Port Road Fire Station Paving ITB

C O U N T Y o f R O C K I N G H A M
20 E. Gay Street
Invitation to Bid Harrisonburg, VA 22802
INVITATION TO BID #26-0923-01
PORT ROAD FIRE STATION PAVING
This procurement is governed by the Virginia Public Procurement Act and all terms and conditions of the
Act are hereby adopted and are made a part of this notice.
Contact Information:
Rebecca Guthrie
Director of Finance
20 E. Gay Street
Harrisonburg, VA 22802
(540) 564-3010
rguthrie@rockinghamcountyva.gov

Table of Contents
1.0 PURPOSE.........................................................................................................................................4
2.0 BACKGROUND.................................................................................................................................4
3.0 SCOPE OF WORK.............................................................................................................................4
4.0 BID PREPARATION AND SUBMISSION.............................................................................................4
5.0 EVALUATION AND CONTRACT AWARD...........................................................................................5
6.0 GENERAL TERMS AND CONDITIONS...............................................................................................6
6.1 APPLICABLE LAWS......................................................................................................................6
6.2 CONTRACTOR'S INSURANCE.......................................................................................................6
6.3 BUILDER'S RISK INSURANCE.......................................................................................................9
6.4 ANTI-DISCRIMINATION...............................................................................................................9
6.5 INFORMATION TECHNOLOGY ACCESSIBILITY...........................................................................10
6.6 NONVISUAL ACCESS TO TECHNOLOGY.....................................................................................10
6.7 ETHICS IN PUBLIC CONTRACTING.............................................................................................11
6.8 IMMIGRATION REFORM AND CONTROL ACT OF 1986.............................................................11
6.9 ANTITRUST................................................................................................................................11
6.10 CLARIFICATION OF TERMS........................................................................................................12
6.11 PAYMENT..................................................................................................................................12
6.12 QUALIFICATIONS OF BIDDERS..................................................................................................12
6.13 TESTING AND INSPECTION.......................................................................................................13
6.14 CHANGES TO THE CONTRACT...................................................................................................13
6.15 DEFAULT...................................................................................................................................13
6.16 TAXES........................................................................................................................................13
6.17 DRUG FREE WORKPLACE..........................................................................................................14
6.18 NONDISCRIMINATION OF CONTRACTORS................................................................................14
6.19 AUDIT....................................................................................................................................... 14
6.20 NON-APPROPRIATION..............................................................................................................14
6.21 CONTRACT DOCUMENTS..........................................................................................................14
6.22 LAWS AND REGULATIONS.......................................................................................................15
6.23 PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA.............................................15
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6.24 PREPARATION AND SUBMISSION OF BIDS.............................................................................15
6.25 WITHDRAWAL OR MODIFICATION OF BIDS...........................................................................15
6.26 RECEIPT AND OPENING OF BIDS.............................................................................................16
6.27 PROPRIETARY INFORMATION.................................................................................................16
6.28 BID ACCEPTANCE PERIOD.........................................................................................................16
6.29 TERMINATION BY OWNER FOR CONVENIENCE........................................................................16
6.30 DEBARMENT STATUS................................................................................................................17
6.31 PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BOND.....................................17
6.32 ESCROW AGREEMENT FOR RETAINAGE FUNDS.......................................................................17
7.0 SIGNATURE SHEET - ITB #26-0923-01..........................................................................................18
8.0 BID FORM - ITB #26-0923-01.......................................................................................................19
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1.0 PURPOSE
The purpose of this Invitation to Bid (ITB) is to request formal competitive sealed bids through the
InvitationtoBidprocesstoestablishacontractforthepurchaseoflightdutyasphaltpavingatRockingham
County Fire and Rescue Port Road Fire Station (Hose Co #4) located at 2654 Port Republic Road,
Harrisonburg, VA 22801.
2.0 BACKGROUND
Rockingham County is located in the center of the beautiful Shenandoah Valley of Virginia. Nestled
between the Blue Ridge Mountains on the east and the Alleghenies on the west, the County is located
alongtheInterstate81corridorandonlyatwo-hourdrivetoWashington,DC. RockinghamCountyisthe
third largest county in Virginia and encompasses the Harrisonburg-Rockingham metropolitan area.
3.0 SCOPE OF WORK
The selected contractor, under the direction of the County, shall perform in a satisfactory and proper
manner all the necessary services required under this solicitation, subject to the following conditions:
1. Parking stalls shall be a minimum of 9x18
2. Travel lanes shall be a minimum of 24' wide
3. Parking lit and island radius are 5' (Typically)
4. Parking islands shall have rolled asphalt edging
5. Contractor to saw cut existing pavement and repave to match existing grade and finish
PleaseseeAddendumA,SitePlanPavingDetails,whichhasbeenincorporatedaspartofthisInvitationto
Bid.
4.0 BID PREPARATION AND SUBMISSION
AmandatoryPre-Bidmeetingwillbeheldonsiteat2654PortRepublicRoad,HarrisonburgVA22801at
10:00am, local time, on Tuesday, October 6, 2026.
Bidders are required to submit the following items as a complete bid:
1. The completed signature sheet (see 7.0 Signature Sheet).
2. The completed bid form (see 8.0 Bid Form).
3. Forbidsinexcessof$100,000,abidsecurityintheamountoffivepercent(5%)ofthebidvalue.Bid
securitymustbeintheformofacashier'scheck,acertifiedcheck,orabidbondissuedbyasurety
company licensed to conduct business in Virginia and acceptable to the County.
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Bids shall be submitted in a sealed envelope, clearly marked "ITB-# 26-0923-01 PORT ROAD FIRE
STATION PAVING" no later than 2:30p.m., local time, Friday, October 23, 2026 to:
Rockingham County Finance Department
Attention: Rebecca Guthrie
20 East Gay Street
Harrisonburg, VA 22802
Electronic submissions can also be submitted through the County's website or using the following link
https://va-rockinghamcounty2.civicplus.com/FormCenter/Email-Forms-13/Procurement-200.
Itistheresponsibilityofthebiddertoensurethattheirbidreachestheappropriateofficepriortothedate
and time of closing.
Allcostsofproposalpreparationandpresentationshallbebornebyeachbidder.TheCountyisnotliable
for any cost incurred by the bidder prior to issuance of a contract.
5.0 EVALUATION AND CONTRACT AWARD
Bids will be opened at the time and place stated in the Invitation to Bid or as modified by subsequent
Addenda,andtheircontentspubliclyannounced.ThePurchasingAgentshalldecidewhenthespecified
time for bid opening has arrived. No responsibility will be attached to any officer or agent for the
prematureopeningofabidnotproperlyaddressedandidentified.Theprovisionsof2.2-4342oftheCode
of Virginia shall be applicable to the inspections of bids received.
The Contract, if awarded, will be awarded to the lowest responsive and responsible bidder, if any,
provided his bid is reasonable and it is in the best interest of the County to accept it and subject to the
County's right to reject any and all bids and to waive informality in the bids and in the bidding.
Determinationofthelowestresponsiblebidder,ifany,willbebasedonthetotalbidamountenteredon
theBidForm.Wherethesumofthevaluesenteredinthemultiplepartsdonotagreewiththetotalbid
amount, the total bid amount entered on the Bid Form, including any properly submitted bid
modifications, shall take precedence. In the event that the total bid from the lowest responsible bidder
exceedsavailablefunds,theCountymaynegotiatethetotalbidamountwiththeapparentlowbidderto
obtain a contract price within available funds, pursuant to 2.2-4318 of the Code of Virginia.
Inthecaseofatiebid,theCountymaygivepreferencetogoods,services,andconstructionproducedin
theCountyorprovidedbypersons,firmsorcorporationshavingprincipalplacesofbusinessintheCounty.
If such choice is not available, preference shall then be given to goods and services produced in the
Commonwealth pursuant to Section 2.2-4324 of the Code of Virginia. If no County or Commonwealth
choice is available, the tie shall be decided by lot.
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TheNoticeofAwardwillbepostedontheCountywebsiteaftertheBoardawardsthecontract. Anybidder
whodesirestoprotesttheawardordecisiontoawardacontractshallsubmittheprotestinwritingtothe
Rockingham County Purchasing Agent no later than ten days after the award date of the Board of
Supervisors or date of the Notice of Award, whichever comes first ( 2.2-4360).
TheCountyreservestherighttorejectanyandallbidsinwholeorinpart,towaiveanyinformality,and
todeleteitemspriortomakinganaward. TheCountyatitsdiscretionmayenterintoanagreementwith
multiple bidders.
6.0 GENERAL TERMS AND CONDITIONS
6.1 APPLICABLE LAWS
This solicitation and any resulting contract shall be governed in all respects by the laws of the
Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the
County.Theagencyandthecontractorareencouragedtoresolveanyissuesincontroversyarisingfrom
the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR)
procedures (Code of Virginia, 2.2-4366). The contractor shall comply with all applicable federal, state,
and local laws, rules, and regulations.
6.2 CONTRACTOR'S INSURANCE
By signing and submitting a proposal under this solicitation, the bidder certifies that if awarded the
contract,itwillpurchaseandmaintain,atitssoleexpense,andfromacompanyorcompaniesauthorized
todobusinesswithintheCommonwealthofVirginia,insurancepoliciescontainingthefollowingtypesof
coveragesandminimumlimits,protectingfromclaimswhichmayariseoutoforresultfromtheBidder's
performance or non-performance of services under this Contract, or the performance or non-
performance of services under this Contract by anyone directly or indirectly employed by the Bidder or
for whose acts it may be liable:
1. Workers' Compensation - Statutory requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer. Businesses who hire
subcontractorswhowillperformthesametradeorarehiredtofulfillcontractrequirementsmust
include the subcontractor's employees when determining the total number of employees for
workers compensation. A waiver of subrogation in favor of the County of Rockingham and its
officers, employees, agents, and volunteers must be endorsed on the workers compensation
policy. Contractors who fail to notify the County of increases in the number of employees that
changetheirworkers'compensationrequirementsundertheCodeofVirginiaduringthecourse
of the contract shall be in noncompliance with the contract. This policy shall specifically list
Virginia as a covered state.
2. Employer'sLiability-$1,000,000eachaccident/$1,000,000eachdisease-policylimit/$1,000,000
each disease each employee. This policy shall specifically list Virginia as a covered state.
3. CommercialGeneralLiability-$1,000,000peroccurrence/$2,000,000aggregatelimit,andaper
projectaggregatelimitof$2,000,000.CGLformCG201011/85editionoritsequivalentisrequired
to be endorsed to the commercial general liability policy. Commercial General Liability is to
includebodilyinjuryandpropertydamage,personalinjury,advertisinginjury,contractualliability,
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and premises, operations and products and completed operations coverage. The County of
Rockingham and its officers, employees' agents and volunteers must be named as additional
insuredsandbesoendorsedonthepolicyonaprimaryandnon-contributorybasis.CG200104
13oritsequivalentisrequiredtobeendorsedtothecommercialgeneralliabilitypolicy.Awaiver
ofsubrogationinfavorofRockinghamCountyGovernmentisrequiredonthecommercialgeneral
liability policy.
4. AutomobileLiability-$1,000,000peraccident.Coverageistoincludehired,owned,non-owned,
temporary, and leased vehicles. An additional insured endorsement in favor of the County of
Rockingham and its officers, employees, agents and volunteers is required on the Commercial
autopolicyonaprimaryandnon-contributorybasis.CA04491116oritsequivalentisrequired
to be endorsed to the commercial auto policy. A waiver of subrogation naming the County of
Rockinghamanditsofficers,employees,agentsandvolunteersisalsorequiredonthecommercial
auto policy.
5. Umbrella Liability Coverage - minimum coverage of $1,000,000 or greater; must be follow form
andgoovertheunderlyinggeneralliability,commercialautoandemployer'sliabilitypolicies.The
County of Rockingham and its officers, employees, agents and volunteers must be named as
additionalinsuredsandbesoendorsedontheumbrellapolicyonaprimaryandnon-contributory
basis. A waiver of subrogation naming the County of Rockingham and its officers, employees,
agents and volunteers is also required on the umbrella policy.
6. Professional (E&O) Liability Insurance - of an amount not less than $1,000,000.
All insurance coverage:
1. shallbeissuedbyaninsurancecarrierauthorizedtodobusinesswithintheCommonwealth
ofVirginiaandratedA-VIIIorbetter,byA.M.BestCompanyorequivalentratingfroman
alternate recognized ratings agency, and otherwise acceptable to the County;
2. shall be kept in force throughout performance of services;
3. shall be an occurrence-based policy; professional liability may be claims made basis;
4. shall include completed operations coverage;
5. shall contain a cross liability or severability of interest clause or endorsement. Insurance
coveringthespecifiedadditionalinsuredshallbeprimaryandnon-contributory,andallother
insurance carried by the additional insureds shall be excess insurance;
6. where additional insured required, such policy shall not have a restriction on the limits of
coverage provided to the County as an additional insured. The County shall be entitled to
protectionuptothefulllimitsofthebidders'policyregardlessoftheminimumrequirements
specified in the Contract.
ProofofInsurance:Priortoperformanceofanyservicesordeliveryofgoods,theBiddershall(i)haveall
required insurance coverage in effect; (ii) deliver to the County certificates of insurance for all lines of
coverage(theBiddershallberesponsiblethatsuchcoverageevidencedtherebyshallnotbesubstantially
modifiedorcanceledwithout30dayspriorwrittennoticetotheCounty);and(iii)delivertotheCounty
endorsementstothepolicieswhichrequiretheCountyanditsofficials,officers,employees,agentsand
volunteers be named as "additional insured." Policies which require this endorsement include:
Commercial General Liability, Automobile Liability, and umbrella or excess liability coverage as detailed
below. Such endorsements must be approved by the County, and (iv) upon the request of the County,
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provideanyotherdocumentationsatisfactorytotheCountyinitssolediscretion,evidencingtherequired
insurancecoverage,includingbutnotlimitedtoacopyoftheinsurancepolicyandevidenceofpayment
of policy premiums. The Bidder shall require each of its subcontractors and suppliers to have coverage
per the requirements herein in effect, prior to the performance of any services by such subcontractors
andsuppliers.Further,theBiddershallensurethatallRequiredInsurancecoveragesofitssubcontractors
andsuppliersisandremainsineffectduringperformanceoftheirservicesontheProjectandcertifiesby
commencement of the Work that this insurance and that of subcontractors is in effect and meets the
requirementssetforthherein.TheCountyshallhavenoresponsibilitytoverifycompliancebytheBidder
or its subcontractors and suppliers.
Effect of Insurance: Compliance with insurance requirements shall not relieve the Bidder of any
responsibilitytoindemnifytheCountyforanyliabilitytotheCounty,asspecifiedinanyotherprovision
ofthiscontract,andtheCountyshallbeentitledtopursueanyremedyinlaworequityiftheBidderfails
to comply with the contractual provisions of this contract. Indemnity obligations specified elsewhere in
this Contract shall not be negated or reduced by virtue of any insurance carrier's denial of insurance
coveragefortheoccurrenceoreventwhichisthesubjectmatteroftheclaim,orbyanyinsurancecarrier's
refusal to defend any named insured.
WaiverofSubrogation:TheBidderagreestoreleaseanddischargetheCountyofandfromallliabilityto
the Bidder, and to anyone claiming by, through or under the Bidder, by subrogation or otherwise, on
account of any loss or damage to tools, machinery, equipment, or other property, however caused.
SovereignImmunity:Nothingcontainedhereinshalleffect,orshallbedeemedtoaffect,awaiverofthe
County's sovereign immunity under law.
RighttoReviseorReject:TheCountyreservestheright,butnottheobligation,toreviseanyinsurance
requirement not limited to limits, coverages, and endorsements, or reject any insurance policies which
failtomeetthecriteriastatedherein.Additionally,theCountyreservestheright,butnottheobligation,
toreviewandrejectanyinsurerprovidingcoverageduetoitspoorfinancialconditionorfailuretooperate
legally.
Umbrella or Excess Liability Coverage shall provide additional coverage limits over the underlying
commercialgeneralliability,commercialautomobile,andemployer'sliabilityinsurancewiththebroadest
coverage available between the umbrella or excess liability policy and the underlying policies. This
insurance shall name the County and its officials, officers, and employees and agents as "additional
insureds" by endorsement to the Umbrella or Excess Liability policy on a primary and non-contributory
basis. Such policy shall not have a restriction on the limits of coverage provided to the County of
Rockinghamasanadditionalinsured.TheCountyofRockinghamshallbeentitledtoprotectionuptothe
full limits of the Bidder's policy regardless of the minimum requirements specified in this contract.
Professional Liability Insurance: At its sole expense, and prior to commencing any activities under this
Agreement, Bidder shall secure professional liability insurance, covering any damages caused by the
negligent or wrongful acts or omissions of the Bidder, its employees and agents in the performance of
this Agreement, with coverage in an amount not less than $1,000,000 per claim/$2,000,000 aggregate
("Required Insurance"). Bidder shall maintain the Required Insurance in effect throughout the Term of
thisAgreementandforaperiodofthree(3)yearsfollowingfinalacceptanceoftheProjectbytheCounty.
UponexecutionofthisAgreement,BiddershallprovidetheCountywithacertificateofinsurance,orother
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written documentation satisfactory to the County in its sole discretion, issued by Bidder's insurance
company(ies), confirming the Required Insurance and the beginning and ending date(s) of Contractor's
policy(ies). Upon receipt of any notice, verbal or written, that the Required Insurance is subject to
cancellation, Bidder shall immediately (within one business day) notify the County. Bidder's failure to
complywithanyoftherequirementsofthisSectionshallconstituteamaterialbreachofthisAgreement
entitling the County to terminate this Agreement without notice to Bidder and without penalty to the
County.
6.3 BUILDER'S RISK INSURANCE
If applicable - the Contractor, at his cost, shall obtain and maintain in the names of the County and the
Contractor builder's risk insurance on a special causes of loss form, including the costs of excavations,
backfills, foundations, underground utilities and site work (or fire, extended coverage, vandalism and
maliciousmischiefinsurance,ifapprovedbytheCounty)upontheentirestructureorstructuresonwhich
theworkofthiscontractistobedone,anduponallmaterialinoradjacenttheretowhichisintendedfor
usethereon,toonehundredpercent(100%)oftheinsurablevaluethereof.Suchinsurancemayinclude
a deductible provision if the County so provides, in which case the Contractor will be liable for such
deductions, whenever a claim arises. The loss, if any, is to be made adjustable with and payable to the
County,inaccordancewithitsinterests,astheymayappear.TheCounty,itsofficers,employeesandits
agents,shallbenamedaslosspayeeinanypolicyofinsuranceissued.Writtenevidenceoftheinsurance
shallbefiledwiththeCountypriortoexecutionofthecontractbytheOwner.Insuranceprovidersmust
beauthorizedtodobusinessinVirginiaandhaveanagentlicensedtodobusinessinVirginia.Intheevent
of cancellation of this insurance, not less than thirty (30) days prior written notice must be sent to the
County. A copy of the policy of insurance shall be given to the County upon demand.
AnyinsuranceprovidedthroughtheCountyforconstruction,additions,orrenovationswillnotextendto
contractor'sbuildings,equipment,materials,toolsorsuppliesunlesstheseitemsaretobecomeproperty
oftheCountyuponcompletionoftheprojectandtheCountyhasassumedresponsibilityforsuchitems
at the time of the loss.
6.4 ANTI-DISCRIMINATION
By submitting their bids, bidders certify to the County that they will conform to the provisions of the
FederalCivilRightsActof1964,asamended,aswellastheVirginiaFairEmploymentContractingActof
1975,asamended,whereapplicable,theVirginiansWithDisabilitiesAct,theAmericansWithDisabilities
Actand2.2-4311oftheVirginiaPublicProcurementAct(VPPA).Iftheawardismadetoafaith-based
organization, the organization shall not discriminate against any recipient of goods, services, or
disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief,
refusaltoparticipateinareligiouspractice,oronthebasisofrace,age,color,genderornationalorigin
andshallbesubjecttothesamerulesasotherorganizationsthatcontractwithpublicbodiestoaccount
for the use of the funds provided; however, if the faith-based organization segregates public funds into
separateaccounts,onlytheaccountsandprogramsfundedwithpublicfundsshallbesubjecttoauditby
the public body. (Code of Virginia, 2.2-4343.1E).
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis
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prohibitedbystatelawrelatingtodiscriminationinemployment,exceptwherethereisa
bonafideoccupationalqualificationreasonablynecessarytothenormaloperationofthe
contractor. Thecontractoragreestopostinconspicuousplaces,availabletoemployees
and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
b. Thecontractor,inallsolicitationsoradvertisementsforemployeesplacedbyoronbehalf
of the contractor, will state that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting these requirements.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order
over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
6.5 INFORMATION TECHNOLOGY ACCESSIBILITY
1. Compliance Requirement. All information and communications technology (ICT) purchased or
upgraded pursuant to this Contract for use by the County shall comply with the Information
Technology Access Act, 2.2-3500 through 2.2-3505 of the Code of Virginia.
2. CertificationorDocumentation.ForICTdeliveredunderthisContractthatwillbeusedbytheCounty
ormadeavailabletothepublic,ContractormustcertifythattheICTconformswith"accessibility,"as
thattermisdefinedinVirginiaCode2.2-3501. IftheContractorcannotcertifyfullconformanceof
accessibility, the Contractor must provide
(i)aContractor-paidandcompletedAccessibilityConformanceReport(asthat
termisdefinedinVirginiaCode2.2-3501)indicatingthelevelofconformance
with accessibility for the ICT being procured by the County; and
(ii) a Contractor-paid and completed Vendor Accessibility Roadmap (as that
term is defined in Virginia Code 2.2-3501) documenting any areas of
nonconformance and including a timeline for each nonconforming area's
completion.
3. No Waiver of Contractor Obligations. Consistent with 28 C.F.R. 35.201 and 36 C.F.R. Part 1194,
Appendix A, E202, the County may, in its sole discretion, procure non-accessible ICT, if such
procurementdoesnotresultinindividualswithdisabilitiesbeingdeniedthebenefitofanyprogram,
service,oractivityprovidedbytheCounty. ThisdiscretiondoesnotwaiveContractor'sobligationsto
comply with accessibility requirements and provide required certifications or documentation.
6.6 NONVISUAL ACCESS TO TECHNOLOGY
All information technology (the "Technology") which is purchased or upgraded by the VCCS will comply
with the following nonvisual access standards from the date of purchase or upgrade until the expiration
of the contract:
1. Effective, interactive control and use of the Technology shall be readily achievable by
nonvisual means.
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