IFB-25-26-078-FY-27 Municipal Paving Contract

IFB 25-26-078 FY27 Municipal Paving Contract
1.0 GENERAL CONDITIONS
1.1 Intent: The City of Danville, Virginia is requesting sealed Bids from responsible Bidders for
asphalt concrete resurfacing and related work for multiple City streets in accordance with the
Contract Documents.
A. Prequalification of Bidders: Bidders must be VDOT Prequalified in accordance with
Section 102.01 of the VDOT Specifications.
1.2 Sealed Bids must be received in the Purchasing office no later than 2:00 PM,
on July 2, 2026. Bids may be submitted electronically on eVA at eva.virginia.gov or
mailed or hand-delivered to the address listed below.
City of Danville
Purchasing Department
427 Patton Street, Room 304
Danville, VA 24541
1.3 Pre-bid Conference: A pre-bid conference will be held on June 11, 2026, at 10:00 a.m. at the
3rd Floor Conference Room in the Municipal Building, 427 Patton Street, Danville, VA and on
Microsoft Teams-see title page for link to join meeting.
1.4 Bid Inquiries: The last day for questions will be June 18, 2026, at 5:00 PM
Email Carol Henley at purchasing@danvilleva.gov
Cc: Chris Franks, PE (frankcp@danvilleva.gov)
1.5 Davis Bacon: Compliance with the Davis-Bacon Act is not required on this contract.
1.6 Bonds: 5% Bid bond; 100% performance and payment bonds.
1.7 Time of Completion: See Project Manual for additional information.
Substantial Completion: .............. August 20, 2027
Final completion: ........................ August 31, 2027
1.8 Liquidated Damages: $600 dollars per day including Saturdays, Sundays, and Holidays.
1.9 Owner's Representative: Brian L. Dunevant, PE
1.10 Code: All work performed shall conform to the Contract Documents. Reference is made to the
VDOT Specifications; the VDOT Standard Drawings; this Invitation for Bid; the Project Manual;
and the Plans.
1.11 Retainage/Escrow: Retainage will not be withheld except for cause. See the Project Manual
for further information.
1.12 Information Technology: If a contract is awarded, the Contractor agrees that all information
technology (IT), including web-based applications, software, and digital content, provided
under this contract must conform to the Revised Section 508 Standards (29 U.S.C. 794d)
and, specifically, must meet WCAG 2.1 Level AA success criteria. The Contractor shall
provide a completed Voluntary Product Accessibility Template (VPAT/ACR) and a Vendor
Accessibility Roadmap, demonstrating compliance prior to final acceptance.
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IFB 25-26-078 FY27 Municipal Paving Contract
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.
Notwithstanding any other provision of this contract, including the foregoing force majeure
provisions, for projects funded in whole or in part with state or federal transportation funds,
matters relating to contractor delays, excusable delay, suspension of work, time extensions,
liquidated damages, and failure to complete the work within the contract time shall be
governed exclusively by the applicable provisions of the Virginia Department of Transportation
(VDOT) Road and Bridge Specifications incorporated into the Contract Documents, including
but not limited to Sections 108.04, 108.05, and 108.06, as amended. To the extent the
provisions of this contract conflict with the applicable VDOT specifications relating to such
matters, the applicable VDOT specifications shall control and supersede the force majeure
provisions set forth above.
2.0 SCOPE OF WORK
2.1 The Contractor shall provide all labor, material, equipment, supervision, and incidentals
required to perform the Work of the Project as described herein. The Work is described in the
Contract Documents and generally consists of, but may not be limited to, the following:
Asphalt concrete pavement planing and resurfacing and of multiple City streets as directed by
the Engineer. Work shall include all required traffic control, cooperation and coordination with
other contractors, shoulder renovation as needed, and other incidental work as may be
required. Resurfacing limits may be increased, decreased, or modified and streets may be
added or removed at the City's discretion without adjustment to contract unit prices.
A list of streets to be resurfaced is included in the attachments.
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The Contractor shall comply with the provisions of the Bidding Documents and
the Contract Documents. Reference is made to 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. If a Contract is awarded, the award will be made to the lowest responsive, responsible
Bidder.
A responsible Bidder is one that is VDOT prequalified in accordance with Section 102.01
of the VDOT Specifications and that has the capability, in all respects, to perform fully the
Contract requirements.
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IFB 25-26-078 FY27 Municipal Paving Contract
A responsive Bid is one that conforms in all material respects to the requirements of the
Invitation for Bid and that has been submitted by a responsible Bidder.
B. The City reserves the right to reject any or all offers and to waive informalities and minor
irregularities in offers received.
C. The award will be made to the proposal 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.
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 bidder 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: Bid proposals must be written in ink or typewritten and shall be
submitted on the forms issued. Unsigned or qualified bids will not be accepted. Envelopes
must be sealed and marked in the lower left-hand corner IFB 25-26-078 "FY27 Municipal
Paving Contract" 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 www.eva.virginia.gov. Bids can be found under the
Business Opportunities Tab > Virginia Business Opportunities (VBO). Search IFB
25-26-078. When Addenda are issued, offerors that have submitted an electronic
response will have to RESUBMIT their response to the latest version of the solicitation.
D. Bidders are expected to examine all Bidding Requirements, Specifications, Drawings,
Bidding Documents, proposed Contract Documents, and the Site. Failure to do so will be
at the Bidder's risk. Erasures or other changes must be initialed by the person signing the
Bid.
E. 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 authorized to transact business in the
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IFB 25-26-078 FY27 Municipal Paving Contract
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 Bid Proposals: Bid proposals 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 proposal form is detached.
2. If there are unauthorized additions, conditional or alternate pay items, or irregularities
of any kind which make the proposal incomplete, indefinite, or otherwise ambiguous.
3. If the bid does not contain a unit price for each pay item listed in the proposal.
4. If the bid contains unit prices that are obviously unbalanced.
5. If the bid is not accompanied by the proposal guaranty specified by the City.
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.
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 proposal 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.
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IFB 25-26-078 FY27 Municipal Paving Contract
3. If the bidder is considered to be in "default" for any reason.
3.6 Bids Binding 90 Days:
A. 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 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. 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 who
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
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IFB 25-26-078 FY27 Municipal Paving Contract
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 the Specifications.
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 longer period is specified. The City will
give notice of observed defects with reasonable promptness.
3.9 Equal Employment:
During the performance of the 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 nondiscrimination 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 nondiscrimination clause.
C. The Contractor, in 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.
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IFB 25-26-078 FY27 Municipal Paving Contract
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
D. Include the provisions of the foregoing clauses in every subcontract or purchase order of
or over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
"Drug-free workplace" means a site for the performance of work done in connection with a
specific contract awarded to a contractor in accordance with Chapter 43, the employees of
whom are prohibited from engaging in the unlawful manufacture, sale, distribution,
dispensation, possession or use of any controlled substance or marijuana during the
performance of the Contract.
State law reference(s) - Authority, Code of Virginia 2.2-4312.
3.11 Guaranty:
A. The Contractor shall guarantee that all the materials used and all the work done under the
contract shall fully comply with the requirements of the plans and specifications and the
instructions of the City.
B. All expenses covering return or replacement of defective or improper equipment or
merchandise will be assumed by the Contractor. In no instance shall the contractor refer
the City to any distributor or manufacturer for settlement of any claim arising from defective
or improper equipment or merchandise. If the Contractor shall fail to replace or repair any
defective or improper equipment or merchandise within thirty (30) days from date of notice,
the City may make the necessary corrective arrangements and charge the cost to money
due the Contractor or bill the Contractor. The Contractor agrees to reimburse the City in
such instances. Samples of any warranties which will apply to the goods being offered for
sale shall be included as part of the bid.
C. Any defects in the completed work or failure of the construction to fully perform or endure
the service for which it is intended, which in the opinion of the City are caused by or due
to the use of materials, skill or workmanship not in compliance with the said plans,
specifications and instructions, that may appear in the work within a period of twenty-four
(24) months after acceptance by the City shall be regarded as prima facie and conclusive
evidence that the Contractor has failed to comply with the said specifications, plans, and
instructions. The Contractor in this event shall at his own expense, at such time and in
such manner as the Engineer may direct, repair or take up and reconstruct any such
defective work, in full compliance with the original specifications, plans, and instructions.
The repairs required to be made by the Contractor shall extend only to making good an
inherent defect which become manifested in the materials and workmanship under
ordinary conditions and shall not be held to cover any breakage or damage caused by
improper use or by accident resulting from circumstances over which the Contractor has
no control.
3.12 Indemnification:
A. The Contractor shall indemnify, keep and save harmless the City, its agents, officials and
employees, against all injuries, deaths, loss, damages, claims, patent claims, suits,
liabilities, judgments, costs and expenses, which may in anywise accrue against the City,
its agents, officials and employees in consequence of the granting of this contract or which
may in anyway result therefrom, whether or not it shall be alleged or determine that the
act was caused through negligence or omission of the Contractor or his employees, or of
the subcontractor or their employees, if any, and the Contractor shall, at their own
expense, appear, defend and pay all charges of attorneys and other expenses arising
therefrom or incurred in connection therewith, and, if any judgment shall be rendered
against the City in any such action, the Contractor shall, at his own expense, satisfy and
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discharge the same. The Contractor expressly understands and agrees that any
performance bond or insurance protection required by this contract, or otherwise provided
by the Contractor, shall in no way limit the responsibility to indemnify, keep and save
harmless and defend the City, its agents, officials, and employees as herein provided.
The Contractor shall have charge and control of the entire work until its completion and
acceptance by the City.
B. The Contractor shall assume all risks and responsibilities for casualties of every
description in connection with the work, except that he shall not be held liable or
responsible for delays or damage to the work caused by acts of God, acts of Public enemy,
acts of Government, quarantine restrictions, general strikes through the trade, or by freight
embargoes not caused or participated in by the Contractor. The Contractor shall have
charge and control of the entire work until completion and acceptance of the same by the
City.
C. The Contractor shall alone be liable and responsible for, and shall pay, any and all loss or
damage sustained by any person or party either during the performance or subsequent to
the completion of the work under this agreement by reason of injuries to persons and
damage to property, buildings, and adjacent work, that may occur either during the
performance of the work covered by this contract or that may be sustained as a result of
or in consequence thereof, irrespective of whether or not such injury or damage be due to
negligence or the inherent nature of the work.
D. The Contractor shall bear all losses resulting from the amount or character of the work
being different, or because the nature of the premises on which the work is done is
different from what was expected, or on account of the weather, or similar other causes.
3.13 Insurance:
The Contractor shall not commence work under this contract until they have obtained all the
insurance required hereunder and such insurance has been approved by the City; nor shall
the Contractor allow any Subcontractor to commence work on his subcontract until all similar
insurance has been so obtained and approved. Approval of the insurance by the City shall
not relieve or decrease the liability of the Contractor hereunder.
A. Worker's Compensation including Occupational Disease and Employer's Liability
Insurance: The Contractor shall take out and maintain during the life of this Contract
Workers' Compensation and Employer's Liability Insurance for all of their employees to be
engaged in work on the project under this contract in an amount no less than the minimum
allowed by the State Corporation Commission, and in case of such work is sublet, the
Contractor shall require the Subcontractor similarly to provide Workers' Compensation
and Employer's Liability Insurance for all of the latter's employees to be engaged in such
work.
B. Comprehensive General Liability Insurance: The Contractor shall maintain during the life
of this Contract comprehensive general liability insurance as shall protect him, the City of
Danville and its offices, agents and employees, and any Subcontractors performing work
covered by this Contract from claims for damage for personal injury, including death, as
well as from claims for property damage, which may arise from operations under this
Contract, whether such operations by himself or by any Subcontractor, or by anyone
directly or indirectly employed by either of them. The amount of such insurance shall not
be less than a combination single limit of $1,000,000.00 per occurrence on bodily injury
and property damage and $1,000,000.00 aggregate on completed operations. The
comprehensive general liability insurance shall provide the following coverage:
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C. Automobile liability insurance minimum combined single limits of $1,000,000.00 for any
one person and subject to the same limit for each person, $1,000,000 on account of any
one accident. This insurance shall include bodily injury and property damage for the
following vehicles:
Owned Vehicles
Non-owned Vehicles
Hired Vehicles
D. Umbrella Policy. At the option of the Contractor, primary limits may be less than required,
with an umbrella policy providing the additional limits needed. This form of insurance will
be acceptable provided that the primary and umbrella policies both provide the insurance
coverage's herein required. However, any such umbrella policy must have minimum
coverage limits of $3,000,000.00.
E. Builder's Risk: The Contractor, at his cost, shall effect and maintain in the names of the
City, the Engineer and the Contractor, fire, vandalism and extended coverage insurance
(or all-risk, builder's risk insurance if approved by the City), upon the entire structure or
structures on which the work of this Contract is to be done and upon all material in or
adjacent thereto and intended for use thereon to one hundred percent (100%) of the
Contract amount. Such insurance may include a deductible provision if the City consents
to such provision; however, the Contractor in such case will be liable for paying to the City
the amount of such deduction whenever a claim arises. The loss, if any, is to be made
adjustable with and payable to the City as Trustee for whom it may concern. Written
evidence of the insurance required herein shall be filed with the City not later than thirty
(30) days following the date of the award of the Contract. A copy of the evidence of
insurance shall be filed with the Director of Purchasing.
F. Professional Liability - NOT REQUIRED ON THIS CONTRACT
G. To the fullest extent permitted by law, a Waiver of Subrogation Clause shall be added to
the General Liability, Automobile, Excess or Umbrella and Workers Compensation policies
in favor of the City of Danville and shall apply to it Owners officers, agents and employees,
with respect to all Projects during the policy term.
H. Prior to commencement of Work on any individual Project, the Contractor shall submit a
Certificate of Insurance in favor of the City of Danville and an Additional Insured
Endorsement (in a form acceptable to the City) as required hereunder. The Contractor's
Insurance policies shall provide for thirty (30) days' notice to City for cancellation or any
change in coverage and be evidenced by the Certificate of Insurance. Copies of insurance
policies shall promptly be made available to the City upon request.
I. The City of Danville, along with their respective officers, agents and employees, shall be
named as additional insureds.
J. Certificate holder should read as follows:
The City of Danville
427 Patton Street
Danville, VA 24541
3.14 Interpretation:
A. If any person contemplating the submission of a bid on this invitation is in doubt as to the
true meaning of any part of the Invitation for bid or other documents, they should submit
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