159559IFB.pdf

Administrative Services/Procurement Northern Virginia District Plumbing Maintenance and Repair Services

IFB # 159559

Issue Date: February 14, 2025 INVITATION FOR BIDS IFB# 159559

Title: Plumbing Maintenance and Repair Services Commodity Code(s): 91468 Location Where Work Will Be Performed: Northern Virginia District

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Lora Hagarty Email: Lora.Hagarty@vdot.virginia.gov Phone: (804) 371-6709

NOTE TO BIDDERS

Prebid Conference: No Pre-Bid Conference will be held.

Solicitation Closing Date and Time: 10:00AM EST on February 25, 2025. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:30AM EST on February 25, 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. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

6. SUBCONTRACTOR APPROVAL REQUEST

7. NORMAL AND EMERGENCY CONTACTS

8. REFERENCES

9. CONTRACTOR LICENSE REQUIREMENTS

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.

Plumbing Maintenance and Repair Services

IFB # 159559

Administrative Services Division Northern Virginia District

Invitation For Bids IFB # 159559 Plumbing Maintenance and Repair Services

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 13

X. SPECIAL TERMS AND CONDITIONS 21

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Vendor Qualification / Equipment Inventory Certification – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. References – Fillable Form G. Contractor License Requirements– Fillable Form H. Virginia Code Red Ozone Days

I. Prevailing Wage Rate Determination(s)

J. Contractor Daily Sign-In Sheet

K. VDOT Locations

L. CII/SSI Policy Guide for Employees, Vendors, Contractors or other Persons Accessing VDOT’s CII/SSI.

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 plumbing maintenance, repair, improvement and renovation services for facilities located within the Northern Virginia (NOVA) District which is comprised of the counties of Arlington, Fairfax, Loudoun and Prince William. The Prime Contractor shall possess a Department of Professional and Occupational Regulation (DPOR) Virginia Class “A” Contractor license specializing in Plumbing Services (PLB). Solicitation will result in a Time and Materials type contract.

PERIOD OF CONTRACT: One (1) year from date of award (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 Lora Hagarty at Lora.Hagarty@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 3:30PM EST on February 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: Services provided under this contract are characterized as commercial in nature for such facilities as, but not limited to, Administrative Office Buildings, Vehicle Maintenance Shops, Equipment Storage, Chemical (Salt) Storage Buildings, Brine Making Machines with some buildings constructed as early as the 1930s. The majority of the facilities were constructed since the mid-1980s.

A. CONTRACT REQUIREMENTS:

1. SCOPE OF WORK: The Contractor shall provide all necessary labor, supervision, equipment, tools, materials, supplies, and all incidentals, as necessary, to provide commercial plumbing and gas fitting services on a time and materials basis to the facilities owned and operated by the VDOT Northern Virginia District. The Prime Contractor shall perform 75% of services.

Services requested under the scope of this contract will include all piping from/to utility service connections (water, wastewater, and storm water) throughout the VDOT lot to final interior or exterior application. Such services may include, but are not limited to:

a. Interior, exterior, and underground leak or infiltration detection, isolation and repair to include the ability to camera scope up to 500 feet and clear stoppages/obstructions (“snake”) within sanitary and storm sewers.

b. Maintenance, repair, replacement, restoration, and/or installation, to include clearing stoppages, of indoor and outdoor plumbing fixtures such as sinks, toilets, urinals, hot water heaters, faucets, water fountains, hose bibs, etc.

c. Size and establish interior, exterior and underground piping to move air, gas, or liquids such as water, wastewater, brine, or chemicals to/from storage tanks, pumps, fixtures and equipment such as potable water applications, brine-making equipment, water heaters, ice machines, boilers, baseboard heating systems, air systems, etc.

d. Install, replace, test, repair, and maintain safety and conservation measures such as shut-off valves, diverter valves, metering devices, spill containment measures, pipe insulation, etc.

e. Utility detection, in-ground trenching, excavation, and backfilling to fix leaks and install pipes at protected depths from freezing and overhead loading from heavy vehicles.

f. Any other work that is, according to local industry standard operating procedures, typically considered to be plumbing in nature

g. Preparing schematics, drawings, or riser diagrams of work planned and/or completed.

2. LOCATION OF WORK: VDOT facilities located within the Northern Virginia District which is comprised of the counties of Arlington, Fairfax, Loudoun and Prince William. VDOT reserves the right to add or delete locations within the counties indicated above at any time. See Attachment K for a current list of properties.

3. STANDARDS FOR THE WORK: The Contractor shall perform all work in accordance with the contract requirements and to the satisfaction of the VDOT Contract Administrator or designee.

a. 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 Virginia Uniform Statewide Building Code, issued by the Department of' Housing and Community Development and the National Electrical Code.

b. All work performed under this contract shall be done in a manner that will not adversely affect the integrity of the building's structural, mechanical, electrical, fire protection, and life safety systems or any other building features that will overload or render useless any portion of the facility.

4. LIMITATION ON WORK ALLOWED: Work performed under this contract is limited to non-capital outlay projects that do not require the services of an architect or engineer. If the Contractor determines at any time that the requested work constitutes new construction beyond renovation of existing facilities; installs new equipment or systems that did not previously exist; or requires an architect or engineer in accordance with the Construction and Professional Services Manual (CPSM), the Contractor shall notify the VDOT Contract Administrator that the requested work, or the portion thereof, cannot be accomplished under this contract.

B. CONTRACTOR’S CAPACITY TO PERFORM:

1. PERSONNEL: Prime Contractor shall be a Class A Licensed Contractor registered with VIRGINIA DPOR with the PLB (Plumbing) specialty. Under the terms of this contract, the Contractor is responsible to provide licensed, technically competent, properly trained and experienced personnel capable of performing the assigned plumbing work without direct VDOT supervision. The Contractor shall provide a list of employees intended to work on this contract, indicating the employees’ level of skill and licenses, on Attachment C: Vendors Qualifications and Equipment Certifications.

a. VDOT reserves the right to reject any of the Contract’s employees who, in VDOT’s judgement, are not qualified to perform the work.

b. Only employees listed on Attachment C shall report to work on this contract. Should the Contractor’s list of employees fluctuate due to staffing changes, the Contractor shall submit a revised Attachment C to the VDOT Contract Administrator within five (5) business days of request.

c. All work assigned and completed under this contract shall be inspected and verified by the contractors VIRGINIA DPOR licensed Journeyman Plumber.

2. LICENSE AND EXPERIENCE REQUIREMENTS:

a. MASTER PLUMBER: The Contractor must have on staff at least one (1) VIRGINIA DPOR licensed

Master Plumber. The Master Plumber must be available to VDOT on an on-call, as needed basis when requested by VDOT’s Contract Administrator or designee.

b. JOURNEYMAN PLUMBER: The Contractor shall have on staff a minimum of three (3) VIRGINIA

DPOR licensed Journeyman Plumbers; one (1) of the Journeyman Plumber Technician’s shall have a Gas Fitting license.

c. HELPER: The Contractor shall have on staff a minimum of three (3) Helpers. An employee classified as a Helper shall possess previous plumbing experience working in the construction industry. The Helper shall be directly supervised by a Contractors Journeyman Plumber.

3. BACKGROUND CHECKS AND BADGING REQUIREMENTS: All VIRIGINA DPOR licensed Contractor employees anticipated to work on this contract must pass a background check. Each employee that passes the background check will receive a VDOT “Contractor” photo ID badge prior to beginning work. It is the Contractor’s responsibility to collect and turn in VDOT badges to the Contract Administrator, should a badged employee leave the Contractor’s employment, or this contract ends for whatever reason. New DPOR licensed employees must pass the background check and receive a VDOT badge prior to beginning work on this contract.

Helpers are not required to undergo a background check and will not receive a VDOT badge. See Special Term & Conditions 40.

4. LABOR RATES: Bid prices for labor shall be in the form of a firm fixed price for the line items described in the pricing schedule. Bid prices shall include all direct and indirect overhead costs such as contract management, project management, supervision, standard tools and equipment, consumable supplies, transportation, mileage etc. No extra costs will be allowed during the contract period.

5. CREW LANGUAGE: Each reporting crew shall have a crewmember fluent in communicating and comprehending the English language verbally and in writing. The crewmember must be technically competent and capable of communicating instructions to members of the Contractor's crew and answering questions posed by VDOT personnel. The designated English-speaking crewmember shall be on the worksite at all times.

6. PERSONNEL IDENTIFICATION: The Contractor’s personnel shall present proper identification when reporting to a VDOT facility (i.e. examples are company identification card, driver’s license, or State issued identification card).

7. DRESS REQUIREMENTS: All Contractor employees, to include subcontractors, shall wear personal protective equipment (PPE) in compliance with all applicable VOSH/OSHA, ANSI and VDOT safety regulations. Workers must present a professional appearance, wearing long pants and shirts with company name/logo clearly visible at a minimum. Contractor employee’s clothing or PPE shall not have the Virginia state seal or reference to VDOT on them, nor pictures or words that can be considered to be offensive in nature.

8. BEHAVIOR AND CONDUCT: The Contractor is responsible for the conduct and behavior of all employees and subcontractors while at the work site. Disruptive or harassing behavior shall not be permitted and can be grounds for removal of the employee(s) concerned.

The Contractor shall be responsible for the conduct of all Contractor’s and Subcontractor’s personnel while at the work site. Inappropriate behavior displayed by the Contractor’s and Subcontractor’s employees will not be tolerated. Anyone exhibiting such behavior will be barred from the work site. Repeated incidents shall be grounds for termination of the contract at the discretion of VDOT.

9. DRUGS AND ALCOHOL USE: Workers appearing to be under the influence of alcohol or drugs shall not be permitted on the job site. It is the Contractor’s responsibility to ensure employees are sober, clear, coherent, and ready for work

C. CONTRACTOR REQUIREMENTS:

1. USE OF VDOT UTILITIES: The Contractor may use VDOT’s water and electricity with prior approval of the

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

2. VA811: The Contractor shall contact and verify utility clearances from VA811 (formerly known as Miss

Utility) prior to the commencement of work. VA811 may be reached at www.VA811.com or by dialing 811 and/or (800) 522-7001.

3. CLEANLINESS: The Contractor shall maintain a neat, orderly, and workmanlike work area at all times.

Floors and walls shall be swept and wiped down upon the completion of work, and the work area shall be returned to the level of cleanliness prior to work commencing.

4. DISPOSAL: The Contractor shall properly and legally dispose of all refuse, rubbish, scrap materials, and debris generated 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.

Larger jobs may require a roll off dumpster on the job site (jobs that are estimated to create 6 or more cubic yards of debris). In these cases, the VDOT Contract Administrator will approve the dumpster prior to job start date and all costs associated with the dumpster will be charged to VDOT at cost. The Contractor shall provide the vendor’s invoice for the dumpster with the Contractor’s invoice.

5. SECURING THE WORK SITE: When required, the Contractor’s Supervisor shall secure the work site prior to leaving the location.

6. CAPACITY TO PERFORM: The Contractor shall ensure the capacity to perform work under this contract when ordered by VDOT even though there may be other contractual responsibilities to VDOT or elsewhere.

The Contractor shall maintain a plan to ensure personnel and equipment are fully capable of performing services under this contract regardless of severe inclement weather event situations.

7. COMMUNICATION DEVICES: The Contractor shall have a reliable form of communication available for contact purposes during regular business hours to respond to scheduling requests within the prescribed time. It shall be the Contractors’ responsibility to provide VDOT with current contact numbers and to notify VDOT of http://www.va811.com/ any contact number changes. It shall be the Contractor’s responsibility to ensure his communication devices are reliable and effective throughout the counties covered by the contract.

8. COORDINATION WITH STATE FORCES: VDOT reserves the right to perform any type of work within the limits of this operation. The Contractor shall cooperate with VDOT and other Contractors as necessary. VDOT reserves the right to supply additional equipment from other VDOT sources, if deemed necessary.

D. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The VDOT Contract Administrator, or approved designee, will provide the Contractor with a Work Order (W/O), identifying the work location and a scope of work. The VDOT Contract Administrator or approved designee will assign the Work Orders to the Contractor via email.

2. WORK ORDER CATEGORIES:

a) Unexpected, as-needed, assignment of work reactive to an identified deficiency or loss of system performance. Assigned scope of work may be poorly defined or inaccurate. Initial identified scope of work may be incomplete due to unknown factors. Assignment requires contractor to troubleshoot the deficiency; identify required materials to repair or replace-in-kind components; procure and supply necessary materials; complete the repairs; and place the system back into service as designed as quickly as possible.

Work Orders will have one of the following work categories: Inspection, Maintenance, Move/ Relocation, Preventive, Response, Service Call, or Small Projects. Work Orders will be sub-categorized according to the following priorities with the associated contractor performance requirements specified in the table below:

1. Emergency (E): Immediate threat to personnel life, limb, or safety; threat to continuity of VDOT operations; or significant damage to/loss of VDOT property.

2. Urgent (U): Loss of a significant VDOT or building system that degrades productivity, operations, or quality of life.

3. Routine (R): Identified facility deficiency that requires corrective action.

b) Preventative Maintenance: Planned and periodically scheduled proactive assignment of work with a well-defined scope. The VDOT Contract Administrator or designee will meet regularly, as needed, with the Contractor to define and initiate Preventative Maintenance service tasks. PM Work Orders will be scheduled not later than 30 days prior to the due date and only subject to rescheduling with the approval of the VDOT Contract Administrator. Any deficiencies or additional work identified during PM tasks shall be provided by the Contractor to the VDOT Contract. The Contractor shall provide an estimate for the tasks identified in accordance with the pricing structure of this contract (time and materials basis), once approved an additional W/O (Routine Repair) will be issued for additional work if needed.

Contractor shall have the capacity to perform PM tasks in addition to on-call repairs simultaneously if requested by VDOT.

c) Scheduled Small Project (SP) Work Orders: The VDOT Contract Administrator will initiate a Request for Quote for project planning, scoping, and decision-making purposes. The Contractor shall invoice VDOT for the time required for a DPOR licensed Journeyman to meet with Facilities personnel and scope the work requested. The Contractor shall then furnish to VDOT an estimate of total cost of the project requested in accordance with the pricing structure of this contract (time and materials basis).

Subject to the availability of funds, Small Projects (SP) will have a pre-defined scope of work, managed execution and will be scheduled in advance. The Contractor shall provide an estimate for the SP tasks requested in accordance with the pricing structure of this contract (time and materials basis). The Contractor shall remain within 10% of the quoted estimated cost. If it is determined that the SP will exceed 10% of the estimate, the Contractor shall seek approval for the increase in costs from the VDOT

Contractor Administrator in advance of the work. Any overage exceeding 10% not approved in advance in writing shall not be paid.

3. CONTRACTOR RESPONSE REQUIREMENTS: The Contractor shall acknowledge and respond to Work

Orders in accordance with performance requirements described in the below table:

Work Order Performance Requirements Work order Priority/Category

VDOT's Method of Assignment

Contractor's Acknowledgement

Required

Contractor’s Work

Scheduled

Contractor Quote

Required?

Work Commences Within

Emergency Phone call with email follow up 1 Hour Immediately No 2 Hours

Urgent Phone call with email follow up 8 Hours Within 24

Hours

Troubleshoot – NO, Repair -

Threshold 2 Days

Routine Email 48 Hours Within 3-5 Days Threshold 2 Weeks

Preventative Maint. (PM) Email 48 Hours Within 2 weeks Yes Scheduled

Scheduled- Small Project

Email 48 Hours Pre- Determined Yes 30 Days after VDOT

Authorization

4. STANDARD CREW COMPOSITION: A Standard Crew shall consist of one Journeyman PLB Technician and one Helper equipped with a truck, a modest “Truck Stock” of common materials and standard tools of the trade.

The Contractor shall respond to Repair Work Orders and Preventative Maintenance Work Orders with a Standard Crew unless VDOT determines that the scope of work or site conditions warrant otherwise. Deviation from the Standard Crew composition must be approved by the VDOT Contract Administrator, or their Designee, prior to commencing work. If a deviation is approved, the responding technician must be the Virginia DPOR PLB Journeyman, at no time shall an unlicensed person respond to a VDOT work order without supervision.

5. REQUIREMENT FOR CONTRACTOR QUOTE (QUOTE THRESHOLDS): Unless the Work Order is categorized as Emergency or Urgent, the Contractor shall always provide a quote/estimate prior to beginning work under the following conditions:

a) Total cost greater than $5,000 (Verbal to Contract Monitor). Contractor must seek verbal authorization from the facilities staff member assigned. This approval should be denoted on your timesheet, logging who approved it, the date and time. A detailed estimate maybe requested by Facilities staff regardless of dollar threshold at any time, which will require approval from one of the contract designees prior to you beginning the work.

b) Total cost greater than $10,000. A detailed description of work and quote shall be emailed to Contract Administrator and Contract Monitor for written approval prior to beginning of work. The quote shall show the breakdown of Time and Material expenses, no Lump sum quotes will be accepted.

c) Work will require more or less than a standard crew of two (2): Journeyman and Helper. Verbal to Contract Monitor. This approval should be denoted on your timesheet, logging who approved it, the date and time.

d) Work requires the use of a Master Plumber (Approved in writing)

6. REQUEST FOR QUOTE (RFQ): The Contractor shall invoice VDOT for the time required for a DPOR licensed Journeyman to meet with Facilities personnel and scope the work requested. If the situation requires written quote the Contractor to submit a quote, the estimate shall state all costs in accordance with the bid pricing for this contract describing crew composition, estimated hours, or workdays to complete, materials required, specialized equipment needed, and documentation costs. Quotes shall be received by VDOT within 10 business days, unless otherwise agreed to in writing by VDOT. VDOT retains the right to review, challenge, and evaluate if a work estimate is considered fair and reasonable. VDOT may negotiate with the Contractor and ask for a revision. If the Contract Administrator still considers the revised estimate to not be fair and reasonable, VDOT reserves the right to utilize other available contracting options, state forces, or to competitively bid the work.

a) The Contractor shall remain within 10% of the quoted estimated cost. If it is determined that any quoted work will exceed 10% of the estimate, the Contractor shall seek approval for the increase in costs from the VDOT Contractor Administrator in advance of the work. Any overage exceeding 10% not approved in advance in writing shall not be paid.

7. SCHEDULING WORK: Upon assignment of the work by the Contract Administrator, or designee, written acceptance of work by the Contractor, and authorization of the quoted work, the Contractor and the Contract Administrator will coordinate the scheduling of work. Requests to change the start day and time of work shall be sent to the Contract Administrator a minimum of twenty-four (24) hours in advance. VDOT will review requests on a case-by-case basis.

8. NORMAL WORK HOURS: Unless coordinated and mutually agreed upon in advance by the Contractor and the

Contract Administrator (or designee) when scheduling work, all services under this contract shall be performed during normal business hours of 6:30 am until 5:00 pm, Monday through Friday. However, some site-specific hours vary, and site access must be coordinated in advance for work conducted after 3 pm. Labor time during normal work hours will be charged at the base contract labor rate. If work must be completed outside normal work hours, overtime (OT) hours will be charged at the 1.5 times the base contract labor rate. If work is categorized as an “Emergency”, the work shall be charged at 1.5 times the base contract labor rate for the initial response, follow up work related to the same work order shall be billed at the normal rate.

9. STATE HOLIDAYS: The Contractor will not be permitted to work on weekends or State Holidays without advance approval of the Contract Administrator. State holidays can be found online at the following link:

http://www.dhrm.virginia.gov/payandholidaycalendar. Approved work to be completed on weekends or State Holidays shall be charged at the 1.5 times the base contract labor rate.

10. CONTRACTOR SIGN-IN/SIGN-OUT: For each Work Order assigned, the Contractor shall accurately document the hours worked for each crew member on the VDOT Sign-in Sheet on Attachment J. The Contractor must actively seek an on-site VDOT Representative where the work was performed to verify arrival and departure times and sign the Sign-in Sheet. If unable to find an on-site VDOT Representative within a reasonable time, the Contractor shall contact the designated Facilities Section contract monitor via telephone for a verbal verification for both the arrival and departure time separately. The Contractor shall document on their Sign-in Sheet each verification by noting the VDOT Contract Representative’s name, the date and time of the phone call on the form.

The contractor may also submit timestamped photos of staff IDs in front of a identify site maker on the property (like a building number or sign) to be emailed and submitted with billing.

Breaks for lunch or other non-productive actions, shall not be billable to VDOT. The Contractor must accurately document breaks on the sign-in sheet.

Travel time to and from the work site is not billable. Due to the nature of work performed under this contract it is understood that the contractor may need to leave a site and return the same day with parts to complete a repair. If this situation arises, VDOT will allow the contractor to bill for this time if one person from the crew stays onsite to prepare the equipment for the repair. VDOT will not pay for the procurement/ travel time of parts or materials purchased prior to the contractor’s arrival on the jobsite. VDOT will not pay for the procurement/ travel time of parts or materials purchased departing a jobsite for installation on a different day (even if its for the next day).

The Contractor shall submit the verified Sign-in Sheet with their invoice for the Work Order to be paid for the work. If contractor fails to submit verified timesheets, any discrepancies found will be ruled in favor of VDOT.

http://www.dhrm.virginia.gov/payandholidaycalendar

11. SHOW UP TIME: The Contractor will be paid two (2) hours show-up time for scheduled work that the Contractor’s personnel arrive on site to complete but is unable to perform due to circumstances beyond the Contractor’s control. The Contractor must immediately notify the Contract Administrator or Designee, of the circumstance preventing the completion of the scheduled work prior to leaving the site. If the Contract Administrator agrees to the obstructed work circumstance, the Contractor may invoice for the show up time separately or on the invoice when the work is rescheduled and completed. If the Contractor includes show up time on an invoice, the reason must be clearly documented, including approval date/time, in order to be paid.

12. 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, which may result in default and the Contractor being held responsible for any resulting additional purchase and administrative costs, in accordance with IX. General Terms and Conditions, paragraph P. DEFAULT.

13. CONTINUOUS OPERATION: Once work is started, the Contractor shall provide crew(s), materials, and equipment for continuous operation until the task is complete. It is understood that work scheduled for multiple days will start and stop during normal business hours. The Contractor is responsible for making the work area safe, clean, organized, and secure prior to departing the work site for the day

14. RESPONSE FEE: The Contractor shall be entitled to a single Response Fee per Repair Work Order or Request for Quote (RFQ) assigned regardless of expected duration of the work. The Response fee shall be used to help offset Administrative and/or overhead operating cost for the company. If the work order or RFQ requires a second visit to the VDOT site or extends beyond one day or has multiple phases, the Contractor may only charge the Response Fee one time. A Response Fee will not be paid for Preventative work orders. The Response Fee shall be itemized on invoices separate of other charges.

E. MATERIALS AND SUPPLIES:

1. INCIDENTALS COST AND 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. Some of these supplies shall include but not limited to personal protection devices, shop towels, drop cloths, degreaser, cleaning supplies, hand cleaner, dust masks, gloves, putty, plumbing tape(s), gloves, adhesives, plumbing hemp, primers, silicone, waterproofing, and PPE at no additional cost to VDOT. The Contractor shall have sufficient supplies and have access to these supplies in order to prevent unnecessary downtime. The Contractor shall include the cost of all incidentals as overhead in their labor rate bid items.

2. SUPPLIES INVOICED AT COST: Supplies and materials 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 at 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 shall be permitted as per the Code of Virginia 2.2- 4331.

3. TRUCK STOCK: As standard industry practice, the Contractor shall maintain a modest amount of pre-purchased, common Plumbing materials and supplies on the Contractor’s vehicle, known as “Truck Stock”. Items invoiced by the Contractor as Truck Stock without a receipt should be reasonable as a common stock item and at an easily justifiable cost. VDOT reserves the right to verify invoiced Truck Stock costs by a review of three (3) Plumbing supplier websites. Truck Stock items invoiced at a cost deemed unreasonable by the Contract Administrator or designee will be replaced-in-kind with a duplicate item purchased by VDOT.

4. VDOT FURNISHED MATERIALS AND SUPPLIES: VDOT reserves the right to furnish any or all materials and/or supplies necessary for the successful completion of work. VDOT will coordinate furnished supplies and materials with the Contractor at the time of scheduling the work and in such a manner as to not delay the Contractor from completing the work in a timely manner. VDOT will either deliver the materials to the work site in time for the Contractor to begin the work or provide the materials for Contractor pickup at 8011 Mason King Ct, Manassas, VA 20109. If VDOT fails to deliver the material in time and demonstrably delays the Contractor from completing the work, the Contractor may purchase the necessary materials (invoice at cost) and charge a show up fee and labor hours required to complete the work.

5. DELIVERY AND STORAGE: The Contractor may, with prior approval of the Contract Administrator, arrange for the delivery of materials, supplies, and/or equipment to the work site prior to beginning work scheduled under this contract. The Contractor shall coordinate pre-delivery and storage location(s) with the Contract Administrator a minimum of one (1) business day in advance. The Contractor shall ensure that all materials, supplies, and/or equipment stored at the work site are organized, protected, secured against loss, and shall not impact VDOT operations or create a safety hazard.

6. FLAMMABLE OR HAZARDOUS MATERIALS: The Contractor shall not store any flammable or hazardous materials on VDOT property without prior approval of the Contract Administrator. Hazardous or flammable materials that are stored after work hours shall be in covered metal containers approved by OSHA and VOSH for hazardous or flammable materials.

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

8. MANUALS: All manufacturers’ installation, operation and parts manuals shall accompany invoices submitted for all equipment provided under this contract and shall become the property of VDOT.

9. LEFT OVER MATERIALS: All left over materials, whether provided by VDOT or the Contractor and charged to

VDOT, shall be turned over to VDOT at the completion of the project.

F. EQUIPMENT:

1. TOOLS: It is the Contractor’s responsibility to provide, at no additional cost, the necessary tools standard to plumbing work in the construction/building maintenance industry, to include but not limited to Hacksaw, hole saw kit, mile grip, tubing cutters, plumber’s torch, thread seal tape, wrenches, faucet keys, plungers, hand augers, snake machine, flashlights, ladders, radios, cellular phones, test equipment, etc. Bidders should include all associated tool costs within their bid labor rates as overhead.

2. SPECIALIZED EQUIPMENT: Some work assigned under this contract may require specialized equipment such as mechanical people lift, scaffolding, bucket/boom truck, forklift, backhoe, etc. Any specialized equipment used will be invoiced at cost, with no mark-up allowed, per Code of Virginia 2.2-4331. It is the Contractor’s responsibility to ensure that any employees operating specialized equipment are trained, experienced, and licensed (if required) to safely and effectively operate the equipment.

3. CONTRACTOR-OWNED SPECIALIZED EQUIPMENT: Following the contract award, the Contractor shall provide a list identifying any contractor-owned specialized equipment that they intend to use on the project. The VDOT Contract Administrator and the Contractor’s Representative authorized to do so shall agree to an hourly operation rate and/or mobilization/demobilization costs at the contract kickoff meeting. The determined rates will remain constant for the duration of the contract and are subject to renegotiation at contract renewal. Mobilization and demobilization costs will be a multiple of the equipment hourly rate and reasonable to the effort required to setup the equipment for operation beyond travel.

4. CONTRACTOR-LEASED SPECIALIZED EQUIPMENT: If the Contractor identifies the need for rented specialized equipment to complete an assigned Routine Work Orders or Planned Project work, the Contractor shall notify the VDOT Contract Administrator, or designee, of the estimated rental cost prior to initiating a rental contract.

VDOT reserves the right to provide rental equipment and an operator if the Contractor’s estimate is higher or the VDOT rental better meets VDOT’s needs.

5. VDOT-LEASED SPECIALIZED EQUIPMENT: VDOT reserves the right to use other contracts to provide rental equipment for use to complete the assigned work. VDOT will also provide the operator for the leased equipment.

VDOT equipment rental and operator costs will not be passed on to the Contractor. It is the Contractor’s responsibility to identify the correct piece of equipment to the VDOT Contract Administrator with a brief description of how it will be used to complete the work. The VDOT Contract Administrator and the Contractor will schedule the rental equipment so as to not delay the Contractor’s work. If the Contractor is unable to perform the work at the time the rental equipment is scheduled, the VDOT Contract Administrator may allocate rental costs against the Contractor’s invoice.

6. VDOT-OWNED EQUIPMENT. The Contractor’s employees shall not use or operate VDOT vehicles, equipment, tools or radios at any time. Telephone services will only be permitted for local calls pertaining to the performance of this contract.

V. NO 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

VII. INVOICING:

Invoices shall be submitted within ten (10) working days upon completion of each individual Work Order, PM assignment, or

RFQ. Invoices shall not combine multiple work orders. All invoices shall be submitted on Contractor letterhead (Company Name, Remittance Address, and Contact Information) with the following documentation as required:

• Company Invoice Number and Date of Submission

• Contract Number and/or Purchase Order Number (if applicable)

• Copy of Facilities Work Order Assignment, to include Scope of Work

• Copy of Original Quote, if required by this contract

• Hours Worked by bid line and designation (Journeyman, Helper, etc.)

• Contractor Daily Sign-In Sheets by-name (Attachment J) that support hours listed on invoice

• Show Up Time itemized separately from hours worked, including documented approval, if applicable

• Itemized list of materials and/or supplies used on the work order at cost with supporting receipts

• Itemized list of specialized or leased equipment used with supporting rental receipt or negotiated rate

• Total amount due

• Include new equipment manuals, serial numbers, and/or warranty paperwork (if applicable)

Invoices shall be emailed to the following email addresses with Facilities in the Subject Line:

NOVAFacilitiesinvoices@vdot.virginia.gov & nova.invoices@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

mailto:edi@doa.virginia.gov mailto:NOVAFacilitiesinvoices@vdot.virginia.gov mailto:nova.invoices@vdot.virginia.gov

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 10:30 AM EST on February 25, 2025.

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

Microsoft Teams Need help?

Join the meeting now Meeting ID: 245 558 679 52 Passcode: Bt2vH6GY

Dial in by phone +1 434-230-0065,,190070820# United States, South Hill Find a local number Phone conference ID: 190 070 820#

Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 119 384 695 4

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:

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://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTkyNzBhYjAtZmQ2Yy00OGEyLThkMTUtZWFlYjg5NTRhYzcw%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22f1edb386-5b36-4470-820e-bac70fbeffdc%22%7d tel:+14342300065,,190070820 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=190070820

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…