Airport Kitchen Addition

CONTRACT DOCUMENTS
FOR
Suffolk Airport Kitchen Addition
IFB #27005-JT
CITY OF SUFFOLK
PURCHASING DIVISION
442 W. WASHINGTON STREET
SUFFOLK, VA 23434-5237
PREPARED BY:
HBA Architecture + Interior Design
July 2026
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TABLE OF CONTENTS
TABLE OF CONTENTS .................................................................................................................................... III
SECTION A .......................................................................................................................................................... 1
INVITATION FOR BID ....................................................................................................................................... 3
ADDITIONAL INSTRUCTIONS ........................................................................................................................ 6
CONTRACT TERMS AND CONDITIONS ...................................................................................................... 11
BID FORM ......................................................................................................................................................... 18
ANTICOLLUSION / NONDISCRIMINATION / DRUG FREE WORKPLACE CLAUSES .......................... 21
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ......................................................... 22
EXCEPTION PAGE ........................................................................................................................................... 23
SECTION B ........................................................................................................................................................ 24
INSURANCE REQUIREMENTS ...................................................................................................................... 26
CONTRACT ....................................................................................................................................................... 28
SECTION C ........................................................................................................................................................ 33
CERTIFICATE OF FINAL COMPLETION ..................................................................................................... 35
GENERAL CONDITIONS ................................................................................................................................ 37
RIGHT-OF-WAY PERMIT (FORM) ................................................................................................................ 60
APPENDIX
Specifications and Drawings (198 pages)
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Section A
(Submit with Bid)
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INVITATION FOR BID
City of Suffolk
IFB #27005-JT
July 21, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520/ Fax: (757) 514-7524
Suffolk Airport Kitchen Addition
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 - The City is seeking a qualified firm to 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 Executive Airport Kitchen Addition project,
to the limits shown on the drawings and in accordance with all specification, terms, conditions, and
drawings herein.
Bid Due: 3:00 PM, August 18, 2026
Mandatory Pre-Bid meeting: 10:00 AM, August 4, 2026
Julie Turner
Contract Officer: __________________________________
Julie Turner, CPPB, NIGP-CPP, 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 him 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. Any such unauthorized
contact may disqualify the bidder from the procurement.
**AN ORIGINAL SECTION "A" IS REQUIRED AS SUBMITTAL**
Firm Name:
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 one hundred and twenty (120) 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 may be seen at the following locations: A&E Reprographics, Norfolk
www.aereprographics.com; Construct Connect, content@constructconnect.com; Valley Construction
News (Bid Online) www.vcnonline.com; Dodge Data & Analytics www.construction.com; Builders and
Contractors Exchange, Norfolk www.bceva.com
Bid Documents may be obtained, as complete sets of Bidding Documents, as hard copy or PDF
version on CD, upon purchase for each set, from Business Document Solutions, Inc, (757) 390-
2755. An additional fee for shipping or delivery may be charged for those Contractors who wish to
have their sets mailed or delivered. No partial sets will be distributed.
Bid documents may also be obtained in electronic .pdf format, free of charge, through direct electronic
transfer. Invitation for Bid documents in electronic format may be obtained by submitting an e-mail
request to Nick Dunlevy, nick.dunlevy@woolpert.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 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.
MANDATORY PRE-BID MEETING
A mandatory pre-bid meeting and site visit will be held on August 4, 2026, at 10:00 am at Suffolk
Executive Airport at 1200 Gene Bolton Drive, Suffolk, VA. A mandatory site tour will follow immediately
after the meeting.
BID DELIVERY
All bids should be delivered to Purchasing Office, Suffolk City Hall, 442 W. Washington St., Suffolk,
VA.
ALL HAND DELIVERED BIDS MUST BE SUBMITTED AT THIS LOCATION PRIOR TO 3:00 P.M.
Bids may also be submitted through eVA.
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BID OPENING
Bids shall 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
The contract resulting from this IFB will contain the following language:
If said work is not fully completed within 180 calendar days as stated in the Notice to Proceed, the
Contractor shall 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 Table I-1, Section
108.06 per calendar day for each and every part of a day thereafter that said work remains incomplete.
The City reserves the right, at its sole discretion, to deduct liquidated damages from any outstanding
amount due the Contractor.
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.
Addendums, award information, etc. may be downloaded from the City's Purchasing Division's Bid
Board website: https://www.suffolkva.us/Bids.aspx?CatID=17
Bidders are to submit entire Section "A" as their bid. Failure to do so may result in rejection
of your bid.
The purchase and installation of the kitchen vent hood as stated in Sheet MPG 1 shall be included in
the bid. Not included in the bid will be mechanical, plumbing and gas which will be self performed
and are included for coordination purposes only.
The City has the sole authority to also include an optional sidewalk as stated on Page CS100.
Award will be determined by TOTAL BASE BID AMOUNT.
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ADDITIONAL INSTRUCTIONS
1. Use of Form: All bids must be submitted on and in accordance with this form. If more space
is required to furnish a description of the goods and/or services bid, or delivery terms, the
bidder may attach a letter hereto that will be made a part of the bid. In case of conflict, the bid
may be considered non-responsive. The City's published specifications for this Invitation for
Bid shall supersede any additional writings submitted with the bid. Such writings shall be clearly
marked and noted as an exception.
2. Submittals: All bids shall be submitted sealed, plainly marked showing the bid number and
title. The entire solicitation document is to be returned when submitting a bid unless otherwise
directed by the bid document. Failure to return all pages may result in a determination that the
submittal is non-responsive.
3. Late Bids: Bids and amendments thereto, if received by the City's Purchasing Division
("Purchasing") after the date and time specified for bid opening, will not be considered. It will
be the responsibility of the bidder to see that their bid is received by Purchasing as specified.
There will be no exceptions. Date of postmark will not be considered. Telephone, facsimile,
electronic and verbal bids will not be accepted. Prices or changes shown on the outside of an
envelope will not be considered in determination of low bid.
4. City Hall Closure: If City Hall is closed for business at the time scheduled for the bid opening,
for whatever reasons, sealed bids will be accepted and opened on the next business day of
the City, at the original scheduled hour.
5. Competition Intended: It is the City's intent that the Invitation for Bid (IFB) permits
competition. It shall be the bidder's responsibility to advise the Contract Officer in writing if any
language requirement, specification, etc., or any combination thereof, inadvertently restricts or
limits the requirements stated in the IFB to a single source. Such notifications must be received
by the Contract Officer five (5) days prior to the date set for the bids to close.
6. Contract Quantities: The quantities specified in the Invitation for Bid are estimates only unless
otherwise clearly noted, and are given for the information of bidders and for the purpose of bid
evaluation. They do not indicate the actual quantity that will be required, since such volume
will depend upon requirements that may develop during the contract period. Quantities shown
shall not be construed to represent any amount which the City shall be obligated to purchase
under the contract, or relieve the bidder of his obligation to fill all orders placed by the City,
except as clearly noted.
7. Delivery: The time of delivery must be stated in definite terms. If time of delivery for different
goods and/or services varies, the bidder shall so state.
8. Faith-based Organizations: The City of Suffolk does not discriminate against faith-based
organizations.
9. Bidder Qualifications: Only bids from established bidders for work similar in scope to work
herein shall be considered; the City reserves the right to request specific reference information
prior to award. Bidder shall demonstrate that it has adequate and appropriate manpower, tools
and equipment to respond and perform in accordance with the provisions herein. The City may,
at its option, disqualify a bidder and reject its bid for cause. Reasons deemed to be sufficient
for this action shall include, but not be limited to, the following:
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