Notice of Pre-Qualified Contractors

NOTICE OF PRE-QUALIFIED SKILLED TRADE CONTRACTORS

CONTRACT NO.: #23-ODU-04-CCC

DATE: August 30, 2024

IN RESPONSE TO: RFQ #23-ODU-04-CCC-OE2

TO FURNISH: Skilled Trades Crafts – Term Contract

DURING THE PERIOD: September 1, 2024 through August 31, 2025

CONTRACTORS: Air Tech Solutions, Inc.; Brush It On Paint Co., LLC; Hoy Construction, Inc.; National

Security & Door Corp.; PBI Environmental Restoration LLC / PPBI Commercial; Phase 1 Property Management; River City Enterprises, LLC; Syncon, LLC; Vanar Construction, Corp.

The above Contractor’s RFQ submittal package is hereby accepted in accordance with the scope of services, terms and conditions defined in the original solicitation, any and all addenda, and other stipulations, if any.

To remain compliant with current Commonwealth legislation and policies and procedures, including Executive Order 35, the Virginia Public Procurement Act (VPPA) and the Division of Engineering and Building (DEB), the University will use the following processes to issue project notifications to the University’s pre-qualified contractors for the required trade(s) and estimated dollar threshold per project, as follows:

a) <$10,000:

1. Contract Administrator (CA) develops a scope of work. The CO-7 General Terms & Conditions is incorporated by reference.

2. The CA informally solicit a Request For Quotation (RFQ) via e-mail notification to ONLY those Pre- Qualified Contractors for the associated trade(s) that are certified as a MICRO business through the Commonwealth’s Department of Small Business and Supplier Diversity (DSBSD).

3. The CA will conduct a site visit to give the Contractors a full understanding of the nature and scope of the project.

4. The selected Contractors must respond to the RFQ via email, in accordance with the response requirements specified in the notification request.

5. If the low quote is deemed by the University to be unfair and unreasonable, or upon due diligence by the University it is determined that no “Micro” contractors in the required trade(s) exist, or were not willing to submit a quotation, the University may seek RFQs from DSBSD certified SMALL business and non-certified business within the required trade(s) and award in accordance with EO35.

6. Should it become necessary to negotiate with the lowest responsive and responsible Quoter, approval of same must be obtained from Procurement Services prior to any negotiation.

7. Award shall be made by either issuing an eVA purchase order, or using the University’s PCARD when the transaction is less than $5,000.00.

8. The Contractor shall begin the work as stated in the University’s notification, unless otherwise modified on its proposal. If no starting time is stated, the work shall begin within five (5) working days of receipt of the purchase order or as scheduled by the University's representative. The typical work hours shall be between 7 AM to 5 PM, Monday through Friday, unless otherwise approved by the University.

SUBJECT: Notice of Pre-Qualified Skilled Trade Contractors

b) $10,001 to $100,000:

1. The CA develops a scope of work. The CO-7 General Terms & Conditions is incorporated by reference.

2. The CA shall informally solicit RFQs via e-mail notification to ALL Contractors listed for a required trade(s), to include MICRO, SMALL business, and non-certified business.

3. The CA will conduct a site visit to give the Contractors a full understanding of the nature and scope of the project.

4. The selected Contractors must respond to the RFQs via email, in accordance with the response requirements specified in the notification request.

5. Award of this RFQ shall be per the requirements of the Governor’s Executive Order 35, dated July 3, 2019 and shall be made to a Department of Small Business and Supplier Diversity (“DSBSD”) certified small business when the price quoted is fair and reasonable and does not exceed 5% of the lowest responsive and responsible noncertified quoter.

6. If the low cost is deemed by the University to be unfair and unreasonable, or upon due diligence by the University it is determined that no pre-qualified contractors in the required trade(s) exist, or were not willing to submit a quotation, the University may seek project pricing via use of the competitive formal sealed Invitation for Bids (“IFB”) process.

7. Should it become necessary to negotiate with the lowest responsive and responsible Quoter, approval of same must be obtained from Procurement Services prior to any negotiation.

8. Award shall be made by using DEB’s CO-9 Form - Construction Contract and issuing an eVA Purchase Order.

9. CA shall attach to their eVA Purchase Requisition (PR), i) the project order notification (e- mail blast) for the specified trade, (ii) the Contractors response to same, (iii) DEB’s CO-9, signed by the Contractor and a VCCO in PS for final review and approval by PS.

10. The Contractor shall begin the work as stated in the University’s notification, the notice to proceed by email or eVA electronic purchase order. If no starting time is stated, the work shall begin within five (5) working days of receipt of the purchase order or as scheduled by the University's representative. The typical work hours shall be between 7 AM to 5 PM, Monday through Friday, unless otherwise approved by the University.

c) $100,001 - $500,000:

1. The CA will develop a scope of work to be submitted to Procurement Services along with a signed requisition to include established budget, budget code, project timeline, parking/laydown area (if applicable), include Johnson Controls and Siemens price quotes, and any other applicable costs.

2. The assigned VCCO in PS will contact the CA to develop a schedule for the site-visit and closing quote date to add to the RFQ.

3. The VCCO will informally solicit via email to ALL Contractors listed for a required trade(s), a request for written sealed bids.

4. The CA will conduct a site visit to give the Contractors a full understanding of the nature and scope of the project.

5. The selected Contractors may ONLY respond to the request by providing a written sealed response, delivered to the Department of PS in accordance with the instructions specified in the notification(s).

6. PS shall receive the informal sealed bids on the due date and time specified, documenting same.

7. The VCCO shall open the informal sealed bids twenty-four (24) hours after the specified due date and time. The bids will be opened and read publicly in the Procurement Services Department.

8. If the low cost is deemed by the University to be unfair and unreasonable, or upon due diligence by the

University it is determined that no pre-qualified contractors in the required trade(s) exist, or were not willing to submit a quotation, the University may seek project pricing via use of the competitive formal sealed Invitation for Bids (“IFB”) process.

SUBJECT: Notice of Pre-Qualified Skilled Trade Contractors

9. The VCCO shall issue the award by using DEB forms CO-9.1 (Notice of Intent to Award), CO-9 Form (Construction Contract), and CO-9.2 (Notice to Proceed), and by issuing an eVA Electronic Purchase (EP) order.

10. The VCCO will create the PR in eVA and maintain copies of the quotes received, signed CO-9, tabulation, etc. for audit / documentation. The awarded EP will be issued in eVA.

11. The Contractor shall begin the work as stated in CO-9.2. The typical work hours shall be between 7 AM to 5 PM, Monday through Friday, unless otherwise approved by the University.

d) PREVAILING WAGE GUIDANCE:

a. Pursuant to Virginia Code § 2.2-4321.3, any Request for Quotes for a single project with an estimated cost equal to or greater than $250,000 shall include a Prevailing Wage determination issued by the Department of Labor and Industry (“DOLI”) and shall be specific to the associated project.

b. For those quotes “Prevailing Wage” shall mean the rate, amount, or level of wages, salaries, benefits, and other remuneration prevailing for the corresponding classes of mechanics, laborers, or workers employed for the same work in the same trade or occupation in the locality in which the public facility or immovable property that is the subject of public works is located, as determined by the Commissioner of Labor and Industry on the basis of applicable prevailing wage rate determinations made by the U.S. Secretary of Labor under the provisions of the Davis- Bacon Act, 40 U.S.C. § 276 et seq., as amended.

c. The awarded Contractor for projects requiring the Prevailing Wage provisions shall be responsible for the guidance provided by DOLI.

e) BONDING REQUIREMENTS FOR PROJECTS:

At the request of the Contract Administrator, any project may include a requirement to provide a (i) Bid bond with solicitation response, and (ii) Performance and Payment bonds after award. If so required, the successful Contractor will be required to furnish the Performance and Payment bonds in the amount of the project price as security for faithful performance of the work in strict conformity of the contract. Such bonds shall be submitted prior to the commencement of any work, but in each case no later than ten (10) calendar days from request. The surety on such bonds shall be duly authorized to do business in the Commonwealth of Virginia and satisfactory to the University and shall remain in force throughout the completion of the specific project. The cost of each bond requested shall be submitted as a separate line-item cost in the associated project response(s), and upon approval by General Counsel shall be reimbursed as a separate line item under the purchase order.

f) CONTRACT GOVERNANCE:

On a project-by-project basis, as specified herein, the governing contractual documents delineating obligations and responsibilities by and between the University and the Contractor(s) for any project order award shall consist of (i) the project order notification(s), (ii) the Contractor’s response to same, (iii) DEB’s (a) CO-7 Form, incorporated by reference General Conditions of Construction Contracts and, (b) CO-9 Form - Construction Contract, and either a completed PCARD transaction, as allowed herein, or the issue of an eVA Purchase order.

Neil Cutler, CPPO, VCCO

Procurement Manager, Procurement Services

NOTICE OF PRE-QUALIFIED SKILLED TRADE CONTRACTORS