QQ 87466 MASP Paving Final.docx

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CONSERVATION AND RECREATION (DCR)

600 East Main Street, Richmond, VA 23219

Quick Quote – QQ-87466

SMALL BUSINESS PRIORITY SET ASIDE

Bids Due: 10:00AM on February 28, 2025 Location where work will be performed: Machicomoco State Park 3601 Timberneck Farm Road. Hayes, VA 23072

All Inquiries for Information Should Be Directed To: Barbara Little, Procurement Officer at barbara.little@dcr.virginia.gov. All questions must be received via email by 10:00AM February 21, 2025.

All questions must be in writing and will be answered in writing, by email or addendum.

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 e-mail, fax or mailed in WILL NOT be accepted.

1) PURPOSE: The purpose and intent of this Quick Quote is to obtain a fixed price bid to furnish all labor, materials, tools, equipment, insurance, and supervision to install asphalt pavement to complete a paved walking path on the grounds of Machicomoco State Park.

2) SCOPE OF WORK:

a) General Requirements:

i) Attendance at the mandatory pre-bid meeting and site visit is REQUIRED prior to bidding. This meeting will take place on February 18, 2025, at 10:00AM local time at the Machicomoco State Park, Visitor Center, 3601 Timberneck Farm Road, Hayes, VA 23072. Attendees must sign in to have their attendance recorded and be present for the entire pre-bid meeting and site visit.

ii) Submit all required documents.

(1) Vendor Data Sheet

(2) Copy of applicable license/certification(s)

(3) Addendums (if any)

iii) Work Dates and Time: The work must be scheduled no later than seven (7) calendar days after receipt of award purchase order. All work must be completed within 90 calendar days after receipt of purchase order. Start date and time to be coordinated with each site contact.

iv) Contractor shall coordinate work schedule with park management prior to beginning work to ensure no user/guest conflict. Monday through Friday, except for State & Federal Holidays.

b) Specifications:

This project involves the surface preparation and installation of pavement approximately 355ft long by 8 feet wide of paved path.

i) Prepare the sub-surface with removal of 2-4” of soil, provide and install base stone and compact level.

ii) Provide and install 2.5” of SM-9.5A and compact in entire area.

iii) Melding between new section and existing section to ensure there is no trip hazard.

iv) Shoulder work should ensure a smooth transition to grass edge, add gravel material as needed, reseeding/landscaping where vegetation transition occurs.

v) Provide flagging and guidance for pedestrians around construction area throughout the length of the project.

vi) Clean all project areas.

c) Contractor Requirements:

i) The Contractor shall furnish all materials, labor, equipment, tools, necessary to complete all work listed and English-speaking supervisor while on project site.

ii) 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.

iii) 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 asphalt services as identified.

iv) Contractor is responsible for maintaining all necessary insurance and licenses as required and provide documentation before work can begin. All contractor personnel shall be fully qualified, licensed and trained.

v) 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.

vi) Contractor shall maintain a Class B or higher contractor license as specified in the Special Terms and Conditions, F – Contractor Registration.

vii) Contractor registration is required in accordance with Section 54.1-1103 of the Code of Virginia.

viii) 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.

ix) All materials must be new, unused and in good condition.

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

xi) The Contractor shall be responsible for removal and legal disposal of all debris as a result of this project. The Contractor shall be responsible for removing all discarded or unused material, trash, and debris off the park’s premises.

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

3) BID INSTRUCTIONS:

A. ELECTRONIC BID Submissions ONLY will be accepted for this solicitation. See Electronic Bid instructions attachment 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:

Questions related to how to complete the required attachments should be directed to the Contracting Officer via email barbara.little@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 assure 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.

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

5) 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. AWARD: The Commonwealth will make the award 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 less than $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 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.

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

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. 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 _______________

If the bidder/offeror shall fail to provide this information on his bid/proposal or on the envelope containing the bid/proposal and shall fail to promptly provide said contractor license number to the Commonwealth in writing when requested to do so before or after the opening of bids/proposals, he shall be deemed to be in violation of § 54.11115 of the Code of Virginia (1950), as amended, and his bid/proposal will not be considered.

If a bidder/offeror shall fail to obtain the required license prior to submission of his bid/proposal, the bid/proposal shall not be considered.

F. DELIVERY AND STORAGE: It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. The owner will not assume any responsibility for receiving these shipments. Contractor shall check with the owner and make necessary arrangements for security and storage space in the building during installation.

G. 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.

H. 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.

I. E-VERIFY PROGRAM: Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

J. 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.

K. 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 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.

L. USE OF PREMISES AND REMOVAL OF DEBRIS:

M. PROTECTION OF PERSONS AND PROPERTY:

a. 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.

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

N. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit hose available to the Commonwealth by any other clause of this solicitation. A copy of this warranty should be furnished with the bid.

O. 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.

ATTACHMENT A

Vendor Data Sheet Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Legal Business Name: ______________________________________________________

3. Vendor’s Primary Contact:

Name: Phone:

Title: Email:

Virginia Contractor License # _______________________, Class ______& Specialty _______________

6. Indicate below a listing of at least three (3) recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address and telephone number of the point of contact.

Company:

Contact:

Phone:

Project:

Dates of Service:

$ Value:

Company:

Contact:

$ Value:

Company:

Contact:

$ Value:

ATTACHMENT B

Electronic Submission Instructions

BID SUBMISSION REQUIREMENTS: Electronic bid submission only will be accepted. Bids submitted via e-mail, fax or mailed in WILL NOT be accepted. Bids will be received until the closing date and time provided in the solicitation. Any bid received after the closing date and time specified in the solicitation will not be considered.

Prior to the due date, Bidders should:

· Check the status of the solicitation in eVA at www.eva.virginia.gov by clicking on the Business Opportunities and then Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.

· Check the “Reminders” section in VBO for all attachments and documents to be completed and submitted; and

· Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Bidder’s electronic submission.

Bidders are solely responsible for reviewing, complying, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid being declared non-responsive. Changes to the solicitations forms or formats are prohibited except where clearly instructed and permitted.

Bid Submission: Electronic bid submission shall include all required documents attached. Bidder must be registered in eVA in order to submit an electronic bid. Bidders must submit one (1) complete copy of the bid and attachments.

The following are instructions for submitting an electronic bid:

a. Go to eva.virginia.gov

b. Click on “I sell to Virginia”

c. Click on “eVA Supplier Training”; and

d. Click on “Viewing and Responding to Solicitations Video”

e. Be sure to complete both the Response Information tab and the Item tab including price.

If a bidder needs assistance submitting an electronic response, the Bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov

Attachment C Project Location

Red line represents approximate locate of the paving project.

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