COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CONSERVATION AND RECREATION (DCR)

600 East Main Street, Richmond, VA 23219

IFB127419 –(IFB-199-VSP-2027-012)

Invitation For Bid # 127419 Issue Date: August 27, 2026 Title: Occoneechee State Park– Marina Dock Cable Assessment and Repair Contract Commodity Code: 95950 Marina Services; 12035 Docks and Piers, Fixed and Floating (Including Dock Systems, Gangways, Marinas, Wharfs, etc.); 95990 Waterfront Construction Services Including Piers, Docks, Decking, etc. (Includes Maintenance and Repair);

96226 Diving Services Sealed Bids Due: 1:00PM (EST) on September 22, 2026 Locations of Service/Shipping: Department of Conservation and Recreation (Shenandoah County) Occoneechee State Park 1192 Occoneechee State Park Rd.

Clarksville, VA 23927 Sealed Bids will be received until: 1:00 PM EST, 09/22/2026, for furnishing the goods/services described herein and then opened publicly. No late bids will be accepted. Public Bid Opening by Teams meeting on 09/22/2026, 1:15 PM EST Bidders wishing to attend should email Mary.cook-jones@dcr.virginia.gov at least two business days prior to the Bid Opening to get invitation.

Mandatory Pre-Bid conference: An Mandatory pre-bid site visit will be held on 09/16/2026, 10:00 AM, at Visitor’s Center Conference Room. Please confirm attendance by emailing Mary.Cook-Jones@dcr.virginia.gov no later than (2) days prior to date to get on attendance list.

All Inquiries for Information Should Be Directed To: Mary Cook-Jones, Procurement Officer at mary.cook-jones@dcr.virginia.gov. (Contracting Officer) no later than 5:00 PM EST on 09/17/2026. Please include IFB Number Reference in the subject of the email. If the Agency concludes that questions and answers require a change in scope of work, all questions and answers will be provided by addendum to be posted on www.eva.virginia.gov. It is the responsibility of the Bidder to download the addendum to obtain the information.

Electronic Bid Submissions ONLY will be accepted for this solicitation. Complete instructions for bid submission can be found in Section III of this document. Bids submitted via email, fax or mailed WILL NOT be accepted.

In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct, and complete.

Name of Firm: Date:

Address: Signature:

City, State, Zip: Name:

eVA Supplier ID: Title:

Email Address: Telephone Number:

mailto:Mary.cook-jones@dcr.virginia.gov mailto:Mary.Cook-Jones@dcr.virginia.gov mailto:barbara.little@dcr.virginia.gov mailto:barbara.little@dcr.virginia.gov http://www.eva.virginia.gov/

TABLE OF CONTENTS

I. PURPOSE AND BACKGROUND 3

II. SCOPE OF WORK AND SPECIFICATIONS 3

III. BID INSTRUCTIONS 9

IV. GENERAL TERMS AND CONDITIONS 9

V. SPECIAL TERMS AND CONDITIONS 9

VI. METHOD OF PAYMENT 20

VII. ATTACHMENTS 20

Attachment A-Vendor Data Sheet Attachment B- Pricing Schedule Attachment C- State Corporation Commission (SCC) Form Attachment D- Proprietary/Confidential Information Identification Attachment E- Small Business Subcontracting Plan Attachment F-Commonwealth of Virginia Substitute W-9 Form (blank use separate pdf attachment) Attachment G-Online Bid Instructions Attachment H-Park Submitted Pictures Attachment I: Schematics map of Docks and Cable Location Number Attachment J: Supporting Additional Cable Repair SOW Per Cable Price List

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, status as a military family, or any other basis prohibited by state law relating to discrimination in 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 an exception should be made in that invitation to bid or request for proposal.

I. PURPOSE AND BACKGROUND: The Department of Conservation and Recreation seeks a qualified licensed contractor for a (2) Two Year Term Contract to perform an assessment of all marina and fuel dock underwater cables, the immediate replacement of (4) Four known underwater cables without tension estimated Approximately (1,000) One Thousand linear foot at the Marina and Fuel Dock and Additional Repair and Replacement of identified Cables after assessment located on the grounds of Virginia’s Occoneechee State Park, 1192 Occoneechee Park Rd., Clarksville, Virginia 23927.

II. SCOPE OF WORK/SPECIFICATIONS: Successful bidder shall provide all equipment, materials, labor, tools, supervision to perform the fuel dock and marina cable repairs within Occoneechee State Park.

A. General Requirements:

1. Attendance at the mandatory pre-bid meeting and site visit is REQUIRED to submit a valid bid. Contact Mary Cook-Jones via email (mary.cook-jones@dcr.virginia.gov) or phone (804-903-3198) to be included on the attendee list ahead of the meeting. All bidders must sign in, remain present throughout the entire meeting, and sign out for their bid to be considered responsive. This meeting will take place on September 16, 2026, at 10:00 A.M at the Visitor’s Center Conference Room at Occoneechee State Park (1192 Occoneechee Park Rd., Clarksville, VA 23927).

2. Available Work Dates and Times: Work must be scheduled in conjunction with the Park Representative no later than fourteen (14) calendar days after receipt of purchase order. The Park Representative will designate availability windows for scheduling.

Performance of work must occur within schedule timeframes approved by the Park Representative.

3. Contractor shall agree to a pre-work conference prior to the start of any assessments or repair work scheduled as a result of the award. Pre-Work Conference can be in person OR Virtual and must occur a minimum of (3) Three Days prior to the scheduled visit.

4. All services shall be performed, unless mutually agreed upon by the Contractor and the

Park Representative, during normal business house, between the hours of 8:00AM to 5:00PM Monday through Friday, except for State & Federal holidays. Contractor shall include all mobilization and demobilization of equipment to be used for project in bid price.

5. Contractor shall have and provide proof of certified diving personnel that will be used for project.

6. Contractor shall provide all labor, mobilization and material necessary to include as needed but not limited to the following items to replace Winch systems parts and cable on (4) Four identified underwater cables estimates below. The pricing unit of measure is to be the price for all additional identified replacements needed after assessments for the first 365 days of the contract award:

mailto:mary.cook-jones@dcr.virginia.gov mailto:mary.cook-jones@dcr.virginia.gov

a. (1000) One-Thousand Linear Foot price -immediate need of approximately

(4) Four each 5/8” – 6 x 25 IWRC Stainless Type 316 cut length estimated 110 to 250 ft, Continuous un-spliced cable, depending on location of cable from dock to shoreline anchor. Price per linear foot will establish price line item for other cables identified during assessment to be replaced.

b. (32) Thirty-Two each Clip price-immediate need of approximately 16-32 each cable 5/8” SS Wire Rope Clip Type 316 DF Style Body. Price per each will establish price line item for other cables or additional parts identified during assessment to be replaced.

c. (16) Sixteen each Wire Thimble-immediate need of approximately 8-16 each cable 5/8” HD Wire Thimble SS Type 316. Price per each will establish price line item for other cables or additional parts identified during assessment to be replaced.

d. (16) Sixteen each Shackle price-immediate need of approximately 8-16 each

5/8” SS SPA Shackle Type 316. Price per each will establish price line item for other cables or additional parts identified during assessment to be replaced.

e. (1) One Labor per Hour. Hourly rate for each cable replacement to be billed at actual hours performed.

f. (1) One Mobilization and travel costs, if applicable to the contract, all-inclusive per trip.

g. SOW Line item per cable installation all-inclusive of hours and all parts. To be billed at actual linear feet of the cables installed-Alternate Pricing Method and Optional bid line item by linear foot for complete per cable installation per cable. Line item will also be used for parts at cost after first 365 days if the price in parts increase.

7. The Contractor shall agree to provide labor on a time per cable inspection and/or replacement cost estimate by the hour to be billed in increments no less than One-Half Hour and bid in line item designated for hourly rate.

8. The Contractor shall agree upon award to provide the Commonwealth of Virginia with a copy of their current certificate of insurance and any required operation licensure.

B. Contract Task Requirements:

1. Contractor shall do an underwater assessment of (20) underwater Marina cables from dock winch to shoreline anchor weights and submit the corrective plan in writing.

2. Contractor shall do an underwater assessment of (6) underwater Fuel Dock cables from dock to shoreline anchor weights and submit the corrective plan in writing.

3. Contractor shall provide and replace all cable and parts to replace Marina Cable and Fuel Dock Anchor Attachment Approximately (1,000) One Thousand Linear Feet on (4) underwater cables with no tension. See Map Attachment I, Cables 6, 7, 8 & 22

a. From each winch to the corresponding shoreline anchor weight.

4. Contractor after assessment may need to replace all cable and parts on Marina and Fuel Dock Cable and Anchor Attachment of cables identified after assessment (Approximate linear feet determined after assessment) using attachment I.

a. From each winch to the corresponding shoreline anchor weight.

5. Contracts shall provide labor at rate bid in contract and parts at cost after the first 365 of the contract award provided at time of request of quote for additional cable replacements.

C. Contract Performance Requirements:

1. The Contractor shall assess cable conditions and if cables are discovered frayed, broken, not attached to weights, notify Park Representative and submit a corrective plan.

2. The Contractor shall provide New and install all parts needed as designated in the parts list. Use Type 316 stainless steel cables and associated hardware (refer to Material Requirements).

3. The Contractor shall update hardware integrity on cables discovered needing repair or replacement, replacement of all matching clips, thimbles, shackles, and associated hardware is required to be conducted simultaneously with marine-grade rated hardware.

4. The Contractor shall recalibrate tensioning and alignment, after completion of cable replacement, ensure proper load balancing and tensioning across all parallel or opposing cables to prevent skewed dock movement or premature failure.

5. The Contractor shall prevent grease, lubricants, or old hardware debris from dropping into the water body during installation and return all unused New Parts to the Park Representative.

6. Contractor shall submit a cutsheet/SOW/Price list at time of bid to include all labor, new parts check list for installation of (1) cable with all old materials removed from the dock and returned to the park for disposal. This must correspond and match the each price of the individual line items bid. (lines 1-6) This price list will be used as part of the corresponding contract for those cables currently not assessed to be repaired. See attachment J.

7. Contractor cutsheet/SOW/Price list will be requested at the time of need of replacement of assessed cables and verified then approved by park representative prior to completion of the purchase order for future cable replacements in the contract. Pricing to be held for first 365 days of contract at the each/linear foot/per hour rates.

D. Quantities: Quantities set forth in this solicitation are estimates only (linear feet), and the contractor shall supply at bid prices (linear feet) actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

E. Contractor’s Staff:

1. The Contractor shall provide an adequate number of reliable and properly trained personnel to provide the services required.

2. The Contractor shall have staff sign in if required by the designated location at a designated spot determined by the location to ensure that park staff are aware of the contractor’s presence on the park grounds.

F. INCLEMENT WEATHER: Should inclement weather conditions or problems beyond the control of the Contractor interrupt or delay service, the Contractor shall advise the park designee of the following:

1. Service stoppage or delay, and

2. Date of alternate scheduled repairs

G. Billing Specifications: Additional Charges/Price increases/online order and invoice portals.

1. The subsequent contract will be a firm-fixed price agreement. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days Pricing shall be all inclusive and shall include any Facility fees, travel and fuel surcharges.

2. Only those Service line items bid and added to the resulting contract shall be billable fees to the Commonwealth of Virginia all other fees such as finance fees or late payment fees are not allowed under the contract, and contractor agrees to Commonwealth of Virginia Payment terms and conditions 30 days net of receipt of services billable after the 30-day period of services received.

3. Contractor agrees to bill monthly for the prior month’s services or immediately following the completion of each cable or group of cable replacements and invoice separately for additional services requested on a separate purchase order such as “additional cable replacements” offered under the contract.

4. Contractor must agree that any situation arising that may prompt finance fees or late payment fees will be handled on a case-by-case basis addressed by Department of Conservation and Recreation’s Finance Office only and may be requested to be removed from the account billing depending on the addressed situation.

5. Price increases on the contract are handled at the time of request of additional cable replacement after assessment, after the first 365 days of contract.

6. Contractor must agree that online invoicing and payment processing portals are not required to be accessed by the Department of Conservation and Recreation to obtain invoices and make payments under this contract and they are viewed as a convenience to the contractor. All invoices shall be provided to the Commonwealth in the manner requested by the location and a finance contact who is provided the resulting contract will be provided to the Commonwealth.

7. Credit card processing fees are allowed, however, may not be assessed at more than 3% percent per transaction. These fees will not be reflected on the purchase order in eVA but are required to be reflected on the invoice as a separate line item at the time of invoicing.

H. Invoice(s) Format.

1. All invoices as a result of this contract must match the purchase order line item(s) being billed.

2. All invoices as a result of this contract must reflect an invoice number, invoice date, service period being billed, purchase order number, and fee description.

3. All invoices as a result of this contract must have a remittance address that is reflected in the eVA account and an option to select in the event of a late payment processing event.

NO LATE INVOICES CAN BE PROCESSED ON THE COMMONWEALTH OF

VIRGINIA CREDIT CARD.

I. Contractor Requirements

1. The Contractor shall furnish all New Materials, labor, equipment, tools, necessary to complete all work listed.

2. The Contractor shall provide an English-speaking site supervisor while on project site.

3. It is the Contractor’s responsibility to verify any information, measurements and obtain any clarifications prior to submitting the bid response. The Department of Conservation and Recreation (DCR) is not liable for any errors or misinterpretations made by the Contractor in response to this solicitation.

4. The Contractor shall obtain, possess, maintain, and comply with all applicable local, state, federal requirements such as licensing, permits, codes, laws, regulations, standards, specifications, and guidelines for providing services as identified.

5. The Contractor is responsible for maintaining all necessary insurance and licenses as required and providing documentation before work can begin. All contractor personnel shall be fully qualified, licensed and trained including but not limited to equipment being used.

6. Contractor shall be 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.

7. Contractor shall maintain a Class B or higher contractor license commensurate with the value of the final project total. Reference Section V- Special Terms and Conditions, Letter I, Contractor Registration.

8. Contractor registration is required in accordance with Section 54.1-1103 of the Code of

Virginia.

9. The Contractor shall ensure that all OSHA safety regulations are followed throughout the course of the project. The area shall be clearly marked with “work in progress signs” and/or caution tape. Proper signage usage when working in a public right-of-way or where the safety of the public must be maintained.

10. The Contractor shall be responsible for removal and legal disposal of all equipment and debris as a result of these deliveries. The Contractor shall be responsible for removing all discarded or unused material, trash, and debris off the park’s premises except where otherwise instructed herein.

11. No portion of this work shall be sublet to subcontractors without first securing written consent of the DCR.

12. The Contractor shall control all related vehicular parking within the limits of the work to preclude interference with public traffic or parking, access by emergency vehicles, Couty Operations, or construction operations. Prohibit parking on or adjacent to access roads, or in non-designated areas.

13. The Contractor shall ensure that the equipment and the use of the equipment meets all federal, state and local safety guidelines. All supplied equipment, tools and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual as applicable.

14. The Contractor shall maintain a clean work site continuously throughout the duration of the project.

15. The Contract shall show repaired equipment is mechanically working in proper working order after each repair and provide a final inspection and punch list walk through.

III. BID INSTRUCTIONS:

A. ELECTRONIC BID & Paper bid by email Submissions ONLY will be accepted for this solicitation. See Electronic Bid instructions attachment G or contact eVA Customer Care at 1-866- 289-7367 or eVACustomerCare@DGS.Virginia.gov for assistance prior to the closing date and time.

The awarded vendor shall provide a valid Certificate of Insurance (COI) prior to work beginning on any state owned or controlled property. Vendors that fail to provide a COI that meets the Commonwealth’s requirements as outlined in the Agency Procurement and Surplus Property Manual (APSPM) and Vendor’s Manual will not be allowed to commence work.

Please include with your bid the following items to be considered a complete bid package:

Attachment A-Vendor Data Sheet Attachment B- Pricing Schedule Attachment C- SCC Form Attachment D- Proprietary/Confidential Information Identification Attachment F-Commonwealth of Virginia Substitute W-9 Form (blank use separate pdf attachment) Attachment J: Supporting Additional Cable Repair SOW Per Cable Price List filled out for a one cable assessment time and materials.

Signed Cover Sheet & Any Amendment cover Signed Cover Sheet

Questions related to how to complete the required attachments should be directed to the Contracting Officer via email mary.cook-jones@dcr.virginia.gov, no later than five (5) days prior to the close of bidding to ensure that answers can be returned.

It is the responsibility of the bidder to ensure that his/her bid is submitted electronically prior to the time set for receipt of bids. Bids received after the time designated for receipt of bids will not be considered.

IV. GENERAL TERMS AND CONDITIONS: See additional attachment entitled “General Terms and Conditions.”

V. SPECIAL TERMS AND CONDITIONS:

A. 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.

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound here under only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

mailto:eVACustomerCare@DGS.Virginia.gov

C. AWARD and EVALUATION: The Commonwealth will make the award on a grand total basis for all lines 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 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 to the lowest responsive and responsible bidder. The Department of Conservation and Recreation reserves the right to conduct any test it may deem advisable and to make all evaluations. The Commonwealth also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest.

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

E. BID PRICES: Bid shall be in the form of a firm unit price as specified for the contract period.

F. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may also be terminated by the contractor, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

G. CLAIMS: The Contractor shall be responsible for the resolution of any and all damage claims presented to Department of Conservation and Recreation as a result of operations provided herein. Within 30 days of Department of Conservation and Recreation’s notification to the Contractor of a claim, Contractor shall respond in writing to the claimant and copy Department of Conservation and Recreation. Failure to properly respond to and resolve claims in a timely manner constitutes unsatisfactory performance and may result in cancellation of the contract and/or removal from the bidders’ list.

H. CONTRACTOR /SUBCONTRACOTR LICENSE REQUIREMENT: By my signature on this solicitation., I certify that this firm/individual and subcontractor is properly licensed for providing the goods/services specified. Furthermore, the contractor and subcontractors shall maintain the required license throughout the term of the contract. The contractor or their subcontractor shall immediately notify the contracting agency in writing in the event the license has been revoked.

Contractor Name: ___________________________ License #: ____________________________ Type: _______________

Subcontractor Name: ___________________________ License #: ____________________________ Type: ________________

I. 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 or more but less than $120,000, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $150,000 or more, but less than $750,000 or more, the bidder is required to be licensed as a “CLASS B CONTRACTOR.” If such a contract is over $1,000 but less than $10,000, or if the contractor does less than $150,000 in business in a 12-month period, the bidder is required to be licensed as a “CLASS C CONTRACTOR.” The board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors. The bidder/offeror shall place on the outside of the envelope containing the bid/proposal and shall place in the bid/proposal over his signature whichever of the following notations is appropriate, inserting his contractor license number:

Licensed Class A Virginia Contractor No. _______________Specialty _______________ Licensed Class B Virginia Contractor No. _______________Specialty _______________ Licensed Class C Virginia Contractor No. _______________Specialty _______________

J. ESTIMATED QUANTITIES: Estimated quantities provided within are reflective of staff gathered estimates provided by Department of Conservation and Recreation Staff. The contractor shall supply services and payments based on actual quantities delivered regardless of whether such total quantities are more or less than those shown. Factors that may contribute to the actual quantities, assessments of needs, frequencies of service and/or level of include, but are not limited to, Executive Orders, Department directives affecting changes in funding allocated for the services described in this solicitation. The quantities are estimates only and DCR does not guarantee that the contractor will perform the estimated quantities. At DCR’s sole discretion, any or all of the quantities may be added or eliminated and by signing this bid, the bidder agrees that no claims for contractor costs or damages will be allowed for an increase, decrease or elimination of the estimated quantities.

K. EXECUTION OF SERVICES: During the execution of services, the Department of

Conservation and Recreation Representative will have the authority to suspend the work wholly or in part due to the failure of the Contractor to correct conditions unsafe for the workmen or the general public; for failure to carry out orders; for such periods, as may deemed necessary due to unsuitable weather; for conditions considered unsuitable for the execution of services for any other condition or reason deemed to be in the public interest.

L. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in Multiple purchase order(s) with the applicable eVA transaction fee assessed for each order.

M. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

(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 www.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.

N. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete and shall include all applicable fees to perform the services herein; extra charges will not be allowed.

O. FEDERALLY IMPOSED TARIFFS: In the event that the President of the United States, the United States Congress, Customs and Border Protection, or any other federal entity authorized by law, imposes an import duty or tariff (a “tariff”), on an imported good that results in an increase in contractor’s costs to a level that renders performance under the Agreement impracticable, the Commonwealth may agree to an increase to the purchase price for the affected good. No increase in purchase price may exceed 25% of the additional tariff imposed on the goods imported or purchased by the contractor that are provided to the Commonwealth under this Agreement.

1. Prior to the Commonwealth agreeing to a price increase pursuant to this Section, the contractor must provide to the Commonwealth, the following documentation, all of which must be satisfactory to the Commonwealth:

a. Evidence demonstrating: (i) the unit price paid by contractor as of the date of award for the good or raw material used to furnish the goods to the Commonwealth under this Agreement, (ii) the applicability of the tariff to the specific good or raw material, and (iii) contractor’s payment of the increased import duty or tariff (either directly or through an increase to the cost paid for the good or raw material). The evidence submitted shall be sufficient in detail and content to allow the Commonwealth to verify that the tariff is the cause of the price change.

b. A certification signed by contractor that it has made all reasonable efforts to obtain the good or the raw materials comprising the good procured by the Commonwealth at a lower cost from a different source located outside of the country against which the tariff has been imposed.

c. A certification signed by contractor that the documentation, statements, and any other evidence it submits in support of its request for a price increase under this Section are true and correct, and that the contractor would otherwise be unable to perform under this Agreement without such price increase.

d. As requested by the Commonwealth, written instructions authorizing the Commonwealth to request additional documentation from individuals or entities that provide the good or the raw materials to verify the information submitted by contractor.

2. If the Commonwealth agrees to a price increase pursuant to this Section, the parties further agree to add the following terms to this Agreement:

a. During the Term and for five (5) years after the termination of this Agreement, contractor shall retain, and the Commonwealth and its authorized representatives shall have the right to audit, examine, and make copies of, all of contractors books, accounts, and other records related to this Agreement and contractor’s costs for providing goods to the Commonwealth, including, but not limited to those kept by the contractor’s agents, assigns, successors, and subcontractors.

b. Notwithstanding anything to the contrary in this Agreement, the Commonwealth shall have the right to terminate this Agreement for the Commonwealth’s convenience upon 15 days’ written notice to contractor.

c. In the event the import duty or tariff is repealed or reduced prior to termination of this Agreement, the increase in the Commonwealth’s contract price shall be reduced by the same amount and adjusted accordingly.

d. Any material misrepresentation of fact by contractor relating in any way to the

Commonwealth’s payment of additional sums due to tariffs shall be fraud against the taxpayers of the Commonwealth and subject contractor to treble damages pursuant to the Virginia Fraud Against Taxpayers Act.

P. FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owner’s representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

Q. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth.

R. MINORS ON WORK SITE: No minors, under the age of eighteen, will be allowed on the

Department of Conservation and Recreation work site(s) where this contract will be performed, except those employed by the Contractor as allowed by the Child Labor Laws of the United States government and the Child Labor Laws of the Commonwealth of Virginia.

S. MANDATORY PRE-BID SITE VISIT: Mandatory Pre-Bid conference: An Mandatory pre-bid site visit will be held on 09/16/2026, 10:00 AM, at Occoneechee State Park Visitor’s Center Conference Room.

Please confirm attendance by emailing Mary.Cook-Jones@dcr.virginia.gov no later than (2) days prior to date to get on attendance list. All Inquiries for Information Should Be Directed To: Mary Cook- Jones, Procurement Officer at mary.cook-jones@dcr.virginia.gov. (Contracting Officer) no later than 5:00 PM EST on 09/17/2026. Please include IFB Number Reference in the subject of the email. If the Agency concludes that questions and answers require a change in scope of work, all questions and answers will be provided by addendum to be posted on www.eva.virginia.gov. It is the responsibility of the Bidder to download the addendum to obtain the information.

T. NEGOTIATION WITH THE LOWEST BIDDER: Unless all bids are cancelled or rejected, the Commonwealth reserves the right granted by § 2.2-4318 of the Code of Virginia to negotiate with the lowest responsive, responsible bidder to obtain a contract price within the funds available to the agency whenever such low bid exceeds the agency’s available funds. For the purpose of determining when such negotiations may take place, the term “available funds” shall mean those funds which were budgeted by the agency for this contract prior to the issuance of the written Invitation for Bids. Negotiations with the low bidder may include both modifications of the bid price and the Scope of Work/Specifications to be performed. The agency shall initiate such negotiations by written notice to the lowest responsive, responsible bidder that its bid exceeds the available funds, and that the agency wishes to negotiate a lower contract price. The times, places, and manner of negotiating shall be agreed to by the agency and the lowest responsive, responsible bidder.

mailto:Mary.Cook-Jones@dcr.virginia.gov

U. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

V. REFERENCES: Bidders shall provide attachment A to include list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number.

W. SAFETY AND HEALTH STANDARDS: It is a condition of the contract, and shall be made a condition of each subcontract entered into pursuant to the contract, that the Contractor and any Sub-Contractor shall not require any worker employed in performance of the contract to work in surroundings or under working conditions that are unsanitary, hazardous, or dangerous to their health or safety, as determined under construction safety and health standards promulgated by the US Secretary of Labor in accordance with Section 107 of the Contract Work Hours and Safety Standards Act. The Contractor shall comply with the Virginia Occupational Safety and Health Standards adopted under Section 40.1-22 of the Code of Virginia and the duties imposed under Section 40.1-51.1 of the Code. Any violation of the requirements or duties that is brought to the attention of the Contractor shall be immediately abated.

X. STOP WORK-PAUSE CONTRACT FOR CAUSE PROBLEM RESOLUTION

PROCESS:

The Commonwealth may issue a written Stop-Work Order at any time for cause, including safety, regulatory compliance, or environmental concerns (e.g., soil erosion, water quality, endangered species, excessive damage to surroundings). Upon receipt, the Contractor shall immediately halt harvesting, secure equipment, protect felled timber, and implement environmental safeguards.

The contractor has 10 days to respond in writing to requested corrective action however stoppage shall not exceed 30 days unless extended by mutual agreement. Before expiration of the 30 days, the Commonwealth will either (i) lift the order and allow work to resume with schedule, or (ii) terminate the contract under applicable provisions in section IV-P DEFAULT and section V-F

CANCELLATION OF CONTRACT.

Y. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or 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 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

Z. SUBMISSION OF SMALL BUSINESS SUBCONTRACTING PLAN, EVIDENCE OF

COMPLIANCE WITH SMALL BUSINESS SUBCONTRACTING PLAN, AND

SUBCONTRACTOR REPORTING:

1. Submission of Small Business Subcontracting Plan: It is the statewide goal of the Commonwealth that 42% of its purchases be made from small businesses certified by DSBSD. This includes discretionary spending in prime contracts and subcontracts. All bidders are required to submit a Small Business Subcontracting Plan. The contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses. This shall include DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service-disabled veteran-owned status when they have also received DSBSD small business certification. Where it is not practicable for any portion of the goods/services to be subcontracted to other suppliers, the bidder shall note such on the Small Business Subcontracting Plan. No bidder or subcontractor shall be considered a small business unless certified as such by the Department of Small Business and Supplier Diversity (DSBSD) by the due date for receipt of bids or proposals.

2. Evidence of Compliance with Small Business Subcontracting Plan: Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution monthly reports substantiating compliance in accordance with the small business subcontracting plan. If a variance exists, the contractor shall provide a written explanation. A subcontractor shall be considered a Small Business for purposes of a contract if and only if the subcontractor holds a certification as such by the DSBSD. Payment(s) may be withheld until the purchasing agency confirms that the contractor has certified compliance with the contractor’s submitted Small Business Subcontracting Plan or is in receipt of a written explanation of the variance. The agency or institution reserves the right to pursue other appropriate remedies for non-compliance to include, but not be limited to, termination for default.

3. Prime Contractor Subcontractor Reporting:

A) Each prime contractor who wins an award greater than $100,000, shall deliver to the contracting agency or institution on a monthly basis, all applicable information for each subcontractor listed on the Small Business Subcontracting Plan that are DSBSD-certified businesses or Employment Services Organizations (ESOs). The contractor shall furnish the applicable information to the purchasing office via the

Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

B) In addition, each prime contractor who wins an award greater than $200,000 shall deliver to the contracting agency or institution on a monthly basis all applicable information on use of subcontractors that are not DSBSD-certified businesses or Employment Services Organizations. The contractor shall furnish the all-applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

AA. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency with the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

BB. TERMINATION OF CONTRACT FOR CAUSE: If the Contractor fails to provide quality goods or services in a professional manner and in accordance with applicable laws, regulations or bid provisions, solely as determined by Department of Conservation and Recreation and, upon receipt of notice from Department of Conservation and Recreation does not correct the deficiency within a reasonable period of time (not to exceed Ten (10) calendar days unless otherwise agreed to by Department of Conservation and Recreation), Department of Conservation and Recreation reserves the right to terminate the contract by giving written notice to the Contractor. Upon termination Department of Conservation and Recreation may procure the services from another contractor in accordance with the Default term within the General Terms and Conditions.

CC. USE OF PREMISES AND REMOVAL OF DEBRIS:

1. The contractor shall:

a. Perform his contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or with the work of any contractor.

b. Store his apparatus, materials, supplies, and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of his work or the work of any other contractor; and

c. Place upon the work or any part thereof only such loads as are consistent with the safety of that portion of the work.

2. The contractor expressly undertakes, either directly or through his subcontractor(s), to effect all cutting, filling, or patching of his work required to make the same conform to the drawings and specifications, and, except with the consent of the owner, not to cut or otherwise alter the work of any other contractor. The contractor shall not damage or endanger any portion of the work or premises, including existing improvements, unless called for by the contract.

3. The contractor expressly undertakes, either directly or through his subcontractor(s), to clean up frequently all refuse, rubbish, scrap materials, and debris caused by his operations, to the end that at all times the site of the work shall present a neat, orderly, and workmanlike appearance. No such refuse, rubbish, scrap material, and debris shall be left within the completed work nor buried on the building site but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

4. The contractor expressly undertakes, either directly or through his subcontractor(s), before final payment, to remove all surplus material, false work, temporary structures, including foundations thereof, plants of any description and debris of every nature resulting from his operations and to put the site in a neat, orderly condition; to thoroughly clean and leave reasonably dust free all finished surfaces including all equipment, piping, etc., on the interior of all buildings included in the contract; and to thoroughly clean all glass installed under the contract including the removal of all paint and mortar splatters and other defacements. If a contractor fails to clean up at the completion of the work, the owner may do so and charge for costs thereof to the contractor.

5. During and at completion of the work, the contractor shall prevent site soil erosion, the runoff of silt and/or debris carrying water from the site, and the blowing of debris off the site in accordance with the applicable requirements and standards of the Virginia Erosion and Sediment Control Handbook, latest edition, and of the contract documents.

6. The contractor shall not operate or disturb the setting of any valves, switches or electrical equipment on the service lines to the building except by proper previous arrangement with the owner. The contractor shall give ample advance notice of the need for cut offs which will be scheduled at the convenience of the owner.

DD. PROTECTION OF PERSONS AND PROPERTY:

1. The contractor expressly undertakes, both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property which may come on the building site or be affected by the contractor’s operation in connection with the work.

2. The contractor shall be solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

3. The provisions of all rules and regulations governing safety as adopted by the Safety Codes

Commission of the Commonwealth of Virginia, issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work under this contract.

4. The contractor shall continuously maintain adequate protection of all his work from damage and shall protect the owner’s property from injury or loss arising in connection with this contract. He shall make good any such damage, injury, or loss, except such as may be directly due to errors in the contract documents or caused by agents or employees of the owner. He shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. He shall provide and maintain all passageways, guard fences, lights, and other facilities for protection required by public authority, local conditions, any of the contract documents or erected for the fulfillment of his obligations for the protection of persons and property.

5. In an emergency affecting the safety or life of persons or of the work, or of the adjoining property, the contractor, without special instruction or authorization from the owner, shall act, at his discretion, to prevent such threatened loss or injury. Also, should he, to prevent threatened loss or injury, be instructed or authorized to act by the owner, he shall so act immediately, without appeal.