158899IFB.pdf

Administrative Services/Procurement I-64 Safety Project Richmond District

IFB-158899

INVITATION FOR BIDS IFB# 158899

Issue Date: May 13, 2024 Title: I-64 Safety Project.

Commodity Code(s): 98888 Location Where Work Will Be Performed: Richmond 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 Mandatory Pre-Bid Teleconference: A Mandatory Virtual Pre-Bid Teleconference will be held at 10:00 AM EST June 4, 2024. Refer to Solicitation Section VI. for instructions on how to participate.

Solicitation Closing Date and Time: 11:00 AM EST on June 17, 2024. Refer to Solicitation Section IX.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:30 AM EST on June 17, 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

Richmond District

IFB-158899

Administrative Services Division Richmond District

Invitation for Bid (IFB) – I-64 Safety Project

IFB-158899

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 3-4 V. Specifications/Contract Requirements 5-11

VI. Pre-Bid Conference 11 VII. Method for Payment 12

VIII. Invoicing 12 IX. Bidders Instructions 12-13 X. General Terms and Conditions 13-19

XI. Special Terms and Conditions 20-28 Attachments:

A. VA State Corporation Commission Form B. Normal and Emergency Contacts C. Subcontractor Approval Request D. Virginia Code Red Ozone Days E. Special Provisions F. Permitted Lane Closure G. References H. Small Business Subcontracting Plan I. 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

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I. PURPOSE:

The Virginia Department of Transportation herein referred to as “VDOT” is soliciting bids from qualified firms to perform planned vegetation management activities on Interstate 64 for a demonstration of a safety project. The work shall consist of brush cutting, tree removal and tree pruning services and removal of all generated vegetative waste in accordance with the performance specifications herein, within the Richmond District, Interstate 64 median, Mile Marker 166.0-166.6, Goochland County.

Award will be made on grand total basis.

PERIOD OF CONTRACT From August 1, 2024 through Sept. 30, 2024. (No Renewal)

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# 28.

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. Diameter Breast Height (DBH) is the diameter of the trunk or trunks of a tree measured at 4.5 feet above mean ground level at the base of the trunk or trunks. Instances where there is a dispute concerning a measurement due to a tree’s excessive lean, location on a slope or having multiple leaders, the method of measurement used shall be in accordance with the most recent version of the International Society of Arboriculture (ISA) Guide for Plant Appraisal.

2. Brush – All woody vegetation less than two (2) inches in diameter to be measured at ground level.

3. Tree – All woody vegetation equal to or greater than two (2) inches in diameter to be measured at ground level. Tree removals identified as ‘risk tree removals after award will be measured at 4.5 feet above the ground.

4. Debris- any cut, previously cut, storm damaged or naturally fallen woody vegetation.

5. Horizontal Clearance – the minimum parameters established for brush, tree, and debris removal.

6. Tree Removal – Tree removal of trees indicated in this specification as well as trees identified as risk trees during the performance of this service.

mailto:nasir.chhipa@vdot.virginia.gov

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

8. Clear Zone- For the purposes of this contract and the specific locations identified in this specification, the clear zone is defined as 42 feet from the edge of pavement.

9. Invasive Species- The species listed as invasive species are those woody species defined by the Virginia Department of Conservation and Recreation’s (VADCR) Invasive Species list found on VADCR’s website. (A species list can be found under Section B., number 6 below.)

10. Emergency Work – Immediate response required – not a component of this IFB.

11. Planned – Work specifically identified in this IFB.

12. Unplanned – Work identified after the award of this IFB. Risk trees which are currently unidentified will be identified during the performance of these services.

13. Shoulder Mile – Measured length along one side of the edge of travel-way.

13. 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.

14. Risk Tree -Any tree found with defects or characteristics that could potentially cause roadway disruption.

ACRONYMS:

ANSI American National Standard Institute ATSSA American Traffic Safety Services Association CA/CM Contract Administrator/Contract Monitor DBH Diameter Breast Height DSBSD Department of Small Business and Supplier Diversity ESC Erosion Sediment Control IFB Invitation For Bid ISA International Society of Arboriculture LCAMS Lane Closure Advisory & Management System MOT Maintenance of Traffic MUTCD Manual on Uniform Traffic Control Device OSHA International Society of Arboriculture SBSP Small Business Subcontracting Plan SWM Stormwater Management SWPPP Stormwater Pollution Prevention Plan TMA Truck-Mounted Attenuator VADCR Virginia Department of Conservation and Recreation VDOT Virginia Department of Transportation VWAPM Virginia Work Area Protection Manual https://www.dcr.virginia.gov/natural-heritage/document/nh-invasive-plant-list-2014.pdf

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V. SPECIFICATIONS / CONTRACT REQUIREMENTS

A. SCOPE OF WORK: The Contractor shall furnish all supervision, labor, equipment, fuel, and traffic control, to include all equipment as required per the most recent version of the Virginia Work Area Protection Manual (VWAPM) and any other incidentals necessary to meet the requirements stated within. The work shall consist of brush removal, tree removal, debris removal, tree pruning, removal of all generated vegetative waste and the application of herbicide to deciduous cut stumps, for the purpose of enhancing safety for the public. Contractor shall commence work on Aug.

1 or within 7 days thereafter. Once work has commenced, the Contractor shall work consistently until the site(s) are completed.

B. PERFORMANCE BASED 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. All work shall be performed within VDOT maintained right-of-way or as specified in this specification.

3. Line-Item pricing is as follows-

1. Line 1 pricing shall include the cutting, removal, and proper disposal of vegetative waste as follows:

• Within the clear zone o All woody vegetation.

o All debris greater than 4 inches in diameter.

The clear zone measures 42 feet from the edge of pavement.

• Beyond the clear zone o All coniferous species o All woody species less than six inches (6”) inches DBH o All debris greater than six inches (6”) diameter.

o All dead trees, those in advanced stage of decline or with severe structural defects.

o All ash species.

o All invasive species.

o Ailanthus altissima (Tree of Heaven); Elaeagnus umbellate (Autum Olive); Euonymus alatus (Burning Bush); Akebia quinate (Chocolate Vine), Albizia julibrissin (Persian Silk Tree/ Mimosa); Acer plantanoides (Norway Maple) ; Berberis thunbergia (Japanese Barberry);

Ligustrum obtusifolium var. obtusifolium (Border Privet); Paulownia tomentosa (Princess Tree);

Phyllostachys aurea (Golden Bamboo); Pyrus calleryana (Callery Pear); Elaeagnus pungens (Thorny Olive); Ulmus pumila (Siberian Elm) Populus alba (Silver Poplar); Morus alba White Mullberry).

2. Line items 2- 7 pricing (DBH pricing):

• While performing Line 1 work, any tree(s) presenting a risk to VDOT assets, not identified in Line 1 may be separately identified by VDOT staff, as a DBH removal. These trees should be few in number and a supplement to services being performed on line 1.

4. Contractor shall make significant effort to avoid damaging neighboring trees that are not scheduled to be removed during the removal of a subject tree. Should a neighboring tree be damaged, it shall be removed at no additional cost to VDOT.

5. Contractor shall cut all stumps flush to match the contour of the surrounding grade immediately after the takedown of any tree. Contractor shall take this into consideration the necessary equipment when bidding.

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6. Stumps of living deciduous trees and shrubs shall be properly treated with an approved herbicide solution within twenty-four (24) hours after they are cut, per herbicide label requirements.

7. Any trunk/stump above grade, resulting from previous VDOT activities shall be re-cut flush to match the contour of the surrounding grade and the resulting vegetative waste shall be removed from site. #6 above, additionally applies.

8. No grubbing or grading is allowed under any circumstances.

9. No cut trees, brush or vegetative waste resulting from daily operations shall remain within the Clear Zone overnight or any time when Contractor is not actively working with proper Maintenance of Traffic (MOT) controls in place, unless protected by guardrail. Cut trees, brush, or vegetative waste must remain outside of the guardrail deflection zone (+10 feet).

10. Trees remaining in the identified work areas, shall be pruned to provide a vertical clearance of twenty-five feet (25’) above the paved shoulder. Pruning cuts shall meet ISA standards.

11. Vegetative waste left on site shall be limited to waste generated from trees less than six (6) inches DBH, brush and debris. Remaining vegetative waste shall resemble mulch or wood chips. Vegetative waste left on site shall not: be placed on any established turf; within ten feet (10’) of any assets or drainage structures to include ditches; be piled exceeding three (3) inches in depth. All other waste shall be removed from the site and properly disposed of in accordance with all applicable laws, regulations, and local ordinances.

12. If space permits, and in accordance with #11 above, chipping/grinding of trees greater than 6 inches may occur onsite.

All resulting chips from trees above six inches (6”) DBH shall be collected and removed from site before payment will be authorized.

13. The Contractor shall return all areas affected by activities to pre-work condition, i.e. elimination of ruts, seeding, upon completion of tree, brush, debris, and waste removal.

14. Open travel lanes shall be kept free of sediment and dirt while MOT is in place. Closed travel lanes and shoulders shall be free of sediment and dirt before removing MOT.

15. VDOT will conduct weekly meetings with the Contractor to discuss the progress of the project.

16. Time extension

1. VDOT will consider time extension for rain days and/or delays that are outside of the control of the Contractor.

Contractor must submit supporting documentation for extensions to be considered.

C. Erosion and Sediment Controls and Disturbance Mitigation Activities:

Extreme care shall be taken to eliminate or minimize soil disturbance. The Contractor shall be responsible for minimizing soil disturbance to under 10,000 square feet. If this is not possible with the means and methods provided the contractor is responsible for adhering to all necessary ESC and SWPPP requirements according to VDOT’s Annual Standards and Specifications. The Contractor shall be responsible for providing a Pollution Prevention Plan for all potentially pollutant generating activities onsite as well as spill kits readily available at each of the demonstration site location. The use of equipment which would disturb soil or damage pavement is discouraged. Using rubber tires and tracks for equipment is mandatory. The use of timber matts for access to minimize soil disturbance is encouraged.

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It is preferred that services be done in a manner that minimizes soil disturbances from the travel way and shoulder.

Traversing the median should not be done when soil is wet, or with equipment not designed for minimizing soil disruption.

Tree parts shall not be dragged in a manner that rakes the soil.

Soil disturbances shall be corrected and stabilized within seven (7) days of the completion of services in the immediate area. The immediate area shall be defined as 100 feet radius from the soil disturbance.

The Contractor shall be responsible for adherence to VDOT’s Road and Bridge Standards for ESC and SWM requirements and compliance at the demonstration site locations and any staging/ laydown areas associated with this project.

Specific Standards which will be needed for compliance include:

EC-3 Standard: Rolled Erosion Control Soil Stabilizing Matting EC-5 Standard: Silt Fence EC-6 Standard: Storm Drain Inlet protection (Type A, B&C) EC-11 Standard: Stabilized Construction Entrance EC-15: Standard: Sediment Retention Roll

In the event of an adverse soil action the VA Department of Environmental Quality’s Erosion and Sediment Control Handbook shall be utilized to meet or exceed the mitigation efforts to ensure stabilization and revegetation of any disturbed areas.

The specific chapters required for compliance are as follows:

Standards and Specification 3.32 Permanent Seeding Standards and Specification 3.35 Mulching

All Seeding efforts shall comply with VDOT’s Road and Bridge Specifications Section 603.01 – 603.03. Seeding by hand or Hydro-seeding are acceptable.

The Use of Green Tagged VDOT approved seed is mandatory, more information on Vendors who sell Green Tagged seed can be found on the Virginia Crop Improvement website. GREEN TAG SEED VENDORS.

The seed mix shall consist of the following components per acre:

200 lbs. of Dwarf Type Tall Fescue and Hard Fescue in a 50/50 mix.

20 lbs. of Barely/ Winter Wheat 15 lbs. of Annual Rye Grass 200 lbs. of 10-10-10 fertilizer 1000 lbs of Agricultural Lime

Once seeded, the disturbed area shall be covered with Straw at a rate of 80 lbs. per 1,000 square feet.

D. EQUIPMENT:

1. The Contractor shall provide all necessary equipment and tools of the trade to perform tree and brush removal services to include trucks, bucket trucks, brush chippers, chain saws, pole saws, hand tools, climbers etc.

All equipment used in areas which may be wet, soft and/or be subject to soil damage shall be equipped with rubber tires or tracks. Areas in which these conditions exist shall be avoided, if possible, until conditions allow equipment to traverse without soil damage. If not possible the contractor shall perform with maximum caution and care to minimize soil damage and disturbances.

https://www.deq.virginia.gov/our-programs/water/stormwater/stormwater-construction/handbooks https://www.deq.virginia.gov/our-programs/water/stormwater/stormwater-construction/handbooks https://www.deq.virginia.gov/home/showpublisheddocument/2436/637437336822670000 https://www.deq.virginia.gov/home/showpublisheddocument/2442/637437336832670000 http://www.virginiacrop.org/vdot-vendors-list-2020.html

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2. Performance of services from the travel way and shoulder is preferred. Mechanized equipment with booms/arms with ‘reach and grasp’ capabilities should be considered. The use of mechanized equipment, i.e. feller buncher, Jarraff, forestry mulcher, is permitted. Mechanized equipment must be designed for the scope of work described herein and used in accordance with the manufacturer’s intended use. The Contractor shall be responsible for having adequately trained, certified and/or qualified personnel to operate all utilized equipment.

3. While performing work, the Contractor shall continuously monitor all facets of operations, making changes as necessary to ensure the safety of employees, motorists and all other personnel. Any significant changes require notification to the CA or designee via email.

4. All equipment shall be inspected by VDOT prior to beginning of work.

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

6. The use of mechanized equipment shall not pose a risk of hazard to the traveling public or property damage to VDOT assets to include guardrail, pavement, drainage, and bridge structures.

7. VDOT has the right to inspect trucks and equipment prior to award and at any time during the contract period and remove from service any truck or piece of equipment which VDOT determines to be unsafe, ineffective and/or does not meet the safety or operational standards. In addition, VDOT may request that the Virginia State Police inspect the contractor’s trucks to determine road fitness.

8. There shall be no storage of equipment, traffic control devices, or materials within VDOT property/right of way without specific written permission from the CA or designee.

9. All equipment shall be equipped with at least one high intensity amber strobe light visible from 360 degrees.

10. Equipment shall not be located within the clear zone during non-work hours.

11. No Contractor equipment shall be parked or otherwise occupy the emergency right shoulder within any portion of the Work Zone while a left lane closure is in place.

12. Traffic Control: All traffic control shall conform to the latest edition of the Manual on Uniform Traffic Control Device Standards (MUTCD), latest edition of Virginia Work Area Protection Manual (VWAPM), and VDOT IIM-

TE-386.1

a. The Contractor shall be required to provide all necessary equipment (per the VA Work Area Protection

Manual (VWAPM) to include a Truck-Mounted Attenuator (TMA) and Advanced Warning Message Board.

b. The Contractor shall utilize a Portable Temporary Message Board in lieu of an arrow-board at the beginning of the merge taper.

c. The Contractor shall use barrels instead of cones for the shoulder and merging tapers.

d. To protect Contractor personnel, equipment, and motorists, VDOT may require contractor to install a lane closure when working within proximity to an open travel lane.

e. All lane closures shall be temporary in nature; installed only when services are being performed.

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 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

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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. Flaggers 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.

7. Communication: The Contractor’s Supervision Representative and at least one (1) crewmember on each crew shall be capable of 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. The English used by this person must be understood by VDOT personnel.

8. 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.

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: All work shall be performed Monday through Friday, excluding observed Virginia State holidays, during daylight hours and weather conditions permitting, unless otherwise approved by the CA/ CM. (Daylight light hours are defined as one-half hour after sunrise to one-half hour before sunset) See Attachment-F Permitter Lane Closures.

State Holidays include, but are not limited to, New Year’s Day, Martin Luther King, Jr. Day, George Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Day

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after Thanksgiving, and Christmas Day. If any of these holidays occur on a Saturday, the preceding Friday shall be considered the holiday and if they occur on Sunday, the following Monday shall be considered the holiday. No work shall be performed on a primary route after noon on the Friday preceding an official Monday holiday or before noon on the following Tuesday.

3. Cleanup/Disposal: All vegetative waste generated in the performance of this contract not previously addressed 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/CM. Disposal costs shall be included in the bid prices. Vegetative waste shall be kept off the traveled portions and shoulders of the roadway, as work progresses.

4. Coordination and Notification of Work:

a. The Contractor shall notify VDOT’s Contract Administrator via fax 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 VDOT’s Contact Administrator each day (before 8:00AM, unless otherwise directed) of actual work locations.

The Contractor shall coordinate with VDOT’s Contract Administrator to identify progress and locations. The Contractor is required to provide VDOT’s Contract Administrator a contact name and phone number for coordination/notification purposes.

b. The Contractor shall notify the CA (via fax or email only) of all completed work each day.

c. The Department will then inspect and send confirmation of validation (via fax or email only) of completed work within five (5) business days of notification from Contractor. In the event the Department determines work is unfinished, or not in compliance with the stated Scope of Work, the Department will identify such work to the Contractor (via fax or email), and the Contractor shall rework or complete as required. The Contractor shall then resubmit notification when work is completed, for VDOT validation as stated above. Contractor shall not invoice VDOT for work that it has not received written validation from VDOT that work is considered Satisfactorily Completed.

d. Lane Closure Advisory Management System: The Contractor will be required to comply with VDOT Lane Closure Advisory & Management System (LCAMS) and VA511 requirements. Training and data entry will be the responsibility of the Contractor for roadways that require lane closure notifications. Currently, LCAMS is only applicable to Limited Access routes. VDOT reserves the right to include additional routes as it deems appropriate. The Contractor shall have a minimum of two (2) individuals trained to input lane closures into the LCAMS and VA511 systems. Training shall be completed within thirty (30) calendar days of issuance of Notice to Award. Further information regarding training opportunities may be obtained by contacting Richmond coordinator sharod.taylor@vdot.virginia.gov (804-609-5338). There will be no separate pay item for the training.

i. The Contractor shall input planned lane closures for the upcoming week(s) into the LCAMS system by 8am Thursday, of each week. Traffic Operations (TOC) will verify all LCAMS entries by close of business Thursday.

ii. The Contractor shall input planned lane closures for the upcoming week(s) into the VA511 system by noon Friday, of each week.

e. Transportation Operations Centers: The Contractor shall notify the Transportation Operations Center (TOC) for “VA Traffic” notification. The TOC Contact Number: Richmond (804-796-4520). Notifications to the TOC shall be made prior to 8:00 AM each day.

The Contractor shall immediately provide notification to the TOC for any accident that occurs within the work zone or for any personal injury which requires off-site medical attention (notification shall also be immediately made to the CA/CM). The Transportation Operations Centers will request the following information from the Contractor: Route, county, location (termini), lane impacted (EBL, SBL, etc.), and cell phone number.

mailto:sharod.taylor@vdot.virginia.gov

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Failure to provide notification to the Transportation Operations Centers may be cause for default action or contract termination.

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.

VI. MANDATORY PREBID CONFERENCE:

A mandatory prebid teleconference will be hosted by the Contract Officer at 10:00 AM EST on June 4, 2024. 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, participation at this teleconference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this prebid conference. No one will be admitted after 10:05 AM EST.

If you plan to participate in the Mandatory pre-bid teleconference you must provide the following information via email to nasir.chhipa@vdot.virginia.gov no later than 5:00 PM EST on the business day prior to the scheduled conference.

• Solicitation Number and Title

• Company Name and Address

• Representative Name, Phone Number, Email Address.

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. Participants who did not provide their information in advance will be requested to provide their name, company and contact information during the roll call. Bids will only be accepted from those Bidders who are represented and make their participation known to the Contract Officer during the teleconference roll call but no later than 10:05 AM EST.

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

Join the meeting now Meeting ID: 217 905 498 680 Passcode: jAvs2Z

Dial-in by phone +1 434-230-0065,,832584071# United States, Lynchburg Find a local number Phone conference ID: 832 584 071#

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 will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented during the teleconference.

The purpose of this conference is to allow potential bidders an opportunity to obtain clarification relative to any facet of this solicitation. All questions shall be submitted in writing to the Contract Officer and will be addressed in a publicly posted Question and Answer document.

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

mailto:nasir.chhipa@vdot.virginia.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDQ2ODRiMjEtY2RlNi00YjNjLWJjYjgtOGZiZTI3ZDRkY2Q2%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 tel:+14342300065,,832584071 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=832584071

Administrative Services/Procurement Page 12

Richmond District

IFB-158899

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:

Invoices shall be submitted at the completion and acceptance of each 1/10th shoulder mile. For Line 1 the unit price shall be determined by calculating the lump sum bid price divided by .6 shoulder miles. Invoices for tree removals identified during the performance of services shall be submitted for completed and accepted tree removals within the completed portion(s) of Line 1 being invoiced.

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. Work completed will be verified in writing by a VDOT Representative and Contractor on an agreeable format.

Invoices for completed work shall be submitted to the following addresses:

Virginia Department of Transportation Richmond District ATTN: Michael Ebersole, 2430 Pine Forest Drive, Chesterfield VA, 23834

PAY ITEMS:

Line 1) Goochland County- I64 Median between Mile Marker 166.0 and Mile Marker 166.6 Line 2) >6-< 12 DBH- identified risk tree.

Line 3) >12-< 18 DBH identified risk tree.

Line 4) >18-< 24 DBH identified risk tree.

Line 5) >24-< 30 DBH identified risk tree.

Line 6) >30-< 36 DBH identified risk tree.

Line 7) >36 DBH identified risk tree.

IX. BIDDER’S INSTRUCTION:

1. BID SUBMISSION – INSTRUCTIONS:

mailto:eVACustomerCare@DGS.Virginia.gov mailto:edi@doa.virginia.gov

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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.

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 June 17, 2024

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

Join the meeting now Meeting ID: 271 835 460 702 Passcode: UHH8gG

Dial-in by phone +1 434-230-0065,,36488510# United States, Lynchburg Find a local number Phone conference ID: 364 885 10#

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/index.html 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_ZjMxNGVkZmItY2MzYS00NTg1LWIyODAtYjBiOGZkMGZhZmZm%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 tel:+14342300065,,36488510 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=36488510 http://www.eva.virginia.gov/

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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.

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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.

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…