ITB - Tennis-Basketball Court Fence Reconditioning.pdf

Invitation To Bid (ITB)

Tennis/Basketball Court Fence Reconditioning

Issued By:

Town of Woodstock Finance Department

135 N Main St Woodstock, VA 22664

Phone (540) 459-3621 www.townofwoodstockva.gov

Invitation To Bid (ITB)

Tennis/Basketball Court Fence Reconditioning

Issue date: July 19, 2024

Bid due date: August 2, 2024, 2:00 PM EST

This Invitation to Bid (ITB) plus the resulting contracts shall be consistent with and governed by the Town’s procurement policy and has been prepared in accordance with the Virginia Public Procurement Act.

The Town’s Point of Contact for this project is:

Mike George Town of Woodstock 135 N. Main St.

Woodstock, VA 22664 Ph: (540) 459-3045 Email: mgeorge@woodstockva.gov

Potential Bidders are required to submit all questions in writing (email, fax, USPS, or delivery service) directly to the listed point of contact no later than July 31, 2024 at 2:00 PM. Written responses, including the questions, will be provided to all Bidders via an official Addendum and posted on the Town’s website.

Bids will be publicly opened and read on August 2, 2024 at 2:00 PM at Woodstock Town Office located at 135 N Main St, Woodstock, VA.

Project Background The Town of Woodstock (‘Town’) is soliciting bids from qualified bidders to remove, haul off, and replace approximately 1,450 linear feet of fence that surrounds the tennis/basketball courts located at W.O. Riley Park in Woodstock, VA. The fence was last renovated in 2013, with no major repairs since that date.

Optional Pre-bid Meeting One (1) optional pre-bid meeting for clarification on the specifications and site conditions will be held at the tennis courts at W.O. Riley Park, located at 540 Park Avenue, Woodstock, VA 22664.

The meeting will be held on Monday, July 29, 2024, at 10:00 AM EST.

Attendance at the pre-bid meeting is optional for all bidders. Bidders must sign in with the Town representative as a record of attendance.

Project scope and requirements

The contractor shall schedule and plan the project with the designated Town representative. All applicable safety construction standards must be followed. All products used during this process must be used and applied in accordance with the manufacturer’s specifications and must be approved by the Town of Woodstock Public Works Department.

The contractor is to provide all necessary services and materials for the fencing on the tennis/basketball courts located in Woodstock, Virginia per the following specifications.

The following specifications are provided as a minimum requirement only. The Town will consider any product/service that meets or exceeds these parameters.

The project shall be completed no later than September 13, 2024.

Reconditioning Materials and Applications Bid submission should identify the product chosen with the manufacturer’s product information, including fencing materials, paint, etc.

Fence

• Remove and dispose of approximately 1,450 linear feet of existing black diamond chain-link fence.

• All existing black painted galvanized fence posts and bracing shall be properly prepped and repainted black per the manufacturer’s specifications for best results.

• Paint must be gloss black, exterior, vinyl coating paint on all posts, rails, nuts, bolts, fittings, etc.

• The existing top fence rail shall be removed and installed at the bottom of the fence and a new

1-5/8” rail shall be installed at the top of the fence throughout.

• Install new 10’ tall black chain-link fence wire with 1-3/4” diamonds throughout.

Clean-up

• Upon completion of the workday, all tools, materials, and debris should be properly stored or disposed of, and any damage or spills repaired and/or cleaned up.

Protection

• Allow a minimum of 24 hours curing time before opening courts for play, or per manufacturers specifications.

• During the course of the project, the contractor shall be responsible for the protection of all plants, shrubs, trees, and hard surfaces such as concrete sidewalks and tennis/basketball court surfaces.

Minimum Qualifications Bidders must demonstrate that they have the resources and capability to provide the materials and services as described herein. All bidders must submit the documentation indicated below with their bid. Failure to provide any of the required documentation may be cause for bid to be deemed nonresponsive and/or non-responsible and rejected.

The following criteria shall be met in order to be eligible for this contract:

1. Provide evidence of a contractor’s certificate of registration, whether resident or nonresident of

Commonwealth of Virginia, as required by the following:

a. Registered Commonwealth of Virginia Contractor: Minimum of a Class B. Include a copy of the Contractors License in your bid.

2. A Certificate of Insurance will be required from the selected vendor; please refer to General Terms and Conditions for complete instructions. Please include a sample of your Certificate of Insurance with your bid.

Selection of Contractor An evaluation committee will review all bids. Following the completion of the initial evaluation, the committee may issue a contract with the contractor(s) who best meets the criteria.

The following criteria will be used to evaluate the proposals:

• Ability, capacity, skill of the offeror to provide the services identified in the scope of work

• Responsiveness

• Cost

• Evaluation of contractor’s previous projects

The approving authority for this ITB is the Town of Woodstock, Virginia. This ITB does not commit the Town of Woodstock to award a contract or to pay costs or expenses incurred in the preparation of responses to this ITB. The Town of Woodstock reserves the right, at any time prior to award of the contract, to reject any and all bids, or any part thereof, to make no award, and/or to issue a new ITB, or make modifications, corrections, or additions to the information contained herein. Offerors are cautioned this is an ITB, not a request for proposal.

Bid Submission Requirements The bid must be submitted in a sealed envelope, marked with the ITB title, “ITB - Tennis/Basketball Fence Reconditioning” to the project point of contact by the listed bids due date. Bids received after the date and time specified in this ITB will not be considered.

Prior to submitting a bid, it is the Bidders responsibility to check the Town’s website https://www.woodstockva.gov/bids or eVA for any addenda associated with this ITB.

Any costs or expenses of any kind incurred by an offeror in preparing or submitting bids are the Bidders sole responsibility. The Town of Woodstock will not reimburse any offeror for any costs or expenses incurred because of the preparation of this ITB.

All bids should include the following:

A. Project Approach: Provide a comprehensive description of methods and plans for carrying out the Scope of Work detailed in the ITB.

B. Project Manager: Provide contact information for the identified Project Manager, including name, company mailing address, email address, office phone number and if available, mobile phone number.

C. References: A minimum of three (3) references for recent similar projects, including the date of services performed and contact information for an owner’s representative having knowledge of the vendor’s work.

D. Materials: Identify preparation and paint product(s) chosen with the manufacturer’s product data, and application instructions.

E. Anticipated Schedule: Detailed schedule including start date, work hours and estimated completion date.

F. Attachment A: Bid Form: Completed bid form must be signed by authorized representative.

https://www.woodstockva.gov/bids.aspx

G. Proof of Insurance: A Certificate of Insurance will be required from the selected vendor.

Please include a sample of your Certificate of Insurance with your bid.

H. Virginia Contractors License: Copy of valid Virginia contractor license.

I. Attachment B: Proof of Authority to Transaction Business in Virginia: Pursuant to Virginia

Code §2.2-4311.2, a bidder/offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its bid/ proposal the identification number issued to it by the State Corporation Commission

(“SCC”).

General Terms and Conditions A. Once a Bidder is tentatively selected based on the evaluation criteria detailed in this solicitation, the Town reserves the right to conduct further discussions/negotiations with the selected Bidder. As a result of this discussion and negotiation, the Town may propose, in writing, a contract that amends the scope of the ITB or the Bidders proposal prior to signing the contract.

B. This document will form part of the contract between the successful bidder and the Town.

The terms of this document are subject to the Invitation To Bid, which shall control in the event of conflict.

C. This solicitation is subject to the provisions of the procurement policy for the Town and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of the manual is available for review at the Town Office.

D. This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

E. The Bidder shall provide the Town with documents bound and suitable for distribution. In addition, all electronic copies of documents shall be provided in a format compatible with the Town's word processing hardware and software.

F. All documents, including electronic copies, submitted in response to this solicitation shall become the property of the Town. All documents, including electronic copies, prepared in conjunction with, and relating to, the work detailed in this solicitation and resulting Contract shall become the property of the Town upon final payment of all fees to the Contractor as forth for in the contract.

G. The successful Bidder (Contractor) shall assume full responsibility for the complete effort as required by this ITB. The selected Bidder shall be the sole point of contact for the Town regarding all contractual responsibilities.

H. By submitting their bids, bidders certify to the Town that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and 2.2-4311 of the Virginia Public Procurement Act.

I. By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. The bidder or offeror further certifies that the contactor and any subcontractors, at any tier, will maintain this insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

a. Worker’s Compensation: Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Town of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

b. Comprehensive General Liability Insurance: The Contractor shall maintain during the life of the Contract comprehensive general liability insurance as shall protect them and the Town of Woodstock and its officers, agents, and employees from claims for damages for personal injury, including death, as well as from claims for property damage, which may arise from operations under the Contract, whether such operations be by himself or by any Subcontractor, or by anyone directly or indirectly employed by either of them. The amount of such insurance shall be not less than a combined single limit of $1,000,000.00 per occurrence on bodily injury and property damage and $1,000,000.00 aggregate on completed operations.

c. Automobile liability insurance with minimum combined single limits of $500,000.00 per occurrence. This insurance shall include bodily injury and property damage for owned vehicles, non-owned vehicles, and hired vehicles.

J. No Bidder shall modify, revise, edit or make any unauthorized change(s) to the original Invitation To Bid (ITB). The Official solicitation document and the addenda(s) are the documents posted on the Town of Woodstock’s web site and/or eVA. Any such violation as stated above may result in rejection of the RFP response. In addition, violations may result in the debarment of the offeror by the Town of Woodstock.

K. If any prospective (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/offeror) should contact the person whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

L. Any bid resulting from this solicitation shall be valid for (30) days. At the end of the (30) 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.

M. The Town may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Town all such information and data for this purpose as may be requested. The Town reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Town further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Town that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

N. The Town shall not be in default for any failure in the performance of this agreement in accordance with its terms if such failure arises out of causes beyond its reasonable control and without the fault of or negligence of the Town. Such causes may include but are not restricted to acts of God or the public enemy, fires, flood, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case the failure to perform must be beyond the reasonable control and without the fault or negligence of the Town.

O. In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Town, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Town may have.

P. The Town may terminate any agreement resulting from this solicitation at any time, for any reason or for no reason, upon thirty days’ advance written notice to the Contractor. In the event of such termination the Contractor shall be compensated for services and work performed prior to termination.

Q. The contractor shall be responsible for all property damage, accidents, injury, death, and other liabilities incurred while performing contractual duties for the Town and will hold the Town harmless for all resulting damages. This duty of indemnification shall include the right of the Town to select its legal counsel.

R. Changes can be made to the contract in any of the following ways:

a. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

b. The Town delegated agent may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Town a credit for any savings.

S. It is mutually understood and agreed that the Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of this contract or his right, title, or interest therein, or his power to execute such contract, to any other person, firm, or corporation, without the previous written consent of an authorized representative of the Town of Woodstock; but in no case shall consent relieve the Contractor from his obligations or change the terms of the contract.

T. All parties performing services for the Town shall comply with all Occupational Safety and Health Administration (OSHA), State Occupational Health Standards, and any other applicable rules and regulations. All parties shall be held responsible for the training, supervision, and safety of their employees. Any unsafe acts or hazardous conditions that may cause injury or damage to any persons or property within and around the worksite areas under this contract shall be remedied per the regulatory agency’s guidelines.

U. The Town shall not indemnify or hold harmless any Contractor or other third party. The Town does not waive any right or release any party from liability, whether on its own behalf or on behalf of any boards, employees, or agents. The Town does not waive the right to trial by jury for any cause of action arising from the contract and shall not submit any contract claim to binding arbitration or mediation. The Town shall not be liable to Contractor for any special, punitive, or exemplary damages arising from the performance of the contract, including, but not limited to, incidental damages, and lost profit and lost wages, even if such special damages are reasonably foreseeable. Any provision(s) in the contract contrary to these statements is/are hereby deleted and rendered void.

V. All bids submitted shall have included in price the cost of any business or professional licenses, permits or fees required by the Town of Woodstock or the Commonwealth of Virginia. The bidder must have all necessary licenses to perform the services in Virginia and, if practicing as a corporation, be authorized to do business in the Commonwealth of VA.

W. Pursuant to Code of VA 2.2-4311.2 subsection B, a bidder organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid the identification number issued to it by the State Corporation Commission (SCC). Any bidder 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 statement describing why the bidder is not required to be so authorized. Link to the SCC site is http://www.scc.virginia.gov.

Note: The picture shows the fence that surrounds all the tennis/basketball courts. On the right side of the picture, it shows the separation fence between the basketball and tennis courts.

Attachment A: Bid Form ITB - Tennis/Basketball Court Fence Reconditioning

Activity

1. Remove and disposal of existing black chain-link fence.

2. Remove existing top rail and reinstall at bottom of fence. Replace any damaged rail if necessary, before reinstalling.

3. Install new 1-5/8’ top rail throughout.

4. Prepare all posts, rails, bracing, fittings, nuts, bolts, etc. by sanding, priming, etc. before applying paint.

5. Paint all posts, rails, bracing, fittings, nuts, bolts etc. with gloss black, exterior, vinyl coating paint.

6. Install approximately 1,450 linear feet of new 10’ tall, black, chain-link fence with 1-3/4” diamonds throughout.

Total Bid for all activities ($): ___________________________________

By signing below, we hereby confirm that, if awarded the contract for the Tennis/Basketball Court Fence Reconditioning project, we have the capability and resources to complete the project within the specified timeline.

We understand that the contract for this project is anticipated to be awarded in early-August 2024, and we acknowledge that upon contract signing, we are expected to commence work promptly.

Considering the revised scope of work, we are fully committed to completing all tasks by the agreed-upon deadline of September 13, 2024.

If unforeseen circumstances arise that may affect our ability to meet the deadline, we will promptly communicate any potential delays or challenges to the Town of Woodstock, allowing for proper coordination and resolution.

Legal Name of Bidder/Offeror

Date

Authorized Signature

Print or Type Name and Title

ATTACHMENT B:

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

THIS FORM MUST BE SUBMITTED WITH YOUR BID/PROPOSAL. FAILURE TO

INCLUDE THIS FORM SHALL RESULT IN REJECTION OF YOUR BID/PROPOSAL

Pursuant to Virginia Code §2.2-4311.2, a bidder/offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its bid/ proposal the identification number issued to it by the State Corporation Commission (“SCC”). Any bidder/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 of the Code of Virginia or as otherwise required by law shall include in its bid or proposal a statement describing why the offeror is not required to be so authorized. Any bidder/offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Purchasing Agent or his designee.

If this bid/proposal for goods or services is accepted by the Town of Woodstock, Virginia, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met.

Please complete the following by checking the appropriate line that applies and providing the requested information. PLEASE NOTE: The SCC number is NOT your federal ID number or business license number.

A. _____ Bidder/offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is B. _____ Bidder/offeror is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is C. _____ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets of paper if you need to explain why such bidder/offeror is not required to be authorized to transact business in Virginia.

Legal Name of Company (as listed on W-9)

Legal Name of Bidder/Offeror

Date

Authorized Signature

Print or Type Name and Title