850601paintSalem.pdf

City of Salem, Virginia • ITB #2027-020 • City Hall Fire Escape Lead Paint Removal and Painting

City of Salem Purchasing Department Page 1

ITB #2027-020

City Hall Fire Escape Lead Paint Removal and Painting

City of Salem, Virginia

Purchasing Department 114 North Broad Street Salem, Virginia 24153 Phone: (540) 375-3063

ITB Number: ITB #2027-020

Title: City Hall Fire Escape Lead Paint Removal and Painting

Issue Date: Wednesday, October 14, 2026

Questions Deadline: Wednesday, November 4, 2026, 5:00 P.M. (Local Time)

Bids Due: Thursday, November 19, 2026, 3:00 P.M. (Local Time)

Public Bid Opening: Thursday, November 19, 2026, 3:05 P.M. (Local Time)

Bid Opening Location: Council Chambers: 114 North Broad Street, Salem, Virginia 24153

Pre-Bid Conference: MANDATORY – Wednesday, October 28, 2026, 10:00 A.M. (Local Time), Salem City Hall, 114 North Broad Street. Registration required by 3:00 P.M., Tuesday, October 27, 2026, by email to bkdenton@salemva.gov (see Section III.A.2)

Procurement Contact: Benjamin Denton, Procurement Manager bkdenton@salemva.gov

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.

mailto:bkdenton@salemva.gov

City of Salem Purchasing Department Page 2

The City of Salem is soliciting sealed bids from qualified, properly licensed contractors to furnish all labor, supervision, materials, and equipment necessary to safely remove the existing lead-based paint from, and to prime and repaint, the exterior fire escapes, doors, and trim on the north and south sides of Salem City Hall, 114 North Broad Street, in accordance with the requirements set forth in this Invitation to Bid (ITB). All work must conform to the Specifications / Scope of Work, Compliance Checklist, and Bid Form, which are attached hereto and incorporated herein.

The City of Salem, Virginia, and its officers, employees, and agents shall not be responsible for the premature opening of any bid envelope or package that is not properly sealed and clearly marked in accordance with the requirements set forth herein.

The City of Salem reserves the right to cancel this solicitation, reject any or all bids, waive minor informalities or irregularities, award in whole or in part, and make award to the bidder whose bid is determined, in the sole discretion of the City, to be in the best interest of the City.

During an active solicitation, all communications (email, phone, text, letter) must be conducted through the Purchasing Department. Vendors who violate this protocol may be disqualified at the discretion of the Procurement Manager.

The “Bidder Data/Signature Sheet” found below must be completed by the Bidder and returned with the bid.

By signing, the Bidder agrees that all pricing and terms shall remain firm for thirty (30) days following the bid opening date.

Any notice of bid withdrawal must be submitted in writing to the Purchasing Department prior to the bid opening.

BIDDER DATA/SIGNATURE SHEET

Legal Name and Address:

Signature (ink): Date:

Printed Name: Title:

Phone: Fax:

Email: Business License #:

Federal Tax ID #: VA SCC ID

VA Contractor License

Class / Specialty:

By signing this Invitation to Bid, the Bidder acknowledges that he/she has read and fully understands this ITB, including all addenda issued, and that the work bid meets or exceeds all specifications listed or referenced herein.

City of Salem Purchasing Department Page 3

TABLE OF CONTENTS

BIDDER DATA/SIGNATURE SHEET

TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. SPECIFICATIONS / SCOPE OF WORK

A. General Requirements B. Lead-Based Paint Removal and Surface Preparation C. Priming and Painting D. Sequencing, Schedule, and Coordination E. Site Conditions, Safety, and Cleanup

IV. BID PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements B. Specific Bid Requirements

V. CONTRACT AWARD

VI. CONTRACT TERM AND PROJECT SCHEDULE

VII. CONTRACT ADMINISTRATOR

VIII. WARRANTY

IX. INVOICING

X. PROTESTS

XI. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT

XII. REJECTION AND AWARD OF BID

XIII. INSURANCE

XIV. GENERAL TERMS AND CONDITIONS

XV. SPECIAL TERMS AND CONDITIONS

BID FORM

COMPLIANCE CHECKLIST

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I. PURPOSE

The City of Salem, Virginia, is soliciting sealed bids from qualified, properly licensed Contractors to safely remove the existing lead-based paint from, and to prime and repaint, the exterior steel fire escapes and associated doors and trim at Salem City Hall, 114 North Broad Street, Salem, Virginia 24153. This Invitation to Bid (ITB) is issued to establish a contract through competitive sealed bidding for the work described in the Specifications / Scope of Work and priced on the Bid Form.

The purpose of this ITB is to obtain the best value for the City through competitive pricing from a qualified Contractor that will perform the work safely, in compliance with all applicable lead-based paint regulations, and with minimal disruption to City Hall operations.

II. BACKGROUND

The City of Salem is an independent city encompassing approximately fourteen (14) square miles, nestled in the heart of Virginia’s Blue Ridge Mountains within the Roanoke Region. Conveniently located along Interstate 81, Salem is home to approximately 25,346 residents and is part of the larger Roanoke Metropolitan Area.

Salem City Hall is an occupied, multi-story brick building that houses City administrative offices and City Council Chambers. The building has two exterior steel fire escapes: a staircase on the south side of the building and a platform and staircase on the north side, each serving an exterior door.

The existing paint on the fire escapes, doors, and trim is deteriorated, with areas of loose and flaking paint. Testing has been performed, and lead has been found to be present in the existing paint.

Several steps and a portion of the platform on the north side fire escape are broken. These repairs will be performed by others, after the Contractor has completed the required lead-based paint removal, and are not part of this ITB. This project is being administered on behalf of the City’s Streets and General Maintenance Department. Photographs of the project areas are provided in Attachment B – Site Photographs.

III. SPECIFICATIONS / SCOPE OF WORK

The successful Bidder (the “Contractor”) shall furnish all labor, supervision, materials, equipment, access equipment, containment, testing, transportation, and waste disposal necessary to complete the work described below. The project includes lead-based paint removal and surface preparation (Section III.B) and priming and painting (Section III.C), and shall be priced as a single lump sum for the entire project on the Bid Form.

A. General Requirements

1. Project Areas. The project areas consist of: (a) the south side fire escape staircase, including stringers, treads, landings, railings, and supports, and the associated exterior door and trim; and (b) the north side fire escape platform and staircase, including stringers, treads, platform, railings, and supports, and the associated exterior door and trim.

2. Mandatory Pre-Bid Meeting and Site Verification. A MANDATORY pre-bid meeting will be held on Wednesday, October 28, 2026, at 10:00 a.m. (local time) at Salem City Hall, 114 North Broad Street, Salem, Virginia 24153, and will include a walk-through of the north and south fire escapes. All interested parties must register for the pre-bid meeting no later than 3:00 p.m. (local time) on Tuesday, October 27, 2026, by emailing Benjamin Denton at bkdenton@salemva.gov, providing the company name, attendee name(s), telephone number, and email address. Attendance at the pre-bid meeting is a prerequisite for submitting a bid. Bids will be accepted only from Bidders who were represented at the mandatory pre-bid meeting, as documented on the City’s sign-in sheet; bids from

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Bidders not represented will be rejected. Statements made at the pre-bid meeting are not binding unless confirmed by written addendum. Bidders are responsible for examining the site and verifying all specifications, dimensions, and conditions before submitting a bid. No additional compensation will be allowed for conditions that could have been determined by examination of the site. No additional site visits will be scheduled. All questions regarding this ITB must be submitted in writing to the Purchasing Department as set forth in Section

IV.A.

3. Lead-Based Paint. Testing has been performed, and lead has been found to be present in the existing paint. All paint removal, surface preparation, containment, cleanup, and waste handling shall be performed in accordance with all applicable local, state, and federal laws and regulations, including without limitation the OSHA Lead in Construction standard (29 CFR 1926.62), applicable U.S. Environmental Protection Agency and Virginia Department of Environmental Quality requirements for lead-containing waste, and applicable licensing requirements of the Virginia Department of Professional and Occupational Regulation

(DPOR).

4. Contractor Responsibility. The Contractor is solely responsible for all required lead-abatement and containment procedures and certifications necessary for proper project completion, including exposure assessment, respiratory protection, personal protective equipment, hygiene facilities, worker training, and medical surveillance as required by

OSHA.

5. Certifications. The Contractor shall furnish copies of all current licenses and certifications applicable to the work, including lead-related firm and worker/supervisor certifications, to the City upon award and prior to commencing work.

6. Access Equipment. The Contractor shall provide all ladders, scaffolding, lifts, and other access equipment required for the work. Access equipment shall be erected and used in accordance with OSHA requirements and shall not be attached to, or cause damage to, the building, fire escapes, or adjacent property.

7. Workmanship. All work shall be performed in a neat and professional manner by workers experienced in lead-safe surface preparation and commercial painting, in accordance with the paint manufacturer’s written instructions and accepted industry practice.

B. Lead-Based Paint Removal and Surface Preparation

1. Metal Surfaces. Safely remove all existing paint from all metal components of the fire escapes (including stringers, treads, landings, platform, railings, and supports) and from any metal doors and frames within the project areas, down to bare metal. Prepared metal surfaces shall meet SSPC-SP 11, Power Tool Cleaning to Bare Metal, or a higher degree of cleanliness, and shall have a surface profile meeting the primer manufacturer’s requirements.

2. Wood Surfaces. On wood doors and trim, safely remove all loose, flaking, and unsound paint, feather-sand all remaining edges, and leave the surfaces sound, clean, and smooth for primer.

3. North Side Repair Areas. Removal on the north side shall include the broken steps and platform areas so that repairs can be made safely by others. The City will identify the specific steps and platform members to be repaired or replaced (the “Repair Areas”) before removal begins in those areas.

4. Ready for Primer. Upon completion of paint removal, all prepared surfaces shall be clean, dry, and free of paint, rust, mill scale, dust, oil, and other contaminants, and ready for the application of primer and paint.

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5. Removal Methods. Removal may be by power tool cleaning with HEPA-equipped dust collection, chemical stripping, vacuum blasting, or abrasive blasting within full containment, as appropriate for lead-containing paint. Open (uncontained) abrasive blasting, dry sanding or power tool use without HEPA-equipped dust collection, and open-flame burning or torching of painted surfaces are prohibited.

6. Containment. The Contractor shall establish and maintain containment (ground sheeting, barriers, and enclosures as appropriate to the removal method) to prevent the release of paint chips, dust, and debris to the ground, adjacent building surfaces, windows and doors, HVAC equipment (including the condensing units adjacent to the north side fire escape), and public areas.

7. Waste Handling and Disposal. All paint chips, debris, used containment materials, and wash water generated by the work shall be collected, contained, characterized as required, labeled, transported, and disposed of by the Contractor in accordance with all applicable regulations. All testing, transportation, and disposal costs shall be included in the bid price.

The Contractor shall provide the City with copies of waste disposal documentation upon request.

8. Cleanup. Upon completion of paint removal in each project area, the Contractor shall HEPA-vacuum and wet-clean the work area, remove all visible paint chips and debris, and notify the City in writing that removal is complete.

C. Priming and Painting

1. Coating System. Apply one (1) coat of primer and two (2) finish coats of commercial/industrial-grade exterior paint to all prepared surfaces of the fire escapes, doors, and trim within the project areas.

2. Products. Primer and finish coats shall be compatible products of a single manufacturer, suitable for exterior application to the substrate (bare ferrous metal or wood) and, on wood, over sound existing coatings. Primer applied to metal shall be a rust-inhibitive primer recommended by the manufacturer for bare steel.

3. Timely Priming. Except for the Repair Areas, bare metal shall be primed the same day it is prepared and before any flash rust forms. Any rust that forms on prepared surfaces before priming shall be cleaned to the standard required by Section III.B and primed by the Contractor at no additional cost to the City. The Repair Areas shall not initially be required to be primed. Once repairs by others are complete, the Contractor shall clean all new and repaired metal, along with any rust that has formed in the Repair Areas, to the standard required by Section III.B, and shall prime and paint it with the same coating system, products, and colors as the rest of the project, at no additional cost to the City.

4. Colors and Sheen. Colors shall be Sherwin-Williams “Fireweed” SW 6328 and “Extra White” SW 7006, or an exact color match from another manufacturer. Color placement shall match the existing color scheme unless otherwise directed by the City. Sheens shall match the other existing trim and doors on the building.

5. Product Submittals. Prior to application, the Contractor shall submit the manufacturer’s product data sheets for all primers and paints to the City for approval.

6. Application. All products shall be applied in accordance with the manufacturer’s written instructions, including surface preparation, surface and ambient temperature, humidity, film thickness, and recoat times. No paint shall be applied during rain or to wet, damp, or frosted surfaces.

7. Protection. The Contractor shall protect adjacent surfaces, including brick, stone, windows, hardware, sidewalks, landscaping, and HVAC equipment, from drips, spatter, and

City of Salem Purchasing Department Page 7 overspray. Hardware shall be masked or removed and reinstalled. Paint on unintended surfaces shall be removed by the Contractor at no cost to the City.

8. Wet Paint. The Contractor shall post “Wet Paint” signage and barriers as necessary until coatings are dry.

D. Sequencing, Schedule, and Coordination

1. Schedule. Work shall be completed as soon as possible following issuance of a Notice to

Proceed, subject to weather and to City events and the building schedule. The Contractor shall coordinate the work schedule with the City’s Streets and General Maintenance Department before mobilizing.

2. Sequence of Work. The work shall proceed in the following sequence: (a) the Contractor performs the lead-based paint removal and surface preparation; (b) the Contractor notifies the City when lead-based paint has been safely removed from the north side steps and platform; (c) the City schedules and completes the necessary step and platform repairs by others; and (d) the City notifies the Contractor, and the Contractor resumes painting. Work in all other areas, including the south side fire escape and the doors and trim, may be completed without delay.

3. Repairs by Others. Any necessary repair work to the stair steps and platform will be completed by others and is not part of the scope of this ITB. The Contractor’s bid shall include all costs of demobilization and remobilization required by this sequence. The City anticipates that repairs by others will take approximately 30 working days after the Contractor notifies the City in writing that lead-based paint removal in the Repair Areas is complete. The Contractor may remain on site or demobilize during this period at no additional cost to the City. The time for completion will be extended for the duration of repair work performed by others.

4. Means of Egress. The fire escapes and exterior doors are building means of egress. The Contractor shall coordinate any closure of a fire escape or exterior door with the City in advance. Unless otherwise approved by the City, only one (1) fire escape shall be out of service at any time.

5. Work Hours. Work shall be performed Monday through Friday between 7:30 a.m. and 5:00 p.m., excluding City holidays, unless otherwise approved in advance by the City. City Council meetings and City events may require work to be suspended or rescheduled.

E. Site Conditions, Safety, and Cleanup

1. Occupied Building. City Hall will remain occupied and open to the public during the work.

The Contractor shall provide barricades, caution tape, and signage as necessary to keep employees and the public out of work areas and away from overhead work.

2. Safety. The Contractor is solely responsible for the safety of its workers and for compliance with all applicable OSHA standards, including 29 CFR Part 1926.

3. Protection of Property. The Contractor shall protect City property, including the building, fire escapes, HVAC equipment, landscaping, sidewalks, and vehicles, and shall repair or replace any property damaged by its operations at no cost to the City.

4. Staging. Equipment, material staging, and Contractor parking shall be limited to areas designated by the City. Paints, strippers, and other hazardous materials shall not be stored inside the building.

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5. Daily and Final Cleanup. The Contractor shall keep the work areas clean and orderly at the end of each work day. Upon completion, the Contractor shall remove all equipment, containment, materials, and debris and leave the site in a condition equal to or better than that existing before the work began.

6. Final Inspection. Upon completion, the Contractor and the City will conduct a final inspection. Any deficiencies noted shall be corrected by the Contractor before final acceptance and payment.

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IV. BID PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements

1. Bids must be received by hand delivery, mail, or electronic submission through eVA at www.eva.virginia.gov no later than 3:00 p.m. (local time) on Thursday, November 19, 2026.

Electronic submission through eVA is preferred.

2. All Bids received will be publicly opened and read aloud for the information of Bidders and other interested parties at 3:05 p.m. (local time) on Thursday, November 19, 2026, in City Hall Council Chambers, 114 North Broad Street, Salem, Virginia 24153. Interested parties may attend in person or virtually. A link to view the bid opening online may be requested by emailing bkdenton@salemva.gov.

3. Bidders submitting paper bids shall provide one (1) original and two (2) copies in a sealed envelope clearly marked: “Attn: Purchasing Dept. – ITB #2027-020 – City Hall Fire Escape Lead Paint Removal and Painting.” Paper bids must be mailed or hand-delivered to: City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153.

4. Bidders submitting electronically must be registered vendors in eVA (Business Opportunities > Virginia Business Opportunities). Registration is free. For eVA assistance contact 1-866- 289-7367 or eVACustomerCare@dgs.virginia.gov.

5. The City is not responsible for delays caused by the eVA platform, vendor registration issues, or internet outages. Timely submission is the Bidder’s sole responsibility.

6. Bids submitted via facsimile or email will not be accepted.

7. If submitting a paper response, bids must be signed in ink by an authorized officer. Any erasures or corrections must be initialed in ink.

8. Late bids will not be considered and will be marked “Late” and retained unopened.

9. No changes are to be made to the Bid Form. Bidders shall complete every item on the Bid

Form. Failure to comply with any requirement of this ITB may result in rejection of the bid.

10. All questions and clarifications must be submitted in writing prior to 5:00 p.m. on

Wednesday, November 4, 2026 to: Benjamin Denton, bkdenton@salemva.gov. Oral instructions carry no weight; only written addenda are binding.

11. Attendance at the MANDATORY pre-bid meeting on Wednesday, October 28, 2026, at 10:00 a.m. is a prerequisite for submitting a bid. Bidders must register no later than 3:00 p.m. on Tuesday, October 27, 2026, by emailing bkdenton@salemva.gov. See Section

III.A.2.

12. Each Bidder is solely responsible for ensuring that it has the current, complete version of the bid documents, including any addenda, before submitting. The City is not responsible for bid documents obtained from any source other than the City or eVA.

13. Bidders must hold a valid Virginia contractor license of the appropriate class and specialty for the work, as required by Title 54.1, Chapter 11 of the Code of Virginia, at the time of bid submission, and shall provide the license number and class on the Bidder Data/Signature Sheet.

14. Bidders organized as corporations, LLCs, business trusts, limited partnerships, or registered LLPs must be authorized to transact business in Virginia as required by Title 13.1 or Title 50 of the Code of Virginia, and shall not allow such authority to lapse during the term of any resulting contract.

15. The City is not responsible for any costs incurred in the development or delivery of the bid.

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B. Specific Bid Requirements The following information must be furnished by the Bidder:

1. Completed Bidder Data/Signature Sheet (included herein), including Virginia contractor license number and class.

2. Completed Bid Form, with the Total Lump Sum Bid Price for the entire project and all requested information.

3. Completed Compliance Checklist, with every line marked “YES” or “NO” and any exception fully explained.

4. Completed Bidder References on the Bid Form, listing a minimum of three (3) projects of similar scope (lead-based paint removal and painting of exterior steel and/or wood structures) completed within the past five (5) years.

5. A copy of the Bidder’s current Virginia contractor license.

6. Completed Attachment A – Proprietary Information Form, if applicable.

The Bidder’s bid shall remain valid for not less than thirty (30) days from the bid opening date.

V. CONTRACT AWARD

Award: This is a competitive sealed bid procurement. Award will be made to the lowest responsive and responsible Bidder based on the Total Lump Sum Bid Price for the entire project on the Bid Form, provided the bid meets all specifications. Partial bids will not be accepted. In determining responsibility, the City may consider the Bidder’s licensing, lead-related certifications, references, and experience on similar projects.

No bid may be withdrawn after opening except for clerical errors, as set forth in §2.2-4330 of the Code of Virginia. A Bidder must give the City notice in writing of a request to withdraw a bid within two (2) business days after the conclusion of the bid opening.

VI. CONTRACT TERM AND PROJECT SCHEDULE

This is a one-time project contract. The contract shall commence upon issuance of a City purchase order and written Notice to Proceed and shall remain in effect until all work has been completed and accepted by the City, subject to the warranty obligations in Section VIII. The Contractor shall begin work within thirty (30) calendar days of the Notice to Proceed, or on a later date mutually agreed upon in writing, and shall diligently pursue the work to completion, subject to weather, City events and the building schedule, and the repair sequencing described in Section III.D. The Bidder shall state on the Bid Form the number of working days required to complete the paint removal and surface preparation and the priming and painting. All prices shall remain firm for the duration of the contract. The City may terminate the contract, in whole or in part, without cause upon thirty (30) days’ written notice to the Contractor, with payment due for work satisfactorily performed through the termination date.

VII. CONTRACT ADMINISTRATOR

Any resulting contract will be issued by the City of Salem Purchasing Office. The Procurement Manager is authorized to act on behalf of the City to administer this contract. Day-to-day project coordination, scheduling, and inspection will be performed by the City’s Streets and General Maintenance Department.

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VIII. WARRANTY

The Contractor shall warrant all workmanship and materials furnished under this contract for a period of one (1) year from the date of final acceptance by the City. Any peeling, blistering, flaking, or other coating failure attributable to workmanship or materials during the warranty period shall be corrected by the Contractor at no cost to the City within thirty (30) days of written notice, weather permitting. All manufacturer warranties shall be passed through to the City. This warranty is in addition to any warranties implied by law.

IX. INVOICING

The Contractor shall submit one (1) invoice upon completion and final acceptance of the entire project. Partial or progress payments will not be made. The invoice must include:

• Company name and City purchase order number

• Invoice date and invoice number

• Description of the work completed and the project area(s)

• Amount billed, consistent with the awarded lump sum price

• Amount owed

Invoices shall reference the purchase order number and shall be submitted to the department and address shown on the purchase order. Payment will be made upon the City’s inspection and final acceptance of the completed project. Terms are Net 30 unless otherwise stated in this ITB.

X. PROTESTS

Any Bidder wishing to protest an award or other decision pursuant to this ITB may do so only in accordance with §§2.2-4357 through 2.2-4364 of the Code of Virginia. Any protest must be in writing, signed by an authorized representative, and delivered to the City Procurement Manager within the required timeframe.

XI. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT

Upon award, the City will notify all Bidders in writing. A notice of award will be posted on the City of Salem Purchasing website at https://www.salemva.gov/Bids.aspx. All materials submitted become the property of the City and are subject to public inspection under the Virginia Freedom of Information Act. If your bid contains proprietary information, note it on Attachment A – Proprietary Information Form, in accordance with §2.2-4342 of the Code of Virginia.

XII. REJECTION AND AWARD OF BID

The City of Salem reserves the right to cancel this ITB, reject any or all bids, waive any informality or irregularity, and award to the Bidder whose bid is, in the City’s opinion, in its best interest.

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XIII. INSURANCE

By signing and submitting a bid, the Bidder certifies that if awarded the contract, it will have the following coverage in place at the time performance commences, maintain it throughout the contract term, and that all coverage will be provided by insurers authorized in the Commonwealth of Virginia with an A.M. Best rating of A- or better. The City of Salem must be named as an additional insured by endorsement issued by the insurance company; a notation on the certificate of insurance referencing additional insured status is not sufficient. Certificates of Insurance are required prior to commencement and at renewals. A thirty (30) day written notice of cancellation or non-renewal is required.

Workers’ Compensation Statutory

Employer’s Liability Each Accident: $100,000 | Disease, Policy Limit: $500,000 | Disease, Each Employee: $100,000

Commercial General Liability Each Occurrence: $1,000,000 | General Aggregate: $2,000,000 | Products/Completed Operations Aggregate: $2,000,000

Automobile Liability Bodily Injury & Property Damage, Each Accident: $1,000,000

Contractor’s Pollution Liability Each Claim: $1,000,000 (coverage must include lead-related claims)

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XIV. GENERAL TERMS AND CONDITIONS

Acceptance: This purchase order constitutes the City’s offer and becomes a binding contract upon the Contractor’s acknowledgement or performance.

Entire Agreement: These terms, together with any special conditions and specifications, constitute the complete agreement and supersede all previous written or oral communications.

Changes, Additions, Deletions: No changes, additions, deletions, or substitutions of specifications, terms and conditions, scope of work, schedule, or price will be permitted without prior written approval from the City of Salem Purchasing Office.

Contractual Disputes: All claims shall be resolved through the procedure set forth in the City of Salem’s Purchasing Policy and Procedures Manual, Section 4007, and §2.2-4363 of the Code of Virginia.

Work Hours and Site Access: Work shall be performed in accordance with the schedule and work hours set forth in Section III.D, unless otherwise approved in advance by the City.

Materials: All materials furnished shall be new, of the quality specified, and delivered to the site in the manufacturer’s original, unopened containers with labels intact. Verbal agreements to the contrary shall not be recognized.

Tax Exemption: The City of Salem is exempt from State Sales Tax and Federal Excise Tax (Federal Tax ID: 54-6001593), and a Tax Exemption Certificate will be furnished upon request. No bid shall include any federal or state taxes. This exemption does not transfer to the Contractor.

Antitrust: By entering into a contract, the Bidder conveys, sells, assigns, and transfers to the City all rights, title, and interest in and to all causes of action it may now or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia relating to the goods or services purchased.

Indemnification: The Contractor agrees to indemnify, defend, and hold harmless the City, its officers, agents, and employees from all claims arising out of performance or nonperformance of this contract.

License Requirements: Firms with a business location in the City of Salem must be licensed under the City’s Business, Professional and Occupational Licensing (BPOL) Tax Ordinance.

Contractors without a business location in the City should contact the Commissioner of the Revenue at (540) 375-3019 regarding any applicable licensing requirements.

Anti-Discrimination: All Bidders certify conformance with the Federal Civil Rights Act of 1964, as amended, the Virginia Fair Employment Act of 1975, as amended, and §2.2-4311 of the Code of Virginia.

Drug-Free Workplace: Bidders must comply with §2.2-4312 of the Code of Virginia, Drug-Free Workplace.

Ethics in Public Contracting: By submitting a bid, Bidders certify that their bids are made without collusion or fraud and that no kickbacks or inducements have been offered or received, in accordance with Article 6 (§2.2-4367 et seq.) of the Virginia Public Procurement Act.

Applicable Law and Courts: This contract shall be governed by the laws of the Commonwealth of Virginia. Litigation shall be brought in the courts of the Commonwealth. The Contractor shall comply with all applicable federal, state, and local laws and regulations.

Independent Contractor: The Contractor is an independent contractor in all respects and is not an agent, servant, or employee of the City.

Subcontracting: Subcontracting requires prior written City approval. No subcontract relieves the Contractor of its obligations. Subcontractors must be paid within seven (7) days of the Contractor’s receipt of payment, per §2.2-4354 of the Code of Virginia.

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Assignment: Neither party shall assign this contract without the prior written consent of the other party, nor to any party debarred from doing business with or in the Commonwealth of Virginia.

Debarment Status: By submitting a bid, Bidders certify they are not currently debarred from submitting bids on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred.

Federal Immigration Law Compliance: The Contractor 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, in accordance with §2.2-4311.1 of the Code of Virginia.

Safety Data Sheets: Safety Data Sheets shall be provided to the City for all paints, primers, strippers, and other chemical products used on the project and shall be kept on site while the work is in progress.

Default: Upon failure to perform the work in accordance with the contract terms and conditions, the City may, after due oral and written notice, procure the services from other sources and hold the Contractor responsible for any resulting additional procurement and administrative costs. This remedy shall be in addition to any other remedies the City may have.

Gifts: No Bidder, Contractor, or subcontractor shall confer on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

XV. SPECIAL TERMS AND CONDITIONS

Cancellation of Contract: The City reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon thirty (30) days’ written notice. Cancellation does not relieve the Contractor of obligations for work authorized prior to the effective date.

Default; Right to Cure; Setoff: Upon the Contractor’s failure to perform, the City shall provide written notice and may require corrective action within a specified period. If uncured, the City may procure the services elsewhere and deduct any resulting excess costs from amounts owed to the Contractor.

Contractor Licensing: The Contractor shall hold and maintain throughout the contract a valid Virginia contractor license of the appropriate class and specialty in accordance with Title 54.1, Chapter 11 of the Code of Virginia, together with all lead-related licenses and certifications required for the work. Lapse of any required license or certification shall be grounds for termination.

Lead-Based Paint Compliance: The Contractor assumes full responsibility for compliance with all laws and regulations governing work involving lead-based paint, including worker protection, containment, cleanup, and waste disposal. Any fines, penalties, or cleanup costs resulting from the Contractor’s noncompliance shall be borne by the Contractor.

Permits: The Contractor shall obtain and pay for any permits and licenses required for the performance of the work.

Change Orders: Any change in the scope of work shall be authorized only by a written change order issued by the City of Salem Purchasing Department, in accordance with §2.2-4309 of the Code of Virginia. Work performed without a written change order will not be compensated.

Confidentiality: The Contractor shall treat all City data, information, and materials as confidential and shall not disclose or use such information outside the scope of this contract without the City’s prior written consent.

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Inspection and Acceptance: The City reserves the right to inspect the work at any stage and to reject any work that does not conform to the specifications set forth herein. Rejected work shall be promptly corrected by the Contractor at no additional cost to the City.

Firm Pricing: All prices shall remain firm for the duration of the contract. No price adjustment will be made for remobilization, weather delays, or changes in labor or material costs.

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Attachment A – Proprietary Information Form

Identify data or materials to be protected and state the reasons below. Indicate the specific sections, figures, or paragraphs that constitute trade secrets or proprietary materials.

The classification of an entire bid document, line-item prices, and/or total bid prices as proprietary is not acceptable and will result in rejection of the bid.

Provide one (1) redacted copy of the bid with proprietary portions removed or blacked out, clearly marked “Redacted Copy” on the cover. Confidentiality protection per Code of Virginia, §2.2-4342.

Section / Title or Description Page(s)

Reason for Withholding:

If additional space is needed, attach a separate sheet and include it in your sealed bid.

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Attachment B – Site Photographs

The following photographs are provided for general reference only and are not intended to show all conditions. Bidders are responsible for examining the site and verifying all conditions before submitting a bid.

South Side – Fire Escape Staircase, Door, and Trim

North Side – Fire Escape Platform, Staircase, Door, and Trim

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BID FORM

BID FORM — ITB #2027-020 — CITY HALL FIRE ESCAPE LEAD PAINT REMOVAL AND

PAINTING

Bidder shall provide one (1) lump sum price for the entire project. The price shall include all labor, supervision, materials, equipment, access equipment, containment, testing, waste disposal, insurance, mobilization, demobilization, and remobilization necessary to complete all work in accordance with the Specifications / Scope of Work. Partial bids will not be accepted. Payment will be made in full upon final acceptance of the completed project; partial or progress payments will not be made (see Section IX).

Lump Sum Bid — Entire Project Safely remove existing lead-based paint from the fire escape stairs, platforms, doors, and trim on the north and south sides of City Hall (metal to bare metal; wood to a sound surface); prepare all surfaces; and apply one (1) coat of primer and two (2) coats of commercial/industrial-grade exterior paint. Sherwin-Williams “Fireweed” SW 6328 and “Extra White” SW 7006 (or exact match); sheens to match existing trim and doors.

Contractor is responsible for all required local, state, and federal lead abatement procedures and laws.

Item # Description of Work Lump Sum Price

Complete project — south side fire escape staircase, door, and trim and north side fire escape platform, staircase, door, and trim: lead-based paint removal and surface preparation (including the north side broken steps and platform to allow repairs by others), containment, cleanup, waste disposal, priming, and painting, including remobilization after repairs by others and preparation, priming, and painting of all new and repaired metal installed by others (Section III).

TOTAL LUMP SUM BID PRICE (Basis of Award) $

Working days to complete paint removal and surface preparation after Notice to Proceed:

Working days to complete priming and painting (after repairs by others are complete):

Paint manufacturer and products proposed (primer / finish):

Lead-related certification(s) held (firm / supervisor):

Addenda acknowledged (number and date of each):

Award will be made to the lowest responsive and responsible Bidder based on the Total Lump Sum Bid Price, as described in Section V, Contract Award.

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BIDDER REFERENCES

List a minimum of three (3) projects of similar scope (lead-based paint removal and painting of exterior steel and/or wood structures) completed within the past five (5) years. The City may contact references to determine Bidder responsibility.

Owner / Agency Contact Name, Phone & Email

Project Description, Location & Year Completed

1.

2.

3.

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COMPLIANCE CHECKLIST

Bidder shall complete EVERY space in the “Comply” column by marking “YES” or “NO” to indicate whether the Bidder will comply with each requirement exactly as specified. If the Bidder will not comply as specified, a full explanation of the deviation must be provided in the space at the end of this checklist. If each line is not completed as requested, the bid will be considered incomplete and may be rejected.

Description YES NO

Contractor Qualifications

Bidder holds a valid Virginia contractor license of the appropriate class and specialty for the work.

Bidder holds, or will hold prior to commencing work, all lead-related firm and worker/supervisor certifications required for the work, and will furnish copies upon award.

Bidder has completed at least three (3) projects of similar scope within the past five (5) years (references provided on the Bid Form).

Bidder will provide the insurance coverage required in Section XIII, including Contractor’s Pollution Liability.

Lead-Based Paint Removal and Surface Preparation

All existing paint will be removed from metal surfaces down to bare metal, meeting SSPC-SP 11 or a higher degree of cleanliness.

Wood surfaces will have all loose, flaking, and unsound paint removed and will be left sound, clean, and smooth for primer.

Lead-based paint will be removed from the broken steps and platform on the north side to allow repairs to be made safely by others.

All prepared surfaces will be left clean, dry, free of contaminants, and ready for primer and paint.

All work will comply with OSHA 29 CFR 1926.62 and all applicable local, state, and federal lead-based paint requirements.

Containment will be provided to prevent the release of paint chips, dust, and debris to the ground, building openings, HVAC equipment, and public areas.

All lead-containing waste will be handled, transported, and disposed of by the Contractor in accordance with applicable regulations, at no additional cost to the City.

Open (uncontained) abrasive blasting, dry sanding or power tool use without HEPA-equipped dust collection, and open-flame burning will not be used.

Priming and Painting

One (1) coat of primer and two (2) finish coats of commercial/industrial-grade exterior paint will be applied to all prepared surfaces.

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Description YES NO

Bare metal (except the Repair Areas) will be primed the same day it is prepared, and any flash rust will be cleaned and primed at no additional cost. After repairs by others, all new and repaired metal will be prepared, primed, and painted to match the rest of the project at no additional cost.

Colors will be Sherwin-Williams “Fireweed” SW 6328 and “Extra White” SW 7006 (or exact match), with sheens matching existing trim and doors.

All products will be applied in accordance with the manufacturer’s written instructions, and product data sheets will be submitted for City approval prior to application.

Schedule, Site, and Warranty

Bidder was represented at the mandatory pre-bid meeting held Wednesday, October 28, 2026, at 10:00 a.m. at Salem City Hall.

Work will be sequenced and coordinated with repairs by others as described in Section III.D, with all remobilization costs included in the bid price.

Closures of fire escapes and exterior doors will be coordinated with the City in advance.

Bidder will provide a one (1) year warranty on workmanship and materials as described in Section VIII.

These specifications are not intended to be restrictive. Any and all exceptions taken that are equivalent will be considered. Award will be made in the best interest of the City.

EXPLAIN ANY EXCEPTIONS OR “NO” ANSWERS IN COMPLYING WITH THE

SPECIFICATIONS:

END OF ITB #2027-020