Mines Road Portal Project Quick Quote 9.15.26.docx

Quick Quote

Mines Road Portal Project

QQ:27AML01-2

Prepared By:

Virginia Department of Energy 1100 Bank Street Richmond, Virginia 23219 Quick Quote

Issue Date: September 15, 2026

Title: Mines Road Portal Project

Quick Quote: 27AML01-2

Commodity Code(s): 96273

Project Location: This project is located at 6196 Mines Road Pulaski County, Virginia 24301

Period of Contract: The Contract shall become effective upon the date of award by the Commonwealth ("Effective Date") and shall remain in effect until all work required under the Contract has been satisfactorily completed, accepted by the Agency, all required deliverables have been submitted and approved, and final payment has been made, unless terminated earlier in accordance with the terms and conditions of the Contract.

Bids will be received until 2:00 p.m. (Eastern Time) on Friday, September 18, 2026, for the furnishing of the goods and/or services described in this Quick Quote (QQ). Bids received after the designated date and time will not be considered.

ALL bids MUST be submitted electronically on eVA.virginia.gov.

All inquiries for information should be directed to: Jennifer Dillemuth (804) 486-2753 or by email at jennifer.dillemuth@energy.virginia.gov.

All information provided in this proposal is subject to the Freedom of Information Act (FOIA). If any part of your proposal contains confidential or proprietary information, please submit a redacted copy along with your proposal to ensure compliance with FOIA requirements.

If disposing of items on site is required, method of disposal and proof of disposal MUST be used for supporting documentation.

If any funds are received from disposal of items from project, contractor MUST submit documentation of funds received. This is considered to be programmatic income that is required to be reported to the Federal Agency.

In compliance with the Quick Quote (QQ) and all conditions imposed by this QQ, the undersigned firm hereby offers and agrees to furnish the services required by this QQ at the prices indicated in the bid schedule, and the undersigned firm hereby certifies that all information provided below, and any schedule attached hereto is true, and complete.

Virginia Contractor License Number: __________________________ Class: __________ Specialty Code: ____________________ DBSD-Certified Small Business Number: _______________________

Name and Address of Firm:

*Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other bases prohibited by state law relating to discrimination of employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why, and exception should be made in that invitation to bid or request for proposal.

TABLE OF CONTENTS

QUICK QUOTE COVER SHEET (*)

1. PURPOSE

2. METHOD OF PAYMENT

3. POST AWARD DOCUMENTATION

4. BID RECEIPT, OPENING, MODIFICATION, & WITHDRAWL

5. GENERAL TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. VIRGINIA ENERGY TERMS AND CONDITIONS

8. FORMS

· QUICK QUOTE COVER SHEET (*)

· BID SCHEDULE FOR PROJECT (*)

· APPLICANT VIOLATOR SYSTEM (AVS) CHECKLIST (*)

· EQUIPMENT LIST (*)

· SUBCONTRACTOR LIST (*)

· BID BOND (REQUIRED FOR BIDS OVER $100,000) (*)

· WORKERS COMPENSATION CERTIFICATE OF COVERAGE (*)

· LOWER TIER COVERED TRANSACTION (*)

· STATE CORPORATION COMMISSION (*)

· VENDOR DATA SHEET (*)

· SMALL BUSINESS SUBCONTRACTING PLAN (*)

· LIQUIDATED DAMAGES, FURNISH & INSTALL (*)

· STANDARD PERFORMANCE BOND

· STANDARD LABOR AND MATERIAL PAYMENT BOND

· AFFIDAVIT OF PAYMENT OF CLAIMS

9. ATTACHMENTS:

· DAVIS BACON WAGE REQUIREMENTS

· TECHNICAL SPECIFICATIONS, DRAWINGS, PLANS, BID SCHEDULE

All forms identified with an asterisk (*) above must be completed and submitted with the bid at the time of bid opening. Failure to submit any required form may result in the bid being determined nonresponsive and rejected in accordance with the terms of this Quick Quote (QQ) and applicable Virginia procurement requirements.

1. PURPOSE

The Virginia Department of Energy (Virginia Energy), Abandoned Mine Land Repurposing Program, invites qualified contractors to submit bids to furnish all labor, materials, equipment, supervision, and incidentals necessary to complete the reclamation and construction work for the Mines Road Portal Project located in Pulaski, Virginia, in accordance with the specifications and requirements of this Quick Quote (QQ).

The Work to be performed under this Contract consists of furnishing all labor, supervision, materials, equipment, tools, transportation, permits (where applicable), and incidentals necessary to perform general clearing of clogged streams and revegetation, where required, at the Legion Hall Road Drainage Paving Project located at 6196 Mines Road Pulaski County, Virginia, in accordance with the Contract Documents, specifications, plans, and all applicable federal, state, and local laws, regulations, and permit requirements. All Work shall be performed to the satisfaction of the Commonwealth.

Construction work time will be 16 calendar days after receipt of Notice to Procced.

See Scope of Work under Section 3 of the General Specifications.

2. METHOD OF PAYMENT

Payment shall be made for Work satisfactorily performed in accordance with the Contract Documents and accepted by the Agency.

The Contractor shall submit a detailed, accurate, and itemized invoice upon completion of the Work, or as otherwise approved by the Agency. Each invoice shall include, at a minimum:

· Contract number and purchase order number, if applicable;

· Invoice number and invoice date;

· Description of the Work performed;

· Location where the Work was performed;

· Dates during which the Work was performed;

· Amount billed;

· Any supporting documentation required by the Contract, including certified payrolls, lien waivers, material receipts, inspection reports, or other documentation, if applicable.

Payment shall be made only after the Agency has verified that the Work has been completed in accordance with the Contract Documents and has been satisfactorily inspected and accepted.

Payments shall be made in accordance with the Virginia Prompt Payment Act (§ 2.2-4350 et seq. of the Code of Virginia) following receipt of a proper invoice and verification that all contractual requirements have been satisfied.

The Agency reserves the right to withhold all or part of any payment for Work that is defective, incomplete, nonconforming, disputed, or otherwise fails to comply with the requirements of the Contract until such deficiencies have been corrected to the satisfaction of the Agency.

Acceptance of an invoice for payment shall not constitute acceptance of defective Work or relieve the Contractor of any responsibility or liability under the Contract.

The Contractor shall promptly pay all subcontractors and suppliers in accordance with the Virginia Prompt Payment Act and shall comply with all applicable statutory payment requirements.

Final payment shall not be made until:

· All Work has been completed and accepted by the Agency;

· All required closeout documents have been submitted and approved;

· Any required warranties, operating manuals, certifications, releases, or lien waivers have been received, if applicable; and

· The Contractor has fulfilled all obligations under the Contract.

3. POST AWARD DOCUMENTAITON REQUIRED

The apparent lowest responsive and responsible Bidder, as determined in accordance with this Quick Quote and applicable law, shall submit all required post-award documentation within ten (10) calendar days after receipt of the Agency's Notice of Award, unless otherwise specified by the Agency.

Required documentation may include, but is not limited to, the following:

· Executed contract documents;

· Certificates of insurance meeting the requirements of the Contract;

· Payment and performance bonds, when required;

· Required licenses, permits, or certifications;

· Any additional forms, certifications, or documentation required by this Quick Quote or requested by the Agency prior to contract execution.

Failure to submit all required documentation within the specified time may be grounds for the Agency to withdraw the Notice of Award, declare the Bidder nonresponsive to the post-award requirements, and award the Contract to the next lowest responsive and responsible Bidder, or to take any other action permitted by the Virginia Public Procurement Act and the terms of this Quick Quote.

4. BID RECEIPT, OPENING, MODIFICATION, AND WITHDRAWL

Bids shall be received until Friday, September 18, 2026, at 2:00 p.m. Eastern Time, at which time bids will be opened and recorded in accordance with applicable provisions of the Virginia Public Procurement Act (VPPA), the Agency Procurement and Surplus Property Manual (APSPM), and the solicitation documents.

Bids received after the specified closing date and time shall not be considered. In accordance with the VPPA and APSPM, late bids shall be rejected and returned to the bidder unopened, when practicable, without exception.

No modification, revision, addition, deletion, or other change to a submitted bid will be accepted after the established bid closing date and time. This includes, but is not limited to, changes to bid prices, unit prices, quantities, schedules, terms, conditions, or any other information contained within the submitted bid.

Requests for withdrawal of bids shall be submitted and processed in accordance with the applicable provisions of the VPPA, APSPM, and the solicitation documents. A bidder requesting withdrawal of its bid due to an alleged error shall provide the documentation and justification required by applicable law and procurement regulations within the timeframe specified by the Agency.

The Agency reserves the right to determine the responsiveness and acceptability of all bids in accordance with the requirements of the solicitation, applicable procurement laws, and regulations.

5. GENERAL TERMS AND CONDITIONS

In every contract over $10,000 the provisions in 1. and 2. below apply:

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third-party owner of such motor vehicle.)

U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice in eVA (eva.virginia.gov) for a minimum of 10 days

V. DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.

(ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

b. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at eva.virginia.gov.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.

The contractor shall provide each Contract Worker with a copy of this Section and will require Contract Workers to participate in agency training on civility in the State workplace if contractor’s (and any subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater expectations. Upon request, the contractor shall provide documentation that each Contract Worker has received such training.

For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a Commonwealth employee performs any work-related duty or is representing his or her agency, as well as surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these locations. Communications are deemed to occur in a State workplace if the Contract Worker reasonably should know that the phone number, email, or other method of communication is associated with a State workplace or is associated with a person who is a State employee.

The Commonwealth of Virginia may require, at its sole discretion, the removal and replacement of any Contract Worker who the Commonwealth reasonably believes to have violated this Section.

This Section creates obligations solely on the part of the contractor. Employees or other third parties may benefit incidentally from this Section and from training materials or other communications distributed on this topic, but the Parties to this agreement intend this Section to be enforceable solely by the Commonwealth and not by employees or other third parties.

DD. CONTRACT EXTENSIONS: In the event that the original term and all renewals of this contract expire prior To the award for a new contract for similar goods and/or services, the Commonwealth of Virginia may, with written consent of the Contractor, extend this contract for such a period as may be necessary to afford the Commonwealth of Virginia a continuous supply of the identified goods and/or services.

For the purposes of this section, “forced or indentured child labor” means all work or service exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

6. SPECIAL TERMS AND CONDITIONS

1.AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

2.AWARD: Award will be made to the lowest responsive and responsible bidder based upon the total evaluated bid calculated using the estimated quantities and the unit prices submitted by the bidder on the Bid Schedule.

The estimated quantities identified in the Bid Schedule are provided solely for the purpose of evaluating bids and establishing the basis for award. Estimated quantities are not guaranteed and do not constitute a commitment by the Agency to authorize or pay for the estimated quantities.

The resulting contract shall be a unit-price contract. Except as otherwise expressly provided in the solicitation or contract, the Contractor shall be paid based upon the actual, authorized, measured, verified, and accepted quantities of work performed, multiplied by the corresponding unit prices established in the Contractor's accepted bid. The Agency shall not be obligated to pay for quantities of work that are not actually performed, authorized, measured, verified, and accepted.

The Agency reserves the right to increase or decrease actual quantities from the estimated quantities shown in the Bid Schedule based upon actual project requirements and field conditions, subject to the terms and conditions of the contract, availability of funds, and applicable procurement requirements. A variation between estimated and actual quantities shall not, by itself, entitle the Contractor to an adjustment in the applicable unit price unless otherwise provided in the contract.

MOBILIZATION AND DEMOBILIZATION

Where mobilization and demobilization are included as separate bid items, the amount bid for such items shall be subject to the maximum percentages established in the solicitation. Unless otherwise specified, the maximum combined amount for mobilization and demobilization shall not exceed ten percent (10%) of the applicable base bid, with mobilization limited to five percent (5%) and demobilization limited to five percent (5%).

The amounts established for mobilization and demobilization shall represent the maximum amounts that may be paid for those activities and shall not, by themselves, establish an unconditional entitlement to payment of the maximum amount.

Payment for mobilization and demobilization shall be contingent upon the Contractor providing documentation reasonably sufficient to substantiate that the claimed costs or activities were actually incurred or performed, are related to the project, are allowable under the contract and applicable funding requirements, and are otherwise acceptable to the Agency.

The Agency may withhold, reduce, or disallow payment for any portion of mobilization or demobilization that is not adequately supported by required documentation or that does not represent an allowable, project-related cost or activity. The Contractor shall not be entitled to payment of the maximum bid amount solely because the maximum amount was included in its accepted bid.

DOCUMENTATION AND PAYMENT

As a condition of payment, the Contractor shall submit invoices and supporting documentation in accordance with the requirements of the solicitation, contract, and applicable state and federal requirements. Documentation shall be sufficient to demonstrate the work performed, quantities claimed, costs incurred where applicable, and other information necessary for the Agency to determine that the amount invoiced is properly payable.

For unit-price work, payment documentation shall identify, at a minimum, the applicable bid item, unit of measure, awarded unit price, quantity performed and accepted, and resulting amount due.

For mobilization and demobilization, the Contractor shall provide supporting documentation as required by the Agency to substantiate the amount invoiced. The Agency shall review the documentation and determine the amount properly payable prior to authorizing payment.

Nothing in the Bid Schedule or the Contractor's accepted bid shall be construed as requiring the Agency to pay for work, quantities, costs, or activities that have not been performed, incurred where applicable, authorized, accepted, or adequately documented in accordance with the contract and applicable requirements.

The Contractor acknowledges that the total evaluated bid is used to establish the basis for award and does not necessarily represent the final amount payable under the contract. The final amount payable shall be based upon the actual work authorized and accepted, applicable awarded unit prices, and compliance with the contract's payment and documentation requirements.

QUANTITY VARIATIONS

The parties acknowledge that the estimated quantities included in the Bid Schedule are based upon information available at the time of solicitation and may vary based upon actual field conditions. Variations in quantities of individual bid items shall not, by themselves, constitute a change in the unit price. The Contractor shall be responsible for performing the work at the awarded unit prices for the actual quantities authorized and accepted by the Agency, subject to the terms and limitations of the contract.

Where a proposed change in quantity, addition of a new bid item, deletion of work, or other change exceeds the authority provided under the contract or applicable procurement requirements, the Agency shall obtain the required review and approval before authorizing the Contractor to proceed.

Contractor Name: _________________ License # _________________ Type ________________ Subcontractor Name: _________________________ License # _________________ Type ________________

8. CONTRACTOR REGISTRATION: If a contract for construction, removal, repair or improvement of a building or other real property is for $120,000 or more, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $750,000 or more, the bidder/offeror is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR.” If such a contract is for $10,000…