Project Information

Bid Title

Select Fill, Class B Sand, and Screened Topsoil

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Feb 6, 2026

Closing Date

Mar 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

26049-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	26049-KR
Bid Title:	Select Fill, Class B Sand, and Screened Topsoil
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is to purchase annual requirements of sand, to include Select Fill, Class B Sand, and Screened Topsoil, to be utilized primarily by the Roads Maintenance Division of the Department of Public Works.  Materials may also be purchased by the other City departments. Work shall be in accordance with all specifications, terms, and conditions herein. Publication Date/Time: 2/6/2026 12:00 AM Closing Date/Time: 3/6/2026 3:00 PM Contact Person: Kimberly Rogerson, VCA Buyer City of Suffolk Purchasing Division 442 W. Washington Street Suffolk, VA 23434 Office: (757)514-4145 Fax: (757)514-7524 krogerson@suffolkva.us Related Documents: IFB 26049-KR Select Fill, Class B Sand, and Screened Topsoil

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB#26049-KR

February 6, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

http://apps.suffolkva.us/bids/bid_search_all.jsp

Select Fill, Class B Sand and Screened Topsoil

Scope of Work: The intent of this Invitation for Bid (IFB) is to purchase annual requirements of

sand, to include Select Fill, Class B Sand, and Screened Topsoil, to be utilized primarily by the

Roads Maintenance Division of the Department of Public Works. Materials may also be

purchased by the other City departments. Work shall be in accordance with all specifications,

terms, and conditions herein.

Bid Due: 3:00 p.m., March 6, 2026

Contract Officer: ________Kimberly Rogerson____________

Kimberly Rogerson, VCA, Buyer, krogerson@suffolkva.us

The Buyer, Kimberly Rogerson, is the Contract Officer for the City of Suffolk with respect to this IFB. All

questions and/or comments should be directed to her at this email address: krogerso@suffolkva.us. The

respondents to this IFB shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this IFB. This prohibition shall also extend to the Suffolk City Council and other elected City officials.

Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning

bid must be in writing and received five (5) business days prior to the bid opening.

Sealed bids subject to the conditions and instructions contained herein, will be received at the

office of the Purchasing Agent listed above, until the time and date shown above (local prevailing

time), for furnishing the items or services described in the bid.

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

-1-

In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies the bidder has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

BID OPENING

Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public

opening will be held March 6, 2026 at 3:00 PM (local prevailing time), in Suffolk City Hall,

Purchasing Conference Room, located at 442 W. Washington Street, Suffolk, VA 23434-5237.

SUBMITTALS

Bidder shall submit the entire IFB as their bid package.

Bids may be submitted through EVA.

-2-

INVITATION FOR BID

Select Fill, Class B Sand and Screened Topsoil

SECTION/TITLE

PURPOSE .......................................................................................................................... - 4 -

COMPETITION INTENDED................................................................................................ - 4 -

CONTRACT PERIOD ......................................................................................................... - 4 -

MATERIAL SPECIFICATIONS........................................................................................... - 4 -

ADDITIONAL INSTRUCTIONS .......................................................................................... - 7 -

CONTRACT TERMS AND CONDITIONS ........................................................................ - 12 -

BID FORM ........................................................................................................................ - 19 -

REFERENCES ................................................................................................................. - 20 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 22 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 23 -

EXCEPTION PAGE .......................................................................................................... - 24 -

INSURANCE REQUIREMENTS ....................................................................................... - 25 -

-3-

PURPOSE

The intent of this Invitation for Bid (IFB) is to purchase annual requirements of sand, to include

Select Fill, Class B Sand, and Screened Topsoil, to be utilized primarily by the Roads

Maintenance Division of the Department of Public Works. Materials may also be purchased by

the other City departments. Work shall be in accordance with all specifications, terms, and

conditions herein.

COMPETITION INTENDED

It is the City’s intent that this Invitation for Bid (IFB) permits competition. It shall be the bidder’s

responsibility to advise the Purchasing Agent in writing if any language requirement, specification,

etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this

IFB to a single source. Such notification must be received by the Purchasing Agent not later than

five (5) business days prior to the date set for bids to close.

CONTRACT PERIOD

The contract shall cover the period from April 1, 2026 through March 31, 2027.

The City reserves the option to renew this agreement for two (2) additional one-year periods

ending March 31, 2029. Unless notified in writing thirty (30) days prior to the expiration date, the

contract will automatically renew during these periods.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)

months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all

Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the current 12 month

period) or 3%. Any increase in rate must be submitted sixty (60) days prior to contract renewal.

The City does not guarantee approval of any rate increase. The City must be notified of any

rate increases during the contract period.

MATERIAL SPECIFICATIONS

SELECT FILL

Select Fill Sand shall be Type 2 with laboratory certification, clay mixed, free of debris and clay

lumps, in accordance with Virginia Department of Transportation (VDOT) specifications.

SAND

Class B Sand shall be in accordance with Virginia Department of Transportation (VDOT)

specifications.

SCREENED TOPSOIL

Screened topsoil shall be clean and free of any stumps, roots, hard lumps, stiff clay, stones,

noxious weeds, brush, or other litter, in accordance with Virginia Department of Transportation

(VDOT) specifications.

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GENERAL SPECIFICATIONS

Quality of materials must be as specified. The City reserves the right to refuse shipment if the

standard of quality does not meet expectations. Determination of quality shall be at the sole

discretion of the City. If requested, vendor will provide at no cost to the City, a sieve analysis of

the material offered.

The City reserves the right to obtain additional competition for site specific requirements which

exceed 50% of the annual estimated quantity.

Material shall be delivered F.O.B. job site by the Contractor within twenty-four (24) hours of

request. The minimum order quantity shall be ten (10) cubic yards per job site. The Contractor

must be able to supply up to 500 cubic yards within eight (8) consecutive hours. Price quoted for

F.O.B. job site shall be for delivery anywhere within the City of Suffolk. Fuel surcharges will not

be allowed.

Each truckload of material delivered will be accompanied by two tickets indicating the quantity

loaded from the place of origin. Tickets will be presented for signature before the material is

unloaded.

It shall be the Contractor’s responsibility to promptly notify the City if the availability of materials

will be delayed due to plant or truck maintenance, inclement weather, etc. The City will also be

notified if materials have been subcontracted to avoid delay.

Further, if materials are to be delayed beyond the (twenty-four) 24 hours’ notice, the City may, at

its option, seek an alternate supplier, and the Contractor may be responsible for any price

differential. If, in the City's opinion, such delays are substantial and cause problems with the City's

work schedule, the City has the right to cancel the contract.

The Contractor shall comply with all applicable state, local and federal laws, regulations, and

ordinances.

Delivery Locations

Public Works:

800 Carolina Road, Suffolk, Virginia 23434

6750 Brentwood Lane, Suffolk, Virginia 23437

401 Kings Highway, Suffolk VA 23432

5881 Whaleyville Blvd., Suffolk, Virginia 23434

3901 Sleepy Hole Road, Suffolk, VA 23435

Public Utilities:

272 Benton Road, Suffolk, VA 23434

Parks and Recreation:

3000 Bennett’s Creek Park Road, Suffolk, Virginia 23435

3901 Sleepy Hole Road, Suffolk, VA 23435

866 Carolina Road, Suffolk, VA 23434

401 Kings Hwy, Suffolk, VA 23432 (Lone Star Lakes Park)

4616 Sleepy Hole Rd, Suffolk, VA 23435 (Sleepy Hole Park)

326 N Main St, Suffolk, VA 23434 (Cedar Hill Cemetery)

1525 N Main St, Suffolk, VA 23434 (Holly Lawn Cemetery

-5-

Commodity Codes

• NAICS 212321Construction Sand and Gravel Mining
• NAICS 238910Site Preparation Contractors

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