ITB 27-09/KJ: Auto Exhaust System Repairs & UPG

INVITATION TO BID - GOODS AND SERVICES
ISSUE DATE: ITB #: NIGP CODE:
Tuesday, September 8, 2026 27-09/KJ 92840
DATE/TIME OF CLOSING: BUYER NAME: COMMODITY:
October 15, 2026 AT 11:00 A.M. EST Kyra Jackson Exhaust System Maintenance and Repair
THE CITY OF HAMPTON IS SEEKING BIDS FROM QUALIFIED BIDDERS TO PROVIDE ALL LABOR, MATERIALS,
EQUIPMENT, TOOLS, SUPERVISION, TRANSPORTATION, PERMITS, AND INCIDENTAL ITEMS NECESSARY TO
PROVIDE AND INSTALL EXHAUST FAN SYSTEMS, DUCTWORK, CONTROLS, AND ALL RELATED COMPONENTS
REQUIRED FOR A COMPLETE AND OPERATIONAL INSTALLATION FOR THE FOUR SERVICE SHOPS LISTED IN
THE SCOPE OF WORK ON AN ON-CALL AS-NEEDED BASIS.
ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A B C D (Please initial)
ACKNOWLEDGE RECEIPT OF ADDENDUM: 1 2 3 4 (Please initial)
Pre-Bid Conference - Non-mandatory pre-bid conference and site visit on October 1, 2026 at 11:00 AM EST to be held at 413 N
Armistead Ave Hampton, VA 23669. Please meet at the front entrance.
BIDDER NAME:
COMPETITIVE SEALED BIDDING. This Invitation to Bid ("ITB") is subject to the competitive sealed bidding provisions
outlined in Virginia Code 2.2-4302.1. Sealed bids will be received in the Issuing Office or via DemandStar (www.demandstar.com)
until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids received by
telephone, email, facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not
responsible for late delivery by the United States Postal Service or any other courier. All inquiries for information regarding this ITB
are to be directed to the Issuing Office as defined herein.
THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as "the City", reserves the right to accept or reject any and all
bids in whole or in part and waives any informality in the competitive sealed bidding process. Further, the City reserves the right to
enter into any one or more contracts deemed to be in its best interest. The entire contents of the ITB, addenda, and Bidder's bid shall
be incorporated by reference into any resulting contract.

Bidder Information:
Name of Bidder: Address:
Phone Number: Fax Number:
Email Address: State Corporation Commission ID: ______________________
City of Hampton Business Prof. License Tax No.:
Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________
NOTE: Numbers identified as social security numbers will be redacted in public documents.
Business Classification:
Is Bidder a "minority" business? Yes No
African American Hispanic American Native American Asian American
Other; Please Explain: ______________________________________________________
Is Bidder Woman Owned? Yes No
Is Bidder a Small Business? Yes No
Is Bidder Faith-Based Organization? Yes No
Is Bidder a Disabled Veteran Business? (for informational purposes only) Yes No
Check One: INDIVIDUAL PARTNERSHIP CORPORATION LLC
State in which Registered or Incorporated _____________________________
By signing this bid, Bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above and
in the Instructions to Bidders and General Conditions as described in Attachment A.
Authorized Signature: Date:
Printed Name: Title:
Issuing Office: Wherever used in this ITB, the Issuing Office Will Be:
Kyra Jackson, Buyer Phone: 757-727-2204
Consolidated Procurement Division Fax: 757-727-2207
1 Franklin Street, Suite 345 Email: kyra.jackson@hampton.gov
Hampton, Virginia 23669
Wherever used in this ITB, the City Contract Administrator will be:
Petrice Newman, Admin Services Manager Phone: 757-690-5079
Hampton Parks & Recreation
413 N Armistead Ave Email: petrice.newman@hampton.gov
Hampton, Virginia 23669
City of Hampton Page 2 of 40
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I. BACKGROUND
Hampton, Virginia
Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering
the Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is
water, with a total population of more than 137,000.
The City boasts a strong military and technology presence. The nation's first air base, Langley Air Force Base, is
home of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes
nearly $4 billion a year to the regional economy. NASA Langley Research Center, where America's first
astronauts were trained, is a major center for aviation research. In addition, the National Institute for Aerospace,
run by a consortium of universities, conducts research on both manned and unmanned systems. The most recent
research center is Huntington Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to
focus on military and business applications for underwater drones. Virginia Tech has an expanded research center
focused on seafood and aquaculture and opened an office and lab space as part of its Center for Coastal Studies.
In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-
eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University's
Peninsula Center; and Bryant & Stratton College.
The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran's
Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer
treatment, centers affiliated with Riverside Regional Medical Center and the Children's Hospital of the Kings'
Daughters, as well as military and retiree care at the Langley base.
Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec,
Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point
National Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton
location (in addition to the Unmanned Center). Tourism is also an important economic driver.
The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport
and the smaller Newport News/Williamsburg International Airport.
Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with
populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest
metropolitan region in the nation.
The city's public school system has been recognized nationally, and the city's government has been recognized
for its flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen
engagement.
Hampton is a welcoming and diverse city - large enough to provide a wide variety of festivals, music, arts and
culture - but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest
continually occupied city in the original 13 Colonies) and has a rich history. Approximately half of the residents are
African-American, and 37% are white, with the remainder split among multiple races and other categories. About
6% of the population is Hispanic. Additional demographic data may be accessed by the hyperlink:
http://hampton.gov/90/Demographics.
City of Hampton Page 3 of 40
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II. BID TERMS AND CONDITIONS
A. Contract Documents. This ITB and its addenda(s), Bidder's Bid, any additional information
requested, and the final awarded contract will constitute the final contract hereafter referred to as
the "Contract". These documents will be incorporated by reference into the City Purchase
Order(s) that award the Contract. The Contract shall be governed by the contract documents in
the following order of precedence:
1. The final negotiated Contract
2. The ITB, its attachments, and its addenda
3. Bidder's Bid
In the event that there is a Conflict between this ITB, its attachments and addenda, Bidder's Bid,
or any related documents and the final negotiated Contract, the final negotiated Contract shall
supersede and control.
B. Copies of Contract Documents. If Bidder is awarded the Contract, Bidder will receive
electronic copies of all documents. All original documents will be maintained at the Issuing
Office. If Bidder requires a certified copy of any document to which Bidder is entitled, the
Issuing Office will accommodate that request.
C. Bid Binding for Ninety (90) Days. Bidder agrees that its Bid shall be binding and may not be
withdrawn for a period of ninety (90) calendar days after the scheduled closing date of this ITB.
D. Proprietary Information/Non-Disclosure. Bidder is advised that the Virginia Public
Procurement Act (Section 2.2-4342, Code of Virginia, 1950 as amended) shall govern public
inspection of all records submitted by Bidder.
1. Bidder may invoke the protections of 2.2-4342 of the Code of Virginia to protect trade
secrets, proprietary information, and other confidential information provided by the
Bidder:
i. Invoke the protections of this Section prior to, or upon submission of, the data or
other materials.
ii. Provide a statement that identifies the data or other materials to be protected and
that states the reasons why protection is necessary.
iii. Submit trade secrets or other proprietary information under separate cover in a
sealed envelope clearly marked "PROPRIETARY".
iv. References to the proprietary information may be made within the body of the
Bid; however, all information contained within the body of the bid shall be public
information in accordance with State statutes.
v. An all-inclusive statement that the entire bid is proprietary is unacceptable. A
statement that Bidder's costs and/or bid pricing are to be protected is
unacceptable. Bidder will be requested to remove any such statement(s) in order
to be eligible for further consideration.
2. The City reserves the right to submit such information to the City Attorney for
concurrence of the Bidder's claim that it is in fact proprietary. Information submitted that
does not meet the above requirements will be considered public information in
accordance with the VFOIA.
D. Bidder Obligation. Bidder shall carefully examine the contents of this ITB and any subsequent
addenda(s). Failure to do so shall not relieve the Bidder of its obligation to fulfill the
requirements of any contract awarded as a result of this ITB.
E. Conditions of Work. Bidder shall inform itself fully of the conditions related to services
required herein. Failure to do so will not relieve a Bidder of the obligation to furnish all goods
and/or services necessary to carry out the provisions of the Contract.
F. Withdrawal of Bid Due to Error. Withdrawal of a Bid due to error shall be in accordance with
2.2-4330(B)(1) of the Code of Virginia. The Bidder shall give notice in writing of its claim of
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right to withdraw its Bid within two (2) business days after conclusion of the Bid opening date
and shall submit original work papers with such notice.
G. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this
solicitation. Other Public Bodies may utilize any contract(s) issued pursuant to this solicitation
by placing its own order(s) directly with the Contractor(s) awarded the Contract(s). The City of
Hampton acts only as the issuing agent and is not responsible for placement of orders, payment or
discrepancies of other participating Public Bodies.
H. Bidder Representations and Acknowledgements. The attached "Bidder Representations and
Acknowledgements" at Attachment C to this ITB, shall be executed by Bidder and is to be
submitted with the Bid. The requirements set forth on said form shall be considered to be binding
terms and conditions in any contract resulting from this ITB. A contract will not be awarded to a
Bidder who has not initialed and signed the Bidder Representations and Acknowledgements.
I. Mathematical Errors. Discrepancies between multiplication of units of work and unit prices will
be resolved in favor of unit prices. Discrepancies between the indicated sum of any column of
figures and the correct sum will be resolved in favor of the correct sum. Discrepancies between
words and figures will be resolved in favor of words.
SCOPE OF CONTRACT. The purpose of the ITB is to solicit bids to establish a contract for the
provision of all labor, materials, equipment, tools, supervision, transportation, permits, and incidental
items necessary to provide and install exhaust fan systems, ductwork, controls, and all related components
required for a complete and operational installation for the following four service shops on an on-call as-
needed basis.
General Requirements
* Contractor shall comply with all applicable federal, state, and local codes, regulations, and safety
requirements.
* Contractor shall coordinate work with Fleet Superintendent to minimize disruption to facility
operations.
* Contractor shall remove and properly dispose of all debris and replaced materials generated by
the work.
* Contractor shall provide all necessary permits, inspections, and approvals required for
completion of the project unless otherwise specified by the City.
* All installed equipment shall be new and free from defects and shall include applicable
manufacturer warranties.
* The City will accept OEM or equivalent aftermarket fan assemblies that meet the
required specifications. To provide bidders with a reference for acceptable aftermarket
options, manufacturers may include Dorman Products, Continental Aftermarket, and
Murray. Bidders may submit an equivalent assembly from another manufacturer,
subject to City approval. The bidder shall provide the manufacturer and model number
of the proposed assembly with its bid.
* The contractor shall provide supporting documentation, including invoices or other
documentation reasonably requested by the City, for parts and materials.
* The manufacturer and model number of the proposed assembly shall be identified with
the bid.
* Contractor shall provide timely response to all maintenance and repair requests issued
by the City. Response times shall be based on the urgency and operational impact of
the requested service.
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Emergency Service: For an emergency condition that significantly impacts Fleet
o
operations, safety, or the ability to safely operate a service area, the Contractor shall
respond within four (4) hours of notification by the City.
Urgent Service: For repairs that require prompt attention but do not constitute an
o
emergency, the Contractor shall respond within one (1) business day of notification.
Routine Maintenance and Repairs: For routine maintenance, inspections, or repairs, the
o
Contractor shall respond within three (3) business days of notification and coordinate a
mutually acceptable service date with Fleet Services.
Scheduled Maintenance: Scheduled preventive maintenance shall be coordinated with
o
Fleet Services and scheduled within five (5) business days of the City's request, unless
otherwise agreed upon by the City and Contractor.
The response time represents the time in which the Contractor must acknowledge the
o
City's request and establish communication with Fleet Services regarding the service.
Actual repair completion times may vary depending on the nature of the repair,
availability of parts and materials, equipment requirements, and other conditions. The
Contractor shall keep Fleet Services informed of any anticipated delays and provide an
estimated completion date.
Heavy Truck and Fire Engine Service Shop
a. Fan Assembly
1. Contractor shall remove the existing fan assembly and replace it with a new
o
assembly comparable to the existing.
The new unit shall be relocated to the back exterior wall approximately 10 feet
o
away from the current location.
Connections to the existing duct and a new discharge hood out of the building.
o
Contractor shall reuse the existing power supply.
o
b. Flex Drops & Storage System
Contractor shall remove the existing twelve (12) drops and replace with new,
o
reusing the existing duct and saddles.
Contractor shall furnish and install twelve (12) sky hook overhead
o
retractable reels to assist the exhaust drops to be stored in the overhead
until needed.
Light Equipment and Off Road Service Shop
Fan Assembly
2. Contractor shall furnish and install one (1) single unit wall mount exhaust fan
o
system conveniently placed in the overhead to exhaust outside of the building
and one exhaust drop to be in- between service bay and lube pit.
Customer shall be responsible for the electrical connections.
o
Welding Shop
a. Fan Assembly & Duct
3. Contractor shall furnish and install one (1) single unit wall mount exhaust
o
fan system replacing existing fan assembly.
Contractor shall remove the existing duct running above the wall and replace it
o
with new spiral duct and sealed fittings allowing for four (4) damper-Controlled
drops to be installed.
The existing electrical shall be reuse for the new fan.
o
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b. Welding hood and Flex Hoses
Contractor shall furnish and install 4 flexible welding hood hoses with
o
welding exhaust hoods approx. (8"x 8'') with magnetic base and handle
The hose shall have a rope and pulley system to retract the excess hose up will in storage
o
or un use.
Light Vehicle Service Shop
a. Fan Assembly
4. Contractor shall remove the existing fan assembly and replace it with a new assembly comparable
o
to the existing.
The new unit shall be relocated to the back exterior wall approximately 10 feet away from the
o
current location. Connections to the existing duct and a new discharge hood out of the building.
Contractor shall reuse the existing power supply, secure and patch the existing discharge hood
o
out of the roof from the current exhaust fan.
b. Telescoping Drops
Contractor shall remove the existing six (6) drops and replace with new telescoping drops,
o
reusing the existing duct.
III. INSTRUCTIONS TO BIDDERS
A. Contact with City/City Staff, Representatives, and/or Agents. Direct contact with City staff,
representatives, and/or agents other than the Consolidated Procurement Division staff on the subject of this
ITB or any subject related to this ITB is expressly prohibited except with the prior knowledge and permission
of the Purchasing Agent or designated representative.
B. Questions. Bidders must submit questions regarding the ITB in writing to the Issuing Office via email to:
kyra.jackson@hampton.gov no later than 2:00 PM EST on September 24, 2026. Necessary replies will be
issued to all Bidders of Record as addenda that shall become part of the contract documents. Oral instructions
do not form a part of the bid documents. Bidder is responsible for checking website
http://www.Hampton.gov/bids-contracts or contacting the Issuing Office within 48 hours prior to bid closing
to secure any addenda issued for this ITB.
C. Changes or Modifications. Changes or modifications to this ITB made prior to the date and time of closing
will be addressed by addenda from the Issuing Office. Bidders are to acknowledge receipt of addenda in the
space provided on the cover page of this ITB. Oral communications are not a part of the bid documents. This
ITB and any addenda shall be incorporated, by reference, into any resulting contract.
D. ITB Closing. Bidder shall ensure its sealed bid is time stamped by the Issuing Office or DemandStar
(www.demandstar.com) no later than the Closing Date and Time shown on the cover page of the ITB. Bids
received after the specified date and time (time stamped 11:01 AM EST or later) will not be considered and
will be returned to the Bidder unopened.
E. Bid Submittal Requirements:
1. Each Bid submission shall be submitted to the Issuing Office and shall include the following:
i. Pages 1-2 of this ITB and it will contain:
a. Original signature of an agent authorized to bind the company
b. Requested contact information
c. Company Federal Employer Identification Number
d. Acknowledgement of any addenda received
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ii. All Bid pages must be numbered
iii. All Bids must include a completed pricing sheet
iv. A definite time for delivery of goods or for performance of services, unless otherwise specified in
the ITB. Time, if stated, as a number of days, will be interpreted to include Saturdays, Sundays,
and holidays.
2. Bids must be submitted utilizing the following requirements:
i. Bidders shall submit sealed bids in a labeled envelope or package with the ITB's Item Number
and the name and address of the Bidder. Bidders may also submit bids electronically via
DemandStar. Bids received by telephone, email, facsimile, or any other means of electronic
transfer will not be accepted.
ii. Submit the original signed ITB.
iii. All bids must be received and time stamped in the Issuing Office no later than the Closing Date
and Time shown on the cover page of this ITB. Any Bid received after the specified date and
time (11:01 AM EST or later) will not be considered and will be returned to the Bidder unopened.
iv. Include a statement setting forth the basis for protection of proprietary information, if any, as
detailed in the "Proprietary Information/Disclosure" section.
3. Submit all Descriptive Literature as requested under the ITB in the Scope of Services. Descriptive
Literature, as used here, shall include, but not be limited to, design, materials, components, performance
characteristics, methods of manufacture, assembly, construction, or operation of the goods and/or services
requested under the ITB.
4. Bidders are encouraged to submit bids on recycled paper and to use double sided printing.
5. Bidders should be thorough in addressing the Specific Requirements and the Bid Submittal Requirements
as outlined in this ITB.
F. Procedure for Award of Bid
1. At the time and place designated on this ITB, the City shall publicly open and announce all Bids received
under this ITB.
2. After the Bid opening, the City will award the Contract to the lowest responsive and responsible Bidder
or Bidders. A determination of the lowest responsible and responsive bidder may include consideration of
the special qualifications of potential contractors, life-cycle costing, value analysis, and any other criteria,
including but not limited to inspection, testing, quality, workmanship, delivery, and suitability for a
particular purpose which are helpful in determining acceptability.
3. In evaluating bids, if a math error has been made and the total amount to be charged for any goods and
services is incorrect, the City reserves the right to consider individual unit prices.
4. In the event that the Bid from the lowest responsible Bidder exceeds the funds available for the project,
the City may negotiate with the apparent low Bidder to obtain a contract price within available funds.
The City will initiate the negotiations by notifying the low Bidder in writing that its Bid exceeded the
available funds for the project and state that the City wishes to negotiate a lower contract price. These
negotiations may include, in the sole discretion of the City:
i. Modification of the bid price and/or
ii. Modification of the Scope of Work/Specifications.
5. Any contract resulting from this ITB will be publicly posted for inspection in the Consolidated
Procurement Division, 1 Franklin Street, Suite 345, Hampton, Virginia 23669.
6. The vendor(s) awarded this contract must be registered with eVA before the contract can be fully
executed.
City of Hampton Page 8 of 40
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G. Disposition of Bids. All materials submitted in response to this ITB will become the property of the City.
One (1) copy of each Bid will be retained for official files, will become a matter of public record after award
of the Contract, and will be open to public inspection subject to the Proprietary Information/Disclosure
section of this ITB.
Attachment A - General Terms and Conditions
These General Terms and Conditions are a sample of what may be included in the final contract awarded to
Bidder and are subject to change.
I. Term and Renewals. This Contract shall continue in force for the term of one (1) year. This Contract may be
extended upon the mutual agreement of both parties for up to four (4) optional, one (1) year periods upon the same
prices, terms, and conditions as set forth in this Contract and the ITB. Each additional year referred to as a "Renewal
Period". Said Renewal Period shall occur automatically unless written notice is given by the City or the Contractor no
later than thirty (30) days before the expiration of the current period.
II. Contractor Representations and Obligations.
A. Performance by Contractor. Contractor shall act as the prime contractor for the goods and services to be
provided under the Contract and shall be the sole point of contact with regard to all obligations due under the
Contract. To the extent Contractor employs subcontractors to perform obligations under the Contract,
Contractor agrees that it will:
1. Inform subcontractor of the proposed use and disposition of the subcontractor's products or services, and
obtain a written statement from subcontractor that it has no objection and that the City is not liable to the
subcontractor for any work performed under the Contract.
2. Obtain prior written approval from the Contract Administrator at least ten (10) calendar days prior to the
work subcontractor work being performed.
3. Be solely responsible for all work performed and materials provided by subcontractors and for the
liability of subcontractors for the types and limits required of the Contractor under the Contract.
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B. Authority to Transact Business.
1. At the commencement of the Contract, Contractor shall be authorized to transact business in the
Commonwealth of Virginia as a domestic or foreign business entity if so, required under Title 13.1 or
Title 50 of the Virginia code or as otherwise required by law.
2. Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact
business in the Commonwealth to be revoked or cancelled at any time during the term of the Contract.
C. Compliance with Law.
1. Contractor shall comply with all federal, state and local statutes, ordinances, and regulations now in
effect or hereafter adopted, in the performance of the scope work set forth herein. Contractor represents
that it possesses all necessary licenses and permits required to conduct its business and will acquire any
additional licenses and permits necessary for performance of the Contract prior to the initiation of work.
Contractor shall maintain all such licenses and permits throughout the term of this Contract. Failure to
maintain such licenses and permits and to provide copies to the City shall constitute a material breach of
this Contract.
2. Contractor does not, and shall not during the performance of the Contract, knowingly employ an
unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.
D. Nondiscrimination.
1. During the performance of the Contract, Contractor shall:
i. Not discriminate against any employee or applicant for employment because of race, religion,
color, sex, national origin, age, disability, or any other basis prohibited by state law relating to
discrimination in employment, except where there is a bona fide occupational
qualification/consideration reasonably necessary to the normal operation of Contractor.
Contractor agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination clause; and
ii. State that Contractor is an equal opportunity employer in all solicitations or advertisements for
employees placed by or on behalf of Contractor. Notices, advertisements, and solicitations placed
in accordance with Federal law, rule, or regulation are sufficient to meet the requirements of this
section.
2. Contractor shall include the provisions of paragraph D.1 in every subcontract or purchase order over
$10,000.
E. Drug-Free Workplace.
1. For purposes of this section, "drug-free workplace" means a site for the performance of work done in
connection with the Contract with Contractor, the employees of whom are prohibited from engaging in
the unlawful manufacture, sale, distribution, dispensation, possession, or use of any controlled substance
or marijuana during the performance of the Contract.
2. During the performance of the Contract, Contractor shall:
i. Provide a drug-free workplace for Contractor's employees;
ii. Post a statement notifying employees that the unlawful manufacture, sale, distribution,
dispensation, possession, or use of a controlled substance or marijuana is prohibited in
Contractor's workplace and specifying the actions that will be taken against employees for
violations of such prohibition. This statement must be posted in a conspicuous location available
to all employees and applicants for employment.
iii. State that Contractor maintains a drug-free workplace in all solicitations or advertisements for
employees placed by or on behalf of Contractor.
3. Contractor will include the provisions of Section E.2 in every subcontract or purchase order of over
$10,000.
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