161027 IFB Sweeper Brooms.pdf

Administrative Services/Procurement Division Maintenance IFB Sweeper Brooms

IFB #161027

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Issue Date: September 10, 2026 INVITATION FOR BIDS IFB#161027

Title: Sweeper Brooms Commodity Code(s): 76577 Location Where Work Will Be Performed: Varies

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

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on September 21, 2026. Refer to Solicitation Section V. for instructions on how to participate.

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

Virtual Public Bid Opening Date and Time: 11:00 AM EDT on October 5, 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:

• VA STATE CORPORATION COMMISSION FORM – FILLABLE FORM

• SUBCONTRACTOR APPROVAL REQUEST - FILLABLE FORM

• 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. – FILLABLE FORM

• DELIVERY - FILLABLE FORM

• NAME OF MANUFACTURER AND SHIPPING POINT- FILLABLE FORM

• NORMAL EMERGENCY CONTACTS - FILLABLE FORM

• EQUIPMENT DETAILS - FILLABLE FORM

• PLASTICS MATERIALS-FILLABLE FORM

• USE OF RECYCLED MATERIALS-FILLABLE FORM

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

mailto:tracey.higgins@vdot.virginia.gov

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TABLE OF CONTENTS

PAGE

I. PURPOSE

II. QUESTIONS REGARDING THIS INVITATION FOR BID

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS/CONTRACT REQUIREMENTS 3

V. PRE-BID CONFERENCE 18

VI. METHOD FOR PAYMENT 18

VII. INVOICING 18

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 18

IX. GENERAL TERMS AND CONDITIONS 19

X. SPECIAL TERMS AND CONDITIONS 26

ATTACHMENTS

A. VA STATE CORPORATION COMMISSION– FILLABLE FORM

B. SUBCONTRACTOR APPROVAL REQUEST – FILLABLE FORM

C. SMALL BUSINESS SUBCONTRACTING PLAN – FILLABLE FORM

D. DELIVERY – FILLABLE FORM

E. NAME OF MANUFACTURER AND SHIPPING POINT- FILLABLE FORM

F. NORMAL EMERGENCY CONTACTS – FILLABLE FORM

G. DISTRICT SHOP DELIVERY ADDRESSES AND POINTS OF CONTACT

H. EQUIPMENT DETAILS – FILLABLE FORM

I. PLASTICS MATERIALS – FILLABLE FORM

J. RECYCLED MATERIALS – FILLABLE FORM

REFERENCED TRAININGS

1. General Term and Condition C.1.(d):

2. General Term and Condition CC: Link to VDOTU. Log in and search for “VDOT Workplace

Civility Training https://virtualcampus.vdot.virginia.gov/

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I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide Sweeper Brooms for attachment to Agricultural (Ag) Tractors and Dump Trucks for delivery Statewide in accordance with the specifications contained herein.

PERIOD OF CONTRACT: From December 2, 2026 or date of award if later through one (1) year. (Renewable)

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

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Tracey Higgins at tracey.higgins@VDOT.Virginia.gov.

The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 5:00 PM EDT on September 30, 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:

The following contains information that is considered vital to Bidders in developing their bid response, and to the Contractor in providing a completed product that meets or exceeds specification requirements.

This is for complete turn-key equipment, to include options and equipment as specified.

The equipment offered in response to this IFB shall be new, unused, current production model. No prototype, demonstrator, or rebuilt product will be accepted.

A. SPECIAL INSTRUCTIONS:

1. GENERAL:

It is the intent of these specifications to purchase Sweeper Brooms. The brooms shall be self-contained units, capable of fitting Ag Tractors and dump trucks now owned by the Viriginia Department of Transportation.

2. OPTIONAL ITEMS:

The specification contains options that may be used during the life of the contract to purchase various optional equipment and training for the equipment denoted in the product specification.

mailto:tracey.higgins@VDOT.Virginia.gov.

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3. CURRENT MODEL:

Equipment supplied as a result of this solicitation must be a standard proven model of manufacturer’s latest current production, and include all standard equipment as advertised with additional optional equipment as specified herein. All components, unless otherwise required by the product specification, shall be the standard or optional equipment specifically advertised and installed by the manufacturer.

The model furnished must have been in production and in use by customers for at least the previous five (5) years or be the latest version of a previous model.

4. APPROVED EQUAL:

Bidders may submit alternative materials (equipment, parts, etc.) for VDOT consideration only where the solicitation includes “or approved equal.” Bidders submitting alternative materials, the Bidder’s request shall include the following with their bid documents or within two (2) business days of VDOT’s request:

1. Section and page number in the solicitation that lists the material for which the approved equal is being requested.

2. Brand and model of the alternative submitted for approval.

3. Specifications, manufacturing data sheets, and any other documentation the agency deems necessary that will enable VDOT to make a comparison.

Bidder shall submit any questions about alternatives materials (equipment, parts, etc.) to the Contract Officer ahead of the pre-bid conference for consideration. Bidders submitting alternatives that are determined to be an approved equal material (equipment, part, etc.) will be posted to the solicitation as an addendum. Only alternative materials approved via a published addendum will be considered at the time of the bid evaluation.

5. MANUFACTURING EXPERIENCE & SERVICE SUPPORT:

Manufacturers of any equipment supplied as result of this solicitation must have been in the business of producing operational equipment units comparable to the specifications herein for at least the previous five (5) years.

The bidder shall provide documentation to VDOT that validates more than 100 units of the make and model bid has been sold in the United States within the previous five (5) years. If proof of manufacturing experience is requested, documentation of proof shall be provided to VDOT within two

(2) business days upon request.

6. MINIMUM AND MAXIMUM PERFORMANCE MEASUREMENTS: VDOT will accept performance measurements with the defined range as specified within technical specifications and options. Example: Minimum 17.5” long (+2, -0), means the acceptable length is 17.5” up to 19.5”.

B. CONTRACTOR REQUIREMENT:

1. LITERATURE: Bidders shall submit descriptive product information (manufacturer’s specifications/cut sheets) for the IFB sections listed below.

The literature shall clearly and specifically identify the product being offered and include complete and detailed product information that demonstrates that the offered product meets the IFB sections listed below.

All literature shall be provided with the bid. If no literature is provided for a requested section with the bid, the bidder shall provide within two (2) business days of request from the Contract Officer. If submitted literature does not demonstrate that the equipment being offered meets ALL IFB Sections listed below, the bid shall be deemed non-responsive.

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Bidders shall submit descriptive product information for the following sections:

a. IV.C.1. – Sweeper Broom, 8’ Length, Mechanical Drive, 3-Point Hitch, Hydraulic

Angle: Provide a Technical Sheet showing typical specifications.

b. IV.C.5 – Hydraulic Broom for Trucks: Provide a Technical Sheet showing typical specifications.

c. IV.C.6 - Auxiliary Engine Pallet for Power Hydraulic Truck Broom: Provide a Technical Sheet showing typical specifications.

2. ADVERTISEMENT AND MARKINGS:

No stickers, decals, or plate displaying dealer or distributor name or logo shall be affixed to equipment.

The manufacturer’s plate with model and serial number shall be affixed to equipment unit.

3. GENERAL WORKMANSHIP:

Construction and assembly, unless otherwise agreed to by VDOT, shall be new, in first class condition, in accordance with industry standards and in accordance with specifications described herein. The following may be cause for corrective action by the Contractor at no additional cost to VDOT:

a) Inappropriate or incorrect use and/or location of hardware or fasteners.

b) Incomplete or improper welding, riveting, or bolting.

c) Rough, sharp, or unfinished edges, burrs, seams, corners or joints.

d) Hand cutting by torch.

e) Welds that exhibit irregular bead patterns, excessive spatter, and/or incomplete slag removal.

f) Misalignment and uneven gaps or spacing in assembly.

g) Not using anti-seize at all stainless-steel threaded fasteners.

4. HYDRAULIC WORKMANSHIP – GENERAL:

Any hydraulic components added to the equipment by the original equipment manufacturer, selling dealer, or aftermarket supplier shall use industry best practices.

a) The following shall be met:

i. All hydraulic lines correctly sized and rated for system requirements.

ii. Any threaded components requiring sealant, treated with thread sealant.

iii. All hydraulic components securely attached as recommended by the manufacturer.

iv. Tubing and hoses protected by grommets wherever they run through metal panels.

v. Hoses provided with a protective sheathing wherever abrasion may occur due to movement of components.

vi. Tubing and hoses installed according to industry best practices.

vii. All hydraulic hoses and fittings routed to avoid contact with any blunt or sharp metal edges, secured and routed to prevent rubbing or chaffing.

viii. Fittings of the type recommended for hydraulic systems

b) The following is unacceptable:

i. Use of Teflon tape on fittings and other threaded components.

ii. Hoses installed at less than the manufacturer’s listed bend radius.

5. ELECTRICAL WORKMANSHIP

Any electrical components added to the equipment by the original equipment manufacturer, selling dealer, body company, or aftermarket supplier shall be installed in accordance with industry best practices.

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The following shall be met:

1. External wiring exterior grade and permanently secured per standard industry practices

2. External electrical connections in watertight enclosures

3. External electrical components (circuit breakers, relays, switches, etc.) of watertight design

4. All wire ends (both external and internal) fitted with the proper size spade, lug or ring terminals

5. Terminal to wire connections properly soldered and protected with proper heat shrink tubing

6. All spade terminals or pin type wire connections coated with a corrosion preventive compound, designed for use with electrical components. Reference: Truck-Lite NYK-77

7. All panel penetrations protected with correctly sized grommets and create a weather resistant seal

8. A properly designed circuit with a fuse or circuit breaker for protection

9. Terminal blocks used for all wiring junctions

10. Compression fittings on jacketed cable, or accept plastic conduit (not vinyl tubing), to make a weather resistant seal

11. Internal wiring and electrical connections in protective enclosures.

12. Electrical cables and wires provided with a protective sheathing wherever abrasion may occur due to movement of components, secured and routed to prevent rubbing or chaffing. Sheathing may be a heavy-duty plastic product or flexible steel product or approved equal

13. Electrical connections and wiring in weatherproof enclosures or inside surface mount plastic junction boxes with covers or approved equal

14. Junction boxes Betts Part #470041 or approved equal to have internal terminal block for wiring junctions

15. Compression fittings on jacketed cable or plastic conduit to make a weatherproof seal. If cable is used, Polyvinyl Chloride (PVC) jacketed or approved equal, cold bend tested to -40°F. Vinyl Tubing is not acceptable. Use Best Industries practices.

16. External/non-enclosed electrical plug/socket connections completely sealed and weather resistant to withstand corrosion from winter salt spray.

The following is unacceptable:

1. Scotchlok™ or other similar quick connectors

2. Crimped connectors

3. Splicing of wires and bulkhead connectors

4. Electrical tape to secure or protect electrical connections

6. FINISH:

The unit to be powder coated or painted (One (1) coat of rust inhibitive paint prior to being painted a finished coat) with manufacturer’s standard color.

7. SAFETY:

All Equipment furnished shall conform to all current state and federal regulations as applicable.

8. OPERATION AND MAINTENANCE FAMILIARIZATION:

The Contractor shall inspect the equipment after delivery and provide pre-operational familiarization for VDOT Operators and Technicians. Because there may be several orders and deliveries by each District, up to three (3) training sessions, including a maximum of four (4) hours of instructions, shall be provided for each receiving district each calendar year within five (5) business days of request, or later, if mutually agreed to by VDOT and the dealer.

Inspections, familiarization, and training must be scheduled with the District Shop Delivery Addresses and Points of Contacts. This training must be performed before the units(s) will be accepted for payment, unless waived by VDOT.

The equipment manufacturer or dealer representative shall provide a video familiarization to VDOT prior to first unit delivery, at VDOT’s discretion. The video shall be custom to the product delivered to VDOT.

Video shall be formatted for up-load to VDOT’s training portal.

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9. CRITICAL SPARE PARTS LISTING AND INVENTORY REQUIREMENTS:

Due to the nature of emergency response required to meet VDOT’s mission, VDOT shall require the Contractor to provide a list of recommended critical parts.

The listed parts will be evaluated by VDOT’s District Fleet Management for a final determination on parts availability thru the Contractor. The selected critical parts shall be available from the Contractor within 24 hours from order placement. List to be provided upon request from VDOT in writing.

10. DELIVERY AND ACCEPTANCE:

a) DELIVERY:

Delivery target time is 60 days from the date of the Purchase Order (PO). Each unit shall be fully assembled and ready to operate before being accepted by the Department. VDOT will inspect each item with the delivery person and note any obvious damage or defect sustained prior to delivery. Unit price shall include delivery. Bidders are required to enter their estimated delivery time on Attachment D. Due to current market conditions, it is understood that bidders' lead times may be longer.

Contractor shall provide a delivery schedule for multi-unit orders within 30 days of VDOT issuing a PO. Delivery schedules for single and multiple orders shall be updated by the Contractor and be in a spreadsheet format provided to the VDOT Contract Administrator.

Electronic updates are preferred.

When the equipment is delivered on a flat-bed trailer, it shall have the capability of being unloaded directly from the trailer without the aid of a loading ramp. VDOT personnel will not be obligated to unload any equipment delivered on a trailer requiring a loading ramp. VDOT will provide a fork truck and personnel to assist with the unloading.

Delivery shall be Statewide to the locations listed on the District Shop Delivery Addresses and Points of Contact, Attachment G.

b) DELIVERY HOURS:

Delivery will be accepted between the hours of 7:30 a.m. and 2:30 p.m., Monday through Friday, except the Commonwealth of Virginia holidays. Any delivery date or time other than the specified time frame shall be coordinated and approved in advance by the VDOT District authorized Contact Person or his designee. A Twenty-four (24) hour advance notice is required for all deliveries.

c) ACCEPTANCE:

Within fourteen (14) calendar days after arrival at the designated location(s), VDOT staff will perform a receiving inspection and will advise Central Office Equipment Section of the equipment’s status (accepted or not accepted). The Contractor shall be responsible for correcting any latent defects(s), specification deficiencies, or manufacturing related defects found during the receiving inspection at no additional cost to VDOT within 30 days.

If any deviations from the specifications, damage, or improper Contractor preparation exist, the delivered product is not acceptable, and the invoice will not be approved for payment until the Contractor corrects all defects.

11. FIRST UNIT INSPECTION:

Prior to delivery at VDOT’s discretion, the first unit completed (assembled) shall be made available to

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VDOT for inspection. The location and time will be determined by VDOT. If the inspection is held at the Contractor’s facility, transportation of VDOT staff to the inspection will be VDOT’s responsibility. If the inspection is held at a VDOT facility, all transportation of the first unit shall be the responsibility of the Contractor. Contractor shall correct all identified deficiencies of the first unit within 30 days of notification by VDOT, at no additional cost including other units prior to subsequent delivery.

The successful bidder will be notified by VDOT Contract Administrator via email as to what models will be required for First Unit Inspection. Delivery of First Unit Inspection units shall be within 60 days of receipt of email notification, or the bidders estimated delivery time.

At VDOT’s discretion, a remote/live first unit inspection may be requested. This format will be through a common web-based application and available upon request.

12. STANDARDIZATION:

All sweeper brooms provided as a result of this solicitation must be the same brand that is in compliance with these specifications.

C. PRODUCT SPECIFICATIONS:

1. SWEEPER BROOM, 8’ LENGTH, MECHANICAL DRIVE, 3-POINT HITCH, HYDRAULIC

ANGLE:

a) GENERAL:

i. BROOM:

a) Mount at rear of tractor

b) Category II three-point hitch

c) 540 rpm PTO

d) Rear PTO driven

e) Telescoping constant velocity joint driveshaft

ii. BRUSH:

a) 8’length (+0.5,-0.5)

b) Diameter 32” (+1,-1)

c) Bristles, 50% polypropylene, 50% crimped wire

d) Wafer style, alternating wafers of polypropylene bristles and crimped wire bristles

iii. Broom rotation direction, towards the tractor

b) HYDRAULIC ANGLE:

i. Hydraulic angling 30 degrees right or left

ii. Hydraulic cylinder for angling broom

iii. Hydraulic hose from broom to tractor, furnished by VDOT

iv. Tractor hydraulic valves used for angling function

c) HOOD:

i. Dust hood, rubber dirt deflector

ii. Covers full length and both ends of broom

iii. Dirt deflector to keep swept materials from being thrown on operator

iv. Hood and deflector with no gaps where they are mounted to front of sweeper frame

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d) LEGS:

i. Support broom when storing:

a) Drop leg type stand

b) Minimum three (3) support points

c) When broom in use, legs to not contact ground, remain part of broom assembly

ii. Leg on side with broom drive mechanism to be easily removed or cover easily removed for maintenance.

iii. Pins or other loose hardware to include a chain or wire connection to avoid loss

2. SWEEPER BROOM, 8’ LENGTH, HYDRAULIC DRIVE, 3-POINT HITCH, HYDRAULIC

ANGLE

i. Tractor hydraulic system provides approximately 15 GPM at maximum Operating Pressure of 2,900 psi.

ii. BROOM:

a) Mount at rear of tractor

b) Category II three-point hitch

c) 540 rpm PTO

d) Power from tractor hydraulic system

e) Hydraulic hose from broom to tractor, furnished by VDOT

iii. BRUSH:

a) Length, 8’ (+0.5,-0.5)

b) Diameter 32” (+1,-1)

c) Bristles, 50% polypropylene, 50% crimped wire

d) Wafer style, alternating wafers of polypropylene bristles and crimped wire bristles

e) ON/OFF and angling operated by tractor valves

f) Angling 30 degrees right or left, with hydraulic cylinder

g) Rotation direction, towards the tractor

b) HOOD: Reference IV.C.1.c. HOOD

c) LEGS: Reference IV.C.1.d. LEGS

3. SWEEPER BROOM, 7’ LENGTH, HYDRAULIC DRIVE, TRUCK SNOWPLOW HITCH MOUNT

i. Broom, attached to an existing snowplow hitch and lift cylinder at truck.

ii. Truck hydraulic system provides approximately 15 GPM at maximum operating pressure of

2.000 psi.

iii. Sweep loose debris from hard surfaces into windows.

iv. Connection to plow hitch to be furnished, including shackles & hardware.

a) Plow Hitch

a. Cener-to-center measurement of 21”

b. Pins, 1-1/4” diameter

c. Per “Standard Snowplow Hitch” drawing, located in paragraph IV.G

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v. BRUSH:

a) Length 7’(+0.5, -0.5)

b) Diameter, 32” (+1,-1)

c) Bristles, 50% polypropylene, 50% crimped wire

d) Wafer style, alternating wafers of polypropylene bristles and crimped wire bristles

e) Power from truck hydraulic system

f) Driven by one (1) or two (2) motor(s)

g) ON/OFF and angling operated by truck valves

h) Angling 30 degrees right or left, with hydraulic cylinder

i) Rotation direction, away from truck

j) Hydraulic hose from broom to truck, furnished by VDOT

b) HOOD: Covers full length and both ends of broom

c) LEGS:

i. Support broom when storing, drop legs or casters

ii. When broom in use, legs to not contact ground, remain part of broom assembly

iii. Leg on side with broom drive mechanism to be easily removed or cover easily removed for maintenance

iv. Pins or other loose hardware to include a chain or wire connection to avoid loss

4. SWEEPER BROOM, 8’ LENGTH, HYDRAULIC DRIVE, TRUCK SNOWPLOW HITCH MOUNT

a) GENERAL: Reference IV.C.3.a. GENERAL:, except length is 8’

b) HOOD: Reference IV.C.3.b. HOOD:

c) LEGS: Reference IV.C.3.c. LEGS:

5. Hydraulic Broom for Trucks

a. General:

1) Hydraulically driven rotary angle broom

2) Storage stand for simple mounting, dis-mounting, and storage

3) Bumper frame mount:

a. Steel

b. Rectangular tube

c. 3” x 8”

4) Model CL-HT MB Broom, or approved equal

b. Brush:

1) Width, 32”

2) Wafer style brush, 32” O.D x 10” I.D

3) Poly/Wire Brush

4) Spacers, 2”, 20-gauge mild steel

5) Brush core can be installed with either end to the left or right with no effect on sweeping performance

6) Brush and core assembly can be removed from frame without disconnecting hoses from drive motor(s)

c. Brush Frame:

1) Tubular cross member, round, 3½” O.D.

2) Two brush arms, ¼” steel plate

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3) Pillow block bearings support the broom core, Heavy duty, self- aligning

d. Brush Hood:

1) Steel, formed edge fold for additional strength, 16- Gauge

2) End plates, steel, 12-Gauge

3) Hood, covers 145° of brush

4) Pre-drilled holes for easy installation of front deflector

e. Brush Lift:

1) Lift provided by a single hydraulic cylinder

2) Brush pattern adjustable by means of chain and spring system

3) Brush head can be locked for transport

4) Ground clearance for transport, 12” minimum

f. Brush Swing:

1) Swing and Lift, Electric/Hydraulic

a. Valve and control box actuate the swing cylinder

b. Prime mover voltage: 12 Volt

c. Hydraulic swing capable of 30° left or right of center

g. Brush Shift:

1) Side Shift with control box

2) Rollers, six each

3) Brush head to shift side to side on 92” rail

h. Brush Drive:

1) Broom speed up to 200 RPM

2) Standard with a single low-speed, high-torque, 18 c.i.d hydraulic motor

3) Single Standard Flow Motor (12 to 20 GPM)

4) Motor coupled directly to the brush core, 1” diameter spline shaft

5) Motor mounted outside of brush frame and protected by

6) Guards, formed ¼” steel

7) Hoses provided from hydraulic drive motors to bulkhead or valve on broom

8) VDOT to supply hoses from bulkhead or valve to prime mover

i. Finish:

1) Steel surfaces undergo a phosphatizing acid bath to clean and etch surfaces to provide superior adhesion

2) Epoxy primer and polyurethane topcoat

3) Painted M-B yellow, or approved equal

j. Controls:

1) 12 volt electric/hydraulic valve capable of controlling 4-functions

a. Swing

b. Lift

c. Side shift

d. Broom on/off

2) Wiring harness, 12 volt, control box, 32’ cable

6. Auxiliary Engine Pallet for Power Hydraulic Truck Broom

a. General:

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1) Gas engine:

a. Kohler, Command PRO, or approved equal

b. Guel tank, 25 gallon

c. Fuel filter, in-line

d. Key switch

e. Manual levers for throttle and choke

f. Flow meter

g. Pressure Guage

h. Hydraulic bypass, ball valve

i. Electrical disconnect switch

j. Hydraulic oil cooler with fan and pressure bypass

k. Oil filter, spin-on

l. Pallet mounted, fork pockets, lift points

2) Hydraulic power for truck mounted broom

a. Output flow to 19 GPM

b. Relief valve 2,000 PSI

c. Hydraulic Tank , 17 Gallon

d. Filter, in-tank

e. Tank, with sight glass and thermometer

3) Dimensions:

a. Length: 38”

b. Width: 49”

c. Height: 37”

4) Weight, 625 lbs.

5) Model: MB Power Pack EHP – 00104, or approved equal

D. OPTIONS:

Quote only the cost to add each option to the base unit.

7. OPTION D-1: PTO Driven Hydraulic System for 8’ Hydraulic Drive Broom

This option to be used with: Sweeper Broom, 8’ Length, 3-point hitch, with hydraulic drive, hydraulic angle (Section IV.C.2)

a. PTO driven hydraulic system for operation of brush on/off and angle functions.

b. Pump capacity15 GPM, minimum

c. Complete, including pump, reservoir, control valves, drive motor, angling cylinder, and filter

d. Hydraulic system designed to prevent overheating of hydraulic fluid

8. OPTION D-2: Operator Training Program

a. In addition to the products specified in the solicitation, the Bidder shall provide an Operator

Training Program in accordance with the terms listed below.

b. The Contractor shall be available to the VDOT Human Resources and Training Division –

Maintenance Training Academy (MTA) staff and other VDOT management representatives to answer questions and provide insight in the operation of the equipment, including new and/or unique features. This training shall be held at the MTA near Sandston, Virginia, or other agreed upon location, which will be scheduled by the Maintenance and Operations Training Manager (Chad Baker; 804-328-3045, chad.baker@vdot.virginia.gov). Contractor’s representative/trainer, and the equipment, shall be available to answer questions, discuss operating methods, equipment features, routine maintenance requirements, etc. specific to each unique make and model.

mailto:chad.baker@vdot.virginia.gov

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c. Contractor shall provide electronic copies of the owner’s manual, and all readily available training materials (i.e. computer simulations, videos, inspection check off lists, detailed photos, etc.) to the VDOT MTA for each make and model of equipment that has design and/or operating characteristics unique from other units on a purchase order a minimum of 30 days prior to the initial training session or delivery of the equipment. This requirement shall include updated materials as available and appropriate for equipment delivered in subsequent years, throughout the life of the contract.

d. VDOT, through the MTA, shall have the right and the permission to use any and all training material as deemed appropriate to develop training materials internally and to comply with internal training requirements, safety requirements, and OSHA/VOSH Standards. All training materials created or presented during the operational training shall become the property of VDOT. VDOT reserves the right to video record any training and/or take still photos of the training and vehicles for future instructional use.

e. At VDOT’s Discretion, a live/virtual training program may be required.

9. OPTION D-3: Technician Training Program

a. In addition to the products specified in the solicitation, the Bidder shall provide a Technician

Training Program in accordance with the terms listed below.

b. The Contractor shall develop and present a training program specifically for VDOT’s equipment repair technicians. A training session shall include hands-on and classroom training as appropriate, and its duration shall be one 8-hour day. Each training session shall be held at a VDOT facility convenient to the target audience, which will not exceed a class size of 12.

Anticipated timing is six (6) to twelve (12) months after VDOT places the last unit in service.

c. The training program shall be coordinated by the Contractor through VDOT’s contracted training coordinator. Topics shall include diagnosis and repair, detailed preventive maintenance procedures (A, B, C, and D levels as appropriate), plus discussion of any problems or updates known by the manufacturer. VDOT will provide VDOT’s contracted training coordinator with a list of problems encountered with the equipment. VDOT’s contracted training coordinator will forward this list to the Contractor for inclusion in the session.

d. The bid price for this training shall be for one (1) session as described above, including all training materials/literature and travel expenses of the trainer. VDOT reserves the right to schedule future sessions, as deemed necessary by VDOT. VDOT further reserves the right to reproduce all training materials/literature used in the session(s) and to video record any/all session(s).

e. At VDOT’s Discretion, a live/virtual training program may be required.

10. OPTION D-4: Optional Item Discount

a. In addition to the products specified in the solicitation, the Bidder shall provide an Optional Item Discount in accordance with terms listed below. Note: This item is not included in the bid evaluation/award.

b. Changing business needs throughout the life of the contract resulting from this solicitation may create the need for equipment to be configured differently than the detailed specifications or options listed herein. To accommodate these situations on future orders, VDOT reserves the right to order any other available factory installed and/or dealer added factory options during the life of this contract. Only options for which there is a published price list from the equipment manufacturer are eligible for consideration under this clause.

c. Supporting documentation of current list prices for options shall be submitted with the bid response. List prices shown shall be the actual list price for the specific option item. Pricing shall be based on a percentage discount off of the Manufacturer’s List Price in effect at the time of order.

E. WARRANTY REQUIREMENTS:

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1. GENERAL:

a) The Contractor shall be responsible for administering, coordinating, and providing warranty parts and services for all equipment purchased by VDOT as a result of this solicitation.

b) All materials, components, accessories, and workmanship used in assembly and installation shall be warranted by the Contractor, as noted herein, and guaranteed to be free from defects. No third-party sureties, aftermarket warranties, or warranties offered from anyone except the Contractor are acceptable.

2. WARRANTY PERIOD

a) The Contractor shall provide warranty coverage for the following duration:

1. Complete Unit: One (1) year or Original Equipment Manufacturers (OEM) standard warranty-whichever is greater.

3. WARRANTY EXPENSE

The Contractor shall provide and be responsible for obtaining, all Parts, Labor and Services necessary to restore the equipment to full operating condition. There will be no cost to VDOT for warranty related repairs for the duration of the Warranty Period. The Contractor shall absorb 100% of the costs of all warranty related activities including, but not limited to, the following: service technician travel time, field service equipment travel time, parts, labor, shipping, and towing or transportation of the disabled unit to and from the Contractor’s authorized repair facility.

4. WARRANTY RESPONSE TIME

When an equipment unit is out of service due to a potential warranty issue, the Contractor shall have either a qualified technician on site at the VDOT equipment location or transport the equipment unit to their authorized repair shop, and begin service work within five (5) business days of VDOT’s request for warranty service.

5. OTHER WARRANTY REQUIREMENTS

a) The Contractor shall be a factory authorized full-service dealer for all equipment provided as a result of this solicitation.

b) VDOT will receive the benefit of any increase in manufacturer’s warranty(s) applicable to all equipment, and all supplied components purchased as a resulting from this solicitation.

c) Complete warranty documentation for all equipment provided as a result of this solicitation shall accompany the bid response. A distinct warranty certificate/document shall be required for each manufacturer’s warrantable product listed herein, with each detailing the warranty provided for its respective product.

d) The Contractor shall assure that the Warranty Start date for each complete unit will be reset from the date(s) of initial purchase to commence with VDOT’s in-service date. The VDOT in-service date will either be the actual date the unit was placed in service or 90 days after the date VDOT accepted it and approved payment, whichever occurs first.

e) The Contractor shall provide in-service notification to all suppliers of components, attachments, and/or auxiliary equipment that carry a separate warranty. Failure to provide this information to these suppliers in an appropriate and timely manner is at the risk of the Contractor and shall in no way limit or reduce the warranties offered to VDOT.

f) The Contractor shall provide consultation at no charge to aid VDOT staff when diagnosing equipment repair activities.

g) Warranty repairs, parts, or services may be provided directly by the Contractor or other service providers authorized by the Contractor.

6. VDOT IN-HOUSE WARRANTY REPAIRS:

a) VDOT reserves the right to perform warranty repairs in-house and submit warranty claims for the cost of repairs in order to maintain VDOT’s fleet readiness.

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b) VDOT will bill the Contractor for actual labor hours used to perform the repair at VDOT’s applicable shop labor rate in effect at the time of the repair.

c) Parts may be supplied by the Contractor or purchased through the dealer network for reimbursement.

d) All transportation charges incurred for freight, and/or parts delivery and pickup will be at the

Contractor’s expense.

e) In the event the equipment unit must be transported to a VDOT shop for repair, VDOT will pay all transportation costs.

f) All Warranty Reimbursement Checks shall be mailed to:

1221 East Broad Street Richmond, Virginia 23219 Attention VDOT Maintenance Division/Fleet Section Warranty Manager

7. OEM OR FACTORY RECALLS:

a. Nationwide OEM recalls or product update repairs or replacements are the responsibility of the Contractor and will be administered under the same terms and conditions as warranty work.

b. VDOT will be notified of all OEM serialized components under recall(s) upon release.

i. Minimum required information:

1. VIN (Vehicle Identification Number), Serial Number

2. VDOT related Unit number

3. Copy of all recall information

ii. Copy of all recall information shall be sent to VDOTEquipWarrantyAdmin@VDOT.Virginia.gov

F. MANUALS:

1. SPECIFIC REQUIREMENTS:

a. Contractor shall provide manuals to support the operation and maintenance of all equipment covered in this bid. These manuals shall cover all systems, components, and equipment covered in this bid. These manuals shall cover all systems, components, and accessories for the specific make and model of equipment bid, including accessory options, add-on equipment, and components addressed in supplementary manuals.

b. The manual(s) shall include the following topics at minimum:

i. Operating instructions for all modes of operation.

ii. Safety instructions.

iii. Troubleshooting guide.

iv. Maintenance/service requirements.

v. Part number listing with illustrated parts drawing.

vi. Electrical schematic and wiring diagram, if applicable.

vii. Hydraulic schematic, if applicable.

viii. Fluid flow schematic, if applicable.

ix. Performance specifications (functional, electrical, mechanical, and environmental), if applicable.

x. Installation & removal instructions

2. FORMAT AND USE:

a. All electronic pages shall be in .PDF format with no encryption, unprotected, and de-skewed for proper viewing.

b. Prefer landscape pages to be rotated to portrait view. All colored text and graphics shall be maintained, including wiring schematics, if the view is rotated.

c. All supplied materials shall be the original media provided by the manufacturer. Copies of the original media are not acceptable.

d. Deviations from the requirements specified in this section require agreement by VDOT in writing.

mailto:VDOTEquipWarrantyAdmin@VDOT.Virginia.gov

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3. TECHNICAL SERVICES BULLETIN:

a. Contractor shall provide technical service bulletins (TSBs) for all equipment delivered to VDOT as they are published regardless of the date of delivery.

b. TSBs may be furnished in paper format, or shall be furnished on USB Drive or CD format. USB drive if preferred.

c. The Contractor specifically agrees that such material may be copied or reproduced in any manner for use by VDOT.

4. MANUALS DELIVERED WITH EQUIPMENT:

a. One (1) owner’s/operator’s manual for the specific make and model of equipment shall be included in each piece of equipment when delivered. The manual shall be in paper format. If an electronic format (CD or USB drive) manual is available, it shall be furnished in addition to the paper manual.

USB drive is preferred.

G. DRAWING: The Standard Snowplow Hitch Drawing below is referenced with Sweeper Broom, 7’ wide & 8’ wide, Hydraulic Drive, Truck Snowplow Hitch Mount

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V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on September 21, 2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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

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

Microsoft Teams meeting https://teams.microsoft.com/meet/269778778206926?p=FiIrb0dUd6MNgc6OWA Meeting ID: 269 778 778 206 926 Passcode: e2it9Br3

Need help? | System reference Dial in by phone +1 434-230-0065,,269393528# United States, South Hill Find a local number Phone conference ID: 269 393 528# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 111 607 338 2

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 on the purchase order.

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

VII. INVOICING:

Invoices shall be delivered to the “Bill To” address shown on the purchase order. The invoice shall include, at a minimum, the following information; contract number, itemized quantities, unit price and extended pricing based on the contract pricing schedule, ship to location, unit serial number and VDOT equipment number (if provided by VDOT) for each unit delivered.

The Manufacturer’s Certificate of Origin (MCO), if available, and any other documentation for the unit(s) purchased shall be delivered with the invoice. The Commonwealth of Virginia Department of Transportation shall be listed as the purchaser on the MCO. Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of all Delivery and Acceptance requirements as listed in Section IV.B.9.

https://teams.microsoft.com/meet/269778778206926?p=FiIrb0dUd6MNgc6OWA https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDE0ZWQ0NzItZDBhMC00N2ViLWI3OGMtYzcwMGI0YTdjMzBj%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c019a6e1-ebb7-4971-bf83-ec0ac426f308%22%7d tel:+14342300065,,269393528 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=269393528 mailto:eVACustomerCare@DGS.Virginia.gov mailto:edi@doa.virginia.gov

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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 11:00 AM EDT on October 5 , 2026.

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/273063187109342?p=XipOhTeCZOs9TcTgIF Meeting ID: 273 063 187 109 342 Passcode: 5yT9bJ3V

Need help? | System reference Dial in by phone +1 434-230-0065,,606238744# United States, South Hill Find a local number Phone conference ID: 606 238 744# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 116 383 314 2

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 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/273063187109342?p=XipOhTeCZOs9TcTgIF https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODU1ZTRlNTgtMzNmZS00ZjE3LWFmMjAtODJjMzc3OTdmNDE4%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c019a6e1-ebb7-4971-bf83-ec0ac426f308%22%7d tel:+14342300065,,606238744 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=606238744

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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…