159293 Specifications, Forms, Attachments.pdf

Administrative Services/Procurement

Richmond District Interstate Maintenance South

Snow & Ice Removal, Heavy Equipment

IFB #159293

Issue Date: October 29, 2024 INVITATION FOR BIDS IFB# 159293

Title: Snow & Ice Removal, Heavy Equipment

Commodity Code(s): 9137199720, 9753410445, 9687201225

Location Where Work Will Be Performed: Richmond District

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Cheryl Lewis

Email: Cheryl.Lewis@vdot.virginia.gov

Phone: (804) 796-5959

NOTE TO BIDDERS

Prebid Conference: A prebid conference will not be held for this solicitation.

Solicitation Closing Date and Time: 9:00 AM EST on November 12, 2024. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:00 AM EST on November 12, 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:

3. VA STATE CORPORATION COMMISSION FORM

4. 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.

5. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

6. SUBCONTRACTOR APPROVAL REQUEST

7. NORMAL AND EMERGENCY CONTACTS

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 & Ice Removal, Heavy Equipment

IFB #159293

Administrative Services Division

Richmond District Interstate Maintenance South

Invitation for Bids IFB # 159293

Snow & Ice Removal, Heavy Equipment

TABLE OF CONTENTS PAGE #

I. Purpose 3

II. Questions Regarding This Invitation For Bid 3

III. General Definitions 3

IV. Specifications/Contract Requirements 3

V. Pre-Bid Teleconference 11

VI. Method for Payment 11

VII. Invoicing 14

VIII. Bidders Instructions and Public Bid Opening 14

IX. General Terms and Conditions 15

X. Special Terms and Conditions 21

ATTACHMENTS

A. Vendor Qualification Equipment Inventory Certification Form

B. VA State Corporation Commission Form

C. Normal and Emergency Contacts

D. Subcontractor Approval Request

E. Route Listing

F. Equipment Evaluation Criteria Example

G. References (If Necessary)

H. Contractor License Requirements (If Necessary)

I. Name of manufacturer and Shipping Point (If Necessary)

G. Number of Pieces of Equipment Being Offered

H. Prevailing Wage Rate Determination(s)

I. Small Business Subcontracting Plan (SBSP)

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.vdot.virginia.gov/doing-business/training/

Snow & Ice Removal, Heavy Equipment

IFB #159293

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide equipment with experienced, licensed operators to perform snow and ice removal services on VDOT maintained Interstate and

Limited Access Primary routes throughout Brunswick, Chesterfield, Dinwiddie, Greenville, Mecklenburg, Prince George and Sussex

Counties and the Cities of Petersburg, Emporia, Hopewell and Colonial Heights in VDOT’s Richmond District. Snow Removal

Season is defined as November 1st of each year through April 30th of the following year.

Pricing Schedule:

For bidding purposes this solicitation includes all Routes as outlined on Routes Listing Attachment E.

Bidders shall complete Required Form Attachment G, Number of pieces of equipment being offered.

The Contractor shall not perform, or offer to perform, any snow removal operations to any private individuals, firms, or corporations utilizing equipment that has been evaluated and approved for use under this contract.

PERIOD OF CONTRACT: From date of award through June 30, 2026, with two (2) optional two (2) year renewal periods.

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

Plan (SBSP) Attachment I 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 SBSP 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 bid shall be addressed to Cheryl Lewis at Cheryl.Lewis@VDOT.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 5:00 PM EST on November 8, 2024.

III. GENERAL DEFINITIONS:

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:

The Contractor(s) shall provide the snow removal equipment listed with experienced, licensed operators, fuel, tools, parts, supplies, and all incidentals as necessary for safe and efficient snow removal operation. The work will consist of, but not be limited to, snow and ice removal from VDOT maintained roadways. Work shall be performed on an as needed basis on Interstate and Limited Access Primary routes in the Richmond District.

B. SPECIFICATIONS & STANDARDS:

1. All work shall be performed following the direction given by the VDOT Contract Administrator, or designee.

Snow & Ice Removal, Heavy Equipment

IFB #159293

2. All work performed shall be in conformance with the Virginia Work Area Protection Manual (VWAPM), dated

2011 or latest edition.

3. The Contractor’s equipment and personnel shall meet Occupational Safety & Health Administration (OSHA) and

Virginia Occupational Safety & Health (VOSH) standards. The Contractor shall remain in compliance with all

OSHA and VOSH personnel, equipment, and safety regulations.

4. Contractor shall be in full compliance with all applicable Federal Motor Carrier Safety Administration requirements, laws and standards.

5. Contractor shall be in full compliance with all applicable Virginia State Inspection and Licensing requirements, laws and standards.

C. EQUIPMENT DESCRIPTIONS:

1. All Contractor equipment shall meet the requirements listed below. The number and type of equipment required is outlined on each bid line.

a) Anti-Icing Tankers and Trucks: Trucks equipped with contractor-owned Liquid Spray Tank, minimum 3000 gallons. Tanker trucks with contractor-owned liquid spray tank, minimum 5000 gallons. All trucks shall have

AVL.

b) Motor Graders: Motor graders shall be a minimum 95 HP and meet requirements necessary to remove ice from roadway surfaces. Motor graders shall be accompanied by an escort vehicle equipped with appropriate flashing lights.

c) Truck Mounted Attenuators/TMA’s: Truck mounted attenuators shall meet the requirements of the Virginia

Work Area Protection Manual with AVL unit. TMA shall include signs to support the following operations:

Pretreatment application, shoulder closures, lane closures and mobile operations.

d) Supervisor Vehicles: Each supervisor’s vehicle shall be a pickup or SUV and be equipped with appropriate flashing lights and means of communicating with their operators. Four-wheel drive is recommended, with AVL unit.

D. EQUIPMENT REQUIREMENTS:

1. The Contractor shall possess or have available, at the time of bid closing, and throughout the term of the contract, the vehicles and equipment necessary to perform the work under the terms of this contract. The Equipment offered by Bidders shall be of equal size, or larger, as specified on the Bid Lines and within the specifications of this IFB, suitable for the intended purpose and provide the same or approved equal specifications and capabilities.

For each piece of Equipment offered Contractor shall provide an experienced, licensed, and qualified operator.

VDOT in its sole discretion shall determine whether the equipment offered by Bidders is considered equal to that named herein. All bidders shall include a completed Attachment A, Vendor Qualification/Equipment Inventory

Certification Form, with their bid for each piece of Equipment to be utilized under this contract, the year, make, model, identification number, capacity and complete description shall be listed on Attachment A, this includes any proposed subcontracted, leased or rented equipment.

2. The Contractor shall calibrate the flow on all spray trucks to operate as directed by VDOT, so the proper amount of brine is applied to the road surface. VDOT reserves the right to test calibration and require the Contractor to make adjustments as needed during each snow event and throughout the snow removal season.

3. The Contractor shall be responsible for providing cutting edges/blades for their equipment.

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4. All Contractor-owned trucks, including four-wheel drive vehicles, shall be equipped with auxiliary headlights so they are visible and may operate safely.

5. If the Contractor changes or reconfigures any piece of snow removal equipment, those changes shall be in accordance with the equipment manufacturer’s recommendation and with VDOT approval. Any changes may be subject to reinspection at the discretion of VDOT.

6. All Equipment shall be in good mechanical condition.

7. Per the Current Virginia Work Area Protection Manual each vehicle involved in a mobile operation shall be equipped with at least one rotating amber light or high intensity amber strobe light visible 360 degrees. Vehicle hazard warning lights shall not be used instead of rotating lights or strobe lights, but as a supplement. The amber warning lights shall meet the Requirements referenced in the 2011 Virginia Work Protection Manual or latest edition.

8. All licensed Contractor vehicles used under this contract shall have a current state vehicle inspection and registration from the State where the vehicle is registered and shall be properly insured in accordance with that

State's requirements. Contractor's equipment and operators shall be in compliance with all applicable DMV, State and Federal regulations regarding the conditions, safety and operations of the requested vehicles.

9. The name of the Contractor’s company shall be displayed on both sides of all licensed work vehicles while on

VDOT right of way.

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

11. No subcontracted equipment shall be used for snow removal operations that has not previously been evaluated and included on Attachment A, Vendor Qualification/Equipment Inventory Certification Form. All subcontractors must be approved by the Contract Officer or designee and Attachment D Subcontractor Approval

Form must be provided. In the event the Contractor supplies equipment from an unapproved subcontractor for a job, the Equipment shall not be accepted.

12. The Contractor shall provide tire chains when needed for all Contractors’ equipment including loaders and graders.

13. In the event a Contractor’s vehicle gets stuck, the Contractor shall immediately notify the Contract Monitor to which they are assigned. The Contractor shall be solely responsible for rescuing their equipment should it become stuck. No payment will be authorized until the vehicle is back in operating status. Payment will only be made for vehicles in service.

14. The Contractor shall have all equipment fully operational; equipment evaluations completed and ready to mobilize no later than October 31st of each contract year period.

E. EQUIPMENT EVALUATIONS:

1. Prior to Notice of Intent to Award, each piece of offered equipment listed on Attachment A will be reviewed, evaluated, accepted, or denied by VDOT personnel. The equipment evaluation is one component of the bid evaluation criteria, and its purpose is to ensure that the Bidder’s offered equipment is available at the time of bid closing and meets equipment requirements and specifications as stated herein.

2. Equipment evaluations will be conducted in accordance with the specifications outlined in this IFB, the Contractor’s equipment as presented and listed on Attachment A, Vendor Qualification/Equipment Inventory Certification Form, and basic safety criteria listed on the Equipment Evaluation Checklist Attachment F.

Snow & Ice Removal, Heavy Equipment

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Attachment F is included as an example of the evaluation criteria to be included on the Equipment Inspection Checklist. VDOT reserves the right to reject any piece of equipment that does not meet the requirements, specifications or evaluations as stated herein.

a. The date, time, and location of the pre-award equipment evaluation will be determined by VDOT. The

Contractor shall present all offered equipment fully rigged with operational snow removal equipment on the scheduled date of the inspection.

b. Substitution of equipment offered on Attachment A will NOT be considered by VDOT prior to equipment evaluation and/or the issuance of the Notice of Intent to Award.

c. VDOT’s evaluation of Contractors’ equipment does not absolve the Contractor of its responsibilities to be in full compliance with all applicable Federal Motor Carrier Safety Administration Regulations, Virginia

State Inspection and Licensing requirements, laws and standards.

3. Rescheduling Equipment Evaluation:

a. If a scheduling conflict arises after the evaluation is scheduled, VDOT reserves the right to allow rescheduling of the initial date not to exceed two (2) business days from the original scheduled date.

4. Second Equipment Evaluation:

a. VDOT may consider a Bidder’s request for a second evaluation of any piece of equipment offered on

Attachment A that requires only minor corrective action in order to pass the evaluation. Minor corrective action includes, but is not limited to replacement of bulbs, lamps, windshield wipers, plow blades, tire(s), and/or signage only.

VDOT reserves the right to reject a second evaluation request.

b. Upon approval by VDOT, the Bidder shall present all equipment that was approved for a second evaluation within two (2) business days from the date of the original evaluation. The Bidder will have only one opportunity for a second evaluation, no additional equipment evaluations will be considered.

5. Subsequent yearly Evaluation:

a. The date, time, and location of equipment evaluation for each year of the contract will be determined by VDOT. The Contractor shall present all approved equipment fully rigged and operational on the scheduled date of the evaluation. If a scheduling conflict arises after the evaluation is scheduled, VDOT reserves the right to allow a rescheduling of evaluation date not to exceed three (3) business days from original date. Evaluation will be completed no later than October 31st of each year period.

F. AUTOMATIC VEHICLE LOCATION (AVL) 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.

The Department will supply AVL units for each piece of the contractor’s equipment including subcontractors. The contractor shall follow Cal|Amp procedures for obtaining and installing the AVL. If equipment is decommissioned the contractor is required to return the AVL’s back to Cal|Amp in accordance with Cal|Amp procedures. The contractor is responsible for ensuring that all AVL’s are working each day.

Snow & Ice Removal, Heavy Equipment

IFB #159293

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.

G. SUBSTITUTION OF EQUIPMENT:

1. VDOT will only consider substitution of equipment offered on Attachment A after the Contract award.

2. Equipment changes or substitutions will only be considered for equipment that is considered comparable to the original offered equipment (example: replacing broken down or traded equipment with an operable or different piece of equipment).

3. The Contractor shall obtain VDOT approval for any proposed substituted equipment prior to placing that equipment in operation.

4. All proposed substituted equipment will be subject to evaluation by VDOT prior to approval.

5. The Contractor shall submit a revised Attachment A, Vendor Qualification/Equipment Inventory Certification

Form to the Contract Officer after equipment evaluation and substitution has been approved by the VDOT

Contract Administrator or designee.

H. OPERATOR REQUIREMENTS:

1. Operators shall possess the knowledge, skills, and abilities to perform all aspects of the operation of the equipment and to follow the practices and methods of snow removal used by VDOT.

2. Operators shall be at least 18 years of age and capable of working days and nights. No minors under the age of eighteen will be allowed on the VDOT work site(s), to be included in the Contractor’s vehicle when and where snow removal services are being performed under this contract.

3. The Contractor shall provide experienced, licensed operators, to include relief operators to ensure a continuous

24-hour operation as directed by VDOT. Operators shall be properly licensed and adhere to all applicable Federal and State Motor Vehicle laws and regulations.

4. The Contractor’s shall provide properly licensed operators. When required by the equipment being operated, the operator of the equipment shall possess a valid Commercial Driver’s License (CDL) with the proper endorsements and shall have this license and their medical card on their person during operations of the vehicle. Failure to comply constitutes unsatisfactory performance and may result in a Procurement Complaint Form to be filed and the Contractor may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Paragraph P. VDOT reserves the right to check driver’s licenses and medical cards at any time during snow and ice removal operations and the validity of the license with Virginia’s Department of Motor Vehicles at any time during the contract period.

5. The Contractor shall ensure that operators are instructed not to exceed the VDOT recommended speed during snow removal operations. Operators shall not create excessive slush spray from plows across lanes. High speeds create a safety issue for the traveling public and may damage VDOT assets. Speed may be tracked by AVL units and be monitored by VDOT to ensure safe and efficient snow removal operations.

6. The Contractor shall ensure their operators are instructed to use caution when plowing around VDOT assets

(guardrails, curbs, walls, shoulders, etc.). Damage caused to VDOT assets shall be repaired by the Contractor, at the Contractor’s sole expense. (Reference Section X.36, Work Site Damages).

Snow & Ice Removal, Heavy Equipment

IFB #159293

7. To ensure the overall safety of all personnel and the traveling public, operators shall be capable of understanding instructions and communicate effectively in English and have a good working knowledge of the road system for safe and effective operations.

8. Operators shall be capable of adjusting the spray rate to the correct calibration. The operator shall be capable of operating all features on the truck. The operator shall be responsible for filling the chemical spray tanks on their vehicle.

9. The operator shall be responsible for reporting any problems or breakdowns to the Contractor's supervisor immediately.

10. The Contractor shall be responsible for establishing schedules so that any individual operator is not permitted to work more than 14 consecutive hours (to include stand-by hours) without having at least a 6-hour break. If the duration of the snow event requires it, the Contractor shall ensure that properly trained and licensed relief operators are available to sustain an around-the-clock operation.

11. The Contractor shall ensure that all operators and equipment comply with all OSHA and VOSH Standards, MUTCD and VDOT safety rules as they apply to snow removal operations and not create any hazardous conditions. Necessary safety supplies and equipment, shall include, but is not limited to, hard hats and safety vests. Safety attire shall be in accordance with the current Virginia Work Area Protection Manual. (Reference

Section X.27 Safety and Health Standards). Failure to comply constitutes unsatisfactory performance and may result in a Procurement Complaint Form to be filed and the Contractor may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Term and

Condition Paragraph P.

12. All operators and supervisors shall possess a cellular phone when performing work under this contract. The cellular contact number for the operator and supervisor of each vehicle shall be provided to the VDOT Shift

Supervisor at each check-in for a snow event.

I. SUPERVISOR REQUIREMENTS:

1. The Contractor shall be capable of providing one (1) supervisor, per shift, with a pickup truck or SUV vehicle, mobile phone and means of communicating with the operators for every five (5) or multiple of five (5) pieces of equipment during each snow removal operation, at the request of VDOT. If less than five (5) pieces of equipment are used, Contractor shall designate one of the operators as supervisor and they shall be considered the VDOT point of contact during snow removal operations. VDOT reserves the right to determine when a supervisor is required.

2. Supervisors shall be responsible for completing the Sign in Sheet with the VDOT Shift Supervisor when reporting for a snow event. The Sign in Sheet will document the equipment and supervisors reporting, the standby and push time for each piece of equipment and the end time for each snow event. At the conclusion of the snow event the Supervisor shall review the Sign in Sheet with the VDOT Shift Supervisor for accuracy. The Supervisor and the VDOT Shift Supervisor will sign the Sign in Sheet to verify the times worked. This sign In Sheet will be used to verify Contractor’s invoices.

3. Supervisors shall ensure their snow removal operation is efficient and effective. The Contractor’s supervisor shall report to VDOT’s shift supervisors and relay directions and information to the operators. Constant and accurate communication is paramount to ensure snow removal operations provide safe travel for the traveling public.

4. Supervisors shall be responsible for reporting any piece of equipment that is out of service to the VDOT Shift

Supervisor as soon as the equipment becomes inoperable.

Snow & Ice Removal, Heavy Equipment

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5. Supervisors shall ensure each operator has the necessary equipment, know their assigned routes, and perform the work according to VDOT best practices. The best practices will be presented at the snow removal training sessions conducted by VDOT.

6. Supervisors shall patrol and inspect the Contractor’s assigned routes and shall report the road conditions to the

VDOT Shift Supervisor. The Contractor’s supervisor shall be capable of recommending when the roadway should be treated and/or plowed.

7. Supervisors shall be able to effectively communicate with VDOT personnel and the Contractor’s operators in

English. Supervisors shall be capable of articulating and demonstrating the contract requirements and snow removal operation instructions in English.

8. Supervisors shall log time worked for each piece of equipment, on the VDOT Sign In/Sign Out sheet. This shall include the supervisor with vehicle time worked.

9. The Contractor's supervisor cannot serve as the mechanic to keep the Contractor's equipment operational. The supervisor cannot be an operator or driver for the Contractor's equipment or serve in any other capacity other than supervisor.

J. TRAINING REQUIREMENTS:

1. The Contractor's supervisors shall attend an annual training session presented by VDOT at a time and location mutually agreeable between VDOT and the Contractor. VDOT reserves the right to determine training needs.

2. All training shall be completed by the scheduled dates determined by VDOT for the initial contract period and by

November 1st of each subsequent contract renewal term.

K. MOBILIZATION LEVELS:

VDOT shall determine the mobilization levels for each snow event. The mobilization level is based on weather forecasting and will determine the equipment needed for each snow event. The Contractor shall be prepared to provide equipment required per mobilization level. Due to the unpredictable nature of snow and ice weather events, the Contractor shall be prepared to supplement or withdraw equipment as dictated by changing mobilization levels, and the direction of the VDOT shift supervisor. The Mobilization levels are determined at the sole discretion of

VDOT and can be changed at any time for any reason.

The number of pieces of equipment requested are based on a Level 5 storm event.

L. MATERIALS/CHEMICAL SUPPLIES:

1. VDOT will furnish all liquid chlorides and brine which shall be obtained at the Contractor’s assigned Area or other location where VDOT materials may be stored. Assignment of the material location(s) is solely at the discretion of VDOT.

2. VDOT will monitor material quantities for reasonable use.

3. Materials that remain on the Contractor’s equipment at the end of a snow event shall be accounted for and returned to the same VDOT Area Headquarters or material location or at the direction of VDOT.

M. GENERAL CONTRACT REQUIREMENTS:

1. The Contractor shall not perform, or offer to perform, any snow removal operations to any private individuals, firms, or corporations utilizing equipment that has been evaluated and approved for use under this contract. This includes listing the same equipment for use in snow removal operations in other VDOT Residencies or Districts.

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2. The Contractor is expected to provide the same level of snow removal operations that VDOT provides with its own forces. These expectations include but are not limited to:

a. Plowing and chemical application shall produce bare pavement in all lanes, gore areas, and intersections.

b. Shoulder areas shall be clear and passable.

c. Plowing operations shall be used to remove snow from curb to curb including multi lanes in a single direction.

d. The above conditions shall be sustained until equipment is released by VDOT.

e. To load chemicals into other contractor vehicles at various salt storage locations as noted in attachment E

3. The Contractor shall provide a mechanic, at no additional cost to VDOT, who will be available or on call during snow removal operations to keep Contractor’s equipment in proper working condition with minimal down-time, in case of break downs.

4. The Bidder shall complete and submit Attachment C Normal and Emergency Contacts to provide a list of their primary and emergency contact information related to this contract. This list shall include, but is not limited to, company contact names, telephone numbers, and email addresses for VDOT usage anytime to include routine business hours, weekends, nights, and holidays. Changes or updates to Attachment C shall be submitted to the

VDOT Contract Administrator as changes occur during the winter season to ensure that VDOT has a means to contact the Contractor before and during snow events.

5. At the conclusion of the snow event, the Contractor shall demonstrate that all assigned areas are cleared, and work was performed as instructed and specified within the contract. Any deficiencies shall be promptly corrected by the Contractor at the Contractor’s sole expense prior to final acceptance of the work.

6. VDOT has a standard of zero tolerance for all acts or threats of violence in the workplace or work location.

VDOT will not tolerate any behavior by any employee, contractor, former employee, customer or any other person, which poses a threat to the safety and security of any VDOT employee while performing work. Any threat or act of violence will be taken seriously, handled expeditiously, and dealt with appropriately, which may include disciplinary action, termination, arrest, and prosecution. Unauthorized possession or use of firearms, or other dangerous weapons is prohibited.

7. All contractors transporting equipment and materials in excess of legal size and weight limits are required to obtain and retain appropriate hauling permits in accordance with the Department of Motor Vehicles Hauling

Permit Requirements Manual.

N. ADDITIONAL USERS/EQUIPMENT ASSIGNMENTS:

Contract awards are on behalf of Richmond District Interstate Maintenance within the Richmond District. In the case of severe storms and equipment shortages, other VDOT Maintenance Areas and/or Districts may be authorized to utilize the services offered on the contract. The need to divert equipment and personnel to another Area will be at the sole discretion of VDOT. Once the Contractor has satisfactorily completed work in their primary assignment area, the Contractor may be offered the option of assisting other VDOT Areas in need prior to the release of their equipment. If the Contractor agrees, Contractor’s reassignment to other VDOT Areas will be coordinated by the

Contract Administrator and the VDOT Representatives from the requesting areas.

VDOT reserves the right to add additional equipment and manpower as deemed necessary.

O. METHOD OF ORDERING WORK/RESPONSE REQUIREMENTS:

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1. The VDOT Contract Administrator, Shift Supervisor or designee will contact the Contractor’s listed number at the beginning of the snow event as notification to report to the assigned area with their equipment. The Contractor is responsible for ensuring that current contact numbers are provided to VDOT and kept up to date.

2. VDOT will give the Contractor as much advance notice as possible; however, the Contractor shall be able to report to the VDOT Area within 4 hours of notification. VDOT will establish and advise the Contractor of the reporting time during the call-in notification. Failure of Brine Trucks to report within the four (4) hour timeframe, VDOT will assess liquidated damages outlined in Special Terms and Conditions #19, the contractor will forfeit the Per Event Mobilization/Demobilization payment per piece of equipment late and a Procurement Complaint

Form will be issued.

3. Upon reporting to the assigned VDOT Area, the Contractor’s supervisor will sign in utilizing a VDOT supplied

Sign in Sheet to document the equipment and supervisors reporting.

4. At the conclusion of the snow event, the Contractor’s operators and supervisor will report back to the assigned

VDOT Area Headquarters, unload any unused materials per VDOT direction. The Supervisor will verify the push and standby time for each piece of equipment with the VDOT Shift Supervisor. The Supervisor and VDOT

Shift Supervisor will both sign the Sign in Sheet to verify its accuracy.

5. The VDOT Sign in Sheet will be the official VDOT record to track the number of hours worked for each piece of equipment on the contract. The Sign in Sheet will be used to verify Contractor’s submitted invoices for hours worked and compensation due.

V. PRE-BID CONFERENCE: A pre-bid conference will not be held for this solicitation; however, potential bidders are encouraged to present questions and obtain clarification relative to any facet of this solicitation. Reference section II

QUESTIONS REGARDING THIS INVITATION FOR BID.

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

PAYMENT SCHEDULES:

A. PRIMARY BID LINES – Active Snow and/or Ice Removal:

VDOT will pay the Contractor at the unit bid price per hour, per vehicle, for snow removal services performed on the roadway while in an active spreading and/or plowing operation. The hourly rate for each piece of equipment shall include the vehicle with snow removal equipment listed, experienced, licensed operators, fuel, tools, parts, supplies, and all incidentals as necessary for safe and efficient snow removal operation.

B. OPERATIONAL RATE:

1. VDOT will pay the Contractor 100% of the hourly bid rate per hour for operational rate.

2. Operational Rate: refers to a flat rate paid for an active winter operation for any time a contractor is requested to work.

Includes active engagement (“Push Time”) as well as time when mobilized, but not actively participating (“Standby Time”).

mailto:edi@doa.virginia.gov

Snow & Ice Removal, Heavy Equipment

IFB #159293

3. The Contractor will be paid a minimum of two (2) hours at the operational rate for each piece of equipment responding upon VDOT’s request in the event the storm fails to materialize, or the snow event is canceled.

C. PER EVENT MOBILIZATION/DEMOBILIZATION:

1. Mobilization/Demobilization shall be paid $500 per event per brine truck, wheel loader, loader/skid steer, motor grader and TMA provided. Supervisor trucks are not eligible.

2. In order to qualify for the mobilization/demobilization the truck(s) or equipment shall meet the following:

a. Arrive at designated site on time with properly licensed operator fit for duty

b. Have a full tank of fuel

c. Have a valid inspection

d. Trucks or equipment shall have no missing parts with working lights, windshield wipers/blades

e. Have a working spray system.

f. Be equipped with a working AVL.

3. These items will be checked and confirmed by VDOT by way of a checklist at the time of sign in.

D. ANNUAL INCENTIVE:

1. An annual incentive is offered by VDOT to offset the Contractor’s cost associated with, but not limited to, equipment evaluation, rigging of snow removal equipment, planned pre-season and mobilization meetings, equipment, training, pre-rigging, and work involved in the preparation of the contract, and demobilization.

2. Incentive payment amounts listed below apply to each piece of equipment for each year of the contract for supplying all required equipment and will remain the same from contract award through any renewal periods. The CPI-U price increase/decrease allowance as defined within Section X.26 Renewal shall not apply to the annual mobilization/demobilization payments.

3. Annual incentives will be paid in two installment payments of 50% each in accordance to the following schedule and eligibility criteria.

Equipment Description Amount

a. Anti-Icing Tankers and Trucks:

Trucks equipped with contractor-owned Liquid Spray Tank, minimum 3000 gallons and AVL unit

Tanker Trucks equipped with contractor-owned Liquid Spray Tank, minimum 5000 gallons and AVL unit

$3,000

b. Motor Graders:

Motor graders shall be a minimum 95 HP and meet requirements necessary to remove ice from roadway surfaces.

Motor graders shall be accompanied by an escort vehicle equipped with appropriate flashing lights. $1,000

c. Truck Mounted Attenuators:

Truck mounted attenuators shall meet the requirements of the Virginia Work Area Protection Manual with AVL unit $1,000

Snow & Ice Removal, Heavy Equipment

IFB #159293

4. Fall: The first payment will be 50% of the scheduled amount. This payment will be processed at the beginning of the snow removal season upon verification that all of the following requirements have been met. The Contractor shall submit an invoice for the appropriate Mobilization amounts one week after award initially and then no earlier than October 31st of each contract year. VDOT will review and authorize payment no later than Dec. 31st.

a. Certificate of Insurance with required coverage and endorsement shall be submitted prior to contract award and then by October 31st of each contract year for the Prime Contractor and each Subcontractor for each piece of equipment.

b. Contractor’s vehicles, rigged with snow removal equipment passed the annual VDOT evaluation prior to contract award and then by October 31st of each contract year for the Prime Contractor and each Subcontractor for each piece of equipment.

c. Proof of AVL active contracts with VDOT accessibility to data shall be provided by October 31st of each contract year.

d. Contractor shall provide an acceptable method of vehicle communication with VDOT, and provide a written, updated list of contact numbers by October 31st of each contract year.

e. The Contractor shall provide current copies of vehicle registrations for each piece of contracted equipment by

October 31st of each contract year.

f. Annual Supervisor training was completed as required.

5. Spring: The second payment will be the remaining 50% of the scheduled amount. This payment will be processed at the end of the snow removal season upon documentation that the following requirements have been met. The snow season will officially be over April 30th of each year. The Contractor shall submit an invoice for the appropriate Demobilization amounts no earlier than April 30 but no later than May 15 th of each contract year.

a. Contractor’s equipment, operators and supervisors reported for assignment where required as requested.

b. Work performed during the snow removal season was considered satisfactory.

c. No Procurement Complaint forms were issued against the Contractor.

d. Required insurance coverage was received and maintained during the term of the contract.

e. Contractor complied with all Specifications and General and Special Terms and Conditions of Contract.

f. Contractor submitted the final demobilization invoice by May 15.

g. All requirements from fall payment were met and the contractor received payment.

6. Supervisor: The Contractor will be compensated $100.00 per hour, per Supervisor with vehicle, for supervision of Contractor’s operators and equipment during plowing/spreading operations and standby periods. There will be no Mobilization or Demobilization payment paid for supervisor vehicles.

7. Training: The Contractor will be compensated $45.00 per hour, per supervisor for completing training provided by VDOT. For each renewal term, VDOT shall determine whether the Contractor shall attend training.

Snow & Ice Removal, Heavy Equipment

IFB #159293

Upon VDOT’s request, the Contractor will attend the training sessions at contract renewal and be compensated at the hourly rate of $45.00.

VII. INVOICING:

Invoices shall be submitted at completion weather events to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule.

No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format.

Virginia Department of Transportation

Richmond District Interstate Maintenance richimo.invoices@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS and PUBLIC 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 11:00 AM EST on November 12, 2024.

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

Join the meeting now

Meeting ID: 295 919 561 133

Passcode: Dt2Uiq

Dial in by phone

+1 434-230-0065,,264654664# United States, South Hill

Find a local number

Phone conference ID: 264 654 664#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com 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_OTBkMGJmNjItZGY0Ni00ZTExLTlmYmItNDk0ODZjZmUzNzRk%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ccefe87b-f31b-4e66-b993-18dc38a93dd4%22%7d tel:+14342300065,,264654664 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=264654664

Snow & Ice Removal, Heavy Equipment

IFB #159293

Video ID: 119 604 092 0

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 www.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 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.

http://www.eva.virginia.gov/

Snow & Ice Removal, Heavy Equipment

IFB #159293

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…