Annual Services Emergency and Non Emergency Repairs

REQUEST FOR PROPOSALS (RFP) RFP NO:
01-4101-27
Issue Date: August 26, 2026 Mandatory Pre-Proposal
Meeting:
RFP Solicitation Title: September 9, 2026 @
10:00AM
City of Williamsburg, Annual Services CLOSING DATE:
For Emergency & Non-Emergency September 23, 2026
Repairs
CLOSING TIME:
Issuing Office: City of Williamsburg 2:00 p.m. (local time)
Office of the Public Works & Utilities Director
2nd Floor PROCUREMENT
401 Lafayette Street OFFICER:
Williamsburg, Virginia 23185-3617 Cindy Webber
Voice (757)220-6140 PHONE:
757-220-6181
Location of Project Site: Various Locations within City of Williamsburg
Sealed bids will be received until the date and time noted above for furnishing the construction services
described herein and then opened in public.
All inquiries for information should be directed to Jamie Clark - Public Works JClark@williamsburgva.gov. Written
questions related to the project will be accepted up to five (5) business days prior to the closing date; it is the City's
discretion to respond to any inquiries beyond this time. Emails are an acceptable form of written documentation.
IF MAILED, SEND DIRECTLY TO ISSUING OFFICE NOTED ABOVE. IF HAND DELIVERED, DELIVER TO:
Williamsburg Municipal Building
2nd Floor, Public Works & Utilities Department
401 Lafayette Street
Williamsburg, Virginia 23185
Include the RFP number on the outside of all sealed bids delivered to the City's Public Works & Utilities Department.
Any bid submittal without the RFP number may be deemed non-responsive by the City.
In compliance with this request for proposals and to all the conditions imposed therein, the undersigned offers and
agrees to furnish the services in accordance with their proposal as submitted.
Name and Address of Proposing Firm:
Date: ________________________________________
__________________________________________
__________________________________________ By: ________________________________________
__________________________________________ (Signature In Ink)
_______________________ Zip Code: __________ Name: _______________________________________
FEI/FIN NO. ________________________________ (Please Print)
Fax Number: (____)__________________________ Title: _______________________________________
E-Mail Address:_____________________________ Telephone Number: ____________________________
A mandatory Pre-Proposal meeting will be held on September 9, 2026 at 10:00am, local time, at the City's
Municipal Building, 2nd floor, 401 Lafayette St., Williamsburg, VA 23185. Bidders shall contact Jamie Clark, PE,
City Engineer, at jclark@williamsburgva.gov with any questions.
RETURN THIS PAGE WITH YOUR PROPOSAL

RFP Submission Form
City of Williamsburg
Annual Services for Emergency & Non-Emergency Repairs
RFP #01-4101-27
Issue Date: August 26, 2026
Due Date: September 23, 2026 @ 2:00 PM Local
Time
Submitter's Name
Mailing Address
City State Zip Code
Phone Email Address
Website (optional)
Attachment Checklist
You must include the following documentation with your submission.
IFB Cover Page
IFB Submission Form
Proposal
Certification of Debarment
Safety Certification Form
Non-Collusion Affidavit
Appendix 1 Non-binding Fee Schedule
This submittal accurately represents my plans, and I/we are fully prepared and capable of
working as described within a time frame that will be agreed upon by myself and the City
of Williamsburg.
Signature Date
Printed Name
RETURN THIS PAGE WITH YOUR PROPOSAL

City of Williamsburg
Annual Services for
Emergency & Non-emergency Repairs
RFP 01-4101-27
Table of Contents
RFP Cover Page
Submission Form
Table of Contents
General Terms and Conditions
Certification of Debarment
Safety Certification
Non-collusion Affidavit
Vendor Score Sheet
Non-Binding Fee Schedule for General Items
Sample Contract

City of Williamsburg
Annual Services for
Emergency & Non-emergency Repairs
Request For Proposals (RFP) 01-4101-27
I. GENERAL
It is the City of Williamsburg's (CITY) intent that this Request for Proposal (RFP) for Indefinite
Delivery, Indefinite Quantity (IDIQ) emergency and non-emergency repairs for the CITY and
related work encourages competition. It shall be the Offeror's responsibility to advise the CITY's
Public Works & Utilities Director in writing if any language, requirement, specification, etc. or any
combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single
source. The Public Works & Utilities Director must receive such notification not later than five (5)
business days before the opening of bids on the closing date specified herein.
Proposal, signed cover sheet, and all specified pages herein. shall be received in the Director of
Public Works & Utilities Office, 401 Lafayette Street, 2nd floor, Williamsburg, Virginia on
September 23, 2026, not later than 2:00 p.m., local prevailing time. It is the responsibility of each
firm to deliver its Proposal to the CITY prior to the time set for receipt, regardless of what medium
is used to deliver it, whether by mail or otherwise. PLEASE TAKE SPECIAL NOTE OF THE
RECEIVING ADDRESS. No Proposal shall be opened if it arrives after the time set for
receipt. Provide the RFP number and title on the outside of the sealed submittal package.
II. PURPOSE
The purpose of this RFP is to obtain annual services for Indefinite Delivery, Indefinite Quantity
(IDIQ) emergency and non-emergency repair services for job orders for the CITY from qualified and
experienced contractors using the competitive negotiation process and to establish one or more
contracts for services performed on an "as needed and requested basis". The initial contract shall
be for one (1) year with three (3) additional one-year renewal terms at the option of the CITY. The
sum of all projects performed shall conform to Section 2.2-4303.1 of the current Virginia Public
Procurement Act. Single project fees shall not exceed $250,000. Performance and Payment Bonds
will not be required for this contract. Insurance and endorsements will be required.
III. PROCUREMENT SCHEDULE
* Proposal Due Date and Time - September 23rd at 2:00 PM
* Short List Posted on the City Website - September 2026
* Interviews/Technical Presentations (if necessary) - October 2026
* Final Contractor Selection - October 2026
* Completed Negotiations, Insurance & Agreements - November 2026
* City Council approval - November 2026
* Contracts Signed - December 2026
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IV. ALTERNATE DELIVERY METHOD AND CONFLICT OF INTEREST:
The City reserves the right to alter the delivery method of any project at any time during the term of
a contract entered pursuant to this RFP. The City will notify the Offeror who is party to such contract
of such decision, revise the scope of services and respective man-hours. The change will be
implemented utilizing a supplemental agreement.
A change in project delivery method for work under a contract between a successful Proposer for
provision of specific services may result in a potential conflict of interests for such Offeror and any
of its team members. As such, the scope of services and their role may be revised and redefined to
meet the project need as identified by the City. The Offeror and its team members may not be
allowed to participate in ANY subsequent contracts (design and/or construction) related to a
project for which professional services are needed. The Conflict of Interest determination will be
made in accordance with the City's policy, but with substitution of the City and corresponding
departments in lieu of City. The policy is available at:
http://www.virginiadot.org/business/resources/APD_Docs/APD_Office_Page/IIM-APD-
2.2_Final_11-9-2017.pdf
V. SCOPE OF SERVICES
The work under this RFP consists of and is not limited to providing all supervision, labor, materials,
supplies, equipment, quality assurance and other related services and materials as required for
emergency and non-emergency repairs of City infrastructure.
The Annual Service Contract awarded as a result of the RFP shall not guarantee a specific amount
of work to any contractor.
The CITY reserves the right to make multiple awards from this solicitation and/or utilize other
providers for specific services.
All work/activities shall conform to all federal, state, and local safety rules, regulations, and
standards.
VI. CONTRACTOR MINIMUM QUALIFICATIONS
Any Offeror wishing to submit a proposal and be considered for this solicitation shall have had a
minimum of five (5) years of successful experience in construction contracting as required by this
RFP including supervision, labor, materials, supplies, equipment, quality assurance and other related
services and materials as required for the construction contracting and related work.
VII. ADDENDA
Offerors are encouraged to carefully examine the RFP for discrepancies, errors, omissions, or
ambiguities. Any questions concerning the requirements of the RFP should be directed in writing
via email to: Jamie Clark, PE, City Engineer at jclark@williamsburgva.gov. Written questions and
requests for clarification, if any, must be received in the Purchasing Office NO LATER THAN 2:00
pm, September 16, 2026. To the extent the County determines to respond to such questions for
Clarification, any and all responses and any supplemental instructions will be in the form of written
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addenda which, if issued, will be posted on the Purchasing Office website. All addenda shall
become a part of this RFP.
VIII. FAMILIARITY WITH PROPOSED WORK
It is the responsibility of the Offeror to completely satisfy itself as to the exact nature of the work,
equipment and materials needed, and quality of the work and services required by the RFP. Failure
to do so will not relieve the successful Offeror of their obligation to carry out the provisions of the
contract.
IX. PROJECT SCHEDULE AND WORK ASSIGNMENT
Time will be of the essence for all work. Specific timelines will be developed on a case by case basis
as determined by the Public Works & Utilities Department personnel. Work shall either be classified
as "Scheduled" or "Emergency".
Once CITY notifies the Contractor of the details of a pending job and its classification as "Scheduled"
or "Emergency", Contractor shall provide the CITY with a cost estimate for the work (using the book
of negotiated unit prices) and any other job specific information such as response time, equipment
to be used, work approach, staffing, etc. as requested and within the deadlines as established by the
CITY but as soon as possible thereafter. The cost estimate shall be broken out to show line item detail
for the items included in Appendix 1.
For Scheduled projects, the CITY will prepare a Request for Quotation (RFQ) including a detailed
scope of services and schedule. The CITY will solicit quotations from two or more contractors having
an Annual Water and Wastewater Construction and Repair Contract. Unless otherwise specified in
the RFQ, scheduled projects will be completed on a fixed cost basis. To guarantee accuracy in
pricing, the CITY reserves the right to require the Contractor to visit the job site prior to submitting
the estimate.
For "Emergency" projects, the CITY will contact one contractor having an Annual Water and
Wastewater Construction and Repair Contract. The contractor shall provide a non-binding estimate
for the project based on the best available information. Final invoicing for the "Emergency" work
shall be based on actual labor, equipment and materials used to complete the work in accordance
with the rate schedule included as Appendix 1.
The CITY reserves the right to make multiple awards from this solicitation and/or utilize other
providers for specific construction projects. All necessary staffing, management, supervision,
materials, equipment and supplies shall be provided by the firm(s) to complete the identified
services.
If this RFP results in multiple contract awards, work shall be divided among the contractors in the
following manner. The CITY shall select one or more contractors to provide the job specific cost
estimate and related job specific information (as listed above) based on the following criteria with
weighting of criteria to be determined by the CITY as appropriate: knowledge and experience
concerning the scope, requirements and urgency of the work; past performance on similar work; and
availability/response capability. If the CITY selects more than one contractor to provide the job
specific cost estimate and related information, the job shall be awarded on the following criteria with
weighting of criteria to be determined by the CITY as appropriate: knowledge and experience
concerning the scope, requirements and urgency of the work; past performance on similar work;
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availability/response capability; cost estimate; response time; and work approach to include
equipment to be used and staffing plan.
A purchase order for the agreed upon project cost shall be issued for each job. The purchase order
shall be subject to the terms and conditions of the contract resulting from this solicitation.
For Scheduled Work, the Contractor shall mobilize onsite within four (4) business days once a
Notice to Proceed is issued by the CITY for an individual task. For Emergency Work, the Contractor
shall mobilize onsite within twenty- four (24) hours once a Notice to Proceed is issued by the CITY
for an individual task. The Contractor shall press vigorously to completion of each assigned task. If
the Contractor fails to respond to a Notice to Proceed, fails to maintain a reliable contact method and
point of contact for the CITY to use for initial notification of an upcoming job, or fails to provide
the non- binding cost estimate in a timely manner as determined by the CITY, the CITY reserves the
right to terminate the contract.
Crews are expected to be fully equipped and 100 percent ready to start work when they report to the
site. Once started, the job shall be worked continuously to completion without stoppages in
accordance with the operational hours described below for Standard Work and Emergency Work. If
the work does not progress at a satisfactory rate or is otherwise deemed unsatisfactory by the CITY,
the CITY reserves the right to terminate the assignment to that Contractor and re-award the project.
No additional compensation will be allowed to the Contractor because of such termination.
All Scheduled Work shall be completed within the agreed upon number of calendar days from the
Notice to Proceed and using a five (5) day workweek, Monday through Friday between the hours of
8:00 am and 5:00 p.m. There will be no work allowed on weekends or CITY holidays without prior
approval by the CITY. Any deviation from the planned work schedule shall be approved in advance
by JCSA. For a listing of approved County holidays see Section XVII of this RFP.
Emergency Work shall require 24-hour operational days, including weekends and holidays.
All CITY regulations/policies/requirements for working with the public apply to this contract,
including contracted firms must be of good moral character and must not have been convicted of a
felony or a crime involving moral turpitude and must agree to submit to any background checks as
deemed necessary by the CITY.
X. CITY'S RESPONSIBILITIES
A. Prior to issuance of CITY Purchase Order, the CITY shall obtain all land, easement,
rights-of-way and permits (such as Land Disturbing, VDOT, DEQ VPDES) necessary to
carrying out and for the completion of the work to be performed and pursuant to the
Contract Documents, unless otherwise specified herein or otherwise mutually agreed.
B. The CITY shall provide the Contractor information that delineates and describes the lands
owned, rights-of-way, or easements acquired, and permits obtained.
C. Issue Notice to Proceed to contractor, request Scope of Work and to initiate work on a
Project on a case-by-case basis. Emergency work shall be tracked for future determination
of tasks for payment.
D. Review and approve Contractor's plan for completing the repair and Contractor's work schedule.
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E. Notify all "Gated Communities" of pending infrastructure repair projects in writing with
copy to the Contractor.
F. Inspect and certify satisfactory completion of all work performed under the contract. All
workmanship shall be subject to inspection and examination by CITY at any time during
the work. CITY shall have the right to reject defective workmanship or require correction
of the work.
G. Inspections and approvals by the CITY shall not relieve the Contractor of its obligations
to perform in accordance with the contract and all pertinent regulations, laws, and
ordinances.
H. The CITY reserves the right to approve all subcontractors.
I. The CITY may have personnel assigned to witness progression of work at the discretion
of the CITY.
J. The CITY may provide materials, equipment and labor (ex: traffic control) to assist the
Contractor. Specific items and services to be provided by the CITY shall be mutually
agreed upon in advance of the start of work between the CITY and the Contractor.
K. Review all invoices for payment approval. All invoices shall be properly documented.
All contractor material costs shall be properly documented with back-up such as load
tickets.
XI. CONTRACTOR'S RESPONSIBILITIES
1. Compliance with the latest editions of the VDOT Road and Bridge Specifications and
Standards.
2. All Virginia Department of Transportation (VDOT) traffic control requirements and lane
encroachment requirements.
3. Compliance with the Manual on Uniformed Traffic Control Devices (MUTCD) and the
Virginia Work Area Protection Manual.
4. Obtain all other necessary utility markings, and variances necessary for the project and
all costs shall be included in the quote offering.
5. The job shall be initiated in a manner where the affected resident(s) are not
inconvenienced by a service interruption longer than the time specified by the
Contractor's agreement. Once a job is started, the project will continue uninterrupted
until completed. Special circumstances may be approved on a case-by-case basis by the
CITY.
6. Contractor is responsible for the actions of subcontractors employed on the
Contractor's behalf to assist in the project.
7. Inspections and approvals by the CITY shall not relieve the Contractor from its
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obligations to perform the work in accordance with the requirements of the Contract
Documents.
8. The failure of the CITY to reject or condemn workmanship not conforming to the
Contract Documents shall not prevent the CITY from rejecting workmanship found not
to be in accordance with the Contract Documents at any time prior to the acceptance of
the completed work, nor shall it be considered a waiver of any nonconformance with
the Contract Documents which may be discovered later, or as preventing the CITY at
any time prior to the expiration of the guarantee period from recovering damages for
work not in accordance with the Contract Documents.
9. The Contractor shall provide at his expense, the testing and inspection services
required by the Contract Documents. The CITY will provide at his expense all inspection
and testing services not required by the Contract Documents.
10. The Contractor shall furnish promptly without additional charge all reasonable facilities,
labor and materials, necessary and convenient for making such tests as may be
designated in the Contract Documents. The Contractor shall work with the CITY in
scheduling and coordinating CITY provided testing or inspection services.
11. Unless otherwise specified, the Contractor shall furnish and assume full responsibility
for all materials, equipment, labor, transportation, construction equipment and
machinery, tools, appliances, fuel, power, light, heat, telephone, water, sanitary facilities,
temporary facilities and other facilities and all facilities and incidentals necessary for the
furnishing, performance, testing, start-up, and completion of the work.
12. All materials and equipment shall be of good quality and/or new, except as otherwise
provided in the Contract Documents. If required by the CITY, the Contractor shall
furnish satisfactory evidence (including reports of required tests) as to the kind and
quality of materials and equipment. All materials and equipment shall be applied,
installed, connected, erected, used, cleaned and conditioned in accordance with the
instructions of the applicable supplier except as otherwise provided in the Contract
Documents.
13. Should the Contractor fail to comply with safety regulatory requirements, the CITY
reserves the right to enact one of the following three options:
a. Allow the Contractor time to obtain the necessary materials and continue on with
the project, at no additional cost to the CITY.
b. Provide the Contractor with the necessary materials and/or labor for
compliance, with a comparable deduction for the materials and/or services
provided, from the price of the project.
c. Suspend the Contractors operation on site in favor of a Contractor more prepared
to perform the assignment.
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XII. DESCRIPTION OF WORK
1. All work shall meet CITY Design and Acceptance Criteria for Water Distribution and Sanitary
Sewer Systems and HRPDC Construction Standards.
2. These documents are not intended to be all inclusive of the safety, codes, and regulatory
requirements mandated by Federal, State and local governments and regulatory organizations.
All Contractors shall conform to all applicable specifications, standards and regulations
including, but not limited to, the following:
A. Virginia Department of Labor, Virginia Occupational Safety and Health regulations.
B. Virginia Department of Transportation - Road and Bridge Standards, latest edition.
C. Virginia Department of Transportation - Road and Bridge Specifications, latest edition.
D. Virginia Work Area Protection Manual, latest edition.
C. Manual on Uniformed Traffic Control Devices (MUTCD).
E. All ASTM standards for construction including, but not limited to, ASTM D-2922 Field
Density Testing, Nuclear Method (AASHTO Method T-99).
F. OSHA Excavation Standards Part 1910 and Part1926 Subpart P - Excavations.
G. OSHA Technical Manual Section V: Chapter 2 Excavations: Hazard Recognition In
Trenching and Shoring.
H. Virginia Public Procurement Act.
3. Parts and Materials:
All parts and materials shall be provided by the Contractor unless agreed to in advance by the
Contractor and the CITY and shall conform to all applicable Standards and Specifications.
4. Roadway Base:
All excavations and backfill operations in City roadways shall conform to VDOT excavation
compaction and backfill requirements.
5. Excavation Compaction:
Shall meet the standards of ASTMD-2922 Field Density Testing. Compliance with required
specifications, terms and conditions may be verified by the City using an independent testing
authority. Work not meeting the Technical Specifications and the terms and conditions of this
solicitation shall be replaced by the Contractor at the Contractor's expense.
5. Operational Procedures:
If the work directly impacts a homeowner's driveway, every effort shall be made to reduce the
time frame a customer's service to their driveway is interrupted. The Contractor must notify
the homeowner(s) 24- hours prior to service interruption of their driveway, or when repairs
impact the ingress and egress of the residence, providing adequate time for the homeowner(s)
to plan for such an interruption. Each homeowner affected shall be provided with an estimated
time the services and/or condition will be restored. The homeowner shall be notified when the
services are fully restored. The Contractor shall provide a copy of all correspondence/notices
provided the Homeowner and any responses received from the Homeowner to the City. Any
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