GCMAC Historic Masonry Restoration Solicitation -Specifications.pdf

REQUEST FOR QUOTATION

WEST VIRGINIA DEPARTMENT OF TOURISM

GRAVE CREEK MOUND ARCHAEOLOGICAL COMPLEX

HISTORIC MASONRY RESTORATION

ARFQ TOR2700000006

Issued by:

The West Virginia Department of Tourism

1900 Kanawha Boulevard, East State Capitol Complex, Building 9, Suite 106

Charleston, WV 25305

Date Issued:October 5, 2026

Solicitation Closes:October 19, 2026

SPECIFICATIONS

1. PURPOSE AND SCOPE

1.1. The West Virginia Department of Tourism (Agency), on behalf of the Grave Creek

Mound Archaeological Complex, is soliciting bids from qualified historic masonry contractors to restore deteriorated masonry at the historic steps and adjacent masonry features at the Grave Creek Mound Archaeological Complex in Moundsville, West Virginia. The work shall preserve the historic integrity of the site while protecting sensitive archaeological resources associated with the prehistoric Indigenous burial mound.

1.2. Vendorshallprovidealllabor,materials,equipment,supervision,permits,transportation, insurance, overhead, profit, andincidentalsnecessarytocompletetheproject,including mortar analysis, mock-ups, repointing, repair or approved replacement of damaged masonry, preservation-appropriate cleaning, site protection, and final cleanup.

1.3. The Contract shall be a firm-fixed-price, lump-sum project contract. All project requirements, including correction of punch-list items and final acceptance, shall be completed no later than November 30, 2026, unless extended in writing by Agencyin accordance with applicable State procedures.

2. DEFINITIONS

2.1. Agencymeans the West Virginia Department of Tourism,or its authorized representative.

2.2. Contract means the written agreement resulting fromthissolicitationbetweenAgency and the successful vendor.

2.3. Masonry Repair means repair or stabilization ofexistingmasonrywhilepreservingas much original material as possible.

2.4. Punch List means a written list of incomplete or deficient work prepared before final acceptance.

2.5. Replacement Masonry means new masonry installed only when original material is beyond repair and approved for replacement.

2.6. Repointing means the removal of deteriorated mortar and replacement with approved mortar without damaging adjacent masonry.

2.7. Sensitive Archaeological Area means areas designated by Agency or SHPO where excavation or disturbance is prohibited without approval.

2.8. SHPOmeans the West Virginia State Historic PreservationOffice.

2.9. Vendor means any individual, partnership, firm, corporation, or other legal entity submitting a quotation in response to this ARFQ. The term “Vendor” shall be used throughout this solicitation both prior to and after award.

3. MANDATORY REQUIREMENTS

3.1. Vendor shall possess a valid West Virginia contractor license appropriate to the work, shall provide the license number and classification with its bid, and shall maintainthe license throughout Contract performance.

3.2. Commercial General Liability: $1,000,000 per occurrence.

3.3. Automobile Liability: $1,000,000 combined single limit.

3.4. Workers’ Compensation as required by West Virginia law.

3.5. The successful Vendor shall provide certificates of insurance demonstrating required coverage before work begins and shall maintain coverage throughout Contract performance.

3.6. Vendor shall have at least five (5) years of experience performing historic masonry work.

3.7. Vendor shall havecompletedatleastthree(3)comparablehistoricpreservationprojects within the past five (5) years.

3.8. Vendorshallsubmitwithitsbiddocumentationdemonstratingtheexperiencerequiredby mandatory requirements. For each comparable project, Vendor shall provide project name, location, description of work, completion date, owner or client, and reference contact information.

3.9. Vendor shall demonstrate a record of performing work consistent with the applicable Secretary of the Interior’s Standards.

4. HISTORIC PRESERVATION REQUIREMENTS

4.1. All work shall comply with the applicable Secretary of the Interior’sStandardsforthe

Treatment of Historic Properties and associatedGuidelines,includingtheStandardsfor Rehabilitation,Preservation,orRestorationasdeterminedbyAgencyinconsultationwith

SHPO.

4.2. Historic masonry shall be preserved to the greatest extent reasonably practicable.

4.3. Vendor shall prepare representative mock-ups and submitproposedmortarmixdesigns and cleaning methods for Agency review and written approvalbeforeproductionwork begins.

4.4. Final acceptance is subject to completion of all work, correction of deficiencies, submissionofcloseoutdocumentationrequiredunderSection16,andanySHPOreview or concurrence required for the project. Delays attributable solely to AgencyorSHPO review, and not caused by Vendor, shall not constitute Vendor default.

5. MORTAR ANALYSIS

5.1. Vendor shall extract representative mortar samples and conduct laboratory analysis sufficient to determine binder composition,aggregatecharacteristics,color,texture,and other characteristics necessary for a compatible replacement mortar formulation.

5.2. Vendor shall submit the written laboratory report and proposed mortar formulation to Agency for review and, when required, SHPO review before preparing the production mock-up or beginning repointing.

5.3. Vendor shall prepare a representative masonry repair and repointing mock-up at a locationandofasizeapprovedbyAgency.Themock-upshalldemonstratemortarcolor, texture, joint profile, tooling, workmanship, and cleaning method.

5.4. Theapprovedmock-upshallremaininplacewhenpracticableandestablishtheminimum standardofworkmanship.Unapprovedworkdoesnotconstituteacceptanceofamethod or material

6. MASONRY WORK

6.1. Mortar Removal: Vendor shall remove deteriorated mortar with manual hand tools or approved precision equipment without damaging the arrises, faces, oredgesofhistoric masonry. Mortar shall be removed to a sound depth appropriate to the approved preservation method and replacement mortar system.

6.2. MortarInstallation:Vendorshallinstallapprovedmortarwithdeep,uniformcompaction andtooljointstomatchtheapprovedhistoricprofile.Mortarshallbecuredandprotected according to the approved mortar system and preservation requirements.

6.3. MaterialReplacement:Masonryunitsmaybereplacedonlywhenstructurallyunsoundor beyond reasonable restoration. No unitmaybereplacedwithoutpriorAgencyapproval and any required SHPO approval. Replacement units shall match original masonry in size, color, texture, appearance, and relevant physical characteristics, including porosity.

6.4. Weather and Curing:Vendorshallnotinstallmortarwhenweatherwouldimpairproper placementorcuring.Vendorshallprotectworkfromfreezing,excessiveheat,directsun, wind, and precipitation according to approved material and preservation requirements.

7. CLEANING

7.1. Use the mildest effective cleaning method. Acid washing, high-pressure washing or rinsing,sandblasting,andabrasiveblastingareprohibitedunlessexpresslyauthorizedin writing by Agency and SHPO, as applicable.

7.2. Before general cleaning, Vendor shall prepare a representative test area for Agency review and approval. The approved test area establishes acceptable method and appearance.

7.3. Vendor shallprotectadjacenthistoricfabric,structures,walkways,landscaping,visitors, employees, archaeological resources, and other property from damage, staining, dust, debris, equipment, and construction operations.

7.4. Vendor shall maintain a safe and orderly work area and remove debris and surplus materials generated by its work.

8. ARCHAEOLOGICAL AND SITE PROTECTION

8.1. No excavation, trenching, probing, drilling, anchoring, staking, or other ground-disturbing activity shall occur without prior written authorization from Agency and any approvals required by SHPO or other applicable authorities.

8.2. Vendor shall protect the Grave Creek Mound, adjacent historic resources, landscaping, visitor areas, and archaeological resources from damage arising from Vendor’s operations.

8.3. If previously unknown archaeological materials, human remains, features, or other potentially significant archaeological resources are encountered, Vendor shall immediatelyceaseworkintheaffectedarea,protectthediscoveryfromdisturbance,and immediately notify Agency. Vendor shall not resume work in the affected area until authorized in writing by Agency following consultation with SHPO and any other authorities having jurisdiction.

8.4. Vendorshallmaintainappropriatebarriers,signage,dustcontrol,runoffcontrol,material storage, equipment staging, and daily cleanup necessary to protect the site and the public.

9. CONTRACT AWARD

9.1. ContractAward:TheContractisintendedtoprovideAgencywithapurchasepricefor the Contract Services. The Contract shall be awarded to the Vendor that provides the ContractServicesmeetingtherequiredspecifications,atthelowestoveralltotalcost,as shown on the Pricing Pages.

9.2. The Contract shall be awarded to the lowest qualified responsible bidder whose bid conformsinallmaterialrespectstotherequirementsofthisSolicitationandsatisfiesall mandatoryrequirements.Agencyreservestherighttorejectanyorallbids,torejectabid that does not comply with the Solicitation, and to make determinations of bidder qualificationandresponsibilityinaccordancewithapplicablelawandStateprocurement requirements.

9.3. Pricing Page: Vendor shall complete and sign the Pricing Page in full. Vendor shall provide one firm, fixedlump-sumpriceforallworkidentifiedinthisARFQ.Theprice shallincludelabor,materials,equipment,supervision,permits,insurance,transportation, laboratory testing, mock-ups, site protection, cleanup, overhead, profit, travel, and all other costs necessary for completion. No additional compensation is due except for a written change order under Section 17.

Agency is not responsible for taxes from which the State is exempt by law.

10. PERFORMANCEVendorshallcommenceworkuponAgency’swrittenNoticetoProceedand diligently prosecute the work to completion no later than November 30, 2026, unless Agency authorizesawrittenextensionundertheContract.Withinfive(5)businessdaysaftertheNotice to Proceed, Vendorshallsubmitaprojectscheduleidentifyingcommencement,majoractivities, mortar and mock-upreview,substantialcompletion,punch-listcorrection,andfinalcompletion.

Vendor shall promptly notify Agency in writing of a potential delay, its cause,andanticipated duration.

11. PAYMENT Agency shall pay the Lump-Sum Contract Price for workproperlyperformedand accepted under the Contract, subject to applicable State payment proceduresandrequirements.

Payment shall be made only for work satisfactorily performed and accepted. Travel, lodging, mileage, travel time, and incidental expensesshallbeincludedinthebidpriceandshallnotbe reimbursed separately.

12. TRAVEL Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the Lump listed on the Vendor’s bid, but such costs will not be paid by Agency separately.

13. VENDOR DEFAULT:

13.1. The following shall be considered Vendor default under this Contract:

13.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

13.1.2. Failure to comply with other specifications and requirements contained herein.

13.1.3. Failuretocomplywithanylaws,rules,andordinancesapplicabletotheContract Services provided under this Contract.

13.1.4. Failure to remedy deficient performance upon request.

13.2. The following remedies shall be available to Agency upon default.

13.2.1. Immediate cancellation of the Contract.

13.2.2. Immediate cancellation of one or more release orders issued under this Contract.

13.2.3. Any other remedies available in law or equity.

14. INDEMNIFICATION Vendor shall indemnify, defend, and hold harmless the State of West Virginia, the Agency, and their officers, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses, including reasonable attorney fees, arisingoutoforresultingfromVendor’sperformanceoftheContract,includingbutnotlimitedto bodily injury, property damage, or failure to comply with applicable laws or regulations.

15. FORCEMAJEURENeitherpartyshallbeliablefordelaysorfailuresinperformanceresulting fromcausesbeyondreasonablecontrol,includingbutnotlimitedtoactsofGod,weatherevents, fire, flood, government action, or other unforeseeable events. Vendor shall promptlynotifythe Agency of any such occurrence.

16. COMPLIANCE WITH LAW Vendor shall comply with all applicable labor laws, workforce requirements,federal,state,andlocallaws,rules,regulations,licensingrequirements,andsafety standards associated with this contract.

17. CHANGE ORDERS AND UNFORESEEN CONDITIONS Vendor shall not perform work outsidethescopeofthisARFQorclaimadditionalcompensationwithoutawrittenchangeorder executed by authorized representatives of Agency and Vendorbeforetheadditionalorchanged workisperformed,exceptasotherwiseexpresslypermittedbytheContractorapplicablelaw.On discovery of concealed, unknown,ormateriallydifferingsiteconditions,Vendorshallpromptly notifyAgencyinwriting,protecttheaffectedarea,andawaitAgencydirectionbeforeproceeding with affected additional work.

18. SITE ADMINISTRATION AND CLOSEOUT

18.1. SiteAccessandSafety:Vendorshallcoordinatesiteaccess,staging,deliveries,andwork hours with Agency before mobilization; maintain safe separation of visitors and employees from the work; and comply with Agency site rules communicated to Vendor.

18.2. Damage to Property: Vendor shall promptly notify Agency of damage caused by its operations to historic masonry, archaeological resources, utilities, buildings, walks, grounds, landscaping, or other property and shall repair or restore such damage at no additional cost, subject to Agency approval and any required SHPO review.

18.3. Subcontractors: Vendor remains responsible for the acts, omissions, qualifications, supervision, and payment of its subcontractors and shall identify proposed specialty preservation subcontractors with its bid. Subcontracting does not relieve Vendor of Contract responsibilities.

18.4. Closeout: Before final acceptance and final payment, Vendor shall deliver the mortar laboratoryreport,approvedmortarformulationandproductinformation,photographsof completed work, applicable warranties, final punch-list correction documentation, and any other project documentation expressly required by the Contract or an approved change order.

18.5. Warranty: Vendorshallwarrantitsworkmanshipandfurnishedmaterialsagainstdefects for one (1)yearafterfinalacceptanceandshallcorrectcovereddefectsatnoadditional cost after written notice from Agency. Thiswarrantydoesnotcoverdamagecausedby others or conditions outside the scope of Vendor’s work.

19. MISCELLANEOUS

19.1. There will be a mandatory pre-bid meeting October 14, 2026 at 12 PM at the Grave

Creek Archaeological Complex located at 801 Jefferson Avenue, Moundsville, WV 26041.

19.2. Questions: AnyquestionssubmittedconcerningtheRFQmustbereceivednolaterthan October 9, 2026, at 12 pm. Questions must besubmittedviaemailtoMaryKemperat Mary.R.Kemper@wv.gov.

19.3. Agency response to questions will be no later than October 13, 2026 at 4 PM.

19.4. BidSubmissions:BidsmustbesubmittedbyOctober19,2026at2:00PMviawvOASIS or by email tomary.r.kemper@wv.gov

19.5. ContractManager:Vendorshalldesignateaprimarycontractmanagerauthorizedtoact onbehalfoftheVendor.Thecontractmanagermustbeavailableduringnormalbusiness hoursandduringeventoperations.ThevendorshouldlistitsContractmanagerandhisor her contact information below.

Contract Manager: __________________________________

Telephone Number: _________________________________

Email Address: ____________________________________ mailto:mary.r.kemper@wv.gov

EXHIBIT A

PRICING PAGE

Provide one firm, fixed lump-sum price including all labor,materials,equipment,supervision,permits, insurance, taxes, transportation, cleanup, overhead, profit, and incidentals required to complete the project.

VENDOR CERTIFICATION

Company Name: ____________________________________________

Authorized Representative: ___________________________________

Signature: ____________________________ Date: ______________

Printed Name: _____________________________________________

Title: ____________________________________________________

Address: _________________________________________________

Telephone: __________________ Email: ______________________

Item Description Unit Price 1 Historic masonry restoration complete per specifications

Lump Sum $_______________

TOTAL BID PRICE $_______________