ITB 2026-001 Upper Roanoke River-Addendum 1.pdf

CITY OF SALEM

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VA 24153

PHONE (540) 375-3063

DATE: JULY 2, 2026

ITB # 2026-001

UPPER ROANOKE RIVER SANITARY SEWER REHABILITATION PROJECT

DATE AND TIME PROPOSAL DUE: FRIDAY, JULY 24, 2026 AT 10:00 A.M. (LOCAL TIME)

ADDENDUM # 1

This Addendum # 1, dated July 2, 2026 amends or supplements Invitation to Bid (ITB) # 2026-001 as indicated below:

I. Invitation to Bid (ITB) #2026-001 Clarification(s) and Exhibits:

1. An attendance sheet from the mandatory pre-bid conference is included in this Addendum. Due to privacy concerns, personal information such as phone numbers and email addresses will not be included.

2. A copy of the mandatory pre-bid conference agenda is included in this Addendum.

3. ITB 2026-001-“List of Proposed Suppliers” Form is included in this Addendum (See Section II-

Vendor Questions, for more information).

4. ITB 2026-001-“List of Proposed Subcontractors” Form is included in this Addendum (See Section II-

Vendor Questions, or more information).

5. For informational purposes only, the City's estimated budget for this project is approximately

$6,000,000. This figure is provided solely to help bidders gauge the general scope and scale of the work and should not be construed as a target price, minimum, or maximum. Bidders are expected to submit pricing based on their own independent cost analysis of the specifications, quantities, and requirements set forth in this ITB. Award will be made to the lowest responsive and responsible bidder in accordance with the terms of this solicitation.

II. Vendor Questions (verbatim):

1. What is the typical size of Work Order?

Response: Work Order 1 can be taken as a reference; however, the amount of work per Work Order can be flexible and will take Contract execution efficiency into account.

2. Is there an Affidavit of Non-Collusion in the specifications?

Response: The Affidavit of Non-Collusion is not required. In Section 004100, Section 2.01, DELETE item

2.01.F.

3. Do we create our own list of Subcontracts & Suppliers to attach to the Bid Submittal?

Response: Please use the attached forms to provide this information. These forms are titled “List of

Proposed Suppliers” and “List of Proposed Subcontractors.”

4. In the contract it indicates Manhole Rehabilitation to be laid out by the engineer after receiving manhole inspections from the contractor; However, I don’t see manhole inspections as a separate line item in the contract. Are we to assume, the cleaning and televising work includes manhole inspections as part of the line item? Or, will this be separated out in some way?

Response: Manole inspections are not part of this contract. All manhole inspections will be handled separately by the Engineer.

III. Included Attachments:

a. Mandatory pre-bid attendance sheet

b. Mandatory pre-bid Agenda

c. “List of Proposed Suppliers” Form

d. “List of Proposed Subcontractors” Form

BY SIGNING THIS DOCUMENT, THE OFFEROR ACKNOWLEDGES THAT THEY HAVE RECEIVED THIS ADDENDUM # 1 AND

FULLY UNDERSTANDS THESE CHANGES.

***THE SIGNED ADDENDUM MUST BE INCLUDED IN THE BID SUBMITTAL***

BIDDER’S SIGNATURE:

COMPANY:

END OF ADDENDUM # 1 TO ITB #2026-001

Mandatory Virtual Pre-Bid Conference Attendance

Invitation To Bid (ITB) # 2026-001 Upper Roanoke River Sanitary Sewer Rehabilitation Project

Pre-Bid Conference Date and Time: Thursday, June 25, 2026 at 10:00 AM (Local Time)

Company Name Company Representative

City of Salem, Virginia Benjamin K. Denton (B.K.)

City of Salem, Virginia Nathan Carroll

CHA Consulting, Inc Brian Houston

CHA Consulting, Inc Joshua Costo

Mobile Dredging and Video Pipe, Inc. Kevin Toomey

Visu-Sewer East, LLC Carter Burcham

Morgan Contracting John Middleton

East Coast Infrastructure Jenna Oest

Insituform Technologies LLC Mel Willett

Fortiline Waterworks Frank Thomas

Spiniello Companies Karlo Avila

Azuria-Portland Utilities Construction Company Joseph Lehrer

Morgan Contracting Griffin Higgins

CITY OF SALEM, VA

Upper Roanoke River Sanitary Sewer Rehabilitation

PRE-BID CONFERENCE AGENDA

THURSDAY June 25, 2026 10:00 AM

Page 1 of 5 Revised: 6/25/2026

1. INTRODUCTIONS

A. Owner: City of Salem, VA

a. Director Salem Water Department – Larado Robinson, P.E. (540-375-3029)

b. Assistant Director Salem Water Department – Nathan Carroll (540-375-3029)

c. Purchasing Manager – B. K. Denton (540-375-3063)

B. Engineer: CHA Consulting

a. Project Manager – Brian Houston, P.E. (540-552-5648)

b. Project Engineer – Joshua Costo, P.E. (540-259-8186)

C. Construction Contract Administrator – CHA

2. ATTENDANCE RECORD

A. Please provide your name and contact information in the Chat area for our attendance record.

3. PROJECT OVERVIEW

A. The Work generally consists of closed-circuit television (CCTV) inspection of approximately 440 linear feet of 6-inch, 59,000 linear feet of 8-inch, 6,200 linear feet of 10-inch, 3,200 linear feet of 12-inch, and 5,700 linear feet of 15-inch sanitary sewer lines in the Upper Roanoke River Sewershed area of the City of Salem, Virginia. The Work includes an indeterminate amount of cured-in-place pipe (CIPP) lining, mixed-diameter pipe bursting, and mixed-diameter open cut sanitary sewer and lateral pipe replacement, together with related manhole rehabilitation and appurtenant work, all as shown in the Contract Documents.

4. BIDDING INSTRUCTIONS

A. Bidders are hereby reminded that nothing presented during this pre-bid conference, including any oral interpretations of the meaning or intent of the Contract Documents, may modify or otherwise alter the Contract Documents. Prior to award of the construction contract, any required clarifications, revisions or modifications of the Contract Documents will be by written addendum only.

B. Section 00200 – Instructions to Bidders

a. Article 2 – Copies of Bidding Documents

i. Bidding Documents available at the following location(s):

• https://salemva.gov/Bids.aspx https://salemva.gov/Bids.aspx

Page 2 of 5 Revised: 6/25/2026

b. Article 3 – Qualifications of Bidders

i. Bidder is required to submit documentation and references for past projects for municipal clients involving the inspection and rehabilitation of active sewage collection system pipelines, as applicable.

c. Article 5 – Site Visit and Testing by Bidders

i. Article 5.04 presents the Bidder’s responsibilities in detail.

ii. Article 5.04.C. A Site Visit is not scheduled for this project.

d. Article 6 – Bidders Representations

i. 6.01 – Responsibility of each Bidder before submitting a Bid.

e. Article 7 – Interpretations and Addenda

i. Submit questions in writing to the Purchasing Manager, Benjamin Denton, via e-mail at bkdenton@salemva.gov.

ii. Submit questions no later than Tuesday, July 7, 2026. Questions submitted after this date may not be answered.

iii. A Final Addendum, if necessary, will be issued no later than Friday, July 10, 2026.

iv. Bidders are responsible for addressing all posted addenda before bidding (check the website for addenda prior to preparing and submitting the Bid). Make sure you acknowledge receipt of the Addendum on the Bid Form.

f. Article 8 – Bid Security (Also Article 6 Supplementary Conditions)

i. Five (5) percent of Bid (Bid Bond) for bids over $100,000

g. Article 9 – Contract Times (See Agreement)

i. Substantial Completion: 510 calendar days after NTP

ii. Final Completion: 540 calendar days after NTP

h. Article 9 – Liquidated Damages (See Agreement)

i. Substantial Completion $750/Day

ii. Final Completion $500/Day

i. Article 11 – Subcontractors

i. Bidders are required to submit Subcontractors.

j. Article 12 – Preparation of Bid mailto:bkdenton@salemva.gov

Page 3 of 5 Revised: 6/25/2026

i. Bid Form

ii. Company Type

iii. Acknowledge Addendums

iv. Contact Information

k. Article 13 – Basis of Bid

i. This is a Unit Price Contract

ii. There are no Bid Alternates or Allowances.

l. Article 14 – Submittal of Bid

i. Bid Date: Friday, July 24, 2026, 10:00 a.m. local time

ii. Submit bids through eVA or directly to City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153.

iii. Bid opening will be opened and read aloud within a virtual meeting shortly after bid date time. Attendance at the bid opening is optional. Meeting link can be obtained by emailing bkdenton@salemva.gov.

m. Article 15 – Modification and Withdrawal of Bid

i. Document bidding error within one (1) business day of submitting Bid

n. Article 21 – Sales and Use Taxes

i. This is a sewer project and is tax exempt.

C. Supplementary Conditions

D. Salem General Terms and Conditions apply

E. Special Provisions

a. Section 3.01 Assignment of Work

i. Work Orders will be assigned throughout the contract period

ii. Work Order 01 included as part of the Bid Documents

b. Section 4.01 Project Implementation

i. Contractor to finish each Work Order completely before moving on to the next, unless otherwise authorized by the Owner.

ii. Work Orders will be issued up to the full contract limit.

c. Section 7.01 Public notification mailto:bkdenton@salemva.gov

Page 4 of 5 Revised: 6/25/2026

i. Distribute letters to all property owners in the project area 1 to 2 weeks prior to work

ii. Distribute door hangers 72 hours prior to work

iii. Verbal contact 1 hour prior to service disruption

iv. Service disruption not to exceed 4 hours

F. Section 00410 – Bid Form

a. Make sure you acknowledge receipt of the Addendum(s) on the Bid Form.

b. This is a Unit Price Project. Please fill in all blanks for Bid Unit Price, the Extended Price, and the Total at the bottom.

c. There has been no subsurface exploration completed for this project.

G. Bidding Documents Required

a. Bid Form

b. Bid Security

c. List of proposed subcontractors

d. List of proposed suppliers

e. Evidence of authorization to transact business in Virginia (per the SCC)

f. Virginia Contractor’s License

g. Affidavit of Non-Collusion

h. Bidder Qualification Statement with supporting documentation

5. SPECIFIC PROJECT ISSUES

A. The WVWA Regional Design and Construction Standards, latest edition, shall apply to this project.

B. Construction Sequencing/Schedule

a. Work Orders will be issued throughout the contract period

b. At any given time, Contractor will be conducting rehab in one area while concurrently conducting CCTV inspections in another area. Rehabilitation work for the next Work Order will be based on the results of this concurrent CCTV inspection.

c. Construction schedule will need to be submitted as soon as possible after receiving the Notice to Proceed.

Page 5 of 5 Revised: 6/25/2026

C. The final quantities to be installed are undetermined and will be based on the results of inspections conducted as part of this contract. Quantities shown in the Bid Form are estimates and are for Bidding purposes only.

D. Permitting

a. Erosion and Sediment Control requirements shown on each sheet, where applicable

b. VDOT/City ROW-Excavation Permit shall be obtained by Contractor prior to starting work.

6. QUESTIONS

7. ADJOURN

City of Salem, Virginia | Purchasing Department | ITB #2026-001 Page 1

CITY OF SALEM, VIRGINIA

LIST OF PROPOSED SUPPLIERS

ITB #2026-001 — Upper Roanoke River Sanitary Sewer Rehabilitation Project

Instructions:

The Bidder shall identify below each supplier proposed for use on this project, including the company name, contact information, and the specific materials and/or equipment that supplier will furnish. Bidders may attach additional sheets in the same format if more space is needed. If no suppliers will be used, write “None” in the table below.

# Supplier Company Name Contact Information (Name, Phone, Email, Address)

Materials / Equipment Supplied

Bidder / Company Name Authorized Signature & Date

Submit this form as part of your Bid Submittal for ITB #2026-001.

City of Salem, Virginia | Purchasing Department | ITB #2026-001 Page 1

CITY OF SALEM, VIRGINIA

LIST OF PROPOSED SUBCONTRACTORS

ITB #2026-001 — Upper Roanoke River Sanitary Sewer Rehabilitation Project

Instructions:

The Bidder shall identify below each subcontractor proposed for use on this project, regardless of tier, including the company name, contact information, and the specific duties or scope of work that subcontractor will perform. Bidders may attach additional sheets in the same format if more space is needed. If no subcontractors will be used, write “None” in the table below.

# Subcontractor Company Name

Contact Information (Name, Phone, Email, Address)

Specific Duties / Scope of Work on Project

Bidder / Company Name Authorized Signature & Date

Submit this form as part of your Bid Submittal for ITB #2026-001.