Annual Services for Milling, Resurfacing and Asphalt Paving

REQUEST FOR PROPOSALS (RFP)
RFP NO:
02-4101-27
Issue Date: August 26, 2026
Mandatory Pre-Proposal
RFP Solicitation Title: Meeting:
September 9, 2026 @
City of Williamsburg, Annual Services 11:00AM
For Milling, Resurfacing, and
CLOSING DATE:
Asphalt Paving
September 23, 2026
Issuing Office: City of Williamsburg
CLOSING TIME:
Office of the Public Works & Utilities Director
2:30 p.m. (local time)
2nd Floor
401 Lafayette Street
PROCUREMENT
Williamsburg, Virginia 23185-3617
OFFICER:
Voice (757)220-6140
Cindy Webber
PHONE:
Location of Project Site: Various sites within the City of Williamsburg
757-220-6181
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 James 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, VA 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 11:00am, local time, at the City's
Municipal Building, 2nd floor, 401 Lafayette Street, Williamsburg, VA 23185. Proposers may contact Jamie Clark,
PE, City Engineer, at jclark@williamsburgva.gov for any questions.
RETURN THIS PAGE WITH YOUR PROPOSAL

RFP Submission Form
City of Williamsburg
Annual Services for Milling, Resurfacing,
and Asphalt Paving
RFP #02-4101-27
Issue Date: August 26, 2026
Due Date: September 23, 2026 @ 2:30 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
Milling, Resurfacing, and Asphalt Paving
RFP 02-4101-27
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 Milling, Resurfacing, and Asphalt Paving
Request For Proposals (RFP) 02-4101-27
I. GENERAL
It is the City of Williamsburg's (CITY) intent that this Request for Proposal (RFP) for annual
services for Indefinite Delivery, Indefinite Quantity (IDIQ) milling and resurfacing, and the
placement of asphalt concrete for the CITY to encourage fair 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. 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 2:30 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 enter into a contract with a contractor for Indefinite Delivery,
Indefinite Quantity (IDIQ) milling and resurfacing and/or the placement of asphalt concrete on
CITY owned roadways. The term of the contract shall be one (1) year with up to an additional
three (3) years of continued service that is mutually agreed upon by both parties. Performance and
Payment Bonds will not be required for this contract. Insurance and endorsements will be
required. Insurance and endorsements will be required.
III. PROCUREMENT SCHEDULE
* Proposal Due Date and Time - September 23rd at 2:30 PM
* Short List Posted on the City Website - September 2026
* Interviews (if necessary) - October 2026
* Final Contractor Selection - October 2026
* Completed Insurance, Negotiations & Agreement Due - November 2026
* City Council meeting for approval - November 2026
* Contract Signed & NTP issued- 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 an Agreement entered pursuant to this RFP. The CITY will notify the Proposer who is party to
such Agreement of such decision, revise the scope of services and respective construction costs.
The change will be implemented utilizing a supplemental agreement.
A change in project delivery method for work under an Agreement between a successful Offeror
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 (construction) related to a project
for which construction 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 either milling and resurfacing or the placement of asphalt
pavement on CITY owned roadways. The types of construction activities and how they are
measured are identified in the Non-Binding Fee Schedule.
The Annual Services Contract awarded as a result of the RFP shall not guarantee a specific amount
of construction work/activities to any contractor.
The CITY reserves the right to make multiple awards from this solicitation and/or utilize other
providers for specific services.
All materials shall meet or exceed current specifications and standards unless otherwise specified.
Offeror shall provide documentation if the location of the manufacturer of any materials is outside
of the United States.
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 providing these services. The contractor
shall provide examples of other similar contracts and/or construction work to the CITY as part of
their RFP submittal.
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, City Engineer, at jclark@williamsburgva.gov. Written questions and
requests for clarification, if any, must be received by the City NO LATER THAN 2:30 pm,
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September 16, 2026. To the extent the City determines to respond to such questions for
Clarification, any and all responses and any supplemental instructions, if issued, will be posted
on the Purchasing Department website. All addenda shall become a part of this RFP.
VIII. FAMILIARITY WITH DESCRIBED OPERATIONS
It is the responsibility of the Offeror to completely satisfy itself as to the exact nature of the types
of work, safety measures, and quality of the materials 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. SCHEDULE AND AVAILABILITY
Time will be of the essence for all milling, resurfacing, and paving services. Specific timelines will
be developed on a case by case basis for each construction activity as requested by the CITY.
Once the CITY notifies the contractor of the details of a pending order, the contractor shall provide
written acceptance of the proposed work as identified in the contract documents unless otherwise
mutually agreed upon method.
The CITY reserves the right to make multiple awards from this solicitation and/or utilize other
providers for specific orders. All necessary staffing, management, supervision, materials,
equipment and supplies shall be provided by the supplier to complete the orders.
There will be no additional charges for insurance, superfund, etc. Any additional costs associated
with the construction work/activities must be reflected in the fee schedule.
A purchase order for the agreed upon construction work/activities shall be issued by the CITY.
The purchase order shall be subject to the terms and conditions of the contract resulting from this
solicitation.
Normal work hours are 7:00AM to 7:00PM weekdays. Requests by either the CITY or the
contractor to work outside of normal hours may be considered if sufficient advance notice is given
by either party.
X. CITY'S RESPONSIBILITIES
A. Determine where within the City right-of-way pavement milling and resurfacing or new
asphalt paving is required. Provide specific details such as location, length, width, and
any other necessary work associated with the milling, resurfacing, or paving operations.
B. The CITY shall provide a purchase order for each location and type of work as
identified in the fee schedule.
C. Contact the Point of Contact of the contractor when determining type of work and
location.
D. Review and approve scheduling and invoices for payment as provided by the contractor.
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E. Inspect all work by the contractor to conform to CITY, State and Federal standards,
specifications, regulations and laws.
XI. CONTRACTOR'S RESPONSIBILITIES
1. Comply with the contract documents executed between the contractor and the CITY.
2. Provide a task order with cost estimate upon receiving a request from the CITY for the
types of work identified in the fee schedule.
3. Complete all work as per traffic control and safety procedures based on Federal, State,
and local laws, regulations, ordinances, standards, and specifications.
4. Perform work identified in each task order in a timely manner as provided in the
contract documents.
XII. INSTRUCTIONS FOR PREPARING PROPOSALS
Proposals shall be prepared simply and economically, providing concise descriptions of services
to be offered, placing emphasis on completeness and clarity. Offerors are encouraged to
elaborate on their qualities and performance history to the scope of services for this project.
Interested vendors shall submit one (1) original (CLEARLY MARK THE ORIGINAL AS
"ORIGINAL") and three (3) copies of their Proposal providing general background information
on the vendor and the following specific information in the order listed below:
a. Proposal Format: Proposals should be as thorough and detailed as possible, such that the
Offerors capabilities to provide the required services can be properly evaluated. A table of
contents and separated index tabs should be provided with pages and exhibits numbered in an
organized manner. The proposal shall be limited to no more than twenty (20) numbered
pages excluding the table of contents, index tabs, and cover. Each section must begin on a
new page, preferably separated by an index tab. Offerors shall submit the following items:
i. Company Name, address, telephone, email address, Point of Contact (telephone and
email), and a copy of the Contractor's Virginia Contractor's License.
ii. Provide documentation of the vendors experience and qualifications.
iii. Provide the name, address, telephone/fax number, and e-mail address and contact of at
least three (3) references for which the Offeror has provided similar services in the past
five - (5) years. Include Owner name, contact information, description of work
performed, and start/completion dates of services. References may or may not be
contacted at the discretion of the CITY.
iv. Listing of all Safety Violations in the past three (3) years including:
1. Willful violations, violations for failure to abate, or repeated violations, for which the
Offeror was cited by (a) the Unites States Occupational Safety and Health
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Administration;(b) the Virginia Occupational Safety and Health Administration; or
(c) the Occupational Safety and Health Plan of any other state; or
2. Three (3) or more serious safety violations for which the Offeror was cited by the (a)
United States Occupational Safety and Health Administration; or (b) the Virginia
Occupational Safety and Health Administration; or (c) the Occupational Safety and
Health Plan from any other state.
v. Provide all sheets that contain the 'RETURN THIS PAGE WITH YOUR PROPOSAL' at
the bottom of the page.
XIII. PROPOSAL EVALUATION
See document included herein.
XIV. PROPRIETARY INFORMATION
Ownership of all data, materials, and documentation originated and prepared for CITY pursuant
to this RFP shall belong exclusively to the CITY and be subjected to public inspection in
accordance with the Virginia Freedom of Information Act. Trade secrets or propriety information
submitted by an Offeror shall not be publicly disclosed under the Virginia Freedom of
Information Act; however, the Offeror shall invoke the protection of the section prior to or upon
submission of the data or other materials and must identify the data or other materials to be
protected and state the reasons why protection is necessary. Disposition of material after award is
made should be stated by the Offeror.
Offerors should indicate on the Request for Proposal Cover Sheet the portions of their proposal
that are proprietary. Please list the page numbers and the reason(s). Do not mark the whole
proposal proprietary.
XV. AWARD AND EXECUTION OF AGREEMENT
A. Notice of Award. A Notice of Award will be issued by the CITY, or the proposals rejected
as soon as reasonably possible, but no later than 90 Days after the date of the opening of the
Proposals. The CITY may, in its sole discretion, release any Offer, prior to that date, or
extend the acceptance period an additional 90 days with the consent of the successful
Offeror. The CITY reserves the right to waive any informality or technical defects, to reject
any and all Offers in whole or in part, and may advertise for new Proposals if, in its
judgment, the best interests of the CITY will be served.
B. Signing of Contract. When the CITY gives a Notice of Award to the successful Offeror, it
will be accompanied by 2 original copies of the contract, with all other require documents
attached. Within 10 Days thereafter the Offeror shall sign and deliver the required number of
copies of the contract and attached documents to the CITY with the required Certificate of
Insurance and endorsements. Within 30 Days thereafter the CITY shall deliver one fully
signed copy to the Offeror. If the successful Offeror fails to execute the contract within the
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time specified, the CITY, at its discretion, may award the Work to the second successful
Offeror, or reject all proposals.
XVI. HOLIDAYS
The Contractor shall receive approval of the CITY, in advance, of any work to be performed on
Weekends or Holidays. The CITY observes the following Holidays:
New Year's Day 1st day of January
Martin Luther King's Birthday 3rd Monday in January
President's Day 3rd Monday in February
Memorial Day Last Monday in May
Juneteenth 19th day of June
Independence Day 4th day in July
Labor Day 1st Monday in September
Veteran's Day 11th day in November
Thanksgiving Day 4th Thursday in November
Day after Thanksgiving 4th Friday in November
Christmas Eve 24th day in December
Christmas Day 25th day of December
If any specified holiday fall on a Sunday, the following Monday shall be considered the Holiday.
If these dates fall on a Saturday, the previous Friday shall be considered the Holiday.
XVII. ADMINISTRATIVE
1. The City assures compliance with Title VI of the Civil Rights Act of 1964, as amended. The
Proposer and all subcontractors performing work under a Letter of Agreement between the
Proposer and the City will be required to submit a Title VI Evaluation Report (EEO-D2)
within 10 business days of notification of selection when requested by the City. This
requirement applies to all Proposers and their subcontractors when the contract amount
equals or exceeds $10,000.
2. The provisions of Va. Code 2.2-4310 are applicable to this RFP. The City does not
discriminate against a Proposer because of race, religion, color, sex, national origin, age,
disability, sexual orientation, or any other basis prohibited by state law relating to
discrimination in employment.
3. The City does not discriminate against faith-based organizations in accordance with the Code
of Virginia, Section 2.2-4343.1.
4. Any Proposer who desires to protest the award of a Contract pursuant to this RFP shall
submit such protest in writing to the Williamsburg City Manager no later than ten (10) days
after the announcement of the award. Public announcement of the award shall be posted on
the bulletin board for public notices in the Purchasing Office and the City website.
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XVIII. EVALUATION CRITERIA AND EVALUATION PROCESS
1. The Offeror Score Sheet and listed weighting included herein shall be used in the evaluations
of proposals and development of a potential "shortlist" of Offerors to be considered for
interviews and/or potential negotiations.
2. Two or more Offerors deemed fully qualified, responsible and best suited may be identified
on the basis of the evaluation criteria stated above and included on a "shortlist" of Offerors to
be considered for interviews and potential negotiations.
3. Interviews and Negotiations:
a. The City may engage in individual discussions with two or more Offerors deemed fully
qualified, responsible and suitable on the basis of initial responses and with emphasis on
competence to provide the required services. Repetitive informal interviews shall be
permissible. Interviews may be held virtually or in-person.
b. Such Offerors shall be encouraged to elaborate on their qualifications and performance
data or staff expertise pertinent to proposed projects possible during the annual services
contract term.
c. At the discussion stage, the City may discuss non-binding estimates of total project costs
including but not limited to life-cycle costing and where appropriate non-binding
estimates of price for services.
d. At the conclusion of the informal interviews on the basis of evaluation factors published
in the Request for Proposals and all information developed in the selection process to this
point, the City shall select in order of preference one or more Proposers whose
qualifications and proposed services are deemed most meritorious.
e. Negotiations shall then be conducted with each of the Offerors so selected. After
negotiations have been conducted with each of the selected Offerors, the City will select
the Offeror(s) which, in its sole opinion, has made the best proposal. Written
confirmation shall be obtained from the successful Offeror on any modifications of the
original proposal.
f. If a contract satisfactory and advantageous to the City can be negotiated at a price
considered fair and reasonable, the award shall be made to that Offeror. If a contract
cannot be negotiated with the Offeror so selected, the City may re-open negotiations with
next most qualified Offeror, and so on, until a contract satisfactory and advantageous to
the City has been negotiated.
4. The City reserves the right to reject any and all proposals at any time prior to an award
without explanation. Price shall be considered, but need not be the sole determining factor.
5. Should the City determine and in its sole discretion that only one Offeror is fully qualified, or
that one Offeror is clearly more highly qualified than the others under consideration, a
contract may be negotiated and awarded to that Offeror. The award document will be a
contract incorporating by reference all the requirements, terms and conditions of the
solicitation and the contractor's proposal as negotiated.
6. The Notice(s) of Award shall be posted on the bulletin board for public notices in the
Purchasing Office and on the City of Williamsburg website.
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