On-Demand Construction Services

CITY OF SALEM, VIRGINIA
PURCHASING DEPARTMENT
114 NORTH BROAD STREET
P.O. BOX 869
SALEM, VIRGINIA 24153
PHONE: (540) 375-3063
ISSUE DATE: APRIL 6, 2026
REQUEST FOR PROPOSAL (RFP) # 2026-010
FOR
O D C S
N EMAND ONSTRUCTION ERVICES
SEALED PROPOSALS DUE:
May 1, 2026
ON OR BEFORE
3:00 P.M. (LOCAL TIME)
ALL INFORMATION AND CLARIFICATION INQUIRIES MUST BE SUBMITTED IN WRITING TO:
BENJAMIN DENTON, PURCHASING MANAGER
AT BKDENTON@SALEMVA.GOV
BY 3:00 P.M. (LOCAL TIME) ON APRIL 20, 2026
This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia,
2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual
orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to
discrimination in employment. Faith-based organizations may request that the issuing agency not include
subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception
should be made in that invitation to bid or request for proposal.

RFP #2026-010
Construction Services
The City of Salem is accepting sealed proposals from qualified Contractors to establish contracts through
competitive negotiations for construction and/or contracting services to include land clearing, land grading,
concrete patching, concrete curb and gutter, concrete sidewalks, brick paver installation and hardscape
maintenance, asphalt paving, asphalt patching, roadway painting/striping, wet utilities, dry utilities, all on an
"as needed" basis at locations in, and around, the City of Salem.
The City of Salem, Virginia, and its officers, employees, or agents will not be responsible for the opening of
a proposal envelope or package prior to the scheduled opening if that envelope or package is not
appropriately sealed and marked as specified below.
During an active solicitation, all communications (email, phone, text, letter) must be conducted through the
Purchasing Department. The Purchasing Department will coordinate responses to any inquiries, as
necessary. If any vendor involved in a pending solicitation or bid violates this communication protocol, any
submittals from the vendor may be rejected/disqualified at the discretion of the Purchasing Department.
As this is a Request for Proposal, an evaluation committee will be established to review and evaluate all
responses. No information regarding the identity of either the Offerors or the contents will be released until
after the negotiation process. Once an award has been made, all proposals will become public information.
If your proposal contains proprietary information, please make note of such on the form attached (Attachment
C - Proprietary Information Form).
The City reserves the right to cancel this RFP and/or reject any or all proposals, to waive any informalities
or irregularities in any proposal, to award any whole or part of a proposal, and to award to the Offeror whose
proposal is, at the sole discretion of the City of Salem, determined to be in the best interest of the City.
This section must be completed by the Offeror and must be returned with the proposal. In compliance
with this Request for Proposal and to all the terms and conditions imposed herein and hereby
incorporated by reference, the undersigned offers and agrees to furnish the services and/or items in
accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.
Unless the proposal is withdrawn, the Offeror agrees that any prices, if applicable, or terms for such
proposal shall remain valid for a minimum period of one hundred and eighty (180) days after opening.
Notices of proposal withdrawal must be submitted in writing to the Purchasing Department.
OFFEROR DATA/SIGNATURE SHEET
Legal Name and Address:
_____________________________________ Date: ___________________________________
_____________________________________ By: _____________________________________
(Signature in ink)
_____________________________________ Name: __________________________________
__________________Zip Code____________ Title: ____________________________________
Phone (____) __________________________ Fax (___) ________________________________
E-mail: _______________________________ Business License #: ________________________
Virginia State Corporation Commission Identification Number: _________________________________
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RFP #2026-010
Construction Services
I. PURPOSE
The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish contracts
through competitive negotiations for construction and/or contracting services pertaining to the following
areas and/or trades:
1. Land Clearing
2. Land Grading
3. Concrete Patching
4. Concrete Curb and Gutter Installation and Repair
5. Concrete Sidewalk Installation and Repair
6. Brick Paver Installation and Hardscape Maintenance
7. Asphalt Paving
8. Asphalt Patching
9. Roadway Painting and Striping
10. Wet Utilities
11. Dry Utilities
The goal of this RFP is to establish contracts with General Contractors who agree to provide services in
a timely manner, thereby reducing the City's cost and time associated with advertising and developing
multiple Invitations to Bid (ITB's) and improving the City's overall efficiency in obtaining construction
and/or contracting services. Contractors will generally be assigned work on a rotational basis within each
service category; however, the City reserves the right to assign work outside of rotation based on
availability, performance, pricing, or the City's best interest.
The City intends to award contracts to more than one qualified Contractor. The City's award of a contract
will not guarantee that a Contractor will perform all projects for the City. Rather, it will entitle the
Contractor, when requested by the City, to submit a price quote for specific projects. For any given
project, the City may request quotes from one or more Contractors awarded contracts under this Request
for Proposal (RFP). Please note that no individual project is to exceed $500,000.
The City makes no guarantee of any minimum or maximum amount of work. Award of a Contract does
not guarantee that any Purchase Agreement will be issued. Contractors shall not be entitled to
compensation for lack of work.
II. BACKGROUND
The City of Salem is an independent city nestled in the heart of Virginia's Blue Ridge Mountains, within the
Roanoke Region. Conveniently located along Interstate 81, Salem is home to approximately 25,346
residents and is part of the larger Roanoke Metropolitan Area, which boasts a population of 313,786.
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RFP #2026-010
Construction Services
Throughout the year, the City frequently requires clearing, grading, concrete, hardscape, paving,
painting/striping, and utility, services for repairs, maintenance, renovations, and other related work at
various City-owned facilities and properties. In many instances, the scope or complexity of these projects
exceeds the capabilities of City staff. This contract will be used to engage qualified Contractors, allowing
the City to expedite project delivery and efficiently address these needs.
III. STATEMENT OF NEEDS
A. General
1. The awarded Contractor(s) shall provide all supervision, labor, tools, materials, supplies,
parts, equipment, transportation, record documentation, and other associated work
responsibilities necessary to perform services related to the previously listed areas and/or
trades.
2. Contractors do not need to be able to provide all of the services requested, but must be able
to provide professional expertise in each of the service groups for which they desire
consideration for selection.
3. The services shall be provided in a competent manner to maintain the quality of business
operations performed by the City, and minimize the interruption of such services.
4. The contractor shall provide services as guided by the City's plans and specifications, as
available and applicable codes and standards governing the work applicable in the
Commonwealth of Virginia.
5. At its discretion, the City may require the contractor to furnish Commonwealth of Virginia
Standard Performance and Labor and Material Payment Bonds for some projects. Bid bonds
will not be required for any projects issued under this contract.
B. Price Proposal and Future Projects
1. The City will periodically request proposals from Contractors for services previously
mentioned, and other related work on an "as needed" basis.
2. Contractors will be requested to submit proposals based on the Fixed Price (FP), Unit Price
(UP), or Time and Materials basis, depending on the nature of the work. For Time and
Materials work, Offerors shall provide fully burdened hourly labor rates and equipment rates.
Not-to-exceed amounts shall be established for all Time and Materials Purchase
Agreements. The City of Salem reserves the right to request a cost breakdown of material
and labor on the fixed price quote. If requested, the Contractor agrees to include a breakdown
of all costs.
3. No single project will exceed $500,000 in cost.
4. The City reserves the right to complete any project with its own forces/contract, or cancel
procurement at any time.
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Construction Services
C. Contractor Requirements
1. The Contractor shall be licensed by the Commonwealth of Virginia State Board of
Contractors as a Class A Contractor.
2. The Contractor shall provide high quality construction and/or contracting services equal to or
better than industry standards. This includes prompt response to requests for services and
completion of projects in a timely fashion, once guidelines and timetables are established by
the City. Work in progress will be inspected periodically by the City for adherence to
Commonwealth of Virginia recognized codes and quality workmanship.
3. The Contractor shall provide construction and/or contracting services to meet the needs of
the City with minimum disruption to operation of the City. The Contractor shall plan their work
with the understanding that the established City regular work hours vary within the timeframe
of 7:00 AM to 5:00 PM, Monday through Friday, except holidays observed by the City.
4. The Contractor shall provide sufficient representation in the Salem City area to adequately
meet the City's needs. The contractor's representative shall be responsible for working with
various City departments and shall be required to provide assistance, expedite work, correct
deficiencies and handle many other miscellaneous problems which may arise during work-
in-progress.
5. The Contractor shall provide a competent, well-trained and experienced staff that exhibits
professionalism and service excellence. The Contractor shall ensure that qualified on-site
supervision of all trades is maintained at all times during the performance of the work. This
on-site supervision shall be empowered to act on behalf of the Contractor.
6. All employees of the Contractor and subcontractors shall wear uniforms or other appropriate
City approved attire, at all times, to designate their affiliation with the contractor.
7. The Contractor shall be required to work under the same conditions as does the City's
personnel. This includes adhering to the Commonwealth of Virginia safety codes and
standards, and scheduling work around the City's special events and holidays.
8. In instances where project documentation is limited, the Contractor shall ensure that all
materials and workmanship conform to the high-quality standards established by the City.
The full scope of work shall encompass all aspects that are reasonably implied or inferred
from the documents provided.
9. The Contractor shall be required to submit a detailed plan of operation for future projects,
demonstrating how the Contractor intends to accomplish the work. This plan shall address
all aspects of the project, including but not limited to: personnel assigned, Contractor
inspection and quality review procedures, warranty and maintenance provisions, and a
comprehensive schedule outlining each phase of the project from start to completion,
including any follow-up work. The City may compare the Contractor's proposed plan to its
own internal project plans to evaluate the relative strengths and weaknesses of each
approach and determine whether to complete the work using City resources or the
Contractor's services.
10. The Contractor's workforce and the workforce of its sub-contractors shall be staffed with
licensed journeymen in all trades with demonstrated experience in their respective fields of
work.
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RFP #2026-010
Construction Services
11. All work furnished in fulfilling any project shall be of the highest quality as measured by the
highest standards or grade of the particular trade(s) involved, except where a lower standard
or grade is defined in the City's contract documents or instructions.
12. In the event that the Contractor desires to subcontract some part of their work, the Contractor
shall furnish the City the names, qualifications and experience of its proposed subcontractors
before beginning work on any awarded project. This information will assist the City in
establishing what trades and portions of the work are to be performed under the work order.
Contractor shall also submit all emergency contact phone/cell phone numbers of the
Contractor and subcontractor. The Contractor shall be responsible for completely supervising
and directing the work under the contract and all subcontractors that it may utilize, using its
best skill and attention. The City reserves the right to reject any subcontractor proposed to
complete the work or a portion of the work.
D. Procedure
1. Contractors will be provided with a scope of work to include materials, equipment and
installation requirements, and any technical specifications or drawings that apply.
2. Contractors will be requested to submit quotes or proposals based on a Fixed Price (FP),
Unit Price (UP), or Time and Materials format, and to identify any materials or items with
extended lead times. The City will review all submitted proposals and proceed with purchase
and contract award procedures for the proposal deemed acceptable.
3. Contractors may choose to rely on personal inspection and/or contact the City to obtain
access to existing drawings. The City will have the right to furnish any or all materials to the
Contractor for any given project and invoice the Contractor accordingly. It shall remain the
Contractor's responsibility to field-verify all measurements and construction conditions prior
to submitting any proposal.
4. All work under this contract shall be performed pursuant to written Purchase Agreement
issued by the City. Each Purchase Agreement shall define the scope of work, location,
schedule, and compensation method. No work shall begin until a Purchase Agreement has
been executed and approved by the City. The Contractor shall obtain written approval from
the City before performing any work that would exceed the Purchase Agreement amount.
5. The Contractor shall work with the City according to construction and/or contracting
documents provided to the contractor by the City. The Contractor shall make site visits and
schedule meetings to get clarifications of the scope of work on the projects. The Contractor
shall provide a bi-weekly status report of all active, pending, and closed projects. This report,
at a minimum, shall provide the City's assigned project number, descriptive title, current
working estimate, start date, estimated/actual completion dates, percent complete, and
remark field.
6. The City reserves the right to complete any project with its own forces/contract or cancel
procurement at any time.
7. The City further reserves the right to terminate any contract if a Contractor does not submit
a quote or proposal on any projects over a one-year period, or if a Contractor consistently
fails to meet established or agreed upon completion dates.
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Construction Services
E. Use of Premises
1. The Contractor shall be responsible for repairing or replacing any work damaged by its
operations within ten (10) days after notification by the City, unless delayed by availability of
materials.
2. It is the responsibility of the Contractor to report to the City, in the original proposal, any
damage found prior to beginning any work at the site.
3. The Contractor shall not operate or disturb the setting of any valves, switches or electrical
equipment on the service lines to any buildings except by proper previous arrangement with,
and in the presence of an authorized representative of the City. The Contractor shall give
ample advance notice of the need for cut-off or adjustments, which will be scheduled at the
convenience of the City.
4. All work shall be coordinated and scheduled with the City to minimize disruption of
operations.
5. Access for work in restricted areas requires a 48-hour minimum notice to the City. Work in
these areas may require escort.
6. Unless otherwise specified in the project contract documents, the Contractor may use
existing sanitary facilities, electricity, and water as directed by the City, provided such use is
within the limits of available services and does not disrupt any City operations, events, or
services provided to employees or the public
7. All projects shall be performed in a manner that does not compromise the integrity of any
building's structural, mechanical, electrical, fire protection, life safety, or other systems and
utilities. No work that may overload or impair any portion of a facility shall be undertaken
without prior approval from the City's designated representative. Any required utility
shutdowns must be coordinated in advance, and the Contractor shall be responsible for
scheduling and coordinating such shutdowns with the City's representative.
8. When materials or equipment must be stored and are valuable or susceptible to theft, the
Contractor shall provide secure storage. The Contractor shall implement procedures for the
controlled installation and release of materials to minimize the risk of theft or vandalism. Any
incidents of theft or vandalism must be reported promptly to the City Police Department for
investigation.
9. The contractor shall:
a) Perform its work in a manner that minimizes interruptions to, or interference with, ongoing
activities on the premises or the work of any other Contractor.
b) Store apparatus, materials, supplies, and equipment at the work site in an organized
manner that does not unreasonably interfere with the progress of its own work or that of
the City.
c) Place on the work, or any part of it, only those loads that are consistent with the safety
and structural integrity of that portion of the work.
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RFP #2026-010
Construction Services
d) Provide adequate ventilation and dust control in accordance with applicable codes to
ensure the safety of building occupants and contract workers.
10. The Contractor shall perform all necessary cutting, filling, or patching of its work to ensure
conformity with the drawings and specifications. Except with the City's prior consent, the
Contractor shall not cut or alter the work of any other Contractor. The Contractor shall not
damage or compromise any portion of the work or premises, including existing
improvements, except as expressly required by the contract.
11. The Contractor shall, directly or through its subcontractor(s), clean up all refuse, rubbish,
scrap materials, and debris generated by its operations on a daily basis, ensuring that the
work site remains neat, orderly, and professional at all times. No such materials shall be left
within completed work or buried on the site. All waste shall be removed and properly disposed
of at a licensed landfill or otherwise in accordance with applicable law. If requested, the
Contractor shall provide evidence, such as weight tickets, to the City confirming that all
refuse, rubbish, and scrap materials have been hauled to a recycling facility rather than
disposed of in a landfill.
12. The Contractor shall, directly or through its subcontractor(s), prior to final payment, remove
all surplus materials, falsework, temporary structures (including foundations), equipment,
plants, and debris resulting from its operations, leaving the site neat and orderly. The
Contractor shall thoroughly clean all finished surfaces, including equipment and piping, inside
buildings covered by the contract, and clean all glass installed under the contract, removing
paint, mortar splatters, and other defacements. If the Contractor fails to perform the required
cleanup, the City may undertake the cleanup and charge the associated costs to the
Contractor.
13. During construction and upon completion of the work, the Contractor shall prevent soil
erosion, the runoff of silt or debris-laden water, and the dispersal of debris off the site, in
accordance with the applicable requirements and standards of the latest edition of the
Virginia Erosion and Sediment Control Handbook and the project documents.
F. Access To and Inspection Of Work
1. The Contractor shall notify the City's designated representative prior to commencing work to
schedule all rough-in and final inspections. Any failure by the City to disapprove or reject
defective or inferior work or materials shall not constitute final acceptance. If defective work
or materials are identified during inspection, the Contractor shall, at its own expense, remove,
repair, rebuild, or replace such work or materials without additional charge within ten (10)
days of receiving written notice of disapproval from the City. Any work covered without prior
approval or consent must, if required by the City, its representative, or other authorized
authorities, be uncovered for examination at the Contractor's expense.
2. The City, its designated agents, any relevant public authorities, and their representatives
shall always have access to the work during preparation or progress. The Contractor shall
provide safe means and facilities to allow such access and inspections.
G. Superintendence By Contractor
1. The Contractor shall be responsible for all construction means, methods, sequences, and
procedures, as well as for coordinating all portions of the work under the contract, except
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RFP #2026-010
Construction Services
where otherwise specified in the contract documents. The Contractor shall also be
responsible for implementing all safety and worker health programs and practices.
2. The Contractor shall always maintain strict discipline and good order among all workers on
the project. The Contractor shall not employ any person who is unfit, unskilled for the
assigned work, or unwilling to work cooperatively with the Contractor's employees,
subcontractors, the City's separate Contractors, or their subcontractors.
3. The City may require the Contractor to remove from the worksite any employee whom the
City considers incompetent, careless, disruptive, or otherwise objectionable.
H. Warranty Of Materials and Workmanship
1. The Contractor warrants that, unless otherwise specified, all materials and equipment
incorporated into the work under this contract shall be new and free from defects, in
accordance with the contract documents, for a period of one (1) year. The Contractor further
warrants that all workmanship shall be of the highest quality, performed in accordance with
the contract documents, and executed by qualified and licensed personnel in their respective
trades. Any work not conforming to these warranties shall be deemed defective. This
warranty of materials and workmanship is separate from, and in addition to, any other
guarantees provided under this contract.
I. Protection Of Persons and Property
1. The Contractor, directly and through its subcontractors, shall at all times take all necessary
precautions to protect persons and property on or affected by the work at the building site.
2. The Contractor shall be responsible for initiating, maintaining and supervising all safety
precautions and programs in connection with the work.
3. The Contractor shall continuously maintain adequate protection of all work from damage and
shall safeguard the City's property from injury or loss arising from the performance of this
contract. The Contractor shall repair or replace any such damage, injury, or loss, except
when directly caused by errors in the contract documents or by the City's agents or
employees. The Contractor shall also protect adjacent property to prevent any damage or
loss of use and enjoyment by the City. Additionally, the Contractor shall provide and maintain
all necessary passageways, guard fences, lighting, and other protective measures required
by public authorities, local conditions, or the contract documents, and as needed to fulfill its
obligation to protect persons and property.
4. Any damage, including damage to finished surfaces resulting from the performance of the
contract shall be repaired to the City's satisfaction at the Contractor's expense.
J. Standards Of Conduct
1. The Contractor shall be responsible for maintaining proper employee conduct, ensuring that
its employees are neither boisterous nor rude, and preventing any destructive or unlawful
activity. The Contractor shall also ensure that its employees do not disturb papers on desks,
open drawers, cabinets, or briefcases, or use the City's phones or similar equipment, except
as expressly authorized.
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K. Other Requirements
1. Parking Policy: All Contractor vehicles parked on City property must display a valid parking
permit. Vehicles parked without a permit are subject to ticketing and fines. For overnight
parking, company-owned Contractor vehicles may use designated parking lots. Privately
owned vehicles (POVs) may also park; however, no vehicle may remain parked for more
than 24 hours.
2. Sidewalk Policy: Sidewalk access to landlocked buildings is permitted only along
designated routes. Vehicle pull-offs at these sites are provided to move parked vehicles off
sidewalks without encroaching on turf. Parking an unattended vehicle on a sidewalk is strictly
prohibited by State law and may result in fines. Vehicle operators must exercise extreme
caution to avoid creating hazards or obstructions for pedestrians. The Contractor shall be
responsible for any damage to turf or adjacent property. Vehicles parked illegally on
sidewalks are subject to ticketing, fines, and towing if necessary.
3. Utilities: The City will provide water and electricity as needed for the performance of this
work. The Contractor shall furnish all necessary connections to these utilities, including
hoses, cords, and similar equipment. For projects where water or electricity is not available,
the Contractor shall provide these utilities as required.
4. Asbestos: If the Contractor is engaged to perform work in buildings that may contain
asbestos-containing materials (ACM), the City will inform the Contractor of the locations of
known or suspected ACM in the assigned work areas. Under no circumstances shall the
Contractor damage or disturb ACM unless specifically retained under the contract to perform
such work and legally qualified to do so. The Contractor shall provide its employees with
asbestos awareness training and any other training or activities required by 29 CFR
1926.1101 to ensure safe work practices. Prior to commencing work, the Contractor shall
submit to the City for review and approval a written plan detailing work practices, precautions,
procedures, and engineering controls to be used during any work that may disturb ACM. No
work shall proceed until the City has approved the proposed plan.
5. Lead: If the Contractor is engaged by the City to perform work in buildings where lead-
containing materials (LCM), such as lead-based paint, may be present, the Contractor may
encounter these materials during activities such as renovations; however, this contract does
not include lead abatement or de-leading operations. The City will inform the Contractor of
the locations of known or suspected LCM in the assigned work areas. The Contractor shall
provide all training and equipment required by 29 CFR 1926.62 to ensure the safe
performance of the work. The Contractor may not perform de-leading or lead abatement
unless it holds a valid Virginia Lead Contractor License and has been specifically retained
under the contract to perform such work. Prior to commencing any work that may disturb
LCM, the Contractor shall submit to the City for review and approval its written work practices,
precautions, procedures, and engineering controls. No work shall proceed until the City has
approved the proposed practices.
6. Duty to Protect Property: The Contractor shall continuously maintain adequate protection
of all work and shall safeguard all other property from damage, injury, or loss arising in
connection with the work. The Contractor shall repair or compensate for any such damage,
injury, or loss, except where directly caused by errors in the contract documents or by the
City.
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