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Renovation Of Public Works Building Bid Package (Town of Berryville - Virginia)

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INVITATION FOR BID
Renovation of Jam
es E. O’Brien Public Works Building
IFB-001-2019
The Town of Berryville will receive sealed bids at the Town's Business Office located in the
Berryville-Clarke County Government Center, 101 Chalmers Court, Suite A, Berryville, Virginia
22611, until 11:00 a.m., local time, Wednesday, February 6, 2019 for the renovation of the James
E.
O’Brien Public Works Building located at 201 Tom Whitacre Circle. Bids received after the
specified time will be returned unopened. All proposals must be provided and delivered in a sealed
envelope marked "Renovation of Public Works Building” in accordance with the provisions of
this
Advertiseme
nt, Invitation for Bid, and other related documents collectively known an
d referred to
as
the Contract Documents. Bid opening will begin at 11:05 a.m. in the Main Meeting Room
located on the 2
nd
floor of the Berryville-Clarke County Government Center, at which time all bids
will be publicly opened and read alo
ud.
Bid package
s must be addressed to the following:
Town of Berryville
Attn: Renovation of Public Works Building
101 Chalmers Court, Suite A
Berryville, VA 22611
INSTRUCTION
TO BIDDERS
T
OWN OF BERRYVILLE
R
ENOVATION OF JAMES E. O’BRIEN PUBLIC WORKS BUILDING
IFB-001-2019
1. DEFINED TERMS
Terms used in these Instructions to Bidders have the following meanings assigned to
them. The term "Bidder" means one that submits a bid directly to the Town, as distinct
from a sub-bidder, who submits a bid to a Bidder. The term "Successful Bidder" means
the lowest, qualified, responsible and responsive bidder to whom the Town (based on the
Town’s evaluation as hereinafter provided) makes an award. The term "Contract
Documents" includes the advertisement or Invitation For Bid, Instructions to Bidders, the
Bid Form, the Proposed Contract Documents (including all Addenda issued before receipt
of bids), Scope of Work and Related Requirements, the document titled “Berryville Public
Works Renovation of Service Bay to Offices” dated 01/02/2019 consisting of twelve (12)
pages (hereafter referred to as the “Plans”), Project Schedule, and any approved change
order(s).
1.1 Whenever the word “Town” is used, it will mean the Town of Berryville, Virginia.
1.2 Whenever the word “Director of Public Works” is used, it will mean the Director of
Public Works for the Town of Berryville or designee.
2. BIDS
The following provisions and conditions in filling out the bid form shall govern bidders.
2.1 Bids shall be made on the bid form with all items completed.
2.2 A bid that is qualified by the bidder by the attachment of unsolicited terms or
conditions under which the bid is to be considered may be subject to rejection.
2.3 Each bid must be accompanied by a bid bond in the form of a cashier's check or
checks payable to the Town of Berryville, Virginia in an amount of at least five
percent of the total bid, or a bid bond in like amount, as a guarantee that if the
Bid is accepted, the Bidder will execute a Contract Agreement for the work and
furnish a construction performance bond in the full amount of the bid and a
construction payment bond of 100 percent of the total bid, within seven (7)
business days following receipt of the Notice of Award.
2.4 Before submitting a bid, the bidder shall carefully examine the Scope of Work,
the Plans, Project Schedule, and other Contract Documents, and visit the site of
the work in order to fully inform himself by such means as he may think
necessary or desirable as to all existing conditions and limitations.
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2.5 Each bid must be submitted in a sealed envelope marked "Renovation of Public
Works Building” and delivered to the Town of Berryville, Virginia at the Town's
Business Office located in the Berryville-Clarke County Government Center, 101
Chalmers Court, Suite A, Berryville, Virginia 22611, on or before the hour and
date set in the bid advertisement. The sealed envelope containing the bid shall
be marked on the outside to show the bidder's name, address, the title of the bid
and the time and date of opening. There shall be one original (preferably signed
in blue) and one copy. There will be a public bid opening.
2.6 Bids may not be withdrawn after the scheduled closing time for their receipt.
3. INTERPRETATION OF DOCUMENTS
It is the intent of the specifications and other Contract Documents that the Contractor
furnishes all labor and materials, equipment and transportation necessary for the proper
and complete execution of the work, unless specifically noted otherwise. Should a bidder
find discrepancies in or omissions from the various documents, or should bidder be in
doubt as to their explicit meanings, said bidder may submit to the Finance Clerk
(financeclerk@berryvilleva.gov) a written request for an interpretation thereof. The Town
will not discuss or respond to any requests or inquiries that are not in writing. Said written
requests or inquiries shall be received by the Finance Clerk no later than 12:00 noon
January 23, 2019. Any addenda or interpretation of the bid and/or proposed contract
documents will be posted on the Town’s website and emailed to each prospective bidder
who has requested bid documents or has asked to be included on the list of those to
receive any additional bid information. The Town will not be responsible for any other
explanations or interpretations of the bid and/or proposed contract documents. Replies
will be emailed and posted on the Town of Berryville website by the Finance Clerk by end
of business on January 28, 2019.
4. QUALIFICATIONS OF BIDDERS
4.1 Bids will not be accepted from, nor contracts awarded to, any person, firm or
corporation that is in arrears to the Town, or that are not fully qualified or able to
perform the work.
4.2 Each bidder must satisfy the Director of Public Works as to the suitability and
adequacy of his equipment, resources and as to his practical ability to perform
the work set forth in these Contract Documents within the specified time.
4.3 Bidders may be required to submit satisfactory evidence that they have the
necessary financial resources to complete the proposed work.
5. WITHDRAWAL OF BID
Any bidder may withdraw his bid, either personally or by written request, at any time before
the scheduled closing time for receipt of the bids.
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6. AWARD OR REJECTION OF BIDS
The contract will be awarded to the lowest fully qualified responsible bidder complying with
these instructions to bidders and with the advertisement. The Town reserves the right to
reject any and all bids or to waive any informalities or technicality in bids received if it
appears that the best interests of the Town may thereby be served.
7. BID BOND
A bid bond in the amount of 5% of the total bid amount must be submitted with the bid.
8. PERFORMANCE & PAYMENT BONDS
The successful bidder will be required to submit Performance and Payment Bonds in the
amount of 100% of the awarded contract amount.
9. PAYMENT
A Bond Claim waiver must be submitted satisfactorily to the Town before payment will
be released.
10. CONTRACT AGREEMENT
The successful bidder shall execute the formal contract agreement and furnish a
construction performance bond and a construction payment bond satisfactory to the Town
within seven (7) business days following receipt of the Notice of Award. Failure to do so
will be an adequate and just cause of annulment or cancellation of the award, and in such
case, the bid bond or bid guarantee will become the property of the Town.
The Town of Berryville reserves the right to accept or reject any/all bids and to award the
contract in the best interest of the Town of Berryville, Virginia.
TOWN OF BERRYVILLE, VIRGINIA
______________________________
Keith R. Dalton, Town Manager
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THE TOWN OF BERYVILLE IS ACCEPTING SEALED BIDS FOR THE RENOVATION OF
PUBLIC WORKS BUILDING
SCOPE OF WORK AND RELATED REQUIREMENTS
A. GENERAL SCOPE OF WORK:
The Town of Berryville maintains a Public Works Facility, including an office, at 201 Tom
Whitacre Circle, Berryville, VA. The Public Works Department Office, which was built circa
1989, is in need of renovation and expansion.
The Contractor shall perform demolition and construction shown on the attached Plans
(including specifications and schedules) in order to renovate and expand the finished space.
The Plans in question are titled “Berryville Public Works Renovation of Service Bay to Offices”
dated 01/02/2019 and consist of twelve (12) pages.
A mandatory pre-bid conference will be held at 201 Tom Whitacre Circle on January 17,
2019 at 2:00 pm.
The Contractor shall provide all labor, materials, supplies, equipment, and tools needed to
complete the work represented on the Plans in accordance with Contract Documents
The Contractor shall provide the Director of Public Works with a minimum of 5 business days of
notice prior to mobilization. The Contractor shall mobilize no later than March 25, 2019, unless
otherwise approved in writing by the Director of Public Works.
The Contractor shall complete all work and secure a Certificate of Occupancy by May 20, 2019.
B. CODES AND STANDARDS:
The renovated space must comply with all permit requirements and the Plans (including
specifications and schedules).
C. PERMITTING:
The Town will provide the Contractor with Plans (including specifications and schedules) needed
to obtain required permits. The Contractor is responsible for securing all required building permits
(including plumbing, electrical, and mechanical) and is responsible for the cost thereof.
D. SITE WORK:
There is no site work required in this project.
E. INSTALLATION:
Provision and installation of all fixtures represented on the Plans shall be the responsibility of the
Contractor, unless otherwise noted.
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F. PROTECTION OF PROPERTY/PROPERTY CONDITIONS:
1. If property is damaged performing work specified or is removed for the convenience of the
work, it shall be repaired or replaced at the expense of the Contractor in a manner
acceptable to the Town.
2. Contractor shall notify the Town’s representative of the work site having pre-existing
damage before beginning the work. Failure to do so shall obligate the bidder to make
repairs.
3. Contractor shall be responsible for securing all work areas to be safe.
4. Access:
a. Site: Contractor will be provided with a code that will open the Public Works Facility
entrance gate. Contractor is responsible for limiting access to the code to supervisors.
Contractor shall inform the Town immediately if the code has been lost, stolen,
improperly shared, or compromised in any way. In the event the Town determines that
it is in its best interest to revoke Contractor’s gate access authorization, it may do so
at any time without notice.
b. Building: Contractor will be provided a key to the door labeled as Door 2 on page D100
on the Plans. Contractor may access the building via Door 2 and the bay door for
Service Bay 1 (also identified on page D100 of the Plans). Town personnel will gain
access to the remainder of the Public Works Building via Door 1 and the interior door
just to the left of Door 1. Contractor and Director of Public Works will coordinate work
on Door 1 to ensure Town personnel access to the remainder of the building.
G. SAFETY:
1. The Contractor shall be responsible for the safe conduct of his/her employees and/or
subcontractor(s), collectively hereafter referred to as Personnel during the execution of
the work detailed herein. The Contractor shall meet or exceed the standards set forth by
the Occupational Safety and Health Administration (OSHA) and requirements established
by the Federal, State, and local agencies. Should an unsafe condition be identified during
the execution of this work, the Contractor will immediately suspend such activity until a
safe method can be employed.
2. A portable toilet shall be provided by the Contractor for use by Contractor’s Personnel.
Said portable toilet shall be serviced per OSHA requirements and waste hauled to an
authorized treatment facility.
3. The method by which the Contractor heats Service Bay 1 and the project area shall be
approved by the Director of Public Works.
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H. PERSONNEL:
1. Contractor shall be responsible for the appearance of all working Personnel assigned to
the project. Personnel shall be clean and appropriately dressed at all times. Personnel
must wear property identification at all times (company shirts, ID badges, etc.)
2. All Personnel of the Contractor shall be considered to be, at all times, the sole Personnel
of the Contractor, under the Contractor’s sole direction, and not Personnel or agent of the
Town. The Contractor shall supply competent and physically capable Personnel and the
Town may require the Contractor to remove any Personnel it deems careless,
incompetent, insubordinate or otherwise objectionable and whose presence on Town
property is not in the best interest of the Town. The Town shall not have any duty to
implement or enforce such requirements.
3. Contractor shall assign an “on-duty” supervisor who speaks and reads English.
4. Contractor shall have its Personnel refrain from smoking in Town buildings.
5. Contractor shall be solely responsible for receiving all materials and equipment at site.
I. STORAGE OF MATERIALS:
1. Contractor shall be responsible for storing and securing of all materials and/or
equipment. No materials or equipment may be stored outside of the approved staging
area without written approval of the Director of Public Works.
2. The area identified on the Plans as Service Bay 1, may be utilized for storage of
materials and equipment; provided that interior access to the Town’s bays to the south is
not blocked and allows for walking traffic. Further, as a part of this offering, the Town
has provided a sketch plan of the Public Works Facility, on which the area that may be
used by the Contactor for material storage, equipment storage, parking, and dumpster
siting is identified. This sketch plan provides the general location of the area that may
be used; however, the Contractor and the Director of Public Works will identify the area
with more precision prior to the commencement of work.
3. At no time may the Contractor block access to the any part of the Public Works Building;
except the area being renovated and the area identified on the Plans as Service Bay 1.
J. DISPOSAL OF WASTE:
1. The Contractor shall be responsible for the disposal of all waste materials, debris, and
any and all excess materials, containers, etc. at an off-site location in accordance with
local, state and federal regulations. Town dumpsters or trash receptacles are not to be
used by the Contractor. Disposal of waste materials shall be in a proper manner in
accordance with all environmental guidelines and regulations.
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2. Any and all dumpsters or refuse containers provided by Contractor shall be located in an
area approved by the Town and properly maintained throughout the project (See Section
I)
3. Contractor must obtain written permission from Director of Public Works to locate any
dumpster larger than ten (10) yards in capacity.
K. HOURS OF WORK:
1. The Contractor will perform all work Monday through Friday from 7:00 AM to 3:30 PM
(except holidays recognized by the Town). During the anticipated contract period, there
is only one “Town Holiday” not regularly recognized in the Commonwealth of Virginia. The
Town will close at noon on May 3, 2019.
2. Requests for extended working hours may be made to the Director of Public Works. No
such work may occur without the written approval of the Director of Public Works.
L. WARRANTY:
The Contractor agrees that the goods furnished under any award resulting from this solicitation
shall be covered by the most favorable commercial warranties the Contractor gives any customer
for such goods and that the rights and remedies provided therein are in addition to and do not
limit those available to the Town of Berryville by any other clause of this solicitation. A copy of
this warranty shall be furnished with the bid. At a minimum, all work shall be guaranteed by
the Contractor against defects resulting from the use of inferior materials, equipment or
workmanship for one (1) year from the date of final acceptance of the entire project by the Town
of Berryville in writing. The Contractor warrants that, unless otherwise specified, all materials and
equipment incorporated in this solicitation and under the contract shall be new, in first class
condition, and in accordance with the contract documents. The Contractor further warrants that
all workmanship shall be of the highest quality and in accordance with contract documents and
shall be performed by persons qualified at their respective trades. Defects discovered during the
warranty period shall be corrected by the Contractor to the Town of Berryville’s satisfaction.
M. DELIVERY OF MATERIALS AND EQUIPMENT:
All materials and equipment delivered to 201 Tom Whitacre Circle, Berryville, VA 22611 must be
FOB. Contractor shall be represented on-site at time of delivery for material/equipment
acceptance.
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TERMS AND CONDITIONS
These General Terms and Conditions are required for use in written solicitations issued by the
Town for procurements.
APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be
governed in all respects by the laws of the Commonwealth of Virginia and any litigation with
respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall comply
with all applicable federal, state and local laws, rules and regulations.
ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the
Town of Berryville that they will conform to the provisions of the Federal Civil Rights Act of 1964,
as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended,
where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and §
2.2-4311 of the Virginia Public Procurement Act (VPPA).
Employment discrimination by Contractor prohibited; required contract provisions. -- All public
bodies shall include in every contract of more than $10,000 the following provisions:
During the performance of this contract, the Contractor agrees as follows:
a) The Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by
state law relating to discrimination in employment, except where there is a bona fide occupational
qualification reasonably necessary to the normal operation of the Contractor. The Contractor
agrees to post in conspicuous places, available to employees and applicants for employment,
notices setting forth the provisions of this nondiscrimination clause.
b) The Contractor, in all solicitations or advertisements for employees placed by or on behalf
of the Contractor, will state that such Contractor is an equal opportunity employer.
c) Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
The Contractor will include the provisions of the foregoing paragraphs a, b and c in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
ETHICS IN PUBLIC CONTRACTING: By submitting their bid, bidders certify that their bids are
made without collusion or fraud and that they have not offered or received any kickbacks or
inducements from any other bidder, supplier, manufacturer or subcontractor in connection with
their bid, and that they have not conferred on any public employee having official responsibility
for this procurement transaction any payment, loan, subscription, advance, deposit of money,
services or anything of more than nominal value, present or promised, unless consideration of
substantially equal or greater value was exchanged.
IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bid, bidders certify
that they do not and will not during the performance of this contract employ illegal alien workers
or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.
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DEBARMENT STATUS: By submitting their bid, bidders certify that they are not currently
debarred by the Town of Berryville from submitting bids or proposals on contracts for the type of
goods and/or services covered by this solicitation, nor are they an agent of any person or entity
that is currently so debarred.
MANDATORY USE OF TOWN TERMS AND CONDITIONS FOR IFBs AND RFPs: Modification
of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid;
however, the Town 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 Town
may, in its sole discretion, request that the bidder 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.
BILL PAYMENT POLICY: The Town Treasurer shall make payment in full (unless an alternate
payment plan has been agreed upon) for all goods delivered or services rendered within thirty
days of receipt of the bill.
No goods or services shall be deemed received until such goods are completely delivered and
found acceptable by the department head. For purposes of determining whether or not payment
was made in accordance with this policy, payment in full shall be considered to be made on the
date the check for payment was mailed or otherwise transmitted.
When a bill submitted to the Town of Berryville is incorrect or when there is a defect or impropriety
in a bill submitted, the respective department head shall notify the creditor in writing prior to the
date on which payment in full is due. The notice shall contain a description of the defect or
impropriety and any other additional information to enable the creditor to correct the bill. Upon
receiving a corrected bill, the Town of Berryville shall make payment in full on or before the thirtieth
calendar day after receipt of the corrected bill.
To Subcontractors: A contractor awarded a contract under this solicitation is hereby obligated:
To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from the
Town for the proportionate share of the payment received for work performed by the
subcontractor(s) under the contract; or
To notify the town and the subcontractor(s), in writing, of the contractor’s intention to withhold
payment and the reason.
PRECEDENCE OF TERMS: In the event there is a conflict between any of the other General
Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special
Terms and Conditions shall apply.
QUALIFICATIONS OF (BIDDERS/OFFERORS): The Town may make such reasonable
investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to
perform the services/furnish the goods and the (bidder/offeror) shall furnish to the Town all such
information and data for this purpose as may be requested. The Town reserves the right to
inspect (bidder’s/offeror’s) physical facilities prior to award to satisfy questions regarding the
(bidder’s/offeror’s) capabilities. The Town further reserves the right to reject any (bid/proposal) if
the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy the Town that
such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide
the services and/or furnish the goods contemplated therein.
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TESTING AND INSPECTION: The Town reserves the right to conduct any test/inspection it may
deem advisable to assure goods and services conform to the specifications.
ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or
in part without the written consent of the Town.
CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following
ways:
The parties may agree in writing to modify the scope of the contract. An increase or decrease in
the price of the contract resulting from such modification shall be agreed to by the parties as a
part of their written agreement to modify the scope of the contract.
The Town may order changes within the general scope of the contract at any time by written
notice to the contractor. Changes within the scope of the contract include, but are not limited to,
things such as services to be performed, the method of packing or shipment, and the place of
delivery or installation. The contractor shall comply with the notice upon receipt. The contractor
shall be compensated for any additional costs incurred as the result of such order and shall give
the Town a credit for any savings. Said compensation shall be determined by one of the following
methods:
1. By mutual agreement between the parties in writing; or
2. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to
be done can be expressed in units, and the contractor accounts for the number of units of
work performed, subject to the Town’s right to audit the contractor’s records and/or to
determine the correct number of units independently; or
3. By ordering the contractor to proceed with the work and keep a record of all costs incurred
and savings realized. A markup for overhead and profit may be allowed if provided by the
contract. The same markup shall be used for determining a decrease in price as the result
of savings realized. The contractor shall present the Town with all vouchers and records
of expenses incurred and savings realized. The Town shall have the right to audit the
records of the contractor as it deems necessary to determine costs or savings. Any claim
for an adjustment in price under this provision must be asserted by written notice to the
Town within thirty (30) days from the date of receipt of the written order from the Town. If
the parties fail to agree on an amount of adjustment, the question of an increase or
decrease in the contract price or time for performance shall be resolved in accordance
with the procedures for resolving disputes provided by the Disputes Clause of this
contract. Neither the existence of a claim nor a dispute resolution process, litigation or
any other provision of this contract shall excuse the contractor from promptly complying
with the changes ordered by the Town or with the performance of the contract generally.
DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms
and conditions, the Town, after due oral or written notice, may procure them from other sources
and hold the contractor responsible for any resulting additional purchase and administrative costs.
This remedy shall be in addition to any other remedies which the Town may have.
TAXES: Sales to the Town are normally exempt from State sales tax. State sales and use tax
certificates of exemption will be issued upon request.
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USE OF BRAND NAMES: Unless otherwise provided in this solicitation, and unless otherwise
provided in the Invitation for Bid, the name of a certain brand does not restrict bidders to a specific
brand, make or manufacturer's name, but conveys the general style, type, character and quality
of the article desired. Any article that the Town, in its sole discretion determines to be the equal
of that specified, considering quality, workmanship, economy of operation and suitability for the
purpose intended shall be acceptable.
TRANSPORTATION AND PACKAGING: By submitting their bids, all bidders certify and warrant
that the price offered for FOB destination includes only the actual freight rate costs at the lowest
and best rate and is based upon the actual weight of the goods to be shipped. Except as
otherwise specified herein, standard commercial packaging, packing and shipping containers
shall be used.
INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or
offeror certifies that if awarded the contract, it will have the following insurance coverage at the
time the contract is awarded as well as any other insurance requirements laid out in the request
for bid or proposal. For construction contracts, if any subcontractors are involved, the
subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and
65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor
and any subcontractors will maintain these insurance coverages during the entire term of the
contract and that all insurance coverage will be provided by insurance companies authorized to
sell insurance in Virginia by the Virginia State Corporation Commission.
MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:
1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory
for employers of three or more employees, to include the employer. Contractors who fail to notify
the Town of increases in the number of employees that change their workers’ compensation
requirements under the Code of Virginia during the course of the contract shall be in
noncompliance with the contract.
2. Employer’s Liability - $100,000.
3. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability
is to include bodily injury and property damage, personal injury and advertising injury, products
and completed operations coverage. The Town of Berryville, Virginia must be named as an
additional insured and so endorsed on the policy.
(Note to Purchaser: When the requirement is for parking facilities and garages for motor
vehicle maintenance contracts, the forgoing sentence should be changed to read: These
coverages should include Garage Owner’s Liability. Contracts with movers or truck transporters
should also require motor carrier’s liability.)
4. Automobile Liability - $1,000,000 per occurrence. (Only used if motor vehicle is to be used
in the contract.)
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NOTE: In addition, various Professional Liability/Errors and Omissions coverages are required
when soliciting those services as follows:
Profession/Service Limits
Accounting $1,000,000 per occurrence, $3,000,000
aggregate
Architecture $2,000,000 per occurrence, $6,000,000
aggregate
Asbestos Design, Inspection, Abatement $1,000,000 per occurrence, $3,000,000
Contractor aggregate
Insurance/Risk Management $1,000,000 per occurrence, $3,000,000
aggregate
Landscape/Architecture $1,000,000 per occurrence, $1,000,000
aggregate
Legal $1,000,000 per occurrence, $5,000,000
aggregate
Professional Engineer $2,000,000 per occurrence, $6,000,000
aggregate
Surveying $1,000,000 per occurrence, $1,000,000
aggregate
DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to
(i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places,
available to employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled
substance or marijuana is prohibited in the contractor's workplace and specifying the actions that
will be taken against employees for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the contractor that the contractor
maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the performance of work
done in connection with a specific contract awarded to a contractor, the employees of whom are
prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession
or use of any controlled substance or marijuana during the performance of the contract.
NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be
discriminated against in the solicitation or award of this contract because of race, religion, color,
sex, national origin, age, disability, faith-based organizational status, any other basis prohibited
by state law relating to discrimination in employment or because the bidder or offeror employs ex-
offenders unless Town has made a written determination that employing ex-offenders on the
specific contract is not in its best interest.
IFB-001-2019
Renovation of Public Works Building
12 of 19
PROPOSAL
RENOVATION OF PUBLIC WORKS BUILDING
$
dollars cents
FIRM NAME
ADDRESS
CITY, STATE, ZIP
TELEPHONE
FAX #
E-MAIL
________________________________________________________________
Authorized Representative (PLEASE PRINT OR TYPE)
SIGNATURE
DATE
THIS FORM MUST BE USED FOR BID PROPOSAL
IFB-001-2019
Renovation of Public Works Building
13 of 19
REFERENCES
As per the General Specifications Section, below is a list of at least three (3) client/customer
references including company name, address, contact person, telephone number and length of
time services provided. (Note: only list those client/customers in which a similar type of
equipment/product of scope of work/service was provided.)
1. Company Name:
Address:
Business Phone #:
Contact Person:
Email:
Length of time services provided:
2. Company Name:
Address:
Business Phone #:
Contact Person:
Email:
Length of time services provided:
3. Company Name:
Address:
Business Phone #:
Contact Person:
Email:
Length of time services provided:
THIS FORM MUST BE INCLUDED WITH BID PROPOSAL
IFB-001-2019
Renovation of Public Works Building
14 of 19
Please fill out the information below and the attached W-9 form to be
registered as a vendor with the Town of Berryville.
Your company's legal name: _______________________________________
Business Type: _________________________________________________
What kind of products/services does your company offer?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
Company Website: _______________________________________________
Company Address: ____________________________________________________
City___________________________________________________________
State_____________________________________ ZIP Code_____________
Name of person representing the company: ___________________________
Phone: ___________________________ Fax: _________________________
Email: ________________________________________________________
Payment Method: ________________ Check ___________________ P-card
*If you accept VISA, you are required to accept P-card payments.
___________________________________________________________________
For Town Office Use Only
Certificate of Insurance Required: _____________Yes _______________No
Contractor’s License Required: _______________Yes _______________No
Revised2/18
Town of Berryville
Vendor Registration/Update
IFB-001-2019
Renovation of Public Works Building
15 of 19
Form W-9
(Rev. November 2017)
Department of the Treasury
Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
▶
Go to www.irs.gov/FormW9 for instructions and the latest information.
Give Form to the
requester. Do not
send to the IRS.
Print or type.
See Specific Instructions on page 3.
1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.
2 Business name/disregarded entity name, if different from above
3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the
following seven boxes.
Individual/sole proprietor or
single-member LLC
C Corporation S Corporation Partnership Trust/estate
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership)
▶
Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check
LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is
another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that
is disregarded from the owner should check the appropriate box for the tax classification of its owner.
Other (see instructions)
▶
4 Exemptions (codes apply only to
certain entities, not individuals; see
instructions on page 3):
Exempt payee code (if any)
Exemption from FATCA reporting
code (if any)
(Applies to accounts maintained outside the U.S.)
5 Address (number, street, and apt. or suite no.) See instructions.
6 City, state, and ZIP code
Requester’s name and address (optional)
7 List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN, later.
Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and
Number To Give the Requester for guidelines on whose number to enter.
Social security number
– –
or
Employer identification number
–
Part II Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because
you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid,
acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments
other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.
Sign
Here
Signature of
U.S. person
▶
Date
▶
General Instructions
Section references are to the Internal Revenue Code unless otherwise
noted.
Future developments. For the latest information about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published, go to www.irs.gov/FormW9.
Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an
information return with the IRS must obtain your correct taxpayer
identification number (TIN) which may be your social security number
(SSN), individual taxpayer identification number (ITIN), adoption
taxpayer identification number (ATIN), or employer identification number
(EIN), to report on an information return the amount paid to you, or other
amount reportable on an information return. Examples of information
returns include, but are not limited to, the following.
• Form 1099-INT (interest earned or paid)
• Form 1099-DIV (dividends, including those from stocks or mutual
funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross
proceeds)
• Form 1099-B (stock or mutual fund sales and certain other
transactions by brokers)
• Form 1099-S (proceeds from real estate transactions)
• Form 1099-K (merchant card and third party network transactions)
• Form 1098 (home mortgage interest), 1098-E (student loan interest),
1098-T (tuition)
• Form 1099-C (canceled debt)
• Form 1099-A (acquisition or abandonment of secured property)
Use Form W-9 only if you are a U.S. person (including a resident
alien), to provide your correct TIN.
If you do not return Form W-9 to the requester with a TIN, you might
be subject to backup withholding. See What is backup withholding,
later.
Cat. No. 10231X
Form W-9 (Rev. 11-2017)
IFB-001-2019
Renovation of Public Works Building
16 of 19
Pre-bid: 1/17/2019 2:00 pm
Inquiries due: 1/23/2019 noon
Answers to inquires due: 1/28/2019 5:00 pm
Bids due: 2/6/2019 11:00 am
Bid award: 2/13/2019 5:00 pm
Notice to proceed" 2/25/2019 5:00 pm
Contractor on site no later than: 3/25/2019
To be completed/CO issued by: 5/20/2019
The Town reserves the right to modify this schedule at any time.
Public Works Building Office Expansion
Project Schedule
12/19/2018
IFB-001-2019
Renovation of Public Works Building
17 of 19
Sketch Plan: Exterior Storage of Materials
IFB-001-2019
Renovation of Public Works Building
18 of 19
TOWN OF BERRYVILLE BIDDER’S CHECK LIST
BIDS MAY NOT BE CONSIDERED if the following documents and/or attachments are not
completely filled out and submitted with your bid.
Before sending in your bid, please make sure you have completed all of the following:
______Enclose two (2) sets of the Bid form (one marked original and one copy), including all
handwritten sections. Please make and retain a separate copy of this bid package for your
records.
______Bid Form, must be complete and have a manual signature (original signature) preferably
signed in blue ink.
______Return bid in an envelope with the bid number and name of bid printed on the front of
the envelope. If Fed-Ex or UPS, please keep bid in a separate sealed envelope when placing it
in their packaging.
______Acknowledge in the bid any and all addendums issued and manually sign each
addendum sheet and submit it with your bid.
______Erasures or other descriptive literature, brochures and/or data must be initialed by the
person signing the bid.
FORMS
Proposal
______Town of Berryville Vendor Registration/Update Form
______W-9
______Certificate of Insurance
______Bid Bond
______Licensure(s)
______References
_________________ PLEASE INITIAL
IFB-001-2019
Renovation of Public Works Building
19 of 19
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Renovation Of Public Works Building Bid Package (Town of Berryville - Virginia)

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Completed 21 July 2020

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