines.

Photos for Line Item 6 are provided as Attachment F – Line Item 6 Pictures 7 Rt3 West to Rt1 North

Ramp #2 approx. 50’

GPS COORDS:

38.296107955811934, -77.48272808998912

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT Materials Division Approved Products List (APL) and installed in full accordance with manufacturer specifications and VDOT guidelines.

Photos for Line Item 7 are provided as Attachment G – Line Item 7 Pictures 8 Rt3 West to Rt1 North

Ramp #3 approx. 152’

GPS COORDS:

38. 29716620149091, -77.48302041325081

All guardrail maintenance, repairs, full-section replacements, and associated hardware must strictly adhere to the latest VDOT Road and Bridge Standards (Standard GR series) and VDOT Road and Bridge Specifications.

All impact attenuator/crash cushion repairs or replacement units must be VDOT-approved NCHRP 350 or MASH-compliant systems listed on the VDOT Materials Division Approved Products List (APL) and installed in full accordance with manufacturer

Photos for Line Item 8 are provided as Attachment H – Line Item 8 Pictures

Section II – Terms and Conditions

I. GENERAL TERMS AND CONDITIONS

These are mandatory and non-negotiable terms applicable to any contract awarded under this procurement.

A. Assignment. Contractor will not assign or otherwise transfer any of its rights, obligations, or interests in this contract without the written permission of the City.

B. Audit. Contractor will retain all records related to this contract for 5 years after final payment or until audited by the City, whichever comes first. The City may inspect these records upon reasonable notice to Contractor.

C. Authorization to do Business in Virginia. Contractor is authorized to do business in Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 of the Virginia Code. Contractor will not allow its existence to lapse or its certificate of authority or registration to do business in Virginia to be revoked or cancelled during the term of this contract.

D. Child Labor. Contractor agrees that there shall be no forced or indentured child labor in the performance of this contract, and that this prohibition be included on every subcontract or purchase order over $10,000 in value, so that this prohibition will be binding upon each subcontractor or vendor.

For the purpose of this contract provision, “forced or indentured child labor” means all work or service (i) exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself or herself voluntarily or (ii) performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

E. Choice of Law, Venue. This contract is governed by Virginia law. The Circuit Court of the City of Fredericksburg, Virginia, is the exclusive venue for any litigation regarding this contract.

F. Claims. Contractor must notify the City in writing of its intention to file a claim at the time of the occurrence or beginning of the work upon which the claim is based. All claims must be submitted no later than 60 days after the final contract payment.

G. Default. The City is in default 1) if it fails to pay any undisputed amount due to Contractor; or 2) upon any other material failure to comply with the terms of the contract. Contractor is in default upon any material failure to comply with the terms of the contract.

A party alleging that the other party is in default must provide the allegedly defaulting party with written notice specifying the alleged default and allow 30 days for the default to be cured.

a. Remedies for Default. If the City does not cure a default after receiving notice, Contractor may a) terminate this contract, and b) exercise all remedies available at law.

b. If the Contractor does not cure a default after receiving notice, the City may a) terminate the contract, b) exercise all remedies available at law, and c) collect liquidated damages if available under Special Contract Terms. If the default is a failure to provide required goods or services, the City may, upon written notice to Contractor, procure those goods or services from other sources and hold Contractor responsible for any resulting additional purchase and administrative costs.

H. Dispute Resolution. The parties will first endeavor to resolve any disputes, claims, or other matters in question between them through direct negotiations, and if direct negotiations fail, by non-binding mediation, with the exclusive venue of the mediation being the City of Fredericksburg.

Should the dispute remain unresolved either (i) following negotiation and mediation, or (ii) more than 90 days after a party has requested mediation, either party may institute a lawsuit or chancery action, as appropriate, in Fredericksburg Circuit Court, and may pursue all available appeals in Virginia state courts, to the extent they have jurisdiction. Any agreement reached in mediation must be reduced to writing and executed by the parties; upon execution, the agreement will be enforceable as a settlement agreement.

I. Drug-Free Workplace. 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 Contractor’s workplace and specifying the actions that will be taken against employees for violating that 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 terms of this section in every subcontract or purchase order of over $10,000, so that the terms will be binding upon each subcontractor and vendor.

J. Ethics in Public Contracting. Contractor certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor and that it has not conferred on any public employee having official responsibility for this purchase any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged.

K. Force Majeure. No party to this Agreement shall be liable or responsible to the other party for any failure, interruption, or delay in fulfilling any of its obligations under this agreement, due to events beyond the affected party’s control, including natural disaster, act of God, war, armed conflict, pandemic, epidemic, public health crisis, or state of emergency, provided that the affected party gives the other party prompt written notice of the occurrence of the event, stating the period of time the occurrence is expected to continue. The affected party shall use diligent efforts to end the failure, interruption, or delay and ensure the effects of the Force Majeure Event are minimized.

L. Freedom of Information Act. All records pertaining to this contract are open to inspection by the public under the Virginia Freedom of Information Act (Virginia Code § 2.2-3700 et. seq) unless specifically exempted under the Act (including records properly exempted under Code of Virginia § 2.2-4342).

M. Immigration. Contractor does not, and will not during the performance of this contract, knowingly employ an unauthorized alien as defined in federal Immigration Reform and Control Act of 1986.

Contractor will register for and participate in the federal E-Verify Program if required to do so under Code of Virginia § 2.2-4308.2. Contractor will provide the City with a copy of their E-Verify “Maintain Company” page to the City upon request. Failure to comply with E-Verify requirements subjects Contractor to automatic disbarment from City procurement until the requirements are met.

N. Indemnification. Contractor will save, hold harmless, and indemnify the City, and all of its elected and appointed officials, officers, employees, agents, departments, agencies, boards, and commissions from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney's fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with Contractor's negligent acts, errors or omissions, recklessness or intentionally wrongful conduct of the Contractor in performance or nonperformance of its work under the contract. This indemnification survives the termination of the contract.

O. Insurance. Contractor and any subcontractors will maintain the following insurance coverage, provided by insurance companies authorized by the Virginia SCC to offer insurance in Virginia, during the entire term of the contract. Contractor will provide copies of its Certificates of Insurance to the City, and will name the City as an additional named insured for the purpose of the work.

a. Workers’ Compensation—as required by law.

b. Employer’s Liability--$100,000.

c. Commercial General Liability--$1,000,000 per occurrence and $2,000,000 in the aggregate. The City must be named as an additional insured on this policy.

d. Automobile Liability -- $1,000,000 combined single limit, if any motor vehicle not owned by the City is to be used in performance of the contract.

e. Professional Liability (i.e. Errors and Omissions)--$1,000,000 per wrongful act, $2,000,000 annual policy claims aggregate, if the contract is for accounting, architecture, asbestos contracting, healthcare, insurance/risk management, legal services, engineering, or surveying.

P. Licensing. Contractor will maintain all licenses and certifications required by applicable federal, state, and local governmental entities for provision of the goods and services to be provided under this contract.

Q. Modifications. Only the City Manager or City Purchasing Agent may modify this contract on behalf of the City. Only the original signatory of the contract on behalf of Contractor, or another individual authorized in writing by Contractor to modify the contract, may modify the contract on behalf of Contractor. Modifications to this contract can only be authorized in accordance with Code of Virginia § 2.2-4309. Modifications can only be authorized by the following methods:

City and Contractor may agree in writing to modify the terms of the contract. Any additional goods or services to be provided must be of a sort that is ancillary to, or within the same broad product or services categories as, those provided for in the original contract.

The City may issue written change orders for changes such as services to be performed, methods of packing or shipping, and place of delivery or installation. If Contractor determines that the change order will not necessitate a change in compensation or schedule, Contractor will comply with the change order upon receipt. If Contractor determines that the change order will necessitate a change in compensation or schedule, Contractor will notify the City of that determination, and only proceed to comply with the change order upon the City’s written approval.

The contract may be renewed by agreement if provided for in the description of the contract term.

Contractor shall not require any employee or agent of the City other than the City Manager or Purchasing Agent to execute any additional contract, license, or other agreement pertaining to this contract.

R. Non-appropriation. All funds for payments after June 30 of the current fiscal year are subject to appropriation by the City Council. If Council does not appropriate the required funds, the City will terminate this contract on June 30 of the then-current fiscal year.

S. Non-Discrimination. Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor.

Contractor will post in conspicuous places, available to employees and applicants for employment, notices stating the terms of this section.

Contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that the contractor is an equal opportunity employer.

Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation are sufficient for the purposes of this section.

Contractor will include the terms of this section in every subcontract or purchase order of over $10,000, so that the terms will be binding upon each subcontractor and vendor.

Contractor will conform to the Federal Civil Rights Act of 1964, the Virginia Fair Employment Contracting Act of 1975, the Virginians with Disabilities Act, and § 2.2-4343.1E of the Virginia Public Procurement Act.

T. Notices. Any notices pertaining to this contract must be sent by first-class mail to:

a. To the City:

Fredericksburg City Manager 715 Princess Anne Street Fredericksburg, Virginia 22401

b. To the Contractor:

The address listed on Contractor’s Quotation or Bid. Contractor may change its address for notices by notifying the City in writing of the change.

U. Payments. Contractor must provide its federal employer identification number and VA W-9 to the City before requesting payment.

Contractor will submit itemized invoices, with appropriate documentation, for completed deliverables (as listed in Statement of Work Section V. Deliverables), to the City, at the payment address shown on the purchase order or contract. All invoices must show the City contract or purchase order number and Contractor’s federal employer identification number. No invoice may include any cost other than those listed in the contract or in an individual purchase order referencing the contract.

The City will pay invoices within 30 days of receipt. Any invoice not paid within 30 days will accrue 1% interest per month. When payment is made by mail, the date of the postmark will be considered the date of payment. If offset proceedings have been instituted under the Virginia Debt Collection Act, the date of offset will be considered the date of payment.

Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time an order is placed. In these cases, payments are contingent on the City’s determination that all invoiced charges are reasonable. The City will notify Contractor within 30 days of invoice of any charges it determines to be unreasonable. Payment for those charges will be suspended until a settlement is reached. Contractor will not take legal action concerning the charges unless a settlement is not reached within 30 days of notification.

V. Payments to Subcontractor. Within 7 days after receipt of payment by the City for work performed by a subcontractor, Contractor shall a) pay the subcontractor for the proportionate share of the total payment received from the City attributable to the subcontractor’s work, or b) notify the City and the subcontractor, in writing, of Contractor’s intention to withhold payment and the reason for withholding the payment.

Contractor will pay interest of 1% per month to subcontractors on all amounts owed to the subcontractors which has not been paid or withheld under the terms of the preceding paragraph.

Contractor must require individual subcontractors to provide their social security numbers, and proprietorship, partnership, and corporate subcontractors to provide their federal employee identification numbers. Contractor will provide this information to the City upon request.

Contractor must require subcontractors to include the terms of this section in all contracts with other subcontractors.

W. Prime Contractor and Subcontractors. Contractor has prime responsibility for all services and goods to be provided under this contract, specifically including adequate supervision of work to be performed. This contract is only between Contractor and the City, and Contractor accepts full responsibility for the work performed and goods provided by, and the acts and omissions of, its subcontractors.

Subcontractor will not subcontract for any part of this contract without the advance written permission of the City Purchasing Agent. Contractor will provide the names, qualifications, and experience of any proposed subcontractors to the City Purchasing Agent.

X. Relation to City. Contractor is an independent contractor of the City. This contract does not create an employment relationship between the City and Contractor or any of its employees.

Y. Severability. If any provision of this agreement is determined to be invalid, illegal or unenforceable, the remaining provisions of the agreement remain in full force, if the essential terms and conditions of the agreement for each party remain valid, binding, and enforceable.

Z. Strict Performance. The failure of a party to insist upon the other party’s strict performance of the terms of the contract is not a waiver of the right to insist upon strict performance of those terms at a later time.

AA. Termination. The City may terminate this contract for any reason upon 30 days’ notice to Contractor. The City will promptly pay all amounts already earned by Contractor and reasonable expenses incurred in reliance upon the contract, up to the effective date of the termination. Receipt of the notice does not affect Contractor’s obligations under the contract, including fulfillment of outstanding orders, up to the effective date of termination.

The parties can agree to terminate this contract at any time.