IFB 15-26 Pool Dehumidification System Replacement.pdf

PROJECT DESCRIPTION

The City of Hopewell is soliciting sealed bids from qualified licensed contractors (herein referred to interchangeably as “Contractor” or “Bidder”) to establish a firm fixed price contract with

Contractor to furnish, deliver, supply and install all necessary labor, and materials associated with the completion of any and all necessary or appropriately associated work at the site (Pool

Dehumidification System Removal and Replacement Project) in accordance with the specifications, Plans (as defined below), terms and conditions stated herein for the Pool

Dehumidification System Removal and Replacement.

Reference plans are provided for informational purposes only and shall not be relied upon as final construction documents.

Sealed Bids, subject to the general conditions and specifications hereby attached, will be received via the following methods:

INSTRUCTIONS FOR BID SUBMISSION

DEADLINE FOR RECEIVING SEALED BIDS: 11:00 AM EST

Thursday, July 9, 2026

SEALED BID ELECTRONIC METHOD: www.eva.virginia.gov

State of Virginia’s procurement website

SEALED BID RECEIVING OFFICE: Office of the City Clerk

Municipal Building, 2nd Floor

300 North Main Street

Hopewell, Virginia 23860

SEALED BID OPENING: 3:00 PM EST

Thursday, July 9, 2026

Council Chambers, Municipal Building

300 North Main Street

INVITATION FOR BID

BID NO: IFB 15-26

POOL DEHUMIDIFICATION

SYSTEM REPLACEMENT

CITY OF HOPEWELL

DATE ISSUED: JUNE 24, 2026

DUE DATE: JULY 9, 2026, at 11:00 a.m. EST http://www.eva.virginia.gov/

MANDATORY PRE-BID CONFERENCE: 11:00 AM EST

Wednesday, July 1, 2026

Hopewell Community Center

100 W. City Point Road

BUYER CONTACT INFORMATION: Yolanda Bullock, Procurement Officer

(804) 541-2342, ext. 171 procurement@hopewellva.gov

1. Questions: All questions regarding this solicitation’s submission requirements must be submitted in writing via email to procurement@hopewellva.gov by Monday, June 29, 2026, 5:00 pm EST. A written addendum addressing all questions will be issued by

Tuesday, June 30, 2026, to the state of Virginia’s e-procurement website at www.eva.virginia.gov No verbal inquiries will be accepted. Questions will be addressed from mandatory pre-bid attendees, only.

2. Electronic submission: All electronic Bid submissions are completed and accepted through the state of Virginia’s Procurement website, www.eva.virginia.gov. Electronic submissions do not require paper or USB copies.

3. All Bids mailed or delivered in-person must be submitted in a sealed envelope. Each mailed or in-person Sealed Bid submission must include one (1) original and one (1) electronic [USB] version. Mailed or In-person bid submissions received that do not contain both paper and electronic copies WILL NOT be considered. Please do not bind.

4. In-person submission: Enter the Municipal Building door at the rear of the building marked ‘Planning & Development’ and request the receptionist to contact the City Clerk for bid submission. The In-person submission deadline is Thursday, July 9, 2026, 11:00

AM EST.

5. Mailed submission: The mailed submission deadline is Thursday, July 9, 2026. If mail is the chosen delivery method of bid, the outside of each envelope must clearly indicate the following: (if bid is delivered by Federal Express, UPS, USPS Priority, etc. or any other means, the outside of each envelope must also clearly indicate):

Office of the City Clerk

Second Floor

Municipal Building

300 North Main Street

Hopewell, Virginia 23860

Closing Date of Bid: July 9, 2026

Commodity Name: Pool Dehumidification System Replacement

IFB # 15-26

mailto:procurement@hopewellva.gov

6. Required bid submission documents: Unless otherwise specified, bidders are to complete and return all Bid Documents furnished by the City. All Bid Documents shall be signed in the spaces provided and returned. Bids or changes to a bid response shall not be accepted via fax or email.

7. Required bid submission documents – Federal & Technical. Each bid shall include the following mandatory submissions:

o Company profile o Bid documents, signed o Construction experience o Licenses and bonding capacity o Project schedule o Three (3) references o Total project cost estimate

Failure to submit any required item may render the bid non-responsive. The City reserves the right to reject any bid determined to be materially unbalanced, non-credible, or inconsistent with the scope and requirements of this IFB.

ANY BID RECEIVED AFTER THE ANNOUNCED TIME AND DATE OF OPENING,

WHETHER BY MAIL OR ELECTRONIC, WILL NOT BE CONSIDERED AND WILL

BE RETURNED UNOPENED.

PROCUREMENT OFFICER’S STATEMENT

To All Prospective Bidders:

On behalf of the City of Hopewell, thank you for your interest in this INVITATION FOR BID.

The City of Hopewell values the participation of qualified vendors who are willing to support our operations and community by providing the goods and services required.

Please note the following:

• The City of Hopewell reserves the right to reject any or all bids and to make an award that, in the judgment of the City, best serves the interests of our organization and citizens.

• Any contract award will be made strictly in accordance with the specifications and requirements set forth in this IFB.

• Availability of funds is a condition of any award; the City of Hopewell shall be bound only to the extent of appropriated funds available for the purpose of the resulting contract.

• Once submitted, no bid may be withdrawn for a period of ninety (90) days following the opening date, except as permitted under § 2.2-4330 of the Virginia Public Procurement

Act (VPPA).

• All bids and any resulting contracts shall conform to the City of Hopewell Procurement

Ordinance and the Virginia Public Procurement Act (VPPA), as amended.

We appreciate your time and effort in preparing a complete bid response. Your submission will be reviewed with care and consideration in accordance with the requirements of this IFB.

Respectfully, Yolanda Bullock, VCA

Procurement Officer

City of Hopewell

COOPERATIVE PROCUREMENT

Pursuant to § 2.2-4304 of the Code of Virginia (the Virginia Public Procurement Act), it is the intent of the City of Hopewell that any contract awarded through this Invitation for Bid may be used by other public bodies, governmental agencies, institutions, and political subdivisions of the

Commonwealth of Virginia, with the contractor’s consent.

The contractor shall provide the same goods/services, under the same pricing, terms, and conditions, to any participating entity that elects to access this contract. It is understood that the

City of Hopewell shall not be held liable for the obligations of any other public body using this contract, nor shall the City be responsible for the placement of orders, invoicing, or payments related to cooperative use.

All responsibility for performance, fulfillment, and dispute resolution in cooperative procurements rests solely with the contractor and the participating entity. The contractor may be asked to provide periodic reports to the City of Hopewell summarizing cooperative use activity under this contract.

BACKGROUND

The City of Hopewell owns and operates the Community Center Aquatic Facility located at 100 W. City Point Road, Hopewell, Virginia 23860.

The facility serves residents and visitors through recreational swimming, aquatic fitness programs, swimming lessons, special events, and other community activities. As a valued public amenity, the aquatic facility supports the City's commitment to health, wellness, recreation, and quality-of-life initiatives for residents of all ages.

Constructed in 1982, the indoor aquatic facility has provided more than four decades of service to the community. The facility includes a six-lane, 25-meter swimming pool with water depths ranging from approximately three (3) feet in the shallow end to twelve (12) feet in the deep end and a total capacity of approximately 225,000 gallons. The facility currently averages approximately 2,300 users per month through organized programs, rentals, aquatic classes, swim lessons, and open swim opportunities.

Due to the age of the facility and the condition of several critical building systems, substantial renovations are necessary to ensure the continued safe, reliable, and efficient operation of the aquatic center. Recent assessments have identified deficiencies in the pool structure, mechanical systems, filtration and circulation equipment, pool deck areas, and supporting building infrastructure. In addition, prolonged operation with an inadequate dehumidification system has contributed to structural deterioration, excessive condensation during winter months, elevated indoor temperatures during summer months, and accelerated wear of building components.

The City intends to undertake a comprehensive removal and installation of the existing natatorium dehumidification system designed to extend the useful life of the aquatic facility, improve operational efficiency, enhance public safety, address applicable building code and accessibility requirements, and reduce long-term maintenance and operating costs. The current anticipated work may include, but is not limited to:

• Replacement of the natatorium dehumidification system;

• Rehabilitation or replacement of mechanical, circulation, and filtration systems;

• Repairs to structural components impacted by moisture and corrosion; and

• Other improvements identified within the final construction documents.

The selected Contractor shall furnish all labor, materials, equipment, supervision, permits, inspections, testing, and incidentals necessary to complete the project in accordance with the contract documents, applicable federal, state, and local requirements, and recognized industry standards.

The City's objective is to complete the removal and installation in a manner that minimizes disruption to community programming and aquatic services while delivering a modernized facility that will safely and efficiently serve residents for decades to come. Contractors shall demonstrate the capability, experience, staffing resources, and project management approach necessary to complete the work within the established schedule and with minimal impact on ongoing City operations.

PRE-BID CONFERENCE

At the pre-bid conference, July 1, 2026, at 11:00 a.m. EST at Hopewell Community Center, 100 W. City Point Rd, Hopewell VA 23860, Bidders will be given the opportunity to participate in a site walkthrough to review the project requirements, inspect existing conditions, and collect further information related to the removal and installation of the pool dehumidification system. There will be a brief presentation by City representatives to provide an overview of the project scope, schedule and expectations regarding removal, disposal, installation, testing, startup, commissioning, licensing, insurance and safety requirements. The Bidder shall be presumed to have made a reasonable inspection of the Property and site before the time of Bid submission and shall be held responsible for all information available through such inspection; and submission of a Bid will be a confirmation that the Bidder did make a site inspection and is aware of all conditions affecting performance and price(s) submitted. The City may determine in its sole discretion that a second pre-bid conference is necessary; the date and time of any such second pre-bid conference will be disclosed in an amendment to this IFB.

Any inquiries or requests for clarification or additional information must be delivered in writing (via email) to the City at procurement@hopewellva.gov no later than Monday, June 29, 2026, at 5:00 p.m. EST. All inquiries will be answered via an addendum posted to eVA by Tuesday, June 30, 2026. Should a Bidder find discrepancies in the Plans, and/or specifications or be in doubt as to the meaning or intent of any part thereof, the Bidder must request clarification from the City in writing by the deadline stated herein. Failure to request such a clarification is a waiver of any claim by the Bidder for additional expenses because its interpretation was different than the City’s interpretation.

GENERAL REQUIREMENTS

Ownership of all data, materials and documentation originated and prepared for the IFB shall belong exclusively to the City of Hopewell and shall be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a Bidder shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Bidder must invoke protections in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material should be submitted in a separate sealed envelope and marked proprietary. The classification of an entire bid document, line-item prices and/or total bid prices as proprietary or trade secrets is not acceptable and will result in rejection of the bid.

Debriefing:

The entire IFB procurement file, including evaluations and justifications of award, will become public information and be available for review only after an award is made. No interviews will be conducted with unsuccessful Bidders to explain the contents of the procurement file.

At a minimum, the following information should be included:

1. Name, address, phone, fax, email, and web address of company and contact person.

2. Area(s) of expertise of company.

3. Professional licenses and certifications.

4. Names, roles, and qualifications of personnel who would be working on the project.

5.Three (3) references (from Project of similar type and/or size preferred), to include organization, contact name, address, and phone number.

6.Total cost estimate/budget of the project not including the cost of the pool.

EVALUATION AND SELECTION

The City will review all bids received to determine responsiveness and responsibility in accordance with the Virginia Public Procurement Act (VPPA). The review may be conducted by a committee comprised of representatives from the City of Hopewell Administration, the City of Hopewell Recreation and Parks Department, and other City personnel as deemed appropriate.

Bidders shall demonstrate the capability, experience, financial resources, licensing, insurance, and qualifications necessary to successfully perform the work described in this IFB. The City may consider information obtained from references, prior project performance, financial responsibility, and other relevant sources in determining bidder responsibility.

The City reserves the right to request written clarifications from bidders for the purpose of understanding and evaluating bids. Such clarifications shall not result in any change to the bidder's price, scope of work, or other material terms of the bid.

Award shall be made to the lowest responsive and responsible bidder whose bid conforms to the requirements of this IFB and is determined to be in the best interest of the City. The City reserves the right to reject any or all bids, waive informalities, and make an award in accordance with the Virginia Public Procurement Act.

Following award, the successful bidder shall provide the required Certificate of Insurance, executed contract documents, bonds (if applicable), and any other required documentation. Upon satisfactory completion of these requirements, the City will issue a Notice to Proceed.

The projected project timeline is as follows:

• IFB Issue Date: Wednesday June 24, 2026

• Questions due: Monday, June 29, 2026, at 5:00 p.m.

• Responses to Questions Posted in eVA: Tuesday, June 30, 2026

• Mandatory Pre-Bid Conference / Site Visit: Wednesday, July 1, 2026, at 11:00 a.m.

• Bid Closing Date: Thursday, July 9, 2026, 11:00 a.m.

• Public Bid Opening: Thursday, July 9, 2026, 3:00 p.m.

• Bid Review and Responsiveness/Responsibility Determination: July 13-15, 2026 (tentative)

• Notice of Intent to Award: Monday July 20, 2026 (tentative)

• Contract Execution: July 2026

• Notice to Proceed: August 2026 contingent upon contract execution and receipt of all required insurance, bonds, permits, and approvals.

• Start of Construction: September 2026

• Substantial Completion: March 2027

• Final Completion: April 2027

DIRECT CONTACT

Direct contact with any City employee, without the expressed permission of the Procurement Officer, about this bid, is strictly forbidden.

Violation of this paragraph may result in disqualification of the Bidder’s bid.

SCOPE OF WORK (to include demolition and removal, HVAC and dehumidification equipment installation, ductwork and air distribution, coordination of structural and building modifications, electrical work and utility coordination, controls integration, testing and commissioning, engineering, permitting, site verification and system determination)

Existing System Removal:

The contractor shall remove and dispose of the existing natatorium dehumidification equipment and associated components. Work shall include, but not be limited to disconnecting existing mechanical and electrical services, removal of existing rooftop dehumidification equipment, removal of associated ductwork and accessories as required, salvaging existing exterior brick where feasible during demolition activities for reuse or restoration purposes, establishing a protected work zone or perimeter by barricading, fencing off or taping off the site, protecting adjacent building surfaces and finishes during demolition operations, disposal of demolished materials in accordance with applicable codes and regulations.

New Dehumidification Equipment Installation:

The contractor shall provide and install a new indoor pool dehumidification system designed for natatorium use. The installation shall include placement of new equipment on the existing or modified equipment pad/support structure, factory-integrated controls and required safety devices, installation of return and supply air components necessary for proper air circulation, ventilation provisions to reduce chloramine accumulation within the pool environment, equipment anchoring and installation in accordance with manufacturer recommendations and local code requirements.

Ductwork Modifications and Air Distribution

The contractor shall furnish and install all required ductwork and air distribution components necessary for complete system operation, including exterior ductwork modifications

The selected Contractor shall provide, furnish, deliver, supply and install, all necessary or appropriate labor, services, parts, tools, materials, equipment, items and resources as may be required to complete the Pool Dehumidification System Removal and Replacement Project (the “Scope of Work” or the “work”), in accordance with the Plans, specification and terms and conditions stated herein, which Scope of Work, shall include at a minimum , but is not limited to, all of the following:

A. Contractor Minimum Requirements:

The Contractor must meet the following performance standards.

1 . The Contractor should have at a minimum, a current Class “A” Contractor’s license as issued by the Commonwealth of Virginia Board of Contractors, Department of Professional and Occupational Regulation, and a copy of the license must be attached to the Bidder’s Bid.

2. The Contractor shall possess the appropriate contractor’s license(s) with the specific specialty services as recognized by the Virginia Board for Contractors, Department of Professional and Occupational Regulation to perform electrical and any other services required for the Pool Dehumidification System Removal and Replacement Project, and copies of the license(s) must be attached to the Bidder’s Bid.

3. The Contractor’s firm should have been in business providing similar services promulgated in this solicitation for a minimum of five (5) consecutive years.

4. The Contractor shall be responsible for providing quality services required for the performance of the Pool Dehumidification System Removal and Replacement Project in accordance with best industry standards, Plans, directions and instruction as provided hereunder and in any resulting Contract.

5. All equipment, materials and installation work provided as a part of the Pool Dehumidification System Removal and Replacement Project shall conform to the Virginia Code, Virginia Uniform Statewide Building Codes, National Electrical Code, OSHA, and the specifications of this IFB.

6. Contractor(s) shall report any safety concerns, near misses, accidents and injuries related to the work area to the City immediately.

7. Contractor(s) shall warrant, replace, or repair any defective product, materials, installation or services on the Pool Dehumidification

System Removal and Replacement Project for a minimum of three (3) years from City’s acceptance of any work or services hereunder at no additional cost. City shall be deemed to have accepted services hereunder only after receipt of a proper and detailed invoice from Contractor for all the work and payment by the City to Contractor in full on such invoice.

8. Personnel for Electric Services:

a. Contractor(s) shall perform all electrical work under the supervision of a qualified master electrician. A qualified master electrician shall be a licensed electrician graduated from an accredited school or program and shall have five (5) years plus experience of practical experience in planning, laying out, supervising the installation and repair of wiring, apparatus, or equipment for electrical components regulated by the Building Code and any other applicable electrical regulations.

b. Contractors shall provide a copy of their Class A Electrical Contractor certification and a copy of their Master Electrician license.

c. Contractor(s) shall ensure that all employees who will be performing work receive any required training necessary to perform the work. All helpers, assistants, and apprentices shall operate under the supervision of a journeyman or master electrician.

d. The City reserves the right to review any Contractor(s) training documentation.

e. Journeyman Electricians provided by the Contractor should have a minimum of five (5) years of experience performing electrical services in accordance with manufacturer’s best practices and must be supervised by a Master Electrician.

9. Bidders must demonstrate that they have the resources and capability to provide the materials and services as described herein.

10. Debarment Certification: By signing the Pricing Page (Attachment E) contained in the IFB, bidders are certifying that bidder is not currently debarred by any local or state government or the Federal Government. Bidders shall provide in their bid; documentation related to all debarments that occurred within the last ten (10) years.

11. Project Specific References: Contractor submitting a bid must demonstrate extensive successful experience in Pool Dehumidification System Removal and Replacement Project similar in scope to the specifications contained herein. To demonstrate this experience, provide a minimum of three (3) project references that have been completed within (15) fifteen years from the date of this IFB. All project references provided must demonstrate successful experience in the type of construction required for this Pool Dehumidification System Removal and Replacement Project. Each project reference is to include the name and location of the project, project description of sufficient detail to allow determination of Project size and scope, contract costs, contract schedule milestones, photographs of sufficient quality to demonstrate the scope of the facility, and name, address, current phone number, and e-mail addresses of architects and owners.

12. All Bidders must submit the documentation/information requested in this IFB with their bid. Failure to provide any of the required documentation or information may be cause for bid to be deemed non-responsive and/or non-responsible and rejected.

B. Specifications: At minimum, the Pool Dehumidification System Removal and Replacement Project must meet the following requirements:

1. Pool Dehumidification System Removal and Replacement Project are required to the extent necessary to produce a finished project that meets or exceeds all the requirements and specifications provided in this IFB, including without limitation the Plans. The Contractor shall not take advantage of any obvious or apparent ambiguity, conflict, error, or omission in the Plans, this IFB or the Contract. If in reviewing this IFB or after beginning work the Contractor discovers an ambiguity, conflict, error, or omission, it shall immediately notify the City and before proceeding further with the affected work. The City will then make such corrections and interpretations as may be deemed necessary for fulfilling the intent of the Contract and completing the Pool Dehumidification System Removal and Replacement Project as intended.

2. General Requirements The Contractor shall provide all labor, supervision, materials, equipment, permits, transportation, testing, and incidentals necessary to complete all Pool Dehumidification System Removal and Replacement Project associated with the Community Center Aquatic Facility Renovation Project.

All work shall be performed in accordance with the approved plans, contract documents, applicable building codes, OSHA standards, and all federal, state, and local laws and regulations.

The Contractor shall field verify all dimensions, elevations, utility locations, and existing site conditions prior to commencement of work.

3. Protection of Existing Facilities The Contractor shall protect all existing buildings, utilities, parking areas, sidewalks, landscaping, fencing, and other improvements from damage during construction activities.

Any damage caused by construction operations shall be repaired or replaced at the Contractor's expense to the satisfaction of the City.

The Contractor shall maintain safe access to occupied portions of the facility and coordinate all work activities with the City to minimize disruption to ongoing operations.

4. Demolition and Removal The Contractor shall remove and properly dispose of all site features identified for demolition, including but not limited to: Existing concrete, asphalt, and paving designated for removal; Damaged or deteriorated drainage structures; Abandoned utilities and piping;

Unsuitable soils and materials; Site features that conflict with the proposed improvements. All demolished materials shall be legally disposed of off-site unless otherwise directed by the City.

5. Excavation and Grading

The Contractor shall perform all excavation, grading, filling, compaction, and earthwork necessary to support the project improvements.

Work shall include:

a. Removal of unsuitable materials;

b. Placement and compaction of structural fill as required;

c. Establishment of positive drainage away from buildings and structures;

d. Fine grading for pavement, concrete, landscaping, and utility installations;

e. Stabilization of disturbed areas.

Compaction testing shall be performed as required by applicable standards and project specifications.

6. Drainage Improvements

The Contractor shall furnish and install all drainage infrastructure required by the plans, including:

Storm piping; Catch basins; Area drains; Drainage structures; Underdrain systems; Inlets and outlets; Erosion protection measures.

All facilities shall comply with approved site plans and applicable local and state requirements.

Finished grades shall provide positive drainage and prevent standing water adjacent to the building, pool facility, or pedestrian areas.

7. Utility Work The Contractor shall coordinate with utility providers and perform all work necessary to support project improvements, including Water service modifications; Sanitary sewer connections; Electrical service modifications; Communication and control conduits;

Mechanical utility connections.

Existing utilities that remain in service shall be protected throughout construction.

Utility locates shall be completed prior to excavation activities.

8. Concrete Work The Contractor shall provide all labor and materials necessary for construction of concrete improvements, including:

Equipment pads; Sidewalks; Accessible routes; Concrete aprons; Curbs and gutters; Pool-related support slabs.

Concrete shall be installed in accordance with applicable ACI standards and project plans.

Concrete surfaces shall be finished to provide safe, durable, slip-resistant walking surfaces where appropriate.

8. Asphalt and Pavement Restoration Any pavement disturbed by construction activities shall be restored to equal or better conditions than existed prior to construction.

Pavement restoration shall include Aggregate base; Asphalt surface courses; Pavement markings; Joint sealing;

Edge restoration.

10. Landscaping and Site Restoration Upon completion of construction, the Contractor shall restore all disturbed areas.

Restoration shall include Topsoil placement; Seeding and stabilization; Mulching; Replacement of damaged landscaping;

Final grading. All disturbed areas shall be stabilized prior to project closeout.

11. Traffic Control and Site Access The Contractor shall maintain safe access to the Community Center and adjacent facilities throughout construction.

The Contractor shall provide all required Barricades; Warning signs; Temporary fencing; Pedestrian protection measures;

Traffic control devices. Traffic control measures shall comply with the Virginia Work Area Protection Manual and MUTCD requirements.

12. Testing and Quality Control The Contractor shall perform and document all required testing, including Soil compaction testing; Concrete testing;

Utility testing; Drainage system testing; Final grading verification. Copies of all test results shall be provided to the City.

13. Final Site Restoration and Cleanup Prior to final acceptance, the Contractor shall Remove all construction debris; Remove temporary facilities; Clean paved surfaces;

Restore disturbed areas; Repair damaged improvements; Leave the site in a clean, safe, and fully operational condition.

14. Facility Access and Emergency Access Requirements

The Community Center shall remain operational during portions of the construction period unless otherwise authorized by the City.

The Contractor shall maintain safe and continuous access for City personnel, emergency responders, deliveries, and authorized users at all times.

The Contractor shall:

a. Maintain unobstructed emergency vehicle access to all portions of the facility and surrounding areas required for emergency response operations.

b. Provide and maintain temporary pedestrian routes, barriers, signage, and safety measures necessary to safely separate construction activities from occupied areas.

c. Coordinate all activities that may impact access, parking, ingress, or egress with the City at least seventy-two (72) hours in advance.

d. Schedule deliveries, equipment staging, and construction operations in a manner that minimizes disruption to Community Center operations and public use.

e. Immediately notify the City of any condition that may impact public safety, emergency access, or facility operations.

The Contractor shall be responsible for all costs associated with maintaining access throughout the duration of the project.

15. Utility Coordination and Service Interruptions The Contractor shall verify the location of all existing utilities prior to commencing work and shall protect all utilities designated to remain in service.

No interruption of electrical, water, sewer, communications, HVAC, fire alarm, security, or other building services shall occur without prior written approval from the City.

The Contractor shall:

a. Coordinate all planned utility shutdowns with the City a minimum of seventy-two (72) hours in advance.

b. Submit a written utility interruption plan identifying the affected service, anticipated duration, affected areas, and measures to minimize operational impacts.

c. Schedule utility interruptions during periods approved by the City and, where practical, during off-peak facility operating hours.

d. Provide temporary services, bypass systems, or alternate utility connections as necessary to maintain essential facility operations and life-safety systems.

e. Immediately report any accidental utility interruption or damage to the City and take all necessary corrective actions at no additional cost to the City.

Any damage to existing utilities resulting from the Contractor's operations shall be repaired or replaced by the Contractor at its sole expense and to the satisfaction of the City.

No final acceptance shall be granted until all Pool Dehumidification System Removal and Replacement Project has been completed and approved by the City.

C. ADDITIONAL REQUIREMENTS OF CONTRACTOR:

1. On-Site Management. The Contractor shall provide on-site management and supervision of the Pool Dehumidification System

Removal and Replacement Project during all working hours and provide daily inspections, quality control, monitoring, and daily work log for the Pool Dehumidification System Removal and Replacement Project. Contractor must assign a Supervisor to the Pool Dehumidification System Removal and Replacement Project that shall be the main point of contact for the Pool Dehumidification System Removal and Replacement Project.

2. Site Safety Generally. The Contractor shall provide a safe and efficient site, with controlled access. As part of this obligation, the Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the Pool Dehumidification System Removal and Replacement Project.

3. Quality Control Generally. The Contractor shall be responsible for all activities necessary to manage, control, and document work to ensure compliance with the Contract Documents, Plans and Pool Dehumidification System Removal and Replacement Project specifications. The Contractor’s responsibility includes ensuring adequate quality control services are provided by the Contractor’s employees and its subcontractors at all levels. The work activities shall include safety, submittal management, document reviews, reporting, and all other functions related to quality of construction. Notwithstanding the foregoing, the City may use an engineer to assist its Project Manager in inspecting and/or managing the Pool Dehumidification System Removal and Replacement Project.

4. Weekly Reports. The Contractor shall provide written reports to the Project Manager and Engineer, on the progress of the Pool Dehumidification System Removal and Replacement Project at least weekly from Notice to Proceed until Final Completion of the Pool Dehumidification System Removal and Replacement Project. The reports shall include: (i) an updated schedule analysis, including any plans to correct defective or deficient work or recover delays; (ii) an updated cost analysis; (iii) a quality control report; and (iv) progress photos. The City’s designated Project Manager will be Alethea Tyler, but the City may modify the Project Manager from time to time upon notice to the Contractor.

5. Examine the work areas and site conditions under which work stated herein shall be performed. Contractor shall notify City of any condition(s) which may affect installation of the dehumidification system.

6. Coordinate with Engineer. The City may designate a Project Engineer to work with the Project Manager to oversee/inspect/manage the construction of the Pool Dehumidification System Removal and Replacement Project and coordinate with Contractor. Contractor will work with, coordinate, and communicate with any Engineer identified by the City as the Engineer on the Pool Dehumidification System Removal and Replacement Project to the extent required under the Contract.

The City may require the Engineer to confirm that the Pool Dehumidification System Removal and Replacement Project as constructed strictly conforms to the Plans and meets or exceeds all Contract requirements, including the requirements of this IFB.

7. Please include in Bid cost for concrete and compaction tests, if applicable.

8. Verify site preparation work with a City designated Project Manager and the Engineer, if applicable.

9. Agree to all the provisions of the City of Hopewell’s General Terms, Conditions and Instructions to Bidders and Contractors attached to this IFB and further shall agree that any resulting contract awarded pursuant to this IFB shall incorporate by reference as material provisions of such Contract the City of Hopewell’s General Terms, Conditions and Instructions to Bidders and Contractors. Any resulting Contract shall be in form acceptable to the City in its sole discretion.

D. PROJECT SUCCESS: A successfully completed project shall mean: 1) that the Pool Dehumidification System Removal and

Replacement Project was completed within the contract time, including any City approved time extensions; 2) that the Pool Dehumidification System Removal and Replacement Project was completed at or below the contract award amount, including any subsequent City approved cost change orders; and 3) that the Pool Dehumidification System Removal and Replacement Project was completed in strict conformance and in accordance with the Contract documents.

E. PROTECTION OF PERSON AND PROPERTY:

1. All materials shall be protected from damage during delivery, storage, and installation.

2. Work can be done on property from dawn to dusk 7 days a week.

3. The Contractor shall not remove any excess (unused) construction material from the site without the City’s approval. The City shall be reimbursed for the unused construction material or keep the material onsite.

4. The Contractor is responsible for keeping a clean and safe construction area.

5. Contractor shall be responsible for initiating, maintaining and supervision of all safety precautions in connection with the work on the

Pool Dehumidification System Removal and Replacement Project. Any damage to existing Property, site, real property (land), or personal property, resulting from the work on the Pool Dehumidification System Removal and Replacement Project or the performance of a Contract awarded pursuant to this IFB shall be repaired or replaced at the sole cost and expense of the Contractor to the satisfaction of the City. The Contractor shall repair and/or replace any damage done to any City property by their employees or resulting from Contractor’s services as soon as practicable, but in any event, no more than ten (10) calendar days after notification by the City. All such repairs or replacements shall be completed to the City’s sole satisfaction. To protect the Contractor, the Contactor shall document any damages in the project area prior to commencing work including photographs. This written record shall be provided to the City prior to commencing work.

F. BUILDING PERMITS & INSPECTIONS:

1. The Contractor shall notify Miss Utility to locate all underground utilities and their depth and location prior to starting the Pool

Dehumidification System Removal and Replacement Project, if applicable.

2. The Contractor shall apply for all required permits before starting the Pool Dehumidification System Removal and Replacement

Project.

3. Contractor shall notify the City to arrange for inspections at agreed milestones and shall notify for final inspection.

G. INSURANCE REQUIREMENTS:

1. The Contractor shall agree to carry the required liability insurances that are listed under item W of the “CITY OF HOPEWELL GENERAL

TERMS and CONDITIONS” attached hereto.

2. By signing and submitting a Bid under this solicitation, the Contractor certifies that if awarded the contract, it will have the insurance coverage required at the time the work commences. The Contractor further certifies that the Contractor will maintain the specified 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.

3. During the period of the contract the City reserves the right to require the Contractor to furnish certificates of insurance for the coverage from time to time.

4. A Certificate of Insurance shall be submitted with the Contractor’s Bid evidencing the insurance required hereunder.

H. APPLICABLE LAW: The Contractor and all equipment, materials, and installation related to Pool Dehumidification System

Removal and Replacement Project shall comply with applicable federal, State and local laws, ordinances, rules and regulations in performance of the Contract (“Applicable Law”), including without limitation:

1. OSHA requirements; and

2. The Virginia Statewide Building Code.

SUBMITTAL INSTRUCTIONS

A. GENERAL INSTRUCTIONS

1. IFB Response: In order to be considered for selection, interested parties must submit a complete response to this IFB, including all requested documentation. Failure to comply with all criteria listed herein may be cause to reject a Bid.

2. IFB Questions: Address questions concerning this IFB to:

Yolanda Bullock, Procurement Officer City of Hopewell Procurement Office ybullock@hopewellva.gov

Bidders shall submit any questions in writing. Written responses, including the questions, will be posted as an addendum to the IFB.

Questions will not be accepted after Monday, June 29, 2026, at 5:00 p.m. EST.

B. OWNERSHIP OF BIDS: Ownership of all data, materials, and documentation originated and prepared for the City pursuant to the IFB shall belong exclusively to the City and be subject to public inspection in accordance with the Freedom of Information Act. Any proprietary or trade secrets material submitted must be identified as such, and must indicate the specific words, figures, or paragraphs specifically, and with a reason why such material is proprietary or a trade secret under Virginia law. The classification of an entire Bid document, individual pricing or total Bid prices is not acceptable and will result in rejection and return of the Bid.

C. DUE DATE: Sealed Bids must be received no later than 11:00 AM. EST on July 9, 2026. Bids shall be submitted by either a sealed envelope, plainly marked “Pool Dehumidification Project” and/or uploaded electronically to eVA, Virginia’s eProcurement Marketplace www.eva.virginia.gov (“eVA”). If the Bidder is not uploading electronically to eVA, each Bidder must submit one (1) original and one (1) electronic copy of its bid documents on USB flash drive.

D. Failure to comply with this requirement shall be cause for rejection of any bid. Any bid received after the announced time and date of opening, whether by mail or otherwise, will not be considered and will be returned unopened. Submission of bids by facsimile will not be accepted. The City reserves the right to waive formalities and to reject any or all bids.

E. Any Bids that are turned in late will be rejected and returned unopened. Any Bids sent in via facsimile, telephone, or email shall not be considered.

F. All Bids shall provide a straight-forward, concise delineation of the firm’s capabilities to satisfy the requirements of this IFB. Emphasis should be on completeness and clarity of content. The contents of the Bid submitted by the successful Bidder and this IFB, and any amendments thereto, will become part of any contract awarded as a result of this IFB.

G. The format of each bid must contain the following elements organized into separate chapters and sections, as the Bidder may deem appropriate. The following paragraphs provide guidelines to each Bidder for information to include in the bid document:

1. Cover Letter – Provide a cover letter that confirms the Bidder’s understanding of this IFB and a general understanding of the Pool Dehumidification System Removal and Replacement Project.

2. Overview – The purpose of this section is to provide Hopewell City with an overview of the history, qualifications and abilities of the Contractor’s firm and for the Contractor to demonstrate the specific qualifications of the staff the Contractor will assign to this Pool Dehumidification System Removal and Replacement Project if selected. At a minimum, the Bid should: (i) Designate a Project Manager and indicate office location; and (ii) Include the organization chart, functional discipline, and responsibilities of Project team members.

3. Demonstrated History of Successful Project – Discuss recent project information of similar Pool Dehumidification System Removal and Replacement Project completed by the firm including the project name, location, brief description of the project, description of the scope of services provided, and principal contact person. List all work of a similar nature to the Pool Dehumidification System Removal and Replacement Project completed for any department or agency of the Commonwealth of Virginia and any Virginia public body or locality.

4. Proposed Sub-Consultants – The Contractor shall clearly state whether it is proposing to subcontract any of the work herein. The names of all proposed sub-contractors shall be provided. By proposing such firm(s) or individuals, the Contractor assumes full liability for the sub-consultant’s performance. The Contractor shall state the amount of previous work experience with the sub-consultant(s).

5. References: In addition to any specific references required under this IFB, provide the current name, address, and telephone number of at least three (3) references the Contractor has served either currently or in the past three (3) years, preferably those where one or mailto:ybullock@hopewellva.gov more of the team members provided the same or similar services as requested herein. Indicate the Scope of Services provided to each reference.

6. Pricing – The Bidder shall provide a total lump sum fixed price for all work required under this IFB. The lump sum price shall include all labor, materials, equipment, tools, supervision, permits, testing, inspections, transportation, delivery, shipping, handling, travel, overhead, profit, administrative costs, and all other costs, fees, and expenses necessary to complete the project in accordance with the Contract Documents.

a. Vendor quotations and other supporting documentation should be included with the bid for informational purposes but shall not alter the Bidder’s lump sum price.

b. Payment under the resulting contract shall be made through monthly progress payments based upon the value of work satisfactorily completed and accepted by the City during the applicable billing period. The Contractor shall submit an Application for Payment and supporting documentation no more frequently than once per month.

c. Each Application for Payment shall include a schedule of values identifying completed work, percentage of completion, and such supporting documentation as may be reasonably required by the City to verify the work performed.

d. Final payment shall be made following final completion and acceptance of the project, submission of all required closeout documents, warranties, operating manuals, as-built documentation, and resolution of any outstanding deficiencies.

e. The City may withhold payment for incomplete, defective, disputed, or non-conforming work until such issues have been corrected to the satisfaction of the City.

7. Forms: All forms required to be submitted under this IFB must be included in the Bid.

a. Vendor Data Sheet (Attachment A)

b. Proof of Authority to Transact Business in Virginia (Attachment B)

c. Certificate of No Collusion (Attachment C)

d. Bidder Statement (Attachment D)

e. State Corporation Commission form (Attachment E)

f. Pricing submission

8. Any information thought to be relevant, but not applicable to the enumerated scope of work, should be provided as an appendix to the bid. If publications are supplied by the Bidder to respond to a requirement, the response should include reference to the document number and page number. Bids not providing this reference may be considered to have no reference material included in the additional documents.

9. Other Requirements:

a. The IFB document with any addenda acknowledgements filled out and signed as required (see attachments hereto).

b. A detailed response to all requirements, general, specific, functional, and technical required under this IFB.

c. A statement of how long the Bidder has provided services similar to the Services requested herein;

d. The firm should include a street address of the office proposed to handle the work.

e. Provide your proposed timeline/completion schedule.

f. Disclose all past and pending litigation.

g. The City is not responsible for failure to locate, consider and evaluate qualification factors presented outside this format.

Incurred Expenses: The City will not be liable for any cost incurred by Bidders in preparing and submitting Bids. Bidders may not collect Bid preparation charges from the City of Hopewell as a result of cancellation of this IFB.

H. CONTRACT AWARD

The contract/swill be awarded to the lowest responsible and responsive bidder in accordance with the Virginia Procurement Act, the City’s Code, the City’s Procurement Policies and Procedures and other applicable laws. Nothing herein requires that the City complete this work and the City may determine not to award any Contract pursuant to this IFB in its sole discretion for any reason or no reason at all.

I. TERMS

The Contract shall commence upon execution of the Contract and issuance of the Notice to Proceed and shall remain in effect until final completion and acceptance of the Project, unless terminated in accordance with the Contract Documents.

1. The City’s General Terms and Conditions are attached hereto and incorporated herein. These provisions bind all Bidders. Further, the conditions and requirements of this IFB, including, but not limited to, City’s General Terms and Conditions, are a material part of any contract awarded between the City and the successful Bidder(s).

2. The City intends to award a single contract to the lowest responsive and responsible bidder.