159136 Specifications.pdf

Administrative Services/Procurement

Bristol District/Wytheville Residency

Asphalt Patching Service

IFB # 159136

INVITATION FOR BIDS IFB# 159136

Issue Date: August 27, 2024

Title: Asphalt Patching Service

Commodity Code(s): 74521, 91371, 96861

Location Where Work Will Be Performed: Wythe & 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: A Mandatory Pre-bid Conference will be held at 10:00 a.m. Eastern Daylight Time (EDT), on September

6, 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 September 17, 2024. Refer to Solicitation

Section VIII.A for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:30 a.m. Eastern Daylight Time (EDT) on September 17, 2024. Refer to

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

REMINDERS

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

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

• Virginia State Corporation Commission

• Normal and Emergency Contacts

• Subcontractor Approval Request (if applicable)

3. 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/Wytheville Residency

Administrative Services Division

Bristol District/Wytheville Residency

Invitation for Bids IFB # 159136

TABLE OF CONTENTS

Page

I. Purpose 2

II. Questions Regarding This Invitation For Bid 2

III. General 2

IV. Specifications/Contract Requirements 2

V. Pre-Bid Conference 9

VI. Method For Payment 10

VII. Invoicing 11

VIII. Bidders Instructions 11

IX. General Terms and Conditions 12

X. Special Terms and Conditions 19

Attachments:

A – Virginia State Corporation Commission Form

B – Normal and Emergency Contacts

C – Small Business Subcontracting Plan (SBSP)

D – Subcontractor Approval Request Form

E – 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/Wytheville Residency

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide all equipment, labor, tools, and transportation necessary to perform on-call, as needed asphalt patching operations on primary and secondary routes in Wythe and Grayson Counties located in the Bristol District in accordance with the specifications contained herein.

PERIOD OF CONTRACT: The contract will be for one year, with the start date to be determined at time of award

(renewable).

Reminder 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 the “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 on the SPSP attachment 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 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 provide equipment with experienced operators, labor, on-site supervision, certified flaggers, fuel, traffic control (including Portable Temporary Rumble Strips), transportation (mobilization), tools, materials, supplies, and incidentals as necessary for performing paving and flexible pavement planing on primary and secondary routes on an as-needed basis. Work shall include removing deteriorated pavement, disposal of unsuitable materials, cleaning the area, providing and applying tack coat as required, and repairing with the appropriate asphalt plant mixes. All work performed under this contract shall be under the direction of the Contract Administrator or designee. For each assignment, the Contractor shall be required to report within five (5) working days after notification and furnish the equipment and service requested by VDOT.

The Contractor shall deliver and place approved asphalt materials to meet individual specifications for each location on an as needed basis for maintenance for the duration of the contract period. Work performed under this contract shall include, but is not limited to, on-site supervision, proper placing, and compaction mailto:chelsa.taylor@vdot.virginia.gov

Bristol District/Wytheville Residency of asphalt for the purpose of repairing surface failures at various sites located within the Wytheville

Residency in Wythe and Grayson Counties.

B. SPECIFICATIONS: The Contractor shall conduct the work in compliance with the latest edition of the

VDOT Road and Bridge Specifications (with the exception of Sections 102 through 109.10), and the latest edition of the VDOT Road and Bridge Standards. All traffic control shall conform to the latest VDOT approved edition of the Manual on Uniform Traffic Control Device Standards (MUTCD), and the latest edition of the Virginia Work Area Protection Manual (VWAPM). 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. Placement of asphalt and tack shall be per the latest revision of the VDOT Road and Bridge Specifications relating to the sections concerning placement of bituminous concrete (310.01-.03, 315.01-.07) and Section 323 of the Supplement. Testing shall conform to the small quantity paving requirements.

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); the transport, setup and breakdown of traffic control signs, stands, cones, and channelizing devices; portable traffic rumble strips; and the use of cellular phones, and hand-held radios used by the Contractor to conduct business.

D. MATERIALS: The contractor shall furnish all supplies and materials necessary to complete the specified work including, but not limited to, asphalt, aggregate, and pavement marking materials as needed, at invoiced cost with no mark ups. The contractor shall also supply tack/liquid asphalt at no additional cost to the Department, with the cost included in the “Asphalt, Hot Laid in Place” line item. The Contract

Administrator or designee will designate the asphalt mix and the surface areas for preparation and restoration to be achieved, prior to beginning of work.

Separate line items are shown on the pricing schedule for “Asphalt, Hot Laid in Place” for:

• 0 to 50 ton – laid in place

• 51 ton to 150 ton – laid in place

• 151 ton to 450 ton – laid in place

• 451 ton and above – laid in place (price shall include testing)

All delivery tickets shall be signed by the Contractor and turned in to the Contract Administrator or designee on a daily basis. These will be used to verify delivery amounts and invoice costs.

The plant mix shall be hauled from any plant approved by VDOT. All materials shall be in accordance with current Virginia Department of Transportation Road and Bridge Specifications; and must be furnished from an approved vendor listed on the VDOT Approved Products listing. A copy of this listing can be obtained at https://www.vdot.virginia.gov/business/resources/Materials/ApprovedLists/Materials_Approved_Lists.pdf.

The Contract Administrator will certify that all materials are from a VDOT-approved source. The

Contractor shall be responsible for picking up and hauling of all materials from an approved VDOT supplier, unless otherwise specified by the VDOT Contract Administrator or designee.

Material will only be paid for at the time it is utilized. If the contractor purchases bulk material and stores it for use as part of this contract, at such time it is utilized the contractor must submit a breakdown of material with the monthly invoice. This breakdown shall include the amount used, the cost per unit and the extension. Material costs shall be billed at the contractor’s actual invoice cost (contractor shall furnish copies of all invoices for materials).

https://www.vdot.virginia.gov/business/resources/Materials/ApprovedLists/Materials_Approved_Lists.pdf

Bristol District/Wytheville Residency

At any time VDOT may elect to provide materials for use as part of this contract and the contractor may be directed to pick up, sign and/or arrange for delivery of the material.

E. FLEXIBLE PAVEMENT PLANING: If necessary, the Contractor shall perform flexible pavement planing (milling) as directed by the Contract Administrator or designee. The price for flexible pavement planing shall include all equipment, labor, supervision, traffic control, incidentals, and disposal of materials. The Contractor shall be responsible for the cleanup and disposal of all milling debris to assure that no build-up of the millings is allowed to cause drainage problems along the edge of the pavement. Spot milling consists of milling multiple locations of variable widths and lengths as determined by the VDOT’s

Contract Administrator or designee. Payment will be made upon dimensions of each spot location. All related costs for this service shall be included in the unit price. Contractor and the appropriate VDOT

Representative shall agree upon and document all quantities at the end of each shift.

Separate line items are shown on the pricing schedule for flexible pavement planing per inch in depth per day for:

• 500 square yards or less

• 501 to 1,500 square yards

• 1,501 square yards or greater

F. SURFACE REPLACEMENT: The Contractor shall completely restore (replace) the final pavement surface to finish grade with new asphalt, prior to opening such work area up to traffic. The Contractor shall not leave any uneven grades or drop-offs upon the conclusion of each work day period.

G. PAVEMENTS AND MARKERS: When work assignments involve the removal of existing or missing pavement markings or markers, VDOT will be responsible for replacing accordingly. However, the

Contractor shall not remove/destroy any more markings and/or markers than absolutely necessary to perform the work. The Contractor shall notify the Contract Administrator or designee at least 48 hours prior to performing any operations that would remove pavement markings in any single work location exceeding

100 feet in centerline length.

H. EQUIPMENT:

1. The Contractor shall provide all necessary equipment, including operators and hand tools, needed to sufficiently perform the services of this contract as specified. The equipment offered by the

Contractor shall be suitable for the intended purpose.

2. The Contractor shall provide any accessories needed to operate the equipment and to efficiently perform the assigned work. This shall include, but is not limited to, all hand tools and safety supplies.

3. The Contractor shall be fully responsible for their equipment and for any liability, damages, and/or losses that may be sustained while such equipment is on site.

4. Transportation of all equipment shall be included in the bid price.

5. MAINTAINING EQUIPMENT: The Contractor shall ensure the equipment used under this contract is maintained in good repair and operating condition. No payment will be allowed for equipment downtime or servicing of equipment.

6. FUELED AND READY: The Contractor, at their own expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site.

7. ADDITIONAL TRUCKS OR EQUIPMENT: VDOT reserves the right to supply additional trucks and/or equipment from other sources if deemed necessary to efficiently complete projects.

Bristol District/Wytheville Residency

I. PERSONNEL:

1. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. Contractor shall have sufficient laborers and operators to complete the assigned work.

2. The Contractor shall provide a minimum of one (1) complete crew adequately qualified for the work described herein. Each crew shall have qualified operators and all required equipment to perform operations, with each crew having a minimum of one (1) person with Intermediate Work

Zone Certification and VDOT Asphalt Field Level 1 and 2 Certification. The Contractor shall have a Certified Asphalt Field Level 2 technician present during all paving operations. Copies of certifications must be provided within two (2) business days of VDOT’s request if not submitted with the bid. Additional crews may be requested at VDOT’s discretion and must be provided at the same contract price.

3. All crew persons shall possess the knowledge, skills, and abilities to perform all aspects of operation of the equipment and follow the practices and methods of roadway maintenance and construction used by VDOT. The operators shall be capable of completing the assigned work. The operator of each piece of equipment shall possess a valid Commercial Driver’s License (CDL) when required for the equipment being operated. The Contractor shall comply with all environmental regulations necessary to complete the project.

4. Additionally, any crewmember that is used as a flagger shall speak only English while performing this duty, as required by the VWAPM.

J. DISPOSAL: 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/or debris shall be left within the completed work area nor 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. No VDOT dumpsters are to be used for debris disposal. The Contractor shall be responsible for all disposal fees.

If the Contractor discovers any suspicious activity or suspected hazardous or foreign material within the

VDOT Right of Way, while engaged in any active and/or standby operations performed under this contract, the Contractor shall immediately report such discovery to the law enforcement authorities, and to the

Contract Administrator.

K. MANNER OF CONDUCTING WORK AT THE JOB SITE:

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

2. CONTACT PERSON: The Contractor shall assign a contact person, who shall be responsible for assigning and coordinating work, notifying the Contract Administrator of crew locations on a daily basis, processing daily/weekly reports, handling general contract performance issues and meeting with VDOT representatives as needed. This contact person shall be equipped with a functional cellular telephone at all times, which is effective throughout the counties covered by the contract. The contact person’s name and cellular phone number shall be required prior to commencement of work activities. Refer to Attachment B, Normal and Emergency Contacts.

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

4. CREW SUPERVISION: When the job requires multiple pieces of equipment and a foreman to be present, it shall be the Contractor’s responsibility to assign a crew supervisor, who shall supervise

Bristol District/Wytheville Residency and direct the work of his employees at all times. The Contractor shall make onsite visits to the job site.

5. CONTRACTOR’S PERSONNEL: The Contractor’s personnel shall at all times serve 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.

6. BEHAVIOR: Behaviors displayed by the Contractor’s employees, such as catcalling, whistling, leering, and other similar gestures shall not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents may be grounds for termination of the purchase order at the discretion of VDOT.

7. VA811/MISS UTILITY: When digging is required, the Contractor shall contact VA811/“Miss

Utility” for marking underground utilities prior to the performance of work. The Contractor shall not dig until verifying the marking has occurred. The Contractor shall be responsible for any damages caused when VA811/”Miss Utility” guidelines are not followed.

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

9. REVIEW OF WORK SITE: The Contract Administrator, or designee, will review the work site with the Contractor prior to the start of work.

10. DELIVERY, PARKING, AND STORAGE: The Contractor shall not deliver nor store equipment within the VDOT Right-of-Way or on VDOT property without first obtaining written permission from the Contract Administrator. 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.

11. CLEANUP: The Contractor shall clean up frequently so the worksite presents a neat, orderly, and workmanlike appearance at all times. 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.

L. SAFETY REQUIREMENTS:

1. Work performed and materials used, unless otherwise noted in the bid documents, shall conform to the current VDOT Road and Bridge Specifications, the current VWAPM, VOSH, OSHA, and the National Cooperative Highway Research Program Report 350 (NCHRP 350) rules and regulations.

2. The Contractor’s personnel shall at all times wear approved protective clothing, safety garments, and any other equipment required to meet OSHA and VOSH standards. They shall obey all traffic and safety rules and regulations and shall not create any hazardous conditions within their operation. 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. The Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards for such items by the American National Standards Institute Manual (ANSI

Z133.1-1994).

Bristol District/Wytheville Residency

4. The Contractor shall be responsible for reviewing the area and picking up any material that would possibly damage their equipment or the traveling public when patching.

5. Maintenance operations shall run only in the direction of traffic.

6. 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.

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

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

M. TRAFFIC CONTROL:

1. The Contractor shall be responsible for furnishing and properly placing all signs, sign stands, Portable Temporary Rumble Strips (PRTS), flagging paddles, flagging services, flags, channeling devices, cones, arrow panels, truck-mounted attenuators, vehicles, and other items necessary for traffic control.

2. The Contractor shall use the current VWAPM to determine the correct Traffic Control measures needed for the type of roadway on which repairs are being performed. The Contractor shall be responsible for obtaining subsequent revisions of the Manual and for implementing any revised traffic control measures during each term of the contract.

3. The Contract Administrator or designee will suspend operations at the Contractor’s expense if incorrect traffic control measures are set up. The Contractor shall be required to cease all operations and remove the lane and/or shoulder closures. The Contractor shall then submit a hand-drawn sketch of the proposed revised traffic control plan to the on-site VDOT Supervisor for approval. The Contractor shall not resume operations until the corrected Traffic Control measures are fully implemented. If the Contractor has questions, they shall immediately contact the Contract

Administrator or designee for clarification. In the event of a dispute, the VDOT representative may contact the District Work Zone Safety Coordinator for resolution. The Work Zone Safety

Coordinator will have the final decision.

4. The Contractor shall be responsible for the proper transportation, display, and removal of all traffic control devices. The Contractor shall remove signs and stands at the end of each day’s work, except as-needed for overnight safety.

5. All lane closures and infringements shall be coordinated with the Salem Traffic Operations Center

(TOC). The Contractor shall notify the TOC control room of emergencies and lane closures upon the start and conclusion of the work zone. The telephone number and contact person shall be provided to the successful bidder prior to the start of work.

Bristol District/Wytheville Residency

N. AUTHORIZED WORK HOURS:

1. STARTING TIMES AND SCHEDULES: Work will be assigned on an as-needed basis, as determined by the Contract Administrator or designee. Starting times and scheduled hours may vary and will be at the discretion of the Contract Administrator or designee. The Contractor shall report to the work site within five (5) days after notification, unless otherwise mutually agreed upon with the Contract Administrator or designee. All work performed under this contract shall be performed Monday through Friday. Weekend work may be performed if approved in advance by the Contract Administrator or designee.

2. STATE HOLIDAYS: Work shall not be performed any Virginia state or federal holidays unless approved by the Contract Administrator or designee. If holidays occur on a Sunday, the following

Monday shall be considered the holiday. Work will not be permitted from 12:00 p.m. (noon) the day before a holiday and will not be permitted again until the day after a holiday. When a holiday falls on a Monday, work will not be permitted after 12:00 p.m. (noon) the preceding Friday and when a holiday falls on a Friday, work will not be permitted until the following Monday, unless otherwise approved by the Contract Administrator or designee.

O. 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. Work Orders will be issued identifying the work to be accomplished, work location, and a deadline for completion. Failure to meet established deadlines may result in the termination of the contract. Work Orders may be in the form of a Highway

Maintenance Management System (HMMS) Work Order.

2. CONFIRMATION/RESPONSE TIME: After receipt of Work Order, the Contractor shall confirm by e-mail the acceptance of work assignment within 24 hours. The Contractor may, at the time of notification, request additional time to respond. The Contract Administrator, on a case-by-case basis will decide approval of additional response time.

3. 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.

4. 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.

P. RESPONSE REQUIREMENTS: Upon notification from VDOT, the Contractor shall have five (5) business days for Regular Response Mobilization to commence work, unless otherwise scheduled with the Contractor by VDOT (see Critical Need/Immediate Response Requirements below). The Contractor shall give VDOT notice of when work will commence, no later than twenty-four (24) hours prior to reporting to work locations. If the Contractor is actively prosecuting work under this contract on previously scheduled locations when VDOT notifies the Contractor of additional locations, the time limit for the additional locations may begin upon completion of the work under way in that particular Area

Headquarters, or as approved by the VDOT representative, unless the new assignment is deemed urgent.

Service under this contract may be required for emergency situations (including restorative work after floods, hurricanes, snow storms and other severe weather circumstances), which would require a response time per the emergency situation. In cases of emergency, VDOT may contract services

Bristol District/Wytheville Residency elsewhere if the Contractor cannot respond as needed.

1. CRITICAL NEED/IMMEDIATE RESPONSE REQUIREMENTS: When there is a requirement for a critical mobilization, the Contractor shall confirm within two (2) hours after being contacted by the Contract Administrator and work shall begin within eight (8) hours. The

Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

2. CRITICAL/IMMEDIATE MOBILIZATION: In the event of a critical/immediate need, the

Contract Administrator, or designee, may request the Contractor furnish any or all listed equipment within eight (8) hours of notification. A critical mobilization rate of $1,500.00 may apply. If the Contractor is unable to provide, VDOT may procure these services from another source.

Q. SHOW UP TIME: The Contractor shall be receive a flat rate of $1,000.00 if the Contractor is unable to perform due to circumstances deemed beyond the control of the Contractor (emergency situations for

VDOT), and the proper personnel and equipment have reported to the Project Location or assigned Area

Headquarters by the time determined by VDOT. VDOT reserves the right to determine if the Contractor qualifies for show up time. It shall be the Contractor’s responsibility to contact the Contract

Administrator or designee in the event of inclement weather to discuss if work can be performed that day. No payment will be allowed for showing up during inclement weather without the approval of the

Contract Administrator or designee.

R. QUALITY CONTROL – FINAL INSPECTION: At the completion of each assigned project, the

Contractor shall demonstrate to the VDOT representative that the work is in compliance with the specifications set herein and any codes applicable. Any deficiencies shall be corrected by the Contractor at the Contractor’s sole expense within 48 hours and prior to final acceptance of the work. A final inspection result of “satisfactory” is required prior to billing for the work. Final inspection results will be returned to the Contractor via the completed Work Order Form, signed by an authorized VDOT representative. (Final inspection result of “satisfactory” may be judged by, but is not limited to, the following criteria: proof of compliance with Road and Bridge Specifications and Road and Bridge

Standards, completion of all aspects of the scope of work in the timeframe allotted, status reports from contract as well as VDOT personnel, completed timesheets and proper billing).

V. MANDATORY PRE-BID CONFERENCE:

A mandatory virtual prebid conference will be hosted by the Contract Officer at 10:00 a.m. EDT on September 6, 2024. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, participation at this prebid conference will be a prerequisite for submitting a bid.

Bids will only be accepted from those bidders who are represented at this prebid conference. No one will be admitted to join the conference after 10:05 AM EDT.

If you plan to participate in the mandatory pre-bid conference you must provide the following information via email to chelsa.taylor@vdot.virginia.gov no later than 5:00 p.m. EDT on the business day prior to the scheduled conference.

• Solicitation Number and Title

• Company Name and Address

• Representative Name, Phone Number, Email Address.

Bristol District/Wytheville Residency

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. Participants who did not provide their information in advance will be requested to provide their name, company and contact information during the roll call. Bids will only be accepted from those

Bidders who are represented and make their participation known to the Contract Officer during the conference roll call and who requested admittance no later than 10:05 AM EDT.

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

Join the meeting now

Meeting ID: 239 273 479 897

Passcode: Wvxyog

Dial in by phone

+1 434-230-0065,,625024177# United States, South Hill

Find a local number

Phone conference ID: 625 024 177#

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 for pavement patching operations will be made IN TONS PLACED. There are four (4) line items for “Asphalt, Hot Laid in Place”; reference Section IV, Paragraph D. Materials. This price shall include removing and disposing of unsuitable materials, preparing the areas, providing and applying tack coat, placing asphalt materials, compaction, and all cost for maintenance of traffic items. The unit price must include all equipment, including, but not limited to: asphalt distributor, paver, trucks, roller, operators, traffic control, fuel, cost of transportation, flag persons, foreman, and miscellaneous tools to accomplish the work.

B. Payment for flexible pavement planing will be by the square yard per inch per the pricing schedule. There are three (3) line items for flexible pavement planing; reference Section IV, Paragraph E. Flexible

Pavement Planing. This price shall include milling and removal of materials and all cost for maintenance of traffic items.

C. The Contractor shall verify all quantities with the designated VDOT representative. If any tonnage left at the end of the day’s assignment, the Contract Administrator or designee will mutually agree with the

Contractor’s Representative how much is left and will deduct tonnage placed from the last ticket. Both the

Contractor’s Representative and Contract Administrator or designee will sign last ticket of asphalt on a form provided by VDOT. VDOT will also require copies of all asphalt tickets.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMxZDg2ZDItZjA2Mi00MzE4LWFiN2UtMjA0ZjJjMjIxNmFm%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,,625024177 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=625024177 mailto:edi@doa.virginia.gov

Bristol District/Wytheville Residency

VII. INVOICING:

After acceptance of work, invoices shall be submitted semimonthly for the periods ending on the 15 th day of the month and the last day of the month, or upon completion of work, whichever occurs first. The invoice from the

Contractor shall be submitted within ten (10) calendar days of the last day of each billing cycle. All invoices shall include the contract number, purchase order number, work order number, work location(s), period ending date, item number, description, unit price, and extended price based on the contract pricing schedule No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT

Representative and Contractor Foreman on an agreeable format. Invoices shall be submitted to the address listed below:

Virginia Department of Transportation

Wytheville Residency

Attn: Karen Umberger

2843 Chapman Rd.

Wytheville, VA 24382

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

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

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

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

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

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

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

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

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

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

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

A virtual public bid opening will be hosted by a VDOT representative at 10:30 a.m. EDT, September 17, 2024.

Microsoft Teams meeting

Join the meeting now

Meeting ID: 249 589 485 584

Passcode: uUHV6R mailto:karen.umberger@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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjczMjFhNGMtNjk4ZC00YzZiLTg2OTEtMjFkZGY2MTNmMWFj%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

Bristol District/Wytheville Residency

Dial in by phone

+1 434-230-0065,,809153476# United States, South Hill

Find a local number

Phone conference ID: 809 153 476#

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

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

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

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

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

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

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

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

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

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

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The Contractor agrees to post in tel:+14342300065,,809153476 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=809153476

Bristol District/Wytheville Residency conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such Contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

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

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

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

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

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

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

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

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

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

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

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

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

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

Bristol District/Wytheville Residency

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

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

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

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

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

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

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the…