159576 FINAL SCOPE OF WORK.pdf

Administrative Services/Procurement Staunton District HVAC PM, Repair, and Replacement Services

IFB #159576

Issue Date: February 20, 2025 INVITATION FOR BIDS IFB# 159576

Title: HVAC PM, Repair, and Replacement Services Commodity Code(s): 94155 Location Where Work Will Be Performed: Throughout the Staunton District

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Rebecca Smith Coburn Email: Rebecca.Coburn@vdot.virginia.gov Phone: (540) 332-9161

NOTE TO BIDDERS

Prebid 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.

Solicitation Closing Date and Time: 1:30PM EST/EDT on March 4, 2025. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 2:00PM EST/EDT on March 4, 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. VENDOR QUALIFICATION FORM

9. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT

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.

TABLE OF CONTENTS

PAGE

I. PURPOSE 2

II. QUESTIONS REGARDING THIS INVITATION FOR BID 2

III. GENERAL DEFINITIONS 2

IV. SPECIFICATIONS 2-12

V. PRE-BID CONFERENCE 12

VI. METHOD FOR PAYMENT 12

VII. INVOICING 12-14

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 14

IX. GENERAL TERMS AND CONDITIONS 14-21

X. SPECIAL TERMS AND CONDITIONS 21-32

ATTACHMENTS

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

B. VA State Corporation Commission – Fillable Form

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. References – Fillable Form

F. Vendor Qualification Form – Fillable Form G. Contractor/Subcontractor License Requirement – Fillable Form

H. Prevailing Wage Rate Determination I CII/SSI Policy J. Daily Report and Project Diary K. Work Request Estimate Form L. Equipment List/Potential Service Site Locations

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 establish a time and materials contract to provide preventative maintenance (PM), repair, and replacement services for heating, ventilation , and air conditioning (HVAC) equipment and ice makers located at VDOT facilities within the Counties of Alleghany, Augusta, Bath, Clarke, Frederick, Highland, Page, Rockbridge, Rockingham, Shenandoah, and Warren Counties of the Staunton District of the Virginia Department of Transportation, and agency of the Commonwealth of Virginia, in accordance with the specifications contained herein during the contract period.

PERIOD OF CONTRACT: From May 4, 2025 through May 3, 2026 (renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment A with the electronic bid response in eVA. Bidders selecting 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 Rebecca Smith Coburn at Rebecca.Coburn@VDOT.Virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 5:00 PM EST/EDT on February 27, 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:

A. SCOPE OF WORK: The Contractor(s) shall provide all necessary labor, supervision, equipment, transportation, fuel, tools, parts, materials, supplies, and incidentals as necessary to perform seasonal preventative maintenance services, on-call repairs or modifications, and immediate response repair services on an as-needed, time and materials basis, as stated herein at the facilities owned and operated by the Virginia Department of Transportation, Staunton District. These facilities consist of buildings totaling over 622,000 square feet and are located throughout the eleven (11) counties of the district.

The HVAC services described in this solicitation are intended to be limited to work with an estimated cost of $85,000.00 or less for any single project. Projects with an estimated cost greater than $85,000.00 will be bid as a separate solicitation. VDOT reserves the sole right to determine estimated project costs.

1. TYPICAL FACILITIES WHERE WORK WILL BE PERFORMED: Facilities where work will be performed consist of, but are not limited to, office buildings, equipment storage buildings, equipment shops, material storage buildings, fuel facilities, etc. See Attachment L for a list of potential service sites and locations.

2. EXAMPLES OF SERVICES: Services that may be requested within this solicitation include, but are not limited to, furnishing, installation, replacement, relocating, upgrading, repair, modifications, restoration, adjustments, calibrations, filter, changes, or maintenance of the following:

a. Various types of and sizes of commercial boilers

b. Multi-zone heating and air conditioning equipment

c. Air conditioning systems including window units

d. Chillers

e. Heat pumps

f. Exhaust fans

g. Oil furnaces and associated support/control systems

h. Ventilation control systems for the HVAC equipment

i. Ceiling hung oil heaters

j. Ceiling hung gas heaters

k. Thru-Wall heat/cool units I. VRF systems

m. HVAC Chill/Hot insulation

n. Unit ventilators

o. Humidifiers and Dehumidifiers

p. Ice machines

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

3. WORK PERFORMED UNDER THE CONTRACT: It is understood that the work to be performed under this contract will be for 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 routine field survey by the Contractor, examination of written information and simple sketches and diagrams briefly describing VDOT's needs and building blueprints, if necessary. The Contractor shall notify VDOT of any repairs which may be covered under the equipment manufacturers' warranty or may be considered a result of defects in the equipment prior to proceeding with any work.

B. PREVENTIVE MAINTENANCE SERVICE:

1. "Preventive Maintenance" (PM) shall mean all adjustments and servicing required to maintain all systems and equipment (See Attachment L for locations) to ensure peak efficiency and to maintain a high level of dependability throughout the life of the equipment. The Contractor shall perform, at a minimum, the preventive maintenance as recommended by the manufacturer for each type of equipment listed. The Contactor shall prepare and submit to the Facilities Manager and VDOT Contract Administrator a "PM Service Inspection Checklist" for each piece of equipment listed in the Attachment, for use as a guide in performing preventive maintenance, within twenty (20) calendar days of being awarded the contract. The checklist will be reviewed and approved by VDOT before use.

2. The Contractor shall be responsible for updating the equipment list (See Attachment L) within twenty (20) days of award of contract, to include locations, unit/tag number, equipment manufacturer, equipment name, model number, serial number, actual quantities, manufacture date, as well as unit specific information to include fuel type, filter size if applicable, number of filters if applicable, type of thermostat if applicable and a detailed narrative statement as to the condition of equipment indicating work that apparently has been performed previously.

3. Within twenty (20) calendar days of issuance of the contract, the Contractor shall complete an examination of all equipment both as listed in Attachment L and added as a part of the verification of actual quantities, and shall submit to the VDOT Contract Administrator a written report indicating the following information:

a. A general statement of the condition of the equipment.

b. Specific recommendations for any repairs or modifications that are required, as well as, any that will enhance the operation or efficiency of the equipment.

c. Estimate of cost on a time and material basis to accomplish the work recommended in 3.b. above.

4. Seasonal HVAC Preventive Maintenance Schedule: In April and September of each year, there will be seasonal preventive maintenance services required. In April of each year, the Contractor shall perform preventive ‘shut-down’ maintenance on all heating/ventilation systems and preventive ‘start-up’ maintenance on all air conditioning/ventilation systems. The services shall be reversed in September of each year. Filter changes, as required by the manufacturer, shall be part of the seasonal preventive maintenance services conducted in April and September.

It is the responsibility of the Contractor to verify all filter sizes before ordering.

5. In addition to the filter changes required during the April and September seasonal preventive maintenance services, the air handling equipment located at the Staunton District Complex District Office Building, Shop/Office Building (second floor) and the Lexington Residency shall require filter changes to be conducted in June and January of each year. The filters at the Lexington Residency are washable filters; therefore, instead of changing the filters, they are to be removed, washed, dried and reinstalled.

6. Semi-Annual Preventive Maintenance for Ice Machines: The Contractor shall perform preventive maintenance for the ice machines listed in Attachment L. Maintenance shall include, but not limited to, providing cleaner, sanitizer, and replacing the water filter. The Contractor shall prepare and submit to the Facilities Manager and the VDOT Contract Administrator a “PM Service Inspection Checklist” for each ice machine listed in Attachment L within twenty (20) calendar days of being awarded the contract. The checklist will be reviewed and approved by VDOT before use. If during the performance of PM services, it is found that additional repairs or parts are needed other than the cleaner, sanitizer, and water filter, the Contractor shall contact the VDOT Contract Administrator before proceeding with the repairs. If approved, the Contractor shall be paid for the supplies at the Contractor’s actual cost.

7. The Contractor shall begin PM service on all equipment within ten (10) calendar days of receiving approval of the “PM Service Inspection Checklist” or as approved by the VDOT Contract Administrator. The Contractor shall contact the VDOT Contract Administrator upon completion of work.

C. REPAIR SERVICE

1. The Contractor shall provide repair service, responding within four (4) hours of notification. The Contactor shall also respond to emergency service calls after normal work hours. Repairs will be paid on a time and materials basis.

Materials shall be billed at actual cost with no mark-up. Contractor is to troubleshoot, localize and repair all problems with all equipment as listed in Attachment L. The Contractor is to replace worn or defective parts or complete devices when conditions warrant. The Contactor shall obtain parts by the fastest means available when needed to return the HVAC system to full operation. The Contractor shall make necessary calibrations, adjustments or verifications as recommended by the manufacturer when parts or devices are replaced.

2. The Contractor shall prepare and submit to the VDOT Contract Administrator, a written estimate of the man hours and materials that may be required to perform any repairs estimated to be more than $1000. Repairs shall only be made with VDOT’s prior written authorization.

3. VDOT reserves the right to make or obtain other repair cost estimates prior to authorizing the Contractor to proceed in order to comply with the requirement of State regulations to determine the cost reasonableness. If the cost estimate is considered not to be reasonable, VDOT reserves the right to obtain the repairs from another source.

4. In the event of a system failure or any other situation deemed to immediate response by the VDOT Contract

Administrator, the Contractor shall have a competent mechanic on the premises within two (2) hours after notification. The Contractor shall provide a telephone number where they can be reached at all times twenty-four

(24) hours a day, seven (7) days a week to receive calls.

5. If regular work carries over and the Contractor requests to continue to work beyond VDOT’s normal hours of operation, authorization for overtime work must be obtained from the Contract Administrator before proceeding with the work.

D. NEW EQUIPMENT AND INSTALLATION (IF REQUIRED)

1. The Contractor, upon request, shall provide a quote for furnishing and installing new (like-in-kind) HVAC equipment. The Contractor will be given five (5) calendar days from the request to provide the quote. In an emergency situation, VDOT will require a quote within twenty-four (24) hours of notice. The cost per hour for installation will be at the contract hourly rate. The quote shall include all necessary parts, labor, supervision, materials, and supplies to complete a turnkey installation. Materials shall be billed at actual cost with no mark-up. VDOT is under no obligation to accept the Contractor quote. The Contractor, in establishing a completion target date, shall take into account the time required to obtain delivery of the required materials, and when appropriate shall advise the VDOT

Contract Administrator or designee that the availability of materials will delay the start of work. If VDOT accepts the Contractor’s estimate, work shall commence within five (5) business days from date of VDOT’s notification to proceed.

2. If the VDOT Contract Administrator determines that the estimated price is not fair and reasonable, the VDOT Contract

Administrator has the right to ask the Contractor to reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, the agency reserve the right to procure the services elsewhere.

3. The CONTRACTOR SHALL NOT BE COMPENSATED FOR WRITTEN ESTIMATES. Diagnostic services will be paid on an hourly basis at a minimum of a Journeyman’s hourly rate and shall be included in the estimate provided to VDOT. Time shall not be rounded to the nearest hour; however, time may be rounded to the nearest quarter hour. If the work is deemed by the VDOT Contract Administrator to be of an immediate response nature, the estimate is waived and the Contractors’ on-site response time to immediate response work as defined by the VDOT Contract Administrator shall be two (2) hours after notification from VDOT.

4. If the required work (labor and materials combined) exceeds 10% of the original estimate, the Contractor shall notify the VDOT Contract Administrator immediately by telephone, prior to completion of work. The Contractor’s failure to notify and obtain the VDOT Contract Administrator’s written approval will result in non-payment for the overrun costs. The Contractor shall follow up with a revised written estimate detailing the final total cost within two (2) business days.

E. 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 Virginia OSHA Standards and the Virginia Uniform Statewide Building Code issued by the Department of' Housing and Community Development, including all current revisions that are in effect on the day a Purchase order is issued. 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.

F. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. PERSONNEL:

a. COMPETENT/TRAINED PERSONNEL: The Contractor shall be responsible for providing competent, properly trained, experienced, qualified personnel, which are the appropriate types and skill levels required to accomplish the work. The VDOT Contract Administrator and the Contractor shall mutually agree upon which skill level worker will be required for each project. VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgment, are not adequately qualified to perform the work. The Contractor shall provide a list of employees and a summary of their qualifications and experience levels and a copy of their HVAC licenses within forty-eight (48) hours of request by VDOT during the evaluation of the solicitation. Any time a new employee is hired to the Contractor’s workforce an updated employee list shall be required listing the new employee’s experience and qualifications along with a copy of their HVAC license. Only employees on the provided list shall report to work on this contract.

The Contractor agrees to provide Authorized Liebert Service Dealer factory trained (certified) technicians to perform any maintenance or repair to all Liebert brand equipment at any of VDOT’s facilities under the contract.

At no time shall a new or untrained employee be permitted on the premises without the Contractor’s Representative, or be expected to perform the work without adequate training and familiarity with the contract requirements.

The Contractor employees shall follow all safety/security procedures by VDOT.

The Contractor’s personnel shall at all times adhere to requirements of OSHA and VOSH regarding employee safety and health as related to work performed on this contract.

VDOT facilities or equipment shall not be used by the Contractor to recruit or hire employees. No advertisement for employment shall identify VDOT or give the address of the facility or the place of employment.

1. HELPER: The Contractor shall have a minimum of two (2) helpers on staff with a minimum of two (2) years experience in the HVAC field and shall have demonstrated proficiency in the service and repair of HVAC equipment and control systems.

2 JOURNEYMAN TECHNICIAN: The Contractor shall have a minimum of two (2) licensed- journeyman technicians on staff with a minimum of five (5) years’ experience and be appropriately certified/liscensed by the Commonwealth of Virginia to perform HVAC and related mechanical work.

3. MASTER TECHNICIAN: The Contractor shall have a minimum of two (2) Master-certified technicians on staff with a minimum of five (5) years’ experience. The Master-certified technican shall have experience with DDC control systems and their related components, as well as, low pressure boiler and their related equipment and control systems. Boiler Technicians shall be classified as Master Technicians if they have a minimum of 10 years of boiler experience and demonstrate proficiency in the service of boiler systems.

4. CONTROLS TECHNICIAN: A controls Technician works on the Building Automations System or (BAS) system that controls the building heating and cooling and the operation of the HVAC equipment itself. A Controls Technician shall have a minimum of 10 years of experience in the operation of the Building Automations System (BAS). A Controls Technician will be paid at the Master Technician rate.

b. PERSONNEL CERTIFICATION: The bidder shall furnish a completed Vendor Qualification Form (Fillable

Attachment F) with each bid, to certify the bidder has sufficient personnel to perform the work as described. The Contractor shall supply the quantity of personnel on the certification. The bidder shall possess or otherwise have available, at the time of bid closing, the personnel necessary to perform the work under the terms of this contract.

c. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contract work. The person’s name and phone number shall be provided on the bid response. The Contractor shall provide this name, as well as additional personnel names and phone numbers, who can be contacted 24 hours, seven (7) days a week. See Fillable Attachment D - Normal and Emergency Contacts.

d. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure his 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 seven (7) calendar days after contract award. The Contractor shall be capable of commencing work within the timeframe required herein. See Fillable Attachment F – Vendor Qualification Form

e. PRICE QUOTED: Bid prices for the labor shall be in the form of a firm, fixed price for the line item described in the pricing schedule. Bid labor bid prices shall include all direct and indirect overhead costs such as supervision, tools, equipment, transportation/mileage, general and administrative costs, etc. This will also include the use of cellular phones and handheld radios used by the Contractor to conduct business. No extra costs will be allowed during the contract period. No charge will be allowed for downtime, servicing of equipment, lost time for inclement weather, or the inability of the Contractor to provide qualified personnel.

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

g. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees as well as all subcontractors he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the General Contractor and shall be approved in writing by The VDOT Contract Officer in advance to being used. See Fillable Attachment C - Subcontractor Approval Request.

h. COMMUNICATION: The Contractor’s representative shall be capable of communicating (both verbally and in writing) and comprehending the English language. This personal shall be capable of communicating instructions to their employees. The English used by this person must be understood by VDOT personnel. The Contractor shall have and maintain communications, using cell phones or other suitable means, which are fully operation in the Staunton District, with the VDOT Contract Administrator and/or designated VDOT personnel while working under this contract.

i. DRESS REQUIREMENTS: The Contractor shall ensure that all employees are identifiable and shall wear a shirt, jacket, or similar article, which identifies the company and the operator name. All employees of the Contractor and employees of the Contractor’s subcontractor shall wear hard hats, safety vests, and steel toe shoes that comply with all applicable VOSH/OSHA, ANSI and VDOT safety regulations. Workers will also be required to wear long pants and shirts with short sleeves as a minimum. All personnel shall have personal protective equipment such as safety shoes, flagging vests, hard hats, safety glasses, etc. when necessary. Examples of clothing not considered appropriate include tank tops, shirts with no sleeves, shirts with cut out sleeves, shirts with sleeves rolled up to the shoulder, shorts, and flagging vests with no shirt. In addition, no hard hat or safety vest shall have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

j. CONDUCT OF CONTRACTOR’S PERSONNEL: The Contractor is responsible for the conduct of all personnel while on VDOT job sites. The conduct of all Contractors and subcontractor’s personnel shall be professional at all times and workers appearing to be under the influence of alcohol or drugs shall not be permitted on VDOT property.

Loud or disruptive behavior including but not limited to catcalling, whistling, leering, and other similar gestures shall not be permitted. Substantiated reports of disruptive behavior or harassment shall be grounds for the removal of the employee(s). Repeated incidents may be grounds for termination of the contract. VDOT reserves the right to reject any of the Contractors’ employees who, in VDOT’s judgment are not adequately qualified and/or are unable to competently perform the work. The Contractor’s employees shall not use or tamper with office machines, equipment, and VDOT employee’s personal property at any time. The Contractor’s employees are not permitted to use VDOT vehicles or radios at any time. Telephone service will be permitted only for local calls pertaining to the performance of this Contract and for emergency 911 calls. The Contractor shall reverse charges on all long distance telephone calls.

2. EQUIPMENT REQUIREMENTS:

a. EQUIPMENT / TOOLS: It is expected that the Contractor shall have and maintain suitable, reliable equipment and tools of the trade necessary for the satisfactory execution of the work in the scope of the contract. All costs shall be included within the bid unit price. A listing of the Contractors general tools of the trade may be requested to assist in making an award decision. If requested, this list must be received by VDOT within 48 hours of request.

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

b. SERVICE TRUCKS: The Contractor shall provide an adequate service truck to transport the personnel and tools of the trade, incidentals, and materials, and shall display the Contractor’s name. It is expected the service trucks shall be capable of reaching remote service locations during snow and/or emergency operations. In the event a Contractor’s truck is unable to reach the assigned destination, the Contractor’s employee shall immediately notify the VDOT Contract Administrator. No payment will be authorized until the Contractor’s employee is able to perform services.

c. VEHICLE INSPECTION AND REGISTRATION: All Contractor(s) vehicles shall have a current inspection and registration from that State where the vehicle is registered and shall be properly insured in accordance with that State’s requirements. Contractor’s equipment and operators shall be in compliance with all applicable DMV and State and Federal regulations regarding the conditions and operations of the requested vehicles. This shall include but is not limited to top mounted 360-degree visible flashing amber light. The name of the company shall be displayed on both sides of all work vehicles while on State right of way. The Contractor shall be responsible for having secured all equipment and material on their vehicles when in transit to and returning from a work assignment. Prior to an award being made with a Bidder, a walk around inspection may be performed by the Contract Administrator or designee on equipment, materials, and tools being considered.

d. MAINTAINING EQUIPMENT: The Contractor shall maintain all tools, equipment and service trucks to sufficient standards throughout the duration of the contract to allow for uninterrupted services.

e. SPECIALIZED EQUIPMENT: The leasing or rental of specialized, unusual, or unique equipment necessary to perform the scope of this contract, which are not considered general tools of the trade and require additional cost, shall be pre-approved in writing by the VDOT Contract Administrator on an hourly, weekly or monthly basis. The Contractor will be reimbursed for the cost of renting or leasing the specialized equipment. No percentage of markups is allowed to be added for the cost of leasing or renting the equipment per the Code of Virginia 2.2-4331.

f. USE OF VDOT’S EQUIPMENT: The Contractor’s employees are not permitted to use licensed VDOT vehicles or radios at any time. Telephone services will only be permitted for local calls pertaining to the performance of this contract.

3. GENERAL MATERIALS AND SUPPLIES:

a. CONTRACTOR-FURNISHED SUPPLIES: The Contractor shall furnish all supplies and 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 involved and have been pre-approved for use by the VDOT Contract Administrator. The use of used parts is strictly prohibited. The Contractor’s employees assigned to this contract shall have the ability to purchase the required repair materials within the vicinity of the project site as needed while on site to avoid additional service trips due to lack of parts.

b. 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.

c. SUPPLIES/MATERIALS INVOICED AT COST: Supplies and materials shall be billed at actual cost. The Contractor shall include an itemized list of parts and/or materials and their actual cost on each invoice submitted for payment. The Contractor shall also submit supplier invoices to confirm these prices. If the Contractor supplies materials from his shop, they shall be billed at the market rate on the Contractor’s letterhead/invoice at the end of the repairs. This same process applies to items from the Contractor’s truck. 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. VDOT reserves the right to provide necessary repair parts and/or equipment whenever it is determined to be in the best interest of the Commonwealth. No mark up in price will be permitted as per the Code of Virginia 2.2-4331.

d. NO CHANGING OF SUPPLIES WITHOUT APPROVAL: No supplies or materials shall be reduced or changed unless approved by the Contract Administrator.

e. 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. WARRANTY: All materials shall have the manufacturer’s warranty and all labor shall be fully guaranteed against defects in material and workmanship for a period of one (1) year following the completion date of installation.

Should any defect be noted by the owner, the Purchasing Office will notify the Contractor of such defect or non-conformance. Notification will state either (1) that the Contractor shall replace or correct, or (2) the owner does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to VDOT and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, the office issuing the purchase order may have the materials corrected or replaced with similar items and charge the Contractor the costs occasioned thereby or obtain an equitable adjustment in the contract price.

g. MANUALS / WARRANTIES: For newly installed equipment, all manufacturer’s installation, operation and parts manuals, warranties, and certificates shall accompany invoices submitted for payment.

G. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the VDOT contract specifications and completed to the satisfaction of the VDOT Contract Administrator. The Contractor shall be responsible for all repair work and any necessary re-work on work previously performed.

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

3. CLEANUP: The Contractor shall clean up frequently so the worksite presents a neat, orderly, and workmanlike appearance at all times. If the Contractor fails to clean up after the completion of the work, the VDOT Contract Administrator or designee may require the Contractor to make a return trip at no additional charge to VDOT or may clean the area themselves

4. DAILY CHECK IN/OUT: The Contractor shall check in daily on-site 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 to confirm hours worked for each employee each day. Hours worked that are not confirmed may not be paid. (This is to ensure VDOT is aware of the Contractors on the job site and to confirm hours worked.) In the event that on-site personnel cannot be located to sign the Contractors time, note this on the work report and contact the Contract Administrator to advise that no one was available to sign.

5. 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.

6. REVIEW OF WORK SITE: A VDOT Contract Administrator or designee may review each work site with the Contractor prior to the start of work. The Contractor shall work any costs for review of the work site into the bid rates.

7. DELIVERY AND PARKING: Arrangements may be made to deliver material and equipment to work sites. The

Contract Administrator shall approve parking and material storage arrangements. VDOT will not be responsible for any loss or damage to the Contractor’s equipment or materials that are left on site.

8. STORAGE: The Contractor shall NOT store any flammable or hazardous materials on the VDOT property without prior approval of the Contract Administrator. Upon approval, VDOT may provide storage sites for the Contractor’s equipment or materials; however, VDOT will not be responsible for any damage to the Contractor’s equipment or materials. 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.

9. USE OF VDOT WATER AND ELECTRIC: With permission from the Contract Administrator, the Contractor may use VDOT’s water and electric. 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.

10. VA 811: When work requires digging or excavating, the Contractor shall contact VA 811 and locate all underground utilities including those installed by VDOT prior to performing work. Any damage done to utilities shall be repaired at the Contractor’s expense in accordance with section 107.17 of VDOT’s Road and Bridge Specifications, dated 2008 or later.

11. TRENCHING: In case if trenching is needed, it shall be coordinated with the VDOT Representative to review the requirements before starting work. An example of this type of work is running power lines underground. When the trencher is provided by the Contractor, the trencher operator shall be paid at the hourly rate for the HVAC Helper. If a

VDOT owned trencher is used, a VDOT employee will operate the equipment. Contractor employees shall not use VDOT equipment.

12. BACKFILLING TRENCHING & GROUND DISTURBANCE: Backfilling and seeding shall be coordinated to meet VDOT’s Contract Administrator’s requirements for each site. Dirt shall be put back in place with tamping and the surface must be loose enough for water infiltration and root penetration. Grass areas disturbed shall be smoothed out to match the area and sowed with fescue grass seed and have a straw covering.

13. CLEANUP: The Contractor shall clean up frequently so the work site presents a neat, orderly and workmanlike appearance at all times. The work area/site shall be 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. Upon completion of the project, the Contractor shall clean surfaces to remove any caulking, etc. left on surfaces. The Contractor shall remove the caulking, etc. using care to as to not scratch or otherwise damage finished surfaces.

14. 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. The Contractor shall include any cost for disposal into the bid rates. 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 instances, the Contractor shall present the VDOT approved Disposal Certification Form to the landfill and shall attach the landfill manifest with the invoice. The manifest shall indicate what was disposed, and the applicable charges. Larger jobs may require a roll off dumpster on the job site. 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.

15. COORDINATION WITH STATE FORCES: VDOT reserves the right to perform any type of operation within the realm of this contract. The Contractor shall cooperate with VDOT and other contractors as necessary.

16. CONTINUITY OF OPERATIONS: The Contractor shall perform their work in such a matter as not to interrupt or interfere with operation of any existing activities on the premises. The Contractor shall coordinate with the VDOT Contract Administrator and give written notifications of the necessity for any interruptions to utility services. The VDOT Contract Administrator will give written authorization to the Contractor stating the agreed dates and times for the interruptions.

17. POST AWARD MEETING: After award and prior to contract start, the Contractor, including personnel performing services, shall schedule a meeting with the VDOT Contract Administrator to review the specifics of the contract.

H. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The Contract Administrator or designee will provide a written Work Order Number identifying the work location, the date(s) and the Scope of Work. For those work requests that will require a site visit, the Contractor shall be required to visit the work site within three (3) workdays and carefully examine the site of the proposed work to acquire a full understanding of the nature and scope of the project to be accomplished. Not all work requested by VDOT will require a site visit prior to beginning the requested work. After a required site visit the Contractor shall furnish VDOT’s Contract Administrator, within three (3) workdays, a non-binding written estimate of the costs to complete the project, to include a breakout of quantities of labor to be billed at the contracted hourly rates, materials needed and the number of days to complete the project (See sample form listed on Attachment K). In preparing such non-binding estimates, the Contractor may choose to rely on personal inspections, or to contact the Facilities Office to obtain access to building blueprints. VDOT desires that all work, when required, be scheduled and started no later than three (3) calendar days from receipt of written approval authorizing work to proceed. The Contractor, in establishing the target date for completion, will take into account the time required to obtain delivery of the required materials and, where appropriate, will advise VDOT’s Contract

Administrator if the availability of materials will delay the start of work on the project beyond the required three-day limit. Upon approval, a Work Order will incorporate the Contractor's estimate and the terms and conditions of the basic contract. If the estimate is not considered fair and reasonable, the Contractor will be asked to review their estimate and re-submit. If the revised estimate is still not considered fair and reasonable, VDOT reserves the right to procure the services elsewhere. Estimates shall not be required for installs and repairs estimated to cost less than $1000.

2. ADVANCE NOTICE: For scheduled work, the Contractor shall notify the Contract Administrator at least two (2) working days in advance of their scheduled presence on site in order that building occupants may be notified in a timely manner.

3. ADDITIONAL WORK: The cost of actual repair work shall not exceed the Contractor’s estimate of man-hours and materials by greater than 10% without first obtaining written 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 Purchase Order, the Contractor shall provide the Contract Administrator a quotation for the additional work and obtain written authorization from the Contract Administrator before any additional work can be performed. A Purchase Order Change Order will be issued for the additional work. If the Contractor fails to do so, the additional work will not be paid by VDOT.

4. 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.

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

I. HOURS OF WORK:

1. HOURS OF WORK: All services shall be performed during normal business hours, which are normally between

8:00 AM and 5:00 PM, Monday through Friday, unless authorized or requested by the VDOT Contract Administrator.

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

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, as well as 24 hours a day on Saturdays, Sundays and Holidays.

The Contract Administrator will notify the Contractor verbally and follow up in writing when the Contractor is required to work outside of normal work hours and the crew members will be compensated at the nights/weekend/holiday rates.

4. STATE HOLIDAYS: No work shall be permitted on Saturdays, Sundays, or major holidays, without written permission from the VDOT Contract Administrator. Major holidays are to include but are not limited to State holidays include: New Year’s Day, Martin Luther King Day, Presidents’ Day, Easter, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Election Day, Columbus Day, Veterans’ Day, Thanksgiving Day, the day after Thanksgiving and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday.

J. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure that all personnel including subcontractors and equipment comply with all OSHA and VOSH Standards as they apply to the work being performed 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 27. Safety and Health Standards.

2. PROTECTION OF PERSONS 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.

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. PASSENGERS: No additional passengers except those performing work as identified under this contract shall be allowed to ride in the service vehicle or allowed on VDOT property.

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

V. PRE-BID CONFERENCE:

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

INVITATION FOR BID.

VI. METHOD FOR PAYMENT:

Payment will be made (in accordance with…