IFB 049302703_Addendum 1.pdf

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

PROCUREMENT DEPARTMENT

ADDENDUM NO. 1

DATE: October 21, 2026 TO: All Offerors FROM: Kim Widrig, Contracting Officer TOTAL PAGE(S): 1 page (not including attachments) SOLICITATION TITLE: VT Duck Pond Water Quality Improvements – Pond Edge

Restoration

SOLICITATION NUMBER: 049302703

I. CLARIFICATIONS AND ADDITIONAL INFORMATION

1. The sign-in sheet from the Pre-Proposal Meeting held on October 16, 2026, is attached as Exhibit A for reference.

2. The Pre-Bid Agenda is attached as Exhibit B for reference.

II. REQUESTS FOR INFORMATION

All answers to RFI’s will be in the next Addendum

EXHIBIT A

Pre-Bid Sign-In Sheet

EXHIBIT B

Pre-Bid Agenda

PRE-BID MEETING

230 Sterrett Drive, Blacksburg, VA 24061

Project Name: Duck Pond Edge Stabilization Work Order #: 24-681105

VTR Project Manager: Jason Paljug/Grant Hoover Meeting Date: 10/16/2026

Architect: WSSI Meeting Time: 10:00a

VT Building #: Duckpond Meeting Location: Sterrett Classroom

1. PROJECT OVERVIEW

1. Scope of Work. The project’s scope can generally be summarized as follows:

a. Set up and maintenance of the project site related to parking, ESC measures, tree protection

b. Edge stabilization of the Duckpond’s southern and eastern shores

c. Methods including rock ledge, cobble armor, stacked boulder toe, rock toe

d. Maintenance of all equipment on site to protect the soils

e. All work must be performed in accordance of all regulations listed within the drawings/specs/RFP

f. Restoration of the project area following completion of work and removal of ESC methods

2. Key Dates.

a. Pre-bid RFI due date: 10/20/26 @ 3PM

b. Bid due date: 11/3/26 @ 3PM

3. Documents. The Contractor will receive permitted drawings and UBO issued permits electronically at the Preconstruction meeting. A set of permitted drawings, permits and project revisions/RFIs, submittal are to be kept in a project binder on-site at all times.

4. Work Hours. All work is to be performed between the hours of 7a-6p. Off Hours/Weekend work is allowed, but must be coordinated in advance with the VTR Project Manager.

5. Parking. Parking passes are the responsibility of the contractors. Parking on the Blacksburg campus is extremely limited. Contractor personnel are to park in designated areas only. Park on paved or gravel areas only, do not park in the grass. Blocking accessible routes/sidewalks/ramps is not acceptable at any time;

violators will be towed without warning.

6. Dumpster(s)/Connex(s). Any dumpsters, connex boxes or other equipment staging to be in the designated areas. Contractors are responsible for paying for the parking spaces utilized in this project, please coordinate directly with Parking Services on cost for the duration of the project.

7. Road/Sidewalk Closures. Contractor to provide at least 2 weeks’ notice for single lane closures and 1 month for full road closure.

8. Restrooms. Contractor to provide restroom facilities in designated areas for duration of work.

2. SAFETY

1. Personal Protective Equipment (PPE).

a. Job site safety is the contractor’s responsibility.

b. Proper hand protection, hard-soled shoes, hard hats and safety glasses will be required for all workers on the project. Signage shall be posted at the jobsite notifying all personnel of PPE requirements (per VT EHS standards).

2. Virginia Tech Environmental Health & Safety (EHS)

a. Any work that can create a spark, welding or an open flame requires a Hot Work Permit program and shared with the VT Project Manager. Hot work program should be kept onsite at all times.

b. Safety Data Sheets (SDSs) for any hazardous chemicals will need to be submitted to Robin McCall-

Miller and copied to the VTR Project Manager. In addition, the SDS sheets must be available on-site at all times throughout the duration of the project.

c. Visit the link below for EHS standards for construction on the Virginia Tech campus http://www.ehss.vt.edu/programs/contractor_safety.php

d. All contractor personnel are to wear an item that identifies the worker as an employee of the Contractor.

e. Daily Reports. Each General Contractor is to submit a Daily Report for every project. The Daily Report is to include the name of EVERY individual working that day and where they were working. “Where they are working” includes the floor of the building.

f. In the event of a health and safety concern adhere to state, local, university and CDC guidelines at all times.

3. ADMINISTRATION

1. VTR Project Manager. Below is the contact information for the VTR Project Manager.

Name Desk Phone Mobile Phone E-mail Address

Jason Paljug N/A 434-382-7116 jlpaljug@vt.edu

Grant Hoover N/A 540-750-3668 ghoover@vt.edu

2. Submittals

a. Submittals are to be as specified in the Project Manual, as specified in notes on the Drawings or if not listed coordinated with the VTR Project Manager after award/prior to construction.

b. All submittals are to be sent to the VTR Project Manager, who will review and forward them on to the project’s Architect/Engineer; reviewed submittals will be returned by the Architect/Engineer to the VTR Project Manager, who will review and forward them to the Contractor.

3. Requests for Information (RFIs)

a. Any questions/clarifications that arise during construction should be submitted in writing as an official RFI to the VTR Project Manager, who will coordinate with the client and Project Architect/Engineer, as required. E-mails will not suffice, although an RFI form can be e-mailed. Answered RFIs will be transmitted to the Contractor through the VTR Project Manager.

b. Issues may be verbally discussed with the VTR Project Manager prior to submission, but doing so will not negate the requirement of a written submission.

c. Answered/Approved RFI’s are to be kept on-site for reference during UBO inspections.

4. Change Orders

a. No additional work is to be performed without receipt of a fully executed VT (Change Order) Purchase

Order.

b. Any proposed changes should be submitted to the VTR Project Manager.

c. All change orders must be submitted using a GCI, SCI, SSI Form or DGS-30-092 CO-11 form (for IFB projects only).

http://www.ehss.vt.edu/programs/contractor_safety.php mailto:jlpaljug@vt.edu mailto:ghoover@vt.edu

5. Invoices

a. Invoices should be submitted electronically to the VTR Project Manager.

b. Retainage will be released at the end of the project after all as-builts and close-out documents have been submitted and approved.

c. The VTR PM will review, approve or reject the invoice in 48 hours from receipt. The invoice will be processed and release payment within 30 days.

d. Include an updated schedule with each submitted invoice.

6. Conflicts. The Contractor shall contact the VTR Project Manager should any conflicts arise during the project. The VTR Project Manager will engage the necessary resources to resolve such conflicts.

4. SCHEDULE

Proposed NTP Construction Start Date Substantial Completion Date Final Completion Date

Jan 15, 2027 NLT May 1, 2027 August 13, 2027 September 13, 2027

5. INSPECTION(S)

1. The Contractor will be responsible for notifying the VTR Project Manager when an inspection needs to be scheduled. Please allow 48-72 hours to schedule inspections. The VTR Project Manager will coordinate with the UBO office to arrange for the required inspections.

6. ROUNDTABLE

1. Protect the pond liner throughout construction.

2. Any equipment maintenance must be done in a location as not to leak grease or oil on the soil. Contractors are required to repair and insufficient equipment immediately and without delaying the overall project completion date.

3. Coordinate temporary seeding/restoration with Cody Kiefer (timing especially).

4. DEQ certifications per plans/specs