QQ-2027-10-_Addendum-Q&A.pdf

QQ 2027-10-ADM

Questions & Answers

Quick Quote Request

QQ-2027-10-ADM ADDENDUM #1

Issue Date: October 21, 2026

County of Frederick, Virginia

FINANCE DEPARTMENT

107 N. Kent Street, 3rd Floor Winchester, VA 22601 Phone: (540) 665-5610 www.fcva.us/purchasing

PROJECT IDENTIFICATION:

Board Room Area Drop Ceiling Tile Replacement

Frederick County, Virginia

This addendum is hereby made a part of the above-referenced project, located in Frederick County, Virginia. Please note the following changes, information and/or instructions and submit your bid accordingly.

The following pages contain questions received and relevant answers regarding the Invitation for

Bids.

Please acknowledge receipt of this addendum by signing this form in the allotted space and enclosing it with your proposal.

Signature Title

Name

Company http://www.fcva.us/purchasing

1. Ceiling Height: What is the approximate height from the floor to the existing ceiling grid?

Approximately ten feet. The contractor is responsible for verifying all measurements.

2. Material Delivery: Can ceiling tiles be delivered directly to the Administration Building before installation and temporarily stored onsite?

Yes, Materials can be delivered to the job and stored onsite.

3. May the work be performed over multiple consecutive weekdays?

Yes, the Board Room is accessible Monday through Friday, from 6:00 a.m. to 5:00 p.m. All work must be performed during these hours. Weekend work is not permitted.

4. Could you clarify the requirement for all work to be reinstalled and fully operational by

5:00 PM daily?

The contractor is responsible for cleaning the job site daily and reinstalling all ceiling tiles removed that day, without exception. The Board Room remains in use and must be clean and fully operational at the end of each business day.

5. Is the room scheduled for use after 5:00 PM?

Yes, the Board Room is regularly scheduled for meetings on weekdays after 5:00 p.m.

6. Could you provide the ceiling tile size and photos of the room?

Ceiling tiles shall be 24” × 24”, Armstrong Cirrus Classic Step 15/16” Tegular, Item No. 591, or an approved equivalent. Refer to the photos in Question 9.

7. I would like to confirm whether our license and classifications are sufficient to participate in this bid. We hold: Class A Contractor’s License, Home Improvement Contractor

(HIC), and Residential Building Contractor (RBC)?

A Class A contractor’s license with Home Improvement Contractor (HIC) and Residential

Building Contractor (RBC) designations does not satisfy the licensing requirements for this project. The contractor must hold an appropriate commercial classification or specialty, such as

Commercial Improvement Contracting (CIC) or Commercial Building Contractor (CBC), to perform the work.

8. Can you please confirm that the number of drop ceiling tiles is approximately 300, because my count was closer to 400 including the ones in the executive conference room.

Would there be a provision for billing for additional tiles if the final count significantly exceeds 300?

The estimated quantity is revised to approximately 425 ceiling tiles, more or less, including those in the Executive Conference Room. Bidders are responsible for verifying tile quantities and including the full scope of work in their quoted price. Any additional work requiring a price adjustment must be authorized through an approved change order before it is performed.

9. Photographs: Could you provide a few photographs showing the existing ceiling and room layout to assist with estimating?

10. Is suspension-grid repair or replacement included, and how should concealed damage be priced or handled?

The existing ceiling grid shall remain in place. Any concealed conditions or damage requiring repair shall be addressed through a change order approved before the additional work begins.

11. Is a hazardous-material survey available for the existing ceiling materials?

There is no hazardous material survey available.

12. Are there daytime meeting blackout periods, access/lift restrictions, or County

IT/electrical coordination requirements affecting equipment handling and daily restoration?

Any blackout periods will be coordinated with the contractor. Coordination with IT and electrical personnel will be required. There are no restrictions on access or lift use.

13. The Price Page asks for completion time in calendar days. Should this run from notice to proceed, and is there a maximum completion period, taking material lead time into account?

Provide your anticipated completion period, accounting for all factors, including material lead time. The completion period begins upon issuance of the Notice to Proceed.

14. The payment acknowledgement mentions up to 30 days for ACH/check processing, while the general terms state Net 45. Which payment period controls?

The County’s General Terms and Conditions govern payment terms. Payment shall be made within forty-five (45) days in accordance with the Net 45 provision.

15. If hard-copy submission is used, please confirm the delivery office, envelope markings, and required number of copies.

The preferred method is through eVA and if an award is made, eVA registration is required. If you intend to submit a hard copy, quotes will be received by Karen Orndorff, Purchasing Manager at the Frederick County Finance Department, 3rd Floor, 107 N. Kent Street, Winchester, Virginia, 22601, through the due date and hour shown on the solicitation (local prevailing time).

16. If publicly available, is there a budget range indicating whether the anticipated project value is below $100,000?

Because this is a quick quote, the anticipated cost of the project is under $100,000 otherwise an unsealed IFB would be the required method.

17. Could the County please advise whether any existing Board Room floor/ceiling plan, ceiling grid layout, approximate room dimensions, photographs, known ceiling-mounted equipment counts, or verified replacement tile count can be shared with all prospective bidders? If no such documentation exists, would a limited alternate measurement visit be possible, subject to

County scheduling and procurement rules?

The original ceiling plan is attached as part of this addendum. No additional site visits will be scheduled.

18. Must evidence/certificates of general liability (including Frederick County as additional insured), workers' compensation/employer liability, and automobile liability accompany the October 28 quotation? Or are these furnished by the selected contractor after award but before mobilization?

You must complete the form acknowledging that you will meet the stated requirements and submit with your bid. The required supporting documents must be provided once an award is made.