161014 Specifications, Forms, Attachments.pdf

Administrative Services/Procurement

Richmond District Chesterfield Residency

Hired Equipment with Operator

IFB #161014

Issue Date: June 23, 2026 INVITATION FOR BIDS IFB# 161014

Title: Hired Equipment with Operator

Commodity Code(s): 9758677160, 9753410447, 9753410093, 9626941330, 9752465100, 9752465060, 9688480244

Location Where Work Will Be Performed: Richmond District

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Cheryl Lewis

Email: Cheryl.Lewis@vdot.virginia.gov

Phone: (804) 786-5959

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on July 6, 2026. Refer to

Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 9:00 AM EDT on July 17, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EDT on July 17, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

1. Be sure to read and follow all instructions in the solicitation. Make certain bid pricing is not unbalanced.

2. Ensure all bid documents are completed and fillable attachments are uploaded with the bid submission. Bid documents and fillable attachments include, but may not be limited to:

A. VA STATE CORPORATION COMMISSION FORM

B. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

C. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

F. REFERENCES

G. CONTRACTOR LICENSE REQUIREMENTS

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and

Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

Administrative Services Division

Richmond District Chesterfield Residency

Invitation For Bids IFB # 161014

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 9

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 19

ATTACHMENTS

A. VA State Corporation Commission

B. Small Business Subcontracting Plan (SBSP)

C. Vendor Qualification / Equipment Inventory Certification

D. Subcontractor Approval Request

E. Normal and Emergency Contacts

F. References

G. References (If Necessary)

H. Contractor License Requirements (If Necessary)

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

G. Contractor License Requirements

H. Virginia Code Red Ozone Days

I. Prevailing Wage Rate Determination(s)

REFERENCED TRAININGS

1. General Term and Condition C.1.(d): Link to Referenced Sexual Harassment Training

2. General Term and Condition CC: Link to VDOTU. Log in and search for “VDOT Workplace Civility Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://virtualcampus.vdot.virginia.gov/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to perform on-call, as needed hourly rental of equipment with operators and personnel to perform general maintenance operations, incidental construction and critical/urgent repair work in various locations in Chesterfield, Powhatan, and Amelia Counties, within the Chesterfield Residency of VDOT’s Richmond District in accordance with the specifications herein.

PERIOD OF CONTRACT: From August 26, 2026 through a one (1) year period ( 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 Cheryl Lewis at Cheryl.Lewis@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 12:00 PM EDT on July 9, 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:

1. The Contractor shall be responsible for working on incidental and unplanned highway construction, ordinary maintenance, maintenance replacement projects and miscellaneous repair. The Contractor shall provide equipment with experienced operators, fuel, transportation (mobilization), tools, supplies, and incidentals as necessary to maintain safe and efficient operations in various locations in Chesterfield, Powhatan, and Amelia Counties on

Primary and Secondary routes. The Contractor shall have the ability to accomplish multiple operations in multiple locations simultaneously. The Contractor shall provide traffic control measures for each work location unless otherwise directed by VDOT. VDOT reserves the right to perform any type of work within the limits of this contract.

The Contractor shall cooperate with VDOT and other Contractors as necessary.

2. Work may be performed at any time of the year, even during the winter season, weather permitting at the discretion of VDOT. There may be lapses in time between project assignments. The daily hours of use may vary on each piece of equipment.

3. The Contractor shall possess a Department of Professional and Occupational Regulation (DPOR) Contractor’s

License Class “A”.

B. MATERIALS:

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

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

3. Stone shall be picked up from the nearest quarry or VDOT lot to be transported to the job site by the

Contractor, as specified by VDOT. VDOT will issue purchase orders for all materials picked up directly from the quarry or supplier. Stone Purchase Order numbers will be supplied to the Contractor. The

Contractor shall be responsible to ensure the Stone Purchase Order number is on all tickets/receipts prior to leaving the supplier.

4. Concrete will be delivered to the job site from VDOT established contracts. VDOT will issue purchase orders for all material. Concrete Purchase Order numbers will be supplied to the Contractor. The Contractor shall be responsible to ensure the Concrete Purchase Order number is on all tickets/receipts prior to the supplier leaving the job site.

5. All tickets shall be signed by the Contractor and given to the appropriate VDOT representative daily. These will be used to verify delivery amounts.

C. SPECIFICATIONS & STANDARDS:

1. All work shall be performed following the direction given by the VDOT Contract Administrator or designee

See section IV. G. Method of Ordering Work. Performance of work shall be governed by the latest version of the following publications:

a. Virginia Department of Transportation Road and Bridge Specifications, 2020 or latest edition, excluding Sections 101 through 110, Road and Bridge Specifications | Virginia Department of

Transportation.

b. The Virginia Department of Transportation Road and Bridge Standards, 2016 or latest edition Road and Bridge Standards | Virginia Department of Transportation.

c. The Virginia Work Area Protection Manual, dated 2026 or latest version Work Area Protection

Manual and Pocket Guide | Virginia Department of Transportation.

d. The 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.

2. VA TRAFFIC/TRANSPORTATION OPERATION CENTER (TOC): The Contractor shall notify the

Contract Administrator and TOC of any lane closures and re-openings during operation. The TOC may be reached at 804-796-4520, 24 hours per day. These notifications shall occur prior to a lane closure and immediately upon a lane reopening.

D. PERSONNEL:

1. Contractor’s Capacity to Perform: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. VDOT reserves the right to determine quantity of each type of equipment needed at each location based on VDOT’s needs. The

Contractor shall have enough equipment with associated operators to provide multiple crews.

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/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-standards/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-standards/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/

2. Experienced, Qualified Operators/Laborers: The Contractor shall provide experienced, properly trained, qualified operators for each piece of equipment listed. The operator of each piece of equipment shall possess a valid CDL license when required for the equipment being operated. One (1) operator may be utilized for several pieces of equipment. For example, a truck operator could also use hand-held equipment when it is needed. When an operator is working as a laborer, they will be paid at the laborer rate and not at the equipment with operator rate. VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgment, are not adequately qualified to perform the work.

There shall be at least one (1) person on site with a Virginia Department of Environmental Quality

(VADEQ) Responsible Land Disturber (RLD) certification. The Contractor shall comply with all environmental regulations necessary to complete the project.

3. Price Quoted: The quoted price for equipment shall include the equipment with operator and all associated expenses including but not limited to; profit, direct and indirect costs, administrative cost, equipment and personnel transportation, cellular phones, pagers, hand-held radios, set-up and take-down of signs and stands and transportation thereof.

4. Crew Supervision: The Contractor shall provide supervision of contractor’s employees at all times, including assignment of a crew supervisor. The crew supervisor shall make onsite visits to the job site while work is ongoing.

5. Supervisor with Truck: Supervisor with truck line item will be utilized at the request of VDOT if

VDOT determines that this service is needed.

6. Contact Person: The Contractor shall assign a contact person, who shall be equipped with a cellular telephone. The contact person shall be responsible for assigning and coordinating work, notifying the

Contract Administrator of crew locations on a daily basis, processing daily/weekly reports, handling general contract performance issues and meeting with VDOT representatives as needed. The contact person’s name and cellular phone number shall be required prior to commencement of work activities.

Refer to Attachment C, Normal and Emergency Contacts.

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

8. Communication: The Contractor shall have at least one (1) individual on the worksite that communicates and comprehends the English language (both orally and in writing). This individual shall be able to communicate instructions to others working on the crew and facilitate communication between

VDOT and the crew as needed. VDOT personnel must be able to understand the English used by this individual.

9. Contractor’s Conduct: The Contractor shall be responsible for the conduct of all Contractor’s and

Subcontractor’s personnel while at the work site.

10. Behavior: Behavior displayed by the Contractor’s and Subcontractor’s employees, such as catcalling, whistling, leering, and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently.

11. Contractor’s Personnel: The Contractor shall be responsible for the conduct of all Contractor’s and

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

12. Coordination with VDOT: VDOT has the right at all times to be advised, upon request, of the status of work being done by the Contractor, and details of that work. The Contractor shall maintain coordination with the VDOT Contract Administrator or designee. VDOT reserves the right to perform any type of highway maintenance within the limits of the operation. The Contractor shall verify daily completions with the Contract Administrator or designee to ensure progress continues on the project.

13. Laborers: When working as a laborer, the person will be expected to perform manual labor such as cleaning pipe, shoveling stone, etc.

14. Flagging Certification: The Contractor shall ensure that any member of the crew to be utilized as a flagger shall have in their possession (either a legible physical card or a digital image thereof) a valid, unexpired ATSSA Flagger, VDOT Work Zone Technician (Basic Work Zone Traffic

Control), or VDOT Work Zone Supervisor (Intermediate Work Zone Traffic Control) card at all times while performing flagging activities. Flaggers found not in possession of a Certification card or performing their duties improperly shall not be allowed to perform work and the operation will be shut down. VDOT will inspect on a regular basis to ensure that flaggers have their Certification cards. Additionally, any crew member that is working as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger at the flagger station as required in Section 6D.01 of the Virginia Work Area Protection Manual.

E. EQUIPMENT REQUIREMENTS:

1. Equipment: Required equipment is listed on the pricing schedule. Offered equipment shall be equal to or greater. Complete Attachment C Vendor Qualification Equipment Inventory Certification Form.

2. Equipment Breakdown: No time shall be allowed for equipment breakdowns. If a breakdown occurs, the equipment must be in operable condition within three hours, or a replacement piece of equipment shall arrive within three hours, if it is deemed essential by VDOT.

3. Safety Inspection: A daily safety inspection shall be conducted on the Contractor’s equipment by

Contractor personnel. Documentation of this safety inspection shall be retained by the Contractor and provided to the Contract Administrator weekly. No time shall be charged to VDOT for this safety inspection.

4. Safety Equipment: No hard hat or safety vest shall have the Virginia state seal or any reference to the

Virginia Department of Transportation or VDOT.

5. Dump Trucks: The tandem dump trucks shall haul a minimum of ten (10) cubic yards, standard tailgate, with experienced operator. The Contractor shall have the capability to provide a minimum of six (6) tandem dump trucks if required by VDOT.

6. Maintaining Equipment: The Contractor shall possess or have available, prior to award of the contract, sufficient equipment necessary to perform the work for the awarded contract. The Contractor shall maintain and operate equipment designed for the operation(s) described herein and shall ensure the equipment is maintained in good operating condition.

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

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

9. Traffic Control: The Contractor shall supply, transport, erect, maintain and dismantle all traffic control signs, stands and any other appurtenances required by the latest edition of the VWAPM. Sign layouts shall be in place prior to the performance of any work. All costs for providing traffic control, including set-up and take-down, shall be included in the unit price bid.

F. MANNER OF CONDUCTING WORK AT THE JOB SITE:

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

2. Miss Utility/Virginia 811: When work requires digging, the Contractor shall be responsible for contacting Virginia 811 (formerly “Miss Utility”) to mark underground utilities prior to the performance of any ground disturbing work. The Contractor shall not dig until first verifying that the marking has been completed. The Contractor will be responsible for any damages caused when Virginia 811 guidelines are not followed. Contractor shall also contact VDOT TOC at (804-796-4520) one business day prior to any work within the vicinity of VDOT Traffic Signals, VDOT Lighting structures or any other VDOT owned electrical structures. The Contractor shall coordinate any utility adjustment with the utility owner.

3. Signs or Advertisements: No signs or advertisements shall be posted on VDOT’s property.

4. Review of Work Site: The Contract Administrator, or designee, will review the work site with the

Contractor prior to the start of work.

5. Delivery, Parking and Storage: The Contractor shall not deliver and/or store equipment within the

VDOT Right-of-Way or on VDOT property without first obtaining written permission from the Contract

Administrator. The Contract Administrator will approve the parking and storage arrangements; however, VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at this site.

6. Cleanup: The Contractor shall clean up frequently so the worksite presents a neat, orderly and workmanlike appearance at all times.

7. Coordination with State Forces: VDOT reserves the right to perform any type of work within the limits of this operation. The Contractor shall cooperate with VDOT and other contractors as necessary.

8. Disposal of Debris: VDOT will provide the Contractor with the landfill location for the disposal of all debris. Contractor shall provide VDOT with the disposal ticket(s) for verification of the time and landfill location of the disposal. VDOT will be responsible for the cost of debris disposal at the VDOT specified disposal sites.

G. METHOD OF ORDERING WORK:

1. Work Notification Procedure: VDOT will issue a Purchase Order for billing purposes. VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase Order. At the time a specific work assignment is requested, and before work begins, a Work Order (referencing applicable purchase order) will be issued via email. VDOT will coordinate with the Contractor to go over the scheduled work and to discuss the operation. The Work order will identify the work to be accomplished, equipment needed, personnel needed, location of work and estimated length of time the work will take.

2. Confirmation/Response Time: Upon receipt of the Work Order, the Contractor shall confirm the acceptance of the work assignment and shall send a copy of the selected employee’s RLD certificate for the associated Work Order via email within forty-eight (48) hours and begin work within seven (7) calendar days of the initial notification. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

3. Critical/Immediate Mobilization: In the event of critical/immediate need, the Contract Administrator may request the Contractor furnish any or all listed equipment within six (6) hours of notification. The

Contractor shall confirm within two (2) hours after being contacted by the Department. The Contractor may at the time of notification request additional time to respond. Approval of additional response time will be decided on a case-by-case basis. Those mobilizations deemed “critical” by the Contract

Administrator will qualify for a five hundred ($500) dollar payment per mobilization. It is estimated this type of mobilization may occur approximately three (3) times a year.

4. Continuous Operation Requirement: The Contractor shall provide a continuous operation once they commence work.

H. HOURS OF WORK:

1. Normal Hours of Work: Most work will be performed between the hours of 7:00AM (EST) and 3:30PM

(EST), Monday through Friday. Hours may need to be adjusted as needed to meet the conditions and requirements for traffic control. There may be circumstances under which the Contractor will be required to work extended hours or weekends to meet the needs of VDOT. All work will be paid at the unit price bid with no overtime allowed.

2. Starting Times and Schedules: Starting times and schedules may vary and will be at the discretion of the VDOT Contract Administrator.

3. State Holidays: No work shall be permitted on Federal or State Holidays, Saturday or Sunday without written permission from the Contract Administrator.

Observed Holidays: New Year's Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day & Yorktown Victory Day, Election Day, Veterans Day, Thanksgiving Day, the day after Thanksgiving Day, Christmas Day.

4. No work shall be performed when the weather or other unforeseen conditions create a safety hazard or adversely affect the effectiveness of the work activities or at the discretion of VDOT.

I. SAFETY REQUIREMENTS:

1. Safety Standards, Rules and Regulations: The Contractor shall ensure all personnel and equipment comply with all OSHA and VOSH standards as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes but is not limited to; equipment having vehicular backup alarm systems and flashing lights. Additionally, equipment containing a roll-over protection system must be equipped with seat belts that shall be worn by the occupants while in use.

Refer to Special Terms and Conditions Paragraph 33 for additional Safety and Health Standards.

2. Protection of Persons and Property: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are maintained, clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use by its owners.

3. Authority to Suspend Work: During the execution of the work, the Contract Administrator or designee will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

4. Commercial Driver’s License: When required by the equipment being operated, the operator of each piece of equipment shall possess a valid Commercial Driver’s License with the proper endorsements.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 10:00 AM EST on July 6, 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:

Join: https://teams.microsoft.com/meet/257929319688703?p=UOM3pEKMiaAwuA3NlW

Meeting ID: 257 929 319 688 703

Passcode: Ne6n8aS9

Need help? | System reference

Dial in by phone

+1 434-230-0065,,245704072# United States, South Hill

Find a local number

Phone conference ID: 245 704 072#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 116 524 453 8

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

1. PAYMENT: Payment will be made on an hourly basis rounded up to the nearest 15-minute increment for the actual hours equipment and personnel are used at the project location, with no stand-by time allowed.

The hourly rate will not change for night, weekend work, or any hours worked beyond a regular 40-hour week.

2. VERIFICATION: At the conclusion of the workday, the Contractor shall submit a VDOT- provided daily timesheet showing the line items and quantities for each workday. The timesheet must be verified, https://teams.microsoft.com/meet/257929319688703?p=UOM3pEKMiaAwuA3NlW https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjA3YWRkOTMtY2YxZS00OWZkLThmNzItOWFlZGVkNWZmODk1%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ccefe87b-f31b-4e66-b993-18dc38a93dd4%22%7d tel:+14342300065,,245704072 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=245704072 mailto:edi@doa.virginia.gov mutually agreed upon and signed by the Contractor and Contract Administrator or designee at the end of each workday. The timesheets will be used by VDOT to verify Contractor’s invoices.

3. COMPLIANCE: At the conclusion of the workday, the Contractor shall demonstrate to the Contract

Administrator or designee that the work is fully in compliance with the contract and VDOT specifications.

Any deficiencies shall be corrected within 24 hours by the Contractor at the Contractor’s sole expense, prior to the final acceptance of the work. VDOT may arrange for the corrective work to be accomplished by other forces and reserves the right to deduct that portion from the amount due the Contractor. Any complaint as to quality, faulty or delinquent delivery, or violation of contract provisions will be reported to the VDOT Contract Officer with the use of a Procurement Complaint Form.

4. BILLABLE TRAVEL TIME: Equipment traveling or moved from one VDOT work location to another

VDOT work location within the same day will be paid at the hourly rate per the Pricing Schedule. Other travel or movement of equipment will not be billable. Equipment stored on VDOT property, such as an

Area Headquarters lot or lay-down yard, will not be paid travel time to be moved from the VDOT lot to the work location, or from the work location to the VDOT lot.

5. ACTUAL HOURS: Both equipment and dedicated operator are present, as requested by VDOT, and performing work. Equipment without operator, not in use or not used will not be billable.

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

7. EQUIPMENT BREAKDOWN: If a piece of the Contractor’s equipment breaks down causing delay in a project, VDOT will not be responsible for payment to the Contractor during this time. If replacement equipment is needed, the Contractor shall provide a replacement within three (3) hours. The Contractor will not be compensated to mobilize the replacement equipment in or out. If the needed equipment has to be obtained from another source, the Contractor will not be compensated for the trip to mobilize the broken equipment from the work site. Payment will resume once the project can be restarted. If a piece of equipment breaks down that does not cause a delay in the project, payment will be stopped for that individual piece of equipment, and the Contractor shall repair or replace that equipment within three (3) hours. Payment will continue for any remaining operational equipment so long as the project continues that workday.

8. DOWNTIME OF SERVICES: Equipment will be paid only for actual hours worked and no time will be allowed for downtime or servicing equipment. No time will be allowed for the Contractor to conduct meetings with their employees during VDOT operating hours. Any time needed for such a meeting will require prior approval by the VDOT Contract Administrator or designee, and payroll time will be deducted for the amount of time taken.

VII. INVOICING:

Invoices shall be submitted bi-monthly (the 1st through 15th and 16th through end of the month) to the address as listed below.

Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format.

Virginia Department of Transportation

Attention: Kelly True

Richmond District/Chesterfield

Residency 3301 Speeks Drive

Midlothian, VA 23112

In lieu of mailing, invoices may be submitted as an attachment via email to

Richmond_Res.ChesterfieldContracts@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 July 17, 2026.

Join: https://teams.microsoft.com/meet/22923106398427?p=J5Jez4kfjx3veWMS8y

Meeting ID: 229 231 063 984 27

Passcode: 8N76Ti6a

Need help? | System reference

Dial in by phone

+1 434-230-0065,,910944060# United States, South Hill

Find a local number

Phone conference ID: 910 944 060#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 118 659 133 5 mailto:Richmond_Res.ChesterfieldContracts@vdot.virginia.gov 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/22923106398427?p=J5Jez4kfjx3veWMS8y https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjkyYjhhMGEtMDc4ZC00YTQwLWExOGItMjIxNmQ1ZTg4NWE0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ccefe87b-f31b-4e66-b993-18dc38a93dd4%22%7d tel:+14342300065,,910944060 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=910944060

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, 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.

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

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:

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…