Due to restrictions surrounding the COVID-19 pandemic, public access to County facilities is extremely limited. The mailing of bids is preferred. However, if a bid is hand delivered, it will be received in the lobby of 1 Harrison Street, SE, Leesburg, VA 20175 ONLY in the Drop Box labeled: Procurement Bids and Proposals between the hours of 8:30 a.m. and 5:00 p.m.
ALL HAND DELIVERED BIDS MUST BE SUBMITTED AT THIS LOCATION PRIOR TO 4:00 P.M. on the Acceptance Date of the bid in order to be considered. Bids will not be accepted at any other building locations or after 4:00 P.M. Bids will be opened and announced by the Procurement Division staff via audio/video teleconference at 4:30 p.m. (Atomic time) on the Acceptance Date. To participate in the audio portion of the opening, please dial the number provided in the Instruction to Bidders and follow the prompts as designated. You may also witness the announcement of received bids as they are opened using GoToMeeting with the instructions included in the Instructions to Bidders
Please contact the Contracting Officer or Assistant Purchasing Agent designated on the front cover of the solicitation with any questions regarding this process. Bidders are strongly encouraged to check the County’s website routinely for updates.
The Intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to obtain the services of a qualified General Contractor to upgrade two existing rectangular turf fields in the Potomack Lakes Sportsplex to synthetic turf, installation of bleachers and shade structures, improving field access trails, and various parking improvements as shown on the Contract Documents. The General Contractor shall be responsible for protecting the existing lot, adjacent rectangular fields to the north and other existing improvements including the existing irrigation system from damage. Any damage to those items must be repaired by the General Contractor. The areas outside of the contract limits of work within Potomack Lakes Sportsplex shall be open to the general public during construction. The General Contractor shall make the existing athletic fields to the north of the limits of work available to Loudoun County staff during construction so they may perform maintenance. The General Contractor shall be responsible for safety and security of neighboring residents, Loudoun County staff, and the general public throughout the Project construction phase. The Potomack Lakes Sportsplex is located within a residential area; therefore, adherence to all local and state ordinances for work hours and noise levels shall be strictly enforced. Potomack Lake Sportsplex is located at 20280 Cascades Parkway, Sterling, VA 20165.
The costs associated with the removal of any and all unsuitable soils and/or rock encountered below subgrade (as defined in Specification 312000), during the construction of this project shall be borne by the County. The County requests that the Contractor provide unit prices for unsuitable soils removal and rock removal. Unit Prices shall include the import of suitable material as needed to replace those quantities removed (It shall be assumed that suitable material will be procured from an off-site source). Unit prices shall be included on the Pricing Page of the Bid and shall be multiplied times an assumed quantity provided by the County for an extended price. The extended price shall be carried by the County as an Owner’s Allowance in the final Contract Price and will be paid to the Contractor on a “per occurrence” basis, with any remaining allowance(s) being returned to the County upon completion of the project. This will apply to all excavations with the only exception being Drilling Activities (i.e. borings, geothermal wells, etc.). In these specific instances the Contractor should assume that rock will be encountered and price the drilling accordingly as part of their Base Bid Cost. Refer to Specification 312000 for soil classification and responsibility for all unsuitable soils and/or rock encountered above subgrade.
Furthermore, the Contractor will be responsible for the removal of all vegetation as required by the Contract Documents, to include, haul-off and disposal. Excess top-soil and spoils shall be removed from the site. Hauling and disposal of these materials shall be included in this Contract. Should the Contractor require the import of suitable materials to maintain the elevations and grades shown on the Contract Documents, then the Contractor shall be responsible for the costs of the suitable materials, inclusive of hauling, placement, and compaction.
The Contractor shall be responsible for all surveying to ensure the project is installed per the Construction Documents. Any deviations from the Contract Documents shall be specifically requested via Request for Information (RFI) submitted to the Architect/Engineer of Record. All deviations shall be noted in the Contractor’s “Record Set” of Construction Documents. Upon completion of the Project, two (2) hard-copy sets, and one (1) digital copy of “Record Set” Construction Documents shall be provided to the County.
Lastly, the County will require the Contractor awarded this Project to use e-Builder Construction Program Management Software. The County will purchase two (2) licenses for the Contractor’s use and will provide training for the Contractor to ensure proficiency as recommended by e-Builder. The license and training will be provided to the Contractor at no cost and prior to the issuance of Notice to Proceed. Further training due to a lack of proficiency will be the responsibility of the Contractor.
The e-Builder Construction Program Management Software will be utilized for all Project management documentation and correspondence, including but not limited to: RFI’s, submittals, meeting minutes, pay applications, proposed change orders/change orders, close-out documentation, etc. Contact e-Builder for further information at www.e-builder.net or 1-800-580-9322.
Pre-Construction Conference:
A Pre-Construction Conference will be held virtually using GoToMeeting software on December 2, 2021, at 10:00 am for clarification of any questions on the drawings, specifications, and site conditions.
Addenda:
Addendum #1 Changes and/or Additions issued on December 29, 2021.
Addendum #2 Acceptance date changed to January 27, 2022 issued on January 7, 2022.