Landfill Temperature Probes

Invitation for Bids
SECTION 00 11 10
INVITATION FOR BID
Sealed bids will be received by the City of Bristol, Virginia (referred to as City or OWNER) in the
Council Chambers at City Hall located at 300 Lee Street, Bristol, VA 24201, until 2:00 pm on Friday,
June 12, 2026 and immediately thereafter publicly opened and read aloud for providing labor,
material and equipment pertaining to the installation of landfill temperature probes at the Bristol
Integrated Solid Waste Management Facility in Bristol, VA. The sealed envelope shall be addressed
to City of Bristol Purchasing Department, attention of Hannah Perry. The City reserves the right to
reject any or all bids and to waive informalities and irregularities.
The City of Bristol requires three (3) complete sealed copies of bidding documents. Those wishing to
submit electronically may do so via the eVA procurement platform while also submitting the required
paper copies to the City by the due date. No FAXED nor emailed bids will be accepted.
The Bid package shall also include one (1) separate unbound copy of the Bid Form to facilitate
opening and reading of the Bids. The Bid must be enclosed in a plainly marked package with the
Project title, the name and address of the Bidder, and must be accompanied by the Bid Security and
other required documents. The sealed envelope containing the Bid must be enclosed in a separate
package plainly marked on the outside with the notation "BID ENCLOSED - ITB# SW-26-005 for the
Landfill Temperature Probes" A mailed Bid must be addressed to the location designated in the
Advertisement.
The Owner requires the Project to be substantially completed within 150 days and will be completed
and ready for final payment within 180 days.
Prospective Bidders must attend a mandatory Pre-Bid Conference in person. The Pre-Bid Conference
will be held at 1:00 PM on the 21st day of May 2026 at the scalehouse at the Bristol Integrated Solid
Waste Management Facility, 2655 Valley Drive, Bristol, VA 24201. Prospective Bidders are required
to attend this meeting.
All work will be in accordance with the Drawings and Specifications which are on file with the City of
Bristol and SCS Engineers.
Bids will be received under the Single-Prime bidding method only. Bids must be on the standard form
provided in the Project Manual. Bids may be submitted via courier, mail, or hand delivered. Bids
submitted via fax or electronic mail or other means will not be accepted.
The scope of work includes, but not limited to, installation of 3 boreholes to construct temperature
probes along with certain corresponding instrumentation to measure subsurface temperature.
The Bidding Documents may be obtained by contacting SCS Engineers at 15521 Midlothian
Turnpike, Suite 305, Midlothian, Virginia 23113, (804) 486-1903. Requests for electronic copies of
the Bidding Documents should be directed to Mr. Charles Warren, PE at (804) 486-1903 or
CWarren@scsengineers.com.
Submit your Bid on the Bid Form provided. Bidders are required to complete Bid Form 00 41 13.
Bristol ISWMF - Landfill Temperature Probes May 15, 2026
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Invitation for Bids
Your Bid will be required to be submitted under a condition of irrevocability for a period of 90 days
after submission subject to Section 2.2-4330 of the Code of Virginia, as amended.
END OF SECTION 00 11 10
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Invitation for Bids
SECTION 00 21 10
INSTRUCTIONS TO BIDDERS
For a Bid to be considered, it must be in accordance with the following instructions:
1. BIDS
Bids must be made on the Bid Forms provided herein, and all blank spaces for Bids, Alternates
and Unit Prices, applicable to bidder's work, shall be properly filled in. When requested Alternates are
not Bid, the Bid may be considered non responsive. The Bidders agree that Bids submitted on the
specified Bid Forms, which are detached from specifications, will be considered and will have the same
force and effect as if attached thereto. Numbers shall be stated both in writing and in figures for the
Base Bids and Alternates.
Any modification to the Bid Forms (including Alternates and/or Unit Prices) may disqualify the
Bid and may cause the Bid to be rejected.
The Contractor shall fill in the Bid Forms as follows:
A. If the documents are executed by a sole Owner, that fact shall be evidenced by the
word "Owner" appearing after the name of the person.
B. If the documents are executed by a Partnership, that fact shall be evidenced by the
word "Co-Partner" appearing after the name of the partner executing them.
C. If the documents are executed on the part of a Corporation, they shall be executed by
either the President or the Vice-President and attested by either the Secretary or
Assistant Secretary. In all cases the title of the office of such person shall appear after
their signatures.
D. If the Bid is made by a Joint Venture, it shall be executed by each member of the Joint
Venture in the above form for sole Owner, Partnership, or Corporation, whichever form
is applicable.
E. All signatures shall be properly witnessed or attested as applicable.
F. Each Bid shall be addressed and delivered as indicated in Item 5 of the Instructions to
Bidders. The address of the Bidder, the Bidder's license number and, if applicable, the
designated portion of the Work for which Bid is submitted should also be referenced
on the Bid envelope.
G. It shall be the specific responsibility of the Bidder to deliver the Bid to the proper official
at the appointed place and prior to the announced time for the opening of Bids. Later
delivery of a Bid for any reason, including delivery by the United States Mail, shall
disqualify the Bid.
H. Modifications of previously deposited Bids or requests for withdrawal will be
acceptable only if delivered in person or in writing to the place of the Bid opening prior
to the time for opening Bids.
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Invitation for Bids
I. Unit Prices quoted in the Bid shall include overhead and profit and shall be the full
compensation for the Contractor's cost involved in the work.
J. Failure to submit a Bid on the official City of Bristol Virginia form provided for that
purpose shall be a cause for rejection of the Bid. Modification of or additions to any
portion of the Invitation for Bid/Request for Bid may be cause for rejection of the Bid;
however, the City of Bristol Virginia reserves the right to decide, on a case by case basis,
in its sole discretion, whether to reject such a Bid as nonresponsive. As a precondition
to its acceptance, the City of Bristol Virginia may, in its sole discretion, request that the
bidder/proposer withdraw or modify nonresponsive portions of a Bid which do not
affect quality, quantity, price, or delivery. No modification of or addition to the provisions
of the contract shall be effective unless reduced to writing and signed by the parties.
2. QUALIFICATIONS OF BIDDERS
The Bidder shall provide a summary of relevant experience with installing borings (for wells,
probes, piezometers, etc.) into landfills via sonic drilling techniques and well/probe construction within
solid waste landfills. The Bidder shall submit as part of the Bid, information related to previous
relevant projects including job location and work summary, contract amount and duration, and contact
name and phone number on the forms provided herein. A minimum of three (3) relevant landfill
borehole sonic drilling and well/probe construction projects shall be submitted with the Bid. It is the
City's preference that references from relevant projects be from work completed within the last five
years, if possible. It is the Bidder's responsibility to submit sufficient documentation to demonstrate
relevancy.
The City of Bristol Virginia may make such reasonable investigations as deemed proper and necessary
to determine the ability of the bidder/proposer to perform the services/furnish the goods and the
bidder/proposer shall furnish to the City of Bristol Virginia all such information and data for this
purpose as may be requested. The City of Bristol Virginia reserves the right to inspect
bidder's/proposer's physical facilities prior to award to satisfy questions regarding the
bidder/proposer's capabilities. The City of Bristol Virginia further reserves the right to reject any Bid if
the evidence submitted by, or investigations of, such bidder/proposer fails to satisfy the City of Bristol
Virginia that such bidder/proposer is properly qualified to carry out the obligations of the contract and
to provide the services and/or furnish the goods contemplated therein.
3. EXAMINATION OF CONDITIONS
It is understood and mutually agreed that by submitting a Bid the Contractor acknowledges
his/her careful examination of the Bidding Documents pertaining to the work, the location,
accessibility and general character of the site of the work and all existing buildings and structures
within and adjacent to the site; and has satisfied himself/herself as to the nature of the work, the
condition of existing infrastructure, the conformation of the ground, the character, quality and quantity
of the materials to be encountered; the general and local conditions; the construction hazards; and all
other matters, including but not limited to, the labor situation which can in any way affect the work
under the Contract; and including all safety measures required by the latest edition of the Occupational
Safety Health Act and all rules and regulations issued pursuant thereto. It is further mutually agreed
that by submitting a Bid, the Contractor acknowledges that he/she has satisfied himself/herself as to
the feasibility and meaning of the plans, drawings, specifications, and other Contract Documents for
the construction of the work and that he/she accepts all the terms, conditions and stipulations
contained therein; and that he/she is prepared to work in cooperation with the Owner and all other
Contractors performing work on the site.
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Invitation for Bids
Reference is made to the Contract Documents for the identification of those surveys and
investigative reports of subsurface or latent physical conditions at the site or otherwise affecting
performance of the work which have been relied upon by the Licensed Professional who prepared the
documents. Copies of all such surveys and reports are available to the Bidders, upon request. All
Bidders are responsible for reviewing these documents prior to submission of their Bid.
Each Bidder may, at his/her own expense, make such additional surveys and investigations,
as he/she may deem necessary to determine his/her Bid price for the performance of the work. Any
on-site investigation shall be done at the convenience of the Owner. The Owner will honor any
reasonable request for access to the site.
4. ADDENDUM
If applicable, an addendum to bidding documents issued during the time of bidding will be
posted to the City's website, and are to be considered covered in the Bid. It is the Contractor's
responsibility to ascertain prior to Bid time, which Addenda have been issued and confirm that his/her
Bid includes any changes covered by the Addenda.
Should the Bidder find discrepancies in, or omissions from, the drawings or documents or
should he/she be in doubt as to their meaning, he/she shall at once notify the Licensed Professional
who prepared said drawings or documents. Neither the Owner nor the Licensed Professional who
prepared the bidding documents will be responsible for any oral instructions.
The Bidder on his/her Bid shall acknowledge an addendum by completing the Submission
Form which will be attached at the time of the addendum posting. Failure to do so may disqualify the
Bid and may cause the Bid to be rejected.
5. RECEIPT OF BIDS
All copies of the Bid, the Bid security, if any, and any other documents required to be
submitted with the Bid shall be enclosed in a sealed opaque envelope. All sealed Bid envelopes
shall be enclosed in a separate mailing envelope with the notation "SEALED BID ENCLOSED" on the
face thereof and marked on the outside of the envelope as follows:
City of Bristol, Virginia
Purchasing Department
Attn: Nikki Asher, Purchasing Clerk
300 Lee Street
Bristol, Virginia 24201
LANDFILL TEMPERATURE PROBES INSTALLATION PROJECT
BRISTOL INTEGRATED SOLID WASTE MANAGEMENT FACILITY
ITB# SW-26-005
Due Date: June 12, 2026 at 2:00 P.M. EST
To be considered for selection, Bids received by the City of Bristol, Virginia's Purchasing
Department 300 Lee Street, Bristol, VA 24201, by the designated date and hour. Bids received in the
City of Bristol Virginia Purchasing Department after the date and hour designated are automatically
disqualified and will not be considered. The City of Bristol Virginia is not responsible for delays in the
delivery of mail by the U.S. Postal Service, private couriers, or other means of delivery. It is the sole
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Invitation for Bids
responsibility of the bidder/proposer to ensure that its Bid reaches the City of Bristol Virginia
Purchasing Department by the designated time and hour. The City will return items received after the
deadline to the sender
6. REJECTION OF BIDS
The Owner reserves the unqualified right to reject any and all Bids. Reasons for rejection may
include, but shall not be limited to, the following:
A. If the Form of Bid furnished to the Bidder is not used or is altered.
B. If the Bidder fails to insert a price for all Bid items, Alternates and Unit Prices
requested.
C. If the Bidder adds any provisions reserving the right to accept or reject any award.
D. If there are unauthorized additions or conditional Bids, or irregularities of any kind
which tend to make the Bid incomplete, indefinite, or ambiguous as to its meaning.
E. If the Bidder fails to complete the Bid forms where information is requested so the Bid
may be properly evaluated by the Owner.
F. If the Unit Prices contained in the Bid Schedule are unacceptable to the Owner.
G. If the Bidder fails to demonstrate relevant experience to the satisfaction of the Owner
in accordance with the criteria outlined under Qualifications of Bidders.
H. If the Bidder fails to comply with other instructions stated herein.
7. BID EVALUATION AND AWARD
The City of Bristol, Virginia, will make an award to the lowest responsive and responsible
bidder. Evaluation will be based on Total Base Bid Price.. Should the successful Bidder default and fail
to execute a Contract, the Contract may be awarded to the next lowest responsive and responsible
Bidder.
In accordance with Section 00 45 13, Bidder must submit certain information pertaining to
Bidder's qualifications along with the Bid. Before awarding a Contract, the Owner may require the
apparent low Bidder to supply supplemental information and documentation, or request clarifications,
to qualify himself/herself to be a responsible Bidder by furnishing any or all of the following data:
A. The latest financial statement showing assets and liabilities of the company or other
information satisfactory to the Owner.
B. A listing of similar completed projects of similar size, with contact persons and
telephone numbers.
C. Permanent name and address of place of business.
D. The number of regular employees of the organization and length of time the
organization has been in business under present name and percentage of work
typically performed by the contractor's firm.
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Invitation for Bids
1. Qualifications of key employees assigned to this Project.
2. References for key employees assigned to this Project.
E. The name and home office address of the Surety proposed and the name and address
of the responsible local claim agent.
F. The names of members of the firm who hold appropriate trade licenses, together with
license numbers.
G. Complete list of all subcontractors and suppliers proposed.
H. Any pending arbitration or mediation cases or lawsuits. This may include all arbitration,
mediation and lawsuits settled or resolved within last ten (10) years.
Failure or refusal to furnish any of the above information if requested shall constitute a basis
for disqualification of any Bidder.
In determining the lowest responsible Bidder, the Owner may consider the past performance
of the Bidder on construction contracts. Particular concern will be given to completion times, quality
of work, cooperation with other Contractors, and cooperation with the Designer and Owner.
Should the Owner adjudge that the apparent low Bidder is not the lowest "responsible" Bidder
by virtue of the above information, said apparent low Bidder will be so notified and his/her Bid Security
shall be returned to him/her.
The Owner shall have the right to accept Alternates in any order or combination and to
determine the low Bidder on the basis of the sum of the Base Bid and the Alternates accepted.
The Owner reserves the right to reject any and all Bids, to waive all technicalities and
irregularities, and to make the award as considered to be in the best interest of the Owner.
Upon the award or the announcement of the decision to award a contract as a result of this
solicitation, the City of Bristol Virginia will publicly post such notice on the City of Bristol Virginia website
(www.bristolva.org) if the amount of the transaction is $30,000 or more. Award information may also
be obtained by contacting the buyer whose name appears on this solicitation.
8. BID SECURITY
Each Bid shall be accompanied by bid security in accordance with the instructions specified in
Section 00 43 10. Bids shall be accompanied by a cashier's or bank check or Bid Guarantee Bond in
the amount of not less than five percent (5%) of the bid made payable to the City of Bristol, Virginia,
Owner, and subject to the conditions provided in the Instruction to Bidders.
9. PERFORMANCE BOND
The successful Bidder, upon award of Contract, shall furnish a Performance Bond in an amount
equal to one hundred percent (100%) of the Contract price. A "performance bond" is one executed in
connection with a contract to secure fulfillment of all the contractor's requirements under such
contract.
During execution of the Work, Contractor's inability to achieve the Proposed Boring Depth values
shown on the Drawings, or inability to install temperature probes to these Proposed Boring Depth
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Invitation for Bids
values, shall not constitute non-performance or failure to fulfill the undertakings, covenants, terms,
conditions, and agreements of the Contract, provided such inability is solely attributed to landfill
subsurface characteristics or conditions encountered during drilling of the boreholes and/or
installation of the temperature probes.
10. PAYMENT BOND
The successful Bidder, upon award of Contract, shall furnish a Payment Bond in an amount
equal to one hundred percent (100%) of the Contract price. A "payment bond" is one executed in
connection with a contract to assure payment as required by law of all persons supplying labor and
material in the execution of the work provided for in the contract.
11. PRE-BID CONFERENCE
Prospective Bidders must attend the mandatory Pre-Bid Conference in person. Refer to 00
11 16 Invitation to Bid for the Pre-Bid Conference time, location, and site contact information.
General contract and major subcontract Bidders and suppliers are invited to attend.
Representatives of the Owner and Engineer will be in attendance. Summarized minutes of this
meeting will be circulated to known Bidders. These minutes will not form part of Contract
Documents. Information relevant to Bidding Documents will be issued by Addendum.
Bidder is required to visit the Site and conduct a thorough visual examination of the Site and
adjacent areas. During the visit the Bidder must not disturb any ongoing operations at the Site. A Site
visit is scheduled following the pre-bid conference. Bidders visiting the Site are required to arrange
their own transportation to the Site.
Site visits may be scheduled by contacting Mike Martin, Solid Waste Administrator, at (423) 571-
7332 or mmartin@bristolva.org. Bidder must conduct the required Site visit during normal working
hours.
Currently occupied premises at Project site are typically open for examination by Bidders only during
the following hours:
* 7:00 AM to 3:00 PM Monday through Friday
12. BIDS TO BE BID
Landfill Temperature Probes Installation Project for the City of Bristol Integrated Solid Waste
Management Facility
Bristol ISWMF - Landfill Temperature Probes May 15, 2026
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