Project Information

Bid Title

Reflective Sheeting & EC Film for Traffic Signs

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Mar 4, 2026

Closing Date

Apr 8, 2026

Government Level

State & Local

Status

Closed

Ref. #

26105-AG

Original Source

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Bid Documents

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Project Description

Bid Number:	26105-AG
Bid Title:	Reflective Sheeting & EC Film for Traffic Signs
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid is to purchase annual supplies of Reflective Sheeting and EC Film for Traffic Signs on an as needed basis for the Department of Public Works Traffic Engineering Division. Publication Date/Time: 3/4/2026 12:00 AM Closing Date/Time: 4/8/2026 3:00 PM Pre-bid Meeting: none Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Miscellaneous: The contract shall cover the period from May 1, 2026 through April 30, 2027. The City reserves the option to renew this agreement for four (4) additional one-year periods ending April 30, 2031. Unless notified in writing thirty (30) days prior to the expiration date, the contract will automatically renew during these periods. Related Documents: Reflective Sheeting 2026

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB#26105-AG

March 4, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

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

Reflective Sheeting & EC Film for Traffic Signs

Scope of Work: The intent of this Invitation for Bid is to purchase annual supplies of Reflective

Sheeting and EC Film for Traffic Signs on an as needed basis for the Department of Public Works

Traffic Engineering Division.

Bid Due: 3:00 p.m., April 8, 2026

Contract Officer: ________Amy Gardner________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

The Senior Buyer, Amy Gardner, 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: agardner@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 April 8, 2026 at 3:00 PM (local prevailing time), in Suffolk City Hall,

Purchasing Conference Room (#1086), 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

Reflective Sheeting & EC Film for Traffic Signs

SECTION/TITLE

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

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

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

ADDITIONAL INSTRUCTIONS........................................................................................... - 6 -

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

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

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 24 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 25 -

EXCEPTION PAGE .......................................................................................................... - 26 -

INSURANCE REQUIREMENTS ....................................................................................... - 27 -

-3-

PURPOSE

The intent of this Invitation for Bid is to purchase annual requirements of 3M, or approved equal,

Diamond Grade reflective sheeting and EC film on an as needed basis for the City’s Department

of Public Works Traffic Engineering Division, 800 Carolina Road, Suffolk, VA 23434, 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 May 1, 2026 through April 30, 2027.

The City reserves the option to renew this agreement for four (4) additional one-year periods

ending April 30, 2031. 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%. The City does not guarantee approval of any rate increase. The City must be

notified of any rate increases during the contract period.

SPECIFICATIONS

Products

Following is a listing of the Reflective Sheeting and EC Film that the City purchases on a regular

basis. Annual quantities listed below are estimated for the purpose of bid evaluation; the City

does not guarantee a minimum purchase of these materials. Materials shall be 3M or approved

equal.

Description

Black EC Film

Black EC Film

Black EC Film

Blue EC Film

Blue EC Film

Blue EC Film

Red EC Film

Red EC Film

Red EC Film

Green EC Film

Green EC Film

Green EC Film

MFG/Model

3M 1178C

3M 1178C

3M 1178C

3M 1175C

3M 1175C

3M 1175C

3M 1172C

3M 1172C

3M 1172C

3M 1177C

3M 1177C

3M 1177C

Size

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

Annual

Amount

15 Rolls

15 Rolls

15 Rolls

5 Rolls

5 Rolls

5 Rolls

8 Rolls

8 Rolls

8 Rolls

12 Rolls

12 Rolls

12 Rolls

-4-

Brown EC Film

Brown EC Film

Brown EC Film

Orange EC Film

Orange EC Film

White EG Film

Clear ECF Film

White Diamond Grade DG Cubed

White Diamond Grade DG Cubed

White Diamond Grade DG Cubed

Fluorescent Yellow Diamond Grade DG Cubed

Fluorescent Yellow Diamond Grade DG Cubed

Fluorescent Yellow Diamond Grade DG Cubed

Fluorescent Yellow Green DG Cubed

Fluorescent Yellow Green DG Cubed

Fluorescent Yellow Green DG Cubed

Orange Diamond Grade DG Cubed

Orange Diamond Grade DG Cubed

Orange Diamond Grade DG Cubed

Yellow Diamond Grade DG Cubed

Yellow Diamond Grade DG Cubed

Yellow Diamond Grade DG Cubed

Transfer Tape

White Magnetic Material

White Graphic Film with Adhesive

3M 1179C

3M 1179C

3M 1179C

3M 1174C

3M 1174C

3M 3290

3M 1170

3M 4090

3M 4090

3M 4090

3M 4081

3M 4081

3M 4081

3M 4083

3M 4083

3M 4083

3M 4084

3M 4084

3M 4084

3M 4091

3M 4091

3M 4091

3M TPM 5

RGMAGW

3M 180mC-10

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

36” x 50 Yards

36” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

30” x 50 Yards

36” x 50 Yards

48” x 50 Yards

48” x 100 Yards

24” x 25” x.30

Yards

48” x 50 Yards

3 Rolls

3 Rolls

3 Rolls

8 Rolls

8 Rolls

2 Rolls

3 Rolls

12 Rolls

12 Rolls

12 Rolls

10 Rolls

10 Rolls

10 Rolls

5 Rolls

5 Rolls

5 Rolls

3 Rolls

3 Rolls

3 Rolls

7 Rolls

7 Rolls

7 Rolls

10 Rolls

5 Rolls

5 Rolls

Prices for material shall include delivery. No additional delivery charges will be

allowed.

Delivery Requirements

1. All motor freight deliveries require twenty-four (24) hours’ notice. Contact person

for deliveries will be Deangelo Askew, Sign and Paint Superintendent, at (757)

514-7660 or daskew@suffolkva.us.

2. Deliveries shall be between the hours of 7:00 a.m. and noon and/or 12:30 p.m.

and 3:00 p.m.

3. The City of Suffolk requires that delivery be made at destination within the shortest

time frame possible. Bidders must provide a definitive time frame “in days” on the

BID FORM within which delivery will be made after receipt of order (ARO). Delivery

shall not exceed thirty (30) days from receipt of order.

Bid Evaluation and Award

If awarded, the bid shall be awarded to the lowest responsive and responsible bidder. In

determining the responsible bidder, the following factors shall be considered:

• Ability, capability, and skill of the bidder to perform the contract within the time frame(s)

specified.

• The character, integrity, reputation, judgment, experience and efficiency of the bidder.

• The quality of performance of previous contracts.

• The financial resources and ability of the bidder to perform the contract.

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Commodity Codes

• NAICS 339950Sign Manufacturing

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