Request for Proposals

Emergency Procurement:

Reference: https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4303/

§ 2.2-4303. Methods of procurement.

F. In case of emergency, a contract may be awarded without competitive sealed bidding or competitive negotiation; however, such procurement shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. The public body shall issue a written notice stating that the contract is being awarded on an emergency basis, and identifying that which is being procured, the contractor selected, and the date on which the contract was or will be awarded. This notice shall be posted on the Department of General Services’ central electronic procurement website or other appropriate websites, and in addition, public bodies may publish in a newspaper of general circulation on the day the public body awards or announces its decision to award the contract, whichever occurs first, or as soon thereafter as is practicable. Posting on the Department of General Services’ central electronic procurement website shall be required of any state public body. Local public bodies are encouraged to utilize the Department of General Services’ central electronic procurement website to provide the public with centralized visibility and access to the Commonwealth’s procurement opportunities.

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REQUEST FOR PROPOSALS

Street Paving
April 19th, 2019

The Town of Gate City, Virginia is seeking sealed bid proposals from licensed contractors for asphalt paving on Knob Court.  Paving area is approximately 150’x20’ and shall have a compacted depth of 2”.

CONTACT PERSON:

Greg Jones, Town Manager
Town of Gate City
156 East Jackson Street
Gate City, VA  24251
(276) 386-3831
townmanager@mygatecity.com

PROPOSAL DUE:

Proposals must be marked “Sealed-Bid, Knob Court Paving Project” and are due in the Gate City Town Hall by May 10, 2019 by 4:00 p.m. Facsimiles or e-mailed proposals will not be accepted.

SITE VISIT:

It is highly recommended that contractors visit the project site to examine site conditions and constraints prior to submitting a bid.

PROJECT PROCESS:

1: Meet with Town staff for site evaluation.

2: Pave street as proposed under approved contract.

PROPOSAL REQUIREMENTS:

  1. Name, address and brief history of company.
  2. Brief resume of key personnel assigned to this project.
  3. Detailed bid, itemizing all costs for the work described above. Include any and all

fees for service, materials, permits or documents.

  1. Estimated number of days from notice of award to project completion.
  2. Related experience of other projects that are similar in scope to this one.
  3. Two (2) copies of complete proposal

 PROJECT AWARD:

A recommendation for selection will be based upon each company’s prior experience, project knowledge and bid price. The Town of Gate City reserves the right to accept or reject any or all bids.

REQUEST FOR PROPOSALS

Street Paving
April 19th, 2019

 The Town of Gate City, Virginia is seeking sealed bid proposals from licensed contractors for asphalt paving on Knob Court.  Paving area is approximately 150’x20’ and shall have a compacted depth of 2”.

CONTACT PERSON:

Greg Jones, Town Manager
Town of Gate City
156 East Jackson Street
Gate City, VA  24251
(276) 386-3831
townmanager@mygatecity.com

PROPOSAL DUE:

Proposals must be marked “Sealed-Bid, Knob Court Paving Project” and are due in the Gate City Town Hall by May 10, 2019 by 4:00 p.m. Facsimiles or e-mailed proposals will not be accepted.

SITE VISIT:

It is highly recommended that contractors visit the project site to examine site conditions and constraints prior to submitting a bid.

PROJECT PROCESS:

1: Meet with Town staff for site evaluation.
2: Pave street as proposed under approved contract.

PROPOSAL REQUIREMENTS:

  1. Name, address and brief history of company.
  2. Brief resume of key personnel assigned to this project.
  3. Detailed bid, itemizing all costs for the work described above. Include any and all fees for service, materials, permits or documents.
  4. Estimated number of days from notice of award to project completion.
  5. Related experience of other projects that are similar in scope to this one.
  6. Two (2) copies of complete proposal

 PROJECT AWARD:

A recommendation for selection will be based upon each company’s prior experience, project knowledge and bid price. The Town of Gate City reserves the right to accept or reject any or all bids.

REQUEST FOR PROPOSALS

TOWN-WIDE HOUSING NEEDS ASSESSMENT
TOWN OF GATE CITY, VIRGINIA

A. PROJECT DESCRIPTION

The Town of Gate City has been awarded a Town-wide Housing Needs Assessment Planning Grant by the Virginia Department of Housing and Community Development (DHCD). The primary purpose of this grant is to assess and analyze housing conditions throughout the Town of Gate City and will be accomplished through surveys of residential structures in the Town for the purpose of determining concentrations of blight and potential Community Improvement projects. The planning project will conform to the policies, regulations, and requirements set forth by DHCD.

B. SCOPE OF SERVICES

The specific scope of services required is described below:

1. Completion of all required work activities in accordance with DHCD and federal regulations.

2. Assessment of residential properties throughout the Town of Gate City to determine physical condition, accumulations of debris, dilapidated out-buildings, deficient infrastructure, and other deleterious conditions for the purpose of identifying concentrations of blight and potential future CDBG Community Improvement Grant projects.

3. Creation of summary tables and maps of building conditions and other blighting influences on the Town of Gate City neighborhoods.

4. Availability for public meetings and Project Management Team meetings for the purpose of communicating the findings of the housing assessment and for the proper implementation of the planning study.

5. Assistance with providing assessment findings to DHCD in the form of a report including a narrative discussion of the findings, prioritization of neighborhoods according to need, mapping, and any other details that properly characterize housing conditions in Gate City.

C. CONTENTS OF RESPONSE

Proposals should be submitted for review by the Town of Gate City and should include, but not necessarily be limited to, the following items:

1. A general description of the firm’s philosophy, experience, and capabilities.

2. An annotated outline of the scope of services to be provided based on the perspective and experience of the firm.

3. Recent experience with similar type projects, particularly DHCD-funded planning grants. Submit brief descriptions of the scope of similar projects, contact person, address, telephone number, and e-mail address.

4. Qualifications, background resumes, and availability of staff persons who will perform the work.

D. SELECTION PROCESS/CRITERIA

A Selection Committee will review proposals and make a selection based on the following criteria:

  • Understanding of the project and proposed scope of services.
  • Experience with fulfilling DHCD’s requirements for implementing and administering a Housing Needs Assessment planning grant.
  • Staff capabilities to provide timely execution of management services.
  • Performance on similar projects based upon references.

The Committee shall evaluate all proposals and rank firms according to their ability to perform the requested work tasks. The Committee may then invite the top ranked respondents to attend a presentation/interview as part of the evaluation process. The Town, however, reserves the right to waive the interview process and to negotiate with the most qualified respondent. The Town further reserves the right to reject any and all proposals that fail to qualify as responsive to the Town’s needs.

The highest ranked respondent will enter into contract negotiations, and a final scope of services, amount and method of compensation will be determined. If a mutually acceptable contract for services cannot be successfully negotiated, the Town will commence negotiations with the next highest ranked respondent, and continue until a contract is successfully negotiated.

The contract will be a fixed-fee contract for specified work tasks. Payments to the awarded firm will be based on costs incurred and work tasks completed.

The Town of Gate City reserves the right to negotiate with the selected firm for any subsequent services for this town-wide housing rehabilitation project.

E. INCURRING COSTS

The Town of Gate City is not liable for any costs incurred by contractors prior to issuance of a contract.

F. IMMIGRATION REFORM AND CONTROL ACT OF 1986

By submitting this proposal, the offeror certifies that it does not and will not during the performance of this contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits the employment of illegal aliens.

G. SUBMISSION

Any questions related to this Request for Proposals should be directed to Mr. Greg Jones, Town Manager, Town of Gate City, at (276) 386-3831 or at townmanager@mygatecity.com.

Four (4) copies of the proposals should be sent to Mr. Greg Jones, Town Manager, Town of Gate City, 156 East Jackson Street, Gate City VA 24251. The deadline for receipt of proposals is 3:00 p.m. on December 20th, 2018.

All responding firms/individuals shall comply with Executive Order 11246.

The Town of Gate City is an Equal Opportunity Employer and does not discriminate on the basis of race, sex, political affiliation, or faith-based organizations.

Minority and/or female owned businesses/firms and Section 3 businesses/firms are encouraged to respond.

Town of Gate City, VA

Request for Proposal

For
Utility Billing Software System
June 18th, 2018
Proposal Deadline:
August 10th, 2018

Click Here For Details

Town of Gate City

Gate City, Virginia

For Professional Municipal Pre-Audit 2017

Year End Accounting Services

REQUEST FOR PROPOSAL

The Town of Gate City, Virginia is accepting proposals from qualified professionals to provide Accounting Services to perform the following services.

  1. CPA to provide a pre-audit for FY-2017

CPA firm must demonstrate governmental accounting experience.

CPA firm must be licensed in Virginia and have experience in governmental accounting. Please provide references.

This will be for the inclusion of all of the Town of Gate City and the Gate Sanitation Authority.

Proposals endorsed “Certified Public Accountant” will be received at the Town Manager’s Office, Town Hall, 156 East Jackson Street, Gate City, Virginia, 24251; until 3:00 p.m., on November 3, 2017.

The RFP will be approved per Town Council. Any questions concerning this RFP, may be obtained at the Town of Gate City Town Hall, 156 East Jackson Street, Gate City, Virginia, by contacting (276)-386-3831, or via email request to treasurer@mygatecity.com

The acceptance of any proposal made pursuant to this invitation shall not be binding upon the Town until a Contract is executed by both parties.  All proposals shall specify terms and show delivery date.

The Town Council reserves the right to reject any or all proposals; waive any irregularity in the proposals received; and to accept any proposal which it shall deem to be most favorable to the interest of the Town.

Bidder’s attention is invited to the requirements of Title 54, Chapter 7, of the Code of Virginia, pertaining to registration.

Greg Jones
Town Manager
Town of Gate City

Town of Gate City

Gate City, Virginia

For Professional Municipal

Monthly Accounting Services

REQUEST FOR PROPOSAL

The Town of Gate City, Virginia is accepting proposals from qualified professionals to provide Accounting Services to perform the following services:

CPA to provide the following:

  1. Assistance with preparation of monthly financial statement, and
  2. Support for monthly journal entries

CPA firm must be licensed in Virginia and have experience in governmental accounting. Please provide references.

This will be for the inclusion of all of the Town of Gate City and the Gate City Sanitation Authority.

Proposals endorsed “Certified Public Accountant” will be received at the Town Manager’s Office, Town Hall, 156 East Jackson Street, Gate City, Virginia, 24251; until 3:00 p.m., on November 3, 2017.

The RFP, which requires 3 years with a 2 year optional extension, per Council approval, including specifications, may be obtained at the Town of Gate City Town Hall, 156 East Jackson Street, Gate City, Virginia, by contacting (276)-386-3831, or via email request to treasurer@mygatecity.com

The acceptance of any proposal made pursuant to this invitation shall not be binding upon the Town until a Contract is executed by both parties.  All proposals shall specify terms and show delivery date.

The Town Council reserves the right to reject any or all proposals; waive any irregularity in the proposals received; and to accept any proposal which it shall deem to be most favorable to the interest of the Town.

Bidder’s attention is invited to the requirements of Title 54, Chapter 7, of the Code of Virginia, pertaining to registration.

Greg Jones
Town Manager
Town of Gate City

Town of Gate City

Gate City, Virginia

Water Treatment Plant Upgrades

ADVERTISEMENT FOR BIDS

Sealed Bids for the construction of the Water Treatment Plant Upgrades will be received, by the Town of Gate City, at Town Hall, 156 E. Jackson Street, Gate City, VA 24251, until 3:00 PM local time on Tuesday, October 17, 2017, at which time the Bids received will be publicly opened and read.  The Project consists of constructing roof replacements on the raw water, reclaim, and WTP lab buildings; door replacements on the raw water and reclaim buildings; SCADA system upgrades; clearwell baffles; chlorine scales; a backwash control system; and the replacement of 37 commercial water meters.

Bids will be received for a single prime Contract.  Bids shall be on a unit price basis.

The Issuing Office for the Bidding Documents is: Mattern & Craig, 429 Clay Street, Kingsport, TN; 423-245-4970.  Prospective Bidders may examine the Bidding Documents at the Issuing Office on Mondays through Fridays between the hours of 8:00 a.m. and 5:00 p.m., and may obtain copies of the Bidding Documents from the Issuing Office as described below.

Bidding Documents also may be examined at Dodge Plan Room, Roanoke, VA; Associated General Contractors, Blountville, TN; and The Builders Exchange, Knoxville, TN; the office of the Town of Gate City, 156 East Jackson Street, Gate City, VA 24251, on Mondays through Fridays between the hours of 8:00 AM to 5:00 PM local time; and the office of the Engineer, Mattern & Craig, 429 Clay Street, Kingsport, TN 37660, on Mondays through Fridays between the hours of 8:00 AM to 5:00 PM local time.

MBE/WBE firms are encouraged to submit bids. Bidders must comply with the following: the President’s Executive Order # 11246 prohibiting discrimination in employment regarding race, color, creed, sex, or national origin; the President’s Executive Orders # 12138 and 11625 regarding utilization of MBE/WBE firms; the President’s Executive Order 13658 regarding minimum wages on federal funded construction contracts; the Civil Rights Act of 1964; the Davis-Bacon Act; and Section 436 of P. L. 113-76, American Iron and Steel. Bidders must certify that they do not or will not maintain or provide for their employees any facilities that are segregated on the basis of race, color, creed, or national origin.

Bidding Documents are available on compact disc (as portable document format (PDF) files) for a non-refundable charge of $50.00, including shipping via overnight express service.  Alternatively, printed Bidding Documents may be obtained from the Issuing Office either via in-person pick-up or via mail, upon issuing Office’s receipt of payment for the Bidding Documents.  The non-refundable cost of printed Bidding Documents is $250.00 for each set, payable to Mattern & Craig.  Upon Issuing Office’s receipt of payment, printed Bidding Documents will be sent via UPS.  The date that the Bidding Documents are transmitted by the Issuing Office will be considered the Bidder’s date of receipt of the Bidding Documents.  Partial sets of Bidding Documents will not be available from the Issuing Office.  Neither Owner nor Engineer will be responsible for full or partial sets of Bidding Documents, including Addenda if any, obtained from sources other than the Issuing Office.

A pre-bid conference will be held at 10:00 AM local time on Wednesday, September 27, 2017, at the Gate City Town Hall, 156 E. Jackson Street, Gate City, VA 24051.  Attendance at the pre-bid conference is highly encouraged but is not mandatory.

Town of Gate City

Gate City, Virginia

East Jackson Street Sidewalk Enhancements Phase II

ADVERTISEMENT FOR BIDS

Sealed Bids for the construction of the East Jackson Street Sidewalk Enhancements will be received, by the Town of Gate City, at Town Hall, 156 E. Jackson Street, Gate City, VA 24051, until 10:00 AM local time on July 25, 2017, at which time the Bids received will be publicly opened and read.  The Project consists of constructing approximately 800 lf of 5-ft sidewalk, 550 square feet of segmental block retaining wall, and related appurtenances.

Bids will be received for a single prime Contract.

Bids shall be on a unit price basis. The Issuing Office for the Bidding Documents is:  The Issuing Office for the Bidding Documents is: Mattern & Craig, 429 Clay Street, Kingsport, TN, Jason Snapp, P.E. (423) 245-4970, djsnapp@matternandcraig.com. Prospective Bidders may examine the Bidding Documents at the Issuing Office on Mondays through Fridays between the hours of 8:00 a.m. and 5:00 p.m., and may obtain copies of the Bidding Documents from the Issuing Office as described below.

Bidding Documents also may be examined at Dodge Plan Room, Roanoke, VA; Associated General Contractors, Blountville, TN; and The Builders Exchange, Knoxville, TN; online at www.mygatecity.com; the office of the Town of Gate City, 156 East Jackson Street, Gate City, VA 24251, on Mondays through Fridays between the hours of 8:00 am to 5:00 pm local time; and the office of the Engineer, Mattern & Craig, 429 Clay Street, Kingsport, TN 37660, on Mondays through Fridays between the hours of 8:00 am to 5:00 pm local time.

Bidding Documents are available on compact disc (as portable document format (PDF) files) for a nonrefundable charge of $50.00, including shipping via overnight express service.  Alternatively, printed Bidding Documents may be obtained from the Issuing Office either via in-person pick-up or via mail, upon issuing Office’s receipt of payment for the Bidding Documents.  The non-refundable cost of printed Bidding Documents is $250.00 for each set, payable to Mattern & Craig.  Upon Issuing Office’s receipt of payment, printed Bidding Documents will be sent via UPS.  The date that the Bidding Documents are transmitted by the Issuing Office will be considered the Bidder’s date of receipt of the Bidding Documents.  Partial sets of Bidding Documents will not be available from the Issuing Office.  Neither Owner nor Engineer will be responsible for full or partial sets of Bidding Documents, including Addenda if any, obtained from sources other than the Issuing Office.

A pre-bid conference will be held at 10:00 AM local time on July 11, 2017 at the Town Hall, 156 E. Jackson Street, Gate City, VA 24051.  Attendance at the pre-bid conference is highly encouraged but is not mandatory. Bid security shall be furnished in accordance with the Instructions to Bidders.

Owner: Town of Gate City, VA

By: Greg Jones
Title: Town Manager
Date: June 18, 2017

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