False Cape Gravel FY24_FINAL_2024-03-01.docx

DCR—False Cape State Park – Gravel - FY2024- QQ60075

I. PURPOSE: The intent of this Quick Quote is to obtain a fixed price bid by actual ton to furnish approximately 500 tons of 21A VDOT Grade Gravel as per quantities and specifications listed below. Bid price to include delivery to provided address outside of False Cape State Park 4001 Sandpiper Road, Virginia Beach, Virginia 23546. False Cape is a mile wide barrier split between Back Bay and The Atlantic Ocean. All awarded deliveries will be at the convenience of Back Bay Wildlife Refuge and The Department of Conservation and Recreation and shall be coordinated and supervised by False Cape State Park staff as delivery address is not park address.

***Site visits are optional, and can be arranged by contacting the Park Office 757-426-7128***

Questions about this solicitation should be emailed to Cristina.garcia@dcr.virginia.gov no later that 48 hours prior to bid closing to ensure timely answers and allow for an addendum, if needed.

A. SPECIFICATIONS: Contractor shall provide a fixed price bid to include the following minimum specifications for 21A VDOT Grade Gravel.

1. Contractor shall provide approximately 125 actual tons of Gravel delivered to False Cape Landing.

2. Contractor shall provide approximately 125 actual tons of Gravel delivered to Wash Woods.

3. Contractor shall provide approximately 250 actual tons of Gravel delivered to Barbour Hill.

4. Contractor shall provide stock piled gravel that is natural stone, gray in color and excludes rubble or debris.

5. Contractor shall schedule deliveries times Monday through Friday 8:00 AM -4:00 PM.

6. Contractor shall provide deliveries by 20-ton truck class or less only. Dump truck type no belly dumps.

7. All deliveries shall be escorted in and out the east dike road and no trucks allowed past the Visitors Center without escort by DCR and BBNWR staff.

8. Contractor shall coordinate deliveries to a minimum of (3) three trucks but no more than (5) trucks per escort at a time.

9. Contractor shall be responsible to coordinate delivery drops, as there may be more than one delivery drop location.

10. Contractor is responsible for contacting the park prior to bidding for all questions concerning distance from meet address to onsite delivery and processes of how escorts are conducted. There will be no additional compensation for wait times to group trucks to minimum/maximum escort size of 3-5.

11. Contractor must include cost of delivery in bid to 4500 Sandpiper Road, Virginia Beach, Virginia for distance coordination only. Any questions about delivery location and drop points are the responsibility of the bidder at time of bid. Contractors are encouraged to contact park staff Austin Monnett, Park Manager at (804) 584-6452 or the office at 757-426-7128 to review and delivery requirements and/or specifications.

B. DELIVERY/PICKUP REQUIREMENTS:

1. Contractor shall deliver within minimum product lead times and documented at time of bid. Contractor to set up delivery date within seven days after receipt of order (ARO) and delivery to take place within thirty (30) days.

*DCR requests delivery to take place after April 1, 2024 and within the first two weeks of April.

2. The Contractor’s project coordinator is responsible to communicate with the Park Manager directly to coordinate deliveries efficiently. Contractor shall contact the park 30 minutes prior to the time of arrival of meet location at park address for escorted trucks on day of delivery to ensure minimal wait time for escort groups. Cell (804) 584-6452 Austin Monnett.

3. Contractor’s Project Manager is responsible for all communication with drivers to ensure that access schedules are met and that no wait time fees for haulers will be granted because of access restrictions.

The number of vehicles allowed onto the Wildlife Preserve at one time is limited. Haulers may have to wait turns once the maximum number of vehicles is on-site.

4. Contractor shall provide all quarry tickets showing the weight of gravel deliveries at time of invoicing DCR for payment.

C. GENERAL LOCATION AND DIRECTIONS:

1. From Interstate 64: exit onto Indian River Road East. Go 13 miles, turn left onto Newbridge Road, turn right onto Sandbridge Road and then turn right onto Sandpiper Road.

2. From First Landing State Park and oceanfront: Turn East onto Shore Drive (Route 60); follow Pacific Avenue to General Booth Boulevard, left onto Princess Anne Road, left onto Sandbridge Road and turn right onto Sandpiper Road.

3. Special Note: Vehicular access to False Cape State Park is prohibited on a normal basis because the park is land locked on the southern end of the Back Bay Wildlife Refuge (4500 Sandpiper Road, Virginia Beach, VA) Therefore special access is only through the refuge and is granted to DCR under an MOU and special use permits.

II. BID INSTRUCTIONS: Bids may be made electronically through eVA. Electronic bids only will be accepted for this solicitation.

1. Contractor must provide bid to include delivery and any minimum listed items that are not standard.

2. Contractor shall include all potential fees in the fixed price bid per actual ton.

III. GENERAL TERMS AND CONDITIONS: See additional attachments entitled “General Terms and Conditions” and “eVA Quick Quote Standard Terms and Conditions”

IV. SPECIAL TERMS AND CONDITIONS:

A. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

C. AWARD: The Commonwealth will make the award on a Fixed per ton basis to the lowest responsive and responsible bidder(s) that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder(s) that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder(s) of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

D. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

E. BID PRICES: Bid shall be in the form of a firm all-inclusive price for each Line of interest.

F. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete and shall include all applicable mobilization and labor charges; extra charges will not be allowed.

G. ORDERING OPTION: The Department of Conservation and Recreation may during the first sixty (60) days after this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract.

H. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive.

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

J. 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.

K. 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.

L. TRANSPORTATION AND PACKAGING: By submitting their bid, all Bidders certify and warrant that the price offered is for FOB destination and includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Extra charges not allowed.

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

N. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

1. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

0. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

0. Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

1. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at www.eVA.virginia.gov.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.

V. METHOD OF PAYMENT: The Contractor shall invoice complete after completion of work or shipment of goods approved by Contact. Payment will be made under the Commonwealth of Virginia payment terms and conditions. Net 30.

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