Suffolk Citywide Signal Timings and Equipment Installation

CONTRACT DOCUMENTS
FOR
City of Suffolk
Suffolk Citywide Signal Timings and Equipment
Installation
UPC: 108983
VDOT Project No. U000-133-402
IFB #26115-AG
CITY OF SUFFOLK
PURCHASING DIVISION
442 W. WASHINGTON STREET
SUFFOLK, VA 23434-5237
PREPARED BY:
4525 Main Street
Suite 1000
Virginia Beach, Virginia 23462
(757) 213-8600
March 2026

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TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................ 3
SECTION A ................................................................................................................................................................. 5
INVITATION FOR BID ............................................................................................................................................. 7
DBE POLICY STATEMENT .................................................................................................................................... 9
ADDITIONAL INSTRUCTIONS ............................................................................................................................ 10
CONTRACT TERMS AND CONDITIONS ........................................................................................................... 16
BID FORM ................................................................................................................................................................. 23
ANTICOLLUSION / NONDISCRIMINATION / DRUG FREE WORKPLACE CLAUSES ........................... 26
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ............................................................ 27
EXCEPTION PAGE ................................................................................................................................................. 28
BID BOND ................................................................................................................................................................. 29
SECTION B ............................................................................................................................................................... 31
INSURANCE REQUIREMENTS ............................................................................................................................ 32
PERFORMANCE BOND ......................................................................................................................................... 34
LABOR AND MATERIAL PAYMENT BOND ..................................................................................................... 36
CONTRACT .............................................................................................................................................................. 39
SECTION C ............................................................................................................................................................... 43
CERTIFICATE OF FINAL COMPLETION ......................................................................................................... 44
GENERAL CONDITIONS ....................................................................................................................................... 46
VDOT FORMS
* C-48 Subcontractor/Supplier Solicitation and Utilization
* C-49 Good Faith Efforts Documentation
* C-110 DBE Regular Dealer/Distributer Affirmation Form
* C-111 Minimum DBE Requirements
* C-112 Disadvantaged Business Enterprise Firms
VDOT SUPPLEMENTAL SPECIFICATIONS AND SPECIAL PROVISIONS
cn100-000051-05 VDOT SUPPLEMENTAL SPECS (SSS), SPECIAL PROV. (SPS) AND SPECIAL PROV.
COPIED NOTES (SPCNS) (LOCAL ASSISTANCE)
SP0F0-000100-00 PREDETERMINED MINIMUM WAGE RATES (WAGE RATES)
SP0F0-000130-02 REQUIRED CONTRACT PROVISIONS FEDERAL-AID CONSTRUCTION CONTRACTS
- FHWA-1273_REVISED OCT 23, 2023
SP0F0-000150-01 NOTICE OF REQUIREMENT FOR AFFIRMATIVE ACTION TO ENSURE EQUAL
EMPLOYMENT OPPORTUNITY (FEDERAL EXECUTIVE ORDERS 11246 & 13672)
SP100-000051-00 CHANGED CONDITIONS FOR LOCAL ASSISTANCE PROJECTS
cn102-000105-00 BASE AND ADDITIVE BID
SP102-000120-00 NON-DISCRIMINATION IN EMPLOYMENT AND CONTRACTING PRACTICES
(EO-61)
cn103-000100-01 AWARD OF CONTRACT FEDERAL FUNDED
cn105-000140-00 SECTION 105.14-MAINTENANCE DURING CONSTRUCTION
SQ105-000611-01 SECTION 105.06-SUBCONTRACTING (FEDERAL FUNDED PROJECTS)
cq107-000130-00 DRUG FREE WORKPLACE
cq107-000150-00 EQUAL EMPLOYMENT OPPORTUNITY
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SP107-000120-00 ELECTRONIC SUBMISSION OF PAYROLLS AND DBE PAYMENTS
SP107-003100-00 USE OF DOMESTIC MATERIAL (BUY AMERICA)
SP107-001510-05 DBE REQUIREMENTS - INTERIM
SQ107-001300-00 SP FOR PREVAILING WAGE RATE (FED FUNDED)
SP108-000100-01 PROGRESS SCHEDULE FOR CAT I PROJECTS
SS109-002020-01 SECTION 109 - MEASUREMENT AND PAYMENT
SS211-002020-03 ASPHALT CONCRETE
SS220-002020-01 CONCRETE CURING MATERIALS
SS223-002020-02 STEEL REINFORCEMENT
SS234-002020-01 SECTION 234 SUPPLEMENTAL SPECIFICATION
SS235-002020-01 SECTION 235 - RETROREFLECTORS
SS236-002020-01 WOOD PRODUCTS
cn245-000100-01 SECTION 245.03-TESTING AND DOCUMENTATION
SS246-002020-02 SECTION 246 - PAVEMENT MARKINGS
SS248-002020-02 STONE MATRIX ASPHALT CONCRETE
SS305-002020-02 SUBGRADE AND SHOULDERS
SS308-002020-01 SUBBASE COURSE
SS309-002020-01 AGGREGATE BASE COURSE
SS315-002020-05 SECTION 315-ASPHALT CONCRETE PLACEMENT
SS317-002020-01 STONE MATRIX ASPHALT CONCRETE PLACEMENT
SS318-002020-01 PAVEMENT INTERLAYERS
SS319-002020-02 THIN HOT MIX ASPHALT CONCRETE OVERLAY
SS321-002020-02 TRENCH WIDENING
SS407-002020-02 STEEL AND OTHER METAL STRUCTURES
SS411-002020-01 PROTECTIVE COATING OF METAL IN STRUCTURES
cn512-000100-00 TABLE V-1, ADT GROUPS
SP512-000110-00 SECTION 512 - MAINTAINING TRAFFIC - NON-SCHEDULES (LUMP SUM) 7-12-16
SS512-002020-03 SECTION 512 - MAINTAINING TRAFFIC
SS704-002020-02 SECTION 704 - PAVEMENT MARKINGS AND MARKERS
cn801-000100-00 TRAFFIC SIGNAL AND ITS EQUIPMENT APPROVAL
APPENDICES
* A - City of Suffolk Holiday schedule
* B - Application for Work Within Right-of-Way
* C - Change Order Form
* D - Drawings and Specifications
* E - City Special Provisions
* F - City of Suffolk Specifications
TECHNICAL SPECIFICATIONS
Virginia Department of Transportation 2020 Road and Bridge Specifications,
2022 Supplement to the VDOT 2020 Road and Bridge Specifications, LAP specifications, and the VDOT
LAP Manual.
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Section A
(Submit with Bid)
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INVITATION FOR BID
City of Suffolk
UPC 108983 IFB #26115-AG
April 27, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520/ Fax: (757) 514-7524
Suffolk Citywide Signal Timings and Equipment Installation
Sealed bids subject to the conditions and instructions contained herein, will be received at the
office of the Purchasing Agent listed above, until the time and date shown below (local prevailing
time), for furnishing the items or services described in the bid.
SCOPE OF WORK - Provide all plant, labor, superintendence, materials, tools, equipment,
supplies, incidentals, and other ancillary items necessary, as identified in these Contract
Documents, in order to complete the Suffolk Citywide Signal Timings and Equipment Installation
to the limits shown on the drawings and in accordance with all specification, terms, conditions,
and drawings herein. Work will include all ACCEPTANCE TESTING in accordance with the VDOT
LAP manual.
This project is funded with Local and State monies. Only VDOT prequalified contractors may
bid on this project.
Bid Due: 3:00 PM, May 28, 2026
Amy Gardner
Contract Officer:
Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us
The Senior Buyer, Amy Gardner, is the Contract Officer for the City of Suffolk with respect to this IFB. All questions and/or
comments should be directed to her at this email address: agardner@suffolkva.us The respondents to this IFB shall not
contact, either directly or indirectly, any other employee or agent of the City regarding this IFB. This prohibition shall also
extend to the Suffolk City Council and other elected City officials. Any such unauthorized contact may disqualify the bidder
from the procurement.
**AN ORIGINAL SECTION "A" IS REQUIRED AS SUBMITTAL**
Firm Name:
Address:
City / State / Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:
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In compliance with this Invitation for Bid, and subject to all the conditions thereof, the bidder will,
if this bid is accepted within ninety (90) calendar days from the date of the opening, agree to
furnish any or all of the items and/or services upon which prices are quoted, at the price set
opposite each item, to be delivered at the time and place specified herein. The bidder signature
certifies that the bidder has read, understands, and agrees to all terms, conditions, and
requirements of this bid, and is authorized to contract on behalf of firm named on the previous
page.
BID DOCUMENTS
Bid Documents shall be obtained via direct delivery from the office of Kimley-Horn, 4525 Main
Street, Suite 1000, Virginia Beach, VA 23462, (757) 213-8600 and will only be issued as complete
sets. No in person pick up is permitted. Direct delivery of Bid Documents shall include separate
payment for a non-refundable printing and handling fee of $200.00 per set. Payment will be
accepted in the form of check made payable to "Kimley-Horn" only. Credit cards will not be
accepted, nor will separate invoices be issued. Delivery service will be at the requesting firm's
expense and the firm must provide a FedEx or UPS Account Number for delivery.
Bid Documents may also be obtained in electronic .pdf format, free of charge, through direct
electronic transfer. Requests for bid documents in electronic format may be made by submitting
an e-mail request to andrew.farthing@kimley-horn.com. Firms requesting electronic format bid
documents must provide a contact name, name of firm they represent with mailing address, and
an e-mail address for receipt of electronic files. Firms requesting electronic transfer will receive
an e-mail link for direct download.
QUESTIONS
Questions concerning this project must be in writing and addressed to the Contract Officer stated
herein; and must be received no later than five (5) business days preceding the date that the bids
are accepted.
BID DELIVERY
City of Suffolk buildings are open to the public. All bids should be delivered to Purchasing Office,
Suffolk City Hall, 442 W. Washington St., Suffolk, VA. Bids may be submitted via eVA.
ALL BIDS MUST BE SUBMITTED AT THIS LOCATION PRIOR TO 3:00 P.M.
BID OPENING
Bids will be publicly opened and read aloud by Purchasing Division staff in Conference Room #
3 at 3:00 p.m. (local prevailing time) on the day bids are due.
LIQUIDATED DAMAGES
Any contract resulting from this IFB will contain the following liquidated damages provision:
If said work is not completed within 365 calendar days as stated in the Notice to Proceed, the
Contractor will be liable and hereby agrees to pay to the Owner as liquidated damages, and not
as a penalty, the amount in accordance with VDOT Road and Bridge Specifications 108.06(b) per
calendar day for each and every part of a day thereafter that said work remains incomplete.
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The City reserves the right, at its sole discretion, to deduct liquidated damages from any
outstanding amount due the Contractor.
PRE-QUALIFICATION REQUIREMENT
All bidders must be qualified at the time of bid through VDOT's pre-qualification process. Further
information regarding the state pre-qualification process and requirements can be found at the
following website address:
http://www.virginiadot.org/business/const/prequal.asp
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
Bidders are to submit entire Section "A" with their bid. Failure to do so may result in
rejection of your bid.
All bids shall be accompanied by a Bid Bond, certified check, or other acceptable security. The
amount of the bid security shall be equal to five percent (5%) of the total bid amount.
If the Bid Bond is not submitted with the Bid, the Bid shall be considered non-responsive. If
selected for award, failure to enter into a contract agreement with the City may results in the
forfeiture of the bid bond.
The Virginia Department of Transportation Road and Bridge Specifications, 2020 edition including
revisions shall apply as the special technical specifications for this project. This referenced
specification (abbreviated as VDOT Specs.) may be obtained from the Virginia Department of
Transportation at 1401 East Broad Street, Richmond, VA 23219 or online at
https://www.virginiadot.org/business/const/spec-default.asp.
All sections of the VDOT Specs which are not superseded or deleted shall apply to this project.
DBE POLICY STATEMENT
It is the policy of the Virginia Department of Transportation that Disadvantaged Business
Enterprises (DBE) as defined in 49 CFR Part 26 must have the maximum opportunity to
participate in the performance of federally funded contracts. A list of DBE firms certified by the
SBSD and MWAA is maintained on SBSD's website (http://www.SBSD.virginia.gov ) under the
DBE and SWaM Directory of Certified Vendors. Contractors/consultants are encouraged to take
all necessary and reasonable steps to ensure that DBE firms have the maximum opportunity to
compete for and perform services on contract, including participation in any subsequent
supplement contracts. If the contractor/consultant intends to subcontract a portion of the services
on the project, the contractor/consultant is encouraged to seek out and consider DBEs as
potential Subcontractors/sub-consultants. The contractor/Sub-contractor is encouraged to
contact DBEs to solicit their interest, capability, and qualifications. Any agreement between a
contractor/consultant and a DBE whereby the DBE promises not to provide services to other
contractors/consultants is prohibited.
The DBE contract goal for this procurement is 0%.
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ADDITIONAL INSTRUCTIONS
1. Use of Form: All bids must be submitted on and in accordance with this form. If more
space is required to furnish a description of the goods and/or services bid, or delivery
terms, the bidder may attach a letter hereto that will be made a part of the bid. In case of
conflict, the bid may be considered non-responsive. The City's published specifications
for this Invitation for Bid will supersede any additional writings submitted with the bid. Such
writings shall be clearly marked and noted as an exception.
2. Submittals: All bids shall be submitted sealed, plainly marked showing the bid number,
date and time. The entire solicitation document is to be returned when submitting a bid
unless otherwise directed by the bid document. Failure to return all pages may result in a
determination that the submittal is non-responsive.
3. Late Bids: Bids and amendments thereto, if received by the City's Purchasing Division
("Purchasing") after the date and time specified for bid opening, will not be considered. It
will be the responsibility of the bidder to see that their bid is received by Purchasing as
specified. There will be no exceptions. Date of postmark will not be considered.
Telephone, facsimile, electronic and verbal bids will not be accepted. Prices or changes
shown on the outside of an envelope will not be considered in determination of low bid.
4. City Hall Closure: If City Hall is closed for business at the time scheduled for the bid
opening, for whatever reasons, sealed bids will be accepted and opened on the next
business day of the City, at the original scheduled hour.
5. Competition Intended: It is the City's intent that the Invitation for Bid (IFB) permits
competition. It is the bidder's responsibility to advise the Contract Officer in writing if any
language requirement, specification, etc., or any combination thereof, inadvertently
restricts or limits the requirements stated in the IFB to a single source. Such notifications
must be received by the Contract Officer five (5) days prior to the date set for the bids to
close.
6. Contract Quantities: The quantities specified in the Invitation for Bid are estimates only
unless otherwise clearly noted, and are given for the information of bidders and for the
purpose of bid evaluation. They do not indicate the actual quantity that will be required,
since such volume will depend upon requirements that may develop during the contract
period. Quantities shown shall not be construed to represent any amount which the City
shall be obligated to purchase under the contract, or relieve the bidder of his obligation to
fill all orders placed by the City, except as clearly noted.
7. Delivery: The time of delivery must be stated in definite terms. If time of delivery for
different goods and/or services varies, the bidder shall so state.
8. Faith-based Organizations: The City of Suffolk does not discriminate against faith-based
organizations.
9. Bidder Qualifications: Only bids from established bidders for work similar in scope to
work herein will be considered; the City reserves the right to request specific reference
information prior to award. Bidder shall demonstrate that it has adequate and appropriate
manpower, tools and equipment to respond and perform in accordance with the provisions
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