Administrative Services/Procurement

Bristol District/Lebanon Residency

Equipment with Operator

IFB #160846

Issue Date: May 1, 2026 INVITATION FOR BIDS IFB# 160846

Title: Equipment with Operator

Commodity Code(s): 97534, 97535, 91371

Location Where Work Will Be Performed: Russell County

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Chelsa Taylor

Email: Chelsa.taylor@vdot.virginia.gov

Phone: (276) 696-3337

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on May 11, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM EDT on May 21, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EDT on May 22, 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

H. SUPPLEMENTAL PRICING

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.

Bristol District/Lebanon Residency

Administrative Services Division

Bristol District/Lebanon Residency

Invitation For Bids IFB # 160846

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 14

VI. METHOD FOR PAYMENT 14

VII. INVOICING 15

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 16

IX. GENERAL TERMS AND CONDITIONS 17

X. SPECIAL TERMS AND CONDITIONS 23

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. References (If Necessary)

H. Contractor License Requirements (If Necessary)

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

G. Contractor License Requirements– Fillable Form

H. Supplemental Pricing – Fillable Form

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/

Bristol District/Lebanon Residency

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide on-call, as-needed hourly rental of equipment with experienced operators to perform general roadway maintenance, incidental road construction, and critical/urgent repair work in various locations on primary and secondary routes located in

Russell County within the Lebanon Residency of the Bristol District in accordance with the specifications contained herein.

VDOT reserves the right to make multiple awards to a Primary and a Secondary contractor. Work will be performed in

Russell County under this contract. The Bidder shall be capable of providing necessary services and equipment such that two (2) work locations may be active at any given time. VDOT may request resources for more than two (2) work locations if the successful Bidder has the available resources. Resources requested by VDOT will vary from work location to work location based on resources needed and type of work undertaken.

PERIOD OF CONTRACT: The contract will be for a period of one year, with the start date to be determined at time of award

(renewable).

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

Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier

Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

If the Bidder is not a DSBSD-certified small business, the “I Plan To Use Subcontractors” box must be selected and the

Bidder shall identify on the SBSP attachment the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods.

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Chelsa Taylor at Chelsa.taylor@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 EDT on May 15, 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 provide equipment with experienced operators, labor, fuel, transportation (mobilization), tools, supplies, supervision, traffic control, and incidentals as necessary for performing ordinary maintenance, maintenance replacement projects, incidental construction, miscellaneous concrete repair, and miscellaneous repair to maintain safe and efficient operations on various primary and secondary routes in Russell

County. VDOT reserves the right to perform any type of work within the limits of this operation. The Contractor shall work with VDOT and other Contractors as necessary. The Contractor shall provide traffic control measures for each work location unless otherwise directed by the VDOT Contract Administrator.

Work may be performed at any time of the year, weather permitting, at the discretion of VDOT. There may be a lapse between project assignments. The work may consist of unpaved and rural addition roads, safety projects, incidental construction, budget items, etc. Projects will be built to VDOT standards; however, there may not be a set of plans. A project sketch typically in the form of aerial photography may be provided to show the general limits of the work area. All waste material generated in connection with this contract is the property of the Contractor and disposal is the responsibility of the Contractor unless otherwise directed by VDOT. Surplus material (material

Bristol District/Lebanon Residency bought for the project but not used on the project) shall not be considered waste material and will remain as the property of VDOT. The Contractor shall deliver surplus material to a location specified by VDOT (typically the

Area Headquarters nearest the project site) if not transported from the job site by VDOT staff. When the Contractor delivers surplus material to a VDOT specified site, they will be compensated at the hourly rate of the equipment used to transport the material.

Types of work that may be required in this contract include, but are not limited to:

• asphalt concrete pavement

• pothole and crack patching, sealing, repair, replacement

• manual and mechanical roadway base repair

• hydraulic cement concrete pavement repair and replacement

• crack and joint cleaning, repair, replacement, sealing

• hydraulic cement concrete slope protection

• crack and joint cleaning, repair, replacement, sealing

• repairing non-paved shoulders

• front slopes – stabilize, regrade, and revegetate

• roadside ditches – repair, restore, reshape, and line (ex: matting, rip rap)

• slope and ditch repair/restoration

• clean, repair, replace drainage structures

• repair storm drains, side drains, cross drains

• concrete repair

• road sweeping related to work being performed

• critical/immediate need storm damage repairs

• rural rustic and new additions projects

• slide repairs (excluding rock slide repairs covered under a statewide contract)

• curve widening

• trench widening

• intersection/turn lane improvements

• and safety maintenance projects such as site distance improvements

B. SPECIFICATIONS: All work shall be performed following the direction given by the VDOT Contract

Administrator, or designee. Equipment and all work performed shall be according to the following standards: the current versions of the Virginia Department of Transportation Road and Bridge Specifications sections 203-210, 214-218, 232-233, 300-309 (excluding sections 301.03, 302.04, 303.06, 304.06, 305.04, 306.04, 307.06, 308.05, and

309.06), 315 414 - 414.04, 501-502 (excluding sections 501.04 and 502.04), 506, 509- 512 (excluding sections

509.04, 510.04 and 511.04), 515, 601-614, and 606 (excluding 606.04), along with any other sections pertinent to the actual work assigned; the Virginia Department of Transportation Road and Bridge Standards; Virginia Work

Area Protection Manual (VWAPM); and the Manual on Uniform Traffic Control Device Standards (MUTCD).

Additionally, the Contractor shall remain in compliance with all Occupational Safety & Health Administration

(OSHA) and Virginia Occupational Safety & Health (VOSH) personnel, equipment, and safety standards and regulations, and conform to all VDOT requirements as instructed or provided by the VDOT Contract Administrator or designee. Work performed shall meet applicable Department of Conservation and Recreation (DCR), Department of Environmental Quality (DEQ), VWAPM, and VDOT specifications and standards. The Contractor shall comply with all environmental regulations necessary to complete the project. VDOT will provide environmental permits and communicate to the Contractor the requirements outlined in the permit.

C. BID PRICES: The bid prices shall represent a combined total for the equipment with operator(s), labor, and all associated expenses including, but not limited to: profit; direct and indirect costs; general and administrative costs;

supervision; repair and/or replacement and removal of equipment; transportation of equipment and personnel to and from designated site(s); the transport of traffic control devices such as signs, stands, cones, and channelizing devices; portable traffic rumble strips, and the use of cellular phones, and hand-held radios used by the Contractor to conduct business. The bid lines for flagger, TMA, and arrow board will be used as needed to meet traffic control requirements for each project site. Any other items needed for traffic control will be provided by VDOT.

Bid prices shall represent a combined charge for the equipment and operator when indicated in the line item description. When an operator is used as a laborer, the unskilled laborer/flagger or skilled laborer rate shall be billed and not the equipment with operator rate. One (1) operator may be utilized for several pieces of equipment (e.g. a truck operator could also use hand-held equipment when needed).

D. VDOT SUPPLIED MATERIALS: In most cases, VDOT will furnish all materials necessary to complete the specified work. For supplies furnished by VDOT, the Contract Administrator or designee will direct the Contractor

Bristol District/Lebanon Residency to pick up, sign, and/or arrange for delivery of the material. When this occurs delivery tickets shall be legibly signed with the printed name (no nicknames) and provided to VDOT representative on a daily basis. These will be used to verify delivery amounts. The contractor shall ensure they receive the VDOT Purchase Order number prior to picking up the material.

E. CONTRACTOR SUPPLIED MATERIALS: The Contractor may be requested to provide materials as directed by the Contract Administrator or designee to complete the specified work, such as stone, pipe, concrete, seed, straw, fencing materials, etc. All materials purchased by the Contractor shall be paid at the supplier actual invoice price, with no markup as allowable per the Code of Virginia 2.2-4331 and as supported by the invoices for materials. All materials shall be in accordance with the current version of the Virginia Department of Transportation Road and

Bridge Specifications according to the work being performed and shall be furnished from an approved vendor listed on the VDOT Approved Products listing. A copy of this listing can be obtained at: Materials | Virginia Department of Transportation. The VDOT Contract Administrator will spot check to confirm that materials are from a VDOT approved source. Material will only be paid for what is actually used to complete the work. If the Contractor purchases bulk material and stores it for use as part of this contract, at such time it is utilized the Contractor shall submit a breakdown of material with the invoice. This breakdown shall include the amount used, the cost per unit, and the extension. This will be on a limited basis and VDOT can stop this as an option at any time.

All delivery tickets for materials supplied by the Contractor shall be signed (with legible signature and printed name) by the Contractor and turned into the appropriate VDOT representative on a daily basis. These will be used to verify delivery amounts.

F. FAILURE TO PERFORM: Failure to perform work per the contract specifications may result in a Procurement

Complaint Form being issued in accordance with General Terms & Conditions, Default, Paragraph P.

G. CONTRACTOR REQUIREMENTS:

1. CONTRACTOR LICENSE: At the time of bid submission, Bidder shall hold at minimum a Class A

Contractor’s license from the State Board of Contractors with a Highway/Heavy classification, unless the bidder is not currently licensed by the State Board of Contractors, then the bidder is exempt from this requirement pursuant to Code of Virginia § 54.1-1101(A)(4).

2. PERSONNEL REQUIREMENTS:

a. 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 and shall employ a sufficient number of qualified personnel who shall consistently perform the work described herein. The Contractor may be requested to provide services at multiple job sites simultaneously at various locations throughout the county. VDOT reserves the right to employ the Primary and Secondary Contractors simultaneously; therefore, VDOT may make an award to the two (2) lowest responsive and responsible bidders as a Primary and a Secondary. If the workload demands multiple projects to be worked simultaneously, VDOT will make the final determination as to the number of projects assigned to one (1) Contractor.

b. 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 driver’s license or Commercial Driver’s License

(CDL), with required endorsements, when required for the equipment being operated. 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 at least one (1) person on-site who is certified by the Department of Environmental Quality (DEQ) in Erosion and Sediment

Control (also known as the Responsible Land Disturber or RLD certification). The Bidder shall submit training and certification documentation with their bid, or within two (2) business days of request from VDOT. An arborist license is not required to operate chip spreader/chipper or chain saws under this contract.

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/materials/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/materials/

Bristol District/Lebanon Residency

c. CREW SUPERVISION: The Contractor shall provide supervision of employees at all times by assigning a crew supervisor and a foreman for each work site. The name and cellular phone number for contacts shall be required prior to commencement of work activities (Attachment E).

The Contractor shall make periodic onsite visits to the job site(s). The supervisor and foreman shall be equipped with a functional cellular phone that is effective throughout the county covered by the contract, and a hand-held radio. Certification in the following is required: DEQ Basic

Erosion Sediment and Control, (see Special Term #22), VDOT Immediate Work Zone Training

(see Special Term #45), CPR/First Aid Training (Red Cross or equivalent), VDOT or OSHA

Excavation/Trenching Standard training, and VDOT or OSHA Fire Extinguisher training. Proof of training and/or certifications shall be submitted to VDOT within two (2) business days of request.

The supervisor and foreman shall follow all applicable VDOT, OSHA, DEQ, and VOSH standards and regulations for the type of activity crews are engaged in.

Additionally, the following certifications based on work orders shall be required for Supervisors:

OSHA Confined Space Entry Certification, OSHA Overhead High Voltage Line Safety training, and OSHA Fall Protection Certification. Proof of training and/or certifications shall be submitted to VDOT within two (2) business days of request.

d. PERSONNEL DUTIES:

1) SUPERVISOR: The supervisor shall have the ability to oversee multiple foremen and work crews and be utilized in project tasks, including but not limited to: field markings;

contact and coordination with VA811 and utility companies; determination of repair means and methods; cost estimates; determining traffic control measures per the

VWAPM; estimating project timelines; preparing schedules at department request; and determining equipment needs with VDOT staff. Also utilized in project management tasks including field and project reviews, disposal site review, project Erosion &

Sediment (E&S) reviews, and coordination of work with VDOT activities in project area.

The supervisor shall attend project meetings, project billing meetings, pre-project meetings, and post project review meetings.

2) FOREMAN: Shall be utilized in the day-to-day management and supervision of crews involved in maintenance and emergency operations. The foreman shall have experience in the type and scope of work being executed.

e. FLAGGERS/UNSKILLED LABORERS: All flag persons shall be VDOT or American Traffic

Safety Services Associates (ATSSA) certified and shall have certification cards with them while performing these duties. Certified flag persons shall be provided in sufficient number and locations as necessary for control and protection of vehicular and pedestrian traffic in accordance with the VWAPM as a minimum. Flag persons shall speak only English while performing their job as a flagger and shall use sign paddles to regulate traffic in accordance with the requirements of the VWAPM. The Contractor shall provide flagging paddles and hand-held two-way radios for communication between the flaggers. Flag persons found performing their duties improperly shall have their VDOT certifications revoked. VDOT will check on a regular basis to ensure that flag persons have their certification cards. Flag persons shall be courteous and neat in appearance at all times according to the VWAPM. The Contractor shall have the capability to provide up to two (2) certified flag persons per work location.

When used as an unskilled laborer, the person will be expected to perform manual labor such as, but not limited to, cleaning pipe and shoveling stone; and shall have the capacity to receive direction, understand and carry out quality roadway tasks using hand tools with direct supervision.

Hand tools include, but are not limited to, shovel, rake, hammer, axe, saws, and other hand tools to be used in highway maintenance, construction, and emergency operations, and the associated cost shall be included in the bid price for unskilled laborer/flagger. The Contractor shall have the capability of providing up to three (3) unskilled laborers if required by VDOT, per work location.

Bristol District/Lebanon Residency

Flaggers/Unskilled laborers shall have VDOT Basic Work Zone Traffic Control training. Proof of this training shall be submitted to VDOT within two (2) business days of request. See Special

Term and Condition #45.

f. SKILLED LABORER: The individuals performing this role shall have the skill and capacity to receive direction, understand the tasks assigned and carry out quality routine roadway maintenance work with minimum supervision, using hand tools, power tools and equipment. The associated cost of hand tools shall be included in the hourly skilled laborer rate. Hand tools include, but are not limited to: shovel, rake, axe, hammer, and concrete finishing tools. The

Contractor shall have the ability to provide a minimum of two (2) skilled laborers per work location. Laborer training shall meet OSHA, VOSH, ATSSA, and VDOT standards for the applicable tasks. Laborers shall be capable and experienced in installation of various types of roadway maintenance operations approved by the Residency. Laborers shall have the ability to construct roadway forms and have concrete pouring skills. Laborers shall have experience in concrete finishing, forming and framing, retaining wall construction, pipe installation, de-watering operations, traffic control, wall installation, and various types of construction and maintenance operations. Laborers shall have VDOT Intermediate Work Zone Training (Special Term #45), First Aid with CPR training (Red Cross or equivalent), VDOT or OSHA blood borne pathogen training, ATSSA flagger certification, and VDOT or OSHA Fire Extinguisher training. Proof of this training shall be submitted to VDOT within two (2) business days of request.

g. EQUIPMENT OPERATOR: Contractor shall ensure training for the operators and laborers meet

OSHA, VOSH, ATSSA, and VDOT standards for the applicable tasks. Proof of this training shall be submitted to VDOT within two (2) business days of request.

h. PLAN OF OPERATIONS: After the award of the contract, the Contractor shall provide a list of the number of employees assigned to the contract, their name and phone number to the Contract

Administrator or designee prior to starting any service.

3. EQUIPMENT REQUIREMENTS:

a. EQUIPMENT: Equipment shall be equivalent to what is specified in the Pricing Schedule, or larger. VDOT will determine the type of equipment needed at each site. The Bidder shall provide with their bid, the make, model and capacity of each piece of equipment, as noted in the Pricing

Schedule. See Attachment C, Vendor Qualification/Equipment Inventory Certification Form. The

Contractor shall provide any accessories that are necessary to operate the needed equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies. The cost of accessories shall be included in the line item bid prices.

A verification will be conducted to evaluate owned equipment prior to posting of the Notice of

Intent to Award. (See Attachment C, for documentation requirements for leased/rented, sub-contracted, or future purchase of equipment). The equipment offered by Bidders shall be suitable for the intended purpose and have equivalent specifications and capabilities. VDOT in its sole discretion shall determine whether the equipment offered by Bidders is considered equivalent to that named herein. After contract award, VDOT shall be notified in writing within five (5) business days of any changes in equipment ownership, equipment leases and leased equipment

(size, VIN model etc.), including the appropriate supporting documentation.

Prior to any renewal of the awarded contract, VDOT Contract Administrator, or designee may review equipment.

Line items contain what is required. Additional information for some items is listed below.

1) DUMP TRUCKS: The dump trucks shall haul the specified weight as listed on the line-item description. The Contractor shall have the capability to provide the minimum

Bristol District/Lebanon Residency number of trucks with operators as listed on the line-item description. The truck shall have the capability of hauling various debris, woody debris, sodium chloride, asphalt, various aggregates such as, but not limited to, salt, sand, and #8 stone to Class III Rip

Rap.

2) PICK-UP TRUCK: Truck shall be equipped with a 360° warning light, company cell phone, two-way radio, fire extinguisher, and first aid kit for crew safety/potential emergency transportation.

3) SINGE AXLE 4X4 HEAVY DUTY DUAL WHEEL PICK-UP TRUCK WITH DUMP

BODY/BED: Truck shall be equipped with a fire extinguisher, flares, and first aid kit.

4) BUCKET TRUCK: Truck shall be equipped with PPE for required duties such as a fall protection harness.

5) TRUCK MOUNTED CRASH CUSHION: Crash cushion shall be a truck mounted attenuator (TMA) or a truck with trailer unit. TMA shall be used in accordance with manufacturer’s specifications, including weight of the supported truck. Unit shall be installed and tested per NCHRP350/Mash Test Level 3 criteria.

6) SUPERVISOR PICK-UP TRUCK: Bid price for Supervisor shall include a minimum ½ ton, 4x4 pick-up truck for transportation purposes, with 360° warning light (amber only), company cell phone, two-way radio, fire extinguisher, and first aid kit. Bid line includes

Supervisor with pick-up truck.

7) FOREMAN WITH PICK-UP TRUCK: Bid price for Foreman shall include a minimum

½ ton, 4x4 pick-up truck for transportation purposes, with a minimum 75-gallon truck mounted fuel transfer tank with pump (for fueling Contractor’s equipment on the job site), 360° warning light (amber only), company cell phone, two-way radio, fire extinguisher, and first aid kit.

8) WATER TRUCK: Truck shall be DOT licensed and tagged. Off road truck will not be allowed.

9) CRITICAL RESPONSE TRAILER: Enclosed trailer with pick-up truck, for use in critical response, shall be equipped with appropriate hitch to pull the trailer and shall be equipped with a minimum of the following:

• Four (4) fire extinguishers,

• Four (4) first aid kits meeting OSHA requirements,

• Three (3) generators with a minimum of 5 kilowatts and power cords,

• Fifty (50) traffic cones,

• Two (2) sets emergency lights,

• Two (2) chainsaws, minimum 45cc each,

• One (1) construction saw, minimum 50cc,

• Two (2) minimum 10x10 canopy style tents,

• Signs and sign stands for a 2-lane primary or 4 -lane highway; signs shall be in accordance with the VWAPM,

• Two (2) overhead balloon lights with a minimum horizontal luminescence of 5-foot candles or 50 lux; lights shall meet VWAPM standards.

10) MINIMUM 52 HP SKID STEER LOADER: Attachments for the skid steer loader shall include, but are not limited to, grapple/brush bucket, clam shell bucket, forks, and standard bucket.

Bristol District/Lebanon Residency

11) MINIMUM 80 HP SKID STEER LOADER: Attachments for the skid steer loader shall include, but is not limited to, grapple/brush bucket, standard bucket, forks, and cold planer device with a 5 inch cutting depth capability, minimum 24 inch working width, with side shift and tilt angle capability.

12) MINIMUM 50 HP AGRICULTURAL TRACTOR: Tractor shall have the capability to attach the attachments simultaneously, one on the side mount and one on the rear mount.

Attachments include, but are not limited to sweeper broom, post driver, rear mounted scraper blade, and front mounted loader bucket.

13) MINIMUM 80HP AGRICULTURAL TRACTOR: Attachments for the tractor include, but are not limited to, sweeper broom, post driver, rear mounted scraper blade, and front mounted loader bucket.

b. SUPPLEMENTAL EQUIPMENT: Equipment listed on the Supplemental Pricing Page

(Attachment H) are essential for completing work, bid prices shall be submitted for all items listed on the attachment, or the bid may be deemed as non-responsive. These items will be added to the contract as needed if the price is deemed to be fair and reasonable. These items will not be considered in the bid evaluation. Prices on the Supplemental Pricing Page shall be for the equipment only. If added to the contract, the labor for the items from the Supplemental Pricing

Page will be paid at the Skilled Laborer rate for the actual time in use.

c. MAINTAINING EQUIPMENT: Prior to the award of the contract, the Contractor shall possess or have available sufficient equipment necessary to perform the work for the awarded contract. The

Contractor shall maintain and operate equipment designed for the operation(s) described herein and shall ensure the equipment is maintained in good repair and operating condition. No payable time shall be allowed for equipment breakdowns. If a breakdown occurs, the equipment shall be in operable condition within three (3) hours, or a replacement piece of equipment shall arrive within three (3) hours, if it is deemed essential by VDOT.

d. FUELED AND READY: The Contractor, at their own expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site. The Contractor shall also provide any accessories necessary to operate the needed equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies.

e. ADDITIONAL TRUCKS OR EQUIPMENT: VDOT reserves the right to supply additional trucks and/or equipment from VDOT sources if deemed necessary.

H. WORK ASSIGNMENTS: All projects will be assigned as they become available. VDOT shall determine the order of completion of the projects in the event multiple projects are assigned simultaneously.

I. 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 or designee.

2. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct of all the Contractor’s and subcontractor’s personnel while at the work site.

3. CONTRACTOR’S PERSONNEL: The Contractor’s, and subcontractor’s, personnel shall at all times serve the traveling public, landowners and citizens throughout the Bristol District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed or promised to the Contract Administrator or designee.

4. BEHAVIOR: Behaviors displayed by the Contractor’s employees, such as catcalling, whistling, leering, and other similar gestures shall not be tolerated. Anyone exhibiting such behavior will be barred from the

Bristol District/Lebanon Residency work site permanently. Repeated incidents may be grounds for termination of the purchase order at the discretion of VDOT.

5. VA811: When digging is required, the Contractor shall contact VA811 for marking underground utilities prior to the performance of work. The Contractor shall not dig until verifying the marking has occurred.

The Contractor shall be responsible for any damages caused when VA811 guidelines are not followed.

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

7. REVIEW OF WORK SITE: The Contract Administrator, or designee, will review the work site with the

Contractor prior to the start of work.

8. DELIVERY, PARKING, AND STORAGE: The Contractor shall not deliver nor store equipment within the VDOT Right-of-Way or on VDOT property without first obtaining written permission from the

Contract Administrator. However, if the Contract Administrator approves the parking and storage arrangements, VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at the site.

9. 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

Contractor shall complete the clean-up within four (4) hours of being notified. The Contractor shall dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material and debris shall be left within the completed work area or buried on the job site, but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. Associated costs shall be worked into the line item bid prices.

10. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of their employees as well as all subcontractors that may be utilized, using their best skill and attention.

Subcontractors who perform work under this contract shall be responsible to the Prime Contractor.

11. COORDINATION WITH VDOT: At all times, VDOT will have the right to be advised, upon request, of the status of work being done by the Contractor, and details of that work. The Contractor shall maintain coordination with the VDOT Contract Administrator or designee. The Contractor shall verify daily completions with the Contract Administrator or designee to ensure progress continues on the project.

J. TRAFFIC CONTROL:

1. COORDINATION WITH THE TRAFFIC OPERATIONS CENTER: All lane closures shall be in accordance with the current Bristol District Limitation of Operation, coordinated with the Traffic

Operations Center (TOC), and entered into VDOT’s Lane Closure Access Management System (LCAMS).

The Contractor shall notify the TOC by a method or system prescribed by VDOT thirty (30) minutes before a planned and approved lane closure is installed and notify the TOC within thirty (30) minutes after the installed lane closure is removed. If the Contractor is found to have installed a lane closure without notifying the TOC or the Contract Administrator, the Department may require the Contractor to remove the lane closure until such time the Contractor can demonstrate to the Department that the Contractor can fully comply with the requirements of the contract lane closure notifications.

2. LANE CLOSURE ACCESS MANAGEMENT SYSTEM (LCAMS): The Contractor shall have access to

VDOT’s LCAMS system via username and password and at least two (2) employees trained on the system.

The Contractor shall complete training for the LCAMS system within 60 days of award. The Contractor shall be responsible for entering lane closures into the system for each location where the Contractor is completing work. If the Contractor does not have access at the time of contact award, the Contractor shall gain access to LCAMS within 30 days of the Notice of Contract Award or prior to contract execution, whichever is sooner.

Bristol District/Lebanon Residency

3. TRAFFIC CONTROL SIGNS AND STANDS: The Contractor shall supply, erect and dismantle all channeling devices and traffic control signs and stands in accordance with VDOT Policy and the current version, including revisions, of the VWAPM. The cost for these traffic control devices shall be incorporated into the prices bid. The laborer(s) will be paid for setting up and breaking down these traffic control devices.

4. PORTABLE TEMPORARY RUMBLE STRIPS: This work may consist of employing Portable Temporary

Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times designated herein, in the VWAPM, VDOT IIM-TE-386.2, or as directed by a VDOT representative. IIM-TE-386.2 provides additional requirements and guidance beyond what is shown in the VWAPM for flagging operations on two-lane roadways. The Contractor shall only use Portable Temporary Rumble Strips (PTRS) that are listed on the most current Virginia DOT Pre-Approved Traffic Control Device Listing. The list may be accessed at: https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/

Portable temporary rumble strips are ancillary to the work, and no separate payment will be made for the use of the rumble strips when required. The cost for PTRS shall be worked into the bid prices.

K. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES, AND REGULATIONS: The Contactor shall ensure that all personnel and equipment comply with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes, but is not limited to, equipment having vehicular backup alarm systems and flashing lights, and equipment that contains a roll over protection system shall be equipped with seat belts that shall be worn by the occupants while in use. Refer to Special Terms and Conditions #32 for Safety and Health Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contactor 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 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.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the Contract Administrator, or designee, 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 worker’s 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.

4. SAFETY EQUIPMENT: The Contractor shall also 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 is not limited to, safety hats, garments, steel toe shoes, gloves, and glasses. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety garment shall have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT. The Contractor shall provide

Personal Protective Equipment (PPE) for the equipment operators and laborers.

5. FIRST AID KITS: The Contractor shall ensure that a First Aid Kit is on each job site at all times. The first aid kits shall contain at least the minimum number and types of supplies as required by the OSHA and

VOSH Standards.

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/

Bristol District/Lebanon Residency

L. AUTHORIZED WORK HOURS:

1. SCHEDULES: Scheduled work hours will be 7:00 a.m. – 3:30 p.m., Monday through Friday. Work may be performed during day or night depending upon location. The work hours will vary during the contract period and may be changed at the discretion of the VDOT Contract Administrator. The Contractor may be required to work extended hours (i.e. nights, weekends, and holidays) to complete ordinary maintenance work and planned scheduled work or due to road closures or a need for critical response; the Contractor shall be paid at the normal rate for extended work hours. No work shall be performed on Primary roadways after 12:00 pm (noon) on Fridays without the approval of the VDOT Contract Administrator or designee. In the event of a Critical/Immediate Need, the Contractor may be paid an Immediate Response fee (refer to paragraph IV.L.3).

VDOT may request a standing weekly meeting or as-needed meeting depending upon volume of work requested or in progress. At this meeting VDOT would confirm or revise project priorities as needed based on changing needs, address on-going project(s) status / schedule and address other performance, scheduling, resource availability and coordination as necessary. This cost shall be included in the line item pricing for the supervisor.

2. HAZARDOUS CONDITIONS: No work shall be performed when the weather or other unforeseen conditions create a safety hazard or adversely affect the effectiveness of the work activities, or at the discretion of VDOT. Any subsequent memorandums from VDOT’s Administrative Offices directing work restrictions shall also apply to this contract.

3. HOLIDAY WORK RESTRICTIONS: Work shall not be performed on any Virginia state or federal holidays unless approved by the Contract Administrator or designee. If holidays occur on a Sunday, the following Monday shall be considered the holiday. Work will not be permitted from 12:00 p.m. (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 p.m. (noon) the preceding Friday and when a holiday falls on a Friday, work will not be permitted until the following Monday, unless otherwise approved by the

Contract Administrator or designee.

M. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: VDOT will issue a Purchase Order, 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 either provide a written Scope of Work or a Work Request /

Estimate Form identifying the work location, the date(s), and the Scope of Work. Upon approval of the

Contractor’s estimate, a Work Order will be issued to the Contractor incorporating the Contractor's estimate, whether work is to be performed at night or during daytime hours, and the terms and conditions of the basic contract, which will be the official work notification.

The Primary Contractor shall be the bidder with the lowest responsive, responsible bid. The Contract

Administrator, or designee, will contact the Primary Contractor first to schedule work based upon the needs of VDOT. If the requested Primary Contractor is unable to mobilize equipment to a work location in accordance with the response time requirements listed below, then the Secondary Contractor will be contacted. All work shall be completed by the Contractor currently working on that VDOT job assignment, regardless, if it is the Primary or Secondary Contractor. Contractors will not be substituted in the middle of a work assignment. If there is a need, more than one contractor may be working at the same time.

a. All work, regardless of the estimated amount, shall require an estimate from the Contractor based on the contractor’s site visit, investigation and analysis of the project. The estimate shall include a breakout of quantities of equipment and labor to be billed at the contracted hourly rates, materials needed, and the number of days to complete the project. In case of immediate/critical need, a verbal estimate and verbal work request will be sufficient for the Contractor to begin work. A written confirmation (Work Order) will follow within 48 hours detailing what was agreed to verbally.

Bristol District/Lebanon Residency

b. The Contractor shall conduct the site visit within five (5) business days of notification from the

Contract Administrator, unless otherwise agreed. The cost to visit the job site shall be included in the overhead rates that are incorporated into the prices quoted on the Pricing Schedule.

c. The Contractor shall submit the estimate to the Contract Administrator within five (5) business days of the site visit, unless otherwise agreed. If the estimate is not considered fair and reasonable, or VDOT does not agree with the equipment or materials proposed to be used, 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 competitively bid the work separately from this contract.

d. The schedule for the initiation and completion of the work shall be determined and agreed upon on a project-by-project basis. The schedule shall include the time for acquisition and delivery of materials.

2. CONFIRMATION/RESPONSE TIME:

a. The Contractor shall confirm receipt of the work assignment within eight (8) hours of notification from VDOT Contract Administrator and shall begin work within three (3) calendar days of receipt of the approved Work Order, unless mutually agreed upon based on the project. At the time of notification, the Contractor may 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 four

(4) hours after being contacted by the Contract Administrator or designee, and work shall begin within six (6) hours. At the time of notification, the Contractor may request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

Site visits may be waived for critical/immediate response mobilization.

3. CRITICAL/IMMEDIATE MOBILIZATION: In the event of a critical/immediate need, the Contract

Administrator, or designee, may request the Contractor furnish any or all listed equipment within six (6) hours of notification. If the Contractor is unable to provide service, VDOT may procure these services from another source.

4. CRITICAL/IMMEDIATE RESPONSE FEE: An Immediate Response Fee of $1,500 will be paid per work location for responding to an immediate response service call within the six (6) response time, or by the response time agreed to by the Contract Administrator in response to a request for additional time.

Contractor’s equipment and operators shall be on site and ready to work to receive the immediate response fee.

5. CONTINUOUS OPERATION REQUIRMENT: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint Form may be issued, in accordance with General Terms & Conditions, Default, Paragraph P.

6. CONTRACTOR’S FAILURE TO REPORT: If a Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form may be issued against the Contractor in accordance with

General Terms & Conditions, Default, Paragraph P.

7. CONTRACTOR’S WEEKLY SCHEDULE: The contractor will provide a weekly schedule to the VDOT

Contract Administrator or designee by 12:00 pm on Tuesday prior to the planned work week, beginning on the following Sunday The format of the schedule is to be determined by the Department and may include, but is not limited to: the route, lane direction, from/to mile marker, the shoulder, lanes or ramp effected, times of work and any other information deem critical by the Department.

Bristol District/Lebanon Residency

8. DECLINING ASSIGNMENT: When the Contractor (Primary or Secondary) is unable to report to an assignment, the Contractor shall provide the Contract Administrator, or designee, written documentation stating why they cannot perform work. The Contractor Release from Contract Form will be signed by the

Contract Administrator and submitted to the Contract Officer for final approval. VDOT will approve or disapprove in writing whether the Contractor is released from contractual responsibilities. If a Contractor

(Primary or Secondary) declines an assignment other than one approved in writing by VDOT, they will be considered in default in accordance with General Term and Condition No. P. A Procurement Complaint form will be issued against the Contractor.

V. PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on May 11, 2026 at the

Lebanon Residency Office, 1067 Fincastle Rd, Lebanon, VA 24266. 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.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and…