IFB-2027-05-PW_Addendum-Q&A.pdf

IFB-2027-05-PW

Questions & Answers

Invitation for Bids

IFB-2027-05-PW ADDENDUM #1

Issue Date: September 16, 2026

County of Frederick, Virginia

FINANCE DEPARTMENT

107 N. Kent Street, 3rd Floor Winchester, VA 22601 Phone: (540) 665-5610 www.fcva.us/purchasing

PROJECT IDENTIFICATION:

Leachate Collection Layter-Material Hauling Contract – Frederick County Landfill

Frederick County, Virginia

This addendum is hereby made a part of the above-referenced project, located in Frederick County, Virginia. Please note the following changes, information and/or instructions and submit your bid accordingly.

The following pages contain questions received and relevant answers regarding the Invitation for

Bids.

Please acknowledge receipt of this addendum by signing this form in the allotted space and enclosing it with your proposal.

Signature Title

Name

Company http://www.fcva.us/purchasing

1. #5 under #3 Scope of Work doesn't specify what test method to use or how to conduct a test. I'm not sure we can provide this data without that information.

This is not a standardized test, but it is a test for which we have received results in the past. It is used to verify that the edges of the stone will not puncture the liner. This is a fairly common test in the landfill industry for leachate stone.

2. Payments isn’t written for stone deliveries. There won’t be progress payments or a ‘Final’ payment as we bill weekly and the County should pay by the invoices. Additionally, there shouldn’t be any reason for retainage. Tickets are provided with each stone delivery. Those tickets should be reconciled against the invoice. Once invoices are verified, the County should issue payment.

Please note that the solicitation language states payment “MAY” be made. The County will make payment based on properly submitted and verified invoices. Progress payments and retainage will not apply to individual stone deliveries. Delivery tickets shall be provided with each delivery and used to reconcile the quantities invoiced. Payment will be processed upon verification and approval of the applicable invoice and supporting delivery documentation, in accordance with the

County’s net 45-day payment terms if paid by ACH.

3. Workers Compensation shouldn’t be a requirement as stone suppliers don’t perform work. I doubt that a UPS truck has to have workers comp insurance. Our trucks are just like UPS trucks. We delivery something, and then we leave the site.

The Contractor shall maintain workers’ compensation coverage as required by the laws of the

Commonwealth of Virginia. The requirement for workers’ compensation coverage is based on the

Contractor’s applicable legal obligations and the status of its employees. The County is not establishing a separate workers’ compensation requirement beyond what is required by applicable law. All other insurance requirements contained in the solicitation remain unchanged.

4. A warranty for stone seems odd to me.

The County understands that a traditional warranty may not be applicable to the delivery of stone.

The warranty requirement is intended to ensure that the material delivered meets the specifications and requirements stated in the solicitation. The Contractor will be responsible for replacing, at no additional cost to the County, any material that does not conform to the specified type, quality, or quantity. All other requirements of the solicitation remain unchanged.

5. There’s no reason for a Bid, Performance, or Payment Bond. We deliver to VDOT sheds all of the time without any of these bonds.

All IFBs issued by the County require a Bid Bond. The Bid Bond is required to secure the bidder’s commitment to its submitted bid and lock in the bid price during the bid validity period.

6. This line says “no surcharges.” How do we accommodate fuel surcharges?

Fuel surcharges will not be permitted. The bid price shall include all costs associated with the delivery of the stone, including fuel and transportation costs. No additional surcharges may be added to the bid price.

7. Please explain Coop Purchases

Cooperative purchases allow other public agencies and eligible governmental entities to utilize the resulting contract, subject to the requirements and provisions of the solicitation and applicable law. The Contractor may be required to provide the same pricing and terms offered to Frederick

County for any authorized cooperative purchase. Participation by other entities is voluntary and does not guarantee any additional purchases or volume.

8. Quarries are NOT contractors. We can’t provide Contractors license information.

These are general requirements, and some may not apply depending on the nature of the services being provided. A Virginia State Contractor’s License is not required for this solicitation.

9. Your payment terms are required to be on our invoice. I don’t see us changing our tickets or invoices to accommodate this.

The County’s payment terms are established by the solicitation and are not subject to modification by the Contractor. The Contractor is not required to change the format of its tickets or invoices;

however, all invoices must be submitted in a manner that allows the County to process payment in accordance with the County’s established Net 45-day payment terms. In other words, the County will not approve an invoice that states or requests payment terms of Net 30 days or any other terms that differ from the County’s established Net 45-day payment terms. The County’s payment terms will remain as stated in the solicitation.

10. I don’t see us agreeing to bonding for this contract when VDOT doesn’t require that of us to deliver to their sites.

Again, this section contains general information, and not all requirements will apply to this solicitation. A Bid Bond will be required; however, Performance and Payment Bonds will not be required for this solicitation.

11. I assume these should be calculated at the requested tonnage for bid purposes. Everyone knows the tonnages won’t be exactly 35,000 tons of 57s.

Bids are based on the tonnages specified in documents. We will make final payment based on what is actually delivered.