Administrative Services/Procurement Richmond District Petersburg Residency Hired Equipment with Operator

IFB #160733

Issue Date: March 6, 2026 INVITATION FOR BIDS IFB# 160733

Title: Hired Equipment with Operator Commodity Code(s): 97586,97583, 97524, 96884,97534 Location Where Work Will Be Performed: Dinwiddie, Nottoway, and Prince George Counties within the Petersburg Residency

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

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 9:00 AM Eastern Standard Time (EST) on March 17, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 9:00AM EST on March 30, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EST on March 30, 2026. 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:

A. VA STATE CORPORATION COMMISSION FORM

B. 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.

C. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

F. REFERENCES

G. 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 or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, 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 or request for proposal.

Hired Equipment with Operator

IFB #160733

Administrative Services Division Richmond District Petersburg Residency

Invitation For Bids IFB # 160733 Hired Equipment with Operator

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 10

VI. METHOD FOR PAYMENT 10

VII. INVOICING 10

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 11

IX. GENERAL TERMS AND CONDITIONS 12

X. SPECIAL TERMS AND CONDITIONS 18

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)

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/

Hired Equipment with Operator

IFB #160733

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified Contractors to provide on-call, as needed hourly rental of equipment with operators and personnel to perform general maintenance operations, incidental construction and critical/urgent repair work in various locations in Dinwiddie, Nottoway, and Prince George Counties on Primary and Secondary routes during the contact period for the Virginia Department of Transportation, Richmond District, Petersburg Residency in accordance with the specifications contained herein.

PERIOD OF CONTRACT: From date of award through one (1) year (renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

If the Bidder is not a DSBSD-certified small business, the “I Plan To Use Subcontractors” box must be selected and the Bidder shall identify on the SBSP attachment the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods.

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Tracey Higgins at tracey.higgins@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 5:00PM EDT on March 23, 2026.

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 shall be responsible for working on incidental and unplanned construction work, ordinary maintenance work, maintenance replacement projects and miscellaneous concrete repair work. The Contractor shall provide equipment with experienced operators, labor, fuel, transportation (mobilization), tools, supplies, supervision and incidentals as necessary to maintain safe and efficient operations in various locations in Dinwiddie, Nottoway, and Prince George Counties on Primary and Secondary routes. The Contractor shall have the ability to accomplish multiple operations in multiple counties simultaneously. The Contractor shall provide traffic control measures for each work location as directed by VDOT.

The Department will furnish all materials required for the work. Work may be performed at any time of the year, even during the winter season, weather permitting at the discretion of VDOT. There may be lapses in time between project assignments. The daily hours of use may vary on each piece of equipment.

All surplus/waste materials generated in connection with this contract will be the property of VDOT. VDOT will provide a dumpsite location or PO for local landfill disposal. Contractor shall provide hauling/transportation of materials to designated location provided by VDOT.

B. SPECIFICATIONS & STANDARDS:

All work shall be performed following the directions given by the VDOT Contract Administrator. All work shall be performed to the following standards, Virginia Department of Transportation Road and Bridge Specifications, 2020 or latest edition, excluding all of Sections 101 through 109, the Virginia Department of Transportation Road and Bridges Standards, 2016 or latest edition, and the Virginia Work Area Protection Manual, Version 11 dated January 2026 or latest version. The Contractor’s equipment shall meet OSHA and VOSH standards. The Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment and safety regulations.

C. MATERIALS:

VDOT will furnish all materials necessary to complete the specified work such as stone, pipe, concrete, silt fence, etc. unless further stated below as being the responsibility of the Contractor to furnish.

1) The Contractor shall be responsible for picking up and hauling all materials from an approved VDOT supplier or VDOT storage lot, unless otherwise specified by VDOT.

2) Stone shall be picked up from the nearest quarry or VDOT lot to the job site, as specified by VDOT. VDOT will issue purchase orders for all materials picked up directly from the quarry or supplier. Purchase Order numbers will be supplied to the Contractor. The Contractor shall be responsible to ensure Purchase Order number is on all tickets/receipts prior to leaving supplier.

3) Concrete shall be delivered to site from VDOT established contracts, if available. VDOT will issue a purchase order for all materials. Purchase Order numbers will be supplied to the Contractor. The Contractor shall be responsible to ensure Purchase Order number is on all tickets/receipts prior to leaving supplier.

4) All delivery tickets shall be signed by the Contractor and turned into the appropriate VDOT representative on a daily basis. The tickets will be used to verify delivery amounts.

D. PERSONNEL REQUIREMENTS:

1) The Contractor shall be a Class A Contractor licensed by the Virginia Department of Professional and Occupational

Regulation (DPOR).

2) Contractor’s Capacity to Perform: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. VDOT reserves the right to determine quantity of each type of equipment needed at each location. The Contractor may be needed to provide multiple crews if work to be performed requires more than one crew.

3) Experienced, Qualified Operators/Laborers: The Contractor shall provide experienced, properly trained, qualified operators for each piece of equipment listed. The operator of each piece of equipment shall possess a valid CDL license when required for the equipment being operated. One (1) operator may be utilized for several pieces of equipment. (For example, a truck operator could also use hand-held equipment when it is needed.) When an operator is working as a laborer, they will be paid at the laborer rate and not at the equipment with operator rate. 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.

4) If at any time during this contract, that it is deemed that land disturbing operations, greater than 2500 square feet, will be performed by the contractor under this contract, the Contractor shall have, a person certified by the Department of Environmental Quality (DEQ) in Erosion and Sediment Control (also known as the Responsible Land Disturber or RLD certification). This certification must be submitted within two (2) business days of VDOT’s request.

5) Personal Protection Equipment (PPE): The Contractor shall provide and ensure that all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. Necessary safety supplies and equipment shall include, but are not limited to, hard hats, safety vests/shirts, steel-toed shoes, gloves, glasses, etc. Failure to comply with safety requirements constitutes reasonable cause to restrict work being performed under this contract.

Additionally, no hard hat or safety vest/shirt shall display the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

6) Crew/General Supervision: The Contractor shall always provide supervision of the Contractor’s employees, including assignment of a Crew Foreman. The Foreman shall be experienced in performing the required work and supervising a crew of equipment operators and laborers.

7) Contact Person: The Contractor shall assign a contact person, who shall be equipped with a cellular telephone. The contact person shall be responsible for assigning and coordinating work, notifying the Contract Administrator of crew locations daily, processing daily/weekly reports, handling general contract performance issues and meeting with VDOT representatives as needed. The contact person’s name and cellular phone number shall be required prior to commencement of work activities. Refer to Attachment E, Normal and Emergency Contacts.

8) Cellular Phone: During the performance of the contract, the contact person shall carry a functional cellular telephone at all times, which is effective throughout the counties covered by the contract.

9) Communication: The Contractor shall have at least one (1) individual on the worksite that communicates in English

(both orally and in writing) and comprehends the English language. This individual shall communicate instructions to the others working under this contract. VDOT personnel must be able to understand the English used by this person.

10) Contractor’s Conduct: The Contractor shall be responsible for the conduct of all Contractor’s and Subcontractor’s personnel while at the work site.

11) Behavior: Behavior displayed by the Contractor’s and Subcontractor’s employees, such as cat calling, whistling, leering, and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents shall be grounds for termination of the contract at the discretion of VDOT.

12) Appearance: Any person working under this contract shall be neat in appearance at all times. Proper dress shall include long pants (slacks), and shirts or blouses with sleeves (short or long). Clothing should be appropriate for weather conditions.

13) Contractor’s Personnel: The Contractor’s and Subcontractor’s personnel shall at all times communicate with the traveling public, landowners and citizens in a courteous and respectful manner. The Contractor’s personnel shall refer all questions concerning work planned, performed or promised to the VDOT Contract Administrator.

14) Laborers: When used as a laborer, the person will be expected to perform manual labor such as shoveling stone, mixing concrete, installing timber deck boards, building forms and braces, installing erosion and sediment controls, performing seeding operations, and operating power and hand tools.

15) Skilled Laborers: Shall be defined as a Supervisor role, concrete foreman, craftsman and/or workers who has specialized training or skills that are capable of exercising judgment and have knowledge of the particular trade or industry of the project they are working on.

E. EQUIPMENT REQUIREMENTS:

1) Price Quoted: The quoted price for equipment shall include the equipment with operator and all associated expenses including but not limited to; profit, direct and indirect costs, administrative cost, equipment and personnel transportation, cellular phones, pagers, and hand-held radios.

2) Dump Trucks: The tandem dump trucks shall haul a minimum of ten (10) cubic yards, standard tailgate, with experienced operator. The Contractor shall have the capability to provide a minimum of five (5) tandem dump trucks with operators and two (2) single axle dump trucks with operators if required by VDOT.

3) Equipment Condition: All equipment shall be in good mechanical condition at the time of award and throughout the term of the contract.

4) Fueled and Ready: The Contractor, at his own expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site. The Contractor shall provide any accessories necessary to operate the needed equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies.

5) Additional Trucks or Equipment: VDOT reserves the right to supply additional trucks and/or equipment from VDOT sources if deemed necessary for emergency response operations.

6) Water Pumps, Light Stations, and Generators: The contractor shall provide all fuel, oil, maintenance, and labor to include monitoring equipment while in use on the jobsite, 24 hours a day if necessary.

7) Safety Equipment: All equipment shall meet the requirements referenced in the 2026, or the latest edition of the Virginia

Work Area Protection Manual (VWAPM), Section 6F.92. The manual can be accessed at the following link: Work Area Protection Manual and Pocket Guide | Virginia Department of Transportation. This shall include, but not be limited to, top-mounted 360-degree visible high-intensity amber strobe lights, vehicular backup alarm systems, and rollover protection systems equipped with seatbelts on all vehicles operating within the work area. Any vehicle or equipment that does not meet these requirements will not be allowed to be utilized in conjunction with this contract.

8) Hand and Power Tools: The Contractor shall have and maintain suitable equipment and tools that are necessary to accomplish the required work assignments within this contract. All costs associated with the purchase and maintenance of the tools and equipment shall be the responsibility of the Contractor.

9) Transporting Equipment: The Contractor shall be responsible for having secured all equipment and materials on their vehicles when in transit to and returning from a work assignment. Care shall be taken when loading or offloading machines and equipment to guard against damage to VDOT assets and property.

10) Parking/Storage: There shall be no storage of vehicles, equipment, or materials within VDOT property or right of way without specific written permission from the VDOT Contract Administrator. This includes overnight parking or storage of materials, tools, or equipment at area headquarters or other VDOT facilities. If permission to park or store vehicles, equipment, or materials is granted to the Contractor, VDOT assumes no responsibility for the Contractor’s equipment while on VDOT property or right of way.

11) Renting or Leasing of Specialized Equipment: Infrequently, VDOT may need the services of specialized equipment that is not listed on the bid pricing schedule. In such cases, VDOT may request that the Contractor obtain the equipment and be compensated at the rental or lease rate. The request will be made in writing by the VDOT Contract Administrator and will specify the type of equipment, the time required to procure it, and the duration of the rental or lease. Any leasing or rental of equipment on an hourly, daily, or weekly basis shall be approved in writing by the VDOT Contract Administrator prior to the Contractor securing the equipment. Once the equipment has been secured, the Contractor shall submit a copy of the invoice for the equipment rental or lease for reimbursement. No percentage or other markup is allowed for the cost of renting or leasing equipment per the Code of Virginia, 2.2-4331.

F. TRAFFIC CONTROL:

1) Traffic Control: The Contractor shall provide all traffic control as required for the specific operation unless instructed otherwise within the work order. All traffic control shall be performed in accordance with the current version of the Manual on Uniform Traffic Control Devices (MUTCD) and the 2011, or latest edition, of the Virginia Work Area Protection Manual with all Revisions (Version 11 dated January 2026 VWAPM). The Contractor shall be responsible for furnishing, transporting, erecting, maintaining, and removing all signs, sign stands, flags (which include flaggers), cones, arrow panels, truck-mounted attenuators, and other items necessary for traffic control.

2) Flagging Certification: The Contractor shall provide certified flaggers required for traffic control and shall be VDOT or

American Traffic Safety Services Association (ATSSA) certified. Flaggers shall be in the work zone during all hours of operation and are required to always have their Flagging Certification card in their possession while performing flagging duties. Flaggers found not in possession of their certification card or performing their duties in an unsatisfactory manner https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ shall be removed from the flagging site, and operations requiring flagging shall be suspended. VDOT reserves the right to regularly inspect to ensure that flaggers have certification cards. Additionally, any crew member who is used as a flagger shall be able to communicate with the traveling public in English while performing their job duty as a flagger at the flagging station as required in Section 6E.01 of the Virginia Work Area Protection Manual.

3) Traffic Control Layouts: Traffic control signs and layouts shall be in place before performing work. VDOT may stop work until all signs and other traffic control devices are properly in place.

4) Traffic Control Devices: The Contractor shall ensure they have or can obtain an adequate number of vehicles and temporary traffic control (TTC) devices for this contract.

5) LCAMS: The Contractor shall be required to comply with VDOT Lane Closure Advisory & Management System

(LCAMS). Training and data entry shall be the responsibility of the Contractor for roadways that require lane closure notifications. The Contractor shall have a minimum of one (1) individual trained to input lane closures into the LCAMS system. Training shall be completed within thirty (30) calendar days of issuance of Notice to Award. Further information regarding training opportunities may be obtained by contacting David Hawkins at 804-786-0330, David.Hawkins@VDOT.Virginia.gov. There will be no separate pay item for the training.

6) Traffic Operations Centers: Work zones on all roadways are required to be input into the Traffic Operations Center

(TOC). The Contractor shall call the TOC by 8:00 AM on the day work is scheduled to confirm the work is proceeding as planned or if there are delays or cancellations. The TOC contact number is (804) 796-4029. Additionally, the Contractor shall immediately notify the TOC of any accident that occurs within the work zone or for any personal injury that requires off-site medical attention. Notification shall also be made to the VDOT Contract Administrator or Contract Monitor. The TOC will request the following information from the Contractor: route, county, location, lanes impacted (EBL, SBL, etc.), and cell phone number. Failure to provide notification to the Traffic Operations Center may be cause for default action or contract termination.

G. MANNER OF CONDUCTING WORK AT THE JOB SITE:

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

2) Miss Utility: When digging is required, the contractor will contact “Miss Utility of Virginia” for marking underground utilities prior to the performance of work. The Contractor shall not dig until verifying the marking has occurred. The Contractor will be responsible for any damages caused when “Miss Utility” guidelines are not followed.

3) Signs or Advertisements: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the VDOT Contract Administrator.

4) Review of Work Site: The Contract Administrator, or designee, may review the work site with the Contractor prior to the start of work.

5) Cleanup: The Contractor shall clean up frequently, so the worksite presents a neat, orderly and workmanlike appearance at all times. If a Contractor fails to clean up at the completion of the work, the Contract Administrator may do so and charge the costs to the Contractor.

6) 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.

I. METHOD OF ORDERING WORK:

1) Work Notification Procedure: VDOT will issue Purchase Orders, which will be for billing purposes only. VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase Order. The Contract Administrator will issue a written (e-mail) Work Order. The Work Order will outline setup location, quantity and types of equipment required, and expected period of time equipment will be required. No work shall begin without the written notification by the Contract Administrator. In case of critical/immediate need, verbal notification will be sufficient for the Contractor to begin. Written confirmation (work order) will follow within 48 hours.

2) Confirmation/Response Time:

a. After receipt of work order, the Contractor shall confirm the acceptance of work assignment within 48 hours and begin work within five (5) calendar days. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

b. When there is a requirement for a critical mobilization, the Contractor shall confirm within two (2) hours after being contacted by the Contract Administrator or designee and work shall begin within six (6) hours. The Contract Administrator may request the Contractor furnish any or all listed equipment within six (6) hours of notification.

The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis. If the Contractor is unable to provide, VDOT may procure these services from another source.

3) Continuous Operation Requirement: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract in accordance with General Terms and Condition, Paragraph P.

4) Contractor’s Failure to Report: If a Contractor fails to commence work at the mutually agreed upon time, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Terms and Conditions, Paragraph P. Procurement Complaint Form may be issued against the Contractor.

J. HOURS OF WORK:

1) STARTING TIMES AND SCHEDULES: Starting times and scheduled hours may vary and will be at the discretion of the VDOT Contract Administrator.

2) NORMAL WORK HOURS: Normally, all work shall be performed during normal work hours, which are defined as ordinary maintenance work performed during the daylight hours of 7:00 am to 7:00 pm, or dusk whichever occurs first, Monday through Friday. There may be circumstances under which the Contractor may be required to work extended hours, nights or weekends to complete the ordinary maintenance work and planned scheduled work. During these times, the Contractor will be paid at the normal rate with no overtime allowed.

3) STATE HOLIDAYS: Work shall not be performed on any state holidays. State Holidays include, but are not limited to:

New Year’s Day, Martin Luther King, Jr. Day, George Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday. Work will not be permitted from 12:00 noon the day before a holiday and will not be permitted again until the day after a holiday. When a holiday falls on a Monday, work will not be permitted after 12:00 noon, the preceding Friday. When a holiday falls on a Friday, work will not be permitted until the following Monday, unless otherwise approved by the Contract Administrator.

K. SAFETY REQUIREMENTS:

1) 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 to be maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

2) Authority to Suspend Work: During the execution of the work, the 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 may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

L. METHOD OF PAYMENT:

1) Payment: Payment will be made on an hourly basis to the nearest half hour for the actual time equipment and personnel are used at the project location, with no stand-by time allowed unless pre-authorized by the VDOT Contract Administrator.

The hourly rate will not change for night, weekend work, or any hours worked beyond a regular 40-hour week. The Contractor shall incorporate fuel and mobilization costs, supervision costs, and incidentals required into the bid rate for each line item.

2) After-Hours/Critical Mobilization Fee: A flat fee of $1,000 shall be applied to any work requested between 8:00 p.m. and

5:00 a.m., or for any unplanned events, provided the Contractor complies with specified confirmation/response time requirements.

3) Verification: At the conclusion of the workday, the Contractor shall submit a VDOT- provided daily timesheet showing the line items and quantities for each workday. The timesheet must be verified, mutually agreed upon and signed by the Contractor and Contract Administrator or designee at the end of each workday. The timesheets will be used by VDOT to verify Contractor’s invoices.

4) Compliance: At the conclusion of the workday, the Contractor shall demonstrate to the Contract Administrator or designee that the work is fully in compliance with the contract and VDOT specifications. Any deficiencies shall be corrected within 24 hours by the Contractor at the Contractor’s sole expense, prior to the final acceptance of the work. VDOT may arrange for the corrective work to be accomplished by other forces and reserves the right to deduct that portion from the amount due the Contractor. Any complaint as to quality, faulty or delinquent delivery, or violation of contract provisions will be reported to the VDOT Contract Officer with the use of a Procurement Compliant Form.

5) Billable Travel Time: Transporting equipment from one VDOT work location to another VDOT work location within the same day will be paid at the hourly rate per the Pricing Schedule per piece of equipment used in transporting the equipment (Ex: low/boy, or dump truck). Other travel or movement of equipment will not be billable.

6) Actual Hours: Both equipment and dedicated operator are present, as requested by VDOT, to perform or in performance of the work. Equipment without operator, not in use or not used will not be billable.

7) Show-up Time: The contractor shall be paid 2 hours show-up time if the contractor is unable to perform due to circumstances deemed beyond the control of the Contractor, (emergency situations for VDOT”, etc.) and the proper personnel and equipment have reported to the work site by 7:00AM. VDOT reserves the right to determine if the contractor qualifies for show-up time. It shall be the contractor’s responsibility to contact the VDOT representative in the event of inclement weather and discuss whether work can be performed that day. No payment will be allowed for showing up during inclement weather without contacting the VDOT representative.

8) Equipment Breakdown: If a piece of the Contractor’s equipment breaks down causing delay in a project, VDOT will not be responsible for payment to the Contractor during this time. If replacement equipment is needed, the Contractor shall provide a replacement within three (3) hours. The Contractor will not be compensated to mobilize the replacement equipment in or out. If the needed equipment must be obtained from another source, the Contractor will not be compensated for the trip to mobilize the broken equipment from the work site. Payment will resume once the project can be restarted.

9) Downtime of Services: Equipment will be paid only for actual hours worked and no time will be allowed for downtime or servicing equipment. No time will be allowed for the Contractor to conduct meetings with their employees during VDOT operating hours. Any time needed for such a meeting will require prior approval by the VDOT Supervisor, and payroll time will be deducted for the amount of time taken.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 9:00 AM EDT on March 17,2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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

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

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/28889100437765?p=qSMGGjFcfMBkPnAF9b Meeting ID: 288 891 004 377 65 Passcode: Sv3sA7EC

Need help? | System reference Dial in by phone +1 434-230-0065,,110262738# United States, South Hill Find a local number Phone conference ID: 110 262 738# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 114 730 596 5

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. METHOD FOR PAYMENT:

Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of satisfactory goods received and/or completion of work. Invoices shall be submitted to the address listed below for all items completed within the designated billing period.

Payment will be made via check, ACH, or EDI. Payment may also be made via P-Card for invoices within the P-Card limit if the Contractor accepts the State’s Small Purchase Charge Card. For questions about eVA please contact eVA Customer Care center at eVACustomerCare@DGS.Virginia.gov. For questions about electronic payments please contact DOA at (804) 692- 0473 or via email at: edi@doa.virginia.gov

VII. INVOICING:

Invoices shall be submitted semi-monthly for the periods ending on the 15th and the last day of the month or upon completion of work, whichever occurs first.to the email address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format.

In lieu of mailing, invoices may be submitted as an attachment via email to PetersburgBusinessStaff@vdot.virginia.gov https://teams.microsoft.com/meet/28889100437765?p=qSMGGjFcfMBkPnAF9b https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjFiNmMyYWMtZjE5My00ZjUwLThmNTYtY2M0YmJiMjgyOTc2%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ba4205b8-3207-40d8-bc49-889c31add187%22%7d tel:+14342300065,,110262738 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=110262738 mailto:edi@doa.virginia.gov mailto:PetersburgBusinessStaff@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents.

In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

2. PUBLIC BID OPENING

Bids will be opened at the time stated on the electronic posting and the reminders page of this solicitation, and their contents per the Virginia Public Procurement Act and Commonwealth of Virginia Vendors Manual, will be made public for the information of bidders and others interested.

A virtual public bid opening will be hosted by a VDOT representative at 10:00AM EST on March 30, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/29523637952842?p=ZS8gpkbq3fk2RiUUCi Meeting ID: 295 236 379 528 42 Passcode: 74ZD7Xf3

Need help? | System reference Dial in by phone +1 434-230-0065,,999712238# United States, South Hill Find a local number Phone conference ID: 999 712 238# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 118 481 727 8

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.

https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/29523637952842?p=ZS8gpkbq3fk2RiUUCi https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhjMTVmZTItMmEyNC00NjhlLWE4NTItMDZjNWM5OWIwYTE2%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ba4205b8-3207-40d8-bc49-889c31add187%22%7d tel:+14342300065,,999712238 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=999712238

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

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1(E)).

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

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

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

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

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

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

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

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

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

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the

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

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

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

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

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number;

social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e.…