160856_Specifications.pdf

Administrative Services/Procurement Fredericksburg Residency Manicured Mowing

IFB # 160856

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Issue Date: April 10, 2026 INVITATION FOR BIDS IFB# 160856

Title: Manicured Mowing; Fredericksburg Residency Commodity Code(s): 98856, 98836 Location Where Work Will Be Performed: Caroline, Spotsylvania and Stafford Counties

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Kristy Jeter Email: Kristy.Jeter@vdot.virginia.gov Phone: (540) 899-4237

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 11:00AM Eastern Standard Time (EST) on April 21, 2026.

Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM EST on May 5, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EST on May 6, 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. VIRGINIA CODE RED OZONE DAYS

H. PREVAILING WAGE RATE DETERMINATION(S)

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.

mailto:Kristy.Jeter@vdot.virginia.gov

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Administrative Services Division

Invitation For Bids IFB # 160856

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 8

VI. METHOD FOR PAYMENT 9

VII. INVOICING 9

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 9, 10

IX. GENERAL TERMS AND CONDITIONS 10

X. SPECIAL TERMS AND CONDITIONS 17

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. Virginia Code Red Ozone Days

H. Prevailing Wage Rate Determination(s)

I. Routes/Locations

J. VWAPM TTC 9.0 for mowing operations

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/

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I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide all equipment, labor, supervision, material and any other incidentals necessary to perform an on-call, as-needed basis for manicured mowing to designated areas in Caroline, Spotsylvania and Stafford Counties in the Fredericksburg Residency Area.

Lot 1: Caroline County Lot 2: Spotsylvania County Lot 3: Stafford County

PERIOD OF CONTRACT: From date of award through 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 Kristy Jeter at Kristy.Jeter@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 AM EST on April 30, 2026.

III. GENERAL DEFINITIONS:

IV. SPECIFICATIONS:

DEFINITIONS:

1. Mowing – Commercial Zero-Turn Mower and Non-Tractor mechanical cutting of herbaceous and woody vegetation.

2. Mowing cycle – One complete mowing of a designated area.

3. Mowing operation – Litter pickup, mowing, string trimming, edging and corrections done on a continuous basis until cycle is complete.

4. Litter – Man made items (bottles, paper, plastic bag, signs with wooden or thin metal stakes) that can be collected by bagging or carried by hand.

5. Day – Calendar Day, Monday through Friday.

6. Debris – Those items that cannot be collected by bagging and hand carried which may need additional assistant to place on truck.

7. Clear Zone – The roadside border area, starting at the edge of the through traveled way (edge of pavement), available for safe use by errant vehicles.

8. Section – Scheduled work per day.

A. SCOPE OF WORK: Manicured mowing operations shall include mowing, weed control, trimming, edging, litter removal, vegetation debris removal, and cleaning of gutter pans, bike paths, curbs, concrete islands, and sidewalks to maintain designated areas, as identified in Attachment I (Routes/Locations). All work must be completed in a neatly manicured condition as specified herein, in the counties of Caroline, Spotsylvania and Stafford. PRIOR to the start of mailto:Kristy.Jeter@vdot.virginia.gov

4 | P a g e any mowing activities, the locations to be mowed shall be thoroughly inspected and all trash and debris shall be removed.

The Contractor shall mow/string trim a minimum of a four (4) foot swath behind all guardrails, one (1) swipe behind all ditches and string trim around all posts, permanent signs, and terminal ends per mowing cycle, unless otherwise directed by VDOT Representative. The Contractor shall mow all turf areas located within the right-of-way to the established or otherwise defined mow lines as described by the VDOT Representative. Generated debris shall be removed from all bike paths, curbs, gutter pans, concrete islands, and sidewalks.

Lowest Cut Limit: All vegetation shall be cut to a height between four (4) and six (6) inches and shall be mowed in a way to exhibit a uniformed appearance without skips or uncut areas. Mowing to a cut of less than four (4) inches is prohibited. Such mowing, including scalping, may damage or kill the desirable turf species. Areas denuded, reduced in vegetation density or scalped due to improper Contractor mowing practices, shall be reseeded at the contractor’s expense, in accordance with the current Road and Bridge Specifications, Section 603 Seeding.

The Contractor’s personnel shall remove vegetation debris from the travel roadways, gutter pans, sidewalks, pavement, walkways and drainage structures adjacent to mowed areas during each mow cycle and after each mowing operation. Contactor shall trim all curb and gutter to the back edge of the curbing during each mow cycle.

Weather permitting, designated areas may be mowed monthly or as directed by the VDOT Representative.

B. TRIMMING: String trimming shall consist of trimming around signs, fences, posts, trees, concrete medians and edging of curbs, behind guardrail, gutter pans, drop inlet (DI) boxes, and sidewalks with a mechanical edger or equivalent device recommended for edging by the manufacturer.

C. TRASH/LITTER PICKUP: Litter removal shall be priced as a separate line item per acre unless otherwise stated in ATTACHMENT I (Routes/Locations). The Contractor shall provide equipment and personnel to collect, remove and dispose of any and all litter from the mowing area PRIOR to mowing. The Contractor’s personnel shall also pickup and dispose of any litter that is discovered during or after mowing operations and shall take all actions necessary to prevent damage to mowing equipment or the traveling public during mowing operations. All litter, as collected, shall be containerized immediately and kept, at all times, out of the traveled portions, shoulders and right-of-ways, (including emergency lanes). Do not blow grass into turn lanes or into the traveling public. Collected litter shall be disposed of in an approved landfill at the end of each day by the Contractor, at the Contractor’s expense.

Large animals (in the weight class of bear or deer) or debris items which cannot be reasonably or safely handled by one or two of the Contractor’s personnel by hand (as determined by VDOT) will be disposed of by VDOT. The Contractor shall immediately notify the VDOT Representative if any hazardous, dangerous or suspect materials are encountered. The Contractor shall not attempt to remove these materials.

D. SCHEDULE OF SERVICES: The manicured mowing season is from April through October of the contract term, monthly or as directed by the VDOT Representative.

The mowing frequency presented in this invitation for bid are approximate and based on an average growing season.

Additional mowing and litter pickup may be ordered or omitted in the contract period as determined by the VDOT Representative. All work shall be performed on an AS-NEEDED basis.

Acre quantities shown in this invitation for bid are estimated and for bidding purposes only. VDOT does not guarantee that the Contractor will perform the estimated quantities of acres or cycles. The total acre quantity listed in each list is representative of one (1) mowing cycle as identified within each LOT. Acre quantities may increase or decrease at VDOTs discretion.

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Price per acre shall remain fixed regardless of vegetation height, condition and/or level of effort necessary to meet the mowing requirements and standards.

E. EQUPIMENT REQUIREMENTS:

1) The Contractor shall utilize a minimum of two (2) Commercial zero-turn and/or walk behind mowers (mows

3 to 4 acres per hour) and weed eaters. Mowers shall be equipped with amber oscillating safety lights that can be seen in 360-degree directions.

2) It is the Contractor’s responsibility to have sufficient equipment to properly perform the mowing operation to complete each cycle in 18 business days per county to provide a neatly manicured appearance. Equipment shall in no way impede traffic at any time or present a hazard to the Contractor’s employees or the traveling public. Mowers shall be equipped with appropriate safety devices to prevent objects from being thrown into traffic. VDOT reserves the right to inspect equipment prior to award of the contract and any time during the contract period. No payment shall be made to the Contractor to have VDOT inspect the equipment.

3) The Contractor shall furnish all accessories and hand tools necessary to successfully complete the work.

VDOT reserves the right to determine the needs related to the services described in this invitation for bid and direct the crew and equipment to various locations within the designated areas of Caroline, Spotsylvania and Stafford Counties, in order to best accomplish the required tasks.

4) The Contractor’s equipment and capacity shall meet minimum requirements of Occupational Safety and

Health Standards (OSHA), Virginia Occupational Safety and Health Agency (VOSH) and the National Cooperative Highway Research Program (NCHRP) 350 specifications and/or standards and the current Virginia Work Area Protection Manual (VWAPM).

5) A completed Attachment D – Vendor Qualification and Equipment Certification Form with all equipment intended for use on this contract shall be submitted with bid response. In the event a piece of equipment breaks down, and cannot be fixed, a replacement piece may be substituted, but must be added to form, resubmitted and inspected before it can be used on this contract.

6) Blades/Cutting edges: All blades on mowing equipment shall be sharp to provide a clean cut. Rough cuts due to dull blades may result in poorly groomed turf. The Contractor, at his own expense, shall re-mow those areas that do not leave a uniform appearance.

7) Storage of Equipment: The Contractor shall not park or stage equipment along the right-of-way or on VDOT property without prior written approval from the VDOT Representative. Contractors choosing to park equipment on VDOT right-of-way do so at their own risk. VDOT will not be liable for any loss including damage, theft or vandalism. All parking on VDOT’s right-of-way shall be done in a safe manner and out of the way of the traveling public. If damage is done to the landscaping where parked, the Contractor shall take immediate action to permanently fix the grounds and move equipment. There shall be no parking, staging or storing of equipment in any of the VDOT commuter lots.

F. PERSONNEL REQUIREMENTS:

1) The Contractor shall assign one (1) person as the Contract Representative, who will have the authority to execute this contracted work. This person’s name and contact information shall be provided to the VDOT Representative at the commencement of work. This person shall be able to communicate in English both verbally and in writing and have a comprehension of the English language. This person shall be available to communicate with VDOT personnel during normal business hours.

2) Contractors must have a minimum of 1 person that holds the Intermediate Work Zone Card on site while mowing or litter removal operations are underway. VDOT reserves the right to ask for this card before work commences and at any time during the contract term.

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3) The Contractor shall assign one (1) person as the on-site supervisor who will have the authority to take immediate action to take immediate action to correct conditions determined by VDOT to be unsafe, or otherwise not in accordance with the terms of this contract. This person shall be able to communicate in English both verbally and in writing and have a comprehension of the English language. This person shall be available to communicate with VDOT personnel during the mowing and litter removal operations.

4) At a minimum, all Contractor personnel shall comply with the following, unless otherwise determined unsafe or inappropriate in accordance with OSHA regulations:

a. Hard hats shall be worn at all times while in the VDOT right-of-way.

i. This includes setting up work zones, litter removal, weed eating, mowing, tear down of work zones, etc.

b. Respiratory protective equipment shall be worn whenever an individual is exposed to any item listed in the OSHA Standards as needing such protection unless it is shown the employee is protected by engineering controls.

c. Adequate eye protection shall be worn while performing weed eating or mowing operations

d. Safety vest shall be worn at all times while in the VDOT right-of-way.

i. This includes setting up work zones, litter removal, weed eating, mowing, tear down of work zones, etc.

e. Standards and guidelines of the current Virginia Work Area Protection Manual shall be used when setting, reviewing and removing traffic controls.

f. Flaggers shall be certified according to the Virginia Flagger Certification Program.

g. Steel-toed shoes shall be worn at all times.

G. TRAFFIC CONTROL REQUIREMENTS:

1) The Contractor shall have at least one designated person, with a VDOT approved Intermediate Work Zone Card assigned to set up the work zones. This card must be kept on their person at all times. VDOT reserves the right to ask for this card. If the assigned person does not have the card on their person, the jobsite may be shut down for the day.

2) The Contractor shall provide all traffic control, including but not limited to, the signs and sign stands during all mowing and litter removal operations.

3) The sign stands, signs, proper erection, placement and maintenance of all traffic control devices shall be in accordance with the guidelines set forth in the Manual on Uniform Traffic Control Devices (MUTCD) and the most current Virginia Work Area Protection Manual (VWAPM) and any revisions thereof.

4) The Contractor shall follow the VWAPM TTC 9.0 for mowing operations (Attachment J). VDOT’s

Representative will suspend all mowing operations if the incorrect traffic control is used. The Contractor shall not resume operations until the correct traffic control is in place.

5) All signs must be properly maintained for cleanliness, visibility and correct positioning. The Contractor shall promptly replace signs not meeting this criterium solely as determined by VDOT.

H. FINAL INSPECTION:

1) The Contractor shall notify VDOT Representative daily in writing via email when manicured mowing routes are completed, their location and number of litter bags removed. The log sheet shall be provided by the VDOT Representative.

2) Once notice has been received, VDOT shall have 2 business days to inspect for compliance. Any deficiencies found shall promptly and permanently be corrected within 24 hours by the Contractor’s sole expense prior to final acceptance of completed work.

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I. BILLABLE TIME:

1) Time will only be paid for acreage completed. No time will be allowed for downtime or servicing

Contractor’s equipment.

2) There will be no pay for travel time.

J. METHOD OF ORDERING WORK:

1) Prior to the first mowing of each year, the VDOT Representative may request a start-up meeting to review the contract specifications, routes, mowing width and length, including but not limited to, the guardrails, safety, traffic control and operations, etc. If the VDOT Representative requests such a meeting, the Contractor shall attend the meeting at a time and location mutual to VDOT and the Contractor.

2) The Contractor shall be provided a Notice to Proceed via email by the VDOT Representative a minimum of ten (10) business days prior to the mowing season start date. The mowing season start date will be contained in the notice to proceed. The Contractor shall have two (2) business days to review and confirm the Notice to Proceed. No work shall be performed prior to the issuance of a Purchase Order. VDOT shall provide that Contractor with the route log sheet that shall be submitted daily to the VDOT Representative during mowing operations.

3) Hours of Work: Unless approved by the VDOT Representative or noted on specific routes, mowing operations may commence at 7:00am and continue until one hour before sunset, MONDAY through FRIDAY. There will be no mowing operations on Saturdays, Sundays or Holidays without PRIOR WRITTEN approval by the VDOT Representative.

Commonwealth of Virginia holidays are to include January 1st, Martin Luther King Day, George Washington Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election Day, Veteran’s Day, Thanksgiving Day (to include the day before and the day after), Christmas Day (to include the day before and the day after). If any of these holidays occur on a Sunday, the following Monday shall be considered a holiday.

The Contractor will not be permitted to work on the day preceding or the day following January 1, Memorial Day, July 4, Labor Day, Thanksgiving Day and Christmas Day. The Contractor shall notify the VDOT Representative each day in writing of their locations before they commence operations.

4) Time to Complete:

a. Completion of mowing shall be defined as complete mowing of all areas identified by section including litter removal and non-tractor mowing to a uniform standard in accordance to the specifications within.

5) The actual quantities of work during the term of awarded contract are unknown and will be estimates only.

Factors that may determine the actual quantities, frequencies of service and/or level of service may include but are not limited to Executive Orders and Departmental directives affecting funding allocated for the services described in this solicitation.

At VDOT’s sole discretion, any or all of the quantities may be eliminated; by signing this invitation for bid, the Bidder agrees that no claims for Contractor costs or damages will be allowed for a decrease or elimination of the estimated quantities or the failure of their company being utilized by a Commonwealth of Virginia entity.

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

K. CONTRACTOR RESPONSE REQUIREMENTS:

1) The Contractor shall notify the VDOT Representative prior to beginning daily activities. The Contractor shall maintain coordination with the VDOT Representative at all times. In the event VDOT is not notified via email by the Contactor of start time, locations, or completion as required. The Contractor shall be considered in breach of contract and payment(s) may be delayed due to the inability of VDOT to validate the worksite to ensure compliance with the specifications of the contract.

2) During the mowing operation, the Contractor shall be responsible for:

a. notifying the VDOT Representative via email, each morning of the start time, routes that are scheduled to be completed. Texting is NOT an acceptable form of communication for this.

b. notifying the VDOT Representative via email, at the end of each day the end time and routes that were completed and ready for VDOT inspection and approval. Texting is NOT an acceptable form of communication for this.

VDOT Representative will provide daily log sheet at the start of each mowing cycle. It is VDOT’s responsibility to approve each section within three (3) business days following completion of the mowing operations in order to allow the Contractor time to correct any deficiencies within the next 24-hour time period. In the event VDOT is not notified via email by the Contractor at start time, locations or completion as required, the Contractor shall be considered in breach of contract and payment(s) may be delayed due to the inability of VDOT to inspect the worksite to ensure compliance with the specifications of the contract.

3) Once the mowing begins, the Contractor’s mowing operations shall be continuous on a daily basis until completion. No additional time will be given for equipment breakdowns and scheduling problems.

Extensions will only be considered due to weather conditions where mowing operations are cancelled or suspended by the VDOT Representative

4) The Contractor shall complete work within the hours/business days as indicated on Attachment J (Routes/Locations).

5) Any changes to work schedules, commencement/completion times or changes to original approved Notice to

Proceed must be approved by the VDOT Representative in advance.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 11:00AM EST on April 21, 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/28925680937674?p=vjKTw57QrYvEeqUvwd https://teams.microsoft.com/meet/28925680937674?p=vjKTw57QrYvEeqUvwd

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Meeting ID: 289 256 809 376 74 Passcode: Kw9477qc

Need help? | System reference Dial in by phone +1 434-230-0065,,186383751# United States, South Hill Find a local number Phone conference ID: 186 383 751#

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 at the end of each mow cycle to the address 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.

Virginia Department of Transportation

Attn: Business Office 86 Deacon Road

Fredericksburg, VA 22405

In lieu of mailing, invoices may be submitted as an attachment via email to fredresidencybusinessoffice@vdot.virginia.gov and copy the Contract Administrator at shannon.chambers@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://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjczNjFjMjktNjEwYy00NzY1LTg2MGEtOTU0NzY0OTlkYjZk%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222f07af06-9f9d-4602-b4fa-0dc5655a080e%22%7d tel:+14342300065,,186383751 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=186383751 mailto:edi@doa.virginia.gov mailto:fredresidencybusinessoffice@vdot.virginia.gov mailto:shannon.chambers@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html

10 | P a g e 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 May 6, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/269503192912748?p=MvvqtoRCUNzpARZbQT Meeting ID: 269 503 192 912 748 Passcode: se7N2mU3

Need help? | System reference Dial in by phone +1 434-230-0065,,136649659# United States, South Hill Find a local number Phone conference ID: 136 649 659#

The bid opening will begin promptly at the time indicated. At the start of the conference the VDOT Representative will conduct a roll call to identify the individuals participating on the call. Participants will be requested to provide their individual name, company name and contact information during the roll call.

If you are unable to access the teleconference at the scheduled time, please contact the Contract Officer via email and a bid reading will be provided.

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

IX. GENERAL TERMS AND CONDITIONS:

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, https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/269503192912748?p=MvvqtoRCUNzpARZbQT https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjJiZTlkNDctMjU4OC00ZDY5LTlhMDctMWUyYTljMjIwYWIz%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222f07af06-9f9d-4602-b4fa-0dc5655a080e%22%7d tel:+14342300065,,136649659 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=136649659 http://www.eva.virginia.gov/

11 | P a g e 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.

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:

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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. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364.

Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this

13 | P a g e section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan.

Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

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1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the

Commonwealth may terminate this agreement after verbal or written notice without penalty. Upon termination the Commonwealth may procure the goods or services contracted for from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.

Q. OMMITTED

R. OMMITTED

S. OMMITTED

T. INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder further certifies that the contractor and any subcontractors will maintain these insurance coverage during the

15 | P a g e entire term of the contract and that all coverage will be provided by companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer.