Smith Station Road Waterline Improvements

Finance | Procurement Division
8800 Courthouse Road | Spotsylvania, VA 22553
Phone: 540 -507-7586
County of Spotsylvania
Invitation For Bid (IFB) No. 26-30-KB
Smith Station Road Waterline Improvements
March 10, 2026
SOLICITATION CLOSING & OPENING
Due Date & Time: Wednesday, April 8, 2026 at 2:00 PM
Public Bid Opening: Teams Information
Meeting link:
https://teams.microsoft.com/meet/2939977870333?p=OApGqAWsRe3ppDgw0v
Meeting ID: 293 997 787 033 3
Passcode: y44jy6LF
NON-MANDATORY PRE-BID CONFERENCE
Date & Time: Tuesday, March17, 2026 at 9:00 AM
Utilities Department Conference Room
600 Hudgins Road
Fredericksburg, VA 22407
For Mandatory Pre-Bids, only Bids from Bidders in attendance at the mandatory pre-bid meeting shall be
accepted. A sign in sheet will be available and no one will be accepted into the meeting after 15 minutes past the
time stated above
IFB DATA
Questions Deadline: Friday, March 27, 2026 at noon
Procurement Contact: Katie Baird, M. Fin., VCO, VCCO - KBaird@Spotsylvania.VA.us

Table of Contents
I. Purpose ................................................................................................................................................ 3
II. Bidders Instructions ........................................................................................................................... 3
III. General Information ........................................................................................................................... 5
ATTACHMENTS
A - Construction General Terms & Conditions
B - Owner-Contractor Agreement
C - Bidders Information
D - References
E - Bid Bond
F - Bid Form
G - Subcontractor Identification Form
H - Bidder's Request for Equal Products and Bidder's Representations
I - Certification of Safety Violations
J - Project Description
K - Project Manual
L - Site Plan
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I. Purpose
The County of Spotsylvania, Virginia is seeking Bids from qualified Contractors to provide
construction services related to Smith Station Road Waterline Improvements. The site of the
proposed work is on County owned property, public streets, easements and/or other right of ways,
as shown on the plans.
II. Bidders Instructions
A. This competitive sealed bidding procurement shall be conducted in accordance with the
Spotsylvania County Procurement Policy. The Procurement Policy is available at
https://www.spotsylvania.va.us/377/Spotsylvania-County-Policies.
B. Late Bids. It is the Bidder's sole responsibility to ensure timely submission by the stated date
and time on page 1 of this Invitation for Bid. The County cannot accept late Bids. Please check
for updates prior to submitting a Bid. The County encourages early submission.
NOTE:
* The County is not responsible for any website (eVA) related issues. If the issues
result in late Bid submission, the County will not be able to accept your Bid.
* Please contact eVA Customer Care at 1-866-289-7367 or
eVACustomerCare@DGS.Virginia.gov for all website related issues.
C. Definitions.
1. Bid. A Bid is a complete and properly signed Bid to do the Work for the sum stipulated
therein, submitted in accordance with the Bidding Documents.
2. Base Bid. The Base Bid is the sum stated in the Bid for which the Bidder offers to perform
the Work described in the Bidding Documents as the base, to which work may be added or
from which work may be deleted for sums in Additive Bids, if any.
3. Additive Bid. An Additive Bid (or Additive) is an amount stated in the Bid to be added to
or deducted from the amount of the Base Bid if the corresponding change in the Work, as
described in the Bidding Documents, is accepted.
D. Bids may be withdrawn at any time before the Bid opening. A Bidder wishing to withdraw the
Bid after Bid opening may do so in accordance with Spotsylvania Procurement Policy.
E. The County expressly reserves the right to reject any or all Bids, to waive any informalities in
the Bids received, and to accept that the Bid which, in its judgment, best serves the interest of
the County.
F. Bidders Questions, Addenda and Interpretations.
1. Questions from Bidders must be e-mailed to the Procurement Officer and received by the
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date and time stated on the cover page of this IFB. The County is not responsible for verbal
clarification of information provided by parties other than Procurement Division staff.
2. All responses to inquiries will be in writing in the form of an Addendum and will be posted
on eVA, www.eva.virginia.gov and on the Procurement Division website at
https://www.spotsylvania.va.us/374/Solicitations.
3. Bidders and sub-bidders shall promptly notify the County of any ambiguity, inconsistency
or error that they may discover upon examination of the solicitation and Contract
Documents or of the site and local conditions.
4. If the Bidder (or sub-bidder, any person bidding to Bidder and/or subsequently in contract
with the Bidder, relating to the subject project) knows, or should have known, that an
ambiguity, discrepancy, error, omission or conflicting statement exists in the Bidding or
Contract Documents, said Bidder (or sub-bidder) has an obligation to seek a clarification
thereof from the County prior to Bid. The County will welcome such a clarification request,
and, if deemed necessary by the County, the County will issue a written Addendum
clarifying the matter in question. Should the Bidder fail to seek such a clarification prior to
Bid, Bidder thereby waives, and agrees to indemnify and hold the County and Engineer
harmless from, any claim, suit or cause of action arising out of or related to such ambiguity,
discrepancy, error, omission or conflicting statement which the Bidder (and any person
bidding to Bidder and/or subsequently in contract with Bidder, relating to the subject
project) knew or should have known existed at the time of Bid.
5. Each Bidder shall ascertain prior to submitting their Bid that they have received all
Addenda issued, and they shall acknowledge receipt and inclusion in their Bid of all
Addenda.
G. All updates are posted on the Spotsylvania County website at
https://www.spotsylvania.va.us/374/Solicitations and www.eva.virginia.gov. It is the
responsibility of the Bidder to check for additional updates prior to submission of Bid.
H. Bidders are responsible for familiarizing themselves with all of the requirements stated herein.
I. Inclement Weather. In the event that Spotsylvania County is closed during the scheduled
times for Bids to be received/Bid Opening or a Pre-Bid Conference/Site Visits; those scheduled
dates/times will occur on the next business day that Spotsylvania County is open at the
appropriate times as stated in the IFB. Please contact the Procurement Officer as stated in the
IFB for information pertaining to this procurement.
J. The prices quoted in response to this IFB shall be firm for 180 days. Prices shall be submitted
for the unit of measurement specified in the Items section on eVA.
K. Payment for the work included herein will be in accordance with the unit prices, if applicable,
as set forth in the Bid for the quantity of work performed.
L. Any Vendor transacting business with Spotsylvania County may be asked to provide proof of
registration with the State Corporation Commission (SCC), as required by Sections 13.1 or
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Title 50 of the Code of Virginia.
M. Bid Requirements. Bidders should prepare Bids in accordance with the instructions outlined
herein and should structure the Bid so that it contains individual attachments. The Bidder must
submit their Bid with the following documents attached or Bidder may be considered
nonresponsive. Each document listed below shall be a separate attachment and titled as
indicated.
1. [Bidder's Name] Attachment C - Bidder Information (PDF);
2. [Bidder's Name] Attachment D - References (PDF);
3. [Bidder's Name] Attachment E - Bid Bond (PDF); and
4. [Bidder's Name] Attachment F - Bid Form (PDF);
i. Bids shall be submitted utilizing Attachment F - Bid Form as found herein, or
otherwise provided with the Contract Documents, and shall be complete in every
respect. The total Bid price shall be entered in figures in the space provided. Where
applicable, the unit price or lump sum items, and their extensions shall be entered in
figures in the respective columns provided for each Bid item. All entries shall be
typewritten or printed in ink. The signatures of all persons shall be in longhand. Any
entry of amount that appears on the face of the Bid to have involved an erasure,
deletion, whiteout and/or substitution or other such change or alteration shall show by
them the initials of the person signing the Bid and the date of the change or alteration.
A failure to comply with this requirement may be cause for disqualification of the Bid.
ii. For Unit Price Bids, in the event of any discrepancies between the unit prices and the
extensions thereof or the total Bid price, the unit price shall govern.
iii. Bids shall not contain any restatement or qualifications of work to be done and alternate
Bids will not be considered unless called for. No oral, telegraphic or telephonic Bids
or modifications will be considered.
iv. The apparent low Bidder on lump sum contracts shall, if requested by County, provide
the County a detailed breakdown of their Bid, broken down by major areas of work
and/or by specification section, within three (3) working days of the request. In
addition to verifying accounting requirements, the breakdown may be used by the
County to determine whether the Bidder has grossly misjudged the requirements of
any area. Failure to provide the requested detailed breakdown may result in rejection
of the Bid.
5. [Bidder's Name] Attachment G - Subcontractor Identification Form, as appliable
(PDF);
6. [Bidder's Name] Attachment H - Bidder's Request for Equal Products and Bidder's
Representation (PDF);
7. [Bidder's Name] Attachment I - Certification of Safety Violations (PDF);
8. [Bidder's Name] Contractors License;
9. [Bidder's Name] Addendum No.; please include all Addenda as separate attachments
(PDF).
III. General Information
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A. Qualification Of Bidder.
1. The successful Bidder shall perform at least that percentage of the Work specified in Article
7 of the Owner-Contractor Agreement with forces that are in the direct employment of the
Contractor's organization. If requested by the County, prior to the signing of the Contract,
the successful Bidder shall submit a statement of work to be performed by their own forces.
2. Prior to Contract award or within seven (7) days of the County's request to do so, the
successful Bidder shall be prepared to demonstrate that their present organization, direct
labor force and prior work experience is of adequate size and development to maintain
responsible control of the project and to schedule, coordinate and perform the work in an
expeditious manner and in accordance with the Contract Documents.
3. Bidders, whether residents or nonresidents of Virginia, will be required to show evidence
of a certificate or registration as required by Chapter 7 of Title 54 of the Code of Virginia
before their Bids will be considered. If a Bid is $120,000 or more, or if the Contractor's
annual volume is $750,000 or more, the Contractor must be licensed as a "Class A
Contractor." If a Bid is $7,500 or more but less than $120,000, the Contractor must be
licensed as at least a "Class B Contractor". If a Bid is $1,000 or more but less than $7,500,
the Contractor must be licensed as at least a "Class C Contractor". Regardless of price, and
Contractor doing work within the Virginia Department of Transportation (VDOT) right of
way or on any water and sewer project must be licensed as a "Class A Contractor with a
Heavy Highway Endorsement." The Bidder shall include a copy of their license with the
Bid.
4. The County will consider, in determining the qualifications of a Bidder, their record
in the performance of any Contracts for the construction work into which they may have
entered with the County or with such public bodies or corporations. The County expressly
reserves the right to reject the Bid of any Bidder if such record discloses that such Bidder,
in the opinion of the County, has not properly performed such contracts; or has habitually
and without just cause neglected the payment of bills; or has otherwise disregarded their
obligations to Subcontractors, material men, suppliers or employees; or has had, in the sole
and exclusive judgment of County, a poor safety record from prior projects performed
within or outside of the County.
5. The County may make such investigation as they deem necessary to determine the ability
of the Bidder to perform the work, and the Bidder shall furnish to the County all such
information and data for their purpose as they may request. The County reserves the right
to reject any Bid if the evidence submitted by, or investigation of such Bidder, fails to
satisfy the County that such Bidder is a responsive and responsible Bidder in accordance
with the criteria set forth herein. Conditional Bids will not be accepted.
B. Bidder Representations.
Each Bidder by submitting their Bid represents that:
1. Bidder has read and understands the Bidding Documents and their Bid is made in
accordance therewith; and Bidder agrees to be bound by the terms and requirements set
forth in the Bidding and Contract Documents;
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2. Bidder has visited the site, has familiarized himself with the 1ocal conditions under which
the Work is to be performed in accordance with Article 1.08 of the Information for Bidders
and has correlated their observations with the requirements of the proposed Contract
Documents;
3. The Bid is based upon the materials, systems and equipment required by the Bidding
Documents without exception; and
4. Bidder has the capability, in all respects, and the moral and business integrity, reliability,
technical ability, financial resources, plant, management, superintendence, equipment and
materials which will assure effective and efficient good faith performance in full
compliance with the Contract Documents and with any and all schedules and Milestone
and Completion dates required by the County. The Bidder acknowledges and represents
that they have made allowances for normal inclement weather indigenous to the Project
Site, in their estimating, planning, and scheduling of the Work. The Bidder further
acknowledges that the Contract Documents are, in their opinion, appropriate and adequate
for completing this project and for the construction of sound and suitable work. The Bidder
hereby certifies that the work shall be completed, in place, in full accordance with the
Contract Documents, within the time limits specified.
C. Bid Security.
1. Each Bid over $200,000 must be accompanied by (1) Letter of Credit; or (2) a Cashier's
Check or a Certified Check from the Bidder in an amount not less than five percent (5%)
of the Bid, made payable to the County of Spotsylvania; or (3) a Bidder's Bond on the Bid
Bond Form provided herein or on a similar form which in every respect materially complies
with said Bid Bond Form, in the amount of five percent (5%) of their Bid. The Bidder's
Bond shall be issued by a surety company licensed to conduct business in Virginia and
acceptable to the County.
2. Said Bid security is given as a guarantee that the Bidder will enter into a Contract if
awarded the Work and, in the case of refusal or failure to so enter into said Contract, the
security shall be declared forfeited to the County. If no Contract has been awarded or the
Bidder has not been notified of the acceptance of their Bid, within one hundred eighty (180)
days of the Bid opening, the Bidder may withdraw their Bid and request the return of their
Bid security. If, at the County's request, the Bidder agrees to extend and maintain their Bid
beyond the specified one hundred eighty (180) days, their Bid security will not be returned.
D. Bidder Debarment. By submitting a Bid, the Bidder is certifying that they are not currently
debarred by the County or any political subdivision or entity of the Commonwealth of Virginia.
E. Bidder Disclosure. Each Bidder shall certify, upon signing a Bid, that to the best of their
knowledge no Spotsylvania County official or employee having official responsibility for the
procurement transaction, or member of their immediate family, has received or will receive
any financial benefit of more than nominal or minimal value relating to the award of this
contract. If such a benefit has been received or will be received, this fact shall be with the Bid
or as soon thereafter as it appears that such a benefit will be received. Failure to disclose the
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information prescribed above may result in suspension or debarment, or rescission of the
contract made, or could affect payment pursuant to the terms of the contract.
F. Bidders Referred to Laws.
1. The attention of Bidders is called to the provisions of all County, State, and Federal laws,
regulations, ordinances and resolutions, including but not limited to laws, regulations,
ordinances, resolutions and permits relating to obstructing streets, maintaining signals,
storing and handling of explosives, or affecting the Bidder, or their employees or their work
hereunder in their relation to the County or any other person. The Bidder shall obey all
such laws, regulations, ordinances, permits or resolutions controlling or limiting
Contractors while engaged in the prosecution of work under this Contractor.
2. The provisions of this contract shall be interpreted in accordance with the laws of the
Commonwealth of Virginia and in accordance with the laws, ordinances, regulations,
permits and resolutions of Spotsylvania County.
G. Bidding Documents.
1. Bidding Documents shall include the:
i. Invitation for Bid,
ii. Attachment A - Construction General Terms and Conditions,
iii. Attachment B - Owner-Contractor Agreement,
iv. Attachment C - Bidder Information,
v. Attachment D - References,
vi. Attachment E - Bid Bond,
1. The required five percent (5%) Bid Security, provided as Cash, Cashier's Check,
Certified Bidder's Check, or an acceptable Bid Bond. The Bidder will ensure that
the Bid bond form contained herein is properly executed by an approved Surety
and submitted with the Bid Form at the time and the place on which Bids are
scheduled to be received. The failure on the part of a Bidder to enclose an
executed copy of the Bid Bond with the Bid Form or a Certified or Cashier's check
or cash may result in the disqualification of the Bid.
vii. Attachment F - Bid Form,
viii. Attachment G - Subcontractor Identification Form,
ix. Attachment H - Bidder's Request for Equal Product and Bidder's Representations,
x. Attachment I - Certification of Safety Violations,
xi. Attachment J - Project Description,
xii. Attachment K - Project Manual, and
xiii. Attachment L - Site Plan.
All requirements and obligations of the Bidding Documents are hereby incorporated by
reference into the Contract Documents and are binding on the successful Bidder upon
award of the Contract.
2. Bidders shall use complete sets of Bidding Documents in preparing Bids; neither the
County nor the Engineer will assume any responsibility for errors or misinterpretations
resulting from the use of incomplete sets of Bidding Documents.
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3. The County in making copies of the Bid Documents available does so only for the purpose
of obtaining Bids on the Work and does not confer a license or grant for any other use.
H. Contract Award. The Contract will be awarded to the lowest responsive and responsible
Bidder.
1. The Lowest Bidder shall be determined by the lowest Total Bid Price set forth in the Bid
Form.
2. A responsive Bidder shall mean a Bidder who has submitted a Bid which conforms, in all
material respects, to the Bidding Documents.
3. A responsible Bidder shall mean a Bidder who has the capability, in all respects, to perform
fully the contract requirements and the moral and business integrity and reliability which
will assure good faith performance. In determining responsibility, the following criteria
will be considered:
i. The ability, capacity and skill of the Bidder to perform the contract or provide the
service required;
ii. Whether the Bidder can perform the contract or provide the service promptly, or within
the time specified, without delay or interference;
iii. The character, integrity, reputation, judgment, experience and efficiency of the Bidder;
iv. The quality of performance of previous contracts or services. For example, the
following information will be considered:
a. The administrative and consultant cost overruns incurred by County on previous
contracts with Bidder,
b. The Bidder's compliance record with contract general conditions on other projects,
c. The submittal by the Bidder of excessive and/or unsubstantiated extra cost
proposals and claims on other projects.
d. The Bidder's record for completion of the work within the contract time or within
contract milestones and Bidder's compliance with scheduling and coordination
requirements on other projects,
e. The Bidder's demonstrated cooperation with the County, its Engineer, and other
Contractors on previous contracts,
f. Whether the work performed and materials furnished on previous contracts was in
accordance with the Contract Documents; and
g. Whether the work performed on other contracts was of high quality.
v. The previous and existing compliance by the Bidder with laws and ordinances relating
to contracts or services;
vi. The sufficiency of the financial resources and ability of the Bidder to perform the
contract or provide the service;
vii. The quality, availability and adaptability of the goods or services to the particular use
required;
viii. The ability of the Bidder to provide future maintenance and service for the warranty
period;
ix. The number and scope of the conditions attached to the Bid;
x. Whether the Bidder is in arrears to Spotsylvania County on debt or contract or is a
defaulter on surety to Spotsylvania County or whether the Bidder's Spotsylvania
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County taxes or assessments are delinquent; and
xi. Such other information as may be secured by the County, having a bearing on the
decision to award the contract, to include, but not limited to:
a. The ability, experience and commitment of the Bidder to properly and reasonably
plan, schedule, coordinate and execute the Work,
b. Whether the Bidder has ever been debarred from bidding or found ineligible for
bidding on any other projects.
4. The purpose of the above is to enable the County, in its opinion, to select the Bid which is
in the best interests of the County. The ability of the low Bidder to provide the required
bonds will not of itself demonstrate responsibility of the Bidder.
5. The County reserves the right to require from the Bidder: (1) submissions of references, to
include a listing of previous and current projects and (2) financial statements indicating
current financial status prepared in accordance with generally accepted accounting
principles, by a CPA licensed to do business in Virginia.
I. Equal Products.
1. Unless otherwise provided in the Contract Documents, the naming of a certain brand, make
or manufacturer or article, device, product, material, fixture, form or type construction by
name, make or catalog number, shall convey the general style, type, character and standard
of quality of the article desired and shall not be construed as limiting competition. Any
Bidder, in such cases, may, with County approval, use any article, device, product,
material, fixture, form or type of construction which in the judgement of the A/E/CM, as
defined in the Owner-Contractor Agreement, and County is equal to that specified
considering quality, workmanship, economy of operation, suitability for the purpose
intended, and acceptability for use on the project. Approval by the County prior to Bid
opening will be in the form of an Addendum to the Specifications issued to all prospective
Bidders indicating that the additional makes or brands are equivalent to those specified.
2. Equal Products Prior to Bid Opening:
i. To obtain such approval of makes or brands of materials other than those specified in
Contract Documents, the Bidder shall submit one (1) complete copy of their request
with adequate supporting technical data, as required below, to the County not less than
fourteen (14) days before the Bid opening;
ii. The Bidder's request for approval of any equal product shall include:
a. Itemized comparison of proposed equal product with product or method specified;
b. Product identification, including manufacturer's name, address and phone number,
c. Manufacturer's literature showing complete product description, performance and
test data, and all reference standards,
d. Samples and colors in the case of articles or products,
e. Name and address of similar projects on which the product was used and date of
installation,
f. For construction methods, include a detailed description for proposed method and
drawings illustrating same,
g. Documentation sealed by a Professional Architect or Engineer in the
Commonwealth of Virginia indicating that the equal submitted for substitution
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