R.S. Payne Elementary School

Agency:	City of Lynchburg
State:	Virginia
Type of Government:	State & Local
Category:	Y - Construction of Structures and Facilities Z - Maintenance, Repair or Alteration of Real Property
Posted:	Nov 8, 2023
Due:	Nov 29, 2023
Solicitation No:	2024-038
Publication URL:	To access bid details, please log in.

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PROJECT MANUAL

FOR

LYNCHBURG CITY SCHOOLS

C/O THE CITY OF LYNCHBURG

R.S. Payne Elementary School – Slate Roof

Invitation For Bid: 2024-038

City Project No.: YS747

Engineering Firm Project No.: 2023.31

Due 3:00 p.m., November 29, 2023

PROCUREMENT DIVISION

3RD FLOOR CITY HALL

900 CHURCH STREET

LYNCHBURG, VA 24504

TELEPHONE (434) 455-3970

Table of Contents

Document

Page #

Advertisement For Bids ................................................................................................................ 2

Bid Form ........................................................................................................................................ 3

Escrow Account Election .............................................................................................................. 6

Equal Opportunity Report Statement......................................................................................... 7

Statement Of Experience .............................................................................................................. 8

Statement Of Available Resources .............................................................................................. 9

Corporate Status Form............................................................................................................... 10

Questions To Bidders/Offerors .................................................................................................. 11

Construction Agreement ............................................................................................................ 12

Lynchburg City Schools, Standard Performance Bond .......................................................... 15

Lynchburg City Schools, Standard Labor And Material Payment Bond ............................ 17

Escrow Agreement ...................................................................................................................... 20

Instructions To Bidders .............................................................................................................. 24

General Conditions ..................................................................................................................... 30

Attachments

Technical Specifications Document 000110 dated November 2023 – Attachment A

Design Drawings dated October 25, 2023 – Attachment B

ADVERTISEMENT FOR BIDS

The City of Lynchburg on behalf of Lynchburg City Schools is seeking sealed bids for IFB 2024-038 “R.S.

Payne Elementary School – Slate Roof” to be received by the City of Lynchburg, Procurement Division,

Third Floor City Hall 900 Church Street, Lynchburg, VA 24504, until no later than 3:00 p.m., November

29, 2023. Received bids will then be publicly opened and read aloud in the City Hall First Floor Assessor’s

Office Conference Room. A link to a publicly available video/audio conference call will be posted on the

Current Solicitations page of the City’s website prior to the bid opening. All bids received by the posted

deadline will be opened and read aloud on the video/audio conference call.

FedEx, UPS, and the USPS have access to the building to deliver mail/packages to the Procurement

Office. If vendors choose to hand deliver bids, they may be dropped off at the Citizens First Info Center

in the lobby on the First Floor of City Hall Monday – Friday from 8:30 a.m. to 5:00 p.m. A Procurement

Division Staff member will be notified to come and retrieve the bid and time stamp it at that time. Bids

received prior to the time of opening will be securely kept unopened. It is the sole responsibility for the

Bidder to ensure their bid is timestamped prior to the deadline for submission. Please allow additional

time to ensure this is done. As always, late bids will not be considered.

The Scope of Work for the Base Bid includes the removal of slate to the extent required to expose

existing flashings. Existing flashings will be removed and replaced with new copper

flashings. Existing slate will then be reinstalled. Reclaimed slate will be used to supplement any

damaged or missing existing slate. For the section at the bottom of the slate roof, on the front of the

school, the existing single ply membrane roof will be removed along with insulation, down to existing

wood deck. New insulation and coverboard will be installed. A new TPO roof will then be

installed. The existing scuppers will be relined with TPO coated metal.

There is an Alternate for removing all existing slate down to the existing wood deck. New synthetic

underlayment will then be installed prior to reinstalling the existing slate. Reclaimed slate will be

used to supplement any damaged or missing existing slate. The Work in this Alternate would be

added to the Work in the Base Bid to provide the Owner with a complete slate roof replacement.

The Project Manual and Drawings for this project may be viewed and downloaded from the City’s website:

http://www.lynchburgva.gov/current-solicitations.

An Optional Pre-Bid Conference, followed by a site visit, will be held at 10:00 a.m. on November 8,

2023 in the First Floor Conference Room of City Hall located at 900 Church St. Lynchburg, VA 24504.

Physical on-site walk-through to occur immediately upon conclusion of the Pre-Bid Conference. We will

go to R.S. Payne Elementary School at 1201 Floyd St. Lynchburg, VA 24501.

All requests for clarification of or questions regarding this Advertisement for Bids or for additional

information must be made in writing to: Matt Marsteller, CPPB, Procurement Division by email to

matthew.marsteller@lynchburgva.gov and received by 3:00 p.m., November 22, 2023. All posted

clarifications or addenda must be acknowledged on the Bid Form. Failure to acknowledge the addenda may

deem the bid non-responsive. All addenda associated with this project will be posted no later than 3:00 p.m.

on November 24, 2023.

There will be a “Live Bid Opening” link on the City’s website at: www.lynchburgva.gov/current-

solicitations so that the public can observe the proceedings at 3:00 p.m., November 29, 2023. The bid

results will be posted on the City’s Notice of Award Page at: www.lynchburgva.gov/notices-award after

award is made.

PM - 2

Matt Marsteller, CPPB

Contract Specialist

Procurement Division

City of Lynchburg

Third Floor, City Hall

900 Church Street

Lynchburg, Virginia 24504

BID FORM

Dear Mr. Marsteller,

The undersigned, as bidder, hereby declares that the only persons interested in this bid as principal, or principals, is

or are named herein and that no person other than herein mentioned has any interest in this bid or in the Construction

Agreement to be entered into; that this bid is made without connection with any other person, company, or parties

making a bid; and that it is in all respects fair and in good faith, without collusion or fraud.

The undersigned, having visited and examined the site and having carefully studied all the Contract Documents,

including without limitation, all drawings and specifications pertaining to "R.S. Payne Elementary School

– Slate Roof" for Lynchburg City School Board, doing business as Lynchburg City Schools, hereby proposes to

furnish all labor, equipment, materials, and services and to perform all operations necessary to execute and

complete the Work required for the project, in strict accordance with the Contract Documents, The City of

Lynchburg Manual of Specifications and Standard Details, latest edition, all related Virginia Construction Codes

as outlined in the drawings, and Addenda numbered __________ through __________ issued during bidding period

and hereby acknowledged, subject to the terms and conditions of the Construction Agreement for the sum of

LUMP SUM BASE BID: $____________________________________________________ DOLLARS

), which shall be referred to hereinafter as the Base Bid (to include Allowances

No. 1 and 2 below) and shall not include pricing for the Alternate No. 1 below. For purposes of determining the

lowest bidder, only the Base Bid amount will be taken into consideration.

Add Alternate No. 1: (to include Allowances No. 3 and 4 below)

Refer to the Drawings. Remove the existing roof systems in the areas shown on the Drawings and labeled as Alternate

#1. Provide new underlayment and install salvaged slate roofing in the areas shown on the Drawings and labeled as

Alternate #1. Any missing or damaged slate roofing will need to be supplemented with reclaimed slate.

$_______________________________

Unit Pricing:

Unit Price No. 1: Provide reclaimed slates to replace damaged slates that are scheduled to be salvaged and reinstalled

in new work. The unit price shall include the disposal of the existing slate. Unit of Measurement: Square foot of

reclaimed slates; matching the existing thickness, size and color of the existing slates as close as possible.

Unit Price No. 1: $__________________square foot

Unit Price No. 2: Provide new wood roof deck to replace damaged wood roof deck that is scheduled to remain in

place. The unit price shall include the removal of the existing wood roof deck. Unit of Measurement: Square foot

of wood roof deck; matching the existing thickness of the wood roof deck.

Unit Price No. 2: $__________________square foot

NOTE: Each of the above Unit Prices shall apply to both the work in the Base Bid and well as the work in Alternate

No. 1.

PM - 3

Allowances:

Allowance No. 1: Allow 250 SF of existing slates that will need to be discarded and replaced with reclaimed

slates. Match thickness, size and color of existing slates as close as possible.

Allowance No. 2: Allow 325 SF of wood roof decking that will need to be removed and replaced with new. Match

thickness of existing wood decking.

Please note that the above Allowances are to be included within the Base Bid. Should these Allowances not be

used (in whole or part) during Construction, the remaining unused portion of the Allowances will be provided as

a credit back to the Owner prior to project closeout.

Allowance No. 3: Allow 250 SF of existing slates that will need to be discarded and replaced with reclaimed

slates. Match thickness, size and color of existing slates as close as possible.

Allowance No. 4: Allow 325 SF of wood roof decking that will need to be removed and replaced with new. Match

thickness of existing wood decking.

Please note that the above Allowances are to be included within Alternate Number 1. Should these Allowances

not be used (in whole or part) during Construction, the remaining unused portion of the Allowances will be

provided as a credit back to the Owner prior to project closeout.

It is understood and agreed that the Owner, in protecting its best interests, reserves the right to reject any or all bids

or waive any defects. Any changes, erasures, modifications, deletions in the bid form, or alternate proposals not

specified in the Advertisement for Bids may make the bid irregular and subject to rejection.

If the Construction Agreement is for a lump sum price, unless clearly and specifically indicated otherwise in the

Contract Documents, all unit prices only apply to changes in the Work. The listed bid items are to contain all

necessary costs required for completion of the Work in accordance with the Contract Documents.

If the Construction Agreement is for unit prices and not for a lump sum price, it is understood that all quantities listed

on the following pages are estimated quantities, and the Owner reserves the right to raise, lower, or eliminate any

quantity or item, and in any case, the unit prices shall be used in determining partial and final payment. It is further

understood that costs to cover all components of the Work as described in the Contract Documents are included in

this bid, even in cases where specific line items are not identified.

We are properly equipped to execute all work of the character and extent required by the Contract Documents, and

we will enter into the Construction Agreement for the execution and completion of the Work in accordance with the

Contract Documents; and we further agree that, if awarded the Construction Agreement, we will commence the Work

on the date stated in the "Notice to Proceed" and will maintain a work force large enough to execute the Work and

all obligations no later than the completion date stated in the Contract Documents.

Enclosed herewith is the following Security, offered as assurance that the undersigned will enter into the Construction

Agreement for the execution and completion of the Work in accordance with the Contract Documents:

Bidder's Certified Check issued by

(name of bank) in the amount of:

(5% of Base Bid amount) OR Bidder’s Bid Bond for 5% of Base Bid Amount issued by

(name of surety authorized to do business in Virginia).

The undersigned hereby agrees, if awarded the Construction Agreement, to execute and deliver to the Schools within

ten (10) days after his receipt of the Notice of Award, a performance bond and a payment bond, in forms satisfactory

to the Schools, from sureties authorized to do business in Virginia satisfactory to the Schools, in the amount of one

hundred (100) percent of the Base Bid.

PM - 4

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R.S. Payne Elementary School - Slate Roof

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