Suffolk Downtown Traffic Signal Preemption System Enhancements

CONTRACT DOCUMENTS
FOR
City of Suffolk
Suffolk Downtown Traffic Signal Preemption System
Enhancements
UPC: 111083
VDOT Project No. U000-133-419
IFB #27046-JT
CITY OF SUFFOLK
PURCHASING DIVISION
442 W. WASHINGTON STREET
SUFFOLK, VA 23434-5237
PREPARED BY:
4525 Main Street
Suite 1000
Virginia Beach, Virginia 23462
(757) 213-8600
September 2026

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TABLE OF CONTENTS
TABLE OF CONTENTS ..................................................................................................................................... 3
SECTION A.......................................................................................................................................................... 5
INVITATION FOR BID ...................................................................................................................................... 7
DBE POLICY STATEMENT ............................................................................................................................ 10
ADDITIONAL INSTRUCTIONS ...................................................................................................................... 11
CONTRACT TERMS AND CONDITIONS ...................................................................................................... 17
BID FORM ......................................................................................................................................................... 24
ANTICOLLUSION / NONDISCRIMINATION / DRUG FREE WORKPLACE CLAUSES ......................... 28
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ......................................................... 29
EXCEPTION PAGE .......................................................................................................................................... 30
BID BOND. ......................................................................................................................................................... 31
SECTION B ........................................................................................................................................................ 33
INSURANCE REQUIREMENTS. ..................................................................................................................... 34
PERFORMANCE BOND................................................................................................................................... 36
LABOR AND MATERIAL PAYMENT BOND ................................................................................................ 38
CONTRACT. ...................................................................................................................................................... 41
SECTION C........................................................................................................................................................ 45
CERTIFICATE OF FINAL COMPLETION .................................................................................................... 46
GENERAL CONDITIONS ................................................................................................................................ 48
VDOT FORMS
* C-48 Subcontractor/Supplier Solicitation and Utilization
* C-104 bidder statement federally funded projects
* C-105 Bidder Certification Federally Funded Projects Affadavit
VDOT SUPPLEMENTAL SPECIFICATIONS AND SPECIAL PROVISIONS
cn100-000026-09 GENERAL PROJECT REQUIREMENTS, SUPPLEMENTAL SPECIFICATIONS (SSs),
SPECIAL PROVISIONS (SPs) AND SPECIAL PROVISION COPIED NOTES (SPCNs)
SP0F0-000100-00 PREDETERMINED MINIMUM WAGE RATES (WAGE RATES)
SP0F0-000130-02 REQUIRED CONTRACT PROVISIONS FEDERAL-AID CONSTRUCTION CONTRACTS
- FHWA-1273_REVISED OCT 23, 2023
SP0F0-000150-01 NOTICE OF REQUIREMENT FOR AFFIRMATIVE ACTION TO ENSURE EQUAL
EMPLOYMENT OPPORTUNITY (FEDERAL EXECUTIVE ORDERS 11246 & 13672)
SP102-000120-00 NON-DISCRIMINATION IN EMPLOYMENT AND CONTRACTING PRACTICES
(EO-61)
cn103-000100-01 AWARD OF CONTRACT FEDERAL FUNDED
cn105-000140-00 SECTION 105.14-MAINTENANCE DURING CONSTRUCTION
cn105-000150-00 SECURITY REQUIREMENTS FOR PORTABLE CHANGEABLE MESSAGE SIGNS
SQ105-000611-01 SECTION 105.06-SUBCONTRACTING (FEDERAL FUNDED PROJECTS)
cq107-000130-00 DRUG FREE WORKPLACE
cq107-000150-00 EQUAL EMPLOYMENT OPPORTUNITY
SP107-000120-00 ELECTRONIC SUBMISSION OF PAYROLLS AND DBE PAYMENTS
SP107-003100-00 MADE IN THE USA REQUIREMENTS
SP107-001510-05 DBE REQUIREMENTS - INTERIM
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SQ107-001300-00 PREVAILING WAGE RATE (FED FUNDED)
SP108-000100-01 PROGRESS SCHEDULE FOR CAT I PROJECTS
SS109-002020-01 SECTION 109 - MEASUREMENT AND PAYMENT
SS220-002020-01 CONCRETE CURING MATERIALS
SS223-002020-02 STEEL REINFORCEMENT
SS234-002020-01 SECTION 234 - GLASS BEADS AND RETROREFLECTIVE OPTICS
SS235-002020-01 SECTION 235 - RETROREFLECTORS
SS236-002020-01 WOOD PRODUCTS
cn245-000100-01 SECTION 245.03-TESTING AND DOCUMENTATION
SS246-002020-02 SECTION 246 - PAVEMENT MARKINGS
SS248-002020-02 STONE MATRIX ASPHALT CONCRETE
SS305-002020-02 SUBGRADE AND SHOULDERS
SS308-002020-01 SUBBASE COURSE
SS309-002020-01 AGGREGATE BASE COURSE
SS317-002020-01 STONE MATRIX ASPHALT CONCRETE PLACEMENT
SS318-002020-01 PAVEMENT INTERLAYERS
SS319-002020-02 THIN HOT MIX ASPHALT CONCRETE OVERLAY
SS321-002020-02 TRENCH WIDENING
SS407-002020-02 STEEL AND OTHER METAL STRUCTURES
SS411-002020-01 PROTECTIVE COATING OF METAL IN STRUCTURES
cn512-000100-00 TABLE V-1, ADT GROUPS
SP512-000110-00 SECTION 512 - MAINTAINING TRAFFIC - NON-SCHEDULES (LUMP SUM)
SS704-002020-02 SECTION 704 - PAVEMENT MARKINGS AND MARKERS
SS512-002020-03 SECTION 512 - MAINTAINING TRAFFIC
cn801-000100-00 TRAFFIC SIGNAL AND ITS EQUIPMENT APPROVAL
SS211-002020-03 SECTION 211 - ASPHALT CONCRETE
SS315-002020-05 SECTION 315 - ASPHALT CONCRETE PLACEMENT
SPECIAL PROVISIONS AND SPECIAL COPIED NOTES
SECTION 510 - RELOCATING OR MODIFYING EXISTING MISCELLANEOUS ITEMS
APPENDICES
* A - City of Suffolk Holiday schedule
* B - Application for Work Within Right-of-Way
* C - Change Order Form
* D - Drawings and Specifications
TECHNICAL SPECIFICATIONS
Virginia Department of Transportation 2020 Road and Bridge Specifications,
2022 Supplement to the VDOT 2020 Road and Bridge Specifications, LAP specifications, and the VDOT
LAP Manual.
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Section A
(Submit with Bid)
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INVITATION FOR BID
City of Suffolk
UPC 111083 IFB #27046-JT
September 21, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520/ Fax: (757) 514-7524
Suffolk Downtown Traffic Signal Preemption System Enhancements
Sealed bids subject to the conditions and instructions contained herein, will be received at the
office of the Purchasing Agent listed above, until the time and date shown below (local prevailing
time), for furnishing the items or services described in the bid.
SCOPE OF WORK - Provide all plant, labor, superintendence, materials, tools, equipment,
supplies, incidentals, and other ancillary items necessary, as identified in these Contract
Documents, in order to complete the Suffolk Downtown Traffic Signal Preemption System
Enhancements to the limits shown on the drawings and in accordance with all specification, terms,
conditions, and drawings herein. Work will include all ACCEPTANCE TESTING in accordance
with the VDOT LAP manual.
Work will include enhancements to the existing traffic signal preemption system, including
modifications, upgrades, replacement, and/or installation of associated traffic signal equipment
and signage as shown on the plans. The work is intended to improve the operation, reliability,
and coordination of the existing preemption system.
No work will be performed within Railroad (RR) right-of-way, and no RR coordination,
inspection, flagging, or other railroad-related services will be required. No RR
coordination or RR inspection will be required for completion or acceptance of the work.
Only VDOT prequalified contractors may bid on this project.
Bid Due: 3:00 PM, October 29, 2026
Julie Turner
Contract Officer:
Julie Turner, NIGP-CPP, CPPB, Senior Buyer,jeturner@suffolkva.us
The Senior Buyer, Julie Turner, is the Contract Officer for the City of Suffolk with respect to this IFB. All questions and/or
comments should be directed to her at this email address: jeturner@suffolkva.us The respondents to this IFB shall not
contact, either directly or indirectly, any other employee or agent of the City regarding this IFB. This prohibition shall also
extend to the Suffolk City Council and other elected City officials. Any such unauthorized contact may disqualify the bidder
from the procurement.
**AN ORIGINAL SECTION "A" IS REQUIRED AS SUBMITTAL**
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FirmName:
Address:
City / State / Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:
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In compliance with this Invitation for Bid, and subject to all the conditions thereof, the bidder will,
if this bid is accepted within ninety (90) calendar days from the date of the opening, agree to
furnish any or all of the items and/or services upon which prices are quoted, at the price set
opposite each item, to be delivered at the time and place specified herein. The bidder signature
certifies that the bidder has read, understands, and agrees to all terms, conditions, and
requirements of this bid, and is authorized to contract on behalf of firm named on the previous
page.
BID DOCUMENTS
Bid Documents shall be obtained via direct delivery from the office of Kimley-Horn, 4525 Main
Street, Suite 1000, Virginia Beach, VA 23462, (757) 213-8600 and will only be issued as complete
sets. No in person pick up is permitted. Direct delivery of Bid Documents shall include separate
payment for a non-refundable printing and handling fee of $200.00 per set. Payment will be
accepted in the form of check made payable to "Kimley-Horn" only. Credit cards will not be
accepted, nor will separate invoices be issued. Delivery service will be at the requesting firm's
expense and the firm must provide a FedEx or UPS Account Number for delivery.
Bid Documents may also be obtained in electronic .pdf format, free of charge, through direct
electronic transfer. Requests for bid documents in electronic format may be made by submitting
an e-mail request to kodi.berger@kimley-horn.com. Firms requesting electronic format bid
documents must provide a contact name, name of firm they represent with mailing address, and
an e-mail address for receipt of electronic files. Firms requesting electronic transfer will receive
an e-mail link for direct download.
QUESTIONS
Questions concerning this project must be in writing and addressed to the Contract Officer stated
herein; and must be received no later than five (5) business days preceding the date that the bids
are accepted.
BID DELIVERY
City of Suffolk buildings are open to the public. All bids should be delivered to Purchasing Office,
Suffolk City Hall, 442 W. Washington St., Suffolk, VA. Bids may be submitted via eVA.
ALL BIDS MUST BE SUBMITTED AT THIS LOCATION PRIOR TO 3:00 P.M.
BID OPENING
Bids will be publicly opened and read aloud by Purchasing Division staff in Conference Room #
3 at 3:00 p.m. (local prevailing time) on the day bids are due.
LIQUIDATED DAMAGES
Any contract resulting from this IFB will contain the following liquidated damages provision:
If said work is not completed within 365 calendar days as stated in the Notice to Proceed, the
Contractor will be liable and hereby agrees to pay to the Owner as liquidated damages, and not
as a penalty, the amount in accordance with VDOT Road and Bridge Specifications 108.06(b) per
calendar day for each and every part of a day thereafter that said work remains incomplete.
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The City reserves the right, at its sole discretion, to deduct liquidated damages from any
outstanding amount due the Contractor.
PRE-QUALIFICATION REQUIREMENT
All bidders must be qualified at the time of bid through VDOT's pre-qualification process. Further
information regarding the state pre-qualification process and requirements can be found at the
following website address:
http://www.virginiadot.org/business/const/prequal.asp
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
Bidders are to submit entire Section "A" with their bid. Failure to do so may result in
rejection of your bid.
All bids shall be accompanied by a Bid Bond, certified check, or other acceptable security. The
amount of the bid security shall be equal to five percent (5%) of the total bid amount.
If the Bid Bond is not submitted with the Bid, the Bid shall be considered non-responsive. If
selected for award, failure to enter into a contract agreement with the City may results in the
forfeiture of the bid bond.
The Virginia Department of Transportation Road and Bridge Specifications, 2020 edition including
revisions shall apply as the special technical specifications for this project. This referenced
specification (abbreviated as VDOT Specs.) may be obtained from the Virginia Department of
Transportation at 1401 East Broad Street, Richmond, VA 23219 or online at
https://www.virginiadot.org/business/const/spec-default.asp.
All sections of the VDOT Specs which are not superseded or deleted shall apply to this project.
DBE POLICY STATEMENT
It is the policy of the Virginia Department of Transportation that Disadvantaged Business
Enterprises (DBE) as defined in 49 CFR Part 26 must have the maximum opportunity to
participate in the performance of federally funded contracts. A list of DBE firms certified by the
SBSD and MWAA is maintained on SBSD's website (http://www.SBSD.virginia.gov ) under the
DBE and SWaM Directory of Certified Vendors. Contractors/consultants are encouraged to take
all necessary and reasonable steps to ensure that DBE firms have the maximum opportunity to
compete for and perform services on contract, including participation in any subsequent
supplement contracts. If the contractor/consultant intends to subcontract a portion of the services
on the project, the contractor/consultant is encouraged to seek out and consider DBEs as
potential Subcontractors/sub-consultants. The contractor/Sub-contractor is encouraged to
contact DBEs to solicit their interest, capability, and qualifications. Any agreement between a
contractor/consultant and a DBE whereby the DBE promises not to provide services to other
contractors/consultants is prohibited.
The DBE contract goal for this procurement is0%.
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