QQ JRSP Gravel.pdf

COMMONWEALTH OF VIRGINIA

Department of Conservation and Recreation (DCR) 600 East Main Street, Richmond, VA 23219

Quick Quote - 120042

SMALL BUSINESS PRIORITY SET ASIDE

Issue Date: May 11, 2026

Commodity Code: 75035 – Crushed Stone 75077 – Sand and Gravel

Bids Due: 10:00AM on May 18, 2026

Location where work will be performed: James River State Park Maintenance Area

956 Park Road, Gladstone, Virginia 24553.

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 May 12, 2026.

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

Electronic Bid Submissions in eVA ONLY will be accepted for this solicitation. Bids submitted via e-mail, fax or mailed in WILL NOT be accepted. 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.

I. PURPOSE: The intent of this Quick Quote is to obtain a fixed price bid by actual ton to furnish approximately 250 tons of 57 stone, delivered and spread in the James River State Park Maintenance shop yard.

Site Visits are optional and maybe scheduled by contacting the Park Office 434-933-4355

II. SPECIFICATIONS, SCOPE OF WORK AND DELIVERY REQUIREMENTS:

A. Specifications:

1. Contractor shall provide a fixed price bid to include the following minimum specifications for approximately 250 tons of 57 Stone that is natural stone, gray in color and excludes rubble or debris.

B. Scope of Work:

1. Contractor shall spread stone in the maintenance yard.

2. Contractor shall provide deliveries by 20-ton truck class or less only. Dump truck type, no belly dumps.

3. Contractor shall be responsible for coordinating delivery drops, as there may be more than one delivery drop location.

4. Contractor is responsible for contacting the park prior to bidding for all questions concerning distance from meet address to onsite delivery and processes of how escorts are conducted. There will be no additional compensation for wait times to group trucks to minimum/maximum escort size of 3-5.

5. Contractor must include cost of delivery in bid to 956 Park Road, Gladstone, VA 24553. Any questions about delivery location are the responsibility of the bidder at time of bid. Contractors are encouraged to contact park staff John Fury, Park Manager, at (434)-942-1339 or the office at (434)-933-4355 to review delivery requirements and/or specifications.

C. Delivery Requirements:

1. Contractor shall schedule deliveries times Monday through Friday 8:00 AM -4:00 PM

2. Contractor shall deliver within minimum product lead times and documented at time of bid. Contractor to set up delivery date within seven days after receipt of order (ARO) and all deliveries completed within a five (5) day window.

* DCR requests delivery to take place prior to May 29, 2026.

3. The Agency shall be notified 48 hours prior to delivery. Notifications shall be made to the contact listed on the purchase order.

4. The Contractor’s project coordinator is responsible to communicate with the Park Manager directly to coordinate deliveries efficiently. Contractor shall contact the park 60 minutes prior to the time of arrival of meet location at park address.

5. Contractor’s Project Manager is responsible for all communication with drivers to ensure that access schedules are met and that no wait time fees for haulers will be granted because of access restrictions.

6. Contractor shall provide all quarry tickets showing the weight of gravel deliveries at time of invoicing DCR for payment.

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

IV. 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. 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.

D. BID PRICES: Bid shall be in the form of a firm unit price for each unit during the contract period including all delivery cost and additional production fees. No additional fees will be allowed.

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

F. eVA ORDERS AND CONTRACTS: eVA Quick Quote Standard Term and Condition: The statewide electronic procurement solution (eVA) 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 solution by completing the free eVA Vendor Registration. All bidders must register in eVA failure to register will result in the bid being rejected. Any resulting order as a result of this solicitation will be subject to an eVA transaction fee in accordance with the eVA Fee Schedule; a copy of which is available at www.eVA.virginia.gov. This fee will be invoiced to your company approximately 60 days after the order issue date specified above by the Commonwealth of Virginia, Department of General Services. This public body does not discriminate against faith-based organizations.

G. 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.

H. ORDERING OPTION: The Department of Conservation and Recreation, may during the first sixty (60) days after this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract.

I. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The Agency may, at its discretion, require the contractor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.

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

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. TRANSPORTATION AND PACKAGING: By submitting their bid, all Bidders certify and warrant that the price offered is for FOB destination and includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped.

Extra charges not allowed.

M. VEHICLE REQUIREMENTS / IDENTIFICATION: All contractor vehicles shall have a current inspection and registration from that State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and operators shall be in compliance with all applicable DMV and State and Federal regulations regarding the conditions and operations of the requested vehicles. The name of the company shall be displayed on both sides of all work vehicles while performing work under this contract.

The contractor shall be responsible for having secured all equipment and materials on their vehicles when in transit to and returning from a work assignment.

N. WORKSITE 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.

O. METHOD OF PAYMENT: The Contractor shall invoice complete after completion of work or shipment of goods approved by Contact. Payment will be made under the Commonwealth of Virginia payment terms and conditions. Net 30.

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:

4. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

Years Months

5. Vendor Information: eVA Vendor ID: ______________________SBSD Cert # ______________________

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: ( ) Fax: ( )

Project:

Dates of Service: $ Value:

Company: Contact:

Phone: ( ) Fax: ( )

Project:

Dates of Service: $ Value:

Company: Contact:

Phone: ( ) Fax: ( )

Project:

Dates of Service: $ Value: