Algonkian Park Cabin Renovations Project Manual

INVITATION TO BID
ALGONKIAN PARK CABIN RENOVATIONS
Sealed bids will be received by mail or in person at the NOVA Parks Headquarters, 5400 Ox
Road, Fairfax Station, Virginia 22039, until the submission deadline of October 29th , 2026,
at 11:00 a.m. EST. Bids will be opened in public at the NOVA Parks Headquarters at 1:00 p.m.
Bids and bid bonds (if applicable) may be (1) submitted in person at the NOVA Parks
Headquarters, (2) sent via U.S. Mail or other delivery service, or (3) electronically transmitted
by emailing to NOVAParksBids@nvrpa.org.
Any bid received after the submission deadline as noted above will not be accepted or
considered. The time of receipt shall be determined as the time the bid is received by NOVA
Parks. Bidders are solely responsible for ensuring that their bid and supporting documents
are received by NOVA Parks by the submission deadline. Bidders may request written
confirmation of receipt of their bid.
NOVA Parks is not responsible for delays in the delivery of email, or emails misdirected to
incorrect email addresses.
For bids submitted in person or via U.S. Mail or other delivery service, bidders should:
* Label bids to the attention of the Director of Planning and Development.
* Include on the outside of the bid the name of the bidder and the project name as noted
on the cover sheet of the Project Manual.
For bids submitted via email, bidders should:
* Include in the bid email subject line the name of the bidder and the project name as
noted on the cover sheet of the Project Manual.
* Send the bid email with an automated request for a receipt to be sent back to the
bidder when the email is read/opened. Bid emails will not be opened by NOVA Parks
until the submission deadline.
* Submit the bid Form of Proposal, and any other supporting documents, as PDF
attachments to the email. Do not include these documents in the body of the email.
* Notify the NOVA Parks Project Manager of their intent to submit an electronic bid at
least 24 hours prior to the bid deadline.
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This project makes interior and exterior renovations and improvements to cabin #7 and cabin
#10 located at Algonkian Regional Park in Loudoun County, VA to convert them from a (4)
bedroom layout to a (3) bedroom layout. The contractor shall furnish all equipment, material
and labor in accordance with the project manual and plans.
A Five percent bid bond or certified check must be submitted with the sealed bid for all total
bids over $500,000. The total bid shall be determined by the sum of the base bid and all
alternates. All bids and bid bonds shall remain valid for ninety days. Performance and Labor and
Material Payment bonds shall be required of the successful bidder for all contracts awarded
over $500,000.
Contract documents may be obtained by visiting the NOVA Parks Website www.novaparks.com
at https://www.novaparks.com/about/bids-proposals. The Contractor shall be responsible to
verify and obtain any addendum prior to the bid date. Project addenda will be posted on the
website. Contract documents include the following:
* Project Manual dated September 15, 2026
* Project Plan Sheets A0, A1, A2, A3, A4, A5, A6, A7, A8, A9, E1, S1, S2, E-100, ED-100, ED-
101, M-100, M-101, MD-100, P-100, P-101, PD-100, PD-101
To schedule a site visit please contact Park Manager, Matt Taylor, at 703/729-0596. If you have
any questions concerning this project, contact Rodney Thomas, Project Manager at (703/359-
4617). All questions regarding the project or bid process shall be in writing and sent via email to
rthomas@nvrpa.org.
All interested Bidders shall formally register with NOVA Parks by contacting Leslie Preble via
email at lpreble@nvrpa.org or by calling 703-359-4626. Bidders shall provide Mrs. Preble with
the following information:
Company Name
Contact person Name and Title
Phone Number and Email Address
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FORM OF PROPOSAL - PAGE 1 OF 2
ALGONKIAN PARK CABIN RENOVATIONS
PROPOSAL
To furnish all material, labor, tools, equipment and supplies to perform all work specified herein
and shown in the contract documents.
Name of Bidder: ___________________________________________________
Address of Bidder: __________________________________________________
Signature: _________________________________________________________
Print Name and Title: ________________________________________________
Date: ______________________________________________________________
Contact Phone Number: _______________________________________________
Bidder's Virginia Contractor's License ____________________________________
To: Brian Nolan, Director of Planning and Development
Northern Virginia Regional Park Authority
5400 Ox Road Fairfax Station, Virginia 22039
Bidders shall fill in all blank spaces on the Form of Proposal.
Pursuant to and in compliance with the contract documents, the undersigned proposes and
agrees, if this proposal is accepted, to furnish all labor, materials, supplies, equipment, and
other facilities, and to perform all work described in the project manual in the manner therein
prescribed for consideration of the following amount.
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FORM OF PROPOSAL - PAGE 2 OF 2
ALGONKIAN PARK CABIN RENOVATIONS
BASE BID: All work as described in the project manual and plans.
_______________________________________________Dollars / $_____________
Acknowledge Receipt of Addendum # dated___________.
Acknowledge Receipt of Addendum # dated __________.
Acknowledge Receipt of Addendum #______dated__________.
****END OF FORM OF PROPOSAL****
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SUPPLEMENTAL GENERAL CONDITIONS
PART 1 - GENERAL
All bidders shall submit their bids on the attached 2-page form of Proposal.
Bidders must have completed at least (3) similar jobs in the past (5) years with a contract value of
at least $300,000 per project and submit with its bid (3) client references to include contact
name, completion date, phone number and email address.
The Owner reserves the right to disqualify any bidder who is determined not to have adequate
experience or favorable client references. Any bidder disqualifications shall be at the sole discretion
of NOVA Parks.
The contractor shall provide at least 48 hours' notice prior to beginning work.
Materials may be stored on site with prior approval from NOVA Parks. Only materials to be used on
this project may be stored on site.
Contractor shall not begin work until an acceptable certificate of insurance is provided to Owner.
Contractor must have a valid Virginia Class A Contractor license at the opening of bids and must be
provided on the form of proposal.
The project shall be completed within 90 days of the written notice to proceed. If the work is not
completed within the time required, as that may be adjusted by change orders, there shall be imposed
on the Contractor liquidated damages of $300.00 per calendar day for each day beyond the contract
time it takes to complete the work.
All work will be completed during weekdays of Monday through Friday from 7 am to 6 pm. Weekend
work will not be permitted on this project unless approval is granted by NOVA Parks.
The Contractor should verify lengths and conditions and provide bids that reflect actual lengths and
conditions.
Any Contractor that chooses to use a subcontractor for any portion of the job must provide NOVA
Parks with the subcontractor qualifications for approval after the submission of bids.
NOVA Parks will obtain a building permit. The contractor is responsible for obtaining all other
necessary permits and scheduling all required inspections.
The Contractor shall, within five (5) days of the receipt of intent to award, prepare and submit to NOVA
Parks and the Engineer a schedule for the completion of the work within the timeframe set forth in the
Contract Documents. This progress schedule shall be related to the entire Project; shall
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include all the work; and shall meet the time for completion requirements of the Contract. It shall
include an allowance for anticipated delays caused by ordinary adverse weather conditions and shall
provide for the expeditious and practical execution of the Work within the time requirements of the
Contract Documents. The schedule shall set forth as much detail as deemed necessary by NOVA Parks.
The Contractor shall not award work to a single Subcontractor more than 50 percent of the Contract
price without prior written approval of NOVA Parks.
NOVA Parks' acceptance of the schedule means they approve the construction timing and sequence,
not that the schedule is logical or feasible.
The Contractor shall provide a list of materials that have lead times that could delay the timeframe set
forth in the Contract documents
There will be an onsite pre-bid meeting on October 6th, at 10:00 am.
The Contractor shall be responsible for all miscellaneous damages caused by his forces to park
property during this project.
The Contractor shall contact Miss Utility. The Contractor shall be responsible for any damages to
marked underground utilities.
The Contractor shall remove and properly dispose of all waste material generated from this project.
If a dumpster is to be used, its location must be coordinated with the Park Manager.
PART 2 - WARRANTY AND AS-BUILTS
The Contractor shall provide a written warranty to NOVA Parks covering all defects in materials and
workmanship for the period of one year from the date of project completion. All warranties provided
by the equipment and material manufacturers shall also be provided to NOVA Parks.
The Contractor shall maintain during the progress of the work a complete and up-to-date set of "as
built" plans and specifications that shall be available for inspection by the Owner and Architect at any
time. These documents shall be marked up to record all the changes in the work as they occur. As-built
documents shall be neatly marked with red colored pencil or ink. One complete electronic copy and
one complete paper copy shall be delivered to the Owner in satisfactory condition prior to final
acceptance of and payment for the work.
The Contractor shall provide three copies of an Owner's manual detailing equipment specifications
and proper use and maintenance of all materials. Each copy should be bound in a sturdy three ring
binder, indexed, and labeled as follows:
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OPERATING & MAINTENANCE MANUAL
ALGONKIAN PARK CABIN RENOVATIONS
47001 Fairway Drive, Sterling, Virginia 20165
The typewritten manuals shall include the following:
* Name, address, telephone number and contact person of all Contractor(s) involved in the
project.
* The Contractors' written one-year warranties as noted above.
* Complete manufacturers' operating and maintenance instructions for all materials and
equipment.
* Manufacturers' warrantees for all materials and equipment.
* List of color selections used for all finishes, to include the brand name, manufacturer, and
color numbers
*****END OF SUPPLEMENTAL GENERAL CONDITIONS*****
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NVRPA DOCUMENT GC 101
INSTRUCTIONS TO BIDDERS AND
GENERAL CONDITIONS OF THE CONTRACT
FOR CONSTRUCTION
THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES;
CONSULTATION WITH AN ATTORNEY IS ENCOURAGED
2018 EDITION
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ARTICLE NUMBER TITLE
1. Definitions
2. Contract Documents
3. Laws and Regulations
4. Conditions at Site or Structure
5. Explanation to Bidders
6. Preparation and Submission of Bids
7. Bid Guarantee
8. Withdrawal or Modification of Bids
9. Receipt and Opening of Bids
10. Errors in Bids
11. Rejection of Bids
12. Standard Forms
13. Award of Contract
14. Contract Security
15. Progress Schedules
16. Shop Drawings, Product Data, Samples
17. Materials, Services and Facilities
18. Inspection and Testing
19. Substitutions
20. Patents
21. Surveys, Permits, Regulations
22. Protection of Work, Property and Persons
23. Supervision by Contractor
24. Changes in the Work
25. Changes in the Contract Sum or Other Relief
26. Time for Completion and Liquidated Damages
27. Correction of Work
28. Suspension of Work, Authority's Right to
Stop and Carry Out the Work
29. Termination
30. Uses of the Premises
31. Payment to the Contractor
32. Substantial Completion of the Work
33. Final Completion and Final Payment
34. Insurance
35. Assignments
36. Indemnification
37. Contractor Liability
38. Separate Contracts
39. Subcontracting
40. Engineer
41. Warranty
42. Contractual Disputes
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