A. IFB 2027-03 Fighting Creek ADA Trail.pdf

IFB# 2027-03 Fighting Creek ADA Trail

3829 Old Buckingham Road, Suite B

Powhatan, Virginia 23139

Email: sdutton@powhatanva.gov

Invitation For Bids

DATE: September 14, 2026

DESCRIPTION: Construction of the Fighting Creek ADA Trail

SEALED BIDS SUBJECT TO THE TERMS, CONDITIONS, AND SPECIFICATIONS HEREIN WILL BE

RECEIVED UNTIL OCTOBER 14, 2026 3:00 PM LOCAL PREVAILING TIME (LPT).

SUBMISSION:

Electronic:

Electronic responses will be accepted via Eva only. All electronic bids must be accompanied with one (1) physical hard copy, including the notarized bid bond by the bid deadline. The physical hard copy shall be clearly marked as detailed below.

Physical:

Sealed bids shall be submitted in a sealed container. The face of the container shall be clearly marked in the lower left corner as follows:

IFB #: 2027-03

FOR: Fighting Creek ADA Trail

DUE: October 14, 2026 at 3:00pm LPT

LICENSE NO. ____________________ CLASS ________ EXPIRES _______________

Sealed Bids shall be submitted to:

Sarah Dutton, Grants and Procurement Coordinator

Powhatan, VA 23139

BID OPENING:

Sealed bids will be publicly opened, read, and made a part of the public record on October 14, 2026, at 3:30pm in the RHB Conference Room located at 3829 Old Buckingham Rd, Suite B, Powhatan, VA 23139.

Sealed bids must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the bidder to ensure the timely and correct delivery of the bid.

NON- MANDATORY PRE-BID MEETING: A non-mandatory pre-bid meeting will be held on September

22, 2026 at 9:00am at the entrance to the Fighting Creek Park baseball fields located at 2201 Mann Rd, Powhatan, VA 23139. This will be the only time county staff will be available to view the site.

mailto:sdutton@powhatanva.gov

For information relating to this IFB, contact Sarah Dutton, Grant and Procurement Coordinator IN

WRITING at sdutton@powhatanva.gov.

IFB DOCUMENTS:

• A. IFB 2027-03 Fighting Creek ADA Trail (This document)

• B. Instructions to Bidders - IFB 2027-03 Fighting Creek ADA Trail

• C. Fighting Creek ADA Trail Drawings

• D. Fighting Creek ADA Trail Specifications

• E. Fighting Creek ADA Trail Geotechnical Report

• F. Bridge Layout

• G. Powhatan County General Terms and Conditions

• H. Commonwealth of Virginia General Conditions of the Construction Contract

• I. Powhatan County Special Terms and Conditions for Federally Funded Contracts

• J. Draft Builders Agreement mailto:sdutton@powhatanva.gov

PURPOSE

Powhatan County, Virginia, herein known as “County” is seeking sealed bids from licensed, qualified, and experienced contractors to complete the construction of ADA Improvements in

Fighting Creek Park described herein and according to all project documents.

The project includes the addition of ADA compliant trails that lead to two (2) playgrounds. The existing playgrounds will remain, and the existing trails will be extended in order to allow for the new trails to gradually slope down. The total disturbed area associated with this project is 0.95

Acres.

The improvements will be located in and around 2270 Mann Road, Powhatan Virginia 23139 to

2201 Mann Rd, Powhatan, VA 23139.

The work includes the furnishing of all labor, equipment, tools, materials, testing, transportation, supervision, permits, services, and incidentals to complete the project.

PROJECT BACKGROUND

In Fiscal Year 2023, Powhatan County was awarded a Community Project Fund grant from the

Department of Housing and Urban Development for the Powhatan County ADA Improvements in

Fighting Creek Park. The project will improve the amenities at fighting Creek Park to allow visitors of all abilities to have walkable access to the park’s main facilities. The project will also complete improvements that will ensure an enjoyable experience for every visitor.

FEDERAL FUNDING

This project is federally funded. All federal regulations shall be followed.

COMPLIANCE

Refer to the provided Fighting Creek ADA Trail Drawings, Fighting Creek ADA Trail

Specifications, and Fighting Creek ADA Trail Geotechnical Report for detailed requirements.

The AWARDED contractor must comply with the most current United States Fish and Wildlife

Service (USFWS) species protection regulations and the Davis Bacon Act.

The County requires prior approval for the removal of any trees with a diameter greater than 4 inches. In addition to what is shown on the Fighting Creek ADA Trail Drawings, bidder shall include the cost to remove the following quantity and sized trees in their Total Base Bid Price:

• 6 trees 4"- 8.9"

• 4 trees 9"-12.9"

• 4 trees 13"- 16.9"

• 2 trees 17"- 20.9"

• 1 tree 21" or greater

Bidder shall also provide Tree Removal and Site Work unit pricing as shown on the Bid Form.

SITE SPECIFICATIONS

Contractor shall be responsible for returning the site locations back to existing conditions.

The contractor shall be responsible for locating and marking all underground public utilities.

ADA COMPLIANCE / SPECIAL INSPECTIONS

County will provide an independent firm to perform ADA special inspections. The awarded

Contractor shall be solely responsible for scheduling and coordinating inspections with the

County's designated inspection firm and for providing timely notice to ensure inspections occur as needed to support the construction schedule.

TRAIL STAKING

County will provide initial staking before construction begins. The awarded Contractor shall be responsible for protecting, preserving, and maintaining all staking and layout control points throughout the duration of the project.

ADDITIVE ALTERNATE: BRIDGE

Bidder shall provide a total cost to provide all labor, materials, equipment, supervision, layout, access, excavation, and incidentals necessary to construct an ADA walk bridge/boardwalk in accordance with the provided Fighting Creek ADA Trail Drawings and Bridge Layout. Award is made on total base bid. Bidders shall provide pricing for additive alternate.

SCHEDULE:

The bidder shall submit a schedule of work with the bid.

Time is of essence. The Contractor shall achieve Substantial Completion within one hundred twenty (120) consecutive calendar days from the Notice to Proceed, as determined by the County.

Final Completion shall be achieved within thirty (30) consecutive calendar days following the date of Substantial Completion.

TIMELINE

As a guideline, Powhatan County anticipates the following tentative timetable.

Date Activity/ Event

September 14, 2026 Issue Invitation for Bids

September 22, 2026, at 9:00am Non- Mandatory Pre- Bid Meeting

September 24, 2026, at 12:00pm Deadline for questions

October 14, 2026, at 3:00pm Bids are due at 3:00 p.m.

October 14, 2026, at 3:30pm Public Bid opening

October 19 , 2026 Notice of intent to award

October 26, 2026 Contract Award

BID FORM

THIS BID IS SUBMITTED TO: Sarah Dutton, Grants and Procurement Coordinator

Powhatan County Administration Office

Powhatan, VA 23139

1. The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into a contract with COUNTY for the construction of the Education Connection Trail, in the form included in the Contract Documents, to perform and furnish all Work as specified or indicated in the Contract Documents for the Bid Price indicated in this Bid and in accordance with the other terms and conditions of the Contract Documents.

2. BIDDER accepts all of the terms and conditions of the Advertisement or Invitation for Bids and Instructions to Bidders, including, without limitation, those dealing with the disposition of Bid

Security. This Bid will remain subject to acceptance for ninety (90) days after the day of Bid opening.

3. The successful BIDDER shall sign and submit the Agreement Performance and Payment

Bonds within ten (10) days of COUNTY’S contract execution.

4. In submitting this Bid, BIDDER represents, as more fully set forth in the Contract

Documents, that BIDDER:

a. has examined and carefully studied the Bidding Documents and any addenda, receipt of all which is hereby acknowledged; and

b. has visited the site and become familiar with and is satisfied as to the general, local and site conditions that may affect cost, progress, performance and furnishing of the Work;

and

c. is familiar with and is satisfied as to all federal, state and local laws and regulations that may affect cost, progress, performance and furnishing of the Work; and

d. has correlated the information known to BIDDER, information and observations obtained from visits to the site, reports and drawings identified in the Contract Documents and all additional examinations, investigations, explorations, tests, studies and data with the

Contract Documents; and

e. has given COUNTY written notice of all conflicts, errors, ambiguities or discrepancies that

BIDDER has discovered in the Contract Documents, and the written resolution thereof by

COUNTY is acceptable to BIDDER, and the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing the Work for which this Bid is submitted.

5. BIDDER understands that time is of the essence and agrees that the time for Substantial

Completion of the entire Project shall be one hundred twenty (120) consecutive calendar days from the Notice to Proceed, as determined by COUNTY, and Final Completion shall be within thirty (30) consecutive calendar days after the date of Substantial Completion.

6. BIDDER shall submit with bid a list of at least four (4) references for similar ADA

Recreation projects performed within the past five (5) years. Reference List attached, see page 8.

7. BIDDER shall submit with bid a list of key personnel to be assigned to the Work and subcontractors submitting more than 5% of the Work. Include resumes showing projects of similar size and scope worked on in the past five (5) years, responsibilities on those projects, and relevant training and current certifications for this Work.

8. BIDDER shall submit a Bid bond. Each bid submitted in response to this IFB shall be accompanied by a Bid bond for 5% of the total base bid. An AIA Bid Bond form is acceptable.

9. Failure to submit a bid on the official County Bid Form shall be a cause for rejection of the

Bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the Bid; however, COUNTY reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a Bid as nonresponsive. As a precondition to its acceptance, COUNTY may, in its sole discretion, request that BIDDER withdraw or modify nonresponsive portions of a Bid which do not affect quality, quantity, price, or delivery.

10. BIDDER attests that it has relied upon the following public historical climatological records: Powhatan, Virginia.

11. BIDDER understands that COUNTY may require a Contractor’s Qualification Statement

(AIA A305) from the three (3) lowest responsive bidders, as determined by COUNTY, within three (3) days after Bid opening.

Name and Address of Contractor: ____________________________________

Date: ______________________________________________________

By: __________________________________________________________ (Signature in Ink)

Name: ______________________________________________________ (Please Print)

Title: ______________________________________________________

Contractor’s License NO. _______________________________________

FEI/FIN NO. _________________________________________________

State Corporation Commission (SCC) NO.________________________

If none, state why the Vendor is not required to be so authorized:

Phone: (_____) _______________________________________________

Fax: (_____) _______________________________________________

Email: ______________________________________________________

ACKNOWLEDGE RECEIPT OF:

Addendum 1______Addendum 2_________Addendum 3_________

Bid Form

The Total Base Bid (or Bid Price) shall be to provide all supervision, management, financing, goods, products, materials, equipment, systems, labor, services, permits, licenses, construction machinery, transportation and other facilities necessary for proper execution and completion of the

Work as described per all terms, conditions and specifications herein (including any properly submitted bid modifications). The Total Base Bid amount shall include Tree Removal and

Sitework Unit Price Allowances . The Contract Award will be based on the TOTAL BASE BID

PRICE. Bidder must provide pricing for Tree Removal unit price allowances, Sitework unit price allowances and Additive Alternate: Bridge Price, for bid to be considered complete.

TREE REMOVAL UNIT PRICE ALLOWANCES:

Item Description Quantity Unit Price Total

Allowance

1. 4” – 8.9” Trees 6 trees $ /Tree = $

2. 9” – 12.9” Trees 4 trees $ /Tree = $

3. 13” – 16.9” Trees 4 trees $ /Tree = $

4. 17” – 20.9” Trees 2 trees $ /Tree = $

5. 21” or Greater Trees 1 tree $ /Tree = $

Total Tree Removal Unit Price Allowances $

SITEWORK UNIT PRICE ALLOWANCES:

Total Base Bid:

DOLLARS: $_____________________________________________________________

WORDS: __________________________________________________________________

Total bid price shall be shown in both words and figures. In case of a discrepancy, the amount shown in words will govern.

Item Description Quantity Unit Price Total

Allowance

1. Additional Excavation (C.Y.) 30 CY $ /CY = $

2. Chemical Augmentation with Lime

(Tons)

5 Tons $ /Ton = $

3. Woven geotextile fabric, in place

(S.Y.)

10 SY $ /SY = $

4. Asphalt Mill and Overlay (S.Y.) 10 SY $ /SY = $

5. Pavement Marking, in place (L.F.) 500 LF $ /LF = $

6. Asphalt Crack and Joint Filling, in place (L.F.)

750 LF $ /LF = $

7. Asphalt Seal Coating (S.Y.) 2,000 SY $ /SY = $

8. VDOT No. 3 Stone, in place (C.Y.) 10 CY $ /CY = $

9. VDOT No. 1 Stone, in place (C.Y.) 10 CY $ /CY = $

Total Sitework Unit Price Allowances $

The following documents shall be attached to and made a condition of this Bid:

1. Completed and signed Bid Form (pages 7-8)

2. Reference List (page 9)

3. Certification of No Collusion (page 10)

4. Certification of Anti-Lobbying (page 5 of Powhatan County Special Terms and

Conditions for Federally Funded Contracts)

5. Key Personnel List and resumes

6. Bid Bond (AIA Bid Bond form acceptable)

Name of Firm: __________________________________ Date: _______________

Authorized Signature: __________________________________

Printed Name: _______________________________

Additive Alternate: Bridge Price:

DOLLARS: $_____________________________________________________________

WORDS:__________________________________________________________________

Total Additive Alternate Price shall be shown in both words and figures. In case of a discrepancy, the amount shown in words will govern.

REFERENCES

Contract Date Client Name & Address Contract Amount

Contact Name, phone and email

Project title, location, description

CERTIFICATION OF NO COLLUSION

The undersigned, acting on behalf of______________________________________________, does hereby certify, in connection with the procurement to which this Certification of No Collusion is incorporated and attached, that:

He/she has the authority to bind the forenamed BIDDER, and that this Bid is neither the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce; nor the result of, or affected by, any act of fraud punishable under Virginia Code §

18.2-498.1 et seq.

By: ______________________________

Print Name

Title

Name of Company

Date

ACKNOWLEDGEMENT

The foregoing Certification of No Collusion was acknowledged before me this _____ day of , 20__, by _____________________________.

Notary Public

My commission expires: ___________________

Notary Registration Number: ___________________