IFB GHSP Paving Hickory Ridge.pdf

IFB-199-VSP-2026-014 Page 1 of 11

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CONSERVATION AND RECREATION (DCR)

600 East Main Street, Richmond, VA 23219

Invitation for Bids (IFB-199-VSP-2027-014)

Issue Date: September 22, 2026

Title: Grayson Highlands State Park, Paving Hickory Ridge Campground Project

Commodity Code: 91394- Paving/Resurfacing, Alley and Parking Lot, 91396-Paving/Resurfacing, Street

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

Location where services/goods will be delivered: Grayson Highland State Park, 829 Grayson Highland Lane Mouth of Wilson, Virginia, 24363

Sealed Bids Will Be Received until: 11:00AM EST, October 19, 2026, for furnishing the goods/services described herein and then opened publicly via Microsoft Teams. No late bids will be accepted. Virtual Bid Open Date: 1:00PM, EST, October 19 , 2026. Offerors wishing to attend must email Barbara Little Barbara.little@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 11:00 AM EST on October 5, 2026, at Grayson Highlands State Park, Country Store. Contractors are asked to pre-register by emailing barbara.little@dcr.virginia.gov Refer to Solicitation Section II for instructions on how to participate.

All Inquiries for Information Should Be Directed To: Barbara Little, Barbara.little@dcr.virginia.gov All questions must be received via email by 5:00 PM, October 5, 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:

IFB-199-VSP-2026-014 Page 2 of 11

TABLE OF CONTENTS

I. PURPOSE 3

II. SCOPE OF WORK AND SPECIFICATIONS 3

III. BID INSTRUCTIONS 5

IV. GENERAL TERMS AND CONDITIONS 6

V. SPECIAL TERMS AND CONDITIONS 6

VI. ATTACHMENTS 6

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-2026-014 Page 3 of 11

I. PURPOSE: The purpose of this Invitation for Bids (IFB) is to establish a contract with a qualified contractor to do asphalt paving, improvements, general maintenance, and repairs of approximately 61,750 Sq. Ft. of existing paved roadways and parking areas through Hickory Ridge Campground at Grayson Highlands State Park.

II. SCOPE OF WORK AND SPECIFICATIONS:

A. General Requirements:

1. Attend mandatory Prebid meeting at 11:00AM EST on October 5, 2026. Attendees will meet at the Grayson Highlands State Park, Country Store, for a brief meeting, visit the work site and meeting will be concluded at the work site. Attendees must stay for the entire meeting. LATE ARRIVES WILL NOT BE PERMITTED. No one will be admitted after 11:05AM.

2. The contractor shall provide all materials, trained personnel, equipment, and English speaking supervision necessary complete asphalt paving.

3. Work Hours: All services shall be performed, unless mutually agreed upon by the Contractor and the Park Representative, during normal business hours, between the hours of 8:00 A.M. TO 5:00 P.M., Monday through Friday, except for State & Federal Holidays. Request to work on Saturday and Sundays shall be approved by park contact prior to start phases.

4. Contractor must complete all work within the work windows. It is asked that invoices are remitted immediately after completion of work.

Completing work during the identified scheduled times and dates is crucial and must be met to accommodate reservations and business needs.

5. All work is to be completed during one of the two work windows, November 1, 2026 – December 1, 2026, or April 1st, 2027 – April 30, 2027.

B. Scope of Work:

1. Repave existing paved roadway from newly paved asphalt near the restrooms east of the

Country Store throughout the Hickory Ridge campground including all roadways, parking areas and collection stations.

a. Contractor shall prepare existing surface of roadway for paving.

b. Mill as needed on all roadways, parking areas and collection stations.

c. Surfaces shall be clean, dry, and free from all loose dirt and material. Contractor shall remove grass along edge of pavement to find true edge of pavement. Power blowers, mechanical sweeping devices and push brooms are acceptable cleaning methods.

d. Contractor shall prime oil spots with a recommended cleaner, wipe or scrape excessive build-up of oil, grease, and gasoline spots. A torch may be used to burn away any residual. Allow to dry before sealing.

e. Cracks shall be free from dust, dirt, vegetation and moisture. Cracks shall be cleaned with compressed air to remove loose debris and moisture. Any cracks shall be filled with hot pour crack filler.

f. Scratch existing potholes. Mill tie-in joints.

g. As necessary add stone to bring to existing height, crown and compact.

h. Apply a liquid asphalt tack coat and overlay with 2 inches of SM 9.5 surface mix.

i. Shoulder work shall ensure a smooth transition to grass edge, existing gravel roadways, or camping pads where applicable with shoulder stone.

j. Roadway should be crowned and graded to improve drainage and runoff where applicable.

k. Flagging through the areas of construction will be necessary throughout the length of the project as needed.

l. Park will allow contractor to dispose of removed gravel in designated locations in the park.

IFB-199-VSP-2026-014 Page 4 of 11

C. Contractor Requirements:

1. The contractor shall provide all materials, trained personnel, equipment, tools and English speaking supervision while on project site.

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

3. The Successful bidder shall be experienced in asphalt paving, repair and sealing paved surfaces and shall have adequate labor and equipment for the scope of this project and be able to complete work during the work window of Fall 2026.

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

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

6. Contractor shall maintain a contractor license commensurate with the value of the final project total.

7. All Contractor personnel shall be fully qualified and trained to provide services within the scope of work including but not limited to the operation of the machinery used.

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 on roof (structure has roof anchors installed). 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. Contractor to control all related vehicular parking within the limits of the Work to preclude interference with public traffic or parking, access by emergency vehicles, County operations, or construction operations. Prohibit parking on or adjacent to access roads, or in non-designated areas.

10. The contractor shall ensure that the equipment and the use of the equipment meets all federal, state and local safety guidelines. All supplied equipment, tools and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual as applicable.

11. 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.

12. No portion of this work shall be sublet to subcontractors without first securing written consent of the 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 and Compliance Standards:

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

IFB-199-VSP-2026-014 Page 5 of 11

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

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 SUBMISSION AND INSTRUCTIONS:

1. Electronic Bid Submissions in eVA ONLY will be accepted for this solicitation. Bids submitted via e-mail, fax or mailed in WILL NOT be accepted. 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 .

2. Instructions on “Steps for Responding to an Invitation for Bid (IFB) PDF can be found at https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/how-to-respond-ifb.pdf

3. Prior to the due date, Bidders should:

a. 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.

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

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

4. Enter the unit price for your bid.

5. Bidders must enter all pricing in eVA, in the items tab.

6. Bidders must include the following to be considered a complete bid package;

Completed IFB Cover Sheet Vendor Data Sheet, Attachment C

IFB-199-VSP-2026-014 Page 6 of 11

Virginia State Corporation Commission Registration Information, Attachment D Small Business Contracting Pan, Attachment E Copy of applicable licenses/certification(s) Addendums (if any)

7. 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.

8. 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. Barbara.little@dcr.virginia.gov

9. 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.

10. 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.

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

IV. GENERAL TERMS AND CONDITIONS: See separate Attachment-A “General Terms and

Conditions”

V. SPECIAL TERMS AND CONDITIONS: See separate Attachment-B “Special Terms and Conditions”

VI. ATTACHMENTS:

Attachment A-General Terms and Conditions – separate attachment Attachment B-Special Terms and Conditions – separate attachment Attachment C- Vendor Data Sheet Attachment D- Virginia State Corporation Commission Registration Information Attachment E- Small Business Contracting Plan Attachment F- Map

IFB-199-VSP-2026-014 Page 7 of 11

ATTACHMENT C - 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-2026-014 Page 8 of 11

ATTACHMENT D

STATE CORPORATION COMMISSION FORM

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.

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-2026-014 Page 9 of 11

ATTACHMENT E

Small Business Subcontracting Plan

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.

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-2026-014 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: _______________________________

Description of Work: _____________________________________________________________________

Subcontract #3

Company Name: SBSD Cert #: ______________________________

Contact Name: ________________________________SBSD Certification: _________________________

Contact Phone: ________________________ Contact Email: ____________________________________

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

Description of Work: _____________________________________________________________________

Subcontract #4

Company Name: SBSD Cert #: ______________________________

Contact Name: ________________________________SBSD Certification: _________________________

Contact Phone: ________________________ Contact Email: ____________________________________

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

Description of Work: _____________________________________________________________________

IFB-199-VSP-2026-014 Page 11 of 11

ATTACHMENT F

Map