158661 Carter wayside Specifications .pdf

Administrative Services/Procurement

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

Set-Aside for Small Business

IFB # 158661

INVITATION FOR BIDS IFB# 158661

Issue Date: January 24, 2024

Title: Maintenance Service

Commodity Code(s): 91039, 95863, 98836, 98807, 98808

Location Where Work Will Be Performed: Wythe County

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Christine Necessary

Email: Christine.necessary@vdot.virginia.gov

Phone: (276) 696-3248

NOTE TO BIDDERS

Pre-Bid Conference: A Mandatory Pre-bid Conference and Site Visit will be held at the Wytheville Residency 2:00 p.m.

Eastern Daylight Time (EDT), on, February 06, 2024. Refer to Solicitation Section V for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM Eastern Daylight Time (EDT) on February 16, 2024. Refer to Solicitation

Section VIII.A for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:30 AM Eastern Daylight Time (EDT) on February 16, 2024. Refer to

Solicitation Section VIII.B for instructions on how to participate.

REMINDERS

1. Be sure to read and follow all instructions in the solicitation. Make certain bid pricing is not unbalanced.

2. Ensure all bid documents are completed and fillable attachments are uploaded with the bid submission. Bid documents and fillable attachments include, but may not be limited to:

• Virginia State Corporation Commission

• Normal and Emergency Contacts

• Subcontractor Approval Request (if applicable)

3. OTHER INSTRUCTIONS TO BIDDERS: Be sure to read and follow any other instructions in the solicitation

4. Invoices generated as a result of the contract must be submitted to the address listed in the specifications.

5. Ensure prices are correct. In case of an error, the unit price will govern. Do not create a separate bid to make corrections.

Contact eVA Customer Care for assistance in modifying a bid, if needed.

6. Any addenda issued for this solicitation must be signed, scanned, and uploaded with the bid submission.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid.

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

Administrative Services Division

Bristol District/Wytheville Residency

Invitation for Bids IFB # 158661

Carter Wayside Maintenance Service

TABLE OF CONTENTS

Page

I. Purpose 2

II. Questions Regarding This Invitation For Bid 2

III. General 2

IV. Specifications/Contract Requirements 2

V. Pre-Bid Conference 9

VI. Method For Payment 9

VII. Invoicing 10

VIII. Bidders Instructions 10

IX. General Terms and Conditions 11

X. Special Terms and Conditions 18

Attachments:

A – Virginia State Corporation Commission Form

B – Normal and Emergency Contacts

C – Subcontractor Approval Request Form

RESOURCES BY REFERENCE

1. General Term and Condition C.1.(d): Anti-Discrimination - Link to Referenced Training

2. General Term and Condition CC: Civility in State Workplaces – Link to Referenced Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://www.virginiadot.org/business/virtualcampus.asp

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”), an agency of the Commonwealth of

Virginia, is soliciting bids from qualified firms to provide mowing, janitorial, and maintenance services at the

VDOT Carter Wayside Facility in accordance with the specifications contained herein. This facility is located on

Route F-044 at 0.45 miles east of route 613 in Wythe County.

PERIOD OF CONTRACT: The contract will be for a period of one year, with the start date to be determined at time of award (renewable).

SET-ASIDE: This solicitation is designated as a set-aside in accordance with the Small Business Enhancement

Award Priority as a Small Business Set-Aside Award Priority: Reference General Term and Condition, Paragraph Z, and Special Term and Condition Paragraph 3.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this Invitation for Bids shall be addressed to Christine Necessary, christine.necessary@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of questions or other matters raised. Provide questions by close of business five (5) days prior to the bid due date.

III. GENERAL:

For the purpose of clarification, each firm receiving this Invitation for Bid is referred to as a “Bidder” and the Bidder awarded the contract to supply the goods and services is referred to as a “Contractor.” Virginia Department of

Transportation is referred to as “Department” or as “VDOT,” and “Representative” refers to the VDOT Contract

Administrator who will be administering the contract. This Invitation for Bid states the instructions for submitting bids, the procedure and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between VDOT and the Contractor.

IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The Contractor shall provide all labor, equipment, supervision, materials, supplies, and tools to satisfactorily perform mowing, janitorial and maintenance services for the VDOT Carter

Wayside Facility per the specifications of this Invitation for Bid (IFB), at the frequencies and times specified. Services include all functions normally considered part of workmanlike, satisfactory janitorial work, whether or not specifically listed herein. Cleaning, mowing, and maintenance shall consist of services to be performed as outlined in this IFB. The supervisor shall report to the VDOT Contract

Administrator as necessary to communicate information pertaining to services or problems that may occur.

B. BID PRICES: The prices bid shall be in the form of a firm, fixed price for the line item described in the pricing schedule. Bid prices shall include, but not be limited to: profit; direct and indirect costs; general and administrative costs; supervision; and the use of cellular phones, and hand-held radios used by the

Contractor to conduct business.

C. FACILITY INFORMATION: The Carter Wayside facility is open from April 15th to October 15th during the hours of 8:00 am to 10:00 pm, seven days a week. The facility is made up of 15 acres, with three (3) picnic shelters, 52 picnic tables, and 50 trash receptacles located throughout the property. There are two (2) restrooms (one male and one female) located at the facility. These numbers are estimates only and it is the responsibility of the bidder to verify these counts during the site visit. It is the bidder’s responsibility to mailto:christine.necessary@vdot.virginia.gov

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service measure the spaces to be cleaned and to confirm square footage as needed. Bidders may take measurements during the site visit.

D. SPECIFICATIONS AND STANDARDS: All work shall be performed following the direction given by the VDOT Contract Administrator, or designee. The Contractor shall comply with all Federal, State, and

Local laws and/or regulations. Additionally, the Contractor shall remain in compliance with all

Occupational Safety and Health Administration (OSHA) and Virginia Occupational Safety and Health

(VOSH) personnel, equipment, and safety regulations, and conform to all VDOT requirements.

E. PERFORMANCE STANDARDS:

1. MOWING: The contractor shall satisfactorily mow grass; pick up litter, leaves and debris; and trim around sidewalks, trees, buildings, parking areas, driveways, and fences.

a. The Contractor shall mow all specified areas to a height of 3.00” – 3.25” using a reel or rotary type mower, or as directed by the VDOT Contract Administrator or designee.

Mowing heights are to be measured with mower on a flat, paved surface.

b. A high quality of cut shall be provided using mowers with sharp cutting edges.

c. Mowing shall be accomplished in such a manner as not to damage property, trees, shrubs, signs, or other appurtenances. When mowing around vehicles the Contractor shall mow in a direction as to keep grass clippings off the vehicles.

d. The Contractor shall remove all litter, accumulated leaves and debris from premises prior to mowing and dispose of it in an approved receptacle. For the purposes of this contract, litter and debris is defined as paper, trash, cigarette butts, branches, candy wrappers, cups, or anything unsightly or easily distributed by wind. Litter and debris pick up shall also consist of policing areas around the perimeter of all buildings and structures.

e. For the purpose of this bid, the Contractor can anticipate, weather permitting, mowing to be performed on a weekly basis, at a minimum, when the facility is open during the months of April through October. Additional mowing may be required during these months in the contract period as determined by the VDOT Contract Administrator or designee.

f. The VDOT Contract Administrator or designee has the right to suspend mowing scheduled during periods of dry weather or wet weather conditions.

g. Each mowing cycle shall be completed within two (2) days unless weather interruptions occur, in which case mowing shall be completed the following weather acceptable day.

h. The Contractor shall be responsible for mowing and/or trimming banks that are grass covered. VDOT will maintain banks along the roadway that are covered with brush and/or briars.

i. HAND MOWING OR STRING TRIMMING: The Contractor shall hand mow or string trim all areas around sidewalks, trees, buildings, parking areas, driveways, fences, and utility amenities each time a mowing is performed. Sidewalks and entryways to the facility must be open at all times.

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

2. MAINTENANCE:

a. SHELTERS & GROUNDS: The Contractor shall maintain all shelters; ensuring they are clean, and free of cobwebs and bees nests. Tables and floors shall be clean with no trash visible. All picnic tables and water fountains shall be clean, free of stains and trash. Litter and debris pick up shall consist of policing areas around the perimeter of all buildings, shelters, and grounds.

b. SWEEPING: The Contractor shall clean all sidewalks, driveways, and entrances after each mowing is performed. Sidewalks and entryways to the facility must be open at all times.

c. TRASH RECEPTACLES ON GROUNDS: The Contractor shall maintain all trash receptacles that are available for use, ensuring all trash receptacles are clean, complete, secure, and not overflowing. Trash receptacles shall be emptied multiple times per week if necessary to prevent them from overflowing.

d. TRASH, LITTER, AND DEBRIS REMOVAL: The Contractor shall be responsible for immediate removal and proper disposal of all trash, litter, and debris from the facility at no additional costs to VDOT. VDOT will not provide a dumpster on site. However, the

Contractor may place a dumpster at the facility for their use in disposal of trash. All costs associated with trash removal must be included in the bid price.

e. PEST CONTROL: The Contractor shall provide pest control services, including all materials for the three picnic shelters, for the control of the following pests: roaches, ants, spiders, silverfish, rats, and mice. Pest control services shall conform to all Federal, State, and local laws and regulations, and shall be used with all due precautions to avoid the possibility of accident to humans, domestic animals, and pets. All pest control services shall be performed in a professional manner and in accordance with the most modern, effective, and scientific pest control procedures. Pest control services shall be performed once a month.

3. JANITORIAL: The Contactor shall clean restrooms, including, but not limited to, light fixtures, and inside and outside surfaces, including splash surfaces.

a. Washbasins, toilets, toilet seats, and urinals shall be cleaned, disinfected, and wiped dry.

b. Floor areas adjacent to, and below, toilet and urinal fixtures shall receive close attention and effort. Floors shall be swept and damp mopped.

c. All trash receptacles shall be emptied.

d. The Contractor shall canvas each restroom and replenish all stock items as needed. This shall include, but is not limited to, paper towels, toilet paper, deodorizers, and hand soap.

e. Contractor shall inspect restrooms multiple times per week if necessary to ensure that they are clean and sanitary at all times.

f. The Contractor shall stock and replace light bulbs as necessary to ensure that restrooms are fully lit at all times.

g. LEVEL OF SERVICE: The Contractor shall provide a level of cleaning equal to or better than the standard defined by the Building Service Contractors Association (BSCA) for

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

“Adequate” cleaning. “Adequate” shall be defined as a cleaning standard that will provide neither serious nor repeated criticism.

4. INSPECTION: The VDOT Contract Administrator or designee will make periodic inspections, not less than once a week, of the facility after the scheduled service has been performed. Any discrepancies noted will be recorded in writing along with the date and time of the inspection. If there were any deficiencies noted, the VDOT Contract Administrator or designee will provide a copy of the report to the Contractor. Minor deficiencies shall be corrected during the next normal service period. The VDOT Contract Administrator or designee will contact the Contractor within two (2) hours of discovery of any major deficiencies, which shall be corrected within two (2) hours of notification.

5. DISCREPANCIES: The VDOT Contract Administrator or designee will use reasonable and prudent judgment in determining what a minor or major discrepancy is. Oversights in cleaning which do not significantly affect the sanitation, safety, or security of the locations will be considered as a minor discrepancy. Re-occurring minor discrepancies or a discrepancy that significantly affects the appearance of the facility will be considered as a major discrepancy.

F. PERSONNEL:

1. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein, and shall employ a sufficient number of qualified personnel who shall consistently perform the work described herein.

2. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor shall be responsible for the conduct and performance of their employees. The Contractor shall screen and employ only qualified personnel who shall be properly trained and skilled in the performance of their duties.

The Contractor shall provide documentation of the completed training for each employee within three (3) business days of request to the Contract Administrator. VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgment, are not adequately qualified to perform the work.

3. The Contractor’s employees shall follow all safety/security procedures requested by VDOT.

4. CONTACT PERSON: The Contractor shall assign a person as the Contact who shall have the authority to execute the contracted work. This person’s name and phone number shall be provided in Attachment B, Normal and Emergency Contacts.

5. Prior to starting service, the Contractor shall provide a complete plan of operations, including the number of employees assigned and their name, address, and telephone numbers, to the Contract

Administrator or designee.

G. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES: The Contractor shall be responsible for providing all necessary equipment, supplies, and materials required to perform the services requested in this Invitation for Bid.

1. The Contractor shall be responsible for providing all equipment, materials, cleaning supplies, and consumable supplies. The Contractor shall be responsible for all OSHA regulations regarding the use of these items.

a. The Contractor shall supply all consumable supplies, such as stocked paper towels, toilet tissue, hand soap, trash bags, deodorizers, and urinal cakes

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

b. The Contractor shall supply all materials needed to perform the job including, but not limited to, hand sanitizer, cleaning solutions, mops, brooms, sponges, buckets, and gloves.

c. The Contractor shall supply all equipment necessary to perform the job, including, but not limited to mowers, trimmers, and blowers

2. Limited space will be provided for supplies and equipment supplied by the Contractor (such as brooms, mops, and buckets) which shall remain on the job site during the life of the contract. The

Contractor shall be responsible for keeping this area in a neat and orderly fashion.

3. The equipment shall be maintained in good operating condition and in sufficient quantities to adequately perform all services, and available to the Contractor’s employees at all times.

4. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual

(ANSI).

5. All equipment shall be labeled with the Contractor’s name.

H. BUILDING SAFETY: Employees of the contractor shall be responsible for reporting fires, hazardous conditions, electrical, plumbing, water, sewage, and construction failure immediately to the Contract

Administrator or designee. Items in need of repair/replacement, including, but not limited to: burned out external lights, leaky faucets, and toilet stoppage, shall be reported right away to the Contract

Administrator or designee.

1. In any area where janitorial services are being performed, proper signage (such as “wet floors,” or

“closed for cleaning”) shall be used.

2. The Contractor’s employees shall close all windows, turn off lights, and lock storage room doors when cleaning is finished.

3. VDOT will provide access to the buildings that are to be cleaned. The Contractor shall be given the necessary keys for the duration of the contract and is responsible for the safekeeping of the keys during the contract period. The Contractor shall not loan or duplicate the keys. In the event the Contractor loses the keys, they will be charged for the replacement of the keys and all locks to the facility. The Contractor shall return the keys when the contract is terminated.

I. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the standards of the industry and to the complete satisfaction of the VDOT Contract Administrator or designee.

2. SIGNS OR ADVERTISEMENTS: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the VDOT Contract Administrator or designee.

3. DELIVERY AND PARKING: The Contractor shall not deliver nor store equipment within the

VDOT Right-of-Way or on VDOT property without first obtaining written permission from the

Contract Administrator or designee. However, if the Contract Administrator, or designee, approves the parking and storage arrangements, VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at this site.

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

4. DEBRIS/ HANDLING OF COLLECTED WASTE: All debris from performance of this contract is the property of Contractor. Debris shall be removed from the right-of-way and properly disposed of by the Contractor. Contractor shall be responsible for locating a legal disposal site for the proper disposal of all debris resulting from the operation. Disposal costs shall be included in bid prices. Debris shall be kept off the traveled portions and shoulders of the roadway at all times.

5. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of their employees as well as all subcontractors that may be utilized, using their best skill and attention. Subcontractors who perform work under this contract shall be responsible to the

Prime Contractor.

6. REVIEW OF THE WORK SITE: The VDOT Contract Administrator or designee will provide details of the work site for the Contractor prior to the start of work.

7. DAMAGES: The Contractor shall be responsible for any and all damages to VDOT and non-

VDOT property which are a direct result of the Contractor’s activities in the performance of this

Contract.

8. CONTRACTOR’S PERSONNEL: The Contractor shall be responsible for the conduct of all

Contractor’s and Subcontractor’s personnel while at the work site. The Contractor’s and

Subcontractor’s personnel shall at all times communicate with the traveling public, landowners, and citizens throughout the Bristol District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed, or promised to the

Contract Administrator or Contract Monitor.

9. BEHAVIOR: Behavior displayed by the Contractor’s and Subcontractor’s employees, such as catcalling, whistling, leering, rude or obscene gestures and any other disrespectful conduct will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently.

Repeated incidents shall be grounds for termination of the contract at the discretion of VDOT.

10. SUBCONTRACTORS: No portion of the contract shall be subcontracted without prior written consent of VDOT. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors on the attached Subcontractor Approval Request form

(Attachment C). The Contractor shall, however, remain fully liable and responsible for the work performed by its subcontractor(s) and shall assure compliance with all requirements of the contract.

11. COMMUNICATION: Each crew shall have at least one crewmember that communicates in

English (both orally and in writing) and comprehends the English language. This crewmember shall communicate instructions to other crewmembers or coordinate this communication. The

English used by this person must be understood by VDOT personnel.

12. APPEARANCE: Any person working under this contract shall be neat in appearance at all times.

Proper dress shall include long pants (slacks) and shirts or blouses with sleeves (short or long and buttoned if required). Clothing should be appropriate for weather conditions.

13. COORDINATION WITH VDOT FORCES: Painting and other repair or rehabilitation work may be required to be done by other Contractors and/or VDOT personnel during the Contract period. The Contractor shall coordinate cleaning services with the other Contractors when required by the VDOT Contract Administrator or designee.

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

J. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contactor shall ensure that all personnel and equipment comply with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes, but is not limited to, equipment having vehicular backup alarm systems and flashing lights, and equipment that contains a roll over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Refer to Special Terms and Conditions #23 for Safety and Health Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contactor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the

Contractor’s operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the Contract

Administrator, or designee, will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the worker’s and/or general public, for failure to carry out orders for such period, and as may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

4. SAFETY EQUIPMENT: The Contractor shall also provide and ensure that all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. Necessary safety supplies and equipment, shall include, but is not limited to, safety hats, vests, steel toe shoes, gloves, glasses, etc. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract.

5. FIRST AID KITS: The Contractor shall ensure that a First Aid Kit is on each job site at all times. The first aid kits shall contain at least the minimum number and types of supplies as required by the OSHA and VOSH Standards.

K. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The Contractor's official notification is the issuance of a purchase order outlining work to be accomplished.

2. RESPONSE TIME: The Contractor shall report to work within five (5) calendar days after the first notification by the Contract Administrator or designee.

3. COMPLETION OF WORK: The Contractor shall complete all directed work after commencing and before leaving work site.

4. CONTINUOUS OPERATION REQUIRMENT: The Contractor shall provide a continuous operation once they commence work, with the exception of interruptions caused by delays authorized by the Contract Administrator or designee. If this is not done, a Procurement

Complaint Form may be issued, which may ultimately result in the default of the contract in accordance with General Terms & Conditions, Default, Paragraph P.

5. CONTRACTOR’S FAILURE TO REPORT: If a Contractor fails to commence work at the mutually agreed upon time, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Terms &

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

Conditions, Default, Paragraph P. A Procurement Complaint Form may be issued against the

Contractor.

L. AUTHORIZED WORK HOURS:

1. SCHEDULES: All work shall be performed during daylight hours. Work shall provide as minimal interruption to visitors as possible. At all times the Contractor shall be aware of visitors and assure that safety is of the top priority.

2. HOLIDAY WORK RESTRICTIONS: The facility experiences higher volume of traffic on state and federal holidays. The Contractor may be required to perform service on holidays to clean restrooms and to empty trash receptacles throughout the facility.

V. MANDATORY PRE-BID CONFERENCE:

A mandatory in person pre-bid conference will be held February 02, at 2:00 p.m. at the Wytheville Residency Office

2843 Chapman Road, Wytheville, VA 24382. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. NO ONE WILL BE ADMITTED

AFTER 2:05 p.m.

Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

A SITE VISIT WILL BE REQUIRED by bidders to physically visit the complex to familiarize themselves with the area and associated surfaces to be cleaned and to verify estimated quantities in order to be able to provide a solid, firm bid. This site visit will be conducted immediately after the pre-bid meeting. A site visit for all locations listed herein will occur the day of the Prebid meeting.

VI. METHOD FOR PAYMENT:

Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of satisfactory goods received and/or completion of work. Invoices shall be submitted to the address listed below for all items completed within the designated billing period.

Payment will be made via check, ACH, or EDI. Payment may also be made via P-Card for invoices within the P-Card limit if the Contractor accepts the State’s Small Purchase Charge Card. For questions about eVA please contact eVA

Customer Care center at eVACustomerCare@DGS.Virginia.gov. For questions about electronic payments please contact DOA at (804) 692-0473 or via email at: edi@doa.virginia.gov.

A. PAYMENT: Payment will be made monthly based upon line item shown in the pricing schedule. The bid price per month shall include cost for all services in this Invitation for Bid.

B. VERIFICATION: The Contractor shall ensure work is completed and is in compliance of the contract specifications. The Contract Administrator or designee will inspect the facility throughout the month to ensure compliance with the specifications and that the work has been done satisfactorily. Any deficiencies shall be corrected by the Contractor, at the Contractor’s sole expense prior to final acceptance of the work.

mailto:edi@doa.virginia.gov

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service

If necessary, the VDOT Contract Administrator may request a meeting with the Contractor to discuss contract performance.

VII. INVOICING:

Invoices may be submitted monthly to the address and section listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates.

Virginia Department of Transportation

Wytheville Residency

Attn: Karen Umberger

2843 Chapman Road

Wytheville, VA 24382

In lieu of mailing, invoices may be submitted as an attachment via email to: karen.umberger@vdot.virginia.gov.

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

A. BID SUBMISSION – INSTRUCTIONS: All bids must be submitted electronically online via eVA using the bidder’s established eVA Supplier Account. The entire bid response including any/all attachments and any/all addenda must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed, or hand-delivered bids will not be accepted.

To learn how to submit an online bid in eVA please refer to the online supplier training page at:

https://eva.virginia.gov/supplier-training-materials.html

The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training

Materials page at: https://www.youtube.com/watch?v=KSxcAkOekW0

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting.

Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367 or via email at eVACustomerCare@dgs.virginia.gov.

B. PUBLIC BID OPENING: Bids will be opened at the time stated on the electronic posting and the reminders page of this solicitation, and their contents, per the Virginia Public Procurement Act and

Commonwealth of Virginia Vendor’s Manual, will be made public for the information of bidders and others interested.

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Meeting ID: 236 129 998 03

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Or call in (audio only)

+1 434-230-0065,,229228722# United States, Lynchburg

Phone Conference ID: 229 228 722#

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The bid opening will begin promptly at the time indicated. At the start of the conference, the VDOT

Representative will conduct a roll call to identify the individuals participating on the call. Participants will be requested to provide their names, company, and contact information during the roll call.

If you are unable to access the teleconference at the scheduled time please contact the Contract Officer via email and a bid reading will be provided.

The provisions of § 2.2-4342 of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia

Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors

Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of

Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair

Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably tel:+14342300065,,229228722 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=229228722 https://dialin.teams.microsoft.com/usp/pstnconferencing

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service 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.

b. 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.

c. 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.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the

Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the

Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the

Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over

$10,000: By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

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Carter Wayside Maintenance Service

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the

Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs AND RFPs:

Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the

Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

I. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number

(for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be resolved in accordance with Code of

Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The

Bristol District/Wytheville Residency

Carter Wayside Maintenance Service provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC

CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT

STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS,

CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF (BIDDERS/OFFERORS): The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

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Carter Wayside Maintenance Service

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation.