BUCHANAN COUNTY BOARD OF SUPERVISORS

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February 2018 : 9 16 28

Friday, February 9, 2018
Event Title: NOTICE OF PUBLIC HEARING
Friday, February 9, 2018


NOTICE OF PUBLIC HEARING

Please advertise two weeks



NOTICE
is hereby given that the Buchanan County Board of Supervisors will conduct a Public Hearing on the 5th day of March 2018 at 10:45 o'clock a.m., in the Board of Supervisors meeting room, on the third floor of the Buchanan County Government Center, at 4447 Slate Creek Road, Grundy, VA 24614 to receive public comment regarding the proposed Ordinance to vacate a public right of way in the Johnsville, Va. subdivision. This property is located in the Oakwood area near the Twin Valley Middle School. The right of way subject to being vacated can be found at Plat Book 2, Page 47. A copy of the proposed ordinance is available at the County Administrator's Office, located on the third floor of the Buchanan County Government Center, 4447 Slate Creek Road, Grundy, Va.

PLEASE CONDUCT YOURSELF ACCORDINGLY.


__________________________________ ______________________
Robert Craig Horn, County Administrator Date




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Event Title: NOTICE OF PUBLIC HEARING
Friday, February 9, 2018


NOTICE OF PUBLIC HEARING
Please advertise two weeks (February 12st and February 19th, 2018)



NOTICE
is hereby given that the Buchanan County Board of Supervisors will conduct a Public Hearing on the 5th day of March 2018 at 10:30 o'clock a.m., in the Board of Supervisors meeting room, on the third floor of the Buchanan County Government Center, at 4447 Slate Creek Road, Grundy, VA 24614 to receive public comment regarding the merits of entering into an Comprehensive Agreement with J.A. Street & Associates for the renovation and expansion of the Buchanan County Courthouse. A copy of the draft Comprehensive Agreement will be available on the County's website at <http://www.buchanancountyonline.com/> on or before March 2, 2018. A copy of this agreement will also be available for public inspection on and after March 2, 2018 at the County Administrator's office at 4447 Slate Creek Road, Grundy, VA 24614.
The proposed Comprehensive Agreement will be available at the above reference county website prior to the Public Hearing and will also be available for review at the time of the public hearing, and earlier upon request to the County Administrator, Third Floor, Buchanan County Government Center, 4447 Slate Creek Road, Grundy, Virginia.
In addition to public comment being received during the Public Hearing on March 5, 2018, the public will also have the opportunity to submit written public comments for thirty days following the Public Hearing. The public comment period will end at 5:00 PM on April 4, 2018. Public comments submitted in writing should be delivered to the County Administrator's Office on the third floor of the Buchanan County Government Center, 4447 Slate Creek Road, Grundy, Va. 24614. Written public comments may also be mailed to the attention of Craig Horn, County Administrator, P.O. Drawer 950, Grundy, Va. 24614. All written comments must be received no later than 5:00 PM on April 4, 2018.
PLEASE CONDUCT YOURSELF ACCORDINGLY.


__________________________________ ______________________
Robert Craig Horn, County Administrator Date




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Friday, February 16, 2018
(9 16 28)
Event Title: INVITATION TO BID
Friday, February 16, 2018
INVITATION TO BID


RE: PURCHASE MATERIAL AND INSTALL POLES AND LIGHTS AROUND SOFTBALL FIELD AT THE WILLIAM P. HARRIS PARK LOCATED AT 1125 QUINN BRANCH ROAD, HONAKER, VIRGINIA


The Buchanan County, Va., Board of Supervisors is requesting bids for the purchase of material to install poles with lights around the softball field at the at the William P. Harris Park.

BID SUBMISSION

Bids will be received at the County Administrator's Office located at 4447 Slate Creek Road, 3rd Floor, Grundy, Virginia, faxed to 276-935-4479 or e-mailed to Loretta.Peck@buchanancounty-va.gov < until 10:00 a.m. Tuesday February 27, 2018. ALL BIDS SHOULD BE MARKED A BID FOR POLES AND LIGHTS FOR THE BALLFIELD LOCATED AT WILLIAM P. HARRIS PARK.


SCOPE OF SERVICES

Purchase poles and install lights at the ballfield. (See attached drawing EXHIBIT A)

Furnish and install six (6) - 65' Power poles (Wood)

Furnish and install electrical wiring

All lighting will have means of control

Existing power sources within the park may be used, as means of supply power for lighting. Pending Managers Approval.

Winning bidder will be responsible for any and all permits if required.

All wiring must meet all applicable codes

Install 30 lights that will be customer provided

All labor
Contract terms and specifications are incorporated by reference into this IFB. Please contact Loretta Peck @ 276-935-6505 for copy of the contract term and specifications.


STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS


The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia, and will be responsible for any and all permits required for this project.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.

BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 10:00 a.m. Tuesday February 27, 2018.


WITHDRAWAL OF BID PROCEDURE


Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.


______________ ____________________________________
Date Robert Craig Horn, County Administrator


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Event Title: CONTRACT
Friday, February 16, 2018

CONTRACT


THIS AGREEMENT, made and entered into this the_______ day of____________, 2018, by and between Buchanan County, a Political Subdivision of the Commonwealth of Virginia, party of the first part; hereinafter sometimes referred to as "County," and _____________________, party of the second part, hereinafter referred to as "Contractor".

WITNESSETH:



THAT
for and in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows:

I.


The Contractor agrees to provide poles and install same with light fixtures at the softball field at the William P. Harris Park. The Contractor shall furnish all the materials(except the light fixtures which will be supplied by the County) and labor necessary for the complete installation of the poles and light fixtures as specified in this contract and in the Invitation to Bid, including the scope of work and specifications and drawings therein all of which are attached to this agreement and are made a part hereof by reference hereto as Exhibit "A".


II.


The Contractor agrees to perform and complete or cause to be performed or completed all such pole and light fixture work installation in accordance with the techniques and methods of construction provided for by applicable law, the standards of the construction industry, and the specifications and drawings provided by County. The Contractor further agrees that all materials will meet all those requirements and specifications for materials as provided for by applicable law, including the ADA and the specifications and drawings provided by Buchanan County, Va. a copy of said specifications and drawings are attached hereto as Exhibit "A".


III.


The Contractor shall, at his own cost and expense, obtain and pay for all licenses, permits, certificates and surveys required for the completion of the work under this Agreement.


IV.


The Contractor shall, at his own cost and expense, procure and maintain insurance required under the Virginia Workers, Compensations Act as well as general liability insurance covering damages to persons and property in the minimum amount of $1,000,000.00 and shall furnish a Certificate of insurance to the County. Buchanan County, its officers, agents, and employees shall be listed as additional insured on such policy of liability insurance. The Contractor shall furnish certificates of insurance to Buchanan County verifying such coverage.

The Contractor agrees to provide all materials and perform all the work required of him under this Agreement in a good and workmanlike manner under the supervision, inspection and direction of Kenneth Ratliff, Maintenance Superintendent, Buchanan County, Va. The Vendor guarantees the work performed by any sub-contractors under this Agreement and further agrees to notify the designated County inspector at least 24 hours before commencing work hereunder. The Contractor understands that the is of the essence in the completion of this job. Specifically that the job must be completed within 30 business days of the Contractor receiving a Notice to Proceed from the County.

V.


County shall pay the Contractor for the performance of the work and the furnishing of the material under this Agreement, as follows:


Contract bid price is:_____________________________________________________



VI.


A. Contractor shall submit an Application for one Lump Sum Payment in the amount of the Contract Price less retainage as set forth below, on or before the 15th day of the month following completion of the performance of the work; and payment shall be made to the Contractor subject to a determination that all the work and materials provided pursuant to this agreement have been performed and provided as determined by the County Inspector according to accepted practices in the industry. Such payment shall be ninety-five percent (95%) of the amount due with five percent (5%) being retained until the time of final payment. Such Application shall include documents showing that labor and material costs for the work completed have been paid, subject to the following:

B. Subject to the County Inspector's determination of work performed by Contractor according to accepted practices in the industry, payments by County for Contractor's Application for Payment on account of the Contract Price will be submitted to the Contractor within thirty (30) days of Contractor's Application for Payment.

C. Anything in this Agreement to the contrary notwithstanding, the final
payment above set forth shall not become due and payable to the Contractor until the said Contractor has completed the project and has delivered to County satisfactory releases, satisfactions or waivers of all claims, liens, and claims for liens and assignments of any sums due hereunder of Contractor's laborers, workmen and material men or any other persons, firms, associations or corporations who may have performed any labor or furnished any materials under, or in connection with the performance of this Agreement. The retention payment herein shall not be released until ninety (90) days after work completion subject to any claims and liens, unless the Contractor has provided executed lien release letters from all contractors and suppliers that have provided labor and materials to help complete the contract project. Upon receipt of all applicable lien releases on a format provided by Buchanan County the retention payment may be released prior to the ninety (90) day waiting period.

D. County may refuse to make payments based upon the County Inspector's
statements that the work is defective, has been damaged, and requires correction or replacement.

E. County may refuse to make payments because labor or materials have not been paid for.

F. The County Inspector shall not be liable to the Contractor due to recommendations which he makes pursuant to Article VII herein.

VII.


Contractor warrants and guarantees that title to all work, materials, and equipment covered by any Application for Payment, whether incorporated in the project or not, will pass to County no later than the time of payment free and clear of all liens.

VIII.


The Contractor shall indemnify and save harmless Buchanan County, and its officers, agents and employees against all losses, or damages on account of injury to persons or property occurring in the performance of this Agreement together with any and all attorney fees incurred by them on account of any thereof.


IX.


In the event that the Contractor fails to complete the work required of him under this Agreement or abandons the said work or in any other way is in default of performance hereunder, County and its agent shall have the right to enter upon the premises upon which the work is being done and take possession thereof and of any material thereon, whether supplied by the Contractor or otherwise, and use such material and complete the said Agreement through workmen or contractors or subcontractors employed by the Vendor or County and in every way perform the Agreement as is required to be done by the Contractor. In the event that the cost, of such work and the furnishing of such material as may be required to be furnished exceeds the amount then remaining due the Contractor under the said Agreement, the Contractor shall pay to county the amount of such deficiency. If it becomes necessary for the County to pursue recovery of this deficiency, or other damages for any other breach of this agreement, the Contractor shall also be liable for the County's reasonable attorney fees and court costs. But if such amount remaining in the hands of County under this Agreement at the time of the default of the Contractor exceeds the amount required to complete the said Agreement, then upon completion County shall pay such surplus to the Contractor.

X.


In the performance of the work under this Agreement, the Contractor shall conform to all applicable laws, ordinances, rules and regulations now in force or hereafter adopted and shall obtain all permits, license and consents required by such laws, ordinances, rules and regulations.

XI.


During the performance of this Agreement, the Contractor agrees as follows:


A. i. 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 vendor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.


ii. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such vendor is an equal opportunity employer.


iii. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.


B. The Contractor will include the provisions of the foregoing paragraphs A(i), A(ii), and A(iii) in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or Contractor.


C. During the performance of this contract, the vendor will:

i. Provide a drug-free workplace for the vendor's employees;


ii. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensations, 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 vendor 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 Contractor.

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 in accordance with this chapter, 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.

D. The Contractor does not and shall not during the performance of this contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

E. In the event of the Contractor's noncompliance with this section of this Contract, (Section XII), this Agreement may be canceled, terminated, or suspended, in whole or in part, and the Contractor may be declared ineligible for further Agreements and such other sanctions may be imposed and remedies invoked as other wise provided by law.

XII.


The Contractor shall, at all times, keep the construction area, safe and passable to normal traffic, considering short delays which may be necessary in the performance of the work covered by the Agreement.


XIII.


No extra work, not required by the plans and specifications hereinbefore mentioned shall be performed or other material furnished unless on written order of County certifying that the performance of such extra work has been approved and authorized by it.


XIV.


No extra compensation not specified in this Agreement shall be demanded or received by the vendor for any changes or alterations in the work performed under this Agreement, or for any extra work unless the provisions of this Agreement have been complied with strictly.


XV.

The Contractor shall commence work under the terms of this Agreement 5 days following the date of execution of this Agreement and receiving a Notice to Proceed from the County and shall complete all such work on or before ___________. Failure to complete the work by shall result in a penalty of $100.00 per day following the deadline until such work is completed, unless an extension of time is granted by the County. The parties agree and understand that time is of the essence in completion of this contract. However, County may grant the Contractor an extension of time to complete this Contract for good cause shown; however, the County reserves the right to exercise its sole discretion when determining whether an extension is granted or denied. If an extension of time is not granted, the County reserves the right to exercise any and all agreement options written herein.




XVI.


No modification of any of the terms of this Agreement, nor any extension of the length of time allowed for the completion of the work governed by this Agreement, shall be valid without the advance written approval of the Buchanan County or compliance with the provisions of Va. Code section 2.2-4309.

XVII.

The Contractor shall not assign his rights or obligations under this Agreement. The Contractor represents that he does not intend to use any subcontractors to complete this contract.

XVIII.


County may cancel this Agreement at any time based upon a decision by County that such cancellation is in the best interest of County. Any such decision shall be a discretionary decision of County. In the event of a cancellation pursuant to this paragraph, then County shall not be liable to the Contractor for his bidding cost or for an amount other than the fair market value of the work completed by the Contractor pursuant to this Contract as of the time of the cancellation.


XIX.


This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. The parties agree that the Circuit Court for Buchanan County shall be the proper venue for litigation hereunder whether or not such alleged breach involves Federal law or jurisdiction and that disputes between the parties which are not settled by the parties shall be settled by the Circuit Court of Buchanan County.

XX.


If any provisions of this Agreement shall be deemed by a court of competent jurisdiction to be invalid, the remainder of this Agreement shall nevertheless remain in full force and effect. This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia.

XXI.

The Contractor is organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as registered limited partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity.







EXECUTED IN DUPLICATE ORIGINALS.

WITNESS
the following signatures and seals:


BUCHANAN COUNTY



By: _______________________________________
Chairman of the
Buchanan County Board of Supervisors
ATTEST:

_______________________________
Robert Craig Horn, County Administrator
For Buchanan County, Virginia

VENDOR:

BY: ____________________________


APPROVED AS TO FORM:


____________________________________
Lawrence L. Moise III, County Attorney
For Buchanan County, Virginia


COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-with:

Subscribed, and acknowledged before me Buchanan County, by __________________________, Chairman of the Buchanan County Board of Supervisors, and Robert Craig Horn, County Administrator for Buchanan County this the_________ day of _______________, 2018, in Buchanan County, Virginia.


________________________________
NOTARY PUBLIC
My registration # is _______________.
My commission expires on __________________.








COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-wit:

Subscribed, and acknowledged before me, by_____________________ this the _____day of _________________, 2018, in Buchanan County, Virginia.


________________________________
NOTARY PUBLIC
My registration # is __________________.
My commission expires on ___________________.


COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-wit:

Subscribed, and acknowledged before me, by Lawrence L. Moise III, County Attorney for Buchanan County this the _______ day of _____________, 2018, in Buchanan County, Virginia.

________________________________
NOTARY PUBLIC
My registration # is _________________.
My commission expires on ______________.







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Event Title: INVITATION FOR BID
Friday, February 16, 2018
INVITATION FOR BID


RE: NEW ROOF INSTALLATION FOR POPLAR GAP PARK GYMNASIUM LOCATED AT 1818 FAIRGROUNDS CIRCLE ROAD, GRUNDY, VA

The Buchanan County, Va., Board of Supervisors is requesting sealed bids for a new roof for the Poplar Gap Park Gymnasium located at 1818 Fairgrounds Circle Road, Grundy, VA 24614


This is to be a "turn-key" job the price will include materials, labor and any miscellaneous materials needed to complete the job. Work shall be completed within 30 days.

BID SUBMISSION

Bids will be received at the Buchanan County Administrator's Office located at 4447 Slate Creek Road, 3rd Floor, Grundy, Virginia until 10:00 AM on Friday, March 2, 2018. Bids not receive by 10:00 AM on Friday, March 2, 2018 will not be considered. Bids will be opened in public at 10:05 AM on Friday, March 2, 2018 in the County Administrator's Office Bids may be mailed to the Attention of Loretta Peck @ P.O. Box 950, Grundy, VA 24614 ALL BIDS MUST BE SEALED AND MARKED AS A BID FOR NEW ROOF FOR THE POPLAR GAP PARK GYMNASIUM.

A certified check or cashier's check drawn on a State or National Bank or Bidders Bond from an acceptable Surety Company authorized to transact business in the Commonwealth of Virginia, in the amount of not less than five
Percent (5%) of the greatest total amount of the Bidder's proposal must accompany each proposal as a guarantee that, if awarded the contract, the Bidder will within ten (10) calendar days after the award of contract enter into a contract and execute Performance and Payment Bonds on the forms provided in the Contract Documents. Proposals must be completed and submitted on the forms provided. Incomplete bid proposals will be invalidated as non-responsive and accordingly rejected and returned to the bidder. The right to accept any bid, or reject any or all bids and to waive all formalities is hereby reserved by the Buchanan County, Va., Board of Supervisors.





SCOPE OF SERVICES

Poplar Gap Gymnasium Metal Roof Retrofit


Roof Assembly Description


· PVC thermoplastic membrane
Membrane Thickness: min. of 50 mil
Color: White
Attachment: Attached with mechanical fasteners
· High density polyisocyanurate
Thickness: ½ inch
Attachment: Attached with mechanical fasteners
· Polyisocyanurate (Flute Filler)
Attachment: Loosely laid

PART 1 GENERAL
1.1 SECTION INCLUDES
A. Overlay existing metal roof.
B. PVC thermoplastic membrane attached with mechanical fasteners.
C. High density polyisocyanurate, attached with mechanical fasteners.
D. Polyisocyanurate (Flute Filler), loosely laid.
E. Prefabricated flashings, corners, parapets, stacks, vents, and related details.
F. Fasteners, adhesives, and other accessories required for a complete roofing installation.
1.2 REFERENCES
A. NRCA - The NRCA Roofing and Waterproofing Manual.
B. ASCE 7 - Minimum Design Loads For Buildings And Other Structures.
C. UL - Roofing Materials and Systems Directory, Roofing Systems (TGFU.R10128).
D. ASTM C 1289 - Standard Specification for Faced Rigid Cellular Polyisocyanurate Thermal Insulation Board.
E. ASTM D 751 - Standard Test Methods for Coated Fabrics.
F. ASTM D 4434 - Standard Specification for Poly(Vinyl Chloride) Sheet Roofing.
G. ASTM E 108 - Standard Test Methods for Fire Tests of Roof Coverings.
1.3 ASTM E 119 - Standard Test Methods for Fire Tests of Building Construction and Materials. SYSTEM DESCRIPTION
A. General: Provide installed roofing membrane and base flashings that remain watertight; do not permit the passage of water; and resist specified uplift pressures, thermally induced movement, and exposure to weather without failure.
B. Material Compatibility: Provide roofing materials that are compatible with one another under conditions of service and application required, as demonstrated by roofing membrane manufacturer based on testing and field experience.
C. Physical Properties:
1. Roof product must meet the requirements of Type III PVC sheet roofing as defined by ASTM D 4434 and must meet or exceed the following physical properties.
2. Thickness: 50 mil, nominal, in accordance with ASTM D 751.
3. Thickness Over Scrim: 28 mil in accordance with ASTM D 751.
4. Breaking Strengths: 390 lbf. (MD) and 438 lbf. (XMD) in accordance with ASTM D 751, Grab Method.
5. Elongation at Break: 31% (MD) and 31% (XMD) in accordance with ASTM D 751, Grab Method.
6. Heat Aging in accordance with ASTM D 3045: 176 °F for 56 days. No sign of cracking, chipping or crazing. (In accordance with ASTM D 4434).
7. Factory Seam Strength: 417 lbf. in accordance with ASTM D 751, Grab Method.
8. Tearing Strength: 132 lbf. (MD) and 163 lbf. (XMD) in accordance with ASTM D 751, Procedure B.
9. Low Temperature Bend (Flexibility): Pass at -40 °F in accordance with ASTM D 2136.
10. Accelerated Weathering: No cracking, checking, crazing, erosion or chalking after 5,000 hours in accordance with ASTM G 154.
11. Linear Dimensional Change: < 0.5% in accordance with ASTM D 1204 at 176 ± 2 °F for 6 hours.
12. Water Absorption: < 1.7% in accordance with ASTM D 570 at 158 °F for 166 hours.
13. Static Puncture Resistance: 56 lbs. in accordance with ASTM D 5602.
14. Dynamic Puncture Resistance: 14.7 ft-lbf. in accordance with ASTM D 5635.
1.4 SUBMITTALS
A. Submit under provisions of Section 01300.
B. Data sheets on each product to be used, including:
1. Preparation instructions and recommendations.
2. Storage and handling requirements and recommendations.
3. Installation methods.
4. Maintenance requirements.
C. Shop Drawings: Indicate insulation pattern, overall membrane layout, field seam locations, joint or termination detail conditions, and location of fasteners.
D. Verification Samples: For each product specified, two samples, representing actual product, color, and finish.
1. 4 inch by 6 inch sample of roofing membrane, of color specified.
2. 4 inch by 6 inch sample of walkway pad.
3. Termination bar, fascia bar with cover, drip edge and gravel stop if to be used.
4. Each fastener type to be used for installing membrane, insulation/recover board, termination bar and edge details.
E. Installer Certification: Certification from the roofing system manufacturer that Installer is approved, authorized, or licensed by manufacturer to install roofing system.
F. Manufacturer's warranties.

1.5 QUALITY ASSURANCE
A. Perform work in accordance with manufacturer's installation instructions.
B. Manufacturer Qualifications: A manufacturer specializing in the production of PVC membranes systems and utilizing a Quality Control Manual during the production of the membrane roofing system that has been approved by and is inspected by Underwriters Laboratories.
C. Installer Qualifications: Company specializing in installation of roofing systems similar to those specified in this project and approved by the roofing system manufacturer.
D. Source Limitations: Obtain components for membrane roofing system from roofing membrane manufacturer.
E. There shall be no deviations from the roof membrane manufacturer's specifications or the approved shop drawings without the prior written approval of the manufacturer.
1.6 REGULATORY REQUIREMENTS
A. Conform to applicable code for roof assembly wind uplift and fire hazard requirements.
B. Fire Exposure: Provide membrane roofing materials with the following fire-test-response characteristics. Materials shall be identified with appropriate markings of applicable testing and inspecting agency.
1. Exterior Fire-Test Exposure:
a. Class A; ASTM E 108, for application and roof slopes indicated.
2. Fire-Resistance Ratings: Comply with ASTM E 119 for fire-resistance-rated roof assemblies of which roofing system is a part.
3. Conform to applicable code for roof assembly fire hazard requirements.
4. Wind Uplift:
5. Roofing System Design: Provide a roofing system designed to resist uplift pressures calculated according to the current edition of the ASCE-7 Specification Minimum Design Loads for Buildings And Other Structures.
1.7 WARRANTY
A. Contractor's Warranty: The contractor shall warrant the roof application with respect to workmanship and proper application for two (2) years from the effective date of the warranty issued by the manufacturer.
B. Manufacturer's Warranty: Must be no-dollar limit type and provide for completion of repairs, replacement of membrane or total replacement of the roofing system at the then-current material and labor prices throughout the life of the warranty. In addition the warranty must meet the following criteria:
1. Warranty Period: 20 years from date issued by the manufacturer.
2. No exclusions for incidental or consequential damages.
3. No exclusion for damage caused by ponding water.
4. No exclusion for damage caused by biological growth.
5. Issued direct from and serviced by the roof membrane manufacturer.
6. Transferable for the full term of the warranty.
7. No additional charge for the warranty.
PART 2 PRODUCTS
2.1 MANUFACTURER
A. All roofing system components to be provided or approved by roof system manufacturer.
B. Acceptable Manufacturers:
1. Duro-Last, Inc. or Comparable .
2.2 ROOFING SYSTEM COMPONENTS
A. Roofing Membrane: PVC thermoplastic membrane conforming to ASTM D 4434, type III, fabric-reinforced, PVC. Membrane properties as follows:
1. Thickness:
a. 50 mil.
2. Exposed Face Color:
a. White.
B. Accessory Materials: Provide accessory materials supplied by or approved for use by roof system manufacturer
1. Sheet Flashing: Manufacturer's standard reinforced PVC sheet flashing.
2. Factory Prefabricated Flashings: manufactured using Manufacturer's standard reinforced PVC membrane.
a. Stack Flashings.
b. Curb Flashings.
c. Inside and Outside Corners.
d. Drain Boots, Composite Drain Rings (CDR) and Dome Strainers.
e. Membrane Scupper Liners.
f. Vinyl Coated Metal Scupper Inserts.
g. Vinyl Coated Pitch Pans.
3. Sealants and Adhesives: Compatible with roofing system and supplied by roof system manufacturer.
a. Caulk.
b. Strip Mastic.
4. Slip Sheet: Compatible with roofing system and supplied by roof system manufacturer.
5. Fasteners and Plates: Factory-coated steel fasteners and metal or plastic plates meeting corrosion-resistance provisions in FMG 4470, designed for fastening membrane and insulation to substrate. Supplied by roof system manufacturer.

C. Substrate Board:
1. High density polyisocyanurate board supplied by roof system manufacturer.
a. ½ inch thick.
2.3 FLUTE FILLER
A. Flute Filler: Material as supplied by roof system manufacturer.
1. Provide precut insulation to fill the flutes between the ribs of the metal roof.
a. Polyisocyanurate Insulation.
3.1 PREPARATION
A. Clean surfaces thoroughly prior to installation.
B. Prepare surfaces using the methods recommended by the manufacturer for achieving the best result for the substrate under the project conditions.
C. Surfaces shall be clean, smooth, free of fins, sharp edges, loose and foreign material, oil, grease, and bitumen.
3.2 INSTALLATION
A. Install insulation in accordance with the roof manufacturer's requirements.
B. Separation Board: High density polyisocyanurate.
1. Use only fasteners, stress plates and fastening patterns accepted for use by the roof manufacturer. Fastening patterns must meet applicable design requirements.
a. Install fasteners in accordance with the roof manufacturer's requirements. Fasteners that are improperly installed must be replaced or corrected.
b. Attach boards in parallel courses with end joints staggered 50% and adjacent boards butted together with no gaps greater than ¼ inch.
C. Roof Membrane: 50 mil, PVC thermoplastic membrane.
1. Use only fasteners, stress plates and fastening patterns accepted for use by the roof manufacturer. Fastening patterns must meet the applicable design requirements.
2. Install fasteners in accordance with the roof manufacturer's requirements. Fasteners that are improperly installed shall be replaced or corrected.
3. Mechanically fasten membrane to the structural deck utilizing fasteners and fastening patterns that in accordance with the roof manufacturer's requirements.
4. Cut membrane to fit neatly around all penetrations and roof projections.
5. Unroll roofing membrane and positioned with a minimum 6 inch overlap.
D. Seaming:
1. Weld overlapping sheets together using hot air. Minimum weld width is 1-1/2 inches.
2. Check field welded seams for continuity and integrity and repair all imperfections by the end of each work day.
E. Membrane Termination/Securement: All membrane terminations shall be completed in accordance with the membrane manufacturer's requirements.
1. Provide securement at all membrane terminations at the perimeter of each roof level, roof section, curb flashing, skylight, expansion joint, interior wall, penthouse, and other similar condition.
2. Provide securement at any angle change where the slope or combined slopes exceeds two inches in one horizontal foot.
F. Flashings: Complete all flashings and terminations as indicated on the drawings and in accordance with the membrane manufacturer's requirements.
1. Provide securement at all membrane terminations at the perimeter of each roof level, roof section, curb flashing, skylight, expansion joint, interior wall, penthouse, and other similar condition.
a. Do not apply flashing over existing thru-wall flashings or weep holes.
b. Secure flashing on a vertical surface before the seam between the flashing and the main roof sheet is completed.
c. Extend flashing membrane a minimum of 6 inches (152 mm) onto the main roof sheet beyond the mechanical securement.
d. Use care to ensure that the flashing does not bridge locations where there is a change in direction (e.g. where the parapet meets the roof deck).
2. Penetrations:
a. Flash all pipes, supports, soil stacks, cold vents, and other penetrations passing through the roofing membrane as indicated on the Drawings and in accordance with the membrane manufacturer's requirements.
b. Utilize custom prefabricated flashings supplied by the membrane manufacturer.
c. Existing Flashings: Remove when necessary to allow new flashing to terminate directly to the penetration.
3. Pipe Clusters and Unusual Shapes:
a. Clusters of pipes or other penetrations which cannot be sealed with prefabricated membrane flashings shall be sealed by surrounding them with a prefabricated vinyl-coated metal pitch pan and sealant supplied by the membrane manufacturer.
b. Vinyl-coated metal pitch pans shall be installed, flashed and filled with sealant in accordance with the membrane manufacturer's requirements.
c. Pitch pans shall not be used where prefabricated or field fabricated flashings are possible.

Furnish labor, materials and equipment to complete the job. Clean up and remove all debris generated by work. Work shall be completed within 30 days. The contract terms, specifications and conditions are incorporated and made a part of this Invitation for Bid by reference.


To obtain a copy of the Invitation to Bid and Contract please contact Loretta Peck between the hours of 8:30 a.m.- 5:00 p.m. at 276-935-6505.

STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS

The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia and hold at least a Class B Contractor license with the Commonwealth of Virginia with the appropriate endorsements. The Contractor should also have experience in installation of roofing and repair of roofing jobs.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.
BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 10:00 a.m., Friday, March 2, 2018.



WITHDRAWAL OF BID PROCEDURE


Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.


______________ ________________________________
Date Robert Craig Horn, County Administrator


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Wednesday, February 28, 2018
(9 16 28)
Event Title: INVITATION TO BID
Wednesday, February 28, 2018
INVITATION TO BID


RE: PURCHASE MATERIAL AND INSTALL POLES AND LIGHTS AROUND SOFTBALL FIELD AT THE WILLIAM P. HARRIS PARK LOCATED AT 1125 QUINN BRANCH ROAD, HONAKER, VIRGINIA


The Buchanan County, Va., Board of Supervisors is requesting bids for the purchase of material to install poles with lights around the softball field at the at the William P. Harris Park.

BID SUBMISSION

Bids will be received at the County Administrator's Office located at 4447 Slate Creek Road, 3rd Floor, Grundy, Virginia, faxed to 276-935-4479 or e-mailed to Loretta.Peck@buchanancounty-va.gov < until 9:00 a.m. Monday March 5, 2018. ALL BIDS SHOULD BE MARKED A BID FOR POLES AND LIGHTS FOR THE BALLFIELD LOCATED AT WILLIAM P. HARRIS PARK.


SCOPE OF SERVICES

Purchase poles and install lights at the ballfield. (See attached drawing EXHIBIT A)

Furnish and install six (6) - 65' Power poles (Wood)

Furnish and install electrical wiring

All lighting will have means of control

Existing power sources within the park may be used, as means of supply power for lighting. Pending Managers Approval.

Winning bidder will be responsible for any and all permits if required.

All wiring must meet all applicable codes

Install 30 lights that will be customer provided

All labor
Contract terms and specifications are incorporated by reference into this IFB. Please contact Loretta Peck @ 276-935-6505 for copy of the contract term and specifications.


STATEMENT OF REQUISITE QUALIFICATIONS OF BIDDERS


The successful bidder shall be properly qualified to do business in the Commonwealth of Virginia, and will be responsible for any and all permits required for this project.


COUNTY NOT LIABLE FOR PROSPECTIVE BIDDER BID COSTS


The Buchanan County, Va. Board of Supervisors will not be responsible for the costs incurred by a prospective bidder in submitting a bid in this matter.

BID SUBMISSION QUOTES

All bid submission quotes must be received on or before 9:00 a.m. Monday, March 5, 2018.


WITHDRAWAL OF BID PROCEDURE


Any bidder claiming the right to withdraw his bid shall give notice in writing
of this claim of right to withdraw his bid within two business days after the conclusion of the bid procedure. Furthermore, bid withdrawal is subject to, and limited by section 2.2-4330 of the Code of Virginia of 1950, as amended, and section 16-34 of the Buchanan County Code.


______________ ____________________________________
Date Robert Craig Horn, County Administrator


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Event Title: CONTRACT
Wednesday, February 28, 2018

CONTRACT


THIS AGREEMENT, made and entered into this the_______ day of____________, 2018, by and between Buchanan County, a Political Subdivision of the Commonwealth of Virginia, party of the first part; hereinafter sometimes referred to as "County," and _____________________, party of the second part, hereinafter referred to as "Contractor".

WITNESSETH:



THAT
for and in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows:

I.


The Contractor agrees to provide poles and install same with light fixtures at the softball field at the William P. Harris Park. The Contractor shall furnish all the materials(except the light fixtures which will be supplied by the County) and labor necessary for the complete installation of the poles and light fixtures as specified in this contract and in the Invitation to Bid, including the scope of work and specifications and drawings therein all of which are attached to this agreement and are made a part hereof by reference hereto as Exhibit "A".


II.


The Contractor agrees to perform and complete or cause to be performed or completed all such pole and light fixture work installation in accordance with the techniques and methods of construction provided for by applicable law, the standards of the construction industry, and the specifications and drawings provided by County. The Contractor further agrees that all materials will meet all those requirements and specifications for materials as provided for by applicable law, including the ADA and the specifications and drawings provided by Buchanan County, Va. a copy of said specifications and drawings are attached hereto as Exhibit "A".


III.


The Contractor shall, at his own cost and expense, obtain and pay for all licenses, permits, certificates and surveys required for the completion of the work under this Agreement.


IV.


The Contractor shall, at his own cost and expense, procure and maintain insurance required under the Virginia Workers, Compensations Act as well as general liability insurance covering damages to persons and property in the minimum amount of $1,000,000.00 and shall furnish a Certificate of insurance to the County. Buchanan County, its officers, agents, and employees shall be listed as additional insured on such policy of liability insurance. The Contractor shall furnish certificates of insurance to Buchanan County verifying such coverage.

The Contractor agrees to provide all materials and perform all the work required of him under this Agreement in a good and workmanlike manner under the supervision, inspection and direction of Kenneth Ratliff, Maintenance Superintendent, Buchanan County, Va. The Vendor guarantees the work performed by any sub-contractors under this Agreement and further agrees to notify the designated County inspector at least 24 hours before commencing work hereunder. The Contractor understands that the is of the essence in the completion of this job. Specifically that the job must be completed within 60 business days of the Contractor receiving a Notice to Proceed from the County.

V.


County shall pay the Contractor for the performance of the work and the furnishing of the material under this Agreement, as follows:


Contract bid price is:_____________________________________________________



VI.


A. Contractor shall submit an Application for one Lump Sum Payment in the amount of the Contract Price less retainage as set forth below, on or before the 15th day of the month following completion of the performance of the work; and payment shall be made to the Contractor subject to a determination that all the work and materials provided pursuant to this agreement have been performed and provided as determined by the County Inspector according to accepted practices in the industry. Such payment shall be ninety-five percent (95%) of the amount due with five percent (5%) being retained until the time of final payment. Such Application shall include documents showing that labor and material costs for the work completed have been paid, subject to the following:

B. Subject to the County Inspector's determination of work performed by Contractor according to accepted practices in the industry, payments by County for Contractor's Application for Payment on account of the Contract Price will be submitted to the Contractor within thirty (30) days of Contractor's Application for Payment.

C. Anything in this Agreement to the contrary notwithstanding, the final
payment above set forth shall not become due and payable to the Contractor until the said Contractor has completed the project and has delivered to County satisfactory releases, satisfactions or waivers of all claims, liens, and claims for liens and assignments of any sums due hereunder of Contractor's laborers, workmen and material men or any other persons, firms, associations or corporations who may have performed any labor or furnished any materials under, or in connection with the performance of this Agreement. The retention payment herein shall not be released until ninety (90) days after work completion subject to any claims and liens, unless the Contractor has provided executed lien release letters from all contractors and suppliers that have provided labor and materials to help complete the contract project. Upon receipt of all applicable lien releases on a format provided by Buchanan County the retention payment may be released prior to the ninety (90) day waiting period.

D. County may refuse to make payments based upon the County Inspector's
statements that the work is defective, has been damaged, and requires correction or replacement.

E. County may refuse to make payments because labor or materials have not been paid for.

F. The County Inspector shall not be liable to the Contractor due to recommendations which he makes pursuant to Article VII herein.

VII.


Contractor warrants and guarantees that title to all work, materials, and equipment covered by any Application for Payment, whether incorporated in the project or not, will pass to County no later than the time of payment free and clear of all liens.

VIII.


The Contractor shall indemnify and save harmless Buchanan County, and its officers, agents and employees against all losses, or damages on account of injury to persons or property occurring in the performance of this Agreement together with any and all attorney fees incurred by them on account of any thereof.


IX.


In the event that the Contractor fails to complete the work required of him under this Agreement or abandons the said work or in any other way is in default of performance hereunder, County and its agent shall have the right to enter upon the premises upon which the work is being done and take possession thereof and of any material thereon, whether supplied by the Contractor or otherwise, and use such material and complete the said Agreement through workmen or contractors or subcontractors employed by the Vendor or County and in every way perform the Agreement as is required to be done by the Contractor. In the event that the cost, of such work and the furnishing of such material as may be required to be furnished exceeds the amount then remaining due the Contractor under the said Agreement, the Contractor shall pay to county the amount of such deficiency. If it becomes necessary for the County to pursue recovery of this deficiency, or other damages for any other breach of this agreement, the Contractor shall also be liable for the County's reasonable attorney fees and court costs. But if such amount remaining in the hands of County under this Agreement at the time of the default of the Contractor exceeds the amount required to complete the said Agreement, then upon completion County shall pay such surplus to the Contractor.

X.


In the performance of the work under this Agreement, the Contractor shall conform to all applicable laws, ordinances, rules and regulations now in force or hereafter adopted and shall obtain all permits, license and consents required by such laws, ordinances, rules and regulations.

XI.


During the performance of this Agreement, the Contractor agrees as follows:


A. i. 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 vendor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.


ii. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such vendor is an equal opportunity employer.


iii. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.


B. The Contractor will include the provisions of the foregoing paragraphs A(i), A(ii), and A(iii) in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or Contractor.


C. During the performance of this contract, the vendor will:

i. Provide a drug-free workplace for the vendor's employees;


ii. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensations, 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 vendor 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 Contractor.

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 in accordance with this chapter, 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.

D. The Contractor does not and shall not during the performance of this contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

E. In the event of the Contractor's noncompliance with this section of this Contract, (Section XII), this Agreement may be canceled, terminated, or suspended, in whole or in part, and the Contractor may be declared ineligible for further Agreements and such other sanctions may be imposed and remedies invoked as other wise provided by law.

XII.


The Contractor shall, at all times, keep the construction area, safe and passable to normal traffic, considering short delays which may be necessary in the performance of the work covered by the Agreement.


XIII.


No extra work, not required by the plans and specifications hereinbefore mentioned shall be performed or other material furnished unless on written order of County certifying that the performance of such extra work has been approved and authorized by it.


XIV.


No extra compensation not specified in this Agreement shall be demanded or received by the vendor for any changes or alterations in the work performed under this Agreement, or for any extra work unless the provisions of this Agreement have been complied with strictly.


XV.

The Contractor shall commence work under the terms of this Agreement 5 days following the date of execution of this Agreement and receiving a Notice to Proceed from the County and shall complete all such work on or before ___________. Failure to complete the work by shall result in a penalty of $100.00 per day following the deadline until such work is completed, unless an extension of time is granted by the County. The parties agree and understand that time is of the essence in completion of this contract. However, County may grant the Contractor an extension of time to complete this Contract for good cause shown; however, the County reserves the right to exercise its sole discretion when determining whether an extension is granted or denied. If an extension of time is not granted, the County reserves the right to exercise any and all agreement options written herein.




XVI.


No modification of any of the terms of this Agreement, nor any extension of the length of time allowed for the completion of the work governed by this Agreement, shall be valid without the advance written approval of the Buchanan County or compliance with the provisions of Va. Code section 2.2-4309.

XVII.

The Contractor shall not assign his rights or obligations under this Agreement. The Contractor represents that he does not intend to use any subcontractors to complete this contract.

XVIII.


County may cancel this Agreement at any time based upon a decision by County that such cancellation is in the best interest of County. Any such decision shall be a discretionary decision of County. In the event of a cancellation pursuant to this paragraph, then County shall not be liable to the Contractor for his bidding cost or for an amount other than the fair market value of the work completed by the Contractor pursuant to this Contract as of the time of the cancellation.


XIX.


This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. The parties agree that the Circuit Court for Buchanan County shall be the proper venue for litigation hereunder whether or not such alleged breach involves Federal law or jurisdiction and that disputes between the parties which are not settled by the parties shall be settled by the Circuit Court of Buchanan County.

XX.


If any provisions of this Agreement shall be deemed by a court of competent jurisdiction to be invalid, the remainder of this Agreement shall nevertheless remain in full force and effect. This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia.

XXI.

The Contractor is organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as registered limited partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity.







EXECUTED IN DUPLICATE ORIGINALS.

WITNESS
the following signatures and seals:


BUCHANAN COUNTY



By: _______________________________________
Chairman of the
Buchanan County Board of Supervisors
ATTEST:

_______________________________
Robert Craig Horn, County Administrator
For Buchanan County, Virginia

VENDOR:

BY: ____________________________


APPROVED AS TO FORM:


____________________________________
Lawrence L. Moise III, County Attorney
For Buchanan County, Virginia


COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-with:

Subscribed, and acknowledged before me Buchanan County, by __________________________, Chairman of the Buchanan County Board of Supervisors, and Robert Craig Horn, County Administrator for Buchanan County this the_________ day of _______________, 2018, in Buchanan County, Virginia.


________________________________
NOTARY PUBLIC
My registration # is _______________.
My commission expires on __________________.








COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-wit:

Subscribed, and acknowledged before me, by_____________________ this the _____day of _________________, 2018, in Buchanan County, Virginia.


________________________________
NOTARY PUBLIC
My registration # is __________________.
My commission expires on ___________________.


COMMONWEALTH OF VIRGINIA,
AT LARGE
, to-wit:

Subscribed, and acknowledged before me, by Lawrence L. Moise III, County Attorney for Buchanan County this the _______ day of _____________, 2018, in Buchanan County, Virginia.

________________________________
NOTARY PUBLIC
My registration # is _________________.
My commission expires on ______________.







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