Project Information

Bid Title

Inspection & Maintenance of Radio Communications Towers

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Mar 24, 2026

Closing Date

May 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

26119-JT

Original Source

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Project Description

Bid Number:	26119-JT
Bid Title:	Inspection & Maintenance of Radio Communications Towers
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is to establish an annual contract for Radio Communications Tower Inspection and Maintenance Services, to include ancillary parts and services, which will provide for the proper inspection, preventative maintenance and any corrective maintenance needed for the City’s five (5), two-way radio communications towers. Maintenance shall include parts, labor and travel to all five (5) tower sites. Publication Date/Time: 3/24/2026 12:00 AM Closing Date/Time: 5/2/2026 3:00 PM Contact Person: Julie Turner, CPPB, NIGP-CPP, VCA Senior Buyer jeturner@suffolkva.us 757-514-7522 Related Documents: 26119-JT Inspection and Maintenance of Radio Communications Towers

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB#26119-JT

March 24, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

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

https://www.suffolkva.us/Bids.aspx?CatID=17

Inspection & Maintenance of Radio Communications Towers

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.

SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is to establish an annual contract for

Radio Communications Tower Inspection and Maintenance Services, to include ancillary parts

and services, which will provide for the proper inspection, preventative maintenance and any

corrective maintenance needed for the City’s five (5), two-way radio communications towers.

Maintenance shall include parts, labor and travel to all five (5) tower sites.

Bid Due: 3:00 p.m., May 2, 2026

Contract Officer: ________Julie Turner________________

Julie Turner, CPPB, NIGP-CPP, VCA, Senior Buyer, jeturner@suffolkva.us

The Senior Buyer, Julie Turner 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: jeturner@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.

**AN ORIGINAL SECTION "A" IS REQUIRED AS SUBMITTAL**

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

-1-

In compliance with this invitation for bids, 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 previous page

signature certifies he 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 May 2, 2026, at 3:00 PM (local prevailing time), in the City of Suffolk City

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

5237.

ALL BIDS MUST BE SUBMITTED TO PURCHASING PRIOR TO 3:00 P.M.

SUBMITTALS

Bidder should submit the entire IFB as their bid package.

Bids will be accepted through EVA.

For bids mailed or hand delivered, mark outside of envelope with the Invitation for Bid number

IFB 26119-JT and submitting company’s name

Note: Any bidder failing to mark the outside of the envelope, as set forth herein may not be

entitled to have their bid considered.

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INVITATION FOR BID

TABLE OF CONTENTS

Inspection & Maintenance of Radio Communications Towers

SECTION/TITLE

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

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

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

GENERAL SPECIFICATIONS ............................................................................................ - 4 -

ANNUAL INSPECTION SERVICES................................................................................................................ - 7 -

ADDITIONAL INSTRUCTIONS................................................ Error! Bookmark not defined.

CONTRACT TERMS AND CONDITIONS ................................ Error! Bookmark not defined.

BID FORM ........................................................................................................................ - 25 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 27 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA.....................................28

EXCEPTION PAGE ...............................................................................................................29

INSURANCE REQUIREMENTS ............................................................................................30

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PURPOSE

The intent of this Invitation for Bid (IFB) is to establish an annual contract for Radio

Communications Tower Inspection and Maintenance Services, to include ancillary parts

and services, which will provide for the proper inspection, preventative maintenance and

any corrective maintenance needed for the City’s five (5), two-way radio communications

towers. Maintenance shall include parts, labor and travel to all five (5) tower sites.

Bid price shall include vehicle(s), per diem, and all tools and incidental materials and

supplies required to perform the services described herein in accordance with all

specifications, terms, and conditions of the IFB.

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 Senior Buyer 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.

CONTRACT PERIOD

The contract shall cover the period beginning June 1, 2026 and continuing through May

31, 2027.

This contract may be renewed based on the terms and conditions at the expiration of its

term at the sole discretion of the City. Automatic renewals will occur for up to four (4)

additional one-year periods through May 31, 2031. The right is further reserved by the

City to not renew the resulting contract at the expiration of the anniversary date by

furnishing the contractor with thirty (30) days written notice.

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 three percent (3%). The City does not guarantee any rate

increase.

GENERAL SPECIFICATIONS

Project Goals and Objective

It is the goal of this project to implement a radio communications tower inspection and

maintenance program that ensures FCC and FAA Regulatory Compliance, ensures

satisfactory technical operation, and complies with insurance requirements to include

required annual inspections and accountability in the event of accident.

Work shall include annual inspections of five (5) radio communications tower sites,

routine maintenance and repair, and the submission of comprehensive written reports of

same to the City of Suffolk.

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Tower sites to be inspected and maintained are as follows:

Tower

Size

Location

Whaleyville

Driver

Downtown Site

Pruden

Hunter

400' (guyed)

400' (guyed)

300' (self-supporting)

300’ (self-supporting)

300’ (self-supporting)

Off 6430 Whaleyville Blvd.

Off King’s Highway (Seaboard Trail)

132 Pender St.

441 Pruden Blvd. (Route 460)

5850 Greenwood Rd.

Performance Standards

All work shall be performed in compliance with the following:

a. FCC Rules and Regulations, Part 17 - Construction, Marking and Lighting of

Antenna Structures

b. FAA Advisory Circular, AC No: 70/7460-1H with Changes, Obstruction Marking

and Lighting

c. EIA Standard, EIA-222-D, Structural Standards for Steel Antenna Towers and

Antenna Supporting Structures

d. Applicable Local Building Codes (e.g. BOCA, NEC, etc.)

e. Tower manufacturer preventative and corrective maintenance requirements,

including emergency procedures

The Contractor shall be responsible for the cited regulations only with regard to

application to maintenance of the tower structure and appurtenances. Compliance with

regard to transmitting and receiving equipment and operations shall be the responsibility

of others.

Project Manager

One representative shall be designated by the Contractor as Project Manager and as a

sole source of contact between the City and Contractor. The Project Manager shall bear

full responsibility for supervising and coordinating the implementation and continuation of

this contract.

Assignment of other personnel to serve as Project Manager by the vendor shall be

subject to concurrence by the City; a resume stating the experience and qualifications of

the Project Manager will be included in the vendor's bid.

The successful vendor may be asked to describe the project management system that

will be used to implement and continue the proposed contract on schedule.

Sites Visit

Prior to submitting a bid, each Bidder must examine the specifications, terms, and

conditions thoroughly. He should visit the tower site locations to familiarize himself with

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Commodity Codes

• NAICS 237130Power and Communication Line and Related Structures Construction
• NAICS 811213Communication Equipment Repair and Maintenance

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