158765IFB.pdf

Administrative Services/Procurement Unplanned Oncall Hourly Tree Trimming Services NoVA District

IFB-158765

INVITATION FOR BIDS IFB# 158765

Issue Date: March 15, 2024 Title: Unplanned Oncall Hourly Tree Trimming/Removal Services Commodity Code(s): 98888 Location Where Work Will Be Performed: NoVa District

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Nasir Chhipa Email: nasir.chhipa@vdot.virginia.gov Phone: 804-643-1451

NOTE TO BIDDERS

Virtual Pre-Bid Teleconference: An Optional Pre-Bid Teleconference will be held at 10:00 AM EST March 26, 2024. Refer to Solicitation Section VI. for instructions on how to participate.

Solicitation Closing Date and Time: 11:00 AM EST on April 9, 2024. Refer to Solicitation Section IX.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:30 AM EST on April 9, 2024. Refer to Solicitation Section IX.2 for instructions on how to participate.

REMINDERS

1. Make certain bids are not unbalanced in accordance with Special Term for “Unbalanced Bids”

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

3. VA STATE CORPORATION COMMISSION

4. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT (if applicable)

5. NORMAL AND EMERGENCY CONTRACTS

6. REFERENCES

7. SUBCONTRACTOR APPROVAL REQUEST (if applicable)

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

9. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

mailto:nasir.chhipa@vdot.virginia.gov

Administrative Services/Procurement

NoVA District

IFB-158765

Administrative Services Division NoVA District

Invitation for Bid (IFB) – Unplanned Oncall Hourly Tree Trimming/Removal Services

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.f 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.

TABLE OF CONTENTS Page

I. Purpose 3 II. Questions Regarding This Invitation For Bid 3

III. General 3 IV. Definitions 3 V. Specifications/Contract Requirements 4-9

VI. Pre-Bid Conference 9-10 VII. Method for Payment 10

VIII. Invoicing 10 IX. Bidders Instructions 10-11 X. General Terms and Conditions 11-18

XI. Special Terms and Conditions 18-26 Attachments:

A. Vendor Qualification Equipment Inventory Certification Form B. VA State Corporation Commission Form C. Normal and Emergency Contacts D. Subcontractor Approval Request E. Virginia Code Red Ozone Days F. Provisions G. Special Notes H. Guide for Line of Sight Clearance I. Guide for Vertical/Horizontal Clearance J. References K. Small Business Subcontracting Plan L. NoVa District Lane Closure Guidelines M. Prevailing Wage Rate

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

Administrative Services/Procurement Page 3

NoVa District

I. PURPOSE:

The Virginia Department of Transportation herein referred to as “VDOT” is soliciting bids from interested firms to perform hourly unplanned/on-call brush cutting, tree pruning services, tree removal services and cut stump herbicide application, in accordance of the specifications herein, to improve sight distance for CCTV, DMS Signs and other Operations Assets on interstate, primary and secondary routes within the VDOT Northern Virginia District Operations service area which includes the counties of Arlington, Fairfax, Loudoun, Prince William, Stafford, Spotsylvania and Caroline.

PERIOD OF CONTRACT: One year from date of award with four (4), one (1) year renewal options

Note to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) with the electronic bid response in eVA. Bidders selecting “Vendor Will Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

If the Bidder is the not a DSBSD-certified small business, the “Vendor Plans to Use Subcontractors” box must be selected and the Bidder shall identify the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods. Reference Special Term and Condition# 29.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this invitation for bid shall be submitted in writing to nasir.chhipa@vdot.virginia.gov no later than 5 business days, prior to the closing date. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

III. GENERAL:

For the purpose of clarification, each firm submitting a Bid is referred to as a “Bidder” and the Bidder awarded the contract to supply the 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 Bids 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. DEFINITIONS:

1. Brush/Undesirable Vegetation – All woody vegetation less than two (6) inches in diameter to be measured at ground level. Undesirable Vegetation such as vines, briars, bamboo, etc.

2. Tree- Woody plant greater than six (6) inches DBH.

3. Vertical Clearance – The minimum height of pruning cuts measured from the highest point of travel-way/road or otherwise identified.

4. Horizontal Clearance – the minimum parameters established for brush, small tree, and branch removal.

5. Tree Pruning – The selective removal of tree parts to meet specific goals and objectives (as defined per ANSI A-300).

6. Tree Removal – Tree removal of trees leaving stumps 3” from the ground.

7. Emergency Work – Immediate response required – (Not a component of this IFB.)

8. Planned – Work specifically identified in this IFB.

9. Unplanned – Work identified after the award of this IFB

10. Shoulder Mile – Measured length along one side of the edge of travel-way. (Not a component this IFB)

11. Satisfactorily Completed – All work has been completed by the Contractor in accordance with the specifications herein.

This includes inspection by VDOT, rework (if required by the Contractor) and validation by VDOT.

12. Work Location- Specified address, route or GPS coordinates where tree service is required as assigned by VDOT representative.

mailto:nasir.chhipa@vdot.virginia.gov

Administrative Services/Procurement Page 4

V. SPECIFICATIONS / CONTRACT REQUIREMENTS

A. SCOPE OF WORK:

The Contractor shall provide all supervision, labor, equipment, fuel, traffic control (in accordance with the most recent version of the Virginia Work Area Protection Manual) and any other incidentals necessary to meet the requirements of this specifications stated within. The work shall consist of hourly tree pruning (per the requirements of this IFB), brush removal, tree removal and/or tree hazard mitigation (per the requirements of this IFB), cut stump herbicide application, installation of applicable work zones TTCs, and removal and disposal of all generated debris. The Contractor shall be capable of commencing work within ten (10) calendar days of award of this IFB.

B. SPECIFICATIONS:

1. All work shall be performed in accordance with the current versions of the ANSI A300 Pruning Standard, ANSI Z133.1 Safety Standard, and Best Management Practices - Tree Pruning (companion publication to the ANSI A300 Pruning Standard), Virginia Tree Policy and Safety Operation Procedures 16VAC25-73-10, 16VAC25-75-10 and the most current version of the Road and Bridge Specifications. The contractor shall follow all regulations, standards, and procedures in accordance with the Administrative Regulation Manual part III, Occupational Safety and Health Standards 1910.266, 16VAC25-60-120 and 16VAC25-60-130 of the Virginia Department of Labor and Industry and the OSHA Standards for General Industry Part 191.67(2)(viii).

2. Hourly response crews consisting of a minimum of six (6) competent crew members (at least one being an experienced bucket truck operator/trimmer), and the required equipment shall be available upon request from VDOT within two (2) business days, and shall work continuously weather permitting, unless otherwise agreed to or approved by the contract administrator.

3. When performing trimming/removal operations, Vertical clearance shall be achieved through removal of all overhanging tree branches to achieve a clearance as specified.

4. When performing routine trimming/removal operations, Horizontal clearance shall be achieved through the removal of brush and small trees, and pruning of trees along the horizontal plane from the point of reference to the width/depth, as identified.

5. When performing tree hazard mitigation, tree parts and/or overhead hazards identified as presenting an unacceptable hazard to motorists shall be completely removed as instructed by the CA or VDOT representative. This work may involve removing damaged trees or tree parts as the result of severe weather incidents, or mere tree part failure. IE, broken/hanging branches or broken/leaning trees.

6. When performing cut stump herbicide treatment, application shall be completed within 8 hours of the tree removal operation with Pathfinder II.

7. All work shall be performed within VDOT maintained right-of-way or as specified. No work shall be performed on the adjacent private property without VDOT obtaining the property owner’s written permission prior to the work being done. Documentation of such permission shall consist of a VDOT Right of Entry Form signed by the adjacent private property owner(s). In those instances, where the property owner (s) will not authorize access to the private property, pruning must not extend beyond VDOT’S right-of-way. It is understood that there may be instances where proper cuts may not be possible in order to remain on VDOT property.

8. All signs, except for Integrated Directional Signage Program (IDSP), shall be Line-of-Sight cleared, per Attachment

H. See: http://www.vdot.virginia.gov/programs/sign-default.asp

C. EQUIPMENT:

1. General Equipment Specifications http://www.vdot.virginia.gov/programs/sign-default.asp

Administrative Services/Procurement Page 5

a. All Licensed trucks, trailers or equipment shall have current State inspections, and be in good running condition.

b. All bucket trucks shall have current Dielectric and Frequent Inspection reports on hand. In accordance with ANSI 92.5-2006, (ref. OSHA1910.6(e)(13), ANSI A92.2-69 Standard for Vehicle Mounted Elevating and Rotating Work Platforms, IBR approved for §1910.67 (b)(1), (2), (c)(3), and (4) and 1910.268(s)(1)(v).

c. The Contractor shall provide all necessary tools of the trade to perform tree-pruning services, tree removal services and cut stump herbicide application to include bucket trucks, chip trucks, brush chippers, chain saws, pole saws, hand tools, climbers etc. and at least one engine-powered pole pruner with a minimum 9’ reach. All equipment and vehicles shall arrive at the work site fueled and properly operational/ready to work.

d. All equipment may be inspected by VDOT prior to beginning of work.

e. Each piece of licensed equipment designated for VDOT services, per crew, shall be equipped with GPS/AVL equipment. Leased and rental equipment shall not be exempted from this requirement. VDOT shall be given access to the AVL system to verify equipment status and location.

f. The Contractor shall furnish the necessary means for transporting all required equipment, personnel, materials and traffic control to all identified locations.

g. The Contractor shall be required to provide all necessary equipment for Traffic Control (per the most recent edition of the VA Work Area Protection Manual (VWAP)), to include but not limited to, Portable Temporary Rumble Strips, a Truck-Mounted Attenuator (TMA) and a Trailer Mounted “Electronic Arrow Board”.

2. Equipment Required for Hourly Service:

a. Line 1-

i. 35-42 foot in height bucket Minimum- Bucket Truck (features similar to Altec AT 37G). This shall be the primary bucket truck for daily operations.

ii. Chip-box Dump Truck, capable of holding 12 cubic yards minimum.

iii. Brush Chipper capable of chipping up to 12” diameter limbs.

iv. Operable saws and tree pruning tools to furnish a six (6) person crew. All necessary tools to maintain and leave a clear roadway when completed.

v. All signs, sign stands and other traffic control devices per the VWAPM.

vi. All over the road vehicles shall be equipped with a minimum of one (1) rotating amber light or high intensity strobe lights mounted on each vehicle and shall be in accordance with the most current edition of the

VWAPM.

vii. Four (4) electronic communication devices (radios) with a minimum two (2) mile range for traffic control (not cellular devices)

b. Line 2-

i. 50 foot in height (minimum) -Bucket Truck includes Hydraulic Pole saw mid -size (with dump body and 12 cubic yard minimum chip coop). VDOT shall notify the Contractor at least 24 hours in advance when this bucket truck is required.

ii. Brush Chipper capable of chipping up to 12” diameter limbs

iii. Operable saws and tree pruning tools to furnish a six (6) person crew. All necessary tools to maintain and leave a clear roadway when completed

iv. All signs, sign stands and other traffic control devices per the VWAPM.

v. All over the road vehicles shall be equipped with a minimum of one (1) rotating amber light or high intensity strobe lights mounted on each vehicle and shall be in accordance with the most current edition of the

VWAPM.

vi. Four (4) electronic communication devices (radios) with a minimum two (2) mile range for traffic control (not cellular devices).

c. Line 3-

i. Truck Mounted Attenuator (TMA) with Arrow Board as per the VWAPM (hourly) (used for shoulder and lane closures)

Administrative Services/Procurement Page 6

d. Line 4-

i. Trailer Mounted “Electronic Arrow Board” as per the VWAPM (hourly) (used for lane closures)

3. Hourly Time Reporting:

a. Paid time will begin upon arrival at the work location, and end upon departure from the work location. Travel time to a parking area at the end of the day will not be paid time.

b. Paid time for the TMA, and the Arrow board will begin when installation of the Shoulder Closure or Lane Closure begins.

c. In the event the Contractor fails to provide or maintain the minimum six (6) person crew, required equipment, or traffic control, work operations will not be allowed and no payment will be authorized, or paid time will stop when requirements are not met. (ie: breakdowns, maintenance, repairs of equipment, or someone leaves the job for the remainder of the day).

d. Refueling of equipment and travel and set up time between job sites during the work day shall be paid time as long as VDOT considers the travel plan to be reasonable and efficient. Lunch and extended rest breaks shall not be paid time. While a chip truck is away from the site being dumped, the crew must continue working in order to maintain paid time. If the crew stops working while the truck is away, this shall be considered an extended break and shall be unpaid time.

e. No payment will be allowed for Contractor initiated onsite safety inspections/meetings.

f. The Contractor may be paid two (2) hours show-up time for the services requested, if the Contractor is on site and unable to perform the work due to circumstances approved by the Contract Administrator/Monitor (i.e.

inclement weather). The contractor shall remain at the staging area for the full two hours in case conditions improve. Should conditions improve enough for work to begin, paid time will start when work commences.

VDOT reserves the right to determine if the Contractor qualifies for show-up time.

D. Traffic Control:

All traffic control equipment and devices shall conform to the latest edition of the Manual on Uniform Traffic Control Device Standards (MUTCD), latest edition of Virginia Work Area Protection Manual (WAPM), and VDOT IIM-TE- 386.2

PORTABLE TEMPORARY RUMBLE STRIPS: This work may consist of employing Portable Temporary Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times designated herein, in the WAPM, VDOT IIM-TE-386.2, or as directed by VDOT representative. IIM-TE-386.2 provides additional requirements and guidance beyond what is shown in the Virginia Work Area Protection Manual (VWAPM) for flagging operations on two-lane roadways. Contractor shall only use Portable Temporary Rumble Strips (PTRS) that are listed on the most current VIRGINIA DOT Pre-Approved Traffic Control Device Listing. Currently there is only one approved product

The Contractor shall be required to provide the appropriate signs and spring-loaded type sign stands meeting NHRP 350 requirements and capable of holding a 48” inch sign. It shall be the responsibility of the Contractor to transport, properly set up, and break down all traffic control devices. The contractor shall install and maintain signs in accordance with the most recent edition of the VWAPM and MUTCD, as revised or amended. Signs and outlays layouts shall be in place prior to the performance of any work. The Contractor shall supply all traffic cones and traffic-related channelizing devices. Contractor shall provide two-way radios for traffic control when applicable.

The Contractor shall provide, transport, erect and maintain and dismantle adequate traffic control work zone signs and or temporary barriers to delineate work areas when required and the price quoted shall include these costs.

E. PERSONNEL:

1. International Society of Arboriculture (ISA) Certified Arborist: For the term of the contract, the Contractor shall employ (on staff) or engage (on contract), Arborist who is currently certified by the ISA and will represent the Contractor. The Arborist must be available to meet with a VDOT representative, as mutually agreed, to consult at any time during the term of the contract. The Arborist shall be available to meet on site and within 24 hours of notification by the Contract Administrator for dispute or performance resolution and shall provide the necessary

Administrative Services/Procurement Page 7 guidance to the Contractor to ensure work product is performed in accordance with the contract. Bidder shall provide a copy of the Arborist’s current certification along with their bid or be capable of providing within 48 hours of request. The Contractor will be required to maintain on file with VDOT Arborist current certification for the duration of the contract.

2. Contractor’s Capacity to Perform: The Contractor shall be responsible for having sufficient and adequately qualified personnel and equipment available throughout the contract period to perform the services.

3. 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 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/Contract Monitor (CA/CM).

4. Contact Person: The Contractor shall assign an individual as the Supervision Representative whose name and cellular phone number shall be required prior to commencement of any work activities. The cellular telephone shall be capable of operating throughout the area covered under this contract and be able to communicate effectively with Contract Administrator.

5. Supervision: The Supervision Representative shall be responsible for assigning and coordinating work, notifying the CA/CM of crew locations on a daily basis, processing daily/weekly reports, (as necessary) and general contract performance issues and have the ability to meet with VDOT representatives on site as needed. All costs incurred for the Contractor’s Supervision Representative to review future work assignments with VDOT shall be the sole responsibility of the Contractor.

6. Flagging Certification: The Contractor shall ensure that any member of the crew to be utilized as a “flagger” shall be certified in the VDOT Flagging Certification Program or the American Traffic Safety Services Association (ATSSA) Flagger Certification Program and maintain a valid certification throughout the contract period. The VDOT or ATSSA flagging certification card must be in their possession at all times. Flagger’s found not in possession of a Certification card or performing their duties improperly shall not be allowed to perform work and the operation will be shut down. VDOT will inspect on a regular basis to ensure that flaggers have their Certification cards. Additionally, any crewmember that is used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger at the flagger station as required in Section 6E.01 of the Virginia Work Area Protection Manual. A minimum of two (2) crewmembers per crew shall be certified Flaggers.

7. Herbicide Applicators: The application of pesticides along VDOT right of way is regulated by VDACS.

Application of pesticides on cut stumps under this contract, on VDOT right of way, shall be performed by performed by individuals certified and licensed by VDACS in either Category 6 (right of way) or Registered Technician (RT- Category 60). Applicators must have their card on them when applying pesticides.

8. Communication: The Contractor’s Supervision Representative and at least one (1) crewmember on each crew shall be capable of clearly communicating (both verbally and in writing) and comprehending the English language.

Contractor’s Supervision Representative and the designated crewmember shall be capable of communicating instructions to the other crewmembers.

9. Appearance: Any person working under this contract shall be dressed appropriately at all times. Proper dress shall include long pants (slacks) and shirts or blouses with sleeves, along with required PPE.

10. WORK ZONE TRAFFIC CONTROL TRAINING REQUIREMENTS: The contractor shall provide at least one (1) employee per crew who, at a minimum, is verified by VDOT in Basic Work Zone Traffic Control for activities involving the installation, maintenance and removal of work zone traffic control devices. In addition, the contractor shall provide an employee that is verified by VDOT in Intermediate Work Zone Traffic Control to provide supervision during those times when work zone adjustments or changes to standard traffic control installations as shown in the latest edition of the Virginia Work Area Protection Manual are needed due to field conditions. These persons must have their verification card with them while on the project site. If proof of verification cannot be

Administrative Services/Procurement Page 8 provided by the contractor at any time, the operation may be suspended or the contractor may be deemed in default in accordance with the General Terms and Conditions.

There are three options available to receive Work Zone Traffic Control (WZTC) training based on an individual's job duties and responsibilities as required by the FHWA Final Rule on Work Zone Safety and Mobility and the Virginia Department of Transportation.

These options can be accessed at http://www.virginiadot.org/business/trafficeng-WZS.asp under the bolded title of Work Zone Traffic Control Training Requirements. Additional information about Virginia's Work Zone Traffic Control training program may also be accessed on this website.

THIS TRAINING MUST BE COMPLETED PRIOR TO THE CLOSING DATE OF THIS

SOLICITATION. PROOF OF THIS SHALL BE PROVIDED WITHIN TWO (2) BUSINESS DAYS OF

VDOT’S REQUEST IF NOT SUBMITTED WITH THE BID

F. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. Delivery and Parking: There shall be no storage of vehicles, equipment or materials within VDOT property/right-of-way without specific written permission from the CA.

2. Work Hours:

a) Contractor shall not perform any work that requires a lane closure outside of NOVA District’s Lane Closure

Guidelines (See Attachment J) unless it is an emergency. Other work hour restrictions may apply depending on the work location and traffic volume.

b) VDOT reserves the right to vary starting times and number of work hours on any given day.

c) Any deviation from NOVA District’s Lane Closure Guidelines (See Attachment L) will require submittal of the Allowable Work Hours Lane Closure Exemption Request Form by the Contractor.

d) The Contractor shall be prohibited from working during periods of heavy fog, rain or other adverse weather conditions that create hazardous driving conditions and/or would diminish the effectiveness of the operation.

VDOT reserves the right to delay or suspend contracted operations at any time for any reason.

3. Cleanup/Disposal: All debris generated in the performance of this contract is the responsibility of the Contractor and shall be removed from the right-of-way each day and properly disposed of by Contractor, unless otherwise allowed by the CA. Disposal costs shall be included in the bid prices. Debris shall be kept off the traveled portions and shoulders of the roadway, as work progresses. The contractor shall be responsible for acquiring disposal locations.

G. METHOD OF ORDERING WORK:

1. Any/all work shall only commence upon written notification (purchase order) from VDOT. One (1) purchase order will be issued per award.

2. VDOT will assign work either by a Work Request, or by email notification of work location.

3. Upon the issuance of Work Request, Contractor shall commence within ten (10) business days and continuously execute work until completed within agreed schedule.

4. The Contractor shall notify the VDOT Contract Administrator via text or email only no later than the close of business each Friday as to the expected work locations for the following week. The Contractor shall notify the VDOT Contact Administrator each day (before 8:00AM, unless otherwise directed) of actual work locations. The Contractor shall coordinate with the VDOT Contact Administrator to identify progress and locations. The http://www.virginiadot.org/business/trafficeng-WZS.asp

Administrative Services/Procurement Page 9

Contractor is required to provide the VDOT Contact Administrator with a contact name and phone number for coordination/notification. The Contractor shall notify the VDOT Contact Administrator each day (by 7:00AM) if for some reason that the crew will be unable to report to the work location.

5. The Contractor shall notify the CA of all completed work each day.

H. LANE CLOSURES, LANE CLOSURE ADVISORY MANAGEMENT SYSTEM

(LCAMS) AND VA 511 UTILIZATION:

1) Lane Closures: The Contractor shall be guided and follow the latest Lane Closure Guidelines attached with this IFB. Attachment-L.

2) Lane Closure Advisory Management System (LCAMS) and VA 511: LCAMS is an automated lane closure management system used for reducing work-zone conflicts, incidents and maximizing roadway capacity. This is a web-based program and access is granted upon completion of the required training.

a.) The Contractor shall be required to input LCAMS information for scheduled highway work zones into the system on a weekly or as required basis and in accordance with the scheduling requirements. Computer with e- mail capability and adequate staffing are required. Personnel must be able to understand and complete the entries in the English language. No advanced computer skills are needed to use the LCAMS system.

b.) Training is usually held at the NOVA District Office IT Training room at 4975 Alliance Drive, Fairfax, VA 22030. Please contact the VDOT Contract Administrator and the LCAMS Administrator at (703) 877-3462 to schedule training. Training is from one (1) hour to two (2) hours duration. Other locations may be used as needed. VDOT will require copies of the attendance records to ensure compliance.

c.) LCAMS training for contractor personnel may be completed following the issuance of the Notice of Intent to Award but shall be completed prior to lane closure approvals. Training for additional staff may be completed at any time during the contract term.

d.) Regularly scheduled (non-emergency) work zones are to be entered by 12 Noon on the Wednesday the week before the work is scheduled to start. Any conflicts with other roadway work must be resolved by close of business on Thursday the week before the work is scheduled to start, and the resolution sent to the point of contact provided by the TOC Facility Manager.

3) VA 511 System: Additionally, all approved work zones shall be posted in VA Traffic at http://www.511virginia.org/ by the Contractor. This will require the Contractor to abide by guidance provided in Instructional and Informational Memorandum IIM-OD-16-03 dated December 16, 2016, (or latest version) to be provided by VDOT upon request. Information for establishment of accounts and training will be provided to the awarded bidder following issuance of the Notice of Intent to Award (NOIA).

VI. PREBID CONFERENCE: An optional prebid teleconference will be hosted by the Contract Officer at 10:00 AM EST on

March 26, 2024. The conference will begin promptly at the time indicated. At the start of the conference the Contract Officer 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.

This conference can be accessed with the below dial-in information:

Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 247 147 864 456 Passcode: wPU3Ci Download Teams | Join on the web Or call in (audio only) +1 434-230-0065,,870864133# United States, Lynchburg http://www.511virginia.org/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjIxOTUyYTUtYmFkOC00NWRiLWJjY2QtZDU0Y2FhOTRmNzJj%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c0f3ee07-cd2a-4253-9019-5f4d4a65b112%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,870864133

Administrative Services/Procurement Page 10

Phone Conference ID: 870 864 133#

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, participation at this teleconference is encouraged.

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.

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

VII. 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

1. VERIFICATION: The Contractor shall notify the VDOT Contract Administrator when the work has been completed and inspected by the Supervisor. Payment will not be made until the work is completed and inspected by Contract Administrator or designee.

2. COMPLIANCE: All deficiencies shall be corrected within 24 hours by the Contractor at the Contractor’s sole expense prior to the final acceptance of the work. VDOT may arrange for the corrective work to be accomplished by other forces and reserves the right to deduct that portion from the amount due the Contractor. Any complaint as to quality, faulty or delinquent delivery, or violation of contract provisions will be reported to the VDOT Contract Officer with the use of a Procurement Compliant Form.

VIII. INVOICING:

Itemized invoices shall be submitted weekly or biweekly, by mail or email 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. Timesheets of an approved format shall be submitted for verification to the CA before invoices may be submitted. Work completed will be verified in writing by a VDOT Representative and Contractor on an agreeable format.

Virginia Department of Transportation NRO Business Specialty Support

8011 Mason King Court Manassas, VA 20109 mailto:nrospecialtybusinesssupport@vdot.virginia.gov mailto:nova.invoices@vdot.virginia.gov

IX. BIDDER’S INSTRUCTION:

1. 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 mailto:eVACustomerCare@DGS.Virginia.gov mailto:edi@doa.virginia.gov mailto:nrospecialtybusinesssupport@vdot.virginia.gov mailto:nova.invoices@vdot.virginia.gov https://eva.virginia.gov/index.html

Administrative Services/Procurement Page 11 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.

2. PUBLIC BID OPENING:

Bids will be opened at the time stated on the reminders page of the electronic posting of this solicitation, and their contents per the Virginia Public Procurement Act and Commonwealth of Virginia Vendors Manual, will be made public for the information of bidders and others interested.

A public bid opening via teleconference will be hosted by a VDOT representative at 11:30 AM EST on April 9, 2024

The conference can be accessed with the below dial-in information:

Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 246 935 965 134 Passcode: STurQd Download Teams | Join on the web Or call in (audio only) +1 434-230-0065,,834539458# United States, Lynchburg Phone Conference ID: 834 539 458#

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.

X. 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 www.eva.virginia.gov under “I Sell To Virginia”.

https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI0NTA0ODAtM2FmNy00NGJjLWI3M2YtMjA0ZmQ0MWFkNjEx%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c0f3ee07-cd2a-4253-9019-5f4d4a65b112%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,834539458 http://www.eva.virginia.gov/

Administrative Services/Procurement Page 12

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 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

Administrative Services/Procurement Page 13 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.

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 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.

Administrative Services/Procurement Page 14

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 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.