Attachment 1, IFB 126633.pdf

City of Fairfax, Virginia

Office of Procurement Services 10455 Armstrong Street Fairfax, Virginia 22030

Title Sealing Services for Brick, Masonry, or Concrete

Invitation for Bid IFB 126633

Commodity Code 63009 - Coatings, Masonry (For Brick, Cinder Block, Concrete, etc.)

Contract Administrator David Kundid David.kundid@fairfaxva.gov

Issue Date September 4, 2026

Questions Deadline September 15, 2026, at 1:00 P.M. EST

Due Date/Time September 22, 2026, at 1:00 P.M. EST

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY

TO EVA SUPPORT/HELPDESK.

• Your business must be eVA registered and in active status.

• Start by clicking the Register Now link on the eVA website eva.virginia.gov

The City of Fairfax 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, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

mailto:David.kundid@fairfaxva.gov https://eva.virginia.gov/ https://eva.virginia.gov/

IFB 126633

SPECIAL TERMS AND CONDITIONS

1. PURPOSE: The intent of this solicitation is to establish a term contract for sealing services for brick, masonry, or concrete for the City of Fairfax, VA to be used on an as-needed basis.

2. SCOPE OF WORK:

A. Surface Preparation and Cleaning

i. The Contractor shall perform initial power washing and comprehensive cleaning on all designated brick, masonry, and concrete surfaces to remove dirt, efflorescence, grease, and biological growth prior to any sealing surface treatment. Water pressure and cleaning agents shall be calibrated to clean the substrate thoroughly without causing damage.

ii. The Contractor shall conduct detailed surface repairs and remove loose, flaking, or deteriorated material from all target substrates to create a structurally sound foundation for subsequent sealing operations. All debris generated during the preparation phase shall be completely cleared and properly disposed of off-site in accordance with local environmental regulations.

iii. The Contractor shall verify that all prepared brick, masonry, and concrete surfaces achieve the required dryness levels and moisture content thresholds specified by the sealant manufacturer before proceeding to any application phase.

B. Material Specifications

i. The Contractor supply only approved chemical sealants, water repellents, and compatible primers that match the specific substrate requirements of brick, concrete, and masonry surfaces across municipal facilities.

ii. Contractor shall apply two (2) coats of Silane & Siloxane base penetrating sealer using low pressure airless spray equipment.

iii. The Contractor shall apply chemical sealants and primers strictly in accordance with manufacturer-recommended wet film thicknesses, coverage rates, and environmental parameters such as ambient temperature and relative humidity limits. Application methods shall ensure complete, uniform saturation and proper penetration depth across all designated vertical and horizontal masonry surfaces without pooling or runs.

C. Site Safety

i. The Contractor shall establish and maintain protective barriers around all active work zones.

ii. The Contractor shall maintain active compliance will all applicable federal, state, and local occupational safety regulations, ensuring that all personnel on-site wear appropriate personal protective equipment and that material safety data sheets are readily accessible for all chemical sealants and cleaning agents used.

D. Site Cleanup

i. The Contractor shall thoroughly clean all work areas daily and maintain a clean worksite as not to allow debris, or materials to accumulate in such a manner that will endanger the satisfactory completion of the work or the traveling public.

ii. The Contractor shall dispose of all waste materials, chemical containers, and debris off-site in full compliance with local, state, and federal environmental regulations and ordinances.

iii. All uncompleted work shall be safely protected before leaving at the end of each working day.

E. Traffic Control

i. The Contractor shall provide proper traffic control in accordance with standards established by the VDOT in the WAOM. All flagging work will require a Virginia Intermediate Work Zone Certification.

F. Permitted Working Hours

i. Work hours are permitted Monday through Friday between 9:00 A.M and 3:00 P.M.

ii. Extended time and any deviations shall be approved by the Director of Public Works or appointee. Work is prohibited on nights, weekends, and public holidays unless approved by the City of Fairfax, or in an emergency as defined by City Code, Section 82-113 (b).

3. CONTRACT TERM: The initial term of the contract shall begin on November 1, 2026, and end on

October 31, 2029. This contract may be renewed by the City upon written agreement of both parties for two (2) additional one (1) year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

4. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA website, no later than “Bid Closing” and will be publicly posted, following the Bid Closing. Bidders are responsible for ensuring its submission prior to Bid Closing. The time a Bid is received shall be determined by the time stamp on the Bid receipt by the time clock on the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for any technical difficulties which may result in the Bidders response not uploading in time, or any responses that are not properly uploaded.

Late bids will not be accepted. The City will not receive any bids in person and paper bids will not be accepted. Any paper bids received will be not be considered and will be returned, unopened, to the bidder. Bids received after the Bid Closing shall not be considered.

5. RENEWAL OF CONTRACT: This contract may be renewed by the City for two (2) successive one year periods under the terms and conditions of the original contract except as stated below. Price increases may be negotiated only at the time of renewal. Written notice of the City’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

A. If the City elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the CPI- U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

B. If during any subsequent renewal periods, the City elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

C. Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable just to the City of Fairfax; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers.

D. The contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the City.

6. PERMITS AND LICENSES: The contractor is responsible for obtaining any necessary licenses and permits, and for complying with any federal, state, and local laws, codes, and regulations.

7. PROTECTION OF WORK AND PROPERTY: The contractor shall protect the city’s property from damage or losses in connection with the work to be performed. The contractor’s own work and that of adjacent property shall be guarded from damage. The contractor shall replace or make good any such damage, loss or injury unless caused directly by errors contain in the contact documents or at the direction of a city representative.

8. CLEANING UP: The contractor shall keep the premises and adjacent areas free from accumulations of waste material or rubbish at all times. At the completion of the work, all rubbish, tools used for work and surplus materials shall be removed from and about the premises and adjacent areas, and the area shall be “broom cleaned” and ready for use.

9. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the city’s satisfaction at the contractor’s expense.

10. WORK ESTIMATES (TIME AND MATERIAL CONTRACTS): Under this time and material contract, the contractor shall furnish the city with a non-binding written estimate of the total costs to complete the work required. The estimate must include the labor category(ies), the contractor’s hourly rates specified in the contract, and the total material cost. Material costs shall be billed at contractor’s actual invoice costs (contractor shall furnish copies of all invoices for materials) or discount off the list price, whichever is specified in the contract.

11. PROMPT PAYMENT DISCOUNTS: The City will pay within 30 days after acceptance and receipt of a proper invoice. A prompt payment discount offered for prompt payment of (15) calendar days or longer will be calculated in determining net low bid.

12. PURCHASE ORDER: City purchases are authorized only if the city issues a Purchase Order in advance of the transaction, indicating that the city has sufficient funds to pay for the purchase. If the Contractor provides goods or services without a city purchase order, it does so at its own risk and expense. The city is not liable for payment for any purchases made by its employees that are not authorized by the City Purchasing Agent.

To be valid, a purchase order issued under this Contract must be issued during the term of the Contract. The period specified for performance of the purchase order may extend past the term of the Contract. If a notice terminating this Contract is issued, the notice shall be construed as applying only to the Contract and not to any existing purchase order, unless the notice expressly states the intent to terminate the purchase order.

13. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the City of Fairfax from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the City of Fairfax.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

14. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the

City of Fairfax all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

15. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official City form provided for that purpose 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, the City 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, the City may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

16. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

17. ADDITIONAL CHARGES-Unless bought F.O.B. "shipping point" and Contractor prepays transportation, no delivery charges shall be added to invoices except when express delivery is authorized and substituted on orders for the method specified in the contract. In such cases, difference between freight or mail and express charges may be added to invoice.

18. PAYMENT:

A. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number.

B. 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, however.

C. Invoices shall be submitted to:

City of Fairfax – Accounts Payable or accountspayable@fairfaxva.gov 10455 Armstrong Street, Suite 312 Fairfax, VA 22030

19. UNREASONABLE CHARGES. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance the Fairfax City Purchasing Resolution.

20. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Purchasing Agent. The City may, at its discretion, require the contractor to provide a substitute item of equivalent or better quality subject to the approval of the Purchasing Agent, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.

21. PRECEDENCE OF TERMS: The following General Terms and Conditions, VENUE, ANTI-

DISCRIMINATION, OFFICIALS NOT TO BENEFIT, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances.

In the event there is a conflict between any of the other General Terms and Conditions (Appendix A) and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

22. QUALIFICATIONS OF BIDDERS: The City may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the City all such information and data for this purpose as may be requested.

The City reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The City further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

mailto:accountspayable@fairfaxva.gov

23. ADDITIONS/DELETIONS: The City reserves the right to add similar items/services or delete items/services specified in the resultant contract as requirements change during the period of the contract. Fairfax City and the Contractor will mutually agree to prices for items/services to be added to the contract. Contract amendments will be issued for all additions or deletions.

24. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the City, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the City may have.

25. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

A. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

B. Employer’s Liability - $500,000. Up to $1,000,000 based on contract.

C. 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 City of Fairfax shall be added as an additional insured to the policy by an endorsement.

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

26. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the City will publicly post such notice on the Virginia Business Opportunities website (www.eva.virginia.gov).

27. COOPERATIVE PROCUREMENT: Bidders are advised that the resultant contract(s) may be extended, with the authorization of the Bidder, to other public bodies, or public agencies or institutions of the United States to permit their use of the contract at the same prices and/or discounts and terms and conditions of the resulting contract. If any other public body decides to use the final contract, the Contractor(s) must deal directly with that public body concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing and payment. The City of Fairfax acts only as http://www.eva.state.va.us/ the "Contracting Agent" for these public bodies. Failure to extend a contract to any public body will have no effect on consideration of your bid.

It is the Contractors responsibility to notify the public body(s) of the availability of the contract(s).

Other public bodies desiring to use this contract must make their own legal determination as to whether the use of this contract is consistent with their laws, regulations, and other policies.

Each public body has the option of executing a separate contract with the Contractor(s). Public bodies may add terms and conditions required by statute, ordinances, and regulations, to the extent that they do not conflict with the contract’s terms and conditions. If, when preparing such a contract, the general terms and conditions of a public body are unacceptable to the Contractor, the Contractor may withdraw its extension of the award to that public body. The City of Fairfax shall not be held liable for any costs or damages incurred by another public body as a result of any award extended to that public body by the Contractor.

28. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

29. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-

4311.2 subsection B, a bidder or 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 or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or 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 or proposal a statement describing why the bidder or offeror is not required to be so authorized.

Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

30. E-VERIFY PROGRAM: Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with the City to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with the City for a period up to one year.

Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E- Verify to prove that they are enrolled in E-Verify.