ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES

Agency: City of Charlottesville
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 237310 - Highway, Street, and Bridge Construction
Posted Date: Feb 5, 2024
Due Date: Feb 16, 2024
Solicitation No: 24-36
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
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
Related Documents:

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
Page 1 of 72
TABLE OF CONTENTS FOR IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES
PAGE
I. INSTRUCTIONS TO BIDDERS
3
II. SCOPE OF SERVICES
11
III. GENERAL TERMS AND CONDITIONS
16
IV. SPECIAL TERMS AND CONDITIONS
62
V. PREBID QUESTION FORM
64
VI. ATTACHMENTS
65
IFB# 24-36 ON-CALL PARKS CONSTRUCTION AND REPAIR SERVICES
Page 2 of 72
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
Page 3 of 72
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
Page 4 of 72
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
Page 5 of 72

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