Newcomb QQ for RAILROAD REPAIRS.pdf

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF MILITARY AFFAIRS

DIRECTORATE OF PUBLIC WORKS

234 Rives Rd., Ft. Pickett Blackstone, VA 23824

QUICK QUOTE (UNSEALED BID)

SET-ASIDE FOR SMALL BUSINESS ENHANCEMENT AWARD PRIORITY

Issue Date: May 26, 2026

Title: #Rail Maintenance Services on the MTC Fort Pickett Rail Spur

Commodity Code: 94000 - EQUIPMENT MAINTENANCE, REPAIR, CONSTRUCTION,AND RELATED SERVICES FOR RAILROADS

Closing Date and Time: June 1, 2026 @ 9:00am

Email questions to Lynn Poole@ Judy.l.Poole4.nfg@army.mil

All bids must be submitted electronically online via eVA using the Bidder’s established eVA Supplier Account. The entire bid response including any / all attachments and any / all addenda must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed or hand-delivered bids will not be accepted.

To learn how to submit an online bid in eVA please refer to the online supplier training page at:

https://eva.virginia.gov/supplier-training-materials.html

Any assistance submitting bids through this system must be directed solely to eVA’s Support/Helpdesk at 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

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, or any other basis prohibited by state law relating to discrimination in employment.

mailto:Edward.s.newcomb.nfg@army.mil https://usg01.safelinks.protection.office365.us/?url=https%3A%2F%2Feva.virginia.gov%2Fsupplier-training-materials.html&data=05%7C02%7Cjacqueline.g.walker3.nfg%40army.mil%7C07e0bcf5b25745d9b12608ddb4209c83%7Cfae6d70f954b481192b60530d6f84c43%7C0%7C0%7C638864774330113882%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=LyME9KO4KX34Gnj4f2b%2FCpagwJBYuFoaNnfsjc6%2Fs4E%3D&reserved=0 mailto:eVACustomerCare@DGS.Virginia.gov

DESCRIPTION OF ITEMS (SPECIFICATIONS)

***WORK MUST BE COMPLTED BEFORE JULY 4, 2026 AS DESCRIBED IN

ATTACHED SCOPE OF WORK

To be delivered to DPW – Ft. Pickett, Blackstone, VA 23824 Contact Person: Lynn Poole at Judy.l.Poole4.nfg@army.mil

I. SPECIAL TERMS AND CONDITIONS

1. AUDIT

2. AWARD OF CONTRACT

3. eVA ORDERS AND CONTRACTS

4. BID ACCEPTANCE PERIOD

5. BID PRICES

6. DELIVERY

7. DELIVERY NOTIFICATION

8. WORK SITE DAMAGES

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: The Commonwealth will make the award(s) on a Grand Total basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is up to and including $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern.

If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

3. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order with the applicable eVA transaction fee assessed for each order.

mailto:Edward.s.newcomb.nfg@army.mil

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to eVA-catalog-manager@dgs.virginia.gov.

4. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for 60 days. At the end of the 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.

5. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

6. DELIVERY: Delivery of goods or performance of services shall be within the number of calendar days stated below after receipt of order (ARO) by the bidder. The Agency requires the bidder to deliver within a reasonable time after ARO. If the bidder does not insert a stated delivery time in the blank below, the bidder will be deemed to offer delivery in accordance with the Agency’s desired delivery time as stated below:

Agency’s desired delivered time: 10 calendar days ARO

BIDDER’S STATED DELIVERY TIME: ____ CALENDAR DAYS ARO

It shall be the responsibility of the contractor to make all arrangements for delivery and unloading of equipment. Contractor shall check with the owner and make necessary arrangements for delivery.

7. DELIVERY NOTIFICATION: The Agency shall be notified 24 hours prior to delivery of any items so that personnel may be available to allow access to the building and verify items received. Notification shall be made to:

_____Lynn Poole____ 434-292-2160

8. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.

DMA Mandatory Invoice Requirements

1. Vendor Name

2. Vendor Address

3. Vendor Phone Number

4. Point of Contact (i.e., salesperson name)

5. Invoice Date

6. Invoice Number

7. Contract #, if applicable and eVA PO #

8. Order Date

9. Individual who ordered service, if applicable

10. Job # (i.e., work order #)

11. Complete Address of Job Location

12. Date of Service

13. Payment Terms (i.e., net 30)

14. Each service and/or supply must be itemized to include quantity, detailed description, unit price, etc (i.e., 4 shrubs at $20 each for a line total of $80.00, planting of shrubs $50.00, etc)

15. Total Amount Owed