161035 IFB Roadway Sweeping.pdf

Administrative Services/Procurement Hampton Roads District Roadway Sweeping Services

IFB #161035

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Issue Date: September 22, 2026 INVITATION FOR BIDS IFB# 161035

Title: Roadway Sweeping Services Commodity Code(s): 96874 Location Where Work Will Be Performed: Peninsula Interstate Maintenance

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Marlene M. Carter Email: Marlene.Carter@vdot.virginia.gov Phone: (757) 956-3036

NOTE TO BIDDERS

Mandatory Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST)/Eastern Daylight Time (EDT) on OCTOBER 6, 2026. Refer to Solicitation Section VI. for instructions on how to participate.

Solicitation Closing Date and Time: 3:00 PM EST/EDT on OCTOBER 16, 2026. Refer to Solicitation Section IX.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EST/EDT on OCTOBER 19, 2026. Refer to Solicitation Section IX.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

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.

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Administrative Services Division

Invitation For Bids IFB # 161035

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL

IV. DEFINITIONS

V. SPECIFICATION 4

VI. PRE-BID CONFERENCE 11

VII. METHOD FOR PAYMENT 11

VIII. INVOICING 11

IX. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 12

X. GENERAL TERMS AND CONDITIONS 13

XI. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Vendor Qualification / Equipment Inventory Certification – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. Virginia Code Red Ozone Days

G. 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

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I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms perform Roadway Sweeping/Cleaning Services on an as needed basis on Interstate 64 and 664, within the Hampton Roads District in the Cities of Hampton and Newport News and James City and York Counties on Interstate 64 and 664 in accordance with the specifications noted herein.

PERIOD OF CONTRACT: From date to be determined at award through One Year (renewable)

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

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Marlene Carter at Marlene.Carter@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 EST/EDT on OCTOBER 8, 2026.

III. GENERAL

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. DEFINITIONS:

1. Curb Line Sweeping/Cleaning – The right or left side of the roadway adjacent to the curbs including all gutters, raised concrete medians, turn lanes, mainline, areas around traffic islands, along bridge curbs paralleling and adjacent to traffic lanes and will cover the entire width of the shoulder. Curb line sweeping shall include removal of large debris and vegetation.

2. Debris – All litter, rubbish, leaves, sand, dirt, garbage and other foreign material removable from a paved roadway.

3. Large Debris – Those items that cannot be mechanically swept and require specific handling for disposal (i.e., mattress, appliance, tire and dead animal).

4. Manufactured Debris – Glass, paper, plastics, rubber, metals and wood products, etc.

5. Curb Mile – Measured length of 5,280 linear feet along one side of the edge of a roadway.

6. Planned – Work specifically identified in this contract.

7. Emergency and/or Unplanned Work– Work identified after the award of this contract. Emergency Work is defined as the sweeping of debris from the roadway when necessary for the safety of the traveling public, i.e. /emergency spills.

8. Cycle – A sweeping cycle is the summation (total) of all sweeping routes within the Hampton Roads District (Peninsula)

Interstates/Primary Roadways as identified in the contract and any modifications. There are approximately 165 curb miles in each sweeping cycle. Specified routes are outlined in Section V.A entitled Location of Services.

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V. SPECIFICATIONS:

A. SCOPE OF SERVICES AND LOCATION OF WORK: The Contractor shall provide all supervision, labor, equipment, fuel, manual sweeping, traffic control as per the most recent version of the Virginia Work Area Protection Manual (WAPM), support vehicles and any other incidentals necessary to meet the requirements of the specifications as stated within this solicitation. The work shall consist of street sweeping/cleaning for planned work, unplanned work and emergencies, traffic control, and the removal and legal disposal of all debris. The Contractor shall be capable of commencing work within fourteen (14) calendar days after award of the contract. The Contractor shall complete the work assigned on all identified routes.

LOCATION OF SERVICES AND PROJECT LIMITS

FROM TO

ROUTE LOCATION MM LOCATION MM

I-64 James City County Line 224.7 York County Line 233.04 I-64 York County Line 233.04 James City County Line 244.32 I-64 James City County Line 244.32 Newport News City Line 247.89 I-64 Newport News County

Line

247.89 Hampton City Line 259.33

I-64 Hampton City Line 259.33 HRBT North Bridge West Abutment 268.4 I-664 64/664 Interchange 0.1 Newport News City Line 3.1 I-664 Newport News City

Line

3.1 Terminal Ave – Last Exit Before MMMBT 6

B. PERFORMANCE BASED SPECIFICATIONS (FOR PLANNED/UNPLANNED/EMERGENCY WORK):

1. Sweeping/Cleaning shall be achieved through motorized/mechanical means using broom type, vacuum-type or

Regenerative-air vacuum type, to visually clear accumulated debris from the roadway surface.

2. The Contractor shall provide the required equipment and resources to perform the work listed herein, in compliance with the specifications herein.

3. All work shall be performed within VDOT-maintained right-of-way.

4. The disposal of all debris and associated costs shall be the responsibility of the Contractor. Bid prices shall be all inclusive and travel time for disposal of debris is not a billable item.

5. Large debris (i.e. mattress, appliance, tire and dead animal) is not part of the required services, although Contractor shall remove the items off the roadway surface under this contract to allow for disposal by others.

Contractor shall notify the VDOT Contract Administrator or designee, with the location and type of large debris or dead animal that has been moved from the roadway.

6. All milestones and completion dates assigned shall be satisfactorily completed by the prescribed timelines. Failure to comply with any timeline completion may be cause for issuance of a Procurement Complaint Form.

7. Quantities used on the pricing schedule are estimated based on historical data/past usage and provided for bidding purposes only. Quantities are not guaranteed and may increase/decrease or be changed due to budgetary restraints or business needs.

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C. EQUIPMENT:

1. The Contractor shall provide all necessary equipment and tools of the trade to perform Motorized Street

Sweeping/Cleaning services, in a single route or multiple routes sweeping operation. This shall include one (1) sweeper with the ability to obtain additional equipment in order to meet the milestones, completion dates/timelines, and requirements listed within this contract. Adequate support equipment shall be available, including, but not limited to a minimum of one (1) truck mounted attenuator (TMA), debris transfer vehicles, service trucks, tire trucks, and any other type of equipment necessary to provide sweeping services as per requirements of this solicitation.

2. Minimum Sweeping Equipment Requirements:

a. Truck Mounted Vacuum, broom type or regenerative air vacuum type Sweeper with dual steering capabilities.

b. Minimum GVW – 29,500 lbs.

c. Minimum Hopper Capacity – 8 CY, 12,000 lbs.

d. Minimum Water System Capacity – 300 gallons

e. Suction Nozzles – Right and left sides

f. Gutter Brooms – Right and left sides

g. Capable of sweeping a minimum eight (8) foot to ten (10) foot or more widths in a single pass

h. Piranha Brush – Segmented Gutter Broom Attachment

3. Equipment Required for Laborers Transportation and Removal/Disposal of Manufactured Debris:

a. Transport vehicle shall be truck with a minimum Gross Vehicle Weight (GVW) of 28,000 pounds. Operator shall possess a valid Commercial Driver’s License (CDL).

b. Cargo area of the transport vehicle shall be equipped with a load cover that covers 100% of the cargo area and be able to be secured at multiple locations around the perimeter of the cargo area to secure the load and keep all debris contained in the cargo area while being transported.

c. The Contractor shall be responsible for all damages caused by debris fall from the vehicle(s).

4. Truck Mounted Attenuator(s):

a. Truck Mounted Crash Attenuator with Operator. Crash cushions shall be crashworthy, conforming to the requirements of National Cooperative Highway Research Program Report (MCHRP) 250, Test Level 3 units and shall be in compliance with the most current version of the Work Area Protection Manual and VDOT's 2020 Road and Bridge Specification Manual, Section 512. Operator must have a valid/current CDL (commercial driver's license) and be trained in Work Zone Traffic Control in accordance with Special Terms and Conditions, Section XI, Paragraph 40.

b. Contractor shall provide Truck Mounted Attenuators (TMA) with Arrow Board and Operator, as necessary to perform the operations required by this contract in accordance with the most current revision of the Virginia Work Area Protection Manual including all revisions.

5. All equipment shall be designed and suitable to provide safe operation on a public roadway. Equipment specifically designed for parking lots or small operations is not acceptable. All equipment may be inspected by VDOT/VDOT Representative prior to being placed into operation. VDOT in its sole discretion shall determine whether the equipment offered by the Bidder(s) is considered equal to that specified herein.

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6. At the time of bid closing and throughout the terms of the contract, the Contractor shall possess or provide proof of intent to purchase, lease, rent, or subcontract the equipment necessary to perform roadway sweeping and cleaning. The equipment offered by Bidders shall meet or exceed the specifications of this solicitation, be suitable for the intended purpose and provide the following or approved equal specifications and capabilities.

7. For each piece of equipment offered, the Contractor shall provide an experienced and qualified operator.

8. All bidders shall include with their bid a completed Vendor Qualification Equipment Inventory Certification Form (Attachment C), which can be found in the Fillable Forms provided in eVA. Each piece of equipment to be utilized under this contract, the year, make, model, identification number, capacity and complete description shall be listed on the Vendor Qualification Equipment Inventory Certification Form.

9. The Contractor shall furnish the necessary means for transporting all required equipment, personnel, materials and traffic control to all identified locations.

10. All roadway equipment shall be equipped with (at minimum) one (1) high intensity amber strobe light.

11. The Contractor shall be required to provide all necessary traffic control equipment per the most current version of the Virginia Work Area Protection Manual (VWAPM) to include but not limited to a Truck Mounted Attenuator (TMA) with Arrow Board and Operator.

12. The Contractor’s equipment shall meet all Occupational Safety and Health Administration (OSHA) and Virginia

Occupational Safety and Health (VOSH) standards , which includes vehicular backup alarm systems and flashing lights.

13. The Contractor’s equipment shall be in compliance with all applicable laws as regulated by the Virginia

Department of Motor Vehicles (DMV).

14. The Contractor will not be paid for breakdown due to Contractor’s equipment failure, meal, breaks and/or travel time to and from VDOT location.

15. In the event of equipment breakdown, the Contractor shall have two (2) hours to repair the broken piece of equipment. If the repair is not possible within the two (2) hour time frame, then a replacement piece of equipment shall be put into operation within three (3) hours of the breakdown. If no replacement is available, then operations will end for the day. The Contractor is required to provide a different comparable piece of equipment the following workday.

16. Automatic Vehicle Location (AVL) with Global Positioning Satellite (GPS) for all sweepers shall be used on the roadway and shoulders. The AVL system shall be internet based with viewing access for any authorized VDOT personnel. The accuracy shall be within fifteen (15) feet of the actual location of the equipment with data taken and shown at every minute. Each vehicle shall have an identifier as to the type of equipment, operator and contact number. In the event the units are not functioning, personnel and equipment will not be considered as being on the job site until the units are back up and functioning properly. In the event of a replacement/temporary AVL issue, the Representative shall be issued another authorized form of verification to illustrate that the equipment and personnel meet the requirements. The units shall be repaired, replaced or system fixed within 24 hours of being notified of system failure by the Department. All data records of the AVL system shall be maintained for at least one (1) year on the internet website. The Contractor shall provide the Department with backup copies of the data files upon request. A VL shall be included in bid line pricing. A cellular phone will not be considered an AVL unit unless approved by the Contract Administrator.

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17. All equipment and vehicles shall arrive at the work site with Operator(s), fueled, properly operational, and ready to work. All equipment shall be in good mechanical condition and must meet all Federal, State, and Local requirements for inspection and safety. All Contractor vehicles shall have a current state vehicle inspection and registration from the State where the vehicle is registered and must be properly insured in accordance with the State's requirements. Reference Special Terms and Conditions Section XI. Paragraph 39.

D. PERSONNEL/OPERATOR REQUIREMENTS:

1. Contractor's Capacity to Perform: The Contractor shall be responsible for having sufficient and adequately qualified personnel and equipment available throughout the contract period to perform the services. All equipment shall have operators who are qualified, competent, experienced, and properly trained on the equipment. Any operator unable to perform in a proficient and/or safe manner shall be replaced at VDOT’s request.

2. The operator of each piece of equipment shall possess a valid Driver’s License with the proper endorsements when required for the equipment being operated. VDOT, at its sole discretion may require examination of the Driver’s license (including subcontractors) and may at any time check DMV records for current status of driving records.

3. Contractor’s Personnel: The Prime 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 service area in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed and promised to the Contract Administrator/Contract Monitor.

4. Contact Persons: The Contractor shall assign one individual, per crew, as the Supervision Representative whose name and cellular phone number shall be required prior to commencement of any work activities. The cellular telephone shall be capable of operating throughout the area covered under this contract and the Supervision Representative shall be able to communicate effectively with the Contract Administrator.

5. Supervision: The Supervision Representative shall be responsible for assigning and coordinating work, notifying the Contract Administrator of crew locations on a daily basis, processing daily/weekly reports (as necessary), resolving general contract performance issues and be available to meet with VDOT representatives on site as needed. All costs incurred by the Contractor’s Supervision Representative to review future work assignments with VDOT shall be the sole responsibility of the Contractor.

E. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. Work hours:

A. STARTING TIMES AND SCHEDULES: Work will be assigned on an as-needed basis, as determined by the VDOT Representative. Starting times and scheduled hours may vary and will be at the discretion of the VDOT Contract Administrator (CA). Contractor shall report to the work site within seven (7) calendar days following notification, unless otherwise mutually agreed upon. All work performed under this contract shall be performed according to the most current Hampton Roads Allowable Lane Closure Hours. The Contractor will submit a schedule in a format requested by VDOT for the work beginning Sunday night by the close of business the PRIOR Tuesday.

Hampton Roads Allowable Lane Closure Hours Allowable Lane Closure Hours for the State Highway System in Hampton Roads District

B. STATE HOLIDAYS: Work will not be performed on any State or Federal holidays. If holidays occur on a Sunday, the following Monday shall be considered the holiday. Work will not be permitted from 12:00 Noon

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2. Delivery and Parking: There shall be no storage of vehicles, equipment or materials within VDOT property/right-of-way without specific written approval from the CA.

3. Cleanup/Disposal:

a. All debris generated in the performance of this contract is the responsibility of the Contractor and shall be removed from the right-of-way each day and properly disposed of by the Contractor, unless otherwise approved in writing by the CA.

b. Manufactured debris shall be disposed of in an approved landfill at the Contractor’s expense.

4. Spillage of lubricants or fuel from the Contractor’s equipment shall not be permitted on existing right of way or private property. In the event that damage is caused, the Contractor shall repair such damage at their expense to the satisfaction and approval of VDOT.

5. All work shall be completed with the flow of traffic. Sweeping operations shall be limited to one side of the roadway at a time. The Contractor shall complete all sweeping and cleaning on the designated route before proceeding to the next route.

6. No subcontractors shall be sent to the job site that have not previously been approved and included on the

Subcontractor Approval Request Form (Attachment D). Subcontractors must be approved by the Contract Officer or designee. In the event the Contractor supplies unapproved subcontracted equipment for a job, the equipment shall not be accepted. If an approved Subcontractor cannot be supplied to replace an unapproved Subcontractor, a Procurement Complaint Form will be issued.

7. 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. Emergency Sweepings: Once notified by VDOT, the Contractor will have two (2) hours to respond to the emergency sweeping needs of the Department. Emergencies will be paid per curb mile, as a separate line item from planned sweeping work.

F. TRAFFIC CONTROL:

1. State Police: The Contractor is advised that use of State Police in work zones is permitted when traffic flow problems are anticipated, to enhance the safety of both the public and contract personnel, during the life of this contract. All costs and coordination of such patrols is the responsibility of the Contractor.

2. Traffic Control Operations shall remain in compliance with the most recent edition of the Virginia Work Area Protection Manual (WAPM) to include all revisions and the most recent edition of the Manual on Uniform Traffic Control Devices (MUTCD) to include all revisions.

3. Advance Notifications: The Contractor shall notify the TOC by a method or system prescribed by VDOT thirty

(30) minutes before a planned and approved lane closure is installed and notify the TOC within thirty (30) minutes after the installed lane closure is removed. If the Contractor is found to have installed a lane closure without notifying the TOC or the Contract Administrator, the Department may require the Contractor to remove the lane

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4. LANE CLOSURE APPROVAL PROCESS

Lane Closure Advisory Management System (LCAMS) Data Entry/Coordination:

This work shall consist of entering lane closure information into the Lane Closure Advisory Management System (LCAMS). LCAMS is an automated lane closure management system for reducing work-zone incidents and maximizing roadway capacity. This is a web-based program and access is granted upon completion of the required training.

The Contractor shall be required to have a minimum of two (2) individuals trained to input LCAMS information for scheduled highway work zones into the computer system on a weekly basis. The Contractor will need a computer with email capability. The individuals must be able to understand and speak English and need to be able to operate a computer. No advanced computer skills are needed to use the LCAMS system.

Training is held online. Please contact lcams-vatrafficadmin@vdot.virginia.gov to obtain access to training. LCAMS training for the individuals shall be completed at least one week prior to the date of work execution.

All interstate shoulder/lane closures and primary route lane closures shall be entered into LCAMS by 12:00PM (noon) Thursday the week before the work is scheduled to start. This deadline may be changed for weeks involving a holiday and will be sent out 1-2 weeks prior to the change occurring to remind everyone to get their schedules in. Any conflicts with other roadway work must be resolved by close of business on Thursday the week before the work is scheduled to start and the resolution sent to the Point of Contact provided by the TOC Facility Manager during the training course.

Failure to complete any LCAMS entry by the required deadline and/or failure to resolve any conflicts by the required deadline may result in the work having to wait until LCAMS data entry can be performed in a timely manner.

No separate measurement and payment will be made for LCAMS training/data entry/coordination.

G. SAFETY REQUIREMENTS:

1. All work performed and materials used shall conform to the most current versions of the VDOT Road and

Bridge Specifications, Manual on Uniform Traffic Control Device Standards (MUTCD) and the Virginia Work Area Protection Manual (VWAPM) as specified within this solicitation.

2. All personnel shall at all times wear approved protective clothing, safety vests, hard hats and another equipment required to meet OSHA and VOSH standards. They will obey all traffic and safety rules and regulations and shall not create any hazardous conditions within their operation.

3. All Contractor supplied equipment, tools and personal safety equipment shall meeting or exceed the safety standards specified for such items y the American National Standards Institute Manual (ANSI 2133.1-1994).

4. The Contractor will be responsible to review the area and pick up any material that would possibly damage his equipment or the traveling public. All equipment shall have all required safety equipment installed and operational. Equipment shall be well maintained and shall be available for use on a regular basis.

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H. METHOD OF ORDERING WORK:

1. Work Notification Procedure: Work shall commence only upon the issuance of a Purchase Order (PO) from VDOT. Generally, a single PO will be issued each year for the estimated quantities of work to be performed.

The PO is for billing purposes only. There is no guarantee of minimum or maximum quantities as shown. The VDOT Contract Administrator will give the Contractor notice to proceed by assigning a written “Sweeping Cycle” (referencing the applicable purchase order) identifying the routes to be swept, estimated curb miles and estimated completion dates.

2. Confirmation/Response Time: After receipt of the Sweeping Cycle, the Contractor shall confirm the acceptance of the work assignment in writing via fax or email within two (2) business days of being contacted. Start times and or commencement of operations will be determined as stated within or upon mutual agreement. Approval of additional response time will be decided by VDOT on a case-by-case basis. The VDOT Contract Administrator, or designee will coordinate with the Contractor to review the scheduled routes and to discuss the operation.

3. VDOT reserves the right to add or subtract segments of interstate sections listed in Section V.A.

4. Continuous Operation Requirement: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint From may be issued.

5. Work Completed Notification: At the end of each day/shift the Contractor will fill out a daily report/ticket in writing identifying the work accomplished, which must be verified and agreed upon by the VDOT Representative on site. Both Contractor representative and VDOT representative will sign each daily report with the total miles swept for that shift.

6. Inspection: VDOT will inspect the routes that were swept and send written confirmation of completed work within forty-eight (48) hours of notification from the Contractor. In the event VDOT determines the work is unfinished, or not in compliance with any terms of this solicitation/contract, then VDOT will identify such deficiency to the Contractor. The Contractor shall rework or complete the route as required within forty-eight

(48) hours of notification when work is completed for VDOT validation as stated above. Contractor shall not invoice VDOT for work that has not received written validation from VDOT confirming work is considered satisfactorily completed.

7. Limitations on Subcontracting: By submission of a bid and execution of a contract, the Bidder/Contractor agrees that in the performance of the awarded contract with its own employees and equipment.

Services: The awarded bidder/contractor shall perform a minimum of twenty-five (25) percent of the performance/requirements of the awarded contract with its own employees and equipment.-

I. SUBMITTALS: The Contractor shall furnish the following submittals within ten (10) calendar days after receiving the Notice of Intent to Award, unless specified otherwise:

1. Certificate of Insurance, per Section X.T. including VDOT listed and endorsed as an additional insured.

2. Specifications on AVL and GPS equipment.

3. Proof of valid/current Commercial Driver’s License.

4. Proof of personnel trained in Work Zone Traffic Control in accordance with the requirements set forth in Section

XI, Special Term and Condition No. 40 (to be included with bid submittal or within two (2) business days of request).

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5. Vendor Qualification/Equipment Inventory Certification, Attachment C, listing Equipment, VIN’s, model, etc.

(to be included with bid submittal).

6. Subcontractor Approval Request Form, Attachment D (to be included with bid submittal).

7. State Corporation Commission Form, Attachment A (to be included with bid submittal).

8. Normal and Emergency Contact Numbers, Attachment E (to be included with bid submittal).

VI. PRE-BID CONFERENCE:

MANDATORY PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EST on OCTOBER 6, 2026 at Interstate Maintenance Office, 1992 S. Military Hwy., Chesapeake, VA 23320. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this pre-bid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted to join the conference after 10:05 AM EST.

Have a copy of the solicitation with you; copies will not be provided by the Contract Officer. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the Interstate Maintenance Office and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building. Please plan your arrival accordingly to accommodate parking limitations and getting through security.

VII. 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

VIII. INVOICING:

Invoices may be submitted monthly 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.

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Virginia Department of Transportation Interstate Maintenance Office

1992 S. Military Hwy.

Chesapeake, VA 23320

In lieu of mailing, invoices may be submitted as an attachment via email to the following email addresses:

Brooke.Robinson@vdot.virginia.gov Arnetta.Clemons@vdot.virginia.gov

IX. 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:

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this pre-bid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted to join the conference after 10:05 AM EST.

Have a copy of the solicitation with you; copies will not be provided by the Contract Officer. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the Interstate Maintenance Office and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building. Please plan your arrival accordingly to accommodate parking limitations and getting through security.

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 9:00 AM EST on OCTOBER 19, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/21950150566457?p=dUunNfGPsnXOa2Oi57 Meeting ID: 219 501 505 664 57 Passcode: 8KX78MN6

Need help? | System reference Dial in by phone +1 434-230-0065,,533122782# United States, South Hill Find a local number Phone conference ID: 533 122 782#

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Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 114 319 711 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 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.

X. 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.

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

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

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

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

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

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

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

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

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.

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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

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(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.