IFB - James River SP Paving Project.pdf

IFB-199-VSP-2026-040 Page 1 of 17

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CONSERVATION AND RECREATION (DCR)

600 East Main Street, Richmond, VA 23219

Invitation for Bids (IFB-199-VSP-2026-040)

Issue Date: April 3, 2026

Title: James River State Park, Paving 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: James River State Park, 104 Green Hill Drive Gladstone, Virginia, 24553

Sealed Bids Will Be Received until: 1:00PM EST, April 27, 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: 2:00PM, EST, April 27, 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 April 13, 2026, at James River State Park, Visitor Center. 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, April 14, 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-2026-040 Page 2 of 17

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 12

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

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.

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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 45,000 Sq. Ft. of existing paved roadways and parking areas through the Cabin Road area at James River State Park, 104 Green Hill Drive, Gladstone, Virginia, 24553

II. SCOPE OF WORK AND SPECIFICATIONS:

A. General Requirements:

1. Attend mandatory Prebid meeting at 11:00AM EST on April 13, 2026. Attendees will meet at the James River State Park Visitor Center 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.

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. Work crews will not be permitted to stay in the cabins while completing work for free, however cabins may be booked through the reservation center at www.dcr.virginia.gov/state-parks/ or via phone at 1-800-933-7275. (Special accommodation for reservations will not be possible and provided only by availability)

6. All work is to be completed during one of the following windows.

a. Option 1 – May 26 – 28, 2026.

b. Option 2 - June 1 – 3, 2026

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

B. Scope of Work:

1. Unit 1: Cabin Road: marked in red on Attachment E

2. Unit 2: Cabin Parking Areas. marked in green Attachment E

3. Unit 3: Lodge Parking and Walkways: marked in yellow Attachment E

4. Unit 4: Logistic Building Parking Area: marked in blue Attachment E

5. The following applies to all units of work:

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

b. 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.

c. 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.

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d. 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.

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

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

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

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

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

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

k. Park will allow contractor to dispose of removed gravel in designated location in the park.

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 windows of May 26-28, 2026, or June 1-3, 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.

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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

A. 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.

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 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 detailed 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 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. Barbara.little@dcr.virginia.gov

IFB-199-VSP-2026-040 Page 6 of 17

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: See additional attachment entitled “Required Terms and Conditions”

V. SPECIAL TERMS AND CONDITIONS:

A. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

C. AWARD: The Commonwealth will make the award on a grand total basis by lot to the lowest responsive and responsible bidder that is a DSBSD certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award to the lowest responsive and responsible bidder. The Department of Conservation and Recreation reserves the right to conduct any test it may deem advisable and to make all evaluations. The Commonwealth also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest.

D. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order with the applicable eVA transaction fee assessed for each order.

E. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

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F. CONTRACTOR REGISTRATION: If a contract for construction, removal, repair or improvement of a building or other real property is for $150,000 or more, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $ 1 million or more, the bidder/offeror is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR.” If such a contract is for $30,000 or more but less than $150,000, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $250,000 or more, but less than $1 million or more, the bidder is required to be licensed as a “CLASS B CONTRACTOR.” If such a contract is over $1,000 but less than $30,000, or if the contractor does less than $250,000 in business in a 12-month period, the bidder is required to be licensed as a “CLASS C CONTRACTOR.” The board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors. The bidder/offeror shall place on the outside of the envelope containing the bid/proposal and shall place in the bid/proposal over his signature whichever of the following notations is appropriate, inserting his contractor license number:

Licensed Class A Virginia Contractor No. _______________Specialty _______________ Licensed Class B Virginia Contractor No. _______________Specialty _______________ Licensed Class C Virginia Contractor No. _______________Specialty _______________

If the bidder/offeror shall fail to provide this information on his bid/proposal or on the envelope containing the bid/proposal and shall fail to promptly provide said contractor license number to the Commonwealth in writing when requested to do so before or after the opening of bids/proposals, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his bid/proposal will not be considered.

If a bidder/offeror shall fail to obtain the required license prior to submission of his bid/proposal, the bid/proposal shall not be considered.

G. DELIVERY AND STORAGE: It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. The owner will not assume any responsibility for receiving these shipments. Contractor shall check with the owner and make necessary arrangements for security and storage space in the building during installation.

H. FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owner’s representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

I. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished.

Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth.

J. MINORS ON WORK SITE: No minors, under the age of eighteen, will be allowed on the

Department of Conservation and Recreation work site(s) where this contract will be performed, except those employed by the Contractor as allowed by the Child Labor Laws of the United States government and the Child Labor Laws of the Commonwealth of Virginia.

K. E-VERIFY PROGRAM: Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who

IFB-199-VSP-2026-040 Page 8 of 17 fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

L. NEGOTIATION WITH THE LOWEST BIDDER: Unless all bids are cancelled or rejected, the

Commonwealth reserves the right granted by § 2.2-4318 of the Code of Virginia to negotiate with the lowest responsive, responsible bidder to obtain a contract price within the funds available to the agency whenever such low bid exceeds the agency’s available funds. For the purpose of determining when such negotiations may take place, the term “available funds” shall mean those funds which were budgeted by the agency for this contract prior to the issuance of the written Invitation for Bids. Negotiations with the low bidder may include both modifications of the bid price and the Scope of Work/Specifications to be performed. The agency shall initiate such negotiations by written notice to the lowest responsive, responsible bidder that its bid exceeds the available funds and that the agency wishes to negotiate a lower contract price. The times, places, and manner of negotiating shall be agreed to by the agency and the lowest responsive, responsible bidder.

M. PREBID/PREPROPOSAL CONFERENCE - MANDATORY/OPTIONAL: A mandatory prebid conference will be at 11AM EST on April 13, 2026 at the James River State Park, Visitor Center.

The purpose of this conference is to allow potential bidders/offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders/offerors having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a bid/proposal. Bids/Proposals will only be accepted from those bidders/offerors who are represented at this prebid/preproposal conference. No one will be admitted after 11:05AM.

Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

N. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

O. SUBMISSION OF SMALL BUSINESS SUBCONTRACTING PLAN, EVIDENCE OF COMPLIANCE

WITH SMALL BUSINESS SUBCONTRACTING PLAN, AND SUBCONTRACTOR REPORTING:

1. Submission of Small Business Subcontracting Plan: It is the statewide goal of the Commonwealth that 42% of its purchases be made from small businesses certified by DSBSD.

This includes discretionary spending in prime contracts and subcontracts. All bidders are required to submit a Small Business Subcontracting Plan. The contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses. This shall include DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service-disabled veteran-owned status when they have also received DSBSD small business certification. Where it is not practicable for any portion of the goods/services to be subcontracted to other suppliers, the bidder shall note such on the Small Business Subcontracting Plan. No bidder or subcontractor shall be considered a small business unless certified as such by the Department of Small Business and Supplier Diversity (DSBSD) by the due date for receipt of bids or proposals.

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2. Evidence of Compliance with Small Business Subcontracting Plan: Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution monthly reports substantiating compliance in accordance with the small business subcontracting plan. If a variance exists, the contractor shall provide a written explanation. A subcontractor shall be considered a Small Business for purposes of a contract if and only if the subcontractor holds a certification as such by the DSBSD. Payment(s) may be withheld until the purchasing agency confirms that the contractor has certified compliance with the contractor’s submitted Small Business Subcontracting Plan or is in receipt of a written explanation of the variance. The agency or institution reserves the right to pursue other appropriate remedies for non-compliance to include, IFB-199-VSP-2026-039 /IFB- 116311 Page 24 of 38 but not be limited to, termination for default.

3. Prime Contractor Subcontractor Reporting:

4. Each prime contractor who wins an award greater than $100,000, shall deliver to the contracting agency or institution on a monthly basis, all applicable information for each subcontractor listed on the Small Business Subcontracting Plan that are DSBSD-certified businesses or Employment Services Organizations (ESOs). The contractor shall furnish the applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

5. In addition, each prime contractor who wins an award greater than $200,000 shall deliver to the contracting agency or institution on a monthly basis, all applicable information on use of subcontractors that are not DSBSD-certified businesses or Employment Services Organizations. The contractor shall furnish the all applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

P. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that 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 is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

Q. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

R. USE OF PREMISES AND REMOVAL OF DEBRIS:

1. The contractor shall:

a. Perform his contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or with the work of any contractor.

b. Store his apparatus, materials, supplies, and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of his work or the work of any other contractor; and

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c. Place upon the work or any part thereof only such loads as are consistent with the safety of that portion of the work.

2. The contractor expressly undertakes, either directly or through his subcontractor(s), to effect all cutting, filling, or patching of his work required to make the same conform to the drawings and specifications, and, except with the consent of the owner, not to cut or otherwise alter the work of any other contractor. The contractor shall not damage or endanger any portion of the work or premises, including existing improvements, unless called for by the contract.

3. The contractor expressly undertakes, either directly or through his subcontractor(s), to clean up frequently all refuse, rubbish, scrap materials, and debris caused by his operations, to the end that at all times the site of the work shall present a neat, orderly, and workmanlike appearance.

No such refuse, rubbish, scrap material, and debris shall be left within the completed work nor buried on the building site, but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

4. The contractor expressly undertakes, either directly or through his subcontractor(s), before final payment, to remove all surplus material, false work, temporary structures, including foundations thereof, plants of any description and debris of every nature resulting from his operations and to put the site in a neat, orderly condition; to thoroughly clean and leave reasonably dust free all finished surfaces including all equipment, piping, etc., on the interior of all buildings included in the contract; and to thoroughly clean all glass installed under the contract including the removal of all paint and mortar splatters and other defacements. If a contractor fails to clean up at the completion of the work, the owner may do so and charge for costs thereof to the contractor.

5. During and at completion of the work, the contractor shall prevent site soil erosion, the runoff of silt and/or debris carrying water from the site, and the blowing of debris off the site in accordance with the applicable requirements and standards of the Virginia Erosion and Sediment Control Handbook, latest edition, and of the contract documents.

6. The contractor shall not operate or disturb the setting of any valves, switches or electrical equipment on the service lines to the building except by proper previous arrangement with the owner. The contractor shall give ample advance notice of the need for cut offs which will be scheduled at the convenience of the owner.

S. PROTECTION OF PERSONS AND PROPERTY:

1. The contractor expressly undertakes, both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property which may come on the building site or be affected by the contractor’s operation in connection with the work.

2. The contractor shall be solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

3. The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia, issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work under this contract.

4. The contractor shall continuously maintain adequate protection of all his work from damage and shall protect the owner’s property from injury or loss arising in connection with this contract. He shall make good any such damage, injury, or loss, except such as may be directly due to errors in the contract documents or caused by agents or employees of the owner. He shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

He shall provide and maintain all passageways, guard fences, lights, and other facilities for protection required by public authority, local conditions, any of the contract documents or erected for the fulfillment of his obligations for the protection of persons and property.

5. In an emergency affecting the safety or life of persons or of the work, or of the adjoining property, the contractor, without special instruction or authorization from the owner, shall act, at his discretion, to prevent such threatened loss or injury. Also, should he, to prevent threatened loss or injury, be instructed or authorized to act by the owner, he shall so act immediately, without

IFB-199-VSP-2026-040 Page 11 of 17 appeal. Any additional compensation or extension of time claimed by the contractor on account of any emergency work shall be determined as provided by paragraph O, of the General Terms and Conditions.

T. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit hose available to the Commonwealth by any other clause of this solicitation. A copy of this warranty should be furnished with the bid.

U. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.

VI. ATTACHMENTS:

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

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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-2026-040 Page 13 of 17

ATTACHMENT B

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-2026-040 Page 14 of 17

ATTACHMENT C

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-2026-040 Page 15 of 17

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-2026-040 Page 16 of 17

ATTACHMENT D

IFB Electronic Submission Instructions

BID SUBMISSION REQUIREMENTS: IFB 199-VSP-2026-039 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

IFB-199-VSP-2026-040 Page 17 of 17

ATTACHMENT E

Map