Notice of Invitation for Bid (IFB) Sewer Main Replacements Town of Bowling Green, Virginia

IFB Number: IFB-2026-01 Issue Date: April 14, 2026 Closing Date and Time: April 24, 2026, 3:00 PM

SEALED BIDS SUBJECT TO THE TERMS, CONDITIONS, AND SPECIFICATIONS HEREIN WILL BE RECEIVED UNTIL 3:00 P.M., APRIL 24, 2026, LOCAL PREVAILING TIME (LPT) AT WHICH TIME THEY WILL BE PUBLICLY OPENED, READ, AND MADE A PART OF THE PUBLIC RECORD FOR SEWER MAIN REPLACEMENTS AS DESCRIBED HEREIN AND IN ACCORDANCE WITH ANY APPLICABLE DRAWINGS, PLANS, AND SPECIFICATIONS.

I. Purpose The Town of Bowling Green, Virginia (“Town”) is seeking a qualified and licensed contractor to provide sewer main replacements at locations within the Town’s wastewater system along N. Main Street.

II. Project Overview The Town of Bowling Green intends to perform maintenance and repair activities on its existing gravity sewer collection system located along North Main Street, between the intersections of Broaddus Avenue and Courthouse Lane. The work consists of the removal and replacement of existing 8-inch concrete sanitary sewer piping and associated appurtenances within two defined project areas (Sites 1 and 2). All existing sanitary sewer manholes within the project limits shall remain in service and be protected during construction.

The completed work shall provide a fully functional gravity sewer system meeting the Town’s current standards, ensuring proper conveyance of sanitary wastewater and long-term system reliability.

III. Scope of Work The Town may award the project for site 1, site 2, or both, based on the responses. The selected contractor shall provide the following services:

Town of Bowling Green – Gravity Sewer Line Replacement, North Main Street Sewer Improvements (Sites 1 & 2)

1. Project Limits Site 1 Site 1- MH124 to MH128

· Approximately length: 365 linear feet

· Work includes the complete replacement of the existing 8” concrete sewer main between these manholes.

A map identifying this project segment shall be included as an attachment to the solicitation. The Contractor is responsible for verifying and field confirming all horizontal and vertical locations prior to beginning work.

Site 2 Site 2- MH125-MH43

· Approximately length: 388 linear feet

· Work includes the complete replacement of the existing 8” concrete sewer main between these manholes.

2. Description of Work:

2.1 General Requirements

The Contractor shall furnish all labor, supervision, equipment, materials, tools, traffic control, testing, and incidentals necessary to complete the work in strict accordance with the Town of Bowling Green Standards and Specifications for sewer construction, as well as all applicable local, state, and federal regulations.

2.2 Sewer Main Replacement

The work shall include, but not be limited to, the following:

1. Excavation, trenching, and removal of the existing 8-inch concrete gravity sewer pipe within the identified project limits.

2. Installation of new 8-inch SDR35 PVC gravity sewer main meeting ASTM D3034, including required gaskets, joints, and appurtenances.

3. Pipe bedding and backfill in accordance with Town Standard Details, including the use of specified Class B1 bedding and backfill for PVC pipe that is properly compacted to VDOT standards (21A).

4. Protection and maintenance of existing manholes within the project limits.

· Manholes shall not be replaced under this contract.

· Contractor shall reconnect the new sewer main to each existing manhole using approved methods and watertight connections.

5. Maintenance of sewer flows during construction, including temporary bypass pumping as necessary to ensure uninterrupted sewer service.

6. Restoration of asphalt, sidewalks, shoulders, and disturbed areas to conditions equal to or better than existing, per VDOT requirements.

7. Erosion and sediment control measures in accordance with Virginia Erosion and Sediment Control regulations and the Town’s adopted standards.

8. Utility protection and coordination, including Miss Utility notifications and exposure of existing utilities as required.

3. Traffic Control Due to the location of the project along North Main Street, the Contractor shall be responsible for maintaining safe and continuous passage for vehicles and pedestrians.

· A Temporary Traffic Control Plan shall be submitted to the Town within 30 days of contract award.

· The plan shall conform to VDOT work zone safety requirements and all applicable MUTCD standards.

· Lane closures, detours, and flagging operations shall be coordinated with the Town prior to implementation.

4. Contractor Submittals The following documents shall be submitted by the Contractor within 30 days of contract award, unless otherwise stated:

1. Detailed Work Plan, outlining construction sequencing, bypass pumping methods, materials, equipment, and schedule.

2. Traffic Control Plan, as described above.

3. Material certifications for SDR35 PVC pipe, bedding stone, and all appurtenances.

4. Proposed testing procedures for pipe installation and connections.

No construction may begin until the Town has reviewed and accepted these submittals.

5. Standards and Specifications All Work shall be constructed in accordance with:

· Town of Bowling Green Water & Sewer Design Standards, Volumes I & II (latest edition)

· Virginia Department of Environmental Quality (DEQ) and Virginia Department of Health (VDH) Sewerage Regulations

· Virginia Occupational Safety and Health (VOSH) regulations

· Virginia Erosion & Sediment Control Handbook

· MUTCD Standards and VDOT requirements for traffic control The more stringent standard shall apply whenever discrepancies occur.

6. Testing and Acceptance The Contractor shall perform all testing necessary to verify proper installation and performance of the sewer system, including:

· Low-pressure air testing of sewer main segments

· Deflection (mandrel) testing of PVC pipe

· Vacuum or exfiltration testing of manholes where connections are made

· CCTV inspection of the completed installation, from manhole to manhole All deficiencies shall be repaired at no additional cost to the Town. Final acceptance will be granted only upon successful completion of all required testing and inspections.

7. Site Restoration and Cleanup Upon completion of the Work, the Contractor shall:

· Remove all debris, excess materials, equipment, and temporary facilities

· Restore paving, curbs, sidewalks, and landscaping

· Ensure all disturbed surfaces are seeded/stabilized per Town standards

· Leave the site in a clean and orderly condition acceptable to the Town

8. Contractor Responsibilities The Contractor is solely responsible for:

· Jobsite safety and OSHA compliance

· Protection of existing utilities and structures

· Maintaining sewer service throughout construction

· Compliance with all permit requirements

· Coordination with property owners and businesses as needed

· Providing adequate supervision and quality control throughout the project

If the Contractor encounters subsurface or latent physical conditions materially differing from those ordinarily encountered in sewer construction of this type, the Contractor shall promptly notify the Town in writing before disturbing the condition. The Town will investigate and, if appropriate, issue a Change Order adjusting Contract Price and/or Contract Time.

IV. Locations

· Services will be performed at and for the benefit of the Town of Bowling Green at locations along N. Main Street.

· Site 1- MH124 to MH128

· Approximately length: 365 linear feet

· Site 2- MH125-MH43

· Approximately length: 388 linear feet

V. Contract:

Contract Type. The Contract shall be a unit-price contract based on the quantities and unit prices submitted in the Bid Form. Final payment shall be based upon actual measured quantities installed and accepted.

Period of Contract. The Contractor shall commence work within 30 days from the date of the Notice to Proceed. The Contract shall complete all work within 120 days from the date of the Notice to Proceed, unless otherwise extended in writing by the Town.

Payment Procedures. The Contractor may submit monthly invoices for work completed. The Contractor will be paid in accordance with the Virginia Prompt Payment Act upon completion of the service and submission of an invoice to: AP@townofbowlinggreenva.gov

Upon final completion and acceptance of the work, the Town shall pay the remainder of the contract price as provided in section VII below. Final payment shall be based on the following, including but not limited to:

Change Orders. No extra work shall be performed, and no additional compensation shall be due unless authorized in advance by a written Change Order executed by the Town.

Change Orders shall describe:

Unauthorized work performed without written approval shall be at the Contractor’s sole risk.

VI. Record Drawings:

Upon completion of the Work, the Contractor shall provide:

Final payment shall not be issued until record drawings are received and accepted.

VII. Submission Requirements and Instructions Offerors must submit:

· A Complete Response to the IFB

· Proof of VDH or DEQ certification for waste hauling for all drivers

· Copy of Virginia Contractor’s License

· Copy of Town of Bowling Green Business License

· Proof of General Liability and Workers’ Compensation Insurance

Cover Sheet (Attachment A)

· Complete and return the IFB Cover Sheet (include authorized signature).

Proposal Content Site 1- MH124 to MH128

· Pricing: Provide a complete Price Schedule (including all charges).

(Annual) Price Price

Total Price (Estimated Annual): $ ________ Site 2- Site 2- MH125-MH43

· Pricing: Provide a complete Price Schedule (including all charges).

(Annual) Price Price

Total Price (Estimated Annual): $ ________

Key Personnel & Management: Resumes and organizational chart of individuals assigned to this contract.

Experience & References: List of three similar contracts currently or recently completed, with contact information.

Company Qualifications & Financial Statements: Include years in business, the last two financial statements, and required licenses.

Methodology & Plan: Describe how the offeror proposes to plan and provide the required services in a responsive, safe, timely, and reliable manner, in accordance with applicable local, state, and federal laws and regulations.

Format & Copies

· In addition to the electronic submission on eVA, provide one (1) original hard- copy proposal, clearly labeled, and one (1) electronic copy on a USB drive.

· Keep proposals concise; number pages and include a table of contents.

Optional Pre-Proposal Conference

· Date/Time: April 16, 2026, 12:00 PM

· Registration: townclerk@townofbowlinggreenva.gov by 12:00 p.m. (EST) on April 15, 2026

· Attendance is optional but recommended.

Submission Instructions Sealed Proposals must be clearly marked:

“IFB – Sewer Main Replacements 2026-001 – Town of Bowling Green, VA” And delivered to:

Town of Bowling Green Attention: Department of Public Works 117 Butler Street Bowling Green, VA 22427 Proposals must be received by 3:00 p.m. Thursday, April 24, 2026. Late proposals will not be considered. Any bid received at the office designated in the solicitation after the exact time specified for receipt of the bid is considered a late bid. The Town is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers or the inter-office mail system. It is the sole responsibility of the Bidder. Late bids will be returned to the Bidder UNOPENED, if solicitation number, acceptance date and Bidder’s return address is shown on the container.

If the Town closes its offices due to inclement weather scheduled bid openings will be extended to the next business day, same time.

Questions and Contact All inquiries regarding this IFB must be submitted in writing no later than April 17, 2026, 12:00 PM to:

Mr. Jeffrey Smith Email: townclerk@townofbowlinggreenva.gov Phone: 540-205-5406

VIII. Evaluation and Award The contract will be awarded on a lump sum base bid to the lowest responsive and responsible bidder. The Town reserves the right to conduct any test it deems reasonably practicable before bidding award. The Town also reserves the right to reject any or all bids, completely or in part, to waive informalities, and to delete items prior to making the award, and award the contract to the lowest responsive and responsible bidder to best serve the Town. Informality shall mean a minor defect or variation of a bid from the exact requirements of the ITB which does not affect the price, quality, quantity, or delivery schedule for the construction being procured.

The Town reserves the right to reject any or all proposals, or cancel the ITB or award one or multiple offerors if justified

IIX. Security and Retainage Bid Security Bid security is required for this project. Bid security shall be a bond provided by a surety company selected by the bidder and authorized to do business in Virginia in a form satisfactory to the Town. Bid security shall be in an amount equal to at least five percent (5%) of the amount of the bid. Non-compliance with this provision requires that the bid be rejected unless it is determined that the bid fails to comply in a non-substantial manner to the security requirements. The apparent low bidder’s Contract Bid Security shall be subject to forfeiture if the apparent low bidder withdraws his bid prior to award, or fails to sign and return the resulting Contract. The Contract Bid Security shall be forfeited according to the forfeiture provisions in Code of Virginia (§ 2.2-4336).

Performance and Payment Bonds Within ten (10) calendar days after the effective date of the resulting Contract, the following bonds or security shall be delivered to the Town and shall become binding on the parties upon the execution of the Contract:

Construction Contract and Retainage The Contractor shall be paid ninety-five percent (95%) of the earned sum when payment is due, with no more than five-percent (5%) being retained to assure faithful performance of the Contract. All amounts withheld may be included in the final payment. Any subcontract which provides for similar progress payments shall be subject to the same limitations.

IX. Warranties The Contractor represents and warrants that it has the requisite experience, skills, capabilities, and manpower to perform the work in a good and workmanlike fashion. The Contractor warrants all Work against defects in materials and workmanship for a period of one (1) year from the date of final acceptance. This warranty shall be in addition to, and not in limitation of, any other warranty or remedy required by law or by contract documents.

The Contractor shall repair, at no additional cost to the Town, any defects arising within the warranty period, including but not limited to:

X. Preconstruction Meeting Prior to commencing Work, the Contractor shall attend a preconstruction meeting with the Town to review:

No work shall begin until the preconstruction meeting has occurred.

XI. General Conditions The following General Conditions shall apply to any Agreement resulting from this IFB:

Announcement of Award. Notice of Award or Notice of Intent to Award will be posted on the Town’s website when a decision is made.

Termination for Convenience. The Town shall have the right to terminate this contract at its convenience, with or without cause, by specifying the date of termination in a written notice. In this event, the Contractor shall be entitled to just and equitable compensation for any satisfactory work completed. All work produced shall become the property of the Town.

Modification of the Contract. Pursuant to 2.2-4309, no fixed-price contract may be increased by more than twenty-five percent of the amount of the contract or $50,000, whichever is greater, without the advance approval of the Town Council.

Liquidated Damages. Town and Contractor recognize that time is of the essence and that Contractor will suffer financial loss if the work is not completed within the times specified herein. Contractor also recognizes the delays, expense, and difficulties involved in proving the actual loss suffered by Town if the work is not completed on time. Accordingly, instead of requiring any such proof, the Town and Contractor agree that as liquidated damages for delay (but not as a penalty), the Contractor shall pay the Town liquidated damages in the amount of seven hundred fifty dollars ($750.00) per calendar day for each day beyond the approved completion date. This amount represents a reasonable estimate of damages and is not a penalty.

Release of Data. No reports, information, or data given to or prepared by the Contractor under the resulting contract shall be made available to any individual or organization by the Contractor without the prior written approval of the Town, with which approval the Town shall be under no obligation to grant.

Binding Effect. The terms, provisions, covenants and conditions contained in any resulting contract shall apply to, insure to the benefit of, and be binding upon the parties hereto and upon their respective heirs, legal representatives, successors, and permitted assigns except as otherwise expressly provided.

Ethics in Public Contracting. Contractor hereby certifies that it has familiarized itself with Article 6 of Title 2.2 of the Virginia Public Procurement Act (Va. Code §2.2-4367 et seq.), and that all amounts received by it, pursuant to this procurement, are proper and in accordance therewith.

Partial Invalidity. Neither any payment for, nor acceptance of, the whole or any part of the services by the Town, nor any extension of time, shall operate as a waiver of any provision of this contract, nor of any power herein reserved to the Town, or any right to damages herein provided, nor shall any waiver of any breach of any contract be held to be a waiver of any other or subsequent breach. Failure of the Town to require compliance with any term or condition of any contract shall neither be deemed a waiver of such term or condition nor a waiver of the subsequent enforcement thereof.

Subcontractors and Assignments. The Contractor shall not sublet or assign this contract or any portion thereof without the prior written consent of the Town which the Town shall be under no obligation to grant. In seeking consent for any subcontract or assignment, the Contractor shall furnish all information required by the Town to permit the Town to ascertain the qualifications of the proposed Subcontractor to perform the work, and the Contractor shall submit a copy of the subcontract to the Town for approval. The subcontract shall incorporate by reference all provisions and conditions of this contract.

Independent Contractor. The Contractor is an independent Contractor and nothing contained in the contract shall constitute or designate the Contractor or any of its agents or employees as employees of the Town.

Contractual Disputes. Disputes and claims arising under the resulting contract shall be processed pursuant to the Code of Virginia 2.2-4363, as amended.

Governing Law; Venue. The laws of the Commonwealth of Virginia shall govern this contract and any legal action to enforce the provisions of this contract shall be filed in the courts serving Caroline County, Virginia. Contractor expressly waives any objection to venue or jurisdiction of the courts of Caroline County.

Attorney Fees. In the event of any action brought by either party against the other to enforce any of the obligations hereunder or arising out of any dispute concerning the terms and conditions hereby created, each party shall be responsible for its own attorney fees.

Licenses and Permits. The Contractor shall secure and pay for all permits, governmental fees and licenses necessary for the proper execution and completion of the Contractor’s work which are legally required prior to and during the work, including software licenses or other intellectual property permissions, unless otherwise specified by the Town.

Nondiscrimination. During the performance of this contract, the contractor agrees:

(a) not to discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, age, disability, status as a service-disabled veteran, status as a military family, or any other basis prohibited by state law relating to discrimination in employment except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. Notices setting forth the above language shall be posted in conspicuous places, available to employees and applicants for employment.

(b) The Contractor, in all solicitations or advertisements for employees placed by or on the Contractor's behalf, will state that such contractor is an equal opportunity employer.

(c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the above requirements.

(d) The Contractor will include the provisions of paragraphs (a), (b) and (c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

Drug-Free Workplace. During the performance of this contract, Contractor agrees to:

(a) provide a drug-free workplace for Contractor’s employees;

(b) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition;

(c) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and

(d) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. during the performance of this contract for goods or services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

Prohibition of Forced or Indentured Child Labor. For contracts for good and services that exceed $10,000, the Contractor certifies and agrees to: (i) prohibit the use of forced or indentured child labor in the performance of this Contract, and (ii) include the provisions of the foregoing clause in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, "forced or indentured child labor" means all work or service (i) exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or (ii) performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

Taxes. Pursuant to Virginia Code Section 58.1-609.1(4), the town is exempt from the payment of Virginia state sales and use taxes and Federal Excise Tax. Vendors should not include such taxes in invoices presented to the Town for payment. State sales and use tax certificates of exemption will be issued upon request. Said taxes shall not be added to the contract price between the town and the Contractor, as the taxes shall be an obligation of the Contractor and not of the town, and the town shall be held harmless for same by the Contractor.

Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth; provision of SCC Identification Number.

Contractor, whether organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Contractor shall provide the Town with its State Corporation Commission Identification Number.

If Contractor is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law, Contractor shall provide the Town with a statement describing why it is not required to be so authorized.

Failure to comply with provision shall result in the Contractor being awarded this contract unless a waiver of this requirement is granted by the Town Administrator. Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of this contract, and such failure to comply with this provision may result in the Town voiding the contract as authorized by Section 2.2-4311.2 of the Code of Virginia.

Compliance with federal, state, and local laws and federal immigration law; required contract provisions. Contractor shall not during the performance of the contract for goods and services, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

Freedom of Information. Ownership of all data, materials and documentation originated and prepared for the Town pursuant to the IFB shall belong exclusively to the Town and 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 the protections of Section 2.2-4342(D) of the Code of Virginia, in writing, either before or at the time the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. 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.

Testing and Inspection. The Town reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

Indemnity. The Contractor shall indemnify, defend, and hold harmless the Town and its officers and employees, against all claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out of or resulting from the performance of the work described herein, provided that any such claims, damages, losses or expenses (1) are attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting there from, and (2) are caused in whole or in part by any negligent acts or omissions of the Contractor, any Subcontractor, or anyone directly or indirectly employed by any of them. This indemnification clause shall apply to the fullest extent permitted by law. The Town is not permitted under Virginia law to provide a similar indemnification to the Contractor, and any provisions to the contrary is void and the bid including such a requirement may be deemed non-conforming.

ATTACHMENT A COVER SHEET

Company Name Address Email Address Phone:

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