IFB - Claytor Lake State Park Paving - Final Draft.pdf

IFB-199-VSP-2026-037 Page 1 of 11

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CONSERVATION AND RECREATION (DCR)

600 East Main Street, Richmond, VA 23219

Invitation for Bids IFB-VSP-2026-037

Issue Date: March 26, 2026

Title: Claytor Lake State Park – Repave Campground Roads

Commodity Code: 91396 – Paving/Resurfacing

Issuing Agency: Department of Conservation and Recreation 600 East Main Street • Richmond VA 23219

Location where services/goods will be delivered: Claytor Lake State Park, Campfire Lane, Dublin, VA 24084

Sealed Bids Will Be Received until: 2:00PM local time, April 26, 2026, for furnishing the goods/services described herein and then opened publicly via Microsoft Teams. No late bids will be accepted. Offerors wishing to attend must email Corey Richie, corey.richie@dcr.virginia.gov at least two business days prior to the Bid Opening to receive an invite to the Microsoft Teams meeting.

Pre-Bid conference: A Mandatory Pre-Bid conference will be held at 10:00 AM local time on April 16, 2026.

All potential bidders will meet at the Water’s Edge Meeting Facility, 6596 Ben H Bolen Drive, Dublin, VA.

Contractors are asked to pre-register by emailing corey.richie@dcr.virginia.gov. Refer to Solicitation Section II for more detailed instructions on how to participate.

All Inquiries for Information Should Be Directed To: Corey Richie, Director of Procurement at corey.richie@dcr.virginia.gov. All questions must be received via email by 5:00 PM, April 17, 2026. All questions must be in writing and will be answered in writing, by email or addendum.

Electronic Bid Submissions ONLY will be accepted for this solicitation. Complete instructions for bid submission can be found in Section III of this document.

In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct, and complete.

Name of Firm: Date:

Address: Signature:

City, State, Zip: Name:

eVA Supplier ID: Title:

Email Address: Telephone Number:

mailto:corey.richie@dcr.virginia.gov mailto:corey.richie@dcr.virginia.gov

IFB-199-VSP-2026-037 Page 2 of 11

TABLE OF CONTENTS

I. PURPOSE 3

II. SCOPE OF WORK AND SPECIFICATIONS 3

III. BID INSTRUCTIONS 4

IV. GENERAL TERMS AND CONDITIONS 5

V. SPECIAL TERMS AND CONDITIONS 5

VI. ATTACHMENTS 7

Attachment A-Vendor Data Sheet Attachment B-Virginia State Corporation Commission Registration Information Attachment C-Small Business Contracting Plan Attachment E-Electronic Bid Submission Information

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faithbased organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

IFB-199-VSP-2026-037 Page 3 of 11

I. PURPOSE: The purpose of this Invitation for Bids (IFB) is to obtain a fixed price bid from a qualified contractor to complete asphalt paving, improvements, general maintenance, and repairs of approximately 2000 square feet of access to the Claytor Lake State Park campgrounds.

II. SCOPE OF WORK AND SPECIFICATIONS: Contractor shall provide a fixed price bid to include but not limited to all equipment, materials, labor, tools, and supervision to perform asphalt paving, improvements, general maintenance, and repairs within Claytor Lake State Park. The Contractor shall obtain, possess, maintain, and comply with all applicable local, state, federal requirements such as licensing, permits, codes, laws, regulations, OSHA standards, specifications, and guidelines for providing asphalt services as identified. Measurements are estimates only and contractors shall be responsible for true and accurate measuring prior to bidding and ordering materials.

A. General Requirements:

1. Attendance at the MANDATORY pre-bid meeting and site visit is required prior to bidding. Meeting will take place on April 16, 2026 at 10AM local time. Attendees are asked to email corey.richie@dcr.virginia.gov to be included on the contractors’ list.

Meeting will begin at the park’s main office. Contractors MUST attend and stay for the entire meeting for bids to be accepted. LATE ARRIVALS WILL NOT BE PERMITTED.

2. Contractors must coordinate work schedules with park personnel within seven (7) days of receipt of purchase order.

3. Contractor must complete all work within (15) fifteen days of receipt of purchase order or by May 31, 2026. It is asked that invoices are remitted immediately after completion of work.

4. Work Hours: All services must be performed during normal business hours, (M-F 8AM- 6PM) unless otherwise agreed upon with park personnel.

5. Contractor personnel will not be allowed to stay on the park property while completing the work. However, reservations can be made independently by the contractor through the Virginia State Park reservation system.

B. Scope of Work

1. Contractor shall prepare surfaces prior to paving by sweeping area to remove all loose debris and disposing of such off park grounds.

2. Contractor shall mill existing asphalt to a depth of 2 (two) inches and haul millings off site, disposing of in accordance with Commonwealth regulations.

3. Contractor shall provide and apply a CRS-2 tack tar adhesive to all existing asphalt milled areas

4. Contractor shall provide and apply a 21A-B stone base as needed. (to ensure a minimum of a 6” stone base)

5. Contractor shall grade stone for proper drainage

6. Contractor shall roll and compact stone base

7. Contractor shall perform proof roll compaction test to ensure solid sound base

8. Contractor shall provide and install 4” BM2 base mis asphalt to all heavy duty areas, and

2” SM9.5 surface mix asphalt to all other areas.

9. Contractor shall apply a cold pour joint sealant at each cold joint

10. Contractor must ensure at the end of each day, all paved areas are cleaned of debris and all related service equipment and materials removed.

11. Contractor shall ensure all areas disturbed are raked, repaired by topsoil, and sodded.

IFB-199-VSP-2026-037 Page 4 of 11

C. Contractor Requirements

1. Contractor shall furnish all materials, labor, equipment, tools, necessary to complete all work listed.

2. Contractor shall provide an English-speaking site supervisor while on project site.

3. It is the contractor’s responsibility to verify any information, measurements and obtain any clarifications prior to submitting the bid response. The Department of Conservation and Recreation (DCR) is not liable for any errors or misinterpretations made by the Contractor in response to this solicitation.

4. The Contractor shall obtain, possess, maintain, and comply with all applicable local, state, federal requirements such as licensing, permits, codes, laws, regulations, standards, specifications, and guidelines for providing services as identified.

5. The Contractor is responsible for maintaining all necessary insurance and licenses as required and providing documentation before work can begin. All contractor personnel shall be fully qualified, licensed and trained including but not limited to equipment being used.

6. The Contractor shall be legally qualified and licensed by the Virginia Department of Professional and Occupational Regulation, Board for Contractors, to perform all work included in the scope of the contract.

7. Contractor registration is required in accordance with Section 54.1-1103 of the Code of Virginia.

8. The contractor shall ensure that all OSHA safety regulations are followed throughout the course of the project and may include the use of safety harnesses. The area shall be clearly marked with “work in progress signs” and/or caution tape. Proper signage usage when working in a public right-of-way or where the safety of the public must be maintained.

9. The contractor shall be responsible for removal and legal disposal of all equipment and debris as a result of these deliveries. The Contractor shall be responsible for removing all discarded or unused material, trash, and debris off the park’s premises.

10. No portion of this work shall be sublated to subcontractors without first securing written consent of DCR.

D. Inclement Weather:

Should inclement weather conditions or problems beyond the contract of the contractor interrupt or delay service, the contractor shall advise the park personnel of the following:

1. Service stoppage or delay

2. Date of Return

E. Safety & Compliance Standards:

1. Contractor shall perform work and use materials, unless otherwise noted in the bid documents conforming to the current manufacturer’s instructions.

2. Contractor shall perform work in compliance with the VDOT and DEQ standards to include but not limited to the following:

a. Virginia Department of Transportation (VDOT) Road and Bridge Specifications.

b. Virginia Department of Transportation (VDOT) Road and Bridge Standards.

c. Virginia Department of Transportation (VDOT) Special Provision Copied Notes, special provisions, and supplemental specifications.

d. Virginia Department of Transportation (VDOT) Road Design.

e. Virginia Department of Transportation (VDOT) Road and Bridge Specifications and

VDOT Instructional and Informational Memorandum.

f. Virginia Department of Transportation (VDOT) Drainage Manual

IFB-199-VSP-2026-037 Page 5 of 11

g. Virginia Department of Transportation (VDOT) Virginia Work Area Protection Manual (VWAPM).

h. Virginia Department of Environmental Quality (DEQ) Virginia Erosion and Sediment Control Handbook (VESCH).

3. Contractor shall ensure all personnel, at all times, wear approved protective clothing, safety vests and any other equipment required to meet OSHA, VOSH and ADA standards and regulations.

4. Contractor shall ensure proper sign usage when working in public rights-of-way or where the safety of the public maintained.

5. Contractor shall ensure all supplied equipment, tools and personal safety equipment meet or exceed the safety standards specified for such items by the American National Standards Institute Manual.

6. Contractor shall ensure all work is performed according to ANSI/ASSP A10.47-2021:

Work Zone Safety for Roadway Construction.

III. BID INSTRUCTIONS:

A. ELECTRONIC BIDS will be accepted in the eVA Procurement System. See Attachment E for detailed instructions. These must be signed and submitted at the time of bid. NO MAILED, FAXED OR EMAILED BIDS WILL BE ACCEPTED. See ATTACHMENT E for Electronic Bid instructions or contact eVA Customer Care at 1-866-289-7367 or eVACustomerCare@DGS.Virginia.gov for assistance.

B. All bids for this solicitation shall include return of the IFB cover sheet, all attachments, and addenda acknowledgements, if any, signed in ink and filled out fully as requested. Bids must include all items listed below to be considered in evaluation for award:

Questions related to how to complete the required attachments should be directed to the Contracting Officer via email, no later than five (5) days prior to the close of bidding to ensure that answers can be returned. @dcr.virginia.gov.

It is the responsibility of the bidder to assure that his/her bid is delivered to the place designated for receipt of bids and prior to the time set for receipt of bids. Bids received after the time designated for receipt of bids will not be considered.

Bids shall be opened publicly at the date and time listed on the first page of this solicitation. Bid opening shall be done virtually via google meet. All bidders that bid in this program will receive an invitation to this bid opening.

C. Withdrawal or Modification: Bids may be withdrawn or modified by written notice received from bidders prior to the deadline fixed for bid receipt. The withdrawal or modification may be made by the person signing the bid or by an individual(s) who is authorized by him/her on the face of the bid.

Written modifications must be signed by the person making the modification or withdrawal.

D. Errors in bids will be handled in accordance with section 5.13 of the Vendors Manual.

IV. GENERAL TERMS AND CONDITIONS: Additional document labeled “General Terms and Conditions”

V. SPECIAL TERMS AND CONDITIONS: Additional document labeled “Special Terms and Conditions” mailto:eVACustomerCare@DGS.Virginia.gov mailto:suzanne.swinson@dcr.virginia.gov

IFB-199-VSP-2026-037 Page 6 of 11

VI. ATTACHMENTS:

Attachment A- Vendor Data Sheet Attachment B- Virginia State Corporation Commission Registration Information Attachment C- Small Business Contracting Plan Attachment E- Electronic Bid Submission Information

IFB-199-VSP-2026-037 Page 7 of 11

ATTACHMENT A - VENDOR DATA SHEET

Note: The following information is required as part of your response to this solicitation.

Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Legal Business Name: _______________________________________________

3. Vendor’s Primary Contact:

Name: Phone:

Title: Email:

4. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

Years Months

5. Vendor Information: eVA Vendor ID: ____________________, SBSD Cert. #_____________________ Virginia Contractor License #: ____________________, Class _______ & Specialty __________________

6. Indicate below a listing of at least three (3) recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact.

Company Contact

Phone: ( ) Email:

Project:

Dates of Service:

Value:

Project:

Dates of Service:

Project:

Dates of Service:

IFB-199-VSP-2026-037 Page 8 of 11

ATTACHMENT B

STATE CORPORATION COMMISSION FORM

Virginia State Corporation Commission Registration Information - The bidder:

� is a corporation or other business entity with the following SCC identification number: ____________

-OR-

� is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

� is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location)

� is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver): �

IFB-199-VSP-2026-037 Page 9 of 11

ATTACHMENT C

Small Business Subcontracting Plan

It is the goal of the Commonwealth that over 42% of its purchases be made from small businesses. All potential bidders are required to submit a Small Business Subcontracting Plan.

Small Business: "Small business (including micro)” means a business which holds a certification as such by the Virginia Department of Small Business and Supplier Diversity (DSBSD) on the due date for bids. This shall also include DSBSD-certified women- and minority-owned businesses when they also hold a DSBSD certification as a small business on the bid due date. Currently, DSBSD offers small business certification and micro business designation to firms that qualify.

Certification applications are available through DSBSD online at www.DSBSD.virginia.gov (Customer Service).

Bidder Name: _____________________________________________

Preparer Name: __________________________________________ Date: ____________________

Who will be doing the work: □ I plan to use subcontractors or □ I plan to complete all work

Instructions:

A. If you are certified by the DSBSD as a micro/small business, complete only Section A of this form. This includes DSBSD-certified women-owned and minority-owned businesses when they have also received DSBSD small business certification.

B. If you are not a DSBSD-certified small business, complete Section B of this form. For the bid to be considered and the bidder to be declared responsive, the bidder shall identify the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period in relation to the bidder’s total price for the initial contract period. in Section B.

Section A

If your firm is certified by the DSBSD provide your certification number and the date of certification.

Certification number: _______________________Certification Date: _____________________

Section B

If the “I plan to use subcontractors’ box is checked,” populate the requested information below, per subcontractor to show your firm's plans for utilization of DSBSD-certified small businesses in the performance of this contract for the initial contract period in relation to the bidder’s total price for the initial contract period. Certified small businesses include but are not limited to DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service disabled veteran-owned status that have also received the DSBSD small business certification. Include plans to utilize small businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc. It is important to note that this proposed participation will be incorporated into the subsequent contract and will be a requirement of the contract.

Failure to obtain the proposed participation dollar value or percentages may result in breach of the contract.

IFB-199-VSP-2026-037 Page 10 of 11

B. Plans for Utilization of DSBSD-Certified Small Businesses for this Procurement

Subcontract #1

Company Name: SBSD Cert #: ______________________________

Contact Name: ________________________________SBSD Certification: _________________________

Contact Phone: ________________________ Contact Email: ____________________________________

Value % or $ (Initial Term): ________________ Contact Address: _______________________________

Description of Work: _____________________________________________________________________

Subcontract #2

Company Name: SBSD Cert #: ______________________________

Contact Name: ________________________________SBSD Certification: _________________________

Contact Phone: ________________________ Contact Email: ____________________________________

Value % or $ (Initial Term): ________________ Contact Address: _______________________________

Subcontract #3

Company Name: SBSD Cert #: ______________________________

Contact Name: ________________________________SBSD Certification: _________________________

Contact Phone: ________________________ Contact Email: ____________________________________

Value % or $ (Initial Term): ________________ Contact Address: _______________________________

Subcontract #4

Company Name: SBSD Cert #: ______________________________

Contact Name: ________________________________SBSD Certification: _________________________

Contact Phone: ________________________ Contact Email: ____________________________________

Value % or $ (Initial Term): ________________ Contact Address: _______________________________

IFB-199-VSP-2026-037 Page 11 of 11

ATTACHMENT E

IFB Electronic Submission Instructions

BID SUBMISSION REQUIREMENTS: IFB 199-VSP-2026-037 is an invitation for sealed bids. Bids submitted via e-mail, fax or mailed in WILL NOT be accepted. Sealed bids will be received until the closing date and time provided in the solicitation. Any bid received after the closing date and time specified in the solicitation will not be considered.

Prior to the due date, Bidders should:

• Check the status of the solicitation in eVA at www.eva.virginia.gov by clicking on the Business Opportunities and then Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.

• Check the “Reminders” section in VBO for all attachments and documents to be completed and submitted; and

• Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Bidder’s electronic submission.

• Enter the unit price for your bid.

Bidders are solely responsible for reviewing, complying, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid being declared non-responsive. Changes to the solicitations forms or formats are prohibited except where clearly instructed and permitted.

Bid Submission: Electronic bid submission shall include all required documents attached. Bidder must be registered in eVA in order to submit an electronic bid. Bidders must submit one (1) complete copy of the bid and attachments.

The following are instructions for submitting an electronic bid:

a. Go to eva.virginia.gov

b. Click on “I sell to Virginia”

c. Click on “eVA Supplier Training”; and

d. Click on “Viewing and Responding to Solicitations Video”

e. or review the HOW TO RESPOND TO AN Invitation for Bid at

f. Be sure to complete both the proposal tab and the item tab including price.

https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/how-to-respond-ifb.pdf

If a bidder needs assistance submitting an electronic response, the Bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov http://www.eva.virginia.gov/ https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/how-to-respond-ifb.pdf https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/how-to-respond-ifb.pdf mailto:eVACustomerCare@dgs.virginia.gov

ATTACHMENT A - VENDOR DATA SHEET