ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

Agency:	City of Charlottesville
State:	Virginia
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment Y - Construction of Structures and Facilities Z - Maintenance, Repair or Alteration of Real Property
Posted:	Feb 5, 2024
Due:	Feb 16, 2024
Solicitation No:	24-36
Publication URL:	To access bid details, please log in.

Bid Number:	24-36
Bid Title:	ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES
Category:	INVITATION FOR BIDS
Status:	Open

Description:

The Contractor shall provide all labor, supervision, materials, equipment and tools as necessary for construction and repair services for pathways, trails, courts, parking areas and other surfaces throughout City parks and City managed trail corridors . The project in general comprises new construction or rehabilitation of deteriorated infrastructure, including the restoration of disturbed (shoulder) areas of pathways, trails, parking lots, courts, and other surfaces.

Publication Date/Time:

2/5/2024 10:20 AM

Closing Date/Time:

2/16/2024 2:00 PM

Submittal Information:

SEE SOLICITATION

Bid Opening Information:

SEE SOLICITATION

Contact Person:

Joe Hoffman, Buyer II, purchasing@charlottesville.gov

Attachment Preview

INVITATION FOR BIDS

Issue Date: February 5, 2024

(IFB)

IFB#: 24-36

Title: ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

Issuing Agency: City of Charlottesville, Procurement Division

The City of Charlottesville requests a bid for the work described in the “Project Description” & “Scope of Service”

sections provided below. This solicitation is subject to the provisions of the City of Charlottesville’s Instructions to

Bidders, General Terms and Conditions for Construction Contracts and any other Special Terms and Conditions provided

with the Bid Documents.

Period of Contract: Contract shall be for one year, from March 3, 2024, through March 2, 2025, with the option to renew

under the terms of the original agreement for up to five (5) additional one-year terms if agreed upon in writing by both

parties.

Project Description: The purpose of this bid is to secure a contractor for construction and repair services related to

pathways, trails, courts, parking areas and other surfaces throughout City parks and City managed trail corridors.

Scope of Service:

The Contractor is to provide all supervision, equipment, labor and materials necessary to complete the work as described

in the specifications/scope of work.

All Sealed Bids are to be submitted to: City of Charlottesville, Procurement Services, 325 4th Street NW,

Charlottesville, VA. 22903. Attention: Joe Hoffman, Buyer II. Sealed Bids will be received before 2:00 PM local

prevailing time on February 16, 2024.

All inquiries for information should be submitted in writing to Joe Hoffman, VCA, Buyer II at

purchasing@charlottesville.gov.

The face of the envelope or shipping container shall be clearly marked in the lower left-hand corner as follows:

IFB# 24-36

TITLE: ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

BIDS DUE: FEBRUARY 16, 2024

IF BIDS ARE HAND DELIVERED OR MAILED SEND DIRECTLY TO ADDRESS SHOWN BELOW:

City of Charlottesville

Procurement Services

325 4th St., NW

Charlottesville, VA 22903

TO RECEIVE A COMPLETE BID PACKAGE, PLEASE VISIT OUR

WEBPAGE AT WWW.CHARLOTTESVILLE.GOV/PURCHASING

AND CLICK ON BIDS AND PROPOSALS.

Due to the length, complexity and technical nature of this solicitation, it is not being posted on the City website in an

accessible format; however, accommodations will be made upon request by submitting an email request

to purchasing@charlottesville.gov.

IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

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TABLE OF CONTENTS FOR IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

PAGE

I. INSTRUCTIONS TO BIDDERS

II. SCOPE OF SERVICES

III. GENERAL TERMS AND CONDITIONS

IV. SPECIAL TERMS AND CONDITIONS

V. PREBID QUESTION FORM

VI. ATTACHMENTS

IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

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I. CITY OF CHARLOTTESVILLE, VIRGINIA INSTRUCTIONS TO BIDDERS for

PROCUREMENT OF CONSTRUCTION AND RELATED SERVICES

The general instructions, rules and conditions which follow apply to procurement of construction and construction related

services conducted by the City of Charlottesville, unless otherwise specified. Bidders are expected to inform themselves

fully as to all applicable terms, conditions, instructions, requirements and specifications, before submitting bids. Failure

to do so will be at the bidder’s own risk, and relief cannot be secured on the plea of error.

Subject to all laws, policies, resolutions and regulations of the Commonwealth of Virginia and the City of Charlottesville,

and all applicable rules, regulations and limitations, if any, imposed by legislation of the Federal government, bids

submitted in response to a solicitation issued by the City of Charlottesville will bind bidders to the conditions and

requirements herein set forth, unless otherwise expressly specified in the solicitation.

"This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-

4343.1and Code of the City of Charlottesville Chapter 2, Article XV, § 2-431 or against a bidder or offeror on the basis of

race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, sexual

orientation, gender identity, status as a veteran, or disability, or any other basis prohibited by state law relating to

discrimination in employment.”

SECTION 1: DEFINITIONS

1.1. “Agency” means any department, agency, authority, commission, board or other unit in the administrative service of

the City.

1.2. “Bid” means the offer of a bidder to provide specific goods or services at specified prices and/or other conditions

specified in the solicitation.

1.3. “City” means the City of Charlottesville, Virginia and its agencies, officials, officers, employees, agents and

designated representatives.

1.4. “Contractor” shall have the same meaning as “successful bidder,” as set forth below.

1.5. “Construction Documents” shall mean the plans, specifications, approved change orders, revisions, addenda and

other information approved by the City, which set forth in detail the Work to be performed for a construction Project.

1.6. “Goods” means all material, equipment, supplies, printing and automated data processing hardware and software.

1.7. “Informality” means a minor defect or variation of a bid from the exact requirements of a solicitation, which does not

affect the price, quality, quantity or delivery schedule for the goods or services being procured.

1.8. “Invitation for Bids,” “Invitation to Bid,” and “IFB” shall each mean a competitive sealed bidding procurement

process by which a request is made to prospective suppliers (bidders) for their quotation on goods or services desired by

the City. The issuance of an IFB will contain or incorporate by reference the specifications and contractual terms and

conditions applicable to the procurement.

1.9. “Issuing Authority” means the authorized representative of the department of the City who issued the solicitation.

1.10. “Purchasing Agent” means the head of the City’s Purchasing Division, or a designated contact person acting for

him or at his direction.

1.11. “Responsible Bidder” means a bidder having the capability in all respects to perform fully the contract

requirements, and who has the moral and business integrity and reliability which will assure good faith performance of the

contract sought to be procured, and who has been pre-qualified, if required.

IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

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1.12. “Responsive Bidder” means a bidder who has submitted a bid or proposal which conforms in all material respects to

the IFB.

1.13. “Services” means any work performed by an independent contractor wherein the service rendered does not consist

primarily of acquisition of equipment or materials, or the rental of equipment, materials and supplies.

1.14. “Solicitation” means the process of notifying prospective bidders that the City wishes to receive bids on a set of

requirements to provide goods or services. The notification of City requirements may consist of public advertising, the

mailing of an IFB, the public posting of notices, the conduct of small purchase procedures, and/or telephone calls or

facsimiles to prospective bidders.

1.15. “State” means the Commonwealth of Virginia.

1.16. “Successful bidder” means the lowest responsive and responsible bidder to whom a contract is awarded as a result

of a competitive sealed bidding procedure conducted by the City. The term “contractor” and “general contractor,” as used

herein, shall mean “successful bidder.”

SECTION 2: TERMS, CONDITIONS, INSTRUCTIONS APPLICABLE TO PROCUREMENT

2.1. Bid Forms.

A. Unless otherwise specified, forms provided by the City (including, without limitation: bid cover sheets, pricing

schedules, etc.) shall be utilized by the bidder. All bids shall be submitted on forms provided, properly signed in ink in

the proper spaces and submitted in a sealed envelope. All blanks must be filled in, and answers shall be printed in ink or

typewritten. Should the bid prices and/or any other submissions on any copy of a submitted bid differ from those on the

original, the ORIGINAL shall prevail.

B. Each bid must be submitted in a sealed envelope addressed to the City. The exterior of the sealed envelope shall be

plainly marked to identify: (i) the IFB number and project name, (ii) the name and address of the bidder, (iii) the bidder’s

licensed Virginia contractor number, (iv) the State Corporation Commission ID Number: and (v) the date, time and

location on/at which bids are scheduled to be received by the City. If forwarded by mail (U.S. Postal Service, UPS,

Fedex, etc.) the sealed envelope containing the bid must be enclosed in another envelope or shipping container addressed

to the City at the post office address identified within the solicitation.

C. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2

subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1

or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation

Commission (SCC). 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 is required to include in its bid or

proposal a statement describing why the bidder or offeror is not required to be so authorized. Link to the Virginia State

Corporation Commission site: https://www.scc.virginia.gov/.

D. All contractors who perform any construction work for the City are subject to the provisions of the Virginia Code,

Title 54.1, Chapter 11, and are required to be licensed as required therein. Each bidder shall, as part of its bid, provide the

City with the following information: (i) whether the bidder is a resident or non-resident of the Commonwealth of

Virginia; (ii) whether the bidder possesses all required licenses and certificates required by law for the work to be

performed; and (iii) documentation of proper license or certification under the provisions of Title 54.1, Chapter 11 of the

Virginia Code.

E. Each bidder is and shall be subject to the provisions of the Virginia Governmental Frauds Act, Virginia Code, Title

18.2, Chapter 12, Article 1.1. In compliance with this law, each bidder is required to submit a certification that its bid, or

any claim resulting therefrom, is not the result of, or affected by, any act of collusion with another person engaged in the

same line of business or commerce, or any act of fraud punishable under the Act. Any bidder who knowingly makes a

false statement on the Certificate of No Collusion shall be guilty of a felony, as provided in Virginia Code §18.2-498.5.

2.2. Late Bids and Modifications of Bids.

IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

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A. Each bidder is solely responsible for delivering his bid to the correct location on or before the date and time on which

bids are scheduled to be received by the City. Any bid/modification received at the office designated in the solicitation

after the exact time specified for receipt of the bid/modification is considered a late bid/modification. A late

bid/modification will not be considered for award. The time of receipt of a bid at the specified location is the time/date

stamp of such location on the bid wrapper or other documentary evidence of receipt maintained by the specified location.

B. Any bidder may withdraw or modify its bid, by a writing containing the original signature of the bidder, which writing

must be received by the City’s Purchasing Agent or Issuing Authority prior to the date and time set for submission of

bids. Withdrawal or modification shall be delivered by one of the following means: (i) hand delivery by the bidder itself,

a courier, or other delivery service; (ii) by mail (no consideration shall be given to any postmark); or (iii) by telegram or

facsimile or e-mail received prior to the date and time set for submission of bids, followed by written confirmation

containing the original signature of the bidder, where the City is able to determine that the written confirmation was or has

been sent out by the bidder prior to the date and time set for submission of the bids, or (iv)by marking(s) on the exterior of

the bid submission envelope, but only if the marking is dated and includes the original signature of the bidder. If written

confirmation of a telegram or facsimile communication is not, in fact, received by the City within five days following the

date and time set for submission of bids, no consideration will be given to the requested withdrawal or modification.

C. Written withdrawals or modifications of bids should not reveal the bid price contained in the previously submitted

sealed bid, but should simply provide the desired addition, subtraction or modification, so that the final price or terms of

the bid will not be known to the City until the sealed bids are opened.

2.3. Errors in bids.

A. Each bidder must carefully examine all documents and plans (including, without limitation, specifications and

drawings, and the form contract) made available by the City for inspection by potential bidders, prior to submission of a

bid. In addition, each bidder, prior to submission of a bid, must use whatever means necessary to satisfy itself of the

extent and requirements of the Project and of the actual conditions under which the Project is to be performed.

Comprehensive or detailed information of existing Site conditions may not be included in the Contract Documents;

therefore, prior to bid submission, the Contractor must visit and examine the Site. Submission of a bid shall be deemed

evidence that the bidder has visited the Site of the Project, that the bidder has familiarized itself with existing conditions at

the Site (including without limitation, areas for storage of materials and equipment), and that the bidder is satisfied that it

can construct the Project, in accordance with the Construction Documents, for the price(s) specified within its bid.

Contractors will not be allowed or provided additional compensation as relief from the consequences of an error in their

bids, including, without limitation errors which are attributable to conditions or factors which could have been identified

by thorough examination of the Site and the Contract documents (including, without limitation, boring reports and

subsurface condition reports, if available) prior to submission of a bid.

B. A bidder for a construction contract, other than a contract for construction or maintenance of public highways, may

withdraw a bid from consideration after bid opening 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

judgmental 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, if the unintentional arithmetic error or unintentional

omission clearly can be 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.

C. If a bid contains both clerical and judgment mistakes, a bidder may withdraw his bid from consideration if the price

bid would have been substantially lower than the other bids due solely to the clerical mistake that was an unintentional

arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a

bid which shall 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.

D. The bidder shall give notice in writing to the purchasing agent of a claim of right to withdraw a bid, within two (2)

business days after the conclusion of the opening of the bids and shall submit original work papers with such notice.

E. If the purchasing agent denies the withdrawal of the bid, he shall notify the bidder in writing, stating the reasons for the

decision; in that event, the purchasing agent, or his designee, shall award the contract to the bidder at the bid price,

provided such bidder is responsible and responsive.

IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

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ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

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