159510 Specifications and fillable forms.pdf

Administrative Services/Procurement Richmond District Facilities Roofing and Repair Services

IFB #159510

Issue Date: February 11, 2025

INVITATION FOR BIDS IFB# 159510

Title: Roofing Services Commodity Code(s): 9106601 Location Where Work Will Be Performed: Richmond District Complex, Ashland Residency, Chesterfield Residency, Petersburg Residency and South Hill Residency.

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Tracey Higgins Email: tracey.higgins@vdot.virginia.gov Phone: (804) 482-8067

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 9:00 AM Eastern Standard Time (EST)/Eastern Daylight Time (EDT) on February 24, 2025. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 9:00 AM EST/EDT on March 7, 2025. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EST/EDT on March 7, 2025. 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. SUBCONTRACTOR APPROVAL REQUEST

6. NORMAL AND EMERGENCY CONTACTS

7. REFERENCES

8. CONTRACTOR LICENSE REQUIREMENTS

"VDOT is only accepting a lump sum price entered directly in eVA on the bid line. No additional quotes or terms and conditions will be accepted, and the bid will be rejected as non-responsive

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.

Administrative Services Division

Invitation For Bids IFB # 159510

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 12

VI. METHOD FOR PAYMENT 12

VII. INVOICING 12

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 13

IX. GENERAL TERMS AND CONDITIONS 14

X. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

A. Listing of Incidental Supplies

B. Facilities Locations

C. Virginia Code Red Ozone Days

D. Prevailing Wage Rate Determination(s)

E. VA State Corporation Commission – Fillable Form

F. Small Business Subcontracting Plan (SBSP) – Fillable Form

G. Subcontractor Approval Request – Fillable Form

H. Normal and Emergency Contacts – Fillable Form

I. Contractor License Requirements– Fillable Form

J. CII-SSI Form-Fillable Form

K. References – Fillable Form

REFERENCED TRAININGS

1. General Term and Condition C.1.(d): Link to Referenced Sexual Harassment Training

2. General Term and Condition CC: Link to VDOTU. Log in and search for “VDOT Workplace Civility Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://virtualcampus.vdot.virginia.gov/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide Roof Repair Services and Roof Replacement on an as-needed, on-call time and materials basis, to facilities owned or operated by VDOT within the Richmond District.

The Richmond District consists of facilities within the Richmond District Complex, Ashland Residency, Chesterfield Residency, Petersburg Residency and South Hill Residency.

PERIOD OF CONTRACT: From April 10, 2025, or date of award if later through One (1) year(renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B 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 BIDS:

Any questions regarding this invitation for bid shall be addressed to Tracey Higgins at tracey.higgins@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 5:00PM EST/EDT on March 3, 2025.

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 “Commonwealth” or “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 shall provide all necessary labor, supervision, equipment, tools, materials, supplies and incidentals necessary to provide Roofing Services on a time and materials basis to the facilities owned and operated by the Virginia Department of Transportation, Richmond District.

1. TYPICAL FACILITIES WHERE WORK WILL BE PERFORMED:

Facilities where work will be performed shall consist of, but not be limited to, office buildings, equipment storage buildings, equipment shops, material storage buildings, etc. VDOT reserves the right to add or delete locations within the Residency’s and District Office listed. See attachment for list of facilities and locations.

2. WORK PERFORMED UNDER THIS CONTRACT: It is understood that the work to be performed under this contract will be non-capital outlay projects and shall not require the services of an architect, engineer, or consultant, and that the work required can be done as a result of a routine field survey by the Contractor, examinations of written information and simple sketches and diagrams briefly describing VDOT’s needs and building blueprints, if necessary. However, if upon completion of the site investigation of the requested work, the Contractor and/or VDOT determine the scope of work in response to VDOT’s request requires the services of an architect, engineer or consultant, then VDOT reserves the right to complete this work with other vendors outside the terms of this contract.

3. OVERVIEW: The Contractor shall provide all necessary labor, supervision, equipment, tools, materials, supplies and incidentals as necessary to provide Roofing repair or replacement services to the facilities owned and operated by VDOT in the Richmond District. All measurements, requirements, and services herein are the contractor’s responsibility. All work and materials shall be preapproved by the contract administrator and compliant with industry standards, approved by manufacturer’s recommendations and shall comply with the current International Building Code.

4. SERVICES REQUIRED: Industrial and commercial roofing installation and repair services that may be requested within this solicitation include, but are not limited to the following:

a. Maintenance installation and repair of these types of roofs included but not limited to:

i. Shingles

ii. EPDM

iii. TPO

iv. Slate

v. Metal

b. Repair and or replacement of fascia/ rake boards, flashing, sheet metal, gutter and downspout when roof repair or replacement is required as determined by the VDOT contract administrator.

c. Leaf guard/gutter guard replacement and installation

d. Roof truss and rafter repair when roof repair or replacement is required as determined by the VDOT contract administrator.

e. Any other work that is, according to the VDOT contract administrator, roofing in nature.

If it is determined to be in the best interest of the Commonwealth, the following services may be procured by an outside vendor.

• Projects estimated by the VDOT Contract Administrator to cost above $50,000. Projects include roof repair, or a single full roof replacement, or multiple roof replacements grouped together.

B. SPECIFICATIONS AND STANDARDS: All work shall be accomplished in compliance with all applicable federal, state and local laws, ordinances, rules, regulations, manufacturer’s recommended procedures, industry standards and codes including the DPOR, Occupational Safety & Health Administration (OSHA) and Virginia Occupational Safety & Health (VOSH), the Virginia Uniform Statewide Building Code issued by the Department of' Housing and Community Development, the National Electrical Code and all codes governed by the International Code Council in effect on the date of the purchase order. All work performed under this contract shall be done in a manner that will not overload or render useless any portion of the facility and will not adversely affect the integrity of the building's structural, mechanical, electrical, fire protection and life safety systems or any other building features. These specifications are a statement of the minimum level of work and services the Contractor shall provide. They are not intended to be, nor shall they be considered as, either minimum performance levels or limitations on the effort of the Contractor. At a minimum, the Contractor shall take all steps and measures that a prudent Contractor would take to maximize the life expectancy of the property and equipment.

C. CONTRACT REQUIREMENTS:

1. CONTRACTOR:

a) Contractor shall be licensed by DPOR with one of the following license classifications or specialties: Roofing Contracting (ROC), Commercial Improvement Contracting (CIC), or a Commercial Building Contractor (CBC).

b) When required VDOT will expect the Contractor to provide drawings and/or sketches of proposed work.

c) VDOT reserves the right to contract with other contractors to perform services not included in this contract. This is to inform the Contractor that they may be required to work side by side with other vendors who are performing other services during the performance of the Contractor’s work on this contract.

2. PERSONNEL:

a. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure their capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframes required herein.

b. CONTRACTOR QUALIFICATIONS: The Contractor agrees that competent, experienced and qualified staff professionally trained to perform Roofing Services shall perform all work. It is expected that if one service technician is sent to perform the service required, that the service person shall be a Lead Roofer, unless agreed to by the VDOT Contract Administrator.

Lead Roofer is defined as, but not limited to, having the skill level to complete all types of roof repairs and installations. Ability to align materials with edges of roofs, apply alternate layers of asphalt or tar and roofing paper to roofs and apply gravel over top layers of roofs. Apply plastic coatings and membranes, fiberglass or felt over sloped roofs before applying shingles. Cement or nail flashing metal or shingles over joints to make them watertight. Cover exposed nail heads with roofing cement or caulking to prevent water leakage or rust.

Ability to cover roofs and exterior walls of structures with slate, asphalt, aluminum, wood, gravel, gypsum and /or related materials. Ability to inspect roofs to determine the best procedures for repair. Ability to estimate roof materials and labor required to complete jobs and provide price quote. Ability to lay out roofs for shingle installation. Ability to install or repair or replace single ply roofing systems, using waterproof sheet materials such as modified plastics, elastomeric or other asphaltic compositions. Seamless gutter installation.

Roofer Helper is defined as, but not limited having the skill level to assist the Lead roofer to complete all type of roof repairs and installations. Assist lead roofer with aligning of materials with edges of roofs, apply alternate layers of asphalt or tar and roofing paper to roofs and apply gravel over top layers of roofs. Apply plastic coatings and membranes, fiberglass or felt over sloped roofs before applying shingles. Cement or nail flashing metal or shingles over joints to make them watertight. Cover exposed nail heads with roofing cement or caulking to prevent water leakage or rust. Ability to cover roofs and exterior walls of structures with slate, asphalt, aluminum, wood, gravel, gypsum and /or related materials. Ability to inspect roofs to determine the best procedures for repair. Ability to estimate roof materials and labor required to complete jobs and provide price quote. Ability to lay out roofs for shingle installation. Ability to install or repair or replace single ply roofing systems, using waterproof sheet materials such as modified plastics, elastomeric or other asphaltic compositions.

c. CERTIFICATIONS:

1) Contractor shall follow manufacturer’s published installation instructions.

2) Contractor shall be a certified installer by the manufacturer of the products they install.

3) Contractor shall provide with their electronic bid submission any preferred installer certifications by the manufacturer for the products they install.

d. LABOR RATES: Bid prices for labor rates shall be in the form of a firm fixed price and shall include the use of tools, equipment, supplies normally required for this type of work (i.e. degreaser, hand cleaner, gloves, dust mask, etc.) and all other incidental cost of doing business. The Contractor shall be paid strictly by the hour and there will be no guaranteed minimum. Man hours paid under this contract shall only be for productive hours at the VDOT job site. The Contractor shall not be compensated for travel to complete work or for travel for written estimates. Time spent in material acquisition, handling and delivery, or for the movement of Contractor owned or rental equipment shall not be invoiced. Bid prices shall include all direct and indirect overhead costs such as supervision, tools, equipment, transportation, etc. This will also include the use of cellular phones and handheld radios used by the Contractor to conduct business.

e. CREW SIZE: The crew size for all on-call service calls shall be set at a maximum of (1) one skilled tradesman and a helper with an adequately equipped work vehicle. In the event a change in staffing levels is needed during the work, a request MUST be Approved by the Contract Administrator before any additional staff can be added. Any unapproved labor worked on a work order will not be paid.

f. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contract work. The Contractor shall provide this name as well as additional personnel names and phone numbers who can be contacted 24 hours a day, seven days a week in case of emergency needs. Complete and return Attachment – E Normal and Emergency Contacts.

g. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of their employees as well as all subcontractors. Subcontractors who perform work under this contract shall be responsible to the Prime Contractor. During VDOT billable productive hours Contractor shall not engage in any non -VDOT related work.

h. CONTRACTOR’S PERSONNEL: The Contractor’s personnel shall be courteous and respectful and shall refer all questions concerning work planned, performed or promised to the VDOT Contract Administrator.

i. BEHAVIOR: The Contractor and Contractor’s foreman/supervisor shall be responsible for the conduct and performance of all the Contractor’s employees and subcontractors while at the work site and their compliance with the following rules:

1. Workers appearing to be under the influence of alcohol or drugs shall not be permitted on the job site.

2. Loud and disruptive conduct shall not be permitted. Profanity, whistling, catcalling, leering, coercing, or harassing shall not be tolerated. Substantiated reports of harassment shall be grounds for removal of the employee(s) concerned. Repeated incidents shall be grounds for termination of the work order/contract at the discretion of VDOT.

3. Smoking and vaping are banned inside all state facilities including parking garages, covered walkways, temporary enclosed structures, trailers, and tents. Smoking is permitted outdoors on state property grounds, plazas, sidewalks, malls and similar open pedestrian-ways provided smokers are 25 feet or more in distance away from an entrance or exit of any facility, including parking garages. Smokers shall use ash urns to dispose of their smoking material waste and shall not litter state-owned property with smoking material waste.

Smoking and vaping are banned inside all state-owned vehicles.

4. Pants, shirts and hats must not display any offensive images or language.

j. SANITARY FACILITIES: The Contractor may use VDOT’s sanitary facilities, if available, as long as there is no abuse of the privilege, and the facilities are left in the same manner in which they were found.

3. EQUIPMENT REQUIREMENTS:

a. TOOLS: The Contractor shall have and maintain suitable modern equipment (such as ladders, ladder lift, dump trailer etc.) and tools necessary for the satisfactory execution of solicited work and all costs associated shall be included within the bid unit prices.

b. LEASING OF SPECIALIZED EQUIPMENT: Leasing or rental of specialized/unique/unusual equipment necessary to perform the scope of this contract, which are not considered as general tools of the trade, and require additional cost, shall be approved by the VDOT Contract Administrator or designee on an hourly, weekly, or monthly basis. All such rentals or leases shall be pre-approved by the VDOT Contract Administrator or designee. No mark-up is allowed to be added for the cost of renting or leasing equipment per the Code of Virginia 2.2-4331.

c. USE OF VDOT’S EQUIPMENT: The Contractor’s employees shall not use/operate VDOT vehicles, equipment, tools or radios at any time.

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

4. GENERAL MATERIALS AND SUPPLIES:

a. CONTRACTOR FURNISHED SUPPLIES: The Contractor shall furnish all materials needed unless other arrangements are made by VDOT. The materials shall be new and free from defect. Products supplied by the Contractor shall be quality products that comply with all applicable laws, ordinances, rules, regulations and codes and are compatible with pre-existing materials and equipment in the building. If new materials are not available or the delivery time for new parts is unacceptable to the VDOT Contract Administrator used or rebuilt/refurbished parts may be allowed by the VDOT Contract Administrator. This may be done only with approval by the VDOT Contract Administrator and will not become a normal routine.

b. “TRUCK STOCK”: VDOT expects that the Contractor will maintain a modest amount of pre-purchased common roofing materials and supplies on the Contractor’s vehicle, known as “Truck Stock.” Items invoiced by the Contractor as Truck Stock shall be reasonable as a common stock item and shall be billed at the market rate on the Contractor’s letterhead/invoice at the completion of the work. This process shall be limited and the VDOT Contract Administrator can stop the utilization of Truck Stock at any time and has the right to refuse any material. VDOT reserves the right to request additional documentation or justification of the invoiced Truck Stock costs.

c. VDOT FURNISHED SUPPLIES: VDOT reserves the right to furnish any or all materials, supplies and/or equipment to the Contractor for the project and adjust the Contractor’s estimate accordingly.

d. SUPPLIES INVOICED AT COST: Supplies, materials and subcontractor invoices shall be invoiced at cost.

The Contractor shall include an itemized list of materials and their cost on the invoice. The Contractor shall also submit the licensed wholesaler invoices to confirm these prices. If the Contractor furnishes materials from their shop, they shall be billed at the market rate on the Contractor’s cost on the Contractor’s letterhead/invoice at the end of the project and listed as “Stock Supplies”. This process shall be limited and the VDOT Contract Administrator can stop this process at any time and has the right to refuse any material. Contractor-supplied material shall be listed on the estimate provided by the Contractor. No percentage of mark-up in price will be permitted as per the Code of Virginia 2.2-4331.

e. INCIDENTAL SUPPLIES: The contractor shall be responsible for providing at no cost to VDOT any and all incidental supplies that are considered to be tools and supplies of the trade. The Contractor shall have sufficient supplies and have access to these supplies in order to prevent unnecessary downtime. A listing of the Contractor’s incidental supplies may be requested to assist in making an award decision. If requested, this list must be received within 3 days of request.

f. NO CHANGING OF SUPPLIES WITHOUT APPROVAL: No supplies or materials shall be reduced or changed unless approved by the VDOT Representative.

g. MANUALS: All manufacturers’ installation, operation, maintenance and parts manuals shall be provided upon request by the VDOT Contract Administrator.

5. MANNER OF CONDUCTING WORK AT THE JOB SITE:

a. SATISFACTION: All work shall be performed according to VDOT specifications and completed to the satisfaction of the VDOT Contract Administrator.

b. SIGNS OR ADVERTISEMENT: No signs or advertisements shall be posted on VDOT’s property.

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

d. DAILY CHECK IN/OUT: The Contractor shall check in daily with the front desk staff at the applicable

District/Residency/Area Headquarters upon arrival at the job site prior to beginning work and check out prior to leaving. The Contractor shall have the VDOT Representative at the work location sign the Contractors ticket and /or timesheet to confirm hours worked for each employee each day. Hours worked that are not confirmed may not be paid. It will be the Contractor’s responsibility to obtain and submit approved timesheet with invoices. (This is to ensure VDOT is aware of the time Contractors are on the job site and to confirm hours worked.) If no VDOT employee is on site to sign a timesheet, Contractor shall call or text the Contract Administrator at arrival and departure.

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

f. REVIEW OF WORK SITE: Some work sites may require review prior to the start of work. The Contractor shall work any costs for review of the work site into the bid rates. No additional charges will be allowed.

g. DELIVERY & PARKING: Arrangements may be made to deliver material and equipment to work sites;

however, the Contractor must be on site to receive material and equipment. VDOT will not sign for material or equipment delivery. The Contract Administrator shall approve parking and material storage arrangements.

h. STORAGE: Upon approval by the Contract Administrator, VDOT may provide storage sites for the

Contractor’s equipment or materials; however, VDOT will not be responsible for any loss or damage to the Contractor’s equipment or materials. The Contractor shall NOT store any flammable or hazardous materials on the VDOT property without prior approval of the Contract Administrator. Hazardous or flammable materials that are stored after work hours shall be done in covered metal containers approved by OSHA and VOSH for hazardous, flammable materials. The Contractor shall store their apparatus, materials, supplies, and equipment in such an orderly fashion that it will not interfere with the progress of their work or the work of any other Contractor.

i. USE OF VDOT’S WATER & ELECTRICITY: The contractor may use VDOT’s water and electricity. If any modifications are required, the Contractor shall obtain written permission from the Contract Administrator. The Contractor, at their expense, shall make modifications that are approved. The Contractor shall remove modifications upon completion of the project. VDOT will not charge the Contractor for the use of these utilities unless persistent wastage occurs. In such cases, the Contractor will be charged for the utilities at the same rates VDOT pays for them.

j. MISS UTILITY: When work requires digging or excavating, the Contractor shall contact “Miss Utility” and locate all underground utilities including those installed by VDOT prior to performing work. The Contractor shall supply the Contractor Administrator with the Miss Utility Ticket number prior to commencing work.

k. CLEAN-UP: The Contractor shall clean up frequently, so the work site presents a neat, orderly and workmanlike appearance at all times. Floors, walls, etc. shall be swept, wiped down and the work area/site returned to the level of cleanliness prior to work commencing so the area is ready for use. If a Contractor fails to clean up at the completion of the work, the VDOT Contract Administrator may do so and charge the costs to the Contractor.

l. DEBRIS DISPOSAL: The Contractor is responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the project 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 disposal, unless there is prior approval from the Contract Administrator or designee. The Contractor shall include any costs for disposal into the bid rate. With prior approval from the VDOT Contract Administrator, fees associated with disposing unusually large amounts of debris will be reimbursed to the Contractor by VDOT. For these jobs, an estimate of the disposal fees must be submitted to the VDOT Contract Administrator. If the estimate is approved by the VDOT Contract Administrator, actual disposal fees may be charged to VDOT at cost. If no estimate is provided and approved, disposal costs will not be paid by VDOT. The Contractor shall provide the vendor’s invoice for the dumpster with the Contractor’s invoice.

m. Permits: VDOT shall be responsible for obtaining all permits when necessary.

D. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE:

The VDOT Representative or designee will provide the Contractor with a work order request via email identifying the work location with contact information and the scope of work.

For all work order requests, the contractor shall begin work within 14 calendar days of the Notice to Proceed. The date of the Notice to Proceed shall be defined as follows:

a. For work order requests that require estimates, those expected to cost above $2,500 to complete, the Notice to

Proceed will be the start date indicated by the VDOT representative on the acceptance of the estimate or the date of the email approval of the estimate by VDOT.

b. Work requests that are expected to cost $2,500 or less do not require estimates, the Notice to Proceed date shall be the date that the work order is emailed to the contractor.

For work requests expected to cost above $2,500 to complete, the Contractor shall furnish VDOT with a non -binding written estimate to complete the requested work. If the estimate is acceptable to VDOT, the VDOT Representative will send an approval via email to the Contractor to schedule and complete the work.

Some projects may require a site visit. The Contractor shall schedule a visit to carefully examine the site of the proposed work to acquire a full understanding of the nature and scope of the project to be accomplished. Upon completion of the site visit, the Contractor shall furnish the VDOT Representative with a written estimate to complete the project to include a breakdown of estimated labor hours at the established contract rates, expected staffing levels, materials needed and the anticipated time to complete the work. If the estimate is acceptable to VDOT, the VDOT Representative will send approval via email to the Contractor to schedule and complete the work.

If the estimate is not considered to be fair and reasonable by VDOT, the Contractor will be asked to review their estimate and re-submit.

If the revised estimate is still not considered to be fair and reasonable by VDOT, VDOT may obtain the services from another source outside this contract.

Work not started according to the specified timelines above may result in default of contract (Reference Paragraph P of the General Terms and Conditions within this solicitation).

For all work requests, the Contractor, in establishing the target date for completion, shall take into account the time required to obtain delivery of the required materials and where appropriate, and shall advise the Contract Administrator if the availability of materials will delay the start of work. The Contract Administrator may require the Contractor to provide documentation showing material ordered and expected delivery date.

2. URGENT CONFIRMATION/ RESPONSE: VDOT reserves the right to change the required times for visiting the work site, submitting estimates, scheduling and starting work if deemed necessary in response to an urgent request.

No extra charges will be allowed for an urgent response. When defined by the VDOT Contract Administrator as urgent work, the Contractor shall confirm within one (1) hour of initial notification and shall be on-site three (3) hours after the initial notification from VDOT. If the Contractor is not able to respond within this timeframe a Procurement complaint form from VDOT may be processed and VDOT reserves the right to obtain the services from another source outside this contract.

3. UNFORESEEN CONDITIONS: VDOT reserves the right to change the required times for visiting the work site, submitting estimates, scheduling and starting work due to Unforeseen Conditions as determined by the Contract Administrator. Unforeseen conditions such as but not limited to, a tree limb falls on the roof and it’s raining, a weather event that caused a delay in work due to VDOT employees needing access to a building in the area Contractor is working.

4. ADVANCE NOTICE: Due to many locations being un-manned the Contractor will be required to schedule all work in advance with the VDOT Contract Administrator or their designee.

5. ADDITIONAL WORK: The cost of actual repair work shall not exceed the Contractor’s estimate of man-hours and materials without first obtaining written or electronic approval to proceed. If during the course of the project additional work is required that is not listed in the Scope of Work on the Work Request, the Contractor shall obtain written or electronic approval from the VDOT Contract Administrator before any additional work can be performed.

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

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

7. DECLINING ASSIGNMENT: If the Contractor is unable to report to an assignment, a VDOT-supplied Contractor

Release Form shall be signed and documented by the Contractor stating why they cannot perform work. VDOT shall approve or disapprove in writing whether the Contractor is released from contractual responsibilities. If the Contractor declines an assignment other than one approved in writing by VDOT, they will be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Terms and Conditions Paragraph P. A Procurement Complaint form will be issued against the Contractor.

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

E. HOURS OF WORK:

1. NORMAL WORK HOURS: All services shall be performed (unless mutually agreed upon by the Contractor and VDOT) during normal business hours, which are normally Monday through Friday 7:00 AM –3:30 PM.

2. STARTING TIMES AND SCHEDULES: Starting times and schedules may vary at different locations and will be at the discretion of the VDOT Contract Administrator

3. URGENT/EMERGENCY WORK HOURS: During emergencies or because of the nature of work, the Contractor may be required to work outside the normal work hours. The Contractor shall receive written approval from the VDOT District Facilities Contract Administrator PRIOR to allowing a contractor employee to work in excess of 40 billable hours, per work order request and location, in a workweek. A workweek shall be defined as Sunday through Saturday. After prior approval is received in writing or electronically, Contractor may allow employee(s) to work in excess of 40 billable hours and invoice VDOT at an overtime rate of 1.5 times the unit price for hours worked over

40. If written permission is not received to exceed 40 billable hours, all hours worked will be paid at the regular rate.

4. STATE HOLIDAYS: Normally, the Contractor will not be permitted to work on State Holidays without the permission of the Contract Administrator. State holidays include, but are not limited to: New Year’s Day, Martin Luther King Day, George Washington Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day & Yorktown Victory Day, Election Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day. If any of these holidays occur on a Saturday, the preceding Friday shall be considered the holiday and if they fall on Sunday, the following Monday sha l be considered the holiday.

F. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES & REGULATIONS: The Contractor shall ensure all personnel including subcontractors and equipment comply with all OSHA and VOSH Standards as they apply to the work being done and not create any hazardous conditions. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. Refer to Special Terms and Conditions Section 33. Safety and Health Standards.

2. PROTECTION OF PERSON AND PROPERTY: The Contractor 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. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. The Contractor shall provide and maintain all passageways, guard fences, lights and other facilities for the protection of persons and property.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT Contract Administrator 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 workers and/or general public, for failure to carry out orders for such period, and as he may deem 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.

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

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 9:00AM EST on February 24, 2025. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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

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

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

Click here to join the meeting

Enter Meeting ID: 243 784 355 452 Enter Passcode: rH2jk3rk

Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 730 372 318#

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

VII. INVOICING:

Invoices shall be submitted weekly, biweekly, monthly, etc. 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. All invoices shall be submitted with the required backup documentation.

• Contractor’s name and remittance address

• Invoice number and date

• Work order number

• Location and dates worked

• Description of work performed

• Itemization of materials, supplies, labor hours for each crew member, including quantity, Units of Measure

(UOM), price per UOM and extended costs.

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

• Required back-up documentation to include signed verification of hours worked, copies of materials receipts, subcontractor or vendor invoices if applicable

Virginia Department of Transportation

2430 Pine Forest Dr

Colonial Heights, VA 23834

In lieu of mailing, invoices may be submitted as an attachment via email to apinvoices.richmonddistrict@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 10:00 AM EST on March 7, 2025.

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

Click here to join the meeting Enter Meeting ID: 272 111 424 424 Enter Passcode: 46xj7dS3 Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 898 412 66#

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.

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

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, § 2.2-4343.1(E)).

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

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

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place http://www.eva.virginia.gov/ 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…