158951 Scope of Work.pdf

Administrative Services/Procurement

Bristol District/Facilities Section

Generator PM & On-Call Repair Service

IFB # 158951

INVITATION FOR BIDS IFB# 158951

Issue Date: June 25, 2024

Title: Generator PM & On-Call Repair Service

Commodity Code(s):

Location Where Work Will Be Performed: Lee, Scott, Wise, Dickenson, Russell, Buchanan, Tazewell, Washington, Smyth, Wythe, Bland, and Grayson Counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Chelsa Taylor

Email: Chelsa.Taylor@vdot.virginia.gov

Phone: (276) 696-3337

NOTE TO BIDDERS

Pre-Bid Conference: An Optional Pre-bid Conference will be held at 2:00 p.m. Eastern Daylight Time (EDT), on July 8, 2024.

Refer to Solicitation Section V for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 a.m. Eastern Daylight Time (EDT) on July 18, 2024. Refer to Solicitation Section

VIII.A for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:00 a.m. Eastern Daylight Time (EDT) on July 18, 2024. Refer to Solicitation

Section VIII.B for instructions on how to participate.

REMINDERS

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

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

• Virginia State Corporation Commission

• Normal and Emergency Contacts

• Personnel Qualifications

• Contractor License and Registration

• Subcontractor Approval Request (if applicable)

3. 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 instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of

Compliance and Subcontractor Reporting.

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

5. Ensure prices are correct. In case of an error, the unit price will govern. Contact eVA Customer Care for assistance in modifying a bid, if needed.

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

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

Bristol District/Facilities Section

Administrative Services Division

Bristol District/Facilities Section

Invitation for Bids IFB # 158951

TABLE OF CONTENTS

Page

I. Purpose 2

II. Questions Regarding This Invitation For Bid 2

III. General 2

IV. Specifications/Contract Requirements 2

V. Pre-Bid Conference 12

VI. Method For Payment 12

VII. Invoicing 13

VIII. Bidders Instructions 13

IX. General Terms and Conditions 15

X. Special Terms and Conditions 22

Attachments:

A – Virginia State Corporation Commission Form

B – Normal and Emergency Contacts

C – Small Business Subcontracting Plan (SBSP)

D – Contractor License and Registration

E – Vendor Personnel Qualification Certification

F – Subcontractor Approval Request Form

G – Bristol District Preventive Maintenance Checklist

H – Tunnel Preventive Maintenance Checklist

I – Generator Service Check Log

J – Bristol District Generator List

K – Tunnel Generator List

L – Bristol District AHQ List

M – Prevailing Wage Rates

RESOURCES BY REFERENCE

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

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

Bristol District/Facilities Section

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide preventive maintenance (PM) and on-call repair service for stand-by generators currently owned by VDOT and located throughout the Bristol District and the Big Walker and East River Tunnels in accordance with the specifications contained herein. Repair service outside of the routine PM will be on a time and materials basis.

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

Note to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting

Plan (SBSP), Attachment C, 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 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 Paragraph 30.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

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

III. GENERAL:

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

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

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

IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The Contractor shall furnish all necessary supervision, skilled technical support, labor, fuel, transportation, vehicles, equipment, tools, materials, supplies, and incidentals as required to satisfactorily perform preventive maintenance (PM) inspections for stand-by generators and related equipment, and perform any necessary on-call, unplanned repairs on a time and materials basis to keep the equipment in good working order. The VDOT Bristol District consists of Lee, Scott, Wise, Dickenson, Russell, Buchanan, Tazewell, Washington, Smyth, Wythe, Bland, and Grayson Counties. The tunnel generators and diesel-powered Mobile Ventilation Units (MVUs) are located at the East River Mountain

Tunnel and the Big Walker Mountain Tunnel.

B. SPECIFICATIONS AND STANDARDS: All work shall be accomplished in compliance with all applicable federal, state and local laws, ordinances, rules, regulations, manufacturer’s recommended procedures, industry standards and codes including Occupational Safety & Health Administration (OSHA) and Virginia Occupational Safety & Health (VOSH) standards, and the Virginia Uniform Statewide

Building Code issued by the Department of' Housing and Community Development and the National mailto:chelsa.taylor@vdot.virginia.gov

Bristol District/Facilities Section

Electrical Code in effect on the date of the purchase order. All work performed under this contract shall be done in a manner that will not adversely affect the integrity of the building's structural, mechanical, electrical, fire protection and life safety systems or any other building features that will overload or render useless any portion of the facility. The Contractor’s equipment shall meet Occupational Safety & Health

Administration (OSHA) and Virginia Occupational Safety & Health (VOSH) standards. Additionally, the

Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations.

C. BID PRICES: The prices bid shall be in the form of a firm, fixed price for the line item described in the pricing schedule. Bid prices shall include, but not be limited to: profit; direct and indirect costs; general and administrative costs; supervision; repair and/or replacement and removal of equipment; transportation of equipment and personnel to and from designated site(s); and the use of cellular phones, and hand-held radios used by the Contractor to conduct business.

D. CONTRACTOR REQUIREMENTS:

1. PREVENTIVE MAINTENANCE: The Contractor shall begin PM on all stand-by generators within ten (10) days of the time and date given by the Contract Administrator or designee. A listing of the stand-by generators for the Bristol District, showing the brand, size, and locations, is found in Attachment J. The East River Mountain Tunnel contains two (2) medium voltage

Caterpillar 1000 kw/4160 volt emergency diesel generators, two (2) Kohler 800kw emergency diesel generators, and two (2) Mobile Ventilation Units (MVUs). The Big Walker Mountain tunnel contains two (2) low voltage Caterpillar 750 kw/600 volt emergency diesel generators, and two (2) Mobile Ventilation Units (MVUs). PM for the Tunnel MVUs exclude the trailer the units are mounted on. A listing of equipment for the Tunnels is found in Attachment K.

a. PM CHECKLIST: The Contractor may utilize their own Generator Preventative

Maintenance Checklist providing it meets or exceeds the items listed on the VDOT

Generator Preventative Maintenance Checklist. Personnel at generator locations must be notified prior to any power disruptions.

1) BRISTOL DISTRICT: The Contractor shall use the service checklist described in Attachment G as the starting point for preventive maintenance for the Bristol

District generators.

2) TUNNELS: The Contractor shall use the service checklist described in

Attachment H for preventive maintenance for the tunnel generators. PM for the tunnel generators shall include:

• The performance of a 90 point inspection, twice per year, for each unit

• A fluid analysis

• An oil analysis to check for metals in the oil

• Annual oil and filter change

• And annual fuel filter change

b. Completion of all requested PM service for the Bristol District shall be within 120 days of starting date.

c. Prior to the start of initial PM service for the Bristol District, VDOT will determine if all units will be serviced on an annual basis. PM on the tunnel generators shall be on a semi-annual basis.

d. The Contractor shall coordinate with each Contract Administrator, or their designee, the schedule of service locations by which PM will be performed. This is of extreme

Bristol District/Facilities Section importance because some areas are not staffed and must be planned to allow for entrance into the facility.

e. Due to the criticality of the units in the tunnels that power essential life-safety equipment for the traveling public during a utility outage, the Contractor shall have at least two (2) technicians within a one (1) hour drive-time radius of the Tunnels to ensure rapid response in the event of an emergency generator failure. The Contractor shall also be capable of performing repair and modification work on the equipment and be able to obtain typical manufacturer recommended replacement parts within 24 hours.

f. The bid price for PM service shall include travel to/from the job site, all necessary materials (for example fluids, filters, and oils), tools, labor, and necessary supervision to accomplish service. Travel charges, including truck charges, will not be allowed for scheduled PM work.

g. Upon completion of the initial PM service of the generators, the Contractor shall submit to the Contract Administrator a legible written report containing the following:

• Identification of the building name and/or location; the date(s) service was performed; the VDOT unit, with the designated inventory “N” number, if applicable.

• The manufacturer, model, and serial number.

• A detailed narrative statement as to the condition of the equipment indicating work that apparently has been performed previously, and an estimate of the age.

• Specific recommendations and estimated cost for any major repair or modification which may enhance the operation of the equipment, and any needed repairs/tests to meet Environmental Protection Agency (EPA) requirements.

• A list of service items, including filter type, size, and number; drive belt size, type and number; and any other information related to servicing the equipment.

h. The Contractor shall complete a service check log upon the completion of assigned site visit (Attachment I), or an approved checklist provided by the Contractor and approved by the Contract Administrator.

1) The log provided shall track the type of PM or repair task performed on each piece of equipment at the facility.

2) Failure for the Contractor to properly and accurately complete the service check log could be grounds for default as described in General Terms and Conditions, Paragraph P.

i. The Contractor shall deliver to the Contract Administrator, or designee, all copies of warranty certificates, maintenance manuals, and other pertinent data as it relates to replaced parts and equipment.

2. ON-CALL REPAIRS: Unscheduled/on-call repairs are any unexpected work that does not fall under preventive maintenance. These repairs may be required any day or hour. Time shall be based on actual time spent on job site, recognizing a minimum of one (1) hour (lead technician time).

a. Repairs that are not due to the Contractor’s improper performance or failure to perform

PM shall be completed on a time and materials basis.

b. The Contractor’s on-site response time to urgent work shall be two (2) hours after notification from VDOT for Bristol District generators and one (1) hour for Tunnel

Bristol District/Facilities Section generators. Repairs not deemed urgent will be coordinated with the appropriate Contract

Administrator on repair time.

c. Authorized repair work, on a time and materials basis, performed outside of normal work hours will be compensated at time and one-half (1.5) the normal bid rate. Written approval must be attached to the invoice for contractor to receive reimbursement. VDOT will not approve or reimburse unauthorized overtime.

d. Damages to equipment covered by these specifications, caused by the Contractor’s negligence or nonfeasance shall be repaired to the satisfaction of VDOT, at no cost to

VDOT.

e. The Contractor shall notify VDOT of any repairs which may be covered under the equipment manufacturer’s warranty, or may be considered to result from defects in the equipment prior to proceeding with any work.

f. Travel charges, including truck charges, will not be allowed for unscheduled repair work.

3. PERSONNEL:

a. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure the capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. The Contractor shall be capable of providing a minimum of three (3) qualified technicians each for the Bristol District and the Tunnels.

b. EXPERIENCED, QUALIFIED OPERATORS/LABORERS: The Contractor shall be responsible for providing competent, properly trained, experienced, qualified personnel, who have skill levels required to repair and service the specific makes and types of equipment listed herein. Technicians must have at least three (3) years of experience in the field, and have experience in all aspects of generator maintenance and repair, including, but not limited to mechanical and electrical. Additional laborers must have enough mechanical experience to be of assistance to the certified technician. At least two

(2) technicians must be certified by the Electrical Generating Systems Association

(EGSA). A copy of the EGSA certification must be included in the bid, or submitted within three (3) business days of request from VDOT.

1) The Contractor’s employees shall be appropriately certified and/or licensed by the Commonwealth of Virginia and local jurisdictions to perform related mechanical work and shall perform all work in accordance with all State and

Federal regulations.

2) The Contractor shall provide a list of their employees with skill level and years performing this type of service with the bid (Attachment E), or within three (3) business days of request from VDOT. Only employees listed may report to work on this contract. The list may be updated as needed with approval of VDOT

Contract Administrator.

3) VDOT reserves the right to reject any of the Contractor’s employees who, in

VDOT’s judgment, are not adequately qualified to perform the work.

c. CHECK IN/OUT: The Contractor’s employees shall check in and out at the work site to confirm labor hours. Hours paid under this contract shall only be for productive hours at the job site. Time spent for transportation of workers, supplies, parts and material acquisition, handling and delivery, or for movement of contractor owned or rental

Bristol District/Facilities Section equipment is not chargeable directly to VDOT but is overhead and the cost shall be included in the hourly bid rate.

d. CONTACT PERSON(S): The Contractor shall assign a contact person(s), who shall be equipped with a cellular telephone. The cellular phone must be functional at all times, and be effective throughout the counties covered by the contract. The contact person(s) shall have the authority to execute this contracted work, and be responsible for handling general contract performance issues, and meeting with VDOT representatives as needed.

The contact persons’ name and cellular phone number shall be required prior to commencement of work activities (Attachment B).

e. COORDINATION WITH VDOT: At all times, VDOT will have the right to be advised, upon request, of the status of work being done by the Contractor, and details of that work.

The Contractor shall maintain coordination with the VDOT Contract Administrator or designee. The Contractor shall verify daily completions with the Contract Administrator or designee to ensure progress continues on the project.

4. EQUIPMENT:

a. EQUIPMENT: It is expected that the Contractor shall have and maintain suitable, reliable, modern equipment and tools of the trade necessary for the satisfactory execution of the work in the scope of the contract. All costs shall be included within the bid unit price. VDOT will not be responsible for any loss, stolen and/or damage to the

Contractor’s vehicles, equipment, tools and supplies as a result of work being performed under this contract.

b. SERVICE TRUCK: The Contractor shall provide an adequate service truck to transport the personnel and tools of the trade. Truck must be maintained with adequate inventory amounts so as to prevent downtime on a project. It is expected the service trucks shall be capable of reaching remote service locations during snow and/or emergency operations.

In the event a Contractor’s truck is unable to reach the assigned destination, the

Contractor’s employee shall immediately notify the VDOT Contract Administrator. No payment will be authorized until the Contractor’s employee is able to perform repair services.

c. ADDITIONAL TRUCKS AND EQUIPMENT: VDOT reserves the right to supply additional trucks and/or equipment from VDOT sources if deemed necessary for emergency response operations.

d. SPECIALIZED EQUIPMENT: The leasing or rental of specialized, unusual, or unique equipment necessary to perform the scope of this contract, which are not considered general tools of the trade and require additional cost, shall be pre-approved in writing by the VDOT Contract Administrator on an hourly, weekly or monthly basis. The Contractor will be reimbursed for the cost of renting or leasing the specialized equipment. No percentage of markups is allowed to be added for the cost of leasing or renting the equipment per the Code of Virginia 2.2-4331. In some cases, VDOT may be able to provide the equipment and operator required if it is available at the time of request (for example backhoe, fork truck, scaffolding, or bucket truck.).

5. GENERAL SUPPLIES AND MATERIALS:

a. CONTRACTOR FURNISHED SUPPLIES: The Contractor shall furnish all supplies and materials needed unless other arrangements are made by VDOT. The materials shall be new and free from defect. Products supplied by the Contractor shall be quality products that comply with all applicable laws, ordinances, rules, regulations and codes and are

Bristol District/Facilities Section compatible with pre-existing materials and equipment involved and have been pre-approved for use by the VDOT Contract Administrator. The use of used parts is strictly prohibited. The Contractor’s employees assigned to this contract shall have the ability to purchase the required repair materials within the vicinity of the project site as needed while on site to avoid additional service trips due to lack of parts.

b. VDOT-FURNISHED SUPPLIES: VDOT reserves the right to furnish any or all materials, supplies and/or equipment to the Contractor for the project and adjust the

Contractor’s estimate accordingly.

c. SUPPLIES/MATERIALS INVOICED AT COST: Supplies and materials required for on-call repairs shall be billed at actual cost. The Contractor shall include an itemized list of parts and/or materials and their actual cost on each invoice submitted for payment. The

Contractor shall also submit supplier invoices to confirm these prices. If the Contractor supplies materials from their shop, the materials shall be billed at the market rate on the

Contractor’s letterhead/invoice at the end of the repairs. This same process applies to

“truck stock” items from the Contractor’s truck. This process shall be limited and the

VDOT Contract Administrator can stop this process at any time and has the right to refuse any material. VDOT reserves the right to provide necessary repair parts and/or equipment whenever it is determined to be in the best interest of the Commonwealth. No mark up in price will be permitted as per the Code of Virginia 2.2-4331.

d. SUPPLY CHANGES: No supplies or materials shall be reduced or changed unless approved by the Contract Administrator or designee.

e. WARRANTY: All materials shall have the manufacturer’s warranty and all labor shall be fully guaranteed against defects in material and workmanship for a period of one (1) year following the completion date. Should any defect be noted by the owner, the Contract

Administrator or designee will notify the Contractor of such defect or non-conformance.

Notification will state either (1) that the Contractor shall replace or correct, or (2) the owner does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to VDOT and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, the office issuing the purchase order may have the materials corrected or replaced with similar items and charge the Contractor the costs occasioned thereby or obtain an equitable adjustment in the contract price.

f. MANUALS/WARRANTIES: For newly installed equipment, all manufacturer’s installation, operation and parts manuals, warranties, and certificates shall accompany invoices submitted for payment.

E. WORK ASSIGNMENTS: All projects will be assigned as they become available. VDOT will determine the order of completion of the projects in the event multiple projects are assigned simultaneously.

F. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the standards of the industry and to the complete satisfaction of the VDOT Contract Administrator or designee. The Contractor shall be responsible for all repair work and any necessary re-work on work previously performed.

2. COORDINATION WITH VDOT AND STATE FORCES: VDOT reserves the right to perform any type of work within the limits of this operation. The Contractor shall cooperate with

VDOT and other contractors as necessary.

Bristol District/Facilities Section

3. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct of all personnel while at the work site.

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

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

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

Contract Administrator or designee.

5. BEHAVIOR: Behavior displayed by the Contractor’s and subcontractor’s employees, such as catcalling, whistling, leering, and other similar gestures, will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents will be grounds for termination of the contract at the discretion of VDOT. Workers appearing to be under the influence of alcohol or drugs shall not be permitted on the job site.

6. COMMUNICATION: The Contractor shall have at least one (1) individual on the worksite that communicates in English (both orally and in writing) and comprehends the English language. This individual shall communicate instructions to the others working under this contract or coordinate this communication. VDOT personnel must be able to understand the English used by this person.

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

8. DELIVERY, PARKING, AND STORAGE: The Contractor shall not deliver nor store equipment on VDOT property without first obtaining written permission from the Contract

Administrator. However, if the Contract Administrator approves the parking and storage arrangements, VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at the site. Hazardous or flammable materials that are stored after work hours shall be done in covered metal containers approved by OSHA and VOSH for hazardous, flammable materials. The Contractor shall store their apparatus, materials, supplies, and equipment in such an orderly fashion that it will not interfere with the progress of their work or the work of any other contractor.

9. CLEANUP: The Contractor shall clean up frequently so the worksite presents a neat, orderly, and workmanlike appearance at all times. Floors, walls, etc. shall be swept, wiped down, and the work area/site returned to the level of cleanliness prior to work commencing so that the area is ready for use. If a Contractor fails to clean up at the completion of the work, the Contract Administrator may do so and charge the costs to the Contractor. The Contractor shall dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material and debris shall be left within the completed work area or buried on the job site, but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

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

Prime Contractor.

11. SUBCONTRACTORS: No portion of the contract, nor any equipment, shall be subcontracted without prior written consent of VDOT. In the event that the contractor desires to subcontract some part of the work or equipment specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors on the attached

Subcontractor Approval Request form (Attachment F). The Contractor shall, however, remain fully liable and responsible for the work performed by its subcontractor(s) and shall assure

Bristol District/Facilities Section compliance with all requirements of the contract. If an approved Subcontractor cannot be supplied to replace an unapproved subcontractor, a Procurement Complaint Form will be issued.

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

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

Contract.

13. SECURITY: If required, the Contractor’s foreman/supervisor shall be responsible to secure the work area before leaving the location. For security reasons, the Contractor’s employees shall present proper identification when reporting to a VDOT facility (i.e. examples are company identification card, driver’s license).

14. USE OF PREMISES: The Contractor shall perform their work in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises.

15. USE OF VDOT WATER AND ELECTRIC: With permission from the Contract Administrator, the Contractor may use VDOT’s water and electric. If any modifications are required, the

Contractor shall obtain written permission from the Contract Administrator. The Contractor, at his expense, shall make modifications that are approved. The Contractor shall remove modifications upon completion of the project. VDOT will not charge the Contractor for the use of these utilities unless persistent wastage occurs. In such cases, the Contractor will be charged for the utilities at the same rates VDOT pays for them.

16. USE OF VDOT TELEPHONES: Telephone services will only be permitted for local calls pertaining to the performance of this contract.

G. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES, AND REGULATIONS: The Contactor shall ensure that all personnel and equipment comply with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes, but is not limited to, equipment having vehicular backup alarm systems and flashing lights, and equipment that contains a roll over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Refer to Special Terms and Conditions #28 for Safety and Health Standards.

2. SAFETY EQUIPMENT: The Contractor shall also provide and ensure that all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. Necessary safety supplies and equipment, shall include, but are not limited to, safety hats, garments, steel toe shoes, gloves, and glasses. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety garment shall have the Virginia state seal or any reference to the Virginia Department of

Transportation or VDOT.

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

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

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

Administrator, or designee, will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the worker’s and/or general public, for

Bristol District/Facilities Section failure to carry out orders for such period, and as may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

5. SIGNAGE: The Contractor shall be responsible for work sites being appropriately designated/protected by any necessary signing/barriers including signs and caution tape as required to identify any dangerous situation created by the on-going project.

H. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: VDOT will issue Purchase Orders, prior to the commencement of work, for billing purposes only. VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase Order(s). Work shall not commence until a

Purchase Order has been issued. For PM, the Purchase Order will be the official work notification.

For on-call repairs, the Contract Administrator, or designee, will issue a numbered Work Order that will be the official work notification. The Work Order may be in the form of a Highway

Maintenance Management System (HMMS) work order. The Contract Administrator will provide a written Work Order (referencing the Purchase Order) identifying the work location, the date(s) and the Scope of Work. All work, regardless of the estimated amount shall require an estimate from the Contractor.

a. For those work requests that require a site visit, the Contractor shall be required to visit the work site within three (3) business days, and carefully examine the site of the proposed work to acquire a full understanding of the nature and scope of the project to be accomplished. Not all work requested by VDOT will require a site visit prior to beginning the requested work. The Contractor shall furnish the Contract Administrator, or designee, within five (5) business days a non-binding written estimate of the costs to complete the project, including a breakout of quantities of labor to be billed at the contracted hourly rates, materials and supplies needed, and the number of days to complete the project.

b. If the estimate is not considered to be fair and reasonable, the Contractor shall be asked to review their estimate and resubmit. If the revised estimate is still not considered to be fair and reasonable, VDOT reserves the right to competitively bid the work. At the time of notification, the Contractor may request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

2. ON-CALL/UNSCHEDULED REPAIRS:

a. Repairs estimated to cost less than $500 in parts and labor shall require the Contractor to contact the Contract Administrator and provide a verbal estimate prior to beginning work.

The Contract Administrator will provide the Contractor with a work order number based up on the verbal estimate.

b. Repairs estimated to cost over $500, but less than $30,000 shall require the Contractor to submit a written estimate to the Contract Administrator prior to beginning work. The

Contract Administrator will provide the Contractor with a work order which will be the notice to proceed with the repairs.

c. Repairs estimated to cost over $30,000 will be competitively bid outside of this contract.

3. CRITICAL/IMMEDIATE RESPONSE: VDOT reserves the right to change the required times for visiting the work site, submitting estimates, scheduling and starting work by the VDOT

Contract Administrator if deemed necessary in response to an urgent response. As defined by the

VDOT Contract Administrator, the on-site confirmation/response times for urgent work are that

Bristol District/Facilities Section the Contractor shall confirm within one (1) hour of initial notification and shall be on-site two (2) hours after the initial notification from VDOT for the Bristol District, and one (1) hour for the

Tunnels. At the time of notification, the Contractor may request additional time to respond.

Approval of additional response time will be decided by VDOT on a case-by-case basis. In case of critical/immediate need, verbal notification shall be sufficient for the Contractor to begin. Written confirmation (work order) will follow within 48 hours.

4. ADDITIONAL WORK: The cost of actual repair work shall not exceed the approved work order without first obtaining written approval to proceed. If during the course of the project additional work is required that is not listed in the Scope of Work on the Work Order, the

Contractor shall obtain a revised work order from the Contract Administrator before any additional work can be performed. The revised work order shall be attached to the original Work

Order. If the Contractor fails to do so, the additional work will not be paid by VDOT.

5. ADVANCE NOTICE: For scheduled work, the Contractor shall notify the Contract

Administrator at least two (2) working days in advance of their scheduled presence on site in order that building occupants may be notified in a timely manner.

6. CONTINUOUS OPERATION REQUIRMENT: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract in accordance with General

Terms & Conditions, Default, Paragraph P.

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

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

Contractor.

8. CONTRACTOR’S DECLINE OF ASSIGNMENT: When the Contractor is unable to report to an assignment, a VDOT-supplied Contractor Release Form shall be signed and documented by the

Contractor stating why they cannot perform work. VDOT shall approve or disapprove in writing whether the Contractor is released from contractual responsibilities. If a Contractor declines an assignment other than one approved in writing by VDOT, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with

General Terms & Conditions, Default, Paragraph P. A Procurement Complaint Form will be issued against the Contractor.

I. AUTHORIZED WORK HOURS:

1. STARTING TIMES AND SCHEDULES: All services shall be performed (unless mutually agreed upon by the Contractor and VDOT) during normal business hours, which are normally

Monday through Friday 7:00 a.m. – 3:30 p.m. The Contractor must make arrangements with the

Contract Administrator, or designee, prior to traveling to the facility to assure that someone is there to allow entrance into the facility. Work to be performed outside of normal work hours shall be coordinated with the VDOT representative, as required.

2. PREVENTIVE MAINTENANCE: All preventive maintenance service shall be performed during normal working hours, unless otherwise directed by the Contract Administrator, or designee.

3. URGENT/EMERGENCY WORK HOURS: During emergencies or because of the nature of work, the Contractor may be required to work outside the normal work hours, as well as 24 hours a day on Saturdays, Sundays and Holidays.

Bristol District/Facilities Section

4. STATE HOLIDAYS: Normally, work shall not be performed any Virginia state or federal holidays unless approved in writing by the Contract Administrator or designee.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 2:00 PM EDT on July 8, 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. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

The conference will begin promptly at the time indicated. At the start of the conference the Contract Officer will conduct an attendance roll call to identify the individuals participating. Participants will be requested to provide their individual name, company name and contact information during the roll call.

This Microsoft Teams Virtual Meeting conference can be accessed with the below information:

Join the meeting now

Meeting ID: 219 184 138 766

Passcode: SAEaKV

Dial in by phone

+1 434-230-0065,,459466515# United States, Lynchburg

Phone conference ID: 459 466 515#

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

VI. METHOD FOR PAYMENT:

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

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

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

A. PAYMENT: Work satisfactorily performed will be measured and paid based on the contract labor rate to the one-quarter hour and the unit bid price per the Pricing Schedule. Travel time, and breaks, including meal breaks, will not be compensated. Breaks should be noted on the timesheet, when applicable. The

Contractor shall provide transportation for workers and tools to the job site. This vehicle shall also be suitable for hauling materials and debris. These costs shall be included in the hourly rates, no additional compensation will be paid.

B. VERIFICATION: The Contractor’s employees shall check in and out with the VDOT Representative at the worksite each day to record the date(s) and time(s) the Contractor’s employees are at the worksite.

Hours worked shall be verified daily in writing by the VDOT Representative at the jobsite. At the end of each assignment the VDOT Representative shall be notified to verify that the work is fully in compliance with the contract and VDOT specifications. The timesheets will be used by VDOT to verify Contractor’s invoices.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmYwZmVmMWItNGYyNy00NzIzLWFjYTgtZWQ0ZDU2ODQ4YjM0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%221ffcffe2-0d6e-4a9c-bc7d-bfe4efdf32ca%22%7d tel:+14342300065,,459466515 mailto:edi@doa.virginia.gov

Bristol District/Facilities Section

C. PREVENTIVE MAINTENANCE: The Contractor shall invoice for PM service upon completion of service of each unit. The unit rate for each line item shall include all labor, overhead, travel, profit, mobilization, equipment, and testing to perform services as listed in the specifications.

D. ON-CALL AND EMERGENCY REPAIR SERVICE: The Contractor shall provide on-call and emergency repair services when requested and shall submit a separate invoice for payment for each occurrence as listed in the pricing schedule within 30 days of repairs. These firm fixed hourly rates shall be for a Lead Technician and shall include travel, labor, tools, equipment, profit, overhead, and any incidentals.

E. PARTS, MATERIALS, AND COMPONENTS: All repair parts, components, and materials shall be furnished for maintenance, on-call standard repairs, and on-call emergency repairs shall be provided at the

Contractor’s actual paid invoiced cost. A copy of all paid invoices for parts, components, materials, and supplies shall be attached to the invoice submitted for payment.

F. COMPLIANCE: At the conclusion of the workday, the Contractor shall demonstrate to the Contract

Administrator or designee that the work is fully in compliance with the contract and VDOT specifications.

Any 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 Complaint Form.

VII. INVOICING:

Invoices shall be submitted upon completion and acceptance of work. All invoices shall include the Contractor’s name and remittance address, invoice number and date, contract number, purchase order number, work order number, description of the work performed (including machine make and model, and VDOT’s “N” inventory number for the unit), work location(s) and dates, itemization of materials, supplies, and labor hours for each crew member, price per unit of measure, extended price and a grand total. All invoices shall be submitted with the required backup documentation. The only charges VDOT will approve for payment will be charges based upon the rates and line items agreed upon on the daily timesheet. No payment will be made for work in progress on the prescribed payment dates. Invoices shall be submitted to the address listed below:

For Bristol District Generators: For Tunnel Generators:

Virginia Department of Transportation Virginia Department of Transportation

Facilities Section Tunnels

Attn: George Doss Attn: Ralph Groseclose

2111 Bonham Road P.O. Box 442

Bristol, VA 24201 Bland, VA 24315

In lieu of mailing, invoices may be submitted as an attachment via email to george.doss@vdot.virginia.gov for the

Bristol District locations or to ralph.groseclose@vdot.virginia.gov for the Tunnel locations.

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

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

mailto:george.doss@vdot.virginia.gov mailto:ralph.groseclose@vdot.virginia.gov https://eva.virginia.gov/index.html

Bristol District/Facilities Section

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

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

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

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

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

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

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

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

A virtual public bid opening will be hosted by a VDOT representative at 11:00 a.m. EDT, July 18, 2024.

Microsoft Teams

Join the meeting now

Meeting ID: 224 174 469 872

Passcode: v4qovK

Dial in by phone

+1 434-230-0065,,712796062# United States, Lynchburg

Phone conference ID: 712 796 062#

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

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

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

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

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract…