Project Information

Bid Title

Temple Avenue Roundabout Flagpoles Installation

Issuing Agency

City of Colonial Heights

Location

Virginia

Published Date

Jan 7, 2026

Closing Date

Feb 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-02112-7159

Original Source

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Bid Documents

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Project Description

Bid Number:	26-02112-7159
Bid Title:	Temple Avenue Roundabout Flagpoles Installation
Category:	Colonial Heights Bids & RFPs
Status:	Open

Description: Sealed Bids, subject to the plans, specifications and conditions contained herein and attached hereto, will be received in the City of Colonial Heights VA Finance/Purchasing Department, City Hall, 201 James Avenue -2nd Floor, Colonial Heights VA, until, but no later than 2:00 PM EDT, February 11 2026, for the Temple Avenue Roundabout Flagpoles Installation. The project consists of the installation of three (3) flag poles and up lighting within the Temple Avenue/I95 Roundabout in the City of Colonial Heights, Virginia.  The limits of construction are: The project limits will be the roundabout at the Temple Avenue/I-95 interchange and the souths ide of Temple Avenue. The Temple Avenue Flagpole Installation project consists of installation of three (3) new flagpoles including, but not limited to: Two (2) flagpoles with a height of 24 feet One (1) flagpole with a heights of 30 feet Up lighting for each flagpole and the necessary electrical conduit. After the notice to proceed has been issued by the City, the contract will have sixty (60) calendar days to complete the work. Publication Date/Time: 1/7/2026 1:00 PM Closing Date/Time: 2/11/2026 2:00 PM Bid Opening Information: Feb 11 2026, 2:00 PM EDT Addendum Date/Time: Please check back for any addendums Pre-bid Meeting: None Contact Person: Project Coordinator Matthew Parker Office: 804-524-8708 parkerma@colonialheightsva.gov Plan & Spec Available: Purchasing Agent Larry Melvin Office: 804-520-9333 melvinL@colonialheightsva.gov Business Hours: 8:30AM - 5:00 PM EDT Related Documents: Sealed Bid - Temple Ave Flagpole Installation Temple Ave Flagpoles Installation - Specifications

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CITY OF COLONIAL HEIGHTS, VIRGINIA

INVITATION FOR BID: # 26-021102-7159

TEMPLE AVENUE ROUNDABOUT FLAGPOLES INSTALLATION

SEALED BID DUE DATE:

February 11, 2026, 2:00 PM EDT

City of Colonial Heights Contacts:

LARRY MELVIN, PURCHASING AGENT: (804) 520-9333, melvinl@colonialheightsva.gov

MATTHEW PARKER, PROJECT COORDINATOR (804) 524-8708,

parkerma@colonialheightsva.gov

City of Colonial Heights

2

Finance / Purchasing Department

City Hall - 201 James Avenue 2nd Foor – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 MelvinL@colonialheightsva.gov

January 7, 2026,

INVITATION # 26-021102-7159

Sealed bids, subject to the plans, specifications and conditions contained herein and attached hereto, will be

received at the above office until, but no later than 2:00 PM EDT, February 11, 2026 for the Temple Ave

Roundabout Flagpole Installation Project in Colonial Heights VA. Bids must be placed in a sealed envelope

clearly marked with the bid and/or contract number, bid date and time, and the name and address of the bidder.

Your bid to be considered must be submitted on copy of this Invitation to Bid in the places provided. Please

keep a duplicate copy for your records. Bidders shall sign this form in the spaces provided without detaching

from rest of bid and must return bid in its entirety to the above noted office/address. Bids shall be returned in a

sealed envelope marked with the above Invitation Number, Bid Date and Project Name.

Time is of the essence, and any bid received after the announced time and date for submittal, whether by mail or

otherwise, will be rejected. It is the sole responsibility of the bidder for ensuring that their bids are stamped by

Purchasing Department personnel or designated personnel before the deadline outlined above.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the

contrary, all responsible firms are encouraged to submit proposals. The City of Colonial Heights encourages all

businesses, including minority and women-owned businesses to respond to all Invitations to Bid and Request

for Proposals.

All items shall be bid as specified or an approved equal unless the item specifically states no substitute. If

bidding other than specified, complete specifications on each item quoted upon must be submitted with bid.

Failure to comply with this requirement will be cause for rejection of bid.

No bid may be withdrawn after the scheduled closing time for receipt of bids for ninety (90) calendar days

except as provided in Section 2.2-4430, Procedure 1, Code of Virginia, which states the bidder shall give notice

in writing of his claim to withdraw his bid within two (2) business days after the conclusion of the bid opening

procedure and shall submit original work papers with such notice.

Any contract amount over $25,000.00, the contractor must supply the Purchasing Department a copy of their

Colonial Heights Business License.

Questions relating to this Invitation for Bid should be directed to Mr. Larry H. Melvin, Purchasing Agent, at

(804) 520-9333, or via email at melvinl@colonialheightsva.gov. Questions relating to the Nature of

Services/Project Plans and Specifications and/or additional information should be directed to Mr. Matthew

Parker, Project Coordinator, at (804) 524-8708, or via email at parkerma@colonialheightsva.gov. If needed,

an addendum (Acknowledgement of Receipt of Addenda form attached) will be issued that will include

responses to all questions received pertaining to the Project Specifications/Invitation for Bid within the

established deadline.

City of Colonial Heights

3

Finance / Purchasing Department

City Hall - 201 James Avenue 2nd Foor – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 MelvinL@colonialheightsva.gov

January 7, 2026,

INVITATION # 26-021102-7159

It shall be the full responsibility of all bidders to conduct a thorough and complete examination of the field

conditions prior to submitting their bids. Failure of bidders to completely familiarize themselves with the

conditions and requirements prior to submission of bid, shall in no way relive the contractor of the

responsibility of performing in such a manner as to meet or exceed the intent of the specifications.

Time Limit to Commence and Complete Work

The successful bidder shall commence work within seven (7) days after the Notice to Proceed is given to him

by the City. The anticipated Notice to Proceed Date is March 9, 2026. Once the Notice to Proceed has been

issued, the successful bidder shall complete all work within 60 calendar days.

For each day that any work remains uncompleted after the contract time specified above, the City will access

liquidated damages against the contractor at the rate of three hundred and fifty dollars ($350) for each and every

calendar day that the work remains uncompleted.

Guarantee of Work

The contractor shall assemble and duly guarantee all warranties as required by these specifications. He shall

assemble and deliver to the City all bonds, guarantees, releases, etc. required by these specifications before final

payment is made.

The contractor shall guarantee all work against defective workmanship and materials for a period of one (1)

year after acceptance of the project the City. The contractor at no cost shall make any equipment or work found

to be faulty during this period good to the City.

Proprietary Information

The Code of Virginia states: “Trade secrets or proprietary information submitted by a bidder, offeror, or

contractor in connection with a procurement transaction shall not be subject to public disclosure under the

Virginia Freedom of Information Act; however, the bidder, offeror, or contractor must invoke the protections of

this section prior to or upon submission of the data or other materials, and must identify the data or other

materials to be protected and state the reasons why protection is necessary.”

Minority Bidders

The City of Colonial Heights Purchasing Department encourages all businesses, including minority and women

owned business to respond to all invitations to Bid and Requests for Proposals.

City of Colonial Heights

4

Finance / Purchasing Department

City Hall - 201 James Avenue 2nd Foor – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 MelvinL@colonialheightsva.gov

January 7, 2026,

INVITATION # 26-021102-7159

Availability of Funds

It is understood and agreed between the parties that the City of Colonial Heights shall be bound hereunder only

to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

Choice of Law and Venue

Any disputes under a resulting contract, that cannot be resolved between the City of Colonial Heights and the

contractor, must be resolved in the Circuit Court of the City of Colonial Heights. Any resulting contract shall be

governed by the laws of the Commonwealth of Virginia. The contractor shall comply with all applicable

federal, state and local laws and regulations.

Bid guarantee (5% of total bid) - (Bid Bond Form Provided Must be Used)

Each proposal must be accompanied by a certified check or a bid bond equal to 5% of the bid amount. Such Bid

bond or check shall be submitted with the understanding that it shall guarantee that the bidder will not withdraw

his bid for a period of ninety (90) days after the scheduled closing time for receipt of bids, and that if his bid is

accepted, he will enter into an agreement with the owner in accordance with the Form of

Agreement as indicated herein. Any mistakes or error on the part of the bidder in preparing his bid confers no

right upon the bidder to withdraw his bid after the designated time in said Contract and give stipulated

Guarantee Bond within fifteen (15) days after written notification of award, the bidder in any particular hereof.

Bid Bonds will be returned to the unsuccessful bidders promptly after it is determined who the successful bidder

is and the award has been made.

Non-collusion Affidavit of Prime Bidder – (Form Provided Must be Used)

Each proposal must be accompanied by a properly executed and notarized copy of the Non-collusion Affidavit

of Prime Bidder.

Guarantee Bond – (Form Provided Must be Used)

If awarded the contract, the contractor shall furnish a performance bond and a labor and material payment bond

in the amount of 100% the total contract amount. (2 separate bonds). The performance bond and labor and

material payment bond shall be approved by the City Attorney.

In lieu of a bid, performance or payment bond, a bidder may furnish a certified check or cash escrow in the face

amount required for the bond. Upon approval of the City Attorney, a bidder may furnish a personal bond,

property bond or bank or saving and loan associations letter of credit on certain designated funds in the face

amount required. Approval shall be granted only upon a determination that the alternative form of surety affords

protection to the City equivalent to the corporate surety’s bond.

City of Colonial Heights

5

Finance / Purchasing Department

City Hall - 201 James Avenue 2nd Foor – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 MelvinL@colonialheightsva.gov

January 7, 2026,

INVITATION # 26-021102-7159

The contractor may require as part of the agreement between the subcontractor and the contractor, a payment

bond with surety thereon in the amount of 100% of the work sublet to the subcontractor. Each such bond shall

be constructed, regardless of language, as incorporating, within its provisions, the obligation to pay those

persons who furnish labor or material as aforesaid; provided however, that subcontracts between the Contractor

and the manufacture or a fabricator shall be exempt form the provision required a payment bond and provided

further that subcontracts for less than $10,000 are also exempt hereunder.

Other Contract Documents – (Forms Provided Must be Used)

The Hold Harmless Agreement and Non-collusion Affidavit of Subcontractors shall be submitted by the

successful bidder upon execution of the agreement. The Contractor’s Affidavit and Statement of Surety

Company shall be submitted by the contractor with the request for final payment.

Termination of Contract

It shall be the sole right of the City to terminate any contract upon written thirty (30) day notification to the

contractor.

Nondiscrimination Clause

In accordance with Section2.2-4311 of the Code of Virginia, every contract for goods or services over $10,000

shall include the following provisions:

The contractor will not discriminate against any employee or applicant for employment because of disability,

race, religion, sex or national origin except where religion, sex or national origin 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.

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.

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 shall include the provisions of the foregoing paragraphs, 1, 2 and 3 in every subcontract or

purchase order over $10,000 so that the provision will be binding upon each subcontractor or vendor.

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