IFB Middlesex Courthouse Pavement Project.pdf

INVITATION TO BID

2026-002

Middlesex County Courthouse Pavement Improvements

73 Bowden St.

Saluda, VA 23149

Issued July 22, 2026

Responses due by August 13, 2026 at 2:00 P.M

Reply to:

Middlesex County Ann Marie Ricardi

877 General Puller Hwy PO Box 428

Saluda, Va. 23149

Email: a.ricardi@co.middlesex.va.us

IFB Number: Invitation to Bid 2026-002 Title: Middlesex County Courthouse

Issue Date: July 22, 2026 Proposal Due Date: August 13, 2026 at 2:00 P.M

The County of Middlesex (County) invites bids\ from qualified firms (Offerors) to perform Pavement Improvements (Pavement). Proposals will be received by Thursday, August 13, 2026 at 2:00 pm prevailing time. Proposals received after the announced time and date for receipt will remain unopened. Bid documents are available on the County’s website at www.co.middlesex.va.us under the Business Tab.

Please provide your bid form to the address below. Please clearly mark your proposal as ITB 2026-002 (Middlesex County Courthouse Pavement Improvements)

If using the United States Postal Service

Middlesex County County Administrator’s Office Attention AnnMarie Ricardi

Saluda, Virginia 23149

For methods that will not use a PO Box

County Administrator’s Office Attention AnnMarie Ricardi 877 General Puller Highway Saluda, Virginia 23149

In lieu of submitting paper proposals, bidders may email a proposal, in PDF form only, to a.ricardi@co.middlesex.va.us. The official date and time used in receipt of responses is the timestamp associated when emails are received. Type “ITB 2026-002 Middlesex County Courthouse Pavement Improvements” in the subject line. Ensure electronic delivery by verifying you receive an acceptance receipt.

http://www.co.middlesex.va.us/ mailto:a.ricardi@co.middlesex.va.us

Middlesex County, Virginia

SPECIFICATIONS

Invitation to Bid 2026-002

PROJECT: Middlesex County Courthouse

PLACE: 73 Bowden St.

SUBMIT RESPONSES TO:

Ann Marie Ricardi, Assistant County Administrator P.O. Box 428 877 General Puller Highway (2nd Floor)

OR

In lieu of submitting paper proposals, bidders may email a proposal, in PDF form only, to a.ricardi@co.middlesex.va.us. The official date and time used in receipt of responses is the timestamp associated when emails are received. Type the ITB number and name in the subject line- “ITB 2026-002 Middlesex County Courthouse Pavement Improvements. Please ensure electronic delivery by verifying you receive an acceptance receipt.

BID DUE DATE: Thursday August 13, 2026 @ 2:00 P.M.

Sealed bids will be received through the Bid Due Date and time as stated above, in the County Administration Offices. Envelopes are to be marked “ITB 2026-002 Middlesex County Courthouse Pavement Improvements.” Bid opening will take place in the County Administrator’s Conference Room located at 877 General Puller Highway, Saluda, Virginia.

I. SCOPE OF WORK

A. Middlesex County, Virginia is a county of approximately 10,600 people in a land mass of 130 square miles, on a peninsula surrounded by two rivers and the Chesapeake Bay. The County government provides services such as law enforcement, planning, recreation, airport, animal control, water, sewer, social services, and code enforcement. There are approximately 80 full-time employees and 45 part-time employees.

B. The County of Middlesex, (the Owner), is seeking qualified contractors to perform a pavement improvements project at the Middlesex County Courthouse.

C. The scope of work is identified in Appendix A.

II ADDITIONAL INFORMATION

A. Company employees working in County buildings are required to undergo a background check, be free from criminal history, and be approved by the Sheriff.

B. Work is primarily to be done between the hours of 8:00 A.M. - 4:30 P.M, please advise of any special considerations you may have.

C. The Contractor shall ensure that its staff is drug free. No alcohol or drug use shall be permitted on County property. Smoking is not allowed in County buildings. Staff employed by the Contractor shall not work in any building while under the influence of non-prescribed drugs and only if consistent with the usage restrictions of prescribed drugs.

D. Questions are to be submitted via email to a.ricardi@co.middlesex.va.us, no later than 4:30 PM, August 6, 2026.

E. There is a non-mandatory pre-bid meeting on site on Monday, July 27, 2026, from 10AM-11AM. However, potential bidders may visit the site during daylight hours when the Courthouse is open but must check in with Courthouse security at the front entrance.

III BID INFORMATION

A. INDEMNIFICATION/HOLD HARMLESS

The bidder (s) awarded shall indemnify, defend and hold the County of Middlesex, and all of its respective officers, agents and employees harmless against any and all claims, actions, demands, losses, liabilities, and damages of whatsoever kind or nature, whether prosecuted by Awarded Bidder(s) or by third parties, resulting from any act, action, or omission (except if caused by the willful misconduct of Middlesex County and its agents), including but not limited to personal injuries including death, property damage or any other loss to the extent arising out of, incidental to or in any way connected to the awarded bidder(s) activities on or its use and occupation of the Site. The provisions of this Article shall survive the Term of this Contract as such provisions may relate to Awarded Bidder’s obligation to indemnify, defend and hold harmless the State of Virginia, the County of Middlesex, and all of their respective officers, agents and employees from and against any claim or demand that arose during the time this Contract was in force and effect.

B. INSURANCE

The Contractor shall maintain and provide evidence of having worker's compensation insurance at the time of signing the contract.

The Contractor acknowledges that he is an independent contractor, and not an agent or employee of the Owner. The Contractor further agrees to indemnify and hold harmless the Owner, its officers, agents, officials and employees free from any loss, claim, demand, liability, cost or suit of whatsoever nature arising out of or in any way related to the work to be performed by the Contractor herein. The

Contractor shall procure, and shall maintain throughout the life of the Contract, Workers Compensation and Commercial General Liability Insurance, and shall provide the County with proof of same. These insurances shall be in the following amounts:

General Aggregate $2,000,000.00 Each Occurrence $1,000,000.00 Personal & Adv. Injury $1,000,000.00 Each Occurrence $1,000,000.00

C. PRESERVATION OF PROPERTY

The Awarded Bidder(s) shall preserve and protect from damage all public and private property located in the offices and buildings as noted, excepting natural wear and tear of surfaces and equipment occurring as a result of the lawful use thereof by the Awarded Bidder(s) for the purposes contracted. Whenever such property is damaged due to the activities of the Awarded Bidder(s), it shall be immediately restored to a condition similar or equal to the condition that existed before such damage or injury occurred. Repair or restoration of the damaged property shall be accomplished at the Awarded Bidder’s sole expense and in a manner acceptable to the owner thereof.

The Awarded Bidder(s) shall at all times conduct their operations in such a manner and in such sequence as to ensure the least practicable interference with employees and the public visiting the County buildings.

D. TIMELINE

To be considered, bids must be received by the due date noted below and on the Invitation to Bid. Bids received after the specified time will be returned unopened.

The tentative timeline is as follows:

July 22, 2026 Bid advertised and posted July 27, 2026 at 10AM (Monday) Non-mandatory Pre bid meeting on site.

Informal meeting for potential bidders to review the site.

August 6, 2026 Deadline for submitted questions / clarifications by potential bidders – ALL questions must be submitted, via email to a.ricardi@co.middlesex.va.us

August 11, 2026 Answers provided to any questions/clarifications August 13, 2026 2PM Bids due 2nd floor Woodward building August 14 – August 21 Bids reviewed and references checked August 24, 2026 Deadline for board meeting agenda submission September 1, 2026 Bid awarded by Board of Supervisors if required September 2, 2026 Expected date for Issuance of Notice to Proceed October 30, 2026 Expected completion date

E. BID SIGNATURE REQUIRED

All bids must be signed by a representative with the authority to bind the company with his/her signature.

F. PRICES ARE FIRM

Bid prices will be assumed firm for 90 days after the opening of the bids unless otherwise stated by Middlesex County or the bidder.

G. CHANGE ORDER

Any changes to an existing purchase order or contract must be approved in advance in writing through the Office of the County Administrator. Middlesex County will not assume any responsibility for the cost of changes without prior approval.

H. AWARD OF BID

In considering the responsibility of bidders, Middlesex County will examine the following factors:

A. Pricing B. Confirmed references C. Experience with similar jobs D. Adherence to specifications

Middlesex County reserves the right to reject any and all submissions, in whole or in part, and to waive any non-conformance in proposals or any irregularities received, whenever such rejection or waiver is in the best interest of Middlesex County. The County will be the sole judge of which proposal will be in its best interest and its decision will be final.

The County reserves the right to award to multiple vendors, or to split the award if insufficient funds are available.

ITB 2026-002

Bid Form

BID FORM (FOUR PAGES)

Please complete all sections

In lieu of submitting paper proposals, bidders may email a proposal, in PDF form only, to a.ricardi@co.middlesex.va.us. The official date and time used in receipt of responses is the timestamp associated when emails are received. Type the ITB number and name in the subject line. Please ensure electronic delivery by verifying you receive an acceptance receipt.

Please submit all four pages, parts A, B, C and D.

Part A Company Narrative Either below, or on a separate cover letter, identify:

Your company’s name and relevant experience.

Company’s legal name

Number of years the company has been in business under its present business name.

Name of staff assigned to this project.

Any other relevant information about your company.

Part B Bid Identify the price to complete the pavement improvements in the box below.

PRICING The bidder has carefully examined the annexed form of specifications and instructions to bidders and hereby declares that they will furnish the construction services called for in the manner prescribed in the specifications and instructions to bidders for the following price: The bid shall include applicable fees, permits, and taxes.

Area A - Middlesex County Courthouse Pavement Improvements

$ And /100 Dollars

Area B - Middlesex County Courthouse Pavement Improvements

Area C - County Offices Pavement Improvements

Area D - County Offices Pavement Improvements

Area E - Emergency Communications/Extension Office Pavement Improvements

TOTAL (Area A,B,C,D, and E) Pavement Improvements

Middlesex County reserves the right to reject any and all submissions, in whole or in part, and to waive any non-conformance in proposals or any irregularities received, whenever such rejection or waiver is in the best interest of Middlesex County. The County will be the sole judge of which proposal will be in its best interest and its decision will be final.

The County reserves the right to award to multiple vendors or split the award.

Part C - References

Either below or on a separate page, identify three (3) current or recent client references, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods or services.

Part D – Acknowledgement and Signatures

Acknowledgment of Addenda (if applicable)

Addenda 1 Signature

Addenda 2 Signature

In compliance with and subject to the documents therein specified, all of which are incorporated herein by reference, the undersigned bidder proposes to furnish all labor and perform all work necessary to carry out and complete this project. The contractor below certifies a thorough understanding of the project work. I certify that the firm name given below is the true and complete name of the Bidder and that the Bidder is legally qualified to perform all Work included in the scope of the Contract.

Bidder ______________________________________________________ (Name of Firm)

By _________________________________________________________ (Signature)

(Typed/Printed Name)

(Title)

FEIN/SSN _____________________________ (or attach W-9)

Business Address:

Email: _____________________________________

Telephone #_________________________________

Reply to:

AnnMarie Ricardi

877 General Puller Hwy

Saluda, Va. 23149

Appendix A Bid Specifications

Middlesex County Courthouse

July 16, 2026

• Approximately 6,500 SY of existing pavement beginning to show elements of fatigue in five (5) designated areas shown in Exhibit A below.

• Prior to and during all site activities coordinate with the County’s Project Manager and Middlesex County Sheriff ’s Office Courthouse Security to avoid interruption of Courthouse operations and County services.

• Existing paved areas to be milled, swept and cleaned to remove dirt and debris.

• Existing Wheel stops to be removed and re-installed, with parking space striping restored after pavement improvements.

• Install Petromat #4597 geotextile paving fabric per manufacturer’s direction over clean and dry areas to be paved.

• Install and compact 1.5” SM.9ª Surface asphalt over paving fabric per VDOT specifications.

• Clean up all job-related debris.

• Provide 1 year warranty for labor and materials.

Exhibit A