ITB 2026-002 Downtown Streetscape Project-Project Manual.pdf

CONTRACT DOCUMENTS AND

TECHNICAL SPECIFICATIONS FOR

DOWNTOWN STREETSCAPE IMPROVEMENTS PROJECT

MAIN STREET: WHITE OAK ALLEY TO MARKET STREET

PROJECT NO.: U000-129-255, P101, R201, C501 / UPC 119473

FHWA PROJECT NO.: STP-5129(010)

INVITATION TO BID #2026-002

CITY OF SALEM, VIRGINIA

M&C COMMISSION NO. 3678F

APRIL 6, 2026

701 FIRST STREET, S.W.

ROANOKE, VA 24016

DESIGN COORDINATOR ● W. THOMAS AUSTIN

(540) 345-9342

M&C Comm. No. 3678F

Table of Contents

Downtown Streetscape Improvements Project Main Street: White Oak Alley to Market Street

UPC 119473

Page - 1

CITY OF SALEM, VIRGINIA

TABLE OF CONTENTS

I. FRONT END DOCUMENTS: BIDDING REQUIREMENTS, CONTRACT FORMS

AND CONDITIONS OF THE CONTRACT

Advertisement for Bids

Instructions to Bidders

Bid Form

Bid Bond

Qualifications Statement

Performance Bond

Payment Bond

Agreement

Notice of Award

Notice to Proceed

Contractors Application for Payment

Change Order

Certificate of Substantial Completion

General Conditions

Supplementary Conditions

II. REQUIRED STATE AND FEDERAL PROVISIONS:

Form C-104 Non-Collusion Affidavit

Form C-105 Affidavit

Form C-48 Subcontractor/Supplier Solicitation and Utilization, and Vendor

Survey Form (All Vendors)

Form C-56 Statement of Compliance

Page - 2 cn100-000026-09 General Project Requirements, Supplemental Specifications (SSs), Special Provisions (SPs) and Special Provision Copied Notes

(SPCNs)

SP0F0-000100-00 Predetermined Minimum Wage Rates (Wage Rates)

SP0F0-000130-02 Required Contract Provisions, Federal-Aid Construction Contracts

(FHWA-1273_Revised Oct 23, 2023)

SP0F0-000150-01 Notice of Requirement for Affirmative Action to Ensure Equal

Employment Opportunity (Executive Orders 11246 & 13672)

SP100-000051-00 Changed Conditions for Local Assistance Projects cn103-000100-01 Award Of Contract Federal Funded cn105-000140-00 Section 105.14 – Maintenance During Construction cn105-000150-00 Security Compliance and Operational Requirements for Portable

Changeable Message Signs

SQ105-000611-01 Section 105.06 - Subcontracting (Federal Funded Projects) cq107-000130-00 Drug-Free Workplace

SP107-000120-00 Electronic Submission of Payrolls and DBE Payments

SP107-003100-00 Use Of Domestic Material (Buy America)

SP107-001510-05 DBE Requirements - Interim

SQ107-001300-00 SP for Prevailing Wage Rate (Fed Funded)

SP109-000100-05 Asphalt Material Price Adjustment

VA20260188 Wage Rate Decision VA20260188 (01/02/2026)

Section 518 Trainees on Construction Projects

WH-347 U.S. Department of Labor Payroll Form

III. TECHNICAL SPECIFICATIONS:

2020 VDOT ROAD AND BRIDGE SPECIFICATIONS

SS109-002020-01 Section 109- Measurement and Payment

SS211-002020-03 Asphalt Concrete

SS220-002020-01 Concrete Curing Materials

SS223-002020-02 Steel Reinforcement

SS234-002020-01 Section 234 Supplemental Specification

SS235-002020-01 Section 235 - Retroreflectors

SS236-002020-01 Wood Products

SS246-002020-02 Section 246 - Pavement Markings

SS248-002020-02 Stone Matrix Asphalt Concrete

SS305-002020-02 Subgrade and Shoulders

SS308-002020-01 Subbase Course

SS309-002020-01 Aggregate Base Course

SS315-002020-05 Section 315-Asphalt Concrete Placement

SS317-002020-01 Stone Matrix Asphalt Concrete Placement

SS318-002020-01 Pavement Interlayers

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SS319-002020-02 Thin Hot Mix Asphalt Concrete Overlay

SS321-002020-02 Trench Widening

SS407-002020-02 Steel and Other Metal Structures

SS411-002020-01 Protective Coating of Metal in Structures

SS512-002020-03 Section 512 – Maintaining Traffic

SS704-002020-02 Section 704 - Pavement Markings and Markers

DIVISION 01 – GENERAL REQUIREMENTS

010100 Summary of Work

010270 Applications for Payment

010400 Coordination

010500 Field Engineering

010900 Reference Standards (Architectural, Civil, and Structural)

012000 Project Meetings

013100 Progress Schedules

013300 Shop Drawings, Product Data, and Samples

013700 Schedule of Values

014000 Quality Control

014110 Testing Services

015000 Construction Facilities and Temporary Controls

015700 Traffic Regulation

015710 Traffic, Property and Utility Maintenance and Coordination

016000 Material and Equipment

017700 Contract Closeout

018500 Special Conditions

019000 Measurements and Payments

DIVISION 26 – ELECTRICAL

260500 Common Work Results for Electrical

260519 Low Voltage Electrical Power Conductors and Cables

260523 Control Voltage Electrical Power Cables

260526 Grounding and Bonding for Electrical Systems

260533 Raceway and Boxes for Electrical Systems

260543 Underground Ducts and Raceways for Electrical Systems

260553 Identification for Electrical Systems

262416 Panelboards

262726 Receptacles

262816 Enclosed Switches and Circuit Breakers

265000 Lighting

266013 Electric Service

DIVISION 31 – EARTHWORK

312000 Earthwork

312010 Erosion Control

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DIVISION 32 – EXTERIOR IMPROVEMENTS

321400 Unit Paving

323913 Decorative Metal Bollards

329113 Stone Soil Mix

329300 Exterior Plants

DIVISION 33 – UTILITIES

330510 Metal Castings

IV. MISCELLANEOUS:

"Miss Utility" Location Form

CITY OF SALEM

ADVERTISEMENT FOR BIDS

Sealed Bids for the construction of the Downtown Streetscape Improvements Project / Main Street:

White Oak Alley to Market Street (Project No. U000-129-255, P101, R201, C501 / UPC 119473) will be received by the City of Salem Purchasing Department, 114 North Broad Street, Salem, Virginia 24153, until

3:00 PM (Local Time) on May 28, 2026. Faxed or emailed bids will not be considered.

All bids received will be publicly opened and read aloud for the information of Bidders and other interested parties at 3:05 PM (Local Time) on May 28, 2026, in City Council Chambers at City Hall, 114

North Broad Street, Salem, Virginia 24153. Interested parties may attend in person or by representative.

A link to view the bid opening online may be requested by emailing bkdenton@salemva.gov.

The work of the Project generally consists of: demolition and removal of existing concrete and paver sidewalks, curb/curb & gutter, and other related site and electrical features; constructing new paver sidewalks with sub-grade/sub-base improvements; concrete curb; aggregate base course and asphalt pavement; striping; new storm drainage piping and inlets; incidental adjustments to water appurtenances; new/relocating fire hydrant; street lighting and other related electrical components;

landscaping & irrigation system; and other streetscape site features and furnishings, all as shown on the project drawings.

Bids will be received for a single prime Contract. Bids shall be on a unit price basis.

Issuing Office: City of Salem, Purchasing Department, 114 North Broad Street, Salem, VA 24153, Attn:

Benjamin K. (B.K.) Denton, Purchasing Manager, (540) 375-3063, e-mail: bkdenton@salemva.gov.

Bidding Documents will be sent in PDF Format only via email from the issuing office beginning on May 8, 2026.

Bids must be accompanied by a bid guarantee as specified in the Instructions to Bidders. The bidder's attention is directed to the requirements of Title 54.1, Chapter 11, of the Code of Virginia.

Withdrawal of bid due to error shall be in accordance with Title 2.2, Chapter 43 (2.2-4330, Paragraph B.1) of the Code of Virginia.

MBE/WBE firms are encouraged to submit bids. Bidders must comply with the following: the President's

Executive Order # 11246 prohibiting discrimination in employment regarding race, color, creed, sex, or national origin; the President's Executive Orders # 12138 and 11625 regarding utilization of MBE/WBE firms; the President's Executive Order 13658 regarding minimum wages on federal funded construction contracts, the Civil Rights Act of 1964, the Davis-Bacon Act, and Section 436 of P. L. 113-76, American Iron and Steel. Bidders must certify that they do not or will not maintain or provide for their employees any facilities that are segregated on the basis of race, color, creed, or national origin.

It is the policy of the Virginia Department of Transportation that Disadvantaged Business Enterprises (DBE) as defined in 49 CFR Part 26 must have the maximum opportunity to participate in the performance of federally funded contracts. A list of DBE firms certified by the SBSD and MWAA is maintained on SBSD’s website (http://www.SBSD.virginia.gov) under the DBE Directory of Certified Vendors.

Contractors/consultants are encouraged to take all necessary and reasonable steps to ensure that DBE firms have the maximum opportunity to compete for and perform services on contract, including participation in any subsequent supplement contracts. If the contractor/consultant intends to subcontract a portion of the services on the project, the contractor/consultant is encouraged to seek out and consider

DBEs as potential Sub-contractors/sub-consultants. The contractor/sub-contractor is encouraged to contact DBEs to solicit their interest, capability and qualifications. Any agreement between a contractor/consultant and a DBE whereby the DBE promises not to provide services to other contractors/consultants is prohibited. The DBE contract goal for this procurement is Zero (0) percent.

A pre-bid conference will be held at 10:00 AM on May 14, 2026 at Salem Electric Department, 730 West

Main Street, Salem, VA. Attendance at the pre-bid conference is highly encouraged but is not mandatory.

All requests for clarifications or questions regarding this Invitation to Bid must be made in writing by email to Benjamin K. (B.K.) Denton, Purchasing Manager (bkdenton@salemva.gov), and received no later than 5:00 PM on May 19, 2026.

Bid security shall be furnished in accordance with the Instructions to Bidders.

Bidder must be a VDOT pre-qualified Contractor and shall be required to provide Vendor ID Number on

Bid Form.

POSTED: May 7, 2026

+ + END OF ADVERTISEMENT FOR BIDS + +

EJCDC® C-200 (Rev. 1), Instructions to Bidders for Construction Contracts.

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page i

INSTRUCTIONS TO BIDDERS

Page

ARTICLE 1 – Defined Terms

ARTICLE 2 – Copies of Bidding Documents

ARTICLE 3 – Qualifications of Bidders

ARTICLE 4 – Site and Other Areas; Existing Site Conditions; Examination of Site; Owner’s Safety Program;

Other Work at the Site

ARTICLE 5 – Bidder’s Representations

ARTICLE 6 – Pre-Bid Conference

ARTICLE 7 – Interpretations and Addenda

ARTICLE 8 – Bid Security

ARTICLE 9 – Contract Times

ARTICLE 10 – Liquidated Damages

ARTICLE 11 – Substitute and “Or-Equal” Items

ARTICLE 12 – Subcontractors, Suppliers, and Others

ARTICLE 13 – Preparation of Bid

ARTICLE 14 – Basis of Bid

ARTICLE 15 – Submittal of Bid

ARTICLE 16 – Modification and Withdrawal of Bid

ARTICLE 17 – Opening of Bids

ARTICLE 18 – Bids to Remain Subject to Acceptance

ARTICLE 19 – Evaluation of Bids and Award of Contract

ARTICLE 20 – Bonds and Insurance

ARTICLE 21 – Signing of Agreement

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1

ARTICLE 1 – DEFINED TERMS

1.01 Terms used in these Instructions to Bidders have the meanings indicated in the General Conditions and Supplementary Conditions. Additional terms used in these Instructions to Bidders have the meanings indicated below:

A. Owner:

City of Salem

Office of City Engineer

Community Development

21 S. Bruffy Street

Salem, VA 24153

(540) 375-3032

B. Issuing Office – The office from which the Bidding Documents are to be issued as indicated in the Advertisement for Bids.

ARTICLE 2 – COPIES OF BIDDING DOCUMENTS

2.01 Complete sets of the Bidding Documents may be obtained from the Issuing Office in the number and format stated in the advertisement or invitation to bid.

2.02 Complete sets of Bidding Documents shall be used in preparing Bids; neither Owner nor Engineer assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.

2.03 Owner and Engineer, in making copies of Bidding Documents available on the above terms, do so only for the purpose of obtaining Bids for the Work and do not authorize or confer a license for any other use.

ARTICLE 3 – QUALIFICATIONS OF BIDDERS

3.01 For Owners information only, after submitting its Bid and within 5 days of Owner’s request, Bidder shall submit (a) written evidence establishing its qualifications such as financial data, previous experience, and present commitments, and (b) the following additional information:

A. Evidence of Bidder’s authority to do business in the state where the Project is located or a covenant by Bidder to obtain said authority within the time for award of contract.

B. Bidder’s state or other contractor license number, if applicable, or a covenant by Bidder to obtain said license within the time for award of contract.

C. Subcontractor and Supplier qualification information; coordinate with provisions of Article

12 of these Instructions, “Subcontractors, Suppliers, and Others.”

3.02 Bidders must be a VDOT pre-qualified Contractor / Vendor and shall be required to provide

Vendor ID Number on Bid Form. Sub-contractors shall also be VDOT pre-qualified.

3.03 No requirement in this Article 3 to submit information will prejudice the right of Owner to seek additional pertinent information regarding Bidder’s qualifications.

3.04 Bidder is advised to carefully review those portions of the Bid Form requiring Bidder’s representations and certifications.

3.05 By submission of a signed bid, the Bidder certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964 as amended, and all regulations promulgated thereunder.

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2

3.06 The Bidder shall use the attached "Qualifications Statement" and schedules to provide the required information.

ARTICLE 4 – SITE AND OTHER AREAS; EXISTING SITE CONDITIONS; EXAMINATION OF SITE; OWNER’S

SAFETY PROGRAM; OTHER WORK AT THE SITE

4.01 Site and Other Areas

A. The Site is identified in the Bidding Documents. By definition, the Site includes rights-of-way, easements, and other lands furnished by Owner for the use of the Contractor. Any additional lands required for temporary construction facilities, construction equipment, or storage of materials and equipment, and any access needed for such additional lands, are to be obtained and paid for by Contractor.

4.02 Existing Site Conditions

A. Subsurface and Physical Conditions; Hazardous Environmental Conditions

1. The Supplementary Conditions identify:

a. those reports known to Owner of explorations and tests of subsurface conditions at or adjacent to the Site.

b. those drawings known to Owner of physical conditions relating to existing surface or subsurface structures at the Site (except Underground Facilities).

c. reports and drawings known to Owner relating to Hazardous Environmental

Conditions that have been identified at or adjacent to the Site.

d. Technical Data contained in such reports and drawings.

2. Owner will make copies of reports and drawings referenced above available to any

Bidder on request. These reports and drawings are not part of the Contract Documents, but the Technical Data contained therein upon whose accuracy Bidder is entitled to rely, as provided in the General Conditions, has been identified and established in the

Supplementary Conditions. Bidder is responsible for any interpretation or conclusion

Bidder draws from any Technical Data or any other data, interpretations, opinions, or information contained in such reports or shown or indicated in such drawings.

3. If the Supplementary Conditions do not identify Technical Data, the default definition of

Technical Data set forth in Article 1 of the General Conditions will apply.

B. Underground Facilities: Information and data shown or indicated in the Bidding Documents with respect to existing Underground Facilities at or adjacent to the Site are set forth in the

Contract Documents and are based upon information and data furnished to Owner and

Engineer by owners of such Underground Facilities, including Owner, or others.

C. Adequacy of Data: Provisions concerning responsibilities for the adequacy of data furnished to prospective Bidders with respect to subsurface conditions, other physical conditions, and

Underground Facilities, and possible changes in the Bidding Documents due to differing or unanticipated subsurface or physical conditions appear in Paragraphs 5.03, 5.04, and 5.05 of the General Conditions. Provisions concerning responsibilities for the adequacy of data furnished to prospective Bidders with respect to a Hazardous Environmental Condition at the

Site, if any, and possible changes in the Contract Documents due to any Hazardous

Environmental Condition uncovered or revealed at the Site which was not shown or indicated in the Drawings or Specifications or identified in the Contract Documents to be within the scope of the Work, appear in Paragraph 5.06 of the General Conditions.

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3

4.03 Site Visit and Testing by Bidders

A. Bidder shall conduct the required Site visit during normal working hours, and shall not disturb any ongoing operations at the Site.

1. All Site visits shall be coordinated with the City Engineer at City of Salem in advance.

B. Bidder is not required to conduct any subsurface testing, or exhaustive investigations of Site conditions.

C. On request, and to the extent Owner has control over the Site, and schedule permitting, the

Owner will provide Bidder access to the Site to conduct such additional examinations, investigations, explorations, tests, and studies as Bidder deems necessary for preparing and submitting a successful Bid. Owner will not have any obligation to grant such access if doing so is not practical because of existing operations, security or safety concerns, or restraints on

Owner’s authority regarding the Site.

D. Bidder shall comply with all applicable Laws and Regulations regarding excavation and location of utilities, obtain all permits, and comply with all terms and conditions established by Owner or by property owners or other entities controlling the Site with respect to schedule, access, existing operations, security, liability insurance, and applicable safety programs.

E. Bidder shall fill all holes and clean up and restore the Site to its former condition upon completion of such explorations, investigations, tests, and studies.

4.04 Owner’s Safety Program

A. Site visits and work at the Site may be governed by an Owner safety program. As the General

Conditions indicate, if an Owner safety program exists, it will be noted in the Supplementary

Conditions.

4.05 Other Work at the Site

A. Reference is made to Article 8 of the Supplementary Conditions for the identification of the general nature of other work of which Owner is aware (if any) that is to be performed at the

Site by Owner or others (such as utilities and other prime contractors) and relates to the

Work contemplated by these Bidding Documents. If Owner is party to a written contract for such other work, then on request, Owner will provide to each Bidder access to examine such contracts (other than portions thereof related to price and other confidential matters), if any.

ARTICLE 5 – BIDDER’S REPRESENTATIONS

5.01 It is the responsibility of each Bidder before submitting a Bid to:

A. examine and carefully study the Bidding Documents, and any data and reference items identified in the Bidding Documents;

B. visit the Site, conduct a thorough, alert visual examination of the Site and adjacent areas, and become familiar with and satisfy itself as to the general, local, and Site conditions that may affect cost, progress, and performance of the Work;

C. become familiar with and satisfy itself as to all Laws and Regulations that may affect cost, progress, and performance of the Work;

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 4

D. carefully study all: (1) reports of explorations and tests of subsurface conditions at or adjacent to the Site and all drawings of physical conditions relating to existing surface or subsurface structures at the Site that have been identified in the Supplementary Conditions, especially with respect to Technical Data in such reports and drawings, and (2) reports and drawings relating to Hazardous Environmental Conditions, if any, at or adjacent to the Site that have been identified in the Supplementary Conditions, especially with respect to

Technical Data in such reports and drawings;

E. consider the information known to Bidder itself; information commonly known to contractors doing business in the locality of the Site; information and observations obtained from visits to the Site; the Bidding Documents; and the Site-related reports and drawings identified in the Bidding Documents, with respect to the effect of such information, observations, and documents on (1) the cost, progress, and performance of the Work; (2) the means, methods, techniques, sequences, and procedures of construction to be employed by Bidder; and (3) Bidder’s safety precautions and programs;

F. agree, based on the information and observations referred to in the preceding paragraph, that at the time of submitting its Bid no further examinations, investigations, explorations, tests, studies, or data are necessary for the determination of its Bid for performance of the

Work at the price bid and within the times required, and in accordance with the other terms and conditions of the Bidding Documents;

G. become aware of the general nature of the work to be performed by Owner and others at the Site that relates to the Work as indicated in the Bidding Documents;

H. promptly give Issuing Office written notice of all conflicts, errors, ambiguities, or discrepancies that Bidder discovers in the Bidding Documents and confirm that the written resolution thereof by Issuing Office is acceptable to Bidder;

I. determine that the Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for the performance and furnishing of the Work;

and

J. agree that the submission of a Bid will constitute an incontrovertible representation by

Bidder that Bidder has complied with every requirement of this Article, that without exception the Bid and all prices in the Bid are premised upon performing and furnishing the

Work required by the Bidding Documents.

ARTICLE 6 – PRE-BID CONFERENCE

6.01 A pre-Bid conference will be held at the time and location stated in the invitation or advertisement to bid. Representatives of Owner and Engineer will be present to discuss the Project. Bidders are encouraged to attend and participate in the conference. Engineer will transmit to all prospective

Bidders of record such Addenda as Engineer considers necessary in response to questions arising at the conference. Oral statements may not be relied upon and will not be binding or legally effective.

ARTICLE 7 – INTERPRETATIONS AND ADDENDA

7.01 All questions about the meaning or intent of the Bidding Documents are to be submitted to Issuing

Office in writing. Questions shall not be submitted to or posed to the Engineer or Owner.

Interpretations or clarifications considered necessary by Issuing Office in response to such questions will be issued by Addenda delivered to all parties recorded as having received the

Bidding Documents. Addenda shall be issued at least Ten (10) days prior to Bid Opening Date.

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 5

Questions received less than Ten (10) days prior to the date for opening of Bids may not be answered. Only questions answered by Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

7.02 Addenda may be issued to clarify, correct, supplement, or change the Bidding Documents.

ARTICLE 8 – BID SECURITY

8.01 A Bid must be accompanied by Bid security made payable to Owner in an amount of 5 percent of

Bidder’s maximum Bid price (determined by adding the base bid and all alternates) and in the form of a certified check, bank money order, or a Bid bond (on the form included in the Bidding

Documents) issued by a surety meeting the requirements of Paragraphs 6.01 and 6.02 of the

General Conditions.

8.02 The Bid security of the apparent Successful Bidder will be retained until Owner awards the contract to such Bidder, and such Bidder has executed the Contract Documents, furnished the required contract security, and met the other conditions of the Notice of Award, whereupon the

Bid security will be released. If the Successful Bidder fails to execute and deliver the Contract

Documents and furnish the required contract security within 15 days after the Notice of Award, Owner may consider Bidder to be in default, annul the Notice of Award, and the Bid security of that Bidder will be forfeited. Such forfeiture shall be Owner’s exclusive remedy if Bidder defaults.

8.03 The Bid security of other Bidders that Owner believes to have a reasonable chance of receiving the award may be retained by Owner until the earlier of seven days after the Effective Date of the

Contract or 30 days after the Bid opening, whereupon Bid security furnished by such Bidders will be released.

8.04 Bid security of other Bidders that Owner believes do not have a reasonable chance of receiving the award will be released within seven days after the Bid opening.

ARTICLE 9 – CONTRACT TIMES

9.01 The number of days within which, or the dates by which, the Work is to be substantially completed, and completed and ready for final payment, are set forth in the Agreement.

9.02 The Bidder shall consider the following Milestone Dates:

A. Olde Salem Days ........................................................................ September 12, 2026

B. Salem Half Marathon .................................................................... October 10, 2026

C. Salem Christmas Parade: ............................................................... December 4, 2026

9.03 Refer to Section 010100 - Summary of Work for required work shut-down associated with dated listed above.

ARTICLE 10 – LIQUIDATED DAMAGES

10.01 Provisions for liquidated damages, if any, for failure to timely attain a Milestone, Substantial

Completion, or completion of the Work in readiness for final payment, are set forth in the

Agreement.

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 6

ARTICLE 11 – SUBSTITUTE AND “OR-EQUAL” ITEMS

11.01 The Contract for the Work, as awarded, will be on the basis of materials and equipment specified or described in the Bidding Documents without consideration during the bidding and Contract award process of possible substitute or “or-equal” items. In cases in which the Contract allows the Contractor to request that Engineer authorize the use of a substitute or “or-equal” item of material or equipment, application for such acceptance may not be made to and will not be considered by Engineer until after the Effective Date of the Contract.

11.02 All prices that Bidder sets forth in its Bid shall be based on the presumption that the Contractor will furnish the materials and equipment specified or described in the Bidding Documents, as supplemented by Addenda. Any assumptions regarding the possibility of post-Bid approvals of

“or-equal” or substitution requests are made at Bidder’s sole risk.

ARTICLE 12 – SUBCONTRACTORS, SUPPLIERS, AND OTHERS

12.01 A Bidder shall be prepared to retain specific Subcontractors, Suppliers, or other individuals or entities for the performance of the Work if required by the Bidding Documents (most commonly in the Specifications) to do so. If a prospective Bidder objects to retaining any such Subcontractor, Supplier, or other individual or entity, and the concern is not relieved by an Addendum, then the prospective Bidder should refrain from submitting a Bid.

12.02 Subsequent to the submittal of the Bid, Owner may not require the Successful Bidder or

Contractor to retain any Subcontractor, Supplier, or other individual or entity against which

Contractor has reasonable objection.

12.03 The apparent Successful Bidder, and any other Bidder if so requested, shall within five days after

Bid Opening, submit to Owner a list of the Subcontractors or Suppliers proposed for those portions of work for which such identification is required. If requested by Owner, such list shall be accompanied by an experience statement with pertinent information regarding similar projects and other evidence of qualification for each such Subcontractor, Supplier, or other individual or entity. This information shall be submitted for Owner’s Information Only and may not be used to disqualify a Contractor or Sub-contractor.

ARTICLE 13 – PREPARATION OF BID

13.01 The Bid Form is included with the Bidding Documents.

A. All blanks on the Bid Form shall be completed in ink and the Bid Form signed in ink. Erasures or alterations shall be initialed in ink by the person signing the Bid Form. A Bid price shall be indicated for each section, Bid item, alternate, adjustment unit price item, and unit price item listed therein.

B. If the Bid Form expressly indicates that submitting pricing on a specific alternate item is optional, and Bidder elects to not furnish pricing for such optional alternate item, then Bidder may enter the words “No Bid” or “Not Applicable.”

13.02 A Bid by a corporation shall be executed in the corporate name by a corporate officer (whose title must appear under the signature), accompanied by evidence of authority to sign. The corporate address and state of incorporation shall be shown.

13.03 A Bid by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature), accompanied by evidence of authority to sign. The partnership’s address for receiving notices shall be shown.

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 7

13.04 A Bid by a limited liability company shall be executed in the name of the firm by a member or other authorized person and accompanied by evidence of authority to sign. The state of formation of the firm and the firm’s address for receiving notices shall be shown.

13.05 A Bid by an individual shall show the Bidder’s name and address for receiving notices.

13.06 A Bid by a joint venture shall be executed by an authorized representative of each joint venturer in the manner indicated on the Bid Form. The joint venture’s address for receiving notices shall be shown.

13.07 All names shall be printed in ink below the signatures.

13.08 The Bid shall contain an acknowledgment of receipt of all Addenda, the numbers of which shall be filled in on the Bid Form.

13.09 Postal and e-mail addresses and telephone number for communications regarding the Bid shall be shown.

13.10 The Bid shall contain evidence of Bidder’s authority and qualification to do business in the state where the Project is located, or Bidder shall covenant in writing to obtain such authority and qualification prior to award of the Contract and attach such covenant to the Bid. Bidder’s state contractor license number, if any, shall also be shown on the Bid Form.

13.11 Escrow for Bid Security: In accordance with Section 2.2-4334, of the Va. Code, for bids of $200,000 or more for construction of highways, roads, streets, bridges, parking lots, demolition, clearing, grading, excavating, paving, pile driving, miscellaneous drainage structures, and the installation of water, gas, sewer lines and pumping stations, the Bid Form will include a space for the bidder to indicate an option to use the escrow account procedure in order to have retained funds paid to an escrow agent.

13.12 Bidder must be a VDOT pre-qualified Contractor / Vendor and shall be required to provide Vendor

ID Number on Bid Form.

ARTICLE 14 – BASIS OF BID

14.01 Unit Price

A. Bidders shall submit a Bid on a unit price basis for each item of Work listed in the unit price section of the Bid Form.

B. The “Bid Price” (sometimes referred to as the extended price) for each unit price Bid item will be the product of the “Estimated Quantity” (which Owner or its representative has set forth in the Bid Form) for the item and the corresponding “Bid Unit Price” offered by the

Bidder. The total of all unit price Bid items will be the sum of these “Bid Prices”; such total will be used by Owner for Bid comparison purposes. The final quantities and Contract Price will be determined in accordance with Paragraph 13.03 of the General Conditions.

C. Discrepancies between the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

ARTICLE 15 – SUBMITTAL OF BID

15.01 With each copy of the Bidding Documents, a Bidder is furnished one separate unbound copy of the Bid Form, and, if required, the Bid Bond Form. The unbound copy of the Bid Form is to be completed and submitted with the Bid security and the other documents required to be submitted under the terms of Article 7 of the Bid Form.

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15.02 A Bid shall be received no later than the date and time prescribed and at the place indicated in the advertisement or invitation to bid and shall be enclosed in a plainly marked package with the

Project title (and, if applicable, the designated portion of the Project for which the Bid is submitted), the name and address of Bidder, and shall be accompanied by the Bid security and other required documents. If a Bid is sent by mail or other delivery system, the sealed envelope containing the Bid shall be enclosed in a separate package plainly marked on the outside with the notation “BID ENCLOSED.”

15.03 Bids received after the date and time prescribed for the opening of bids, or not submitted at the correct location or in the designated manner, will not be accepted and will be returned to the

Bidder unopened.

ARTICLE 16 – MODIFICATION AND WITHDRAWAL OF BID

16.01 A Bid may be withdrawn by an appropriate document duly executed in the same manner that a

Bid must be executed and delivered to the place where Bids are to be submitted prior to the date and time for the opening of Bids. Upon receipt of such notice, the unopened Bid will be returned to the Bidder.

16.02 If a Bidder wishes to modify its Bid prior to Bid opening, Bidder must withdraw its initial Bid in the manner specified in Paragraph 16.01 and submit a new Bid prior to the date and time for the opening of Bids.

16.03 Withdrawal of a Bid is allowed after Bids are opened only where allowed by procedure (i) of paragraph 2.2-4330 of the Virginia Public Procurement Act which states: "the bidder shall give notice in writing of his claim of right to withdraw his bid within two business days after the conclusion of the bid opening procedure and shall submit original work papers with such notice".

ARTICLE 17 – OPENING OF BIDS

17.01 Bids will be opened at the time and place indicated in the advertisement or invitation to bid and, unless obviously non-responsive, read aloud publicly. An abstract of the amounts of the base Bids and major alternates, if any, will be made available to Bidders after the opening of Bids.

ARTICLE 18 – BIDS TO REMAIN SUBJECT TO ACCEPTANCE

18.01 All Bids will remain subject to acceptance for the period of time stated in the Bid Form.

ARTICLE 19 – EVALUATION OF BIDS AND AWARD OF CONTRACT

19.01 Owner will reject the Bid of any Bidder that Owner finds, after reasonable inquiry and evaluation, to not be responsible. If Bidder purports to add terms or conditions to its Bid, takes exception to any provision of the Bidding Documents, or attempts to alter the contents of the Contract

Documents for purposes of the Bid, then the Owner will reject the Bid as nonresponsive; provided that Owner also reserves the right to waive all minor informalities not involving price, time, or changes in the Work.

19.02 If Owner awards the contract for the Work, such award shall be to the responsible Bidder submitting the lowest responsive Bid.

19.03 Evaluation of Bids

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A. In evaluating Bids, Owner will consider whether or not the Bids comply with the prescribed requirements, including any data as may be requested in the Bid Form or prior to the Notice of Award.

B. In the comparison of Bids, alternates will be applied in the same order of priority as listed in the Bid Form. For comparison purposes alternates will be accepted, following the order of priority established in the Bid Form, until doing so would cause the budget to be exceeded.

After determination of the Successful Bidder based on this comparative process and on the responsiveness, responsibility, and other factors set forth in these Instructions, the award may be made to said Successful Bidder on its base Bid plus the alternatives accepted per the above requirements.

ARTICLE 20 – BONDS AND INSURANCE

20.01 Article 6 of the General Conditions, as may be modified by the Supplementary Conditions, sets forth Owner’s requirements as to performance and payment bonds and insurance. When the

Successful Bidder delivers the Agreement (executed by Successful Bidder) to Owner, it shall be accompanied by required bonds and insurance documentation.

ARTICLE 21 – SIGNING OF AGREEMENT

21.01 When Owner issues a Notice of Award to the Successful Bidder, it shall be accompanied by the unexecuted counterparts of the Agreement along with the other Contract Documents as identified in the Agreement. Within 15 days thereafter, Successful Bidder shall execute and deliver the required number of counterparts of the Agreement (and any bonds and insurance documentation required to be delivered by the Contract Documents) to Owner. Within ten days thereafter, Owner shall deliver one fully executed counterpart of the Agreement to Successful

Bidder, together with printed and electronic copies of the Contract Documents as stated in

Paragraph 2.02 of the General Conditions.

EJCDC® C-410, Bid Form for Construction Contracts.

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BID FORM

DOWNTOWN STREETSCAPE IMPROVEMENTS PROJECT

MAIN STREET: WHITE OAK ALLEY TO MARKET STREET

FHWA PROJECT NO.: STP-5129(010)

City of Salem

Salem, Virginia

Advertised: May 7, 2026

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Page

ARTICLE 1 – Bid Recipient

ARTICLE 2 – Bidder’s Acknowledgements

ARTICLE 3 – Bidder’s Representations

ARTICLE 4 – Bidder’s Certification

ARTICLE 5 – Basis of Bid

ARTICLE 6 – Time of Completion

ARTICLE 7 – Attachments to this Bid

ARTICLE 8 – Defined Terms

ARTICLE 9 – Bid Submittal

Copyright © 2013 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1

ARTICLE 1 – BID RECIPIENT

1.01 This Bid is submitted to:

City of Salem

Purchasing Department

114 North Broad Street

Salem, VA 24153

This Bid is submitted by:

1.02 The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an Agreement with Owner in the form included in the Bidding Documents to perform all Work as specified or indicated in the Bidding Documents for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of the Bidding Documents.

ARTICLE 2 – BIDDER’S ACKNOWLEDGEMENTS

2.01 Bidder accepts all of the terms and conditions of the Instructions to Bidders, including without limitation those dealing with the disposition of Bid security. This Bid will remain subject to acceptance for 60 days after the Bid opening, or for such longer period of time that Bidder may agree to in writing upon request of Owner.

ARTICLE 3 – BIDDER’S REPRESENTATIONS

3.01 In submitting this Bid, Bidder represents that:

A. Bidder has examined and carefully studied the Bidding Documents, and any data and reference items identified in the Bidding Documents, and hereby acknowledges receipt of the following Addenda:

Addendum No. Addendum Date

B. Bidder has visited the Site, conducted a thorough, alert visual examination of the Site and adjacent areas, and become familiar with and satisfied itself as to the general, local, and Site conditions that may affect cost, progress, and performance of the Work.

C. Bidder is familiar with and has satisfied itself as to all Laws and Regulations that may affect cost, progress, and performance of the Work.

D. Bidder has carefully studied all: (1) reports of explorations and tests of subsurface conditions at or adjacent to the Site and all drawings of physical conditions relating to existing surface or subsurface structures at the Site that have been identified in the Supplementary

Conditions, especially with respect to Technical Data in such reports and drawings, and (2) reports and drawings relating to Hazardous Environmental Conditions, if any, at or adjacent to the Site that have been identified in the Supplementary Conditions, especially with respect to Technical Data in such reports and drawings.

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E. Bidder has considered the information known to Bidder itself; information commonly known to contractors doing business in the locality of the Site; information and observations obtained from visits to the Site; the Bidding Documents; and any Site-related reports and drawings identified in the Bidding Documents, with respect to the effect of such information, observations, and documents on (1) the cost, progress, and performance of the Work; (2) the means, methods, techniques, sequences, and procedures of construction to be employed by Bidder; and (3) Bidder’s safety precautions and programs.

F. Bidder agrees, based on the information and observations referred to in the preceding paragraph, that no further examinations, investigations, explorations, tests, studies, or data are necessary for the determination of this Bid for performance of the Work at the price bid and within the times required, and in accordance with the other terms and conditions of the

Bidding Documents.

G. Bidder is aware of the general nature of work to be performed by Owner and others at the

Site that relates to the Work as indicated in the Bidding Documents.

H. Bidder has given Owner written notice of all conflicts, errors, ambiguities, or discrepancies that Bidder has discovered in the Bidding Documents, and confirms that the written resolution thereof by Owner is acceptable to Bidder.

I. The Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for the performance and furnishing of the Work.

J. The submission of this Bid constitutes an incontrovertible representation by Bidder that

Bidder has complied with every requirement of this Article, and that without exception the

Bid and all prices in the Bid are premised upon performing and furnishing the Work required by the Bidding Documents.

ARTICLE 4 – BIDDER’S CERTIFICATION

4.01 Bidder certifies that:

A. This Bid is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any collusive agreement or rules of any group, association, organization, or corporation;

B. Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid;

C. Bidder has not solicited or induced any individual or entity to refrain from bidding; and

D. Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for the Contract. For the purposes of this Paragraph 4.01.D:

1. “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value likely to influence the action of a public official in the bidding process;

2. “fraudulent practice” means an intentional misrepresentation of facts made (a) to influence the bidding process to the detriment of Owner, (b) to establish bid prices at artificial non-competitive levels, or (c) to deprive Owner of the benefits of free and open competition;

3. “collusive practice” means a scheme or arrangement between two or more Bidders, with or without the knowledge of Owner, a purpose of which is to establish bid prices at artificial, non-competitive levels; and

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4. “coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or affect the e execution of the Contract.

ARTICLE 5 – BASIS OF BID

5.01 Bidder will complete the Work in accordance with the Contract Documents for the following price(s). Refer to Section 019000 – Measurement and Payment for a detailed description of each bid item including a reference to Standard VDOT Specification No.

Item

No.

Bid Item Description

(#####) - Indicated VDOT Pay Item Unit

Estimated

Quantity

Bid Unit

Price Bid Price

1. General Conditions / Up-front Requirements:

1.1 Mobilization & General Conditions

(513SD20-0001)

LS 1

1.2 Construction Stake-out Surveying

(517SD20-0001)

LS 1

1.3 Maintenance of Traffic / Work Area

Protection (512SP20-0002)

LS 1

1.4 Erosion & Sediment Control (303SX20-0022) LS 1

2. Demolition & Removal:

2.1 Demolition & Removal LS 1

3. Site Improvements:

3.1 Unit Paver Sidewalks (504SX20-0009) SF 4,750

3.2 Concrete Curb (502SD20-0011) LF 545

3.3 Accessible Ramps: Detectable Warning

Surface (CG-12) (504SD20-0002)

SF 100

3.4 Accessible Ramps: Curb (502SX20-0004) LF 32

3.5 Accessible Ramps: Pavers Area

(504SX20-0009)

SF 55

3.6 Concrete Entrances (502SD20-0029) SY 56

3.7 Full-depth Asphalt Pavement (In-fill)

(315SX20-0001)

SY 55

3.8 Pavement Markings (704SX20-0001) LS 1

3.9 Signage: Sign Anchor Base EA 10

4. Site Utilities:

4.1 Water Meter Relocation (510SD20-0045) EA 3

4.2 Water Meter Box Adjustment

(510SD20-0046)

EA 5

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Item

No.

Bid Item Description

(#####) - Indicated VDOT Pay Item Unit

Estimated

Quantity

Bid Unit

Price Bid Price

4.3 Water Meter Box Replacement

(520SX20-0003)

EA 5

4.4 Water Valve Box Adjustments

(510SX20-0046)

EA 1

4.5 Fire Hydrant (510SD20-0041) EA 1

5. Storm Drainage:

5.1 Cast Concrete Curb Flume with Cast Iron

Grate Top (302SX20-0020)

LF 36

5.2 SD-10: Core Existing Box Culvert & Connect

New Pipe (502SX20-0010)

LS 1

5.3 SD-12: New 4' Dia. Manhole (6 - 8' deep)

(302SD20-0661)

LS 1

5.4 SD-12A: New VDOT Std. DI-3A Curb Drop

Inlet (302SD20-0309)

LS 1

5.5 SD-12B: New VDOT Std. DI-3A Curb Drop

Inlet (302SD20-0309)

LS 1

5.6 SD-14: New 4' Dia. Manhole (8 - 10' deep)

(302SD20-0661)

LS 1

5.7 SD-16: New 4' Dia. Manhole (8 - 10' deep)

(302SD20-0661)

LS 1

5.8 18" RCP Storm Drainage Pipe

(302SD20-0030)

LF 610

5.9 15" RCP Storm Drainage Pipe

(302SD20-0025)

LF 36

5.10 Pavement Restoration (315SX20-0001) SF 6,475

6. Electrical / Lighting:

6.1

New Street Light Pole, Fixture, Banner

Bracket & Arms, and Foundation

(705SX20-0002)

EA 9

6.2 Junction Boxes - Street Light Circuits

(700SD20-0178)

EA 9

6.3 Junction Boxes - Accessory Circuits

(700SD20-0178)

EA 9

6.4 Conduit / Conductors:

Street Light Circuits

LS 1

6.5 Conduit / Conductors:

Accessory Circuits

6.6 Strand Lighting (700SX20-0013) LF 505

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Item

No.

Bid Item Description

(#####) - Indicated VDOT Pay Item Unit

Estimated

Quantity

Bid Unit

Price Bid Price

6.7 Receptacles: Ground Mounted

(700SX20-0013)

EA 6

6.8 Ascent Up-lighting (700SX20-0013) EA 6

6.9 Electrical / Power Distribution Service

Cabinet

7. Landscaping:

7.1 Trees (605SX20-0019) EA 6

7.2 Shrubs (605SX20-0020) EA 2

7.3 Perennials (605SX20-0013) LS 1

7.4 Mulch (605SD20-0002) CY 8

8. Irrigation System:

8.1

Piping, Sleeve, Tubing, Valves, Heads, Conduit, and Control Wiring

(605SX20-0009)

Bidder acknowledges that: (1) each Bid Unit Price includes an amount considered by Bidder to be adequate to cover Contractor’s overhead and profit for each separately identified item, and (2) estimated quantities are not guaranteed, and are solely for the purpose of comparison of Bids, and final payment for all unit price Bid items will be based on actual quantities, determined as provided in the Contract Documents.

Total of Unit Price Bids = Total Bid Price: $

5.02 Since our bid is $200,000.00 or more, I/We elect to utilize the escrow account procedure described in Paragraph 13.11 of the Instructions to Bidders if determined to be the low bidder.

___________________ Write "Yes" or "No"

ARTICLE 6 – TIME OF COMPLETION

6.01 Bidder agrees that the Work will be substantially complete and will be completed and ready for final payment in accordance with Paragraph 15.06 of the General Conditions on or before the dates or within the number of calendar days indicated in the Agreement.

6.02 Bidder accepts the provisions of the Agreement as to liquidated damages.

6.03 Bidder…