LU214-27-003 Chichester RTU IFB Combined.pdf

OFFICE OF PROCUREMENT SERVICES

Invitation for Bids

IFB # LU214-27-003

PROJECT CODE: 214-B5214-010

Project Title: Chichester Hall Rooftop AHU Replacement

Date of IFB: 09/16/2026

SEALED INVITATION FOR BIDS (IFB-Capital)

ISSUE DATE: September 16, 2026

ISSUING AGENCY:

Longwood University Office of Procurement Services 201 High Street, Eason Hall G08 Farmville, VA 23909

IFB NUMBER & TITLE: LU214-27-003 Chichester Hall Rooftop AHU Replacement

BID DUE DATE & TIME:

BID OPENING:

October 19, 2026 AT 2:00PM October 20, 2026 AT 2:00PM Charter Hall, Room 200 NOTE: Bids received after the due date and time cannot be accepted.

WORK LOCATION: Longwood University

COMMODITY CODE(S): 03167, 91450, 94155, 03106

PRE-BID CONFERENCE: ☒ Optional ☐ Mandatory DATE & TIME: SEPTEMBER 25, 2026 10:00AM

PRE-BID LOCATION: 211 4th Street, Charter Hall (Room 143) Farmville, VA 23909

CONTRACT OFFICER: SHEREE HAVENS EMAIL: HAVENSSN@LONGWOOD.EDU

In compliance with this Sealed Invitation for Bids (IFB) and to all the conditions imposed therein, and hereby incorporated by reference, the undersigned firm offers and agrees to furnish the goods/services in accordance with attached signed bid. The undersigned firm hereby certifies that all information provided in response to this IFB is true, correct and complete.

By signing this bid, you are certifying that you are an authorized representative of the bidding firm and that the firm’s principals or legal counsel have reviewed the Invitation for Bid General Terms and Conditions and any Special Terms and Conditions. Any exceptions to the General or Special Terms and Conditions must be clearly identified in your bid. No exceptions can be taken to those General or Special Terms and Conditions that are mandated by law. If no exceptions are identified in your bid, it is understood that the provisions will become a part of any final agreement.

THIS FORM MUST BE COMPLETED AND RETURNED WITH BID

Name of Bidding Firm:

Address of Bidding Firm:

DSBSD Certification No.: Expiration Date:

eVA ID: Tax ID:

Virginia Contract License # SCC#

Email: Telephone:

Submitted By (Print Name & Title):

Signature (In Ink): Date:

SEALED INVITATION FOR BID (IFB)

I. QUESTIONS/INQUIRIES: All inquiries for information should be directed via email to the contract officer listed above. All questions MUST be submitted on the Pre-Bid question form. No questions will be accepted after NOON ON OCTOBER 2, 2026

II. PRE-BID CONFERENCE: An optional pre-Bid conference will be held on SEPTEMBER 25, 2026 at 10:00AM at Charter Hall, located at 211 4th Street, Farmville VA 23901. Room 200

1. Parking is available to visitors in designated locations which can be found on the Longwood University campus map here: https://www.longwood.edu/about/directions/

NOTE TO BIDDERS: PARKING CAN BE DIFFICULT, PLEASE PLAN TO ARRIVE EARLY. IF YOU REQUIRE ADA ACCOMODATIONS, CONTACT THE OFFICE OF PROCUREMENT SERVICES AT (434) 395-2094 TWENTY-FOUR

(24) HOURS PRIOR TO SOLICITATION CLOSING.

III. BID RECEIPT REQUIREMENTS: Bids shall ONLY be received electronically (via eVA, The Commonwealth of

Virginia’s electronic procurement system) It is the responsibility of the Bidder to ensure that the Bid is received on time. NO bids will be accepted that are hand delivered or mailed.

IV. ADDENDA: Any changes resulting from the University’s requirements will be issued in an addendum and will be posted on the eVA website at http://www.eVA.virginia.gov, & Public Posting Board at Eason Hall/ lower level.

It is the sole responsibility of the bidder to check these pages for all changes to the IFB prior to submission. Failure to do so may cause your bid to be determined non-responsive. Longwood University will not mail or fax these documents.

https://www.sbsd.virginia.gov/ https://www.longwood.edu/about/directions/ http://www.eva.virginia.gov/

V. INCLEMENT WEATHER/SUSPENDED SCHEDULE Bid receipt deadline scheduled during a period of suspended state business operations, including school closing due to inclement weather, will be rescheduled for processing at the same time on the next regular business day. It is your responsibility to check Longwood’s website or call for closing information. See the following website: http://www.longwood.edu or call the main number at 434-395-2093 after 6:00 a.m., to see if Longwood is going to be open or if a suspended schedule has been implemented.

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, 11-35.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

ENCOURAGEMENT OF SWaM BUSINESSES: It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of Small, Woman-owned and Minority-owned (SWaM) business enterprises and to encourage the participation of Department of Small Business and Supplier Diversity (DSBSD) certified SWaM businesses in State procurement activities. Toward that end, Longwood University encourages DSBSD-certified SWaM firms to compete and encourages non-SWaM firms to provide for the participation of DSBSD-certified SWaM businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities.

Longwood University has adopted an annual SWaM Procurement Plan that specifies goals for SWaM procurement by Prime Contractors (A/E or Construction) in support of the State’s initiative for increasing state procurement from SWaM businesses. It requires reporting the use of SWaM certified subcontractors and suppliers and reporting of payments made to these firms. Upon award of contract, a Prime Contractor is required to create and certify a SWaM subcontracting plan to meet SWaM goals when submitting their list of sub-contractors for approval. Prime contractors are then required to submit reports of payments made to SWaM sub-contractors and direct suppliers with each invoice or Schedule of Values (CO-12) submitted. The CO-12 has been updated by the state to include fields for SWaM information and can be downloaded from the Department of General Services website http://www.dgs.virginia.gov/. Monthly invoices or Schedules of Values will not be accepted unless SWaM information is included. Final payment under the contract in question shall be withheld until certification of SWaM compliance is received and confirmed by the agency.

SWaM reporting is a Prime contractor responsibility that must be submitted to receive progress payments.

In addition to submission of subcontractor information with each invoice or CO-12, SWaM Reports will be required on a monthly basis. Monthly reports will be due with monthly invoices.

No vendor is considered a SWaM business unless it has obtained certification from the Commonwealth. For SWaM registration guidelines and additional registration information, refer to the Virginia Department of Small Business and Supplier Diversity website at https://www.sbsd.virginia.gov/. All certified SWaM vendors are assigned a SWaM identification number by DSBSD which should be used in monthly reports. If you have any questions, please do not hesitate to contact the Director of Procurement Services or your Project Manager.

If bidder is SWaM certified, then the above procedures do not apply.

http://www.longwood.edu/ http://www.dgs.virginia.gov/ https://www.sbsd.virginia.gov/

TABLE OF CONTENTS

NOTICE OF INVITATION FOR BIDS (IFB)

BID FORM

PREBID QUESTION FORM

STANDARD BID BOND (If applicable) – COMMONWEATLH OF VA (CO-10.2)

INSTRUCTION TO BIDDERS (CO-7A)

ATTACHMENTS

A – SWaM UTILIZATION PLAN 1

B – SWaM SUBCONTRACTING PLAN 2

C – LONGWOOD UNIVERSITY’S STANDARDS FOR CAMPUS CONSTRUCTION PROJECTS 3-4

D – CONTRACTOR PUBLIC SAFETY RELATED ISSUES MEMO 5

E - LONGWOOD UNIVERSITY SITE REGULATIONS 6-7

F - HOLIDAY, WINTER CLOSING, AND RECOGNITION DAY SCHEDULES FOR 2026 8

DGS-30-256

(Rev. 07/21)

Notice of Invitation for Bids Page 1 of 1

NOTICE OF

INVITATION FOR BIDS (IFB)

Sealed bids are invited for the construction of the Chichester Hall Rooftop AHU Replacement: Project No.214-B5214-010 at Longwood University, Farmville, VA.

The project is generally described as the replacement of rooftop AHU-2.

Sealed bids will be received ELECTRONICALLY ONLY (via eVA, The Commonwealth of Virginia’s electronic procurement system). The deadline for submitting bids is 2:00 P.M. sharp, as determined by the Bid Officer, on October 19, 2026.

The bids will be opened publicly and read aloud beginning at 2:00 P.M., on October 20, 2026, at Charter Hall, located at 211 4th Street, Farmville, VA 23901, Room 200.

A Bid Bond is required.

eVA Vendor Registration: The bidder or offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

Procedures for submitting a bid, claiming an error, withdrawal of bids and other pertinent information are contained in the Instructions to Bidders, which is part of the Invitation for Bids. Withdrawal due to error in bid shall be permitted in accord with Section 9 of the Instructions to Bidders and § 2.2-4330, Code of Virginia. The Owner reserves the right to reject any or all bids.

A pre-bid conference will be held at Charter Hall, 211 4th St. Farmville VA 23901, room 143 at 10:00 A.M, on September 25, 2026. Attendance shall be optional for those submitting a bid.

The contract shall be awarded on a lump sum basis as follows: the Total Base Bid Amount including any properly submitted and received bid modifications plus such successive Additive Bid Items as the Owner in its discretion decides to award in the manner set forth in Paragraph 12 of the Instructions to Bidders. ‘Notice of Award’ or ‘Notice of Intent to Award’ will be posted on eVA, Virginia Department of General Services’ central electronic procurement website, at https://eva.virginia.gov.

Contractor registration is required in accordance with Section 54.1-1103 of the Code of Virginia. See the Invitation for Bids for additional qualification requirements.

All executive branch agencies are directed to advance Executive Order 35, dated July 3, 2019.

The Invitation for Bids for the above project, including the drawings and the specifications containing the information necessary for bidding, may be obtained from the office of Dewberry Engineers Inc, ATTN:

August Kahsar, 4805 Lake Brook Drive, Glen Allen, VA 23060, Telephone: 804.823.6982, Email:

akahsar@dewberry.com.

Copies of the Invitation for Bids documents, including the plans and the specifications, will also be available for inspection at the following locations OR from the link below:

Longwood University Dewberry Engineers Inc.

211 4th Street, Charter Hall 4805 Lake Brook Dr.

Farmville, VA 23901 Glen Allen, VA 23060

Link to Bid Documents:

214-B5214-010-Chichester_AHU_Replacement-Bid_Documents mailto:akahsar@dewberry.com

Standard Bid Form Format Page 1 of 4

DGS-30-220 Standard Bid Form Format (Rev. 07/22)

BID FORM

DATE:

PROJECT: Chichester Hall Rooftop AHU-2 Replacement Longwood University 201 High Street

Project Code: 214-B5214-010

To: Commonwealth of Virginia

Longwood University 201 High Street, Eason Hall

In compliance with and subject to your Invitation for Bids and the documents therein specified, all of which are incorporated herein by reference, the undersigned bidder proposes to furnish all labor, equipment, and materials and perform all work necessary for construction of this project, in accordance with the Plans and Specifications dated September 10, 2026 as prepared by Dewberry Engineers, Inc 4805 Lake Brook Drive, Glen Allen VA 23060 for the consideration of the following amount:

BASE BID (including the following parts but excluding work in Additive Bid Items):

PART A.

Lump sum price for demolition and replacement of new AHU-2 and its associated systems in accordance with the plans and specifications:

PART A = ________________________________________ Dollars ($ ).

TOTAL BASE BID AMOUNT (Sum of PART A) IS:

___________________________________________________ DOLLARS ($ )

ADDITIVE BID ITEM 1: Lump sum price for all work to TAB EF-1,2,3,4,5,6,7,8,9 exhaust airflows, AHU-1, AHU-3, and AHU-4 supply, economizer, outside air and return airflow values shown on sheet M- 601, complete, in accordance with the drawings and specifications:

____________________________________________ Dollars ($ )

ADDITIVE BID ITEM 2: Lump sum price for all work to provide energy valve for AHU-2 CHW coil and to integrate valve into BAS as detailed on sheet M-704, complete, in accordance with the drawings and specifications:

____________________________________________ Dollars ($ )

Standard Bid Form Format Page 2 of 4

Contract award will be based on the TOTAL BASE BID AMOUNT shown above (including any properly submitted bid modifications) plus as many Additive Bid Items taken in sequence as the Owner in its discretion decides to award.

The bidder has relied upon the following public historical climatological records:

NOAA for ____Farmville___________, VA.

The undersigned understands that time is of the essence and agrees that the time for Substantial Completion of the entire project shall be ______240 consecutive calendar days from the date of commencement of the Work as specified in the Notice to Proceed, and Final Completion shall be achieved within 30 consecutive calendar days after the date of Substantial Completion as determined by the A/E.

Standard Bid Form Format Page 3 of 4

Acknowledgment is made of receipt of the following Addenda:

If notice of acceptance of this bid is given to the undersigned within 30 days after the date of opening of bids, or any time thereafter before this bid is withdrawn, the undersigned will execute and deliver a contract in the prescribed form (Commonwealth of Virginia Contract Between Owner and Contractor, Form CO-9) within 10 days after the contract has been presented to him for signature. The required payment and performance bonds, on the forms prescribed, shall be delivered to the Owner along with the signed Contract.

Immigration Reform and Control Act of 1986: The undersigned certifies that it does not and shall not during the performance of the Contract for this project violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegal aliens, or knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

DISQUALIFICATION OF CONTRACTORS: By signing this bid or proposal, the undersigned certifies that this Bidder or any officer, director, partner or owner is not currently barred from bidding on contracts by any Agency of the Commonwealth of Virginia, or any public body or agency of another state, or any agency of the federal government, nor is this Bidder a subsidiary or affiliate of any firm/corporation that is currently barred from bidding on contracts by any of the same. We have attached an explanation of any previous disbarment(s) and copies of notice(s) of reinstatement(s).

Either the undersigned or one of the following individuals, if any, is authorized to modify this bid prior to the deadline for receipt of bids by writing the modification and signing his name on the face of the bid, on the envelope in which it is enclosed, on a separate document, or on a document which is telefaxed to the Owner:

I certify that the firm name given below is the true and complete name of the bidder and that the bidder is legally qualified and licensed by the Virginia Department of Professional and Occupational Regulation, Board for Contractors, to perform all Work included in the scope of the Contract.

Virginia License No.: ______________ Bidder: ______________________________

(Name of Firm)

Contractor Class: ________________ By:___________________________________ (Signature)

Specialty: _______________________ Valid until: ______________________

FEIN/SSN: _____________________ Title: _______________________________

Standard Bid Form Format Page 4 of 4

If General Partnership (List Partners' Names)

Business Address:

Telephone # ________________________

FAX # _______________________________

If Corporation, affix Corporate Seal & list State of Incorporation

State: _____________________________

(Affix Seal)

Virginia State Corporation Commission ID No.: _______________; or

If Contractor is a foreign business entity not required to be authorized to transact business in the Commonwealth under Titles 13.1 or 50 of the Code of Virginia, or as otherwise required by law, please provide an explanation as to why such entity is not required to be so authorized: ____________________

Agency Small Business Participation Requirement: % 15

Contractor’s Proposed Small Business Participation: % ______ (required)

SWaM participation is a requirement, failure to complete this form in its entirety will result in a non-responsive bid.

DGS-30-272

(Rev. 04/15)

PREBID QUESTION FORM

(Use separate Form for each question submitted.)

Date:

Project Title: Chichester Hall Rooftop AHU Replacement

Project Code No.: 214-B5214-010

The following question concerns Drawing Sheet (number) :

The following question concerns Specifications Section (number) , page _________, paragraph _______:

All responses to questions will be made by Addendum.

Question submitted by:

Name Organization

Bidders shall submit form to:

Name Organization

Email address:

Sheree Havens Longwood University

Procurement@longwood.edu

DGS-30- 090 CO-10.2

(Rev 07/21) Page 1 of 2

COMMONWEALTH OF VIRGINIA

STANDARD BID BOND

KNOW ALL MEN BY THESE PRESENTS: That , the Contractor (“Principal”) whose principal place of business is located at and (“Surety”) whose address for delivery of ‘Notices’ is located at are held and firmly bound unto the Commonwealth of Virginia, , the Owner (“Obligee”) in the amount of five percent (5%) of the Amount (Total Base Bid plus all Additive Bid Items) Bid by Principal, for the payment whereof, Principal and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, the Principal has submitted a bid for

NOW, THEREFORE, the conditions of this obligation are as follows. This Bid Bond shall guarantee that the Principal will not withdraw his bid during the period of thirty (30) days following the opening of bids; that if his bid is accepted, Principal will enter into a formal contract with the Owner in accordance with the Contract Between Owner and Contractor, Form CO-9, included as a part of the Invitation for Bids (IFB Documents); that Principal will submit a properly executed and authorized Standard Performance Bond and Standard Labor and Material Payment Bond on the forms included in the IFB documents; and that in the event of the withdrawal of said bid within said period, or failure to enter into said contract and give said bonds within ten (10) days after Principal has received notice of acceptance of his bid, Principal and Surety shall be jointly and severally liable to the Owner for the difference between the amount specified in said bid and such larger amount for which the Owner may contract with another party to perform the work covered by said bid, up to the amount of the bid guarantee.

This amount represents the damage to the Owner of account of the default of the bidder in any particular thereof.

The Surety represents to the Principal and to the Obligee that it is legally authorized to do business in the Commonwealth of Virginia.

DGS-30- 090 CO-10.2

(Rev 07/21) Page 2 of 2

Signed and sealed this day of

Contractor / Principal (SEAL)

_________________________________________ By:_________________________________ Witness Typed Name:

Title:

Surety (SEAL)

By:_________________________________ Attorney-in-Fact

Typed Name:

AFFIDAVIT AND ACKNOWLEDGEMENT OF ATTORNEY-IN-FACT

COMMONWEALTH / STATE OF )

CITY/COUNTY/TOWN of

I, the undersigned notary public, do certify that , whose name is signed to the foregoing bid bond in the amount of five percent (5%) of the Total Bid Amount and which names the Commonwealth of Virginia, , as Obligee, personally appeared before me today in the above jurisdiction and made oath that he/she is the attorney-in-fact of , a corporation which is the Surety in the foregoing bond, that he/she is duly authorized to execute on the above Surety’s behalf the foregoing bond pursuant to the Power of Attorney noted above and attached hereto, and on behalf of the surety, he/she acknowledged the foregoing bond before me as the above Surety’s act and deed.

She/he has further certified that her/his Power of Attorney has not been revoked.

[Complete if Power is recorded: Clerk’s Office: ;

Deed Book/Page No. or Instrument No.: .]

Given under my hand this day of .

Notary Public (SEAL)

My name (printed) is:

My registration number is:

My commission expires:

ATTACHMENT A

Small, Women and Minority-owned Businesses (SWaM) Utilization Plan

Bidder Name: ____________________________________ Preparer Name: ___________________

Date: ________

Is your firm a Small Business Enterprise certified by the Department of Small Business and Supplier Diversity (SBSD)? Yes_____ No_____ If yes, certification number: ____________ Certification date:______________

Is your firm a Woman-owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (SBSD)? Yes_____ No_____ If yes, certification number: ____________ Certification date:______________

Is your firm a Minority-Owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (SBSD)? Yes____ No_____ If yes, certification number: ____________ Certification date:______________

Is your firm a Micro Business certified by the Department of Small Business and Supplier Diversity (SBSD)?

Yes_____ No_____

If yes, certification number: ____________ Certification date: ______________

Instructions: Populate the table below to show your firm's plans for utilization of small, women-owned and minority-owned business enterprises in the performance of the contract. Describe plans to utilize SWAMs businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc.

Small Business: "Small business " means a business, independently owned or operated by one or more persons who are citizens of the United States or non-citizens who are in full compliance with United States immigration law, which, together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years.

Woman-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more women, and whose management and daily business operations are controlled by one or more of such individuals. For purposes of the SWAM Program, all certified women-owned businesses are also a small business enterprise.

Minority-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more minorities or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more minorities and whose management and daily business operations are controlled by one or more of such individuals. For purposes of the SWAM Program, all certified minority-owned businesses are also a small business enterprise.

Micro Business is a certified Small Business under the SWaM Program and has no more than twenty-five (25) employees AND no more than $3 million in average annual revenue over the three-year period prior to their certification.

All small, women, and minority owned businesses must be certified by the Commonwealth of Virginia Department of Small Business and Supplier Diversity (SBSD) to be counted in the SWAM program.

Certification applications are available through SBSD at 800-223-0671 in Virginia, 804-786-6585 outside Virginia, or online at http://www.sbsd.virginia.gov/ (Customer Service).

RETURN OF THIS PAGE IS REQUIRED

1.

ATTACHMENT B

Small, Women and Minority-owned Businesses (SWaM) Subcontracting Plan

Procurement Name and Number: ____________________________________ Date Form Completed:______________

Listing of Sub-Contractors, to include, Small, Woman Owned and Minority Owned Businesses for this Solicitation and Subsequent Contract (If Applicable)

Bidder / Proposer:

Firm Address Contact Person/No.

Sub-Contractor’s Name and Address

Contact Person & Phone Number

SBSD

Certification

Number

Services or Materials Provided

Total Subcontractor Contract Amount

(to include change orders)

Total Dollars Paid Subcontractor to date (to be submitted with request for payment from

LU)

(Form shall be submitted with bid response and if awarded, again with submission of each request for payment)

RETURN OF THIS PAGE IS REQUIRED

2.

ATTACHMENT C

LONGWOOD UNIVERSITY’S STANDARDS FOR CAMPUS CONSTRUCTION PROJECTS

March 1, 2023

Longwood University has established these standards to ensure a safe environment, limit disruptions to the daily business of the University, and preserve the campus appearance while allowing construction projects to be accomplished on campus.

General

• Maps and directions are available https://www.longwood.edu/about/directions/.

• These standards also apply to vendors doing business with the University.

• No work shall begin until a pre-construction meeting is held to address safety, construction area fencing, construction traffic, contractor vehicle parking, and work hours.

• Some projects will require the contractor’s vehicles to park in off-campus parking areas.

Safety

• Personnel safety is the highest priority.

• The contractor bears sole responsibility for the safety of his or her employees. The contractor is expected to take all necessary steps to establish, administer, and enforce safety rules that meet the regulatory requirements of the Virginia Department of Labor and Industry (VDLI), federal and state Occupational Safety and Health Administration (OSHA) organizations, and Longwood University. The regulations include, but are not limited to:

o Virginia Statewide Fire Prevention Code for projects affecting occupied o structures o Title 29 of the Code of Federal Regulations (CFR) Parts 1910, Occupational Safety and Health Administration

(OHSA) Standards for General Industry o Title 29 of the CFR Parts 1926, OSHA Standards for the Construction Industry o The Longwood University Environmental Health and Safety Department web page http://solomon.longwood.edu/ehs/construction-safety/

• The contractor bears sole responsibility for communication of safety-related information and requirements to his or her subcontractors. Contractors shall ensure that their subcontractors comply with the requirements listed herein.

• Vehicles shall not be parked in any location that blocks a building’s emergency exits.

• Construction sites shall be secured at the end of each day using a dual lock system that will allow after-hours access for personnel from the Longwood University Police or Facilities Departments.

• If required, the contractor must obtain Longwood ID cards. This document https://www.longwood.edu/media/capital-design-and-construction/public-site/Contractor-Identification-Cards-Feb- 20-2023.pdf contains specific requirements and procedures.

University Business

• Contractor’s workers shall not interface with students. Inappropriate behavior by any worker will result in immediate removal from the project.

• Contractors shall work with the University project manager to coordinate service and pedestrian access to the project area, adjacent buildings, and major pedestrian walkways.

• Work schedules are subject to quiet times for student exams and other University functions. Jack-hammering and other excessive noise may be prohibited during certain specific periods.

• During student move-in and move-out periods, the contractor should limited delivery and construction vehicle traffic.

3.

https://www.longwood.edu/about/directions/ http://solomon.longwood.edu/ehs/construction-safety/ https://www.longwood.edu/media/capital-design-and-construction/public-site/Contractor-Identification-Cards-Feb-20-2023.pdf https://www.longwood.edu/media/capital-design-and-construction/public-site/Contractor-Identification-Cards-Feb-20-2023.pdf

• Work near, or disruptions to, utility lines will require advance notice and approval by the University.

Campus Appearance

• It is the intent of the University for the campus to appear as good as or better than before the start of each construction project.

• Equipment that leaks any fluid will not be allowed on campus.

• Equipment shall not drive or park on grass areas or sidewalks. Access may be allowed if first approved by the

University project manager.

• Before any vehicle or equipment travels over University grass areas or sidewalks, providing permission has been granted, the contractor shall place protective mats over the surfaces to protect against structural damage, tire marks, and stains.

• Dust, smoke, or fumes created by the project shall be controlled or mitigated.

• Any damage to University property, such as residue from leaked fluids on sidewalks or pavement, tracks in grass areas, or damage to trees, shrubs, sprinkler systems, signs, light posts, or other University property shall be restored, repaired, or replaced before final payment will be made for the project work.

4.

ATTACHMENT D

CONTRACTOR PUBLIC SAFETY RELATED ISSUES MEMO

MEMORANDUM

TO: All Contractors Performing Activities at Longwood University

FROM: Longwood University Police Department

SUBJECT: Contractor Public Safety Related Issues

For a safe and orderly process during your activity at Longwood University the procedures below shall be followed:

• All contractor vehicles, to include sub-contractors that will be parked on University property, must have a “Contractors Parking Pass”. These can be obtained in the Parking Services Office located on the 2nd floor of Eason Hall, Monday through Friday between 8:30 a.m. and 4:00 p.m. The fee for the Contractors Parking Pass is $10.00 per vehicle, paid by cash or check in the Cashiering Office located across from the Parking Services Office on the 2nd floor of Eason Hall, and is valid for the duration of the project. Parking will be designated per request. Parking in any other location than designated spots will be subject to a $50.00 parking ticket. Three unpaid tickets will mean that subsequent tickets will also be accompanied by a tow from the property at the vehicle owner’s expense.

• All Contractors, to include Sub-Contractors, shall obtain a Contractors ID Card from Longwood University Lancer Card

& Campus Services Office located on the 2nd floor of Eason Hall, Room 205A. Lancer Card & Campus Services hours are Monday through Friday, 8:30 a.m. to 4:00 p.m. The fee for an ID Card is $8.00, paid by cash or check in the Cashiering Office located across from the Lancer Card & Campus Services Office on the 2nd floor of Eason Hall. If an ID Card is lost, there is a $15.00 replacement fee. Anyone found on site without their card will be removed from the work site until an ID card is produced. This requirement is waived if the Contractor/Sub-Contractor employees wear a company uniform (e.g., a shirt), that displays the company’s name.

• It is the responsibility of the contractor to make sure that no registered Sex offenders are employed on any of the contractor job at Longwood University.

• It is the responsibility of the contractor to make sure that all employees are legal aliens with appropriate documentation while working at Longwood University.

• Contractors that will be disrupting alarms in any facility on campus must notify the Longwood University Police

Department at least 24 hours in advance to work out details on maintaining the security of the facility and to assure that appropriate documentation of such outage is completed.

• All contractors performing work for Longwood University are expected to take appropriate measures when disrupting traffic or requesting street closures for more than a few minutes. Contractors must communicate with the Longwood Police Department through the Longwood University Project Administrator at least 48 hours prior to the closure or disruption.

• Temporary traffic disruptions must be coordinated through the Longwood University Project Administrator. The contractor creating the disruption must provide Flagmen. Temporary disruptions should not exceed 30 minutes.

• Traffic disruptions that have a longer term of duration must also be coordinated with the Longwood Police Department. A minimum of a two business days’ notice is required for significant traffic disruptions. The Police Department will assess the situation and the Police Department will dictate measures to be taken by the contractor to ensure public safety. This can include the need for police control of the situation at the contractor’s expense.

5.

ATTACHMENT E

LONGWOOD UNIVERSITY SITE REGULATIONS

The contractor shall conduct his operations in compliance with the regulations established by the University for the construction site and personnel. Such regulations will be prescribed as necessary by the Director of the Facilities Management Department or such persons as he may direct. The regulations shall include, but shall not be limited to the following:

1. The contractor shall schedule work in cooperation with the University. Normal work hours are Monday through

Friday, 8:00 a.m. to 5:00 p.m. Any deviations from these work hours will be approved by the University. All necessary interruptions to the University utilities and roadways shall be kept to a minimum and shall be coordinated with the University two work days (48 hours) prior to the outage. The contractor shall coordinate the work with the University to ensure continual operation of the University functions. The contractor shall provide a schedule of work for approval by the University. Schedule shall be updated as needed.

2. The contractor shall confine equipment, the storage of materials and equipment, and the operation of his forces to the immediate vicinity of the project in the areas designated by the University.

3. The contractor shall exercise extreme care to protect University property during his operations. The contractor shall restore to original condition any plantings, grassed areas, utilities, roads, structures, and other University facilities damaged as a result of his operations, and at no additional cost to the University. Any damage including damage to finished surfaces resulting from the performance of this contract shall be repaired to the University’s satisfaction at the contractor’s expense.

4. The contractor shall be required to manage the project in a safe manner so as to protect University personnel, students, and visitors from injury. Sites are to be appropriately designated by signs, fenced and flagged. Minimum fence to be equal to 6’ tall chain link panel.

5. The parking of the vehicles belonging to the contractor, his employees, and his subcontractors shall be limited to the areas designated by the University. In no event will they be parked on lawns or sidewalks. Parking permits will be required by the University. Permits are available in the Parking Services Office located on the 2nd floor of Eason Hall.

6. No signs or advertisements shall be posted on University property unless approved by the University.

7. The contractor may use University sanitary facilities, water and power. Any modifications of these utilities required by the contractor shall be made by the contractor at his expense. These modifications may be made only after receiving written permission from the Facilities Management Department. Contractor shall remove modifications upon completion of project. No charges to the contractor will be made by the University for the use of University utilities unless persistent wastage occurs. In such cases, the contractor will be charged for the utilities at the same rates the University pays for them.

8. The work site shall be kept in such an orderly fashion as to not unduly interfere with the progress of the work or the work of any other contractor. Trash/debris shall be collected daily and removed by the contractor.

9. All contractor/sub-contractor personnel, if not wearing a company uniform that displays the company’s name, must obtain a Contractors ID Card from the Longwood University Lancer Card & Campus Services Office located on the 2nd floor of Eason Hall, Room 205A. Lancer Card & Campus Services hours are Monday through Friday, 8:30 a.m. to 4:00 p.m. The fee for an ID Card is $8.00, paid by cash or check in the Cashiering Office across from Lancer Card & Campus Services Office on the 2nd floor of Eason Hall. Anyone found on site without their ID card will be removed from the work site until an ID card is obtained or produced.

10. The contractor shall be responsible for properly security any equipment or material prior to leaving the site to prevent damage to both secured and installed material and equipment.

6.

11. The contractor shall be responsible to secure and monitor concrete until it hardens and held accountable for damage incurred prior to hardening.

12. Sensitivity to the unique nature of the University environment is essential. A high standard of civility must be maintained by contractors and their employees for a meaningful learning environment to exist. Behaviors displayed by contractor’s employees, such as catcalling, whistling, leering, and other similar gestures or comments of a sexual nature made toward students or employees of the University, have the very real potential of creating serious liabilities for the University and the contractor. They cannot be tolerated by the University and contractor’s employees exhibiting such behavior will be barred from the work site permanently. Chronic problems of this nature may be deemed a material breach of the construction agreement. Title IX of the Education Amendments of 1972 creates legal claim rights for University students, visitors or employees sexually harassed by third parties such as contractors and their employees.

7.

ATTACHMENT G

Longwood University Holiday and Winter Closing Schedule for 2026

The following outlines the official university paid holidays and designated recognition days for 2026. Dates not covered by paid holidays or recognition days will require the use of available leave: family personal, annual, compensatory, overtime, or recognition.

Thursday, January 1 New Year’s Day Closed

Friday, January 2 Day after New Year’s Closed (2025 Recognition Day)

Monday, January 19 Martin Luther King, Jr. Day Closed

Monday, March 9 Spring Break Closed (G. Washington Day 2/16)

Friday, May 22 Recognition Day Closed (Recognition Day)

Monday, May 25 Memorial Day Closed

Friday, June 19 Juneteenth Closed

Friday, July 3 Independence Day (observed) Closed

Monday, September 7 Labor Day Closed

Friday, October 9 Fall Break Closed (Recognition Day)

Wednesday, November 25 Day before Thanksgiving Closed

(4 hours charge to available leave and 4 hours charge to state holiday.)

Thursday, November 26 Thanksgiving Day Closed

Friday, November 27 Day after Thanksgiving Closed

Monday, December 21 Winter Break Closed (Columbus Day & Yorktown Victory Day 10/12)

Tuesday, December 22 Winter Break Closed (Election Day 11/3)

Wednesday, December 23 Winter Break Closed (Veterans Day 11/11)

Thursday, December 24 Additional Holiday Closed

Friday, December 25 Christmas Closed

Monday, December 28 Winter Break Closed (Recognition Day)

Tuesday, December 29 Winter Break Closed (Recognition Day)

Wednesday, December 30 Winter Break Closed (Recognition Day)

Thursday, December 31 Winter Break Closed

(8 hours charge to available leave.)

8.

03 dgs-30-256_04-15_ifb_notice