Project Manual - Potomac Overlook Construct Picnic Shelter

INVITATION TO BID - PAGE 1 OF 2
POTOMAC OVERLOOK REGIONAL PARK
CONSTRUCT PICNIC SHELTER
Sealed bids will be received by mail or in person at the NOVA Parks Headquarters, 5400 Ox
Road, Fairfax Station, Virginia 22039, until the submission deadline of Tuesday, August 25,
2026, at 11:00 a.m. EST. Bids will be opened in public at the NOVA Parks Headquarters on
Tuesday, August 25, 2026, at 1:00 p.m. EST.
Bids and bid bonds (if applicable) may be (1) submitted in person at the NOVA Parks
Headquarters, (2) sent via U.S. Mail or other delivery service, or (3) electronically transmitted
by emailing to NOVAParksBids@nvrpa.org.
Any bid received after the submission deadline as noted above will not be accepted or
considered. The time of receipt shall be determined as the time the bid is received by NOVA
Parks. Bidders are solely responsible for ensuring that their bid and supporting documents
are received by NOVA Parks by the submission deadline. Bidders may request written
confirmation of receipt of their bid.
NOVA Parks is not responsible for delays in the delivery of email, or emails misdirected to
incorrect email addresses.
For bids submitted in person or via U.S. Mail or other delivery service, bidders should:
Label bids to the attention of the Director of Planning and Development.
Include on the outside of the bid the name of the bidder and the project name as noted
on the cover sheet of the Project Manual.
For bids submitted via email, bidders should:
Include in the bid email subject line the name of the bidder and the project name as
noted on the cover sheet of the Project Manual.
Send the bid email with an automated request for a receipt to be sent back to the
bidder when the email is read/opened. Bid emails will not be opened by NOVA Parks
until the submission deadline.
Submit the bid Form of Proposal, and any other supporting documents, as PDF
attachments to the email. Do not include these documents in the body of the email.
Notify the NOVA Parks Project Manager of their intent to submit an electronic bid at
least 24 hours prior to the bid deadline.
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INVITATION TO BID - PAGE 2 OF 2
POTOMAC OVERLOOK REGIONAL PARK
CONSTRUCT PICNIC SHELTER
The project includes site grading; a concrete pad, post footings, and sidewalk; drainage pipe;
the installation of a 16' by 28' picnic shelter kit provided by the Owner; and miscellaneous
associated work. The Contractor shall furnish all equipment, material, and labor in accordance
with the Project Manual and plans.
A five percent bid bond or certified check must be submitted with the sealed bid for all total
bids over $500,000. The total bid shall be determined by the sum of the base bid and all
alternates. All bids and bid bonds shall remain valid for ninety days. Performance and Labor and
Material Payment bonds shall be required of the successful bidder for all contracts awarded
over $500,000.
Contract documents may be obtained by visiting the NOVA Parks Website
"www.novaparks.com" at "https://www.novaparks.com/about/bids-proposals". The Contractor
shall be responsible to verify and obtain any addendum prior to the bid date. Project addenda
will be posted on the website. Contract documents include the following:
Project Manual dated July 29, 2026
Project Plans - Sheets 1 through 5 by Demarr Engineering
The park is open daily from dawn to dusk. To schedule a site visit please email Todd Hafner at
Thafner@nvrpa.org. All questions regarding the project or bid process shall be in writing and
sent via email to Todd Hafner at Thafner@nvrpa.org.
All interested Bidders shall formally register with NOVA Parks by contacting Leslie Preble via
email at lpreble@nvrpa.org or by calling 703-359-4626. Bidders shall provide Mrs. Preble with
the following information:
Company Name and Address
Contact person Name and Title
Phone Number and Email Address
****END OF INVITATION TO BID****
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FORM OF PROPOSAL - PAGE 1 OF 2
POTOMAC OVERLOOK REGIONAL PARK
CONSTRUCT PICNIC SHELTER
PROPOSAL
To furnish all material, labor, tools, equipment and supplies to perform all work specified herein
and shown in the contract documents.
Name of Bidder: ___________________________________________________
Address of Bidder: __________________________________________________
Signature: _________________________________________________________
Print Name and Title: ________________________________________________
Date: ______________________________________________________________
Contact Phone Number: _______________________________________________
Bidder's Virginia Contractor's License ____________________________________
To: Brian Nolan, Director of Planning and Development
Northern Virginia Regional Park Authority
5400 Ox Road Fairfax Station, Virginia 22039
Bidders shall fill in all blank spaces on the Form of Proposal.
Pursuant to and in compliance with the contract documents, the undersigned proposes and
agrees, if this proposal is accepted, to furnish all labor, materials, supplies, equipment, and
other facilities, and to perform all work described in the project manual in the manner therein
prescribed for consideration of the following amount.
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FORM OF PROPOSAL - PAGE 2 OF 2
POTOMAC OVERLOOK REGIONAL PARK
CONSTRUCT PICNIC SHELTER
BASE BID: All work as described in the Project Manual and Project Plans.
_______________________________________________________Dollars / $_____________
Acknowledge Receipt of Addendum # dated___________.
Acknowledge Receipt of Addendum # dated___________.
Acknowledge Receipt of Addendum # dated___________.
****END OF FORM OF PROPOSAL****
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SUPPLEMENTAL GENERAL CONDITIONS
1. All Bidders shall submit their Bids on the attached Form of Proposal. The Form of
Contract is provided for reference and is not to be submitted with Bid.
2. All Bidders must have a valid Virginia Contractors License at the time of bid.
3. The project shall be completed within 45 days of the written Notice to Proceed. If the
work is not completed within the time required, as that time may be adjusted by change
orders, there shall be imposed on the Contractor liquidated damages of $200.00 per
calendar day for each day beyond the contract time it takes to complete the work.
4. All work will be completed during weekday business hours of 7 am to 6 pm. No work
shall be permitted after hours or on weekends or holidays without prior approval from
NOVA Parks.
5. Bidders shall verify field conditions and provide bids that reflect actual conditions.
6. After the award of contract, NOVA Parks shall order the shelter kit which has an 8-to-10-
week lead time. The Notice to Proceed to the Contractor shall not be issued until the
shelter kit is on site.
7. The shelter kit shall be delivered to the main parking lot approximately 1,000 feet south
of the project site. The shelter kit will be delivered on a flatbed trailer. It shall be the
Contractor's responsibility to meet the delivery truck at the main parking lot with a
forklift, unload the materials, and move them to the project area. NOVA Parks will
provide at least 72 hours' notice to the Contractor prior to shelter delivery.
8. The Contractor shall be responsible for contacting Miss Utility and having the project
area cleared prior to commencing work.
9. The Contractor shall complete all work as noted in the Project Manual and Project Plans,
including but not limited to silt fence installation and removal, site grading, drainage
pipes, concrete slab and sidewalk, and shelter kit installation.
10. The Owner provided shelter kit includes steel posts, beams, roof decking, shingles,
roofing felt, wood trim and fasteners. All other project materials required are to be
provided by the Contractor. Note that the Contractor must supply the reinforcing steel
in the footings and metal drip edge for the roof.
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11. It is important that the control joint details on sheet 5 of the Projects Plans are carefully
followed. If control joints are saw-cut, they must be installed no later than 24 hours
after concrete is poured.
12. Concrete walk to the building shall have a 4-inch gravel subbase and control joints every
4 linear feet that are 1 inch deep.
13. All concrete shall be receive a broom finish.
14. The Project Plans note that the shelter slab is crowned in the center to shed water and
the sidewalk has a 2% cross slope. The Contractor shall be responsible to ensure that no
water stands on any concrete areas.
15. As noted in the plans, the Contractor must ensure all concrete is installed in compliance
with ADA standards.
16. Any excess soil materials generated from the work shall be disposed of offsite by the
Contractor. Contractor shall fine grade, seed and mulch all disturbed areas.
17. NOVA Parks intends to connect an electric line to the shelter in the future. The
Contractor shall provide and install a buried conduit from the edge of the shelter slab to
the outside of one of the support posts as determined by NOVA Parks. The conduit shall
be 34 inch gray schedule 40 PVC electrical conduit and shall be buried 18 inches below
grade.
18. NOVA Parks shall have a surveyor flag the limits of disturbance, install offset stakes for
the corners of the shelter, and provide a benchmark elevation. All other required
survey work shall be the responsibility of the Contractor.
19. NOVA Parks has obtained approval for an Arlington County building permit subject to
the submission of a Contractor's name and its Arlington County business license. The
successful low bidder must provide NOVA Parks with a copy of a valid Arlington County
business license within 10 days of the bid opening. Contractor does not need to have
this license at the time of bid. They only need to obtain and provide one when
requested after the bids are received. According to Arlington County, the application
and approval process only takes a few days.
20. The Contractor shall be responsible for scheduling and obtaining approval of all
necessary inspections from Arlington County.
*****END OF SUPPLEMENTAL GENERAL CONDITIONS*****
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SUGGESTED INSTALLATION INSTRUCTIONS
FOR A STANDARD RALEIGH SHELTER PACKAGE
PAGE 1 OF 2
STEP 1: Review drawing and instructions.
STEP 2: Layout column centers as shown on the layout drawing. [10' for the Raleigh II]
Auger holes - 4' deep unless otherwise noted on drawings, or required by local codes.
STEP 3: To place columns, set a continuous line of 2" x 6"s securely nailed to stakes driven into the
ground. The inside face of the boards should be the back edge of the columns on each side
of the building. The bottoms should be at the desired finished floor elevation. Measuring from
the top of the column, place marks on the columns for the top of floor elevation. Place columns
in the augered holes; the marks on the columns should be aligned with the bottom edge of the
2" x 6" perimeter line. Spike through the 2" x 6" into the column. Securely brace the tops of the
columns back to the ground.
STEP 4: Pour approximately 1/2 yard of concrete into each of the holes.
STEP 5: Check location, plumbness and elevation of the columns. Make necessary adjustments. If
adjustments were necessary, puddle concrete to eliminate any voids. Allow concrete to cure
for (48) hours before proceeding with erection.
STEP 6: Hoisting equipment should be used for lifting the beams into place.
STEP 7: The beams have been factory drilled for the beam-to-column connection. At each end of a beam,
attach one of the rectangular plates to each side of the beam using the 6 - 1/2" bolts. The nuts
should be loose until STEP 8. Care should be taken to insert all of the bolts in the same
direction.
STEP 8: Start at one end of the shelter. Using web slings, (Do not use chains or cables) lift the beam
and position so that the seat cut on the beam matches up with the top of the column. The nuts
should be snugged up. The bottom holes in the plate will now serve as a guide for drilling the
column. After the holes have been drilled and the bolts are placed and tightened,
the beam should be braced to the ground. When the bracing is in place, the lifting equipment
can be released.
STEP 9: Follow the same procedure outlined in Step (7) and Step (8) to set the remaining beams. Brace
each beam to the beam erected prior to it.
STEP 10: Installing the decking -- Begin installing the decking at the eave; the tongue edge should point up
the slope. Attach each deck board to each support with (1) 16D toe-nailed thru the tongue and (1)
16D face nail. Care should be taken to make certain that each course is drawn up tight. The material
is supplied in specified lengths such that end joints occur over beams. Follow the deck pattern as
indicated on the shop drawings. After laying several courses on one side begin laying the

SUGGESTED INSTALLATION INSTRUCTIONS
FOR A STANDARD RALEIGH SHELTER PACKAGE
PAGE 2 OF 2
decking using the same procedure as on the first side. When a third of the decking has been laid
on each side the measurements on each end from the last course of deck to the ridge.
Check again with about 2/3 of the deck in place. The two pieces of deck that form the ridge
receive a plumb cut. One side can be nailed in place and marked with a chalk line before it is cut.
Bracing and guy lines can be removed after deck installation.
STEP 11: Rip a 2 x 2 nailer for the rakes at the ends of the shelter from surplus roof deck. Attach 2 x 6
fascia to the eaves and rakes with 16d Galvanized nails. The Fascia is not precut; cutting and
fitting is to be done on the job. Cover decking with #30 roofing felt using 1" galvanized
roofing nails. If the installation cannot be completed in one day, the decking that has been
installed should be covered before leaving the job.
STEP 12: Apply asphalt shingles as shown on the wrapping of the shingles. Use 1" galvanized roofing nails.