Administrative Services/Procurement Salem District/Interstate Maintenance Asphalt Milling & Patching Services

IFB #160888

Issue Date: 04/29/2026 INVITATION FOR BIDS IFB# 160888

Title: Asphalt Milling & Patching Services Commodity Code(s): 91384, 91371 Location Where Work Will Be Performed: I-77 Carroll County

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Shonda Fowler Email: Shonda.Fowler@vdot.virginia.gov Phone: (540) 655-2130

NOTE TO BIDDERS

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

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

Virtual Public Bid Opening Date and Time: 10:00 AM EST 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. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

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.

Administrative Services Division Salem District/Interstate Maintenance Operations

Invitation For Bids Invitation For Bids IFB # 160888 Asphalt Milling & Patching Services – I-77

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 10

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 11

IX. GENERAL TERMS AND CONDITIONS 12

X. SPECIAL TERMS AND CONDITIONS 18

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. Virginia Code Red Ozone Days

F. 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/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide Paving Crew(s) to perform “patching operations”, on I-77 in Carroll County, located within the Salem District, in accordance to the specifications and terms contained herein.

The contract will be based on tons of asphalt placed. Contractor shall also perform flexible pavement planning (milling) and replacing various pavement markings/markers and rumble strips related to the work being performed under this contract and as directed by VDOT.

PERIOD OF CONTRACT: The initial term or period of the contract shall be for a two-year (24 month) period with the effective 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 “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 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 BID:

Any questions regarding this invitation for bid shall be addressed to Ms. Shonda Fowler at shonda.fowler@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 by 4:30 PM 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:

Work performed under this contract shall include but is not limited to proper placing and compaction of asphalt for the purpose of repairing surface failures at various sites on as identified below, to include all on and off ramps. Contractor shall provide all labor, supervision, equipment with experienced operators, mobilization, tools, traffic control, equipment maintenance, fuel, insurance on all equipment (certification will be required) and any other incidental items needed to perform on-call patching services, to include flexible pavement planning and replacement of pavement markings/markers and rumble strips disturbed during patching operations. In most cases VDOT will supply all materials, but there may be an occasion where the Contractor may be asked to provide. Contractor will pick up and deliver all material to each work site.

Route Begin End I-77 Wythe County Line North Carolina State Line mailto:shonda.fowler@VDOT.virginia.gov

SPECIFICATIONS & STANDARDS: All work shall be performed per the 2020 VDOT Road and Bridge Specifications, or latest version, sections 310.01-310.03, 315.01-315.07, 515.01-515.03, 704.01-704.03 and direction given by the VDOT Contract Administrator, or designee.

All traffic control shall conform to the latest editions of the Manual on Uniform Traffic Control Device standards (MUTCD) and the Virginia Work Area Protection Manual (VWAPM). Contractor’s equipment shall meet OSHA and VOSH Standards. Additionally, the Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment and safety regulations at all times.

B. ASPHALT PATCHING:

Contractor shall deliver and place approved asphalt materials to meet individual specifications for each location on an “as needed” basis throughout the contract period. All related cost for this service will be included in the “per ton” price shown in the contract. Placement of asphalt/tack coat shall be per the 2020 VDOT Road and Bridge Specifications, sections 310.01-310.03, 315.01-315.07 concerning placement of bituminous concrete.

A copy of the current version of the VDOT Road and Bridge Specifications can be found at: Road and Bridge Specifications | Virginia Department of Transportation

Work shall consist of removing deteriorated pavement, disposing of unsuitable materials, cleaning the area and repairing with appropriate asphalt mixes, in areas designated by the VDOT Contract Administrator or designee. The VDOT Contract Administrator or designee will designate the asphalt mix, placement depth and the surface areas for preparation and restoration to be achieved prior to beginning work. It is not anticipated that SMA will be used during this contract.

The Contractor shall plan the work to completely restore or replace the final pavement surface to finish grade with new asphalt, prior to opening such work area up to traffic. The Contractor shall not leave any uneven grades or drop offs upon the conclusion of each shift.

Pavement patching operations shall be limited to 500 feet in length per patch per lane. The Contractor shall have the ability to patch areas with a minimum width of 4’ to a maximum width of 12’. Size and depth of patches will vary and will be determined by VDOT’s Contractor Administrator or designee.

A minimum order for the Asphalt Patching will be 20 tons.

Contractor shall deliver and place approved asphalt crack filling material to meet individual specifications for each location on an “as needed” basis throughout the contract period. All related cost for this service will be included in the “per Linear Foot” price shown in the contract. What line is being used to pay for this service?

C. FLEXIBLE PAVEMENT PLANING:

Contractor shall provide flexible pavement planning (milling), at a size and depth to be determined by the VDOT Contract Administrator or designee. Payment will be made per square yard per inch of depth throughout the contract period on an “as needed” basis for maintenance per 2020, or latest edition, VDOT Road & Bridge Specifications sections 515.01-515.03. The Contractor shall be responsible for the cleanup and disposal of all milling debris to assure that no build-up of the millings is allowed to cause drainage problems along the edge of the pavement. Spot milling consists of milling multiple locations of variable widths and lengths as determined by the VDOT’s Contractor Administrator or designee. All related costs for this service shall be included in the unit price. Contractor and the appropriate VDOT Representative shall agree upon and document all quantities at the end of each shift.

The Contractor shall take care to protect and not remove /destroy any more pavement markings and/or markers than necessary, to perform the work.

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/

D. PAVEMENT MARKING/MARKERS:

The Contractor shall provide replacement of all removed or destroyed pavement markings, rumble strips and raised pavement markers on an “as needed” basis per 2020 VDOT Road and Bridge Specifications, sections 704.01-704.03.

The Contractor shall be required to prepare the pavement surface prior to placing pavement markings/markers.

Preparation shall include cleaning of all dirt, dust particles, and loose materials from old markings that would interfere with the adhesion of the new marking to the old marking or to the road surface. In addition, Contractor shall protect all markings from vehicular traffic until the surface can be run over by vehicular traffic without any damage to the markings or to the vehicular traffic.

E. EQUIPMENT AND CREW:

The equipment offered by bidders shall be suitable for the intended purpose. Transportation of all equipment shall be included in the bid price.

The Contractor shall provide a roller capable of providing proper compaction per VDOT Specification and Section 315.05(e)(2) of the Road & Bridge Specifications. All cost associated with this equipment shall be incorporated into the bid line-item pricing for the Bituminous Asphalt, Hot Laid in place.

All Crew persons shall possess the knowledge, skills, and abilities to perform all aspects of operation of the equipment and to follow the practices and methods of roadway maintenance and construction used by VDOT. The operators shall also be capable of completion of the assigned work.

The Contractor’s operators shall not create any hazardous condition with the operation of the equipment.

F. DISPOSAL:

The Contractor shall be responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the job site but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. No VDOT dumpsters are to be used for debris disposal. Disposal costs for millings and pavement markings are to be incorporated into the bid line-item pricing.

In the event that the Contractor discovers any suspicious activity or suspected hazardous or foreign material within the

VDOT Right of Way, while engaged in any active and/or standby operations performed under this contract, the Contractor shall immediately report such discovery to the law enforcement authorities, and to the respective VDOT office.

G. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to VDOT specifications and completed to the satisfaction of the VDOT Contract Administrator or designee.

2. COMMUNICATION: Each crew shall have at least one crewmember that communicates in English (both orally and in writing) and comprehends the English language. This crewmember shall communicate instructions to other crewmembers or coordinate this communication. The English used by this person must be understood by VDOT personnel. Additionally, any crewmember that is used as a flagger shall speak only English while performing this duty as required by the Virginia Work Area Protection Manual.

3. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct of all personnel and

Subcontractors while at the work site.

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

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

6. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure his capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein.

H. MATERIALS: VDOT reserves the right to require the Contractor to provide all the materials for use as part of this contract and the contractor shall be responsible for the following liquid asphalt, plant mix, tack, raised pavement markers, etc. at invoiced cost with no mark ups. All materials shall be in accordance with the Virginia Department of Transportation Road and Bridge Specifications, 2020 or latest edition and must be furnished from an approved vendor listed on the VDOT Approved Products listing.

A copy of this listing can be obtained at http://www.virginiadot.org/business/resources/Materials/Approved_Lists.pdf. The VDOT Contract Administrator or designee will certify that all materials are from a VDOT approved source.

If the Contractor is providing materials, a list of all materials and their estimated cost shall submitted to the Contract Administrator. If the Contractor’s estimate is not considered to be fair and reasonable, the Contractor will be asked to review his estimate and re-submit. If the revised estimate is still not considered to be fair and reasonable, VDOT reserves the right to obtain competitive quotes for the repairs separate from this contract. The Contractor shall return the Work Order complete with their estimate and signature within three (3) business days or as mutually agreed between both parties, for scheduled work.

Once VDOT receives the completed Work Order from the Contractor, the Contract Administrator will review and upon approval issue a final Work Order as the official notice to commence work. No work shall begin prior to the receipt of the final Work Order. additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis. The Purchase Order number shall be included in all correspondence and on all invoices.

All delivery tickets shall be signed by the Contractor and turned into the appropriate VDOT representative daily. These will be used to verify delivery amounts and invoice costs.

Material will only be paid for the amount that is utilized. If the contractor purchases bulk material and stores it for use as part of this contract, at such time it is utilized the contractor must submit a breakdown of material with the invoice. This breakdown shall include the amount used, the cost per unit and the extension. Material costs shall be billed at the contractor’s actual invoice cost (contractor shall furnish copies of all invoices for materials).

At any time VDOT may elect to provide materials for use as part of this contract and the contractor may be directed to pick up, sign and/or arrange for delivery of the material.

I. SAFETY REQUIREMENTS:

1. The Contractor shall provide and ensure 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, hard hats, safety vests, steel-toed shoes, gloves, glasses, etc. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety vest shall not have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

2. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards.

3. The operators, shall at all times, shall obey all traffic and safety rules and regulations and not create any hazardous conditions with his equipment.

http://www.virginiadot.org/business/resources/Materials/Approved_Lists.pdf

4. The contractor shall be responsible for reviewing the area and pick up any material that would possibly damage his equipment or the traveling public when patching. All equipment shall have all required safety equipment.

Equipment shall be well maintained and shall be available for use on a regular basis. The Contractor shall have sufficient laborers and hand tools to facilitate asphalt joining, etc.

5. All operations contained in this contract shall run only in the direction of traffic.

J. TRAFFIC CONTROL:

1. The Contractor shall be responsible for furnishing all labor, signs, sign stands, flags, cones, arrow panels, truck-mounted attenuators, message boards, vehicles and other items necessary to provide traffic control incidental to completing the work in this contract and in accordance with the 2026, or latest edition, of the Virginia Work Area Protection Manual and traffic engineering guidelines and principles. The Contractor shall be responsible for obtaining subsequent revisions of the Manual and for implementing any revised traffic control measures during each term of the contract. All traffic control will be paid for on the bid line items 17-23.

2. The Contractor shall be required to provide a copy of the Intermediate and Basic Work Zone Traffic (WZT) Control Training certificate(s) to the Contract Officer prior to award. Each crew performing work must include one (1) employee who, at a minimum, is verified by VDOT in Basic Work Zone Traffic Control and have available, one (1) employee verified as Intermediate WZT certified.

3. The VDOT Contract Administrator, or designee, will suspend operations at the Contractor’s expense if incorrect traffic control measures are set up. The Contractor shall be required to cease all operations and remove the lane and/or shoulder closures. Contractor shall then submit a hand-drawn sketch of the proposed revised traffic control plan to the on-site VDOT contract manager for approval. The Contractor shall not resume operations until the corrected Traffic Control measures are fully implemented. If the Contractor has questions, he/she shall immediately contact the VDOT Contract Administrator or designee for clarification. In the event of a dispute, the VDOT representative can contact the District Work Zone Safety Coordinator for resolution. The Work Zone Safety Coordinator shall have the final decision.

4. The Contractor shall be responsible for displaying and removing all traffic control devices. The Contractor shall remove signs and stands at the end of shift, except as needed for the safety of the traveling public. A day is considered 24 hours for the traffic control line items with a UOM by day.

5. All lane closures and infringements shall be coordinated with the Salem Traffic Operations Center (STOC). The

Contractor shall notify the STOC control room of emergencies and lane closures upon the start and conclusion of the work zone. The telephone number and contact person will be provided to the successful bidder prior to the start of work.

K. AUTHORIZED WORK HOURS:

Unless specified otherwise, all work related to this contract shall be performed at night. Authorized work hours shall be

Sunday night through Thursday night:

- Shoulder Closures – 8:00PM – 6:00AM

- Single Lane Closures – 10:00PM – 6:00AM

- Double Lane Closures – 9:00PM – 6:00AM

Traffic backups from any work zone shall be limited to a maximum of two (2) miles beyond the beginning of the work zone (Road Work Ahead Signs).

Work zones, with backups beyond the two (2) mile maximum, will be removed from the roadway until traffic resumes its normal flow pattern.

Nighttime work shall be required based on location of work and potential for traffic backups. Bid prices shall reflect work being performed at night.

Holiday Restrictions:

• New Year’s: between the hours of 12:00 noon, December 31st and 6:00AM, January 2nd. If New Year’s Day is on

Saturday or Sunday, then until 6:00AM the following Tuesday.

• Memorial Day: between the hours of 12:00 noon Friday and 6:00AM Wednesday.

• Independence Day: between the hours of 12:00 noon the Friday before the week of Independence Day and 6:00AM the following Monday after the week of Independence Day or 6:00AM Tuesday if Independence Day falls on Sunday.

• Labor Day: between the hours of 12:00 noon Thursday and 6:00 am the following Tuesday.

• Thanksgiving Day: between the hours of 12:00 noon Tuesday and 6:00AM the following Tuesday.

• Christmas: between the hours of 12:00 noon the Friday before the week of Christmas Day and 6:00AM the following Monday after the week of Christmas Day or 6:00AMTuesday if Christmas Day falls on Sunday.

Note: Exceptions to these restrictions will be considered on a case-by-case basis.

L. METHOD OF ORDERING WORK:

For each assignment, the contractor shall be required to report within seven (7) working days after notification and furnish the equipment and service requested by VDOT.

1. WORK NOTIFICATION PROCEDURE VDOT will issue Purchase Orders, which will be for billing purposes only.

VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase Order. The Contract Administrator, or designee, will issue a numbered Work Order (referencing applicable purchase order) that will be the official work notification. The Work Order will outline set-up location. No work shall begin without the receipt of a Work Order. All correspondence, including invoices, shall contain the Work Order number.

2. CONFIRMATION/RESPONSE TIME: After receipt of Work Order, the Contractor shall confirm by e-mail the acceptance of work assignment within 24 hours. The Contractor may, at the time of notification, request additional time to respond. The VDOT Contract Administrator on a case-by-case basis will decide approval of additional response time.

3. CRITICAL RESPONSE/MOBILIZATION: When there is a requirement for a critical response, the Contractor shall confirm within two (2) hours after being contacted by the Contract Administrator with the work beginning within twenty-four (24) hours. The one-time per event critical mobilization fee will apply. The Contractor may, at the time of notification, request additional time to respond. Approval of additional time will be decided by VDOT on a case-by-case basis. If additional response time is approved, the critical response mobilization fee shall be forfeited.

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

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

V. OPTIONAL PRE-BID CONFERENCE: An optional virtual pre-bid conference will be hosted by the Contract Officer at

TIME AM/PM EST on DATE. 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:

Join: https://teams.microsoft.com/meet/246985670005085?p=YzNkRQieziraBscsPU Meeting ID: 246 985 670 005 085 Passcode: v9SU6zW9

Need help? | System reference

Dial in by phone +1 434-230-0065,,199622965# United States, South Hill Find a local number Phone conference ID: 199 622 965#

Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 118 023 155 9 More info

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

Line 1 - Asphalt Placement will be paid per TONS PLACED; this price shall include removing and disposing of unsuitable materials, preparing the areas, applying tack coat, applying asphalt materials, compaction, equipment, labor, supervision, mobilization, traffic control and any incidentals necessary to perform this work.

The Contractor shall verify all quantities with the designated representative of the Department at the end of each day. Both Contractor’s Representative and VDOT Contract Administrator or designee will sign last ticket of asphalt and document quantities on a form provided by VDOT. All Asphalt tickets must be signed by the Contractor representative and copies of the tickets must be sent to VDOT daily.

Lines 2-4 - Planning, Flexible Pavement (Milling) will be paid per SQ YD PER INCH OF DEPTH milled. Three different lines are on the pricing schedule for milling based upon the quantity of square yards to be milled. This price shall include all equipment, disposal of materials, labor, supervision, mobilization, traffic control and any incidentals necessary to perform this work. For billing purposes, in the event depth requested is not a whole number (ex: 1 ½ inch), depth billed shall be rounded to the next whole inch (ex: 2 inches).

https://teams.microsoft.com/meet/246985670005085?p=YzNkRQieziraBscsPU https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTA4ZmMxY2EtZDZhNC00ODI0LTllNTQtMzU2YTg2NzExYmE5%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%229bc2feea-f23f-4e60-baff-2e944b880ef8%22%7d tel:+14342300065,,199622965 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=199622965 https://www.webex.com/msteams?confid=1180231559&tenantkey=commonwealthofvirginia&domain=m.webex.com mailto:edi@doa.virginia.gov

Lines 5-12 - Pavement Markings will be paid per LINEAR FOOT for line markings This price shall include all equipment, disposal of materials, labor, supervision, mobilization, traffic control and any incidentals necessary to perform this work.

There are 8 lines related to pavement markings based on type and size of marking.

Lines 13-14 - Raised Pavement Markers will be paid per EACH marker removed and/or replaced. There are two lines related to this work, one for removal and one for replacement. This price shall include all equipment, disposal of materials, labor, supervision, mobilization, traffic control and any incidentals necessary to perform this work.

Line 15- Rumble Strip installation will be per LINEAR FOOT and shall include placement of rumble strip and liquid asphalt coating (emulsion). This price shall include all equipment, liquid asphalt coating (emulsion), disposal of materials, labor, supervision, mobilization, traffic control and any incidentals necessary to perform this work.

Line 16 – Crack Filling will be paid by LINEAR FOOT. This price shall include all equipment, liquid asphalt coating (emulsion), disposal of materials, labor, supervision, mobilization, traffic control and any incidentals necessary to perform this work.

Line 17 – Stationary Operation On Shoulder – Single Setup (TTC-4.0). The price shall include all materials, equipment and manpower to set up and take down any and all traffic control devices.

Line 18– Lane Closure Operation on 4 Lane. (TTC-16.0, TTC-17.0, TTC-26.0, TTC-27.0, TTC-37.0, TTC-39.0) The price shall include all materials, equipment and manpower to set up and take down of all traffic control devices.

Line 19 - Multi-Lane Closure Operation (TTC-18.0). The price shall include all materials, equipment and manpower to set up and take down of all traffic control devices.

Line 20 - Partial Ramp Closure Operation (Ramp Narrows) (TTC-38.0). The price shall include all materials, equipment and manpower to set up and take down of all traffic control devices.

Line 21 – Full Ramp Closure. Traffic control devices shall include Crash Cushion (TMA), Message Board and drums. The price shall include all materials, equipment and manpower to set up and take down of all traffic control devices.

Line 22 – Crash Cushion (TMA). This line item will be used when additional Crash Cushion (TMA)’s are needed. The price shall include the equipment and operator.

Line 23 – Message Board (PCMS). The price shall include the mobilization programmer and monitoring during the operation.

VII. INVOICING:

Invoices may be submitted weekly to the address listed below. Invoices shall include the contract number, purchase order number, WORK 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 daily by a VDOT Representative and Contractor Foreman on an agreeable format.

VDOT – Salem District Attn: Mike Vanover 731 Harrison Ave.

Salem, VA 24153

In lieu of mailing, invoices may be submitted as an attachment via email to mike.vanover@vdot.virginia.gov mailto:mike.vanover@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

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

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

A virtual public bid opening will be hosted by a VDOT representative at 10:00 AM EST on May 22, 2026.

Join: https://teams.microsoft.com/meet/271009028915903?p=qCt2LUMxP4z8n5PyGO Meeting ID: 271 009 028 915 903 Passcode: BP6SK3Nd Need help? | System reference

Dial in by phone +1 434-230-0065,,192473909# United States, South Hill Find a local number Phone conference ID: 192 473 909#

Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 111 526 686 2 More info

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.

https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/271009028915903?p=qCt2LUMxP4z8n5PyGO https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzkzODczY2EtNjUyOS00MzM0LTlhOTEtMzhjMTI0NTE1YjFm%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%229bc2feea-f23f-4e60-baff-2e944b880ef8%22%7d tel:+14342300065,,192473909 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=192473909 https://www.webex.com/msteams?confid=1115266862&tenantkey=commonwealthofvirginia&domain=m.webex.com

IX. GENERAL TERMS AND CONDITIONS:

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

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

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

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

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

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

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

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

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

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 http://www.eva.virginia.gov/ contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

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

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

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

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

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

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

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

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

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

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

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

e. 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 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.