INVITATION FOR BIDS

IFB No. B130250-VR

Issue Date: 10/27/2026

County of York, Virginia

CENTRAL PURCHASING

120 Alexander Hamilton Blvd.

Yorktown, VA 23690

Phone: (757) 890-3680 https://www.yorkcounty.gov/571/Central-Purchasing

The Central Purchasing office of the County of York, Virginia, as agent for The County of York, Virginia

(“County”), will receive sealed bids for the below described goods/services, subject to the conditions and instructions specified herein.

Title/Project:

Parks & Recreation Office Renovation

Pre-Bid Meeting A Pre-Bid Meeting is not scheduled for this solicitation.

Bids Due: November 30, 2026, at 3:00PM

Method of Bid

Submittal

Submittal requirements shall be as specified in Section B.2.b. to the Central

Purchasing Office. No exceptions.

DO NOT SUBMIT YOUR RESPONSE THROUGH eVA. Only paper responses submitted directly to Central Purchasing, or emailed responses sent to bid@yorkcounty.gov, will be considered. Do not email your response to the

Contract Officer.

Bid Reading: Bids will be opened and announced by Central Purchasing staff office as specified in

Section B.4. The bid reading will occur fifteen minutes after the deadline for submittal of bids, and may be observed in person or via TEAMS. See section B.4.

Questions: Questions or comments related to this solicitation shall be directed to the Contract

Officer not later than 1:00 p.m. on 11/19/2026. All questions shall be submitted in writing (email is preferred). Telephone inquiries will not be accepted.

Contract Officer: Victor Robinson – Buyer -I victor.robinson@yorkcounty.gov

The County of York, Virginia (the “County”) is seeking bids from qualified firms (the “Bidder”, “Vendor” or

“Contractor”) to furnish the goods and/or services described herein, for submittal to the County as specified above. This solicitation is posted on eVA, Virginia’s eProcurement Portal (www.eva.virginia.gov) and is available for free download.

A direct link to all York County solicitations on eVA is available on Central Purchasing webpage

(https://www.yorkcounty.gov/571/Central-Purchasing) by selecting “Solicitations” from the left side bar. Bidders and potential subcontractors may communicate and collaborate using the B2B Connect tab on the eVA solicitation webpage.

mailto:bid@yorkcounty.gov http://www.eva.virginia.gov/

Parks & Recreation Office Renovation IFB No. B130250-VR

For purposes of this solicitation, the following definitions shall apply:

“County”: County; County of York, Virginia; or any of its departments, agencies or its officials, officers, employees, agents and volunteers, including specifically, but not limited to, the York County School Board, the

York-Poquoson Department of Social Services, Constitutional Officers, the York County Library, or any other governmental entity for which the County is acting as agent.

“Contractor”: The legal entity to whom an award is made as a result of this solicitation.

Table of Contents

REQUIREMENTS

Section A – Specifications/Scope of Work

Section B – Bid Process Section C – Contract Specific Terms and Conditions Section D – General Terms and Conditions

EXHIBITS

Exhibits are provided for reference; do not complete or return them with your bid.

A Sample Contract is provided as an Exhibit.

Exhibits within the Contract shall include:

A. Bidder’s Bid

B. Certification of Compliance with Immigration Laws and Regulations

C. Insurance Requirements

D. Plans and Drawings

SUBMITTAL DOCUMENTS

Form A: Bid Form (Include responses to all sections)

Form B: SWAM Information

Form C: References

Form D: Proprietary Information

Form E: Insurance Carrier Acknowledgement

REQUIREMENTS

SECTION A

SPECIFICATIONS/SCOPE OF WORK

1. PURPOSE: The purpose of this Invitation for Bids (IFB) is to solicit bids from Contractors and to establish a contract with Contractor to furnish/provide an office expansion to the County, in strict accordance with the terms and conditions, specifications and other documentation provided herein, and as enumerated in the resultant Contract, all of which are incorporated herein by reference. to the County, in strict accordance with the terms and conditions, specifications and other documentation provided herein, and as enumerated in the resultant Contract, all of which are incorporated herein by reference.

2. SPECIFICATIONS / SCOPE OF WORK:

Floor Plan Construction

Finishing new wall framing and baseboard, to include patching and drywall

• Installation of new doors and frames, to include priming and painting

• Painting of select new and existing walls

• Complete finishing of existing walls, to include receptacle/light switch covers

Ceiling Plan Construction

• Construction of new 2’x2’ and 2’x4’ hanging ceiling and supports

• Construction of new light fixtures and miscellaneous structures, including exit lights, floodlights, and occupancy sensors

HVAC Plan Demolition

• Removal of existing flex supply duct and preparation of duct for future connections

• Removal and cleaning of existing supplies and return diffusers

• Relocation of existing supply and return diffusers

HVAC Plan Construction

• Construction of new flex duct

• Connection of new flex ductwork to existing HVAC unit

• Installation of new 2’x2’ supply and return diffusers

• Reinstallation of existing supply and return diffusers

The following are optional, additive services as part of the requested scope. The County requests a quote for each additive bid service outlined below and may choose to add any or all the services to the total project scope:

Additive Bid 1: General Demolition

• Removal of existing doors and frames

• Removal of tiled wall • Removal of existing standard wall and baseboard

• Removal of existing 2’x2’ and 2’x4’ hanging ceiling, supports, and insulation

• Removal of existing light fixtures and assorted receptacles, including all associated wiring and boxes

• All other required demolitions not explicitly covered in the Scope of Work

Additive Bid 2: Construction Framing

• Installation of new receptacles, light switches, and data outlets in Area B; to include conduit, pull string, and gang box

• Running new receptacle and light switch wiring in Area B to existing panel; all data wiring to be run by third-party contractor

• Installation of metal wall framing, including studs, bottom plate and top plate in Area B

Detailed requirements of the Scope of Work are specified in the Drawings electronically posted with this solicitation.

A single award will be made to the lowest responsive and responsible Bidder and shall be based on the TOTAL BASE BID PRICE

End of Section A

SECTION B

BID PROCESS

1. eVA REGISTRATION

a. In order to participate in County of York solicitation opportunities, Bidders/Offerors are not required to be registered in eVA. However, because the County uses eVA to post awards, eVA registration by the selected firm(s) may become necessary. Award of a County of York contract as a result of this solicitation will not result in the assessment of a fee from eVA.

b. eVA registration provides access to many free services and tools including automated placement on bidders lists and email/fax notifications for business opportunities with Virginia State Agencies, Colleges and Universities, as well as many Local Governments.

c. DO NOT SUBMIT YOUR RESPONSE THROUGH eVA. Only responses submitted directly to Central Purchasing will be considered.

2. BID PREPARATION AND SUBMISSION REQUIREMENTS

a. Direct contact with anyone other than the County of York, Virginia Central Purchasing office, including other County offices or other contractors and consultants of the County, regarding this Invitation for Bids is expressly forbidden except with the permission of the Contract

Officer. Violation of this directive may result in a determination that the Bidder is ineligible for award.

b. Bids shall be submitted as specified below, other methods are not allowed.

1. Sealed Bids shall be delivered to the Central Purchasing office, located on the second floor of the Finance Building, 120 Alexander Hamilton Blvd., Yorktown, VA 23690, between the hours of 8:15 am and 5:00 pm, Monday through Friday.

The following information should be written on the outside of the submittal envelope or package:

• Bid Number

• Title of Bid

• Submittal Deadline Date and Time

• Bidder’s Name

2. If the building is closed to visitors, call 757-890-3882 and Purchasing staff will meet you at the building’s front door (Fire Exit) to receive your bid.

3. If the building is closed to both visitors and Central Purchasing staff (i.e.: snow closing), then bids shall be accepted on the next business day of Central Purchasing at the originally scheduled time.

NOTE: Direct contact with anyone other than the County of York, Virginia Central Purchasing office, including other County departments or the County’s consultants, regarding this Invitation For

Bids (IFB) is expressly forbidden except with the permission of Central Purchasing’s Contract

Officer.

Violation of this directive may result in a determination that the Firm is ineligible for award.

4. In addition to delivery by the Bidder as described above, bids may be delivered by USPS, UPS, FedEx, etc., however the County assumes no responsibility for misrouted documents, and will not consider them if they are received in the Central Purchasing office after the specified date and time deadline.

5. Alternatively, bids may be submitted electronically to bid@yorkcounty.gov, using the Bid

Number as the “Subject Line”. File size is restricted to 25MB. A “paper” copy is not required.

Do not email your response directly to the Contract Officer. The County shall not be responsible for misrouted email (ie: mail delivered as SPAM; sent to an alternative email account; undeliverable due to file size; etc.).

c. Bids will not be accepted if submitted by any other method than as specified in “b” above.

d. All bids shall be submitted on and in accordance with this form. Failure to return required documents and information specified herein may result in a determination that the bid is non-responsive. All costs associated with preparing a bid are the Bidder’s responsibility.

e. The solicitation document as posted by Central Purchasing shall be considered the official copy. In the case of any inconsistency between bid documents submitted to the County but not clearly listed on the exception page of the document as an exception by the Bidder, the language of the official copy shall prevail. Furthermore, any exception or changes to the specifications made by the Bidder may be caused to disqualify the bid from award consideration.

If this solicitation requests information in an electronic format, all electronic files uploaded must be in a common format accessible by software programs the County uses. Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft

Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Bidders will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Bidders will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches. The County may disqualify any Submittal Response that does not meet the criteria stated in this paragraph.

f. Bids must be received by Central Purchasing as specified on page one of the IFB [or as adjusted per

Section B.2.b.3, or by addendum]. It is the responsibility of the Bidder to see that his bid is received by Central Purchasing staff by the specified time and date. Date of postmark will not be considered.

If no timely bids are received by the specified date/time, the County’s Purchasing Agent may, at its sole discretion, consider a late submittal.

g. The County’s receipt of a bid document is not to be construed as a determination that the bid document is responsive, nor shall receipt of a bid document be construed as an award or an order to provide goods or services.

h. All bids must be signed by an officer or employee having the authority to sign on behalf of the firm.

i. Prices shall be stated in units of quantity specified. No additional charges shall be passed on to the

County, including any applicable taxes, delivery, or surcharges. Prices quoted shall be the final cost to the County.

j. All prices and notations should be in ink or typewritten. Mistakes may be crossed out, and corrections made in ink and must be initiated and dated in ink by the person signing the bid.

k. Prices shall be entered on and in accordance with the bid form. In case of an error in the calculation of cost based on multiple units of the same item, the unit price shall govern, and the correct amount will be calculated by the County. In case of an error in the total cost, the individual line items shall govern, and the summation will be calculated by the County. When included on the bid form, failure to provide unit pricing may result in a determination of non-responsiveness.

l. The Terms and Conditions in this Invitation For Bids shall supersede any terms and conditions of the Bidder’s bid. Any additional conditions a Bidder intends to be considered must be submitted as part of the bid and be indicated on the Exceptions section of the Bid Form. Such exceptions may result in the bid being determined non-responsive.

m. The Specifications, Scope of Work, Item Descriptions, etc. shall supersede any additional writings submitted by the Bidder. Such writings shall be clearly marked and noted by the Bidder on the exception page.

mailto:bid@yorkcounty.gov

n. All materials specified shall have been determined to have characteristics appropriate for the purposes of this Project.

Where any item of equipment or material is specified by proprietary name, trade name, catalog reference, or name of one or more manufacturers, without the addition of such expressions as "or equal," it is to be understood that those items are so specified for reasons of standardization in maintenance and operation, or for reasons of obtaining desirable features best suited to the requirements of the Specifications. This specific equipment shall form the basis of the Bid and be furnished under the Agreement. When the drawings or specifications specify one or more manufacturers' brand names or make of materials, devices or equipment as indicating quality, style, appearance or performance, the Bidder shall base their bid on either one of the specified brands, and only the specified items shall be used (No Substitute).

However, in the event that the clause “or equal” is used in the specifications pertaining to the material or article, the proposed use of an article other than that specified may be considered but must be approved by the County. The burden of proof as to the comparative quality and suitability of the proposed substitute equipment, articles or materials shall be upon the Bidder, and they shall furnish at their own expense, such information relating thereto as may be required by the County.

Requests for approval of products other than specified shall be submitted in writing to Central

Purchasing a minimum of seven (7) calendar days prior to the due date and time of the bids and shall include manufacturers samples(s). Consideration will be given to bids submitted on commodities other than as specified to the extent that such action is deemed to serve best the interests of the

County. The County shall be the sole judge as to the comparative quality and suitability of proposed substitute equipment, articles or materials and their decisions shall be final and unreviewable.

If the Bidder does not indicate that the commodity they propose to furnish is other than specified, it will be construed to mean that the Bidder proposes to furnish the exact commodity described.

Post-award proposed substitutes: After contract award, a Contractor may propose a substitute item.

The Contractor shall furnish the County any such information as the County may request to evaluate the substitute item to include estimates of costs or credits, redesign, claims or schedule impacts, warranty or maintenance issues or payment of any license or royalty that could directly or indirectly result from acceptance of the substitute. Any cost or time impacts to the project schedule caused by the Contractor’s submission of a substitute shall be borne by the Contractor. Any costs incurred by the County or by the County’s Architect/Engineer in reviewing the suitability of the substitute item shall be borne by the Contractor. At i ts sole discretion, t he County may accept and allow use of the proposed substitute item or may reject the proposed item and require the use of the originally specified item.

o. The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning only the best commercial practices are to prevail and correct type, size and design are to be used. All interpretations of these specifications shall be made on the basis of this statement.

p. Bidders may request withdrawal of their bids from consideration.

Prior to the deadline designated for the receipt of Bids, a Bidder may request withdrawal of its Bids.

The withdrawal of a bid paper shall only be made by a representative of the firm submitting the Bid, who shall appear in person prior to the deadline designated for receipt of Bids. Such representatives shall furnish satisfactory identification and proof that they are authorized to withdraw from the

Bid. Telephone, e-mail, or facsimile notices will not be considered. Additions and/or deletions marked on the outside of the Bid envelope will not be considered. The request for withdrawal of a bid submitted by email must be made by email from the same email account as was used to submit the original emailed bid. The email shall be identified in the same manner that the bid was initially submitted.

After bids are opened, a bidder may request withdrawal of its bid due to error by giving notice to the Contract Officer in Central Purchasing not later than two business days after bids are publicly opened. Work papers showing evidence of error(s) may be required. Upon request, administrative withdrawal procedures will be provided that shall be used for that purpose. No Bid may be withdrawn under this section when the result would be the awarding of the Agreement on another

Bid to the same Bidder or to another Bidder in which the ownership of the withdrawing Bidder is more than five percent. If a Bid is withdrawn under the authority of this section, the remaining

Bids shall be evaluated to determine the lowest responsive and responsible Bidder. No Bidder who is permitted to withdraw a Bid shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom awarded, or otherwise benefit, directly or indirectly, from the performance of the Project for which the withdrawn Bid was submitted.

q. A bid by a Bidder certifies that they are not currently debarred or suspended by a local, state or federal government entity from doing business with that entity. If a debarment or suspension exists, supporting information shall be provided with the response. Suspension or debarment may disqualify the Bidder from award of a contract.

r. Bid submittals (including all documents, schedules, reports, plans and other attachments) shall become the property of the County of York, VA and/or any agency of the County, and/or any political subdivision for whom the County of York, VA issues this solicitation, and documents will not be returned to the Bidder.

s. DO NOT SUBMIT YOUR RESPONSE THROUGH eVA. Only responses submitted directly to Central Purchasing as specified in this solicitation document will be considered.

3. ADDENDA: Changes or supplemental instructions to this Invitation For Bids will be in the form of written Addenda. All Addenda will be posted online with this solicitation. It is the Bidder’s responsibility to check for Addenda prior to the bid due date and time to ensure that all addenda are received.

The County posts all solicitations and related addenda on eVA, Virginia’s eProcurement Portal

(www.eva.virginia.gov). A direct link to all York County solicitations on eVA is available on Central

Purchasing webpage (https://www.yorkcounty.gov/571/Central-Purchasing) by selecting Solicitations from the left side bar.

All Bidders shall acknowledge receipt of Addenda with the Bid. Acknowledgement of all Addenda shall be in the space provided on the Bid Form or by returning a copy of each signed Addendum. If all Addenda are not acknowledged, the Bid may be determined non-responsive.

4. PUBLIC OPENING AND READING OF BIDS: Bids must be received by Central Purchasing by the time specified on page one of the IFB [or as adjusted per Section B.2.b.3, or by addendum]. Fifteen minutes after the time specified for bid submittal, bids will be read aloud by Central Purchasing staff in the Finance Building’s second-floor Conference Room. The bid reading may be observed in person or via

TEAMS. During the fifteen-minute period between the bid submittal deadline and the public reading of bids, Purchasing staff performs the clerical activity of opening and printing electronically submitted bids.

Due to logistics, the activity is not streamed on TEAMS. However the public may observe it in person in the Purchasing office.

The Owner's Representative, whose duty is to open Bids will decide when the specified time has arrived. No responsibility will be attached to any such person for the premature opening of a Bid not properly addressed and identified.

As soon as practical, the County posts bid tabulations on eVA, Virginia’s eProcurement Portal. A direct link to all York County solicitations on eVA is available on Central Purchasing’ webpage

(https://www.yorkcounty.gov/571/Central-Purchasing).

5. RIGHT TO CANCEL: The County reserves the right to cancel this solicitation in its entirety at any time, to reject any and all bids, and to refrain from making an award if it is determined to be in the best interest of the County. In the event of such cancellation, rejection, or decision not to award, Bidders shall have no claim or entitlement to any costs, reimbursements, or compensation of any kind arising from or related to this solicitation. Submission of a bid confers no right to an award or to any expectation thereof.

6. EVALUATION OF BIDS: In evaluating Bids, the County shall consider the qualifications and experience of the Bidders, whether or not the Bids comply with the prescribed requirements, unit and lump sum prices, and additive/alternate bid items if requested in the Bid Form.

The County may consider the qualifications and experience of subcontractors and other persons and organizations (including those who are to furnish the principal items of material or equipment) proposed for those portions of the Work for which the identity of Subcontractors and other persons and organizations shall be submitted as specified in the Bid Documents.

The County may conduct such investigations as deemed necessary to establish the responsibility, qualifications and financial ability of the Bidders, proposed Subcontractors and other persons and organizations to do the Work in accordance with the Bid Documents to the County’s satisfaction within the prescribed time.

The Bids of any Bidder or Bidders who engage in collusive bidding shall be rejected. Any Bidder who submits more than one Bid in such a manner as to make it appear that the Bids submitted are on a competitive basis from different parties shall be considered a collusive Bidder. The provisions contained in § 2.2-4367 through § 2.2-4377, Code of Virginia, as amended, shall be applicable to all contracts solicited or entered into by the County. By submitting their Bids, all Bidders certify that their Bids are made without collusion or fraud, and that they have not offered or received any kickbacks or inducements from any other Bidder, Supplier, manufacturer or subcontractor in connection with their Bid, and they have not conferred with any public employee having official responsibility for this procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was

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7. AWARD AND EXECUTION OF CONTRACT:

A. Award of Contract:

The Contract will be awarded or the bids rejected as soon as reasonably possible, but not later than sixty

(60) days after the date of opening bids, unless the period for acceptance is otherwise extended at request of County and agreed to in writing by the Bidder, or Bidders.

A single award will be made to the lowest responsive and responsible Bidder and shall be based on the

Bid Summation of TOTAL BASE BID PRICE.

When the terms and conditions of multiple bids are provided for in the invitation to bid, awards may be made to more than one bidder.

If in the event only one bid is received and the Purchasing Agent in consultation with the using agency makes a determination that it would not be in the best interest of the County to re-bid the procurement, such determination shall be in writing and shall be provided to the approving authority when approval by other than the Purchasing Agent is required. In case of a tie bid, preference shall be given to goods, services, and construction produced in Virginia or provided by Virginia persons, firms, or corporations

(with Bidders situated within the County of York given first preference) if such a choice is available;

otherwise the tie bid shall be decided by lot. Where all Bidders are Virginia persons, firms, or corporations

(or alternatively, if all Bidders are non-Virginia persons, firms, or corporations), the tie shall also be decided by lot. See York County Code Chapter 2.1.

A notice of award will be posted with the original solicitation on eVA, Virginia’s eProcurement Portal

(www.eva.virginia.gov ). A direct link to all York County solicitations on eVA is available on Central

Purchasing webpage (https://www.yorkcounty.gov/571/Central-Purchasing) by selecting Solicitations from the left side bar.

The County reserves the right to reject any and all bids, including if the County determines any of the bid prices are significantly unbalanced to the potential detriment of the County, and to waive any informality, if it is determined to be in the best interest of the County. Unless canceled or rejected, a responsive bid from the lowest responsible Bidder shall be accepted as submitted; except if the bid from the lowest responsible Bidder exceeds available funds, the Purchasing Agent may negotiate with the apparent low

Bidder to obtain a contract price within available funds.

A Bidder may protest the award or decision to award by submitting such protest in writing to the

Purchasing Agent no later than ten (10) days after the award or the announcement of the decision to award.

No protest shall lie for the claim that the selected Bidder is not a responsible Bidder. The written protest shall include the basis for the protest and the sought of relief.

B. Entering Contract:

Upon award of the solicitation to a Bidder, such Bidder shall enter into the Contract by signing the

Contract and the Certificate of Insurance with Endorsement(s) within ten (10) calendar days after the date of the award. Failure to provide the document(s) within this period may be cause for the County to award a contract to the next responsive Bidder and hold the original Contractor liable for excess costs.

No contract shall result from the submission of any bid, and no liability shall accrue with respect thereto until a written contract and accompanying documents have been fully and completely executed on the part of the successful Bidder and the County.

8. DEBRIEFING

Bid and proposal records shall be open to public inspection only after award of the Contract. Unless the

County decides not to accept any bids or not to accept any of the proposals and reopen the solicitation, any Bidder may be allowed to inspect the bid records after bid opening, and any offeror may be allowed to inspect the proposal records after the evaluation and negotiation of proposals are completed, and prior to award.

Inspection of the records shall be made available in the office of Central Purchasing for public review.

Interested parties may request a review time during normal business hours, 8:15 a.m. – 5:00 p.m., Monday

-Friday. The Purchasing Agent reserves the right to limit the duration of inspection reviews to not more than sixty minutes per review; multiple reviews are allowed. Until available to the public, no copy, photograph, or any other facsimile of a procurement record shall be allowed.

A notice of decision to award or award will be posted with the original solicitation on eVA, Virginia’s eProcurement Portal (www.eva.virginia.gov). A direct link to all York County solicitations on eVA is available on Central Purchasing’s webpage (https://www.yorkcounty.gov/571/Central-Purchasing) by selecting Solicitations from the left side bar.

SECTION C

CONTRACT SPECIFIC TERMS AND CONDITIONS

1. QUESTIONS: Questions regarding this Invitation for Bids (IFB) must be received prior to the date and time posted on the cover page.

2. CONTRACTOR QUALIFICATIONS: Contractor shall have the capability in all respects to fully perform the services or provide the goods specified and have the experience necessary to assure good faith performance of the contract.

`In order to qualify for the work of this project, Contractor’s primary business shall be Building / Office/

Expansion Renovations and Contractor must have been in this business for a minimum of four (4) full years. Contractor shall have a current Virginia Class A Contractors License. Contractor must have successfully performed a minimum of three (3) projects of similar scope and scale to this project within the past four (4) years.

To demonstrate their qualifications to perform the Work, each Bidder shall be prepared to submit further written satisfactory evidence that the Bidder has sufficient experience, necessary capital, materials, machinery and skilled workers to complete the Work. If financial statements are required, they shall be of such date as the Owner shall determine and shall be prepared on forms acceptable to the Owner. The Owner may make such investigations as deemed necessary to determine the ability of the Bidder to perform the Work. The Owner's decision or judgment on these matters shall be final, conclusive and binding.

3. SUBCONTRACTS: All of the services required hereunder shall be performed by the Contractor. No portion of the required services shall be subcontracted without prior written consent of the Owner.

Should written consent be given, Contractor shall ensure subcontractors’ compliance with regard to the proper classification of workers as either employees or independent contractors as well as take the necessary steps to ensure subcontractors adhere to all applicable wage payment laws.

4. METHOD OF AWARD: The County will make a single award, based on the TOTAL BASE BID

PRICE to the lowest responsive and responsible Bidder.

5. CONTRACT/AGREEMENT: Following award, a contract will be executed between the Bidder and the County. A sample contract is included in this Invitation for Bids. Do not return the sample contract with the bid; it is provided for informational purposes only.

6. CONTRACT MODIFICATIONS: Any modifications made to the Contract must be approved by the

Central Purchasing office in advance.

7. TOTAL BASE BID PRICE CONTRACT: It is agreed and understood that the Contract is awarded as a TOTAL BASE BID PRICE, and that the Contract scope is inclusive of all materials, labor and equipment necessary to complete the Work in accordance with the Contract documents. Prior to submitting a bid, the Bidder shall field verify the actual linear footage of the project and shall make its own determination as to the quantity of material, labor and equipment needed.

8. CHANGES IN THE WORK: The Owner may at any time, as the need arises, order changes within the scope of the Work without invalidating the Agreement. If such changes increase or decrease the amount due under the Contract Documents, or in the time required for performance of the Work, an equitable adjustment must be authorized by an approved Change Order. No change in the scope of work or quality of materials will be accepted unless authorized by a change order approved and signed by the County Administrator/Purchasing Agent and the Contractor and processed through County Central Purchasing. Any extra work done without such written authority shall be considered unauthorized work done at the expense of the Contractor.

A. The Contract Price and Contract Time may be changed only by a Change Order, approved by the

Owner prior to the performance of the Work by the Contractor or granted by the Owner upon written Notice by Contractor. The value of any Work covered by a Change Order or of any claim for increase or decrease in the Contract Price or Contract Time.

B. Whenever changes, alterations, additions, omissions, or revisions are called for by the Owner for which the necessary Drawings and details have been completed and submitted to the Contractor, or when changes, alterations, additions or omissions are clearly given in writing to the Contractor, the Contractor is to submit an itemized statement of quantities and prices incidental to such revisions, changes, additions and omissions.

C. The Owner may at any time order minor changes within the scope of Work by issuing a Field

Order. The Contractor shall proceed with the performance of any changes in the Work so ordered by the Owner unless the Contractor believes that such Field Order entitles the Contractor to a change in Contract Price or Time or both, in which event the Contractor shall give the Owner

Notice thereof. The Contractor shall not execute such changes pending the receipt of approval from the Owner.

D. If any item in the Agreement is determined to be unnecessary for the proper completion of the

Work contracted, the Owner may, upon written Notice to the Contractor, eliminate such item from the Agreement. Payment will not be made for such item except that the Contractor shall be compensated for the actual cost of any Work performed for the installation of such item and the net cost of materials purchased, including freight and tax costs, as evidenced by invoice. No additional compensation will be made for overhead or anticipated profit.

E. The Contractor shall not be entitled to any adjustment in the Contract Price or Contract Time due to any condition or alleged condition if:

1. The Contractor knew of the existence of such conditions at the time the Contractor made a final commitment to the Owner in respect of Contract Price and Contract Time by the submission of a Bid; or

2. The existence of such conditions could reasonably have been discovered or revealed as a result of any examination, investigation, exploration, test or study of the site and contiguous areas required by the Contract Documents to be conducted by or for the Contractor prior to the Contractor making such final commitment.

9. DELIVERY OF GOODS/SERVICES: All items are to be delivered within 60 calendar days from the date of the order (release) unless otherwise specified.

DELIVERY, TRANSPORTATION AND PACKAGING: Except when otherwise specified herein, all items shall be F.O.B. Destination to any point within the County of York, Virginia, or as may otherwise be specified herein. Freight shall be prepaid by the Contractor and included in the bid price. By submitting a bid, the Bidder/Offeror certifies and warrants that the price offered for F.O.B. Destination 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. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers should be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

10. SCHEDULING AND DELAYS: The parties to a Contract resulting from this IFB acknowledge that all or part of the Work to be performed hereunder may be delayed and extended at the option of the

County. Such delays may be caused by delays, denials and modifications of the various state or federal permits, or for other reasons. The County shall not be required to pay any of the Contractor’s direct or indirect costs, or claims for compensation, extended overhead, or other damage or consequential damages arising out of or related to any delays or interruptions required or ordered by the County. If the County delays the Project for any reason for a continuous period of ninety (90) days or more, the

County and Contractor will negotiate a mutually agreeable adjustment to the Contractor’s award amount.

11. METHOD OF ORDERING: The Contractor shall provide the goods or services requested upon receipt of a Purchase Order.

12. INVOICING: The purchase order number shall be included on each invoice and packing slip. Failure to include this information will delay payment. Invoices shall be sent to the address specified on the

County issued Purchase Order or Contract.

13. PAYMENT: Payment will be authorized following receipt of a valid invoice (including Purchase Order

Number, Line-Item Number(s), Description of Goods and Services, Unit Prices, Total Price) and delivery of goods or completion of services according to specifications and subject to inspections.

14. PAYMENT TERMS:

a. Payment terms shall be “Net 30 Days" unless otherwise stated in the Bidder’s bid or if otherwise negotiated. Alternate terms may be included in the bid for prompt payment of bills.

b. The payment terms stated herein must appear on the Contractor’s invoice. Failure to comply with this requirement may result in the invoice being returned to the Contractor for correction.

c. Late payment charges shall not exceed 1% per month of the invoice amount due.

d. If offered by the Bidder, a payment discount period shall be computed from the date of proper receipt of a valid invoice, or from the date of acceptable receipt of the goods and/or services, whichever is latest.

e. Invoices for goods or services ordered, delivered and accepted shall be submitted directly to the

“Invoice To” address shown on the purchase order or Contract. All invoices shall show the Purchase

Order or Contract number. Any payment terms requiring payment in less than thirty (30) days will be regarded as requiring payment thirty (30) days after invoice or delivery, whichever occurs last.

However, this shall not affect bid terms or discounts for payment in less than thirty (30) days.

15. EQUIPMENT: Any equipment delivered must be standard new and unused equipment, latest model, except as otherwise specifically stated in the bid. Where any part or the normal accessories of equipment is not described, it shall be understood that all the equipment and accessories that are usually provided in the manufacturer’s stock model shall be furnished.

16. WARRANTY: The Bidder warrants the goods/services furnished to be of the highest quality and be free from defects for a period of one year from the date of delivery or installation and shall carry the standard manufacturer’s warranty. If installed, the warranty shall include parts, labor and all return delivery costs. Replacements and repairs shall be made by the Contractor at no cost and to the satisfaction of the County.

17. GUARANTEE: All materials and equipment furnished by the Contractor and all Work involved in the

Contract shall be and the same are hereby guaranteed by the Contractor to be free from defects owing to faulty materials or workmanship for a period of 1 year after date of Final Completion of Work. All such materials and equipment, furnished by the Contractor, and all work involved in this Contract which proves defective, by reason of faulty material or workmanship within said period of 1 year, shall be replaced by the Contractor free of cost to the Owner.

18. INSURANCE: The Contractor shall maintain adequate liability insurance, which shall protect and save harmless the County of York, Virginia, and its officials, officers, employees, agents and volunteers from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workers’ compensation laws. Following award of the contract, the Vendor / Consultant shall furnish proof of said insurance prior to commencement of services. See “Exhibit C” for requirements.

As acknowledgement of understanding the insurance requirements, submitted bids should include the insurance carrier’s sign off on Form “E”. If Bidder is selected for contract award, Vendor/Contractor shall have ten (10) days from the date of the County’s request, to provide insurance documentation. Failure to provide the Certificate and forms within this period may be cause for the

County to award a contract to the next responsive Bidder and hold the original Vendor/Contractor liable for excess costs.

19. WORKSITE DAMAGES / REPLACEMENT OF DAMAGED PROPERTY: The Contractor shall replace or repair any property damaged by Contractor, subcontractor(s), or their employees and/or agents, including but not limited to any damages to finished surfaces, existing structures, fences, trees, plants, grass, walks, drives, and building surfaces, without limitation. Contractor shall restore to its original condition any real or personal property, equipment or material whether that of the County’s or belonging to a private party, that is damaged as a result of work associated with this Project. All such repairs and/or replacements shall be to the County’s satisfaction, at no cost to the County, and at the

Contractor’s sole expense.

20. SUPERVISION: The Contractor shall supervise and direct the Work, and shall be solely responsible for the means, methods, techniques, sequences and procedures of construction. The Contractor shall employ and maintain on the Project a qualified supervisor who shall have been designated in writing by the Contractor as the Contractor’s representative at the site. The supervisor shall have full authority to act on behalf of the Contractor and all communications given to the supervisor shall be the same as if mailed to the business address of the Contractor. The supervisor or a designated representative shall be present on the site at all times as required to perform adequate supervision and coordination of the Work.

The Contractor shall notify the County in writing prior to any change of supervisor and receive the

County’s approval for the replacement.

21. PROJECT COORDINATION: The Work of this Project occurs at an existing, occupied building;

therefore, all areas inside the building will be in use by the County at all times during the Contract period. Contractor shall maintain safe ingress and egress for County, County’s employees, the public and others at all times. Contractor shall coordinate the Work with the County as necessary to lessen the impact upon the County’s operations to the least amount practicable.

22. EMERGENCIES: In emergencies affecting the safety of people, or the Work, or property at the site or adjacent thereto, the Contractor, without special instruction or authorization from the Owner, shall act to prevent threatened damage, injury or loss. The Contractor shall give the Owner prompt Written

Notice of any significant changes in the Work or deviations from the Contract Documents caused thereby. Any compensation, claimed by the Contractor on account of emergency work, shall be determined by agreement between the Owner and the Contractor, and a Change Order shall be issued to document the changes.

23. MISCLASSIFICATION OF WORKERS PROHIBITED: The Contractor and its subcontractors shall appropriately classify all workers as employees or independent contractors, pursuant to law, guarantee and hold harmless the County from any liability arising from Contractor’s failure to do so.

24. MISCELANEOUS TERMS:

a. The Contractor and its personnel shall always conduct the work so as to be cognizant and respectful of the nearby businesses and neighbors. Do not create undue noise or nuisances during course of work. All contractor-owned, subcontractor-owned and labor force personally owned vehicles, plus all delivery vehicles, shall be operated in a safe and lawful manner on streets and nearby areas, aware of children playing. Excessive noise, loud music, vulgar language by workers, or otherwise inappropriate conduct such as disrobing fully or down to the undergarments while in public view, while on Owner’s property will not be tolerated and may be cause for removal of personnel from the

Project site. Vulgar, lewd, rude, suggestive or otherwise inappropriate conduct, language, comments or sounds, including but not limited to whistling or catcalls, made by workers while in the presence of or around citizens, students and staff will not be tolerated and may be cause for removal of personnel from the Project site.

b. The Owner has conducted hazardous material testing in the building. Either no asbestos was identified or if asbestos was identified it is listed in the building’s management plan. If suspicious material is encountered during the work, immediately notify the Owner’s Safety Manager. The

Owner’s Safety Manager will conduct additional testing and prepare abatement specifications and procedures as required.

c. Contractor shall not have access to lounges, vending machines, restrooms or telephones in the existing facility.

d. Smoking and chewing of tobacco is not allowed on Owner’s property at any time, during the Project.

People found smoking or chewing tobacco may be removed from the construction site.

e. Possession or Use of Drugs and/or Alcohol is illegal on school property and severely punishable.

f. The Contractor shall provide port-a-john-type temporary bathroom facilities for use by Contractor’s and subcontractors’ personnel, and shall maintain these facilities in sanitary, clean working order for duration of all construction activity on the site. Construction personnel are forbidden to use interior toilets at the Owner’s at any time. Construction personnel shall not urinate or defecate outside of the temporary facilities or in public areas on or viewable from Owner’s property. Doing so is illegal and severely punishable.

g. Possession, Display or Use of firearms, Tasers, crossbows, knives or other weapons, including arrows and ammunition, is illegal on school property and severely punishable. This shall not apply to construction tools ordinarily employed in the type of work performed under the Contract.

h. The Contractor shall always protect the existing facilities during the course of construction. Any damages caused or patching needed as a result of their activities shall be repaired at no additional cost to the Owner. In general, patching, repair, and renovation work is intended to match, compliment and align with existing conditions.

i. The Contractor is to always maintain the structural integrity of the existing building. At no time is the removal or demolition of a structural element to occur without the approval of the Owner.

j The Contractor shall, to the greatest extent practicable, secure the Work against weather, providing coverage or other protection of the Work against damage by wind or rain or other weather events. In the event Contractor shall fail to provide such protection, Contractor shall be obligated to correct or remediate all damages to the Work, and to any other structure or property of which the Work is a part or to which it is affixed, to the satisfaction of the Owner, by reason of (without limitation) inundation by water, damage from wind, or any damage resulting therefrom including without limitation the growth of mold as a result of exposure of the Work or any portions thereof to the elements.

SECTION D

GENERAL TERMS AND CONDITIONS

Rev: 10/26/2023

1. ETHICS IN PUBLIC CONTRACTING: All provisions contained in County of York, Virginia

(“County”) Code Chapter 2.1 shall be applicable to all contracts solicited or entered into by the County.

By submitting its bid, the Bidder certifies that its bid is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other Bidder, supplier, manufacturer or subcontractor in connection with its bid, and that it has not conferred on any public…