159060SpecificationsTermsConditions_Add1.pdf

Administrative Services/Procurement

Salem District

Snow Removal – Salem Residency

IFB # 159060

ADDENDUM 1 – CHANGES REFLECTED IN RED

Issue Date: 08/02/2024 INVITATION FOR BIDS IFB# 159060

Title: Snow Removal Services – Salem Residency

Commodity Code(s): 96872, 97534

Location Where Work Will Be Performed: Roanoke County

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Shonda Fowler

Email: shonda.fowler@vdot.virginia.gov

Phone: (540) 378-5089

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time on August 12, 2024. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 1:00 PM Eastern Daylight Time on August 22, 2024. Refer to Solicitation Section VIII.1 for

Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 1:30 PM Eastern Standard Time on August 22, 2024. Refer to Solicitation Section

VIII.2 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:

A. 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.

B. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

C. VA STATE CORPORATION COMMISSION FORM

D. NORMAL AND EMERGENCY CONTACTS

E. SUBCONTRACTOR APPROVAL REQUEST

F. ADDITIONAL EQUIPMENT OFFERED

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.

Snow Removal – Salem Residency

IFB # 159060

Administrative Services Division

Salem District\Salem Residency

Invitation for Bid IFB # 159060

Snow Removal Services

TABLE OF CONTENTS

PAGE #

I. Purpose 3

II. Questions Regarding This Invitation For Bid 4

III. General Definitions 4

IV. Specifications/Contract Requirements 4

V. Pre-Bid Teleconference 14

VI. Method for Payment 15

VII. Invoicing 15

VIII. Bidders Instructions and Public Bid Opening 15

IX. General Terms and Conditions 16

X. Special Terms and Conditions 23

ATTACHMENTS

A. Small Business Subcontracting Plan (SBSP) (Fillable Forms) B. Vendor Qualification Equipment Inventory Certification Form (Fillable Forms) C. VA State Corporation Commission Form (Fillable Forms) D. Normal and Emergency Contacts (Fillable Forms) E. Subcontractor Approval Request (Fillable Forms)

F. Additional Equipment Offered (Fillable Form)

G. Prevailing Wage Rate Determination

RESOURCES BY REFERENCE

1. General Term and Condition C.1.(f): Anti-Discrimination

2. General Term and Condition CC: Civility in State Workplaces

Snow Removal – Salem Residency

IFB # 159060

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified vendors to provide trucks and various equipment with operators experienced in snow removal operations to establish contracts for the removal of snow, ice and other frozen precipitation from specific routes, including all intersections and crossovers, listed below within Roanoke County in the Salem Residency’s area within the Salem District.

The trucks shall have owner provided plows, saddle tanks (except 1 tons) and chemical spreaders. A contractor supplied shift supervisor with vehicle shall be supplied for every Lot.

Award will be made by LOT; bidders may bid on as many lots as they have equipment and operators to supply. Awards will be made in LOT number order, beginning with LOT 1. Awards will not be made for the same equipment in more than one lot.

LOT 1

ROUTE BEGIN END

116 Roanoke County/Roanoke City Line Roanoke/Franklin County Line

LOT 2

24 Roanoke County/Vinton Town Line Roanoke/Bedford County Line

634 Roanoke/Bedford County Line Roanoke/Franklin County line

654 Route 24 Route 634

LOT 3

221 Rt. 696 Apple Grove Lane Roanoke/Franklin County Line

Lot 4

311 Intersection of Rte. 311 and 419 Roanoke/Craig County Line

Lot 5

11 Roanoke City/Roanoke County Line Roanoke/Botetourt County Line

Lot 6

118 Roanoke City/Roanoke County Line Rte. 117

623 Rte. 118 Rte. 11

117 Roanoke City/Roanoke County Line Rte. 11

Lot 7

115 Roanoke City/County Line Rte. 815 Angle Lane

Lot 8

11/460 Roanoke/Montgomery Co. Line Salem City Limits

Lot 9

220 Roanoke/Franklin Co. Line Rt. 419/Southern Hills Drive

Snow Removal – Salem Residency

IFB # 159060

Lot 10

ROUTE Description

Rte. 1541 Hunting Hills Drive To Include all routes adjoining Rte. 1541

Lot 11

All routes in

Roanoke County

Various Various

PERIOD OF CONTRACT: The contract period shall be for a one-year period to be determined from date of award through April 30, 2025. (Renewable)

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

Subcontracting Plan (SBSP) Attachment A with the electronic bid response in eVA. Bidders selecting “I Plan To

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 “I Plan 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.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this invitation for bid shall be addressed to Shonda Fowler at shonda.fowler@vdot.virginia.gov. The issuing office will determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions 5:00PM, August 16, 2024.

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. SPECIFICATIONS / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: Contractor shall provide all equipment, labor, fuel, supplies, tools, transportation, qualified, experienced operator(s), and supervision necessary to perform Snow Removal Operations to remove snow, ice, and other frozen precipitation on Primary and select Secondary Routes in Roanoke County including all intersections and crossovers, etc., as directed by the VDOT Contract Administrator or designee. Services included in this contract will be required on an on-call as needed basis, 24 hours a day from November 15th through April 15th of each year.

Contractor’s equipment may be required to work night shift (7:00 p.m. – 7:00 a.m.) or day shift (7:00 a.m. – 7:00 p.m.)

The shift assignments will be at VDOT’s discretion.

All Trucks shall have owner provided plows, saddle tanks (except 1 tons), and chemical spreaders unless otherwise detailed herein.

All DMV licensed Equipment shall be equipped with an Automatic Vehicle Locator System, with service activated, throughout the term of this contract, except Supervisor vehicle(s). (See IV.D.16 for additional information) mailto:shonda.fowler@vdot.virginia.gov

Snow Removal – Salem Residency

IFB # 159060

A Contractor supplied shift Supervisor with 4X4 vehicle shall be supplied at Contractors expense for each Lot awarded.

This cost should be included in bid prices as no separate costs shall be billable.

B. BIDDER QUALIFICATIONS:

1. When bidding on this solicitation, in order to be considered responsive, Bidders shall offer the minimum number of equipment of single, multi-axle or Tandem trucks, one-ton truck and equipment that meet the criteria for this solicitation for each LOT bid.

2. Prior to contract award, the Bidder shall certify that the offered equipment is available in current inventory or inventory of their subcontractor(s) within the Commonwealth of Virginia.

3. During the months when winter weather is possible, equipment shall be stored within 100 miles of the Salem

Residency, 714 South Broad Street, Salem, VA 24153.

C. GENERAL CONTRACT REQUIREMENTS:

1. EQUIPMENT/PERSONNEL READINESS:

a. The Contractor shall have all equipment fully operational, permitted (including Over-width-Overweight permit needed for plows and spreaders on licensed equipment), and insured (see General Term & Condition T) not later than ten (10) calendar after the posting of the Notice of Intent to Award. Each subsequent year, equipment shall be fully operational by October 15th. Failure to have each piece of equipment fully operational, permitted, and insured shall result in forfeiture of the bonus payment.

b. The Contractor shall provide, in writing, the method of fueling and re-fueling equipment while in the performance of services. This method (or list) must be submitted to the designated VDOT Contract Administrator within ten

(10) days from the date the contract is awarded and by October 15th each year thereafter. VDOT reserves the right to deny the proposed fueling methods, offer alternative recommendations, or deny payment, if timeliness of services is delayed beyond ½ hour as a result of fueling issues.

c. The Contractor shall ensure by his/her signature on this bid the capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. Contractor shall not offer equipment that is obligated under other contracts for the same service.

d. Contractors may substitute multi-axle trucks in place of single axle trucks when bidding but shall not substitute single axle trucks in place of multi-axle trucks. This substitution should be noted on the equipment form.

e. In the event a truck is no longer needed in the assigned lot, the truck may be used on other routes if the contractor and VDOT are in agreement. There with be no increase in the hourly rate for working in other areas.

2. MINIMUM EQUIPMENT REQUIREMENTS:

Lot 1 - Contractor shall provide a minimum of two (2) Tandem Axle trucks, minimum 33,001 GVW, w/plows, saddle tanks, and spreader.

Lot 2 - Contractor shall provide a minimum of one (1) Single Axle Truck, minimum 10,001 GVW, w/plow, saddle tanks and spreader and one (1) Tandem Axle truck, minimum 33,001 GVW, w/plow, saddle tanks, and spreader.

Lot 3 - Contractor shall provide a minimum of three (3) Tandem Axle trucks, minimum 33,001 GVW, w/plows, saddle tanks and spreader.

Snow Removal – Salem Residency

IFB # 159060

Lot 4 - Contractor shall provide a minimum three (3) Tandem Axle trucks, minimum 33,001 GVW, w/plows, saddle tanks and spreader.

Lot 5 - Contractor shall provide a minimum of one (1) ton truck, minimum 8,500 GVW, with plow and spreader, one

(1) Single Axle Truck, minimum 10,001 GVW, with plow, saddle tank and spreader and one (1) Tandem Axle truck, minimum 33,001 GVW, w/plows, saddle tanks, and spreader.

Lot 6 - Contractor shall provide a minimum of one (1) ton truck, minimum 8,500 GVW, with plow and spreader, one

(1) Single Axle truck, minimum 10,001 GVW, with plow, saddle tank and spreader and one (1) Tandem Axle truck, minimum 33,001 GVW, with plow, saddle tank and spreader.

Lot 7 - Contractor shall provide a minimum of one (1) Single Axle truck, minimum 10,001 GVW, with plow, saddle tank and spreader and one (1) Tandem Axle truck, minimum 33,001 GVW, with plow, saddle tank and spreader.

Lot 8 – Contractor shall provide a minimum three (3) Tandem Axle trucks, minimum 33,001 GVW, w/ plows, saddle tanks and spreaders.

Lot 9 – Contractor shall provide a minimum two (2) Tandem Axle trucks, minimum 33,001 GVW, w/ plows, saddle tanks and spreaders and one (1) Single Axle Truck minimum 10,001 GVW, with plow, saddle tank and spreader.

Lot 10 – Contractor shall provide a minimum two (2) One Ton trucks, minimum 8,500 GVW, with plows and spreaders.

Lot 11 - Contractor shall provide a minimum of one (1) Motor-grader 100-149 HP. Contractor shall report to Hanging

Rock Area Headquarters when requested by VDOT. However, equipment may be used on any routes in Roanoke

County. Contractor may provide additional equipment equal to or greater HP at same bid price if available.

All required equipment must be listed with required information on the Vendor Qualification/Equipment

Inventory Form (Attachment B). Failure to list all equipment information and complete the form as required may be cause for the bid to be determined non-responsive.

3. PERFORMANCE STANDARDS:

a. All routes assigned by VDOT Contract Administrator (CA) within this contract shall be maintained in a manner so that all pavement travel lanes for mainline pavement, turn lanes, crossovers, intersections and bridges shall be kept passable so that traffic can proceed in a safe and orderly manner throughout the inclement weather occurrence as directed by the VDOT Representative.

b. It is expected that the condition of the mainline pavement and associated turn lanes, shoulders and intersections are passable and safe for drivers during the entire winter weather event. The Contractor shall provide constant attention from such issues as freeze backs and loss of turn lanes even after clearing the roads as directed by the

VDOT Representative.

c. All paved shoulders shall be at least 90%-100% free of frozen precipitation and pushed back at least six (6) inches beyond the edge of pavement, or to the curb if present, within twelve (12) hours of the falling precipitation ceasing unless released by the VDOT Representative.

d. VDOT reserves the right to perform any type of work, including snow removal, within the limits of the operation.

The contractor shall cooperate with VDOT and any other contractors as necessary.

4. MATERIAL/CHEMICAL SUPPLIES:

Snow Removal – Salem Residency

IFB # 159060

VDOT will furnish all sodium chloride (road salt), and liquid chemicals (calcium chloride or salt brine), which shall be obtained at the Contractor’s assigned stock location. Assignment of the stock location(s) is solely at the discretion of VDOT. VDOT will monitor material quantities for reasonable use. Materials left on equipment at the end of a snow event must be accounted for and returned to the same VDOT stock location. Contractor will be responsible to repair damage, to any VDOT facility, incurred during Material/Chemical loading/unloading operation caused by the

Contractor.

D. EQUIPMENT REQUIREMENTS:

1. Each piece of offered equipment shall be subject to inspection by VDOT personnel at VDOT’s discretion. The inspection is to ensure that the equipment meets all Federal DOT and Virginia State Inspection standards as applicable.

VDOT reserves the right to reject any offered equipment. The VDOT Contract Administrator or designee & the

Contractor shall schedule a “dry run”, on a mutually agreeable date, to check functionality, operability of equipment, check route assignments, allow VDOT to perform equipment inspection, and train the Contractor on Inventory

Management of chemical stockpiles. All equipment shall be operable at the inspection and remain operable throughout the life of the contract.

2. All vehicles must have company logo visible on both sides of vehicle.

3. Per the Virginia Work Area Protection Manual each vehicle involved in a moving/mobile operation shall be equipped with at least one rotating amber light or high intensity amber strobe light. Vehicle hazard warning lights shall not be used instead of rotating lights or strobe lights, but as a supplement. All Contractor-owned trucks shall be equipped with auxiliary headlights so they may operate safely when equipped with a plow. When equipped with a chemical spreader the taillights shall be visible and not blocked by the spreader chute. Auxiliary lights must be visible when the plow is in the “up” position. The Contractor shall also be responsible for ensuring spreader s and saddle tanks are working properly, that all warning signs are kept cleaned so that they can be read easily, and that all warning lights are operational at all times.

4. Each Contractor provided tandem, or multi axle dump truck shall be equipped with a snow plow a minimum of eleven

(11) feet in length, a chemical spreader not less than an eight (8) cubic yard or equivalent material capacity, and two liquid tanks with a minimum of 200-gallon capacity (100 gallons per saddle tank). Spreaders less than eight (8) CY will not be accepted for multi axle trucks. Contractor provided single axle trucks shall be equipped with a snow plow a minimum of eleven (11) feet in length and a chemical spreader with not less than an (6) cubic yards or equivalent material capacity and two liquid tanks with a minimum of 200-gallon capacity (100 gallons per saddle tank). Contractor provided one (1) ton trucks shall be equipped with a snowplow of 7’6” minimum in length and chemical spreader with not less than a 2 cubic yard or equivalent material capacity or 350-gallon brine unit.

5. All Contractors provided trucks with snowplow shall be capable of being turned from within the cab of the truck.

6. All Contractor Licensed equipment with snowplows greater than 8.5’ in length must obtain an over-width permit from

DMV.

7. The Contractor shall be responsible for providing cutting edges/blades for Contractor-owned plows. Contractor may be required to replace blades at the discretion of VDOT. Contractor plows shall be already installed when arriving at specified mobilization times.

8. Each chemical spreader shall be equipped with appropriate flashing lights. The Contractor shall calibrate all spreaders to operate as directed by VDOT not later than ten (10) days after the award of the contract and by November 1st each subsequent year. The Contractor shall contact VDOT to verify that all equipment has been calibrated correctly and provide a calibration sheet. VDOT may assist in the calibration if personnel are available. Failure to calibrate spreaders not later than ten (10) days after the award of the contract and November 1st in each subsequent year, may result in forfeiture of the bonus payment for that vehicle. Chemical spreaders shall already be installed and in working condition when arriving at specified mobilization time.

Snow Removal – Salem Residency

IFB # 159060

9. Each Contractor provided truck (except the one (1) ton truck) shall be equipped with two (2) 100-gallon capacity truck mounted liquid spray tanks. These tanks or units shall be capable of spraying pre-wetting chemical such as liquid calcium chloride onto the granular salt at a VDOT specified rate, normally 10 – 20 gallon per ton.

10. The Contractor shall provide tire chains for any/all equipment including loaders and graders. In the event a Contractor’s vehicle becomes immovable or out of service, the Contractor shall immediately notify the VDOT Representative to which they are assigned or the Contract Administrator. No payment will be authorized until the vehicle is back in operating status. The Contractor, not VDOT, shall be responsible for rescuing their equipment should it become immovable.

11. Each supervisor’s vehicle shall be a pickup or SUV and be equipped with appropriate flashing lights. Four-wheel drive is required.

12. The Contractor shall be responsible for properly securing all equipment and materials on their vehicles.

13. VDOT will not assist the Contractor in removing and/or reinstalling the tailgate. The Contractor shall not be compensated for the time spent removing and/or reinstalling the tailgate. Tailgates shall not be stored at the VDOT

Maintenance Headquarters.

14. VDOT will not be responsible for any damage to the Contractor’s vehicles, equipment, tools, rented or leased equipment as a result of work being performed under this contract.

15. Each piece of equipment shall have a functioning fire extinguisher and first aid kit.

16. AUTOMATIC VEHICLE LOCATION SYSTEM (AVL) EQUIPMENT FOR LICENSED EQUIPMENT

VDOT-approved Automatic Vehicle Location System (AVL): AVL is a mandatory requirement of this contract. The

AVL device for each piece of equipment is provided by VDOT at no cost to the Contractor once. AVL technology will help locate snow removal vehicles and equipment, document hours at work, miles traveled and provide the ability to locate vehicles in the event of an emergency, such as accident or stranding. The ability to easily locate equipment will vastly improve VDOT’s ability to manage and deploy resources to “hot spots” and high priority areas during a severe weather event. Contractors that have AVL equipment that is inoperable or inaccessible to VDOT may not be allowed to perform services.

Cal/Amp Distributed Units - VDOT will provide each Contractor with the AVL ordering Portal information and installation instructions once the contracts are awarded. There AVLs are provided to locate snow removal vehicles and equipment, document hours worked, miles traveled and provide the ability to locate vehicles in the event of an emergency such as an accident or becoming stranded.

a. The order the AVL devices within 10 calendar days of vehicle inspection/approval, with confirmation of order sent to the Contract Administrator. The Contractor must have the AVL installed and activated and accessible to VDOT within twenty (20) calendar days of award for the initial year of the contract and by October 15th of each subsequent year (AVL Activation Date”). AVL must remain installed and activated through the end of the Snow Season which is April 15 of each year.

b. Contractor shall be responsible for compliance with all requirements necessary to activate and maintain AVL service with the designated VDOT service provider. In addition, the Contractor must ensure that the AVL service provider has all required and correct information and that all AVL service provider requirements continue to be met during the Term of this Contract.

c. The Contractor shall have the AVL equipment activated from the time the piece of equipment reaches the

Designated VDOT Location, or at the staging location, whichever is earlier. AVL equipment must remain

Snow Removal – Salem Residency

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activated, operable, and accessible to VDOT until the Contractor is released from Operational Services. The

Contractor will use the AVL equipment in accordance with the instructions provided by VDOT.

d. In the event the Contractor’s AVL equipment is inoperable, the Contractor shall immediately notify the Designated

VDOT Location to which the Contractor is assigned. Payment for that piece of equipment will not be authorized until the AVL system is operable, accessible to VDOT to ensure accurate tracking, another method of monitoring is implanted by the Department, or the Contractor has provided adequate documentation that the Contractor has worked with the Service Provider to alleviate the issue causing the unit not to register. No equipment will be called in until the AVL unit is reporting properly or another means of monitoring is established by the Department.

e. It is the Contractor's responsibility to ensure that the units are registering prior to snow removal events by contacting the service provider or accessing their service account. AVL systems shall remain installed and in working order throughout the Snow Removal Season. VDOT will run periodic reports to establish which units are functioning correctly. During this testing period, the Contractor shall have his AVL unit installed and reporting correctly. Contractors will be given 10 days prior notice of specific testing dates. Contractor shall have 10 days to correct any deficiencies or document that the deficiencies are being corrected by the service provider. Failure to provide documentation may result in equipment being permanently removed from the Active Call-In list and may be cause for the termination of this Contract.

f. The Contractor shall be responsible for any loss or damage it causes to AVL equipment in its possession and shall pay for replacement costs.

g. AVL Requirements:

1. Contractor complies with all requirements of the AVL service provider.

2. Contractor ensures that the AVL service provider is authorized to grant VDOT access to Contractor AVL data throughout the Activation Period.

3. VDOT’s access to AVL data during the Activation Period is continuous and uninterrupted throughout the

Activation Period.

4. VDOT will not be responsible for reinstallation charges should Contractor elect to change or reassign vehicles for any reason during the snow removal season.

5. Contractor will notify VDOT and the AVL Service Provider of any reassignment of any of the AVL devices for the term of the Agreement.

E. PERSONNEL REQUIREMENTS:

1. DRIVERS / OPERATORS:

a. The Contractor shall provide drivers (including relief drivers) for each truck who possess a valid Commercial

Driver’s License and the skill and experience to operate the truck and snow removal equipment in a manner conductive to a snow removal operation. The driver shall be capable of adjusting the gates on the spreader to the correct calibration, start and stop the engine (if so equipped) on the spreader, and turn the snowplow. The driver shall be capable of operating all features on the truck including spreader, snowplow, and liquid chemical spray tanks as equipped. The driver shall be responsible for filling the chemical spray tanks on his/her vehicle. The driver shall be responsible for reporting any problems or breakdowns to the Contractor's supervisor immediately.

b. Crew Dress Requirements: All Contractor or Sub-Contractor personnel shall wear hardhats that include a 6-point suspension system, high visibility garments (including trousers when required), steel toed shoes and any other

Personal Protective Equipment required, that comply with all applicable VOSHA/OSHA, ANSI and VDOT Safety

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Regulations, while performing any work related to this contract. The driver/operator shall be appropriately dressed for winter weather emergency operations.

c. The Contractor shall be responsible for establishing schedules so that any individual driver or operator is not permitted to work more than 14 consecutive hours (to include stand-by hours) without having at least a 10-hour break. If the duration of the snow event requires it, the Contractor shall ensure that two properly trained and licensed relief drivers are available for each piece of equipment to sustain an around-the-clock operation. The

Contractor shall provide VDOT a list of operators as proof of ability to sustain around-the-clock operations within ten (10) calendar days after Notice of Intent to Award is posted.

2. SUPERVISOR WITH VEHICLE:

a. The cost for Supervisor with vehicle shall be included in the bid price for other items. There will be no Fall or

Spring Bonus payment paid for supervisor with vehicles.

b. The Contractor shall provide one (1) supervisor with a pickup or SUV vehicle, (4x4), mobile phone and a means of communicating with the truck drivers or equipment operators during each winter weather event per LOT. In the event a single contractor is awarded more than one LOT, VDOT will determine the number of supervisors required, not to exceed one (1) supervisor per lot.

c. Supervisors shall ensure their drivers/operators sign in properly at staging locations at times specified by VDOT, have the necessary equipment, know their assigned routes, and perform the work according to VDOT standards.

The standards will be presented at the snow removal training sessions. Supervisors shall patrol the roadway within his/her area of responsibility and report the road conditions to the VDOT Contract Monitor. The Contractor’s supervisor shall be capable of recommending when the roadway should be treated and/or plowed.

d. Supervisors shall not serve as an operator or driver for the Contractor's equipment or in any other capacity other than supervisor.

e. Supervisors shall be responsible for reporting any piece of equipment that is out of service, as soon as he/she is aware of the problem, to the VDOT Contract Monitor.

f. Supervisors shall be capable of communicating (both verbally and in writing) and comprehending the English language. This person shall be capable of communicating instructions to other operators of their crew. The English used by this person must be understood by VDOT personnel.

3. EQUIPMENT MECHANIC:

a. The Contractor shall have a mechanic available or on call during snow removal operations to keep the contractor’s trucks and equipment in proper working condition. The mechanic shall be capable of working on any piece of equipment furnished by the Contractor.

b. VDOT will not be responsible for any damage to the Contractor’s vehicles, equipment, or tools as a result of work being performed under this contract.

c. The Contractor s mechanic shall not use or operate VDOT owned equipment, tools, supplies, radios or telephones at any time to repair Contractor owned equipment.

d. If the Contractor owned spreader breaks down with a load of chemicals in it, the Contractor shall be responsible for providing the personnel at their own expense to remove the chemical from the spreader.

e. Environmental cleanup due to spilled or leaked fluids from Contractor’s equipment shall be the responsibility of the Contractor to mitigate and clean up, as well as dispose of properly.

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F. COMMUNICATION EQUIPMENT:

All drivers, operators, and supervisors are required to have in their possession an appropriate means of communication between the driver, operator, supervisors and VDOT Contract Representative. Appropriate communication is defined as a functioning compatible cellular phone. All communication equipment shall be provided by the contractor.

G. METHOD OF ORDERING WORK

1. VDOT will create a Purchase Order (PO) for an estimated amount for each Contract line item including lines for the

Fall and Spring Bonus fees and AVL equipment. If the estimated usage is exceeded, VDOT will create another PO based on an estimate for the remainder of the snow season. At the end of the snow season, VDOT will adjust the

PO(s) for any estimated quantity not used. The PO number(s) must be included in all correspondence and invoicing.

2. An Event Number will be assigned to each snow/weather storm. This Event Number must be included on each

Invoice submitted for payment and on each Time Sheet.

3. A Daily Time Sheet, supplied by VDOT, shall be submitted at the end of each shift to the Contract Administrator or designee, as directed. This Daily Time Sheet will be used to verify time and equipment for payment.

H. RESPONSE REQUIREMENT:

1. CONTACT INFORMATION: Contractor shall provide VDOT, in writing, a list of emergency phone numbers (for use on weekends and nights) for snow and/ice emergency operations, (See Attachment D).

2. CALL-IN NOTIFICATION: VDOT will contact the Contractor’s listed number at the beginning of the snow event as notification for the Call-in. The Contractor will have one number for which VDOT can call for mobilization for an event. The Contractor will be responsible for providing contact numbers for their supervisors and operators and ensuring that contact numbers are kept up to date. A calendar of on-call personnel will also need to be provided.

VDOT will establish and advise the Contractor of the time for reporting during this call-in notification. The

Contractor’s vehicles and drivers shall report to the assigned location within two (2) hours of the established Time for Reporting. The Contractor will be instructed at which Mobilization level they are required to report at. The

Contractor will have (2) two hours for Mobilization.

3. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once work has commenced, with the exception of interruptions caused by delays authorized by the Contract Administrator or designee. The Contractor shall provide sufficient equipment and personnel to complete the work within the timeframe specified. Performing maintenance or repairs to the Contractor’s equipment or re-fueling equipment shall not cause interruptions. If this is not done, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract.

4. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form may be issued against the Contractor. It shall address the deficiency and corrective action needed. If corrective actions are not acquired by the deadline stated in the cure letter, VDOT may have the work accomplished by another source and the Contractor may be held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Paragraph P.

5. DAILY CHECK IN/OUT: The Contractor shall check in daily with the VDOT Representative at the specified location upon arrival prior to beginning work and check out prior to leaving. The Contractor shall have the VDOT

Representative at the work location sign the Contractors timesheet to confirm hours worked for each employee each shift. Hours worked that are not confirmed may not be paid.

Snow Removal – Salem Residency

IFB # 159060

I. BID REQUIRMENTS:

1. Tandem or Multi-axle Dump Trucks, Minimum GVW equipped with Contractor Owned equipment: - The unit bid price shall be an hourly rate and shall include the cost of equipment, operator, relief driver, contractor owned

11’ snowplows, 8 cu yd, chemical spreader, and two (2) 100-gallon liquid truck-mounted spray units, fuel, communication devices, cutting blades, mechanical services, AVL, and any other incidental costs associated. The contractor will be paid the unit bid price per hour, per truck utilized during plowing or chemical spreading operations.

2. Single Axle Dump Trucks equipped with Contractor Owned equipment- The unit bid price shall be an hourly rate and shall include the cost of equipment, operator, relief driver, contractor owned 11’ snowplows, 6 cu yd, chemical spreader and two (2) 100-gallon liquid truck-mounted spray units, fuel, communication devices, cutting blades, mechanical services, AVL, and any other incidental costs associated. The contractor will be paid the unit bid price per hour, per truck utilized during plowing or chemical spreading operations.

3. Dump Truck, 1 Ton with plow and spreader. The unit bid price shall be an hourly rate and shall include the cost of equipment, operator, relief driver, contractor owned 7’6” snowplow, 2 cu yd. chemical spreader or a minimum of a 350-gallon brine unit, fuel, communication devices, cutting blades, mechanical services, AVL, and any other incidental costs associated. The contractor will be paid the unit bid price per hour, per truck utilized during plowing.

4. Standby Rate. The Contractor will be paid the hourly rates for equipment with driver/operator used while the

Contractor is actively performing Operational Services in accordance with the Department’s directions. If the

Department requests the Contractor to be on standby in preparation prior to or during the expected weather events, the Contractor will be paid 50% of the hourly rate.

a. Standby payment will begin when each piece of equipment and driver/operator reports to the VDOT Location and continues during the time the equipment and driver/operator remain in the staging process but are not engaged in active Operational Services.

b. Standby rate for each piece of equipment begins when the operator arrives at the location designated by the

AHQ. The standby rate shall cease for each piece of equipment when VDOT either orders the commencement of active Operational Services or releases the equipment and driver/operator from use.

c. The hourly rate shall commence when VDOT directs the Contractor’s supervisor to perform active Operational

Services. Work at the hourly rate shall cease when VDOT directs the Contractor’s supervisor.

d. Breakdown: In the event the Contractor’s equipment breaks down, no payment for that piece of equipment will be authorized until the equipment (or replacement equipment) is back in operating condition and returns to active involvement. If the Contractor substitutes a Tandem truck for a Single Axle Truck, the billable rate will be the

Single Axle rate. Failure to notify VDOT of equipment breakdown may result in a Procurement Complaint form being issued and possible loss of Fall Bonus payment.

J. ADDITIONAL EQUIPMENT OFFERED:

The Contractor shall have the opportunity to offer additional equipment over the required minimum. This equipment shall be listed on Attachment F, Additional Equipment Offered. Prices will be paid at the same bid price for the Lot

Number/Numbers that bids are submitted.

K. SUPPLEMENTAL PAYMENTS:

1. SUPPLEMENTAL PAYMENT SCHEDULE: The pay items listed below are fixed prices and will be paid to the

Contractor if all required criteria have been met.

Snow Removal – Salem Residency

IFB # 159060

2. FALL AND SPRING BONUSES: Bonuses will be issued in the amounts below if all timelines in this contract are met and contractor maintains all insurance, registration, and inspections through the life of the contract. Failure to meet the requirements will result in loss of bonuses. Contractor will receive half of scheduled bonuses in the fall and the other half in the Spring if all criteria are met. Example: (Single Axle is $6,000, Contractor will receive $3,000 in the Fall and $3,000 in the Spring if all criteria are met.)

a. Single Axle Trucks with plow, saddle tanks, and chemical spreader: $12,000.00 per unit

b. Tandem Trucks with a plow, saddle tanks, and chemical spreader: $15,000.00 per unit

c. One Ton Trucks with a plow and chemical spreader: $10,000.00

d. All other specified equipment such as loaders, graders: $5,000.00 per unit

These rates shall be for each year of the contract and will remain the same from contract period to contract period.

The CPI-U price increase/decrease allowance as defined within this contract shall not apply to these annual Fall and

Spring payments. The Fall and Spring Bonus Payment will be paid in two installments as follows:

A. Fall Bonus Payment: The contractor shall submit an invoice for the fall bonus payment will be 50% of the scheduled rate listed above and paid once the following criteria has been met:

• Vehicles and equipment have passed the annual inspection to ensure contract compliance i.e. Trucks, plows, calibrated spreaders, and spray tanks have the appropriate hook ups, safety requirements and are in proper operating condition.

• The Contractor has provided in writing, an acceptable method of fueling his/her equipment.

• The Contractor has provided, in writing, a Contact list to include a list of emergency phone numbers (for use on weekends and nights)

• Insurance Certificates for each truck, vehicle or piece of equipment has been received and is in accordance to General Terms & Condition paragraph T upon Notice of Intent to Award and the following years of contract not later than October 15th of each contract term.

• AVL must be install and/or activated not later than thirty (30) days from the date of award. In each subsequent year, the deadline shall be November 15th.

B. Spring Bonus Payment: The Spring Bonus Payment will be 50% of the scheduled rate listed above. This installment payment will be processed at the end of the snow removal season once the Contractor has demonstrated that the following criterion has been met: The Contractor shall invoice for the spring bonus payment on April 30th of each year.

• Equipment reported for work as required or called for.

• Work performed during the season is considered satisfactory.

• Contractor shall invoice for the spring bonus payment invoice by April 30th of each year.

• AVL Data remained accessible and visible throughout the season.

J. MINIMUM GUARANTEED PAYMENT:

IN ORDER TO BE ELIGIBLE FOR THE MINIMUM GUARANTEED PAYMENT, THE CONTRACTOR

MUST RESPOND WITH REQUIRED EQUIPMENT EVERY TIME THEY ARE CALLED TO REPORT.

FAILURE TO REPORT FOR ANY REASON SHALL RESULT IN THE CONTRACTOR BEING

INELIGIBLE FOR THE (MGP) MINIMUM GUARANTEED PAYMENT.

VDOT will provide a Minimum Guaranteed Payment (MGP) for each piece of accepted equipment according to the amount listed per bid line. The MGP will be equal to forty (40) hours of push time for each piece of equipment.

At the end of the snow season, VDOT will review all payments; equipment which did not earn the MGP amount during the season will receive a lump sum payment for the difference, if the Contractor supplying the equipment has complied with all contract requirements and received no vendor complaint forms during the contract period. The MGP will be made even if the Contractor is not called to report during the season.

Snow Removal – Salem Residency

IFB # 159060

Minimum Guaranteed Payment Example 1:

Contractor’s bid rate for a truck is $200 per hour. Guaranteed minimum payment is $8,000. Truck worked 30 hours push and 5 hours standby during the season.

MGP minus Total Payments for Push and Standby Time Equals End of Season Lump Sum Payment

$8,000 – [(30*$200) + (5*$100)]

$8,000 – [$6,000 + $500]

$8,000 - $6,500 = $1,500

Contractor was paid $6,500 during the season. Contractor will receive $1,500 End of Season Lump Sum Payment.

Minimum Guaranteed Payment Example 2:

Contractor’s bid rate for a truck is $150 per hour. Guaranteed minimum payment is $6,000. Truck worked 45 hours push and 8 hours standby during the season.

MGP minus Total Payments for Push and Standby Time Equals End of Season Lump Sum Payment

$6,000 – [(45*$150) + (8*$75)]

$6,000 – [$6,750 + $600]

$6,000 - $7,350 = less than $0

Contractor was paid $7,350 during the season. This is greater than the MGP of $6,000. The Contractor has earned more than the MGP offered. No additional payment is due to the contractor.

V. OPTIONAL PREBID TELECONFERENCE:

An optional prebid teleconference will be hosted by the Contract Officer at 10:00 AM EDT on August 12, 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 virtual meeting on your computer, mobile app or room device.

Click here to join the meeting

Enter Meeting ID: 291 740 841 651

Enter Passcode: PZrJbS

Download Teams | Join on the web

Or call in (audio only)

+1 434-230-0065

Enter Phone Conference ID: 316 554 316#

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

https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122

Snow Removal – Salem Residency

IFB # 159060

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

VII. INVOICING:

Invoices shall be submitted within 10 days of completion and acceptance of each event. Invoices shall include the event number, contract number, purchase order number, work order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates.

Timesheets signed by the VDOT Contract Representative shall be included with invoice as proof of hours. Invoices shall be sent to:

VDOT Salem Maintenance Section

714 S. Broad St.

Salem, VA 24153

In lieu of mailing, invoices may be submitted as an attachment via email to

Salem.residencybusinessoffice@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS and PUBLICE BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

All bids must be submitted electronically online via eVA using the Bidder’s established eVA Supplier Account. The entire bid response including any / all attachments and any / all addenda must be submitted electronically in 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 electronic posting and the reminders page 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 virtual public bid opening will be hosted by a VDOT representative at 1:30 PM EDT on August 22, 2024.

mailto:edi@doa.virginia.gov mailto:Salem.residencybusinessoffice@vdot.virginia.gov 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

Snow Removal – Salem Residency

IFB # 159060

Join the Microsoft Teams virtual meeting on your computer, mobile app or room device.

Click here to join the meeting

Enter Meeting ID: 214 689 518 276

Enter Passcode: EenjbX

Download Teams | Join on the web

Or call in (audio only)

+1 434-230-0065 Enter Phone Conference ID: 152 913 271#

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 individual name, company name and contact information during the roll call.

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

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

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the

Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the

Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth.