IFB-26-27-025-Ballou Park Pickleball Court Improvements

IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
1.0 INTENT
2.0 SCOPE OF WORK
3.0 SUPPLEMENTAL GENERAL CONDITIONS
4.0 PLANS AND SPECIFICATIONS
5 .0 BID DOCUMENTS
1.0 INTENT
It is the intent of this Invitation for Bid to solicit sealed bids from qualified contractors to furnish
all labor, materials, equipment, supervision, transportation, engineering and design services
where specifically required, and incidentals necessary to complete the Ballou Park Pickleball
Court Improvements in Danville, Virginia.
The Work generally consists of improvements to the existing tennis court area to create new
pickleball courts, including rehabilitation and reconstruction of the existing court pavement and
aggregate base; new asphalt paving; installation of an acrylic athletic court surfacing system
and pickleball court striping; installation of pickleball net posts, nets, fencing, gates, and related
court appurtenances; construction of two shade pavilions; removal of existing sports lighting and
associated electrical work as indicated; construction of accessible parking and an accessible
pedestrian route; site grading, erosion and sediment control, restoration, and all other work
required for a complete project in accordance with the Contract Documents.
The Contractor shall provide a complete and operable installation whether or not every
incidental item is specifically shown or described, provided such incidental work is reasonably
inferable from the Contract Documents as necessary to complete the Work.
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Andrew Hall, Parks and Recreation
1.2 Deadline
Sealed BIDS shall be submitted no later than NOVEMBER 4, 2026, at 2:00 PM to:
City of Danville
Purchasing Department
Attn.: Carol Henley
427 Patton Street, Room 304
Danville, VA 24541
BIDS will not be accepted both electronically and on paper. The bid with the latest time
stamp received prior to the due date and time will be evaluated for each Bidder.
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IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
1.3 Pre-bid Conference: A pre-bid conference will be held on Wednesday,
October 14, 2026, at 10:00 AM at 420 Memorial Drive, Suite 100 OR by Teams at
IFB-26-27-025-Ballou Park Pickle Ball Court Improvements Pre-Bid
1.4 Bid Inquiries: The last day for questions will be October 22, 2026, at 5:00 PM
Email Carol Henley at purchasing@danvillevagov
1.5 Davis Bacon: NOT APPLICABLE .
1.6 Bonds: 5% Bid bond; 100% performance and payment bonds.
1.7 Time of Completion: 120 consecutive calendar days from the Notice to Proceed.
1.8 Liquidated Damages: $250 dollars per calendar day.
1.9 Owner's Representative: Andrew Hall, Parks and Recreation Project Manager
hallak@danvilleva.gov
1.10 Code: All work performed shall conform to the Virginia Uniform Building Code
1.11 Code: All work performed shall conform to the Contract Documents. Reference is
made to the Specifications; the Standard Drawings; this Invitation for Bid; the Project
Manual; and the Plans.
1.12 Retainage/Escrow: Five percent (5%) retainage/escrow will be withheld from each
invoice until final completion and acceptance of the contract work
1.13 Force Majeure: In no event will Contractor or City be liable for any delay in the
performance of, or failure to perform, any action required under the Agreement,
whether in whole or in part, and the time for performance (including, without limitation
and for avoidance of doubt, the investment and job maintenance obligations set forth
herein) shall be extended for the duration of any such delay, to the extent that such
delay or failure is caused by any of the following causes: war; acts of terrorism;
strike; lockout or other labor disturbance; fire; severe weather; extraordinary natural
occurrence; epidemic; pandemic; plagues of locusts; swarms of bow weevils;
earthquake; shortage or interruption of supply or transportation facilities;
extraordinary governmental action (whether or not valid); or other causes, whether or
not similar, beyond the reasonable control of Contractor, in each case whether
foreseeable or unforeseeable.
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IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
2.0 SCOPE OF WORK
2.1 General
The Work generally consists of furnishing all labor, materials, equipment, supervision, temporary
facilities, transportation, layout, permits, submittals, engineering where specified, testing
assistance, cleanup, and incidentals necessary to complete the Ballou Park Pickleball Court
Improvements in accordance with the Contract Documents.
The scope of Work includes, but is not necessarily limited to, the following:
A. Mobilization and Site Controls: Mobilization, construction layout, temporary barricades
and protection, maintenance of access, protection of existing improvements and utilities,
temporary erosion and sediment control measures, and other temporary facilities
required to perform the Work.
B. Demolition and Removal: Removal and legal disposal of existing improvements
designated for removal, including existing chain-link fencing and gates, existing sports-
lighting poles and fixtures, designated pavement and gravel, and other miscellaneous
improvements shown on the Drawings. Electrical service associated with the existing
sports lighting shall be disconnected, removed, capped, or abandoned as indicated in
the Contract Documents.
C. Court Pavement Improvements: Mill and/or remove the existing court pavement as
indicated; evaluate, recondition, grade, and compact the existing aggregate base;
provide additional aggregate base and localized repair of failed or unsuitable base and
subgrade where required; and construct the new asphalt pavement system to the lines,
grades, slopes, and thicknesses indicated on the Drawings.
D. Pickleball Court Construction: Construct the pickleball court layout shown on the
Drawings, including net-post foundations, net posts, nets, sleeves and accessories,
court-edge restraint, and other court appurtenances required for a complete installation.
E. Athletic Court Surfacing: Prepare the completed asphalt court surface; perform required
flood testing and correction of surface irregularities; install the specified acrylic
resurfacer, textured color coats, finish coat, and pickleball court striping; and provide all
associated samples and closeout materials required by the Specifications.
F. Chain-Link Fencing and Gates: Furnish and install new perimeter and interior chain-link
fencing and pedestrian gates of the heights, configurations, materials, foundations, edge
restraints, hardware, and accessories indicated on the Drawings and specified in the
Contract Documents.
G. Shade Pavilions: Furnish and install two complete shade pavilions at the locations
shown, including required delegated structural design, shop drawings, Virginia-licensed
professional engineering services where specified, structural framing, roofing,
foundations, anchorage, finishes, and all accessories necessary for complete
installations.
H. Accessible Parking Improvements: Construct the accessible parking improvements
shown on the Drawings, including excavation and grading, aggregate base, asphalt
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IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
paving, pavement markings, access aisle striping, accessible parking signage, concrete
wheel stops, and associated site work.
I. Accessible Pedestrian Route: Construct the concrete accessible walkway between the
parking area and court facility, including subgrade preparation, aggregate base where
required, concrete paving, grading, transitions, and related work.
J. Site Restoration: Restore all areas disturbed by construction, including final grading,
topsoil where required, seeding, stabilization, removal of temporary erosion-control
measures after establishment of permanent stabilization, repair of improvements
damaged by construction, and final cleanup.
K. Incidental Work: Perform all incidental and ancillary work required to provide a complete
project in accordance with the Plans, Specifications, approved submittals, applicable
permits, and other Contract Documents.
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The Contractor shall comply with the provisions of the following:
The City of Danville's "Standard Requirements & Instructions for Bidding",
Version 3.0, dated July 1, 2025. Copies may be obtained from the Purchasing
Office or by downloading from the City's website "Finance Department,
Purchasing Division.
3.2 Award:
A. The award will be made to the lowest responsible and responsive bidder, with
consideration given to completion time.
B. If a scoring matrix will be used in the evaluation, it will be shared in this
solicitation.
C. The City reserves the right to reject any or all offers and to waive informalities
and minor irregularities in offers received.
D. The award will be made to the bid conforming to the IFB and will be most
advantageous to the City.
3.3 Authority:
A. The Director of Purchasing as the designee of the City Manager has the sole
responsibility and authority for negotiating, placing, and when necessary modifying
each and every invitation to bid, purchase order or other award issued by the City
of Danville. In the discharge of these responsibilities, the Director of Purchasing
may be assisted by assigned buyers. No other City officer or employee is
authorized to order supplies or services, enter into purchase negotiations, or in any
way obligate the government of the City of Danville for any indebtedness. Any
purchases contrary to these provisions and authorities shall be void and the City
shall not be bound thereby.
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IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
B. This procurement process, including withdrawal of bids and appeal or protests, is
governed by the "PROCUREMENT CODE OF THE CITY OF DANVILLE, VIRGINIA".
Copies of the Procurement Code may be obtained by writing the City of Danville
Purchasing Department, 427 Patton St. Room 304, Danville, Virginia 24541 and by
downloading from the City's website, Finance Department, Purchasing Division. The
City of Danville does not discriminate against faith-based organizations.
3.4 Method of Bid Submission:
A. Bids will not be accepted both electronically and on paper. Each must choose only
one method of submission to avoid any confusion or duplication of entries. The
latest dated and time stamped bid will be the only bid accepted and
evaluated. No bid may be considered if received after the time shown on the title
page. The allowable methods for submitting are electronic and paper submission.
B. Paper Submission: Bids must be written in ink or typewritten. Envelopes must be
sealed and marked in the lower left-hand corner IFB-26-27-025"Ballou Park
Pickleball Court Improvements" and submitted to the office indicated on the
title page.
C. Electronic Submission: Bidders who choose to submit their Bids electronically
must ensure that they are registered on eVA at.https://eva.virginia.gov Bids can
be found under the Business Opportunities Tab > Virginia Business Opportunities
(VBO). Search IFB 26-27-025. When addenda a re issued, suppliers that have
submitted an electronic response will have to RESUBMIT their response to the
latest version of the solicitation.
D. Should the BID contain proprietary information, provide one (1) redacted hard
copy of the BID and all attachments with proprietary portions removed or
blacked out. This copy should be clearly marked "Redacted Copy" on the front
cover. The classification of an entire BID document, line-item prices, and /or total
bid prices as proprietary or trade secrets is not acceptable. The City of Danville
shall not be responsible for the Contractor's failure to exclude proprietary
information from this redacted copy. No other distribution of the BID shall be
made by the Offeror.
E. Bidders are expected to examine all instructions, specifications, drawings, sites,
installations, etc. Failure to do so will be at the Bidder's risk. Erasures or other
changes must be initialed by the person signing the bid.
F. SCC Number
Contractors organized as a stock or nonstock corporation, limited liability
company, business trust, or limited partnership or registered as a registered
limited liability partnership shall be authorized to transact business in the
Commonwealth as a domestic or foreign business entity if so required by Virginia
Title 13.1 or Title 50 or as otherwise required by law. A Contactor organized or
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IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
authorized to transact business in the Commonwealth pursuant to Virginia Title
13.1 or Title 50 shall include in its bid or proposal the identification number
issued to it by the State Corporation Commission. Any bidder or offeror that is not
required to be authorized to transact business in the Commonwealth as a foreign
business entity under Title 13.1 or Title 50 or as otherwise required by law shall
include in its bid or proposal a statement describing why the bidder or offeror is
not required to be so authorized.
3.5 Bidder Eligibility:
A. Bidders are required to submit evidence that they have practical knowledge of the
particular work bid upon and that they have the financial resources to complete the
proposed work. Failure on the part of any Bidder to carry out previous contracts
satisfactorily, or lack of experience or equipment necessary for the satisfactory and
timely completion of this Project, may be deemed sufficient cause for
disqualification of said Bidder.
B. The Bidder must readily and independently document that the Bidder possesses
the experience, equipment and financial resources necessary for a timely and
professional completion of this project.
C. Irregular Bids: Bids shall be considered irregular for the following reasons:
1. If the bid is on a form other than that furnished by the City, if the City's form is
altered, or if any part of the bid form is detached.
2. If there are unauthorized additions, conditional or alternate pay items, or
irregularities of any kind which make the bid incomplete, indefinite, or
otherwise ambiguous.
If the bid is not accompanied by the bid guaranty specified by the City.
3.
D. Withdrawal of Bid Due to Error:
1. A bidder for a City construction contract, other than a contract for construction
or maintenance of public highways, may withdraw his bid from consideration,
if the price bid was substantially lower than the other Bids due solely to a
mistake therein, provided the bid was submitted in good faith and the mistake
was a clerical mistake, as opposed to a judgment mistake, and was actually
due to an unintentional arithmetic error or an unintentional omission of a
quantity of work, labor, or material made directly in the compilation of the bid,
which unintentional arithmetic error or unintentional omission can be clearly
shown by objective evidence drawn from inspection of original work papers,
documents, and materials used in the preparation of the bid sought to be
withdrawn.
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IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
2. The bidder shall give notice in writing of his claim of the right to withdraw his bid
within two (2) business days after the conclusion of the bid opening procedure.
E. Disqualification of Bidder: A bidder shall be considered disqualified for any of the
following reasons:
1. Submitting more than one bid from the same partnership, firm, or corporation
under the same or different name.
2. Evidence of collusion among bidders. Bidders participating in such collusion
shall be disqualified as bidders for any future work of the City until any such
participating bidder has been reinstated by the City as a qualified bidder.
3. If the bidder is considered to be in "default" for any reason.
3.6 Bids Binding 90 Days:
Unless otherwise specified, all formal bids submitted shall be binding for ninety (90)
calendar days following bid-opening date.
3.7 Cleanup:
A. The Contractor at all times shall keep the premises free from accumulation of
waste materials or rubbish caused by his operations. At the completion of the
work, he shall remove all his waste materials and rubbish from and about the
project as well as all his tools, construction equipment, machinery, and surplus
materials.
B. If the Contractor fails to clean up at the completion of the work, the City may do
so and the cost thereof shall be charged to the Contractor.
3.8 Control of Work:
A. On all questions relating to quantities, the acceptability of materials and
equipment, or work, and the interpretation of the Contract Documents, the
decision of the Project Manager are final and binding and shall be precedent to
any payment under the contract.
B. All work and material are subject to the inspection and approval of the Project
Manager. Any work done without proper inspection will be subject to rejection.
Inspection of the work shall not relieve the Contractor of the obligation to fulfill all
conditions of the contract. The Project Manager may require the Contractor to
remove from the work any employee, as the Project Manager may deem
incompetent, careless or insubordinate.
C. The Contractor and the Contractor's authorized agents shall have at least one staff
member on site that must be literate and fluent in the English language, because
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of the necessity to read labels, job instructions and signs, as well as the need for
conversing with City project managers.
D. Conduct, courtesy, and respect: Contractors, Subcontractors, and their employees
shall exhibit professional and workmanlike behavior while on site. Engaging in
behavior that is rude, threatening, or offensive or use of profane or insulting
language is prohibited. Harassment of any kind, including sexual harassment, is
prohibited. Abusive, derogatory, obscene, or improper language, gestures,
remarks, or other disrespectful behavior will not be tolerated. Inappropriate or
aggressive conduct on City of Danville property, including roughhousing, fighting,
physical threats, destruction of property, vandalism, littering, or physical abuse, is
not permitted. Contractors, Subcontractors, and their employees may not
fraternize or socialize with City employees or building patrons during working
hours. Contractors, Subcontractors, and their employees are required to wear
appropriate work attire while on site. Articles of clothing cannot display offensive
or inappropriate language, symbols, or graphics. The City of Danville
representative reserves the right to decide if such clothing or actions are
inappropriate.
E. General Contractor shall provide the following statement and a list of all employees
and subcontractor employees that will be working on this project. The statement
and list of employees shall be on company letterhead with signature and date.
"This is to certify that all employees that are scheduled to work on this project have
not been convicted of a felony in the past 7 years, can qualify for voting rights
reinstatement and are not on active parole or active probation. Workers with felony
convictions and do not qualify under special conditions will not be allowed access
to work site."
F. Certain items of work may be performed by forces of the City. The Contractor shall
cooperate fully in scheduling and coordinating with the Project Manager such that
no delay will result in the performance of such work. If the Contractor claims that
such work delays or causes additional costs, he shall make claims as provided in
Work Changes.
G. The City may award or may have awarded contracts to others for other work. The
Contractor shall cooperate fully with such other Contractors by scheduling his own
work with that to be performed under other Contracts as may be directed by the
City. The Contractor shall not commit or permit any act which will interfere with
the performance of work by any other Contractor as scheduled.
H. Neither the final certificate of payment nor any provision in the contract documents,
nor partial or entire occupancy of the premises by the City, shall constitute an
acceptance of work not done in accordance with the contract documents or relieve
the Contractor of liability in respect to any express warranties or responsibility for
faulty materials or workmanship. The Contractor shall remedy any defects in the
work and pay for any damage to other work resulting therefrom, which shall appear
within a period of one year from the date of final acceptance of work unless a
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IFB-26-27-025 "Ballou Park Pickleball Court Improvements"
longer period is specified. The City will give notice of observed defects with
reasonable promptness.
3.9 Equal Employment:
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, or national origin, except where religion, sex, or
national origin is a bona fide occupational qualification reasonably necessary to the
normal operation of the Contractor. The Contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices setting forth the
provisions for this non-discrimination clause.
B. The Contractor also shall not discriminate against any handicapped person in
violation of any state or federal law or regulation and shall also post in conspicuous
places, available to employees and applicants for employment, notices setting
forth the provisions of this additional non-discrimination clause.
C. The Contractor, in all solicitations or advertisements for employees placed by or
on behalf of the Contractor, will state that such contractor is an equal opportunity
employer.
D. Notices, advertisements, and solicitations placed in accordance with Federal law,
rule or regulation shall be deemed sufficient for the purpose of meeting the
requirements of this section.
E. The Contractor will include the provisions of the foregoing paragraphs in every
subcontract or purchase order over $10,000 so that the provisions will be binding
upon each subcontractor or vendor.
F. The Contractor will otherwise comply with all other applicable provisions of local,
State, and Federal law.
3.10 Drug Free Workplace:
During the performance of this contract, the contractor agrees to:
A. Provide a drug-free workplace for the contractor's employees.
B. Post in conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful manufacture,
sale, distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the contractor's workplace and specifying the actions
that will be taken against employees for violations of such prohibition.
C. State in all solicitations or advertisements for employees placed by or on behalf
of the contractor that the contractor maintains a drug-free workplace.
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