Administrative Services/Procurement

Salem District/Bedford Residency

Pest Control Services – Franklin County

IFB #161089

Issue Date: 07/15/2026 SEALED INVITATION FOR BIDS IFB# 161089

Title: Pest Control Services – Franklin County

Commodity Code(s): 91059

Location Where Work Will Be Performed: Franklin County

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Michelle Braxton

Email: michelle2.braxton@vdot.virginia.gov

Phone: (540) 378-5089

NOTE TO BIDDERS

Prebid Conference: A prebid conference will not be held for this solicitation; however, potential bidders are encouraged to present questions and obtain clarification relative to any facet of this solicitation. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM EDT on 07/29/2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:30 AM EDT on 07/30/2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

B. SUBCONTRACTOR APPROVAL REQUEST

C. NORMAL AND EMERGENCY CONTACTS

D. REFERENCES

E. CONTRACTOR LICENSE REQUIREMENTS

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

Pest Control Services – Franklin County

IFB #161089

Administrative Services Division

Invitation For Bids IFB # 161089

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 8

VI. METHOD FOR PAYMENT 8

VII. INVOICING 8

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 8

IX. GENERAL TERMS AND CONDITIONS 9

X. SPECIAL TERMS AND CONDITIONS 16

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

B. Subcontractor Approval Request – Fillable Form

C. Normal and Emergency Contacts – Fillable Form

D. References – Fillable Form

E. Contractor License Requirements – Fillable Form

F. CII/SSI Policy Guide for Employees, Vendors, Contractors or Other Persons Accessing VDOT’s CII/SSI

G. References (If Necessary)

H. Contractor License Requirements (If Necessary)

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

REFERENCED TRAININGS

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

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

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide pest control services on a quarterly basis and as needed for Area Headquarters within the Bedford Residency located in

Franklin County. The company shall possess a current valid Virginia Department of Agriculture and Consumer Services

(VDACS) commercial 7A General Pest License and the 7B Wood Destroying Pest License.

PERIOD OF CONTRACT: The contract will be for a period of one (1) year, with the start date determined at time of award.

(renewable)

This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as

“Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation.

DSBSD-certified micro businesses or small businesses also includes DSBSD-certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Michelle Braxton at:

Michelle2.Braxton@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 10:00 AM EDT on 07/22/2026.

III. GENERAL DEFINITIONS:

For the purpose of clarification, each firm submitting a Bid is referred to as a “Bidder” and the Bidder awarded the contract to supply the services is referred to as a “Contractor.” Virginia Department of Transportation is referred to as “Commonwealth” or “Department” or as “VDOT,” and “Representative” refers to the VDOT Contract Administrator who will be administering the contract. This Invitation for Bids states the instructions for submitting bids, the procedure and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between VDOT and the Contractor.

IV. SPECIFICATIONS:

A. LOCATION:

The work shall be performed as directed by the VDOT Contract Administrator or designee at the following Area

Headquarters.

Approximate ft² of the buildings at each location are listed below:

Office

Building

Truck

Shed

Office-

Truck Shed

Combo

Shop &

Office

Bridge

Office

Enviro

Office

Rocky Mount Office

239 State Street

Rocky Mount, VA 24151

Eddie Pagans 540-330-2454 3,000

Burnt Chimney

200 Jubal Early Highway

Wirtz, VA 24184

Timmy Jefferson 540-493-4125 9,044 2,100

Callaway

8909 Callaway Road 1,260 4,704 mailto:Michelle2.Braxton@vdot.virginia.gov

Callaway, VA 24067

Steve Lynch 540-493-0953

Sydnorsville

2580 Goose Dam Road

Rocky Mount, VA 24151

Brandon Hambrick 540-493-0138 784 1,736

Glade Hill

5483 Colonial Turnpike

Glade Hill, VA 24092

Michael McCrickard 540-493-4126 1,004

B. SCOPE OF WORK:

The Contractor shall furnish labor, supervision, equipment, pesticide, tools, materials, fuel, supplies and incidentals required to inspect, identify and treat for the elimination of infestations and presence of various pests, insects, and rodents, which includes but are not limited to the following: ants, bees, centipedes, fleas, mice, rats, roaches (American, Brown Banded, German, Oriental), silverfish, spiders, box elder bugs and stinging insects.

The Contractor shall provide full treatment pest control services for all areas and buildings specified herein including all rooms, closets, lounges, toilets, kitchens, hallways, stairwells, basements, attics, laboratories, plus any other building portion or part not specifically described herein on a quarterly basis. If presence or infestations of various pests, insects or rodents is discovered between quarterly services the Contractor shall provide service call to treat specified location within 24 hours of notification of VDOT Contract Administrator or designee, at no additional charge.

C. SPECIFICATIONS & STANDARDS:

All chemicals used shall conform to all applicable Federal, State and Local laws, ordinances, rules, regulations, industry standards and codes including VOSH standards, OSHA, and be approved and in compliance with existing Environmental

Protection Agency labeling and use requirements under the Federal Insecticide, Fungicide and Rodenticide Act (as amended).

If the Contractor’s methods fail to provide desired results, VDOT reserves the right to request a change in the chemicals in order to eliminate the problem.

1. All chemicals used shall be authorized for use in accordance with the products labeling and good sound workman-like practices.

2. If fogging or any other type treatment that may make an area uninhabitable for any given time is deemed necessary; a mutually agreed upon date and for such an operation must be established at least five (5) business days prior to its use with the VDOT Contract Administrator or designee.

D. QUALITY OF SERVICE:

1. TREATMENT SCHEDULE: The Contractor shall routinely treat each building a minimum of once every three months

(quarterly). The treatments are to be scheduled with each location.

2. SCHEDULE: The Contractor shall submit to the Contract Administrator or designee at each location, for approval, a written schedule at least five (5) business days in advance to the treatment dates. See F.2., for further scheduling requirements.

3. CHEMICALS: Insects (special emphasis on ants) shall be controlled and/or eliminated by the application of appropriate residual and non-residual pesticides, which are approved and conducive to the location of the infestations. All chemicals used shall conform to Federal, State and OSHA requirements and are to be approved and in compliance with existing

E.P.A. labeling and use requirements under the Federal Insecticide, Fungicide, and Rodenticide Act (as amended). If the

Contractor’s methods fail to provide desired results, the Agency reserves the right to request a change in chemicals in order to eliminate the problem.

4. BAIT STATIONS: Rodents shall be eliminated through the use of such items as toxic bait, traps, glue boards or other approved rodent control devices as determined by the Contractor. The Contractor shall replace bait stations if damage occurs from rodents, etc. VDOT will replace bait stations if damage occurs due to VDOT negligence.

5. NOTIFICATION BY CONTRACTOR: The Contractor shall notify the VDOT Contract Administrator or designee of conditions that limit the effectiveness of the pest control/elimination program.

a. The Contractor shall notify the Contract Administrator or designee at each site when any evidence of infestation of wood destroying pests, (i.e. termites, power post beetles, etc.) immediately upon discovery. Corrective treatment shall be secured separately from this contract.

6. RODENTS: All dead or dying rodents shall be removed from the premises and disposed of by the Contractor. The

Contractor shall be responsible for any cost associated with the disposal of any live, dead, or dying rodents. VDOT dumpsters and trash receptacles shall not be used for disposal of any trash, rodents or debris associated with this contract.

7. REMOVAL OF CONTAINERS: The Contractor shall remove and dispose of all insecticide/pesticide containers that have been transported on the Contractor's vehicle upon leaving VDOT property.

8. SAFETY DATA SHEETS: The Contractor shall submit to the VDOT Contract Administrator or designee, all safety data sheets for all pesticides and insecticides used prior to applying treatments.

9. STORAGE: Storage of pesticides, insecticides, bait boxes, etc., needed for the execution of this contract shall not be on

VDOT property.

10. REPORTS: The Contractor shall provide a written and signed service report to the Contract Administrator or designee at the completion of each visit. The service report shall contain, at a minimum, the following information:

a. Areas inspected and/or treated.

b. Pests and/or vermin discovered.

c. Types and quantities of insecticides, rodenticides, chemicals and/or devices used.

d. Area and method of application.

E. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. PERSONNEL REQUIREMENTS:

a. 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. Contractor shall ensure his capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere.

b. Pesticide Application Licensing: All personnel performing pesticide application activities shall be Certified

Commercial Pesticide Applicator or a Certified Registered Technician and hold a current 7A General Pest and the 7B

Wood Destroying Pest License in accordance with current VDACS regulations and requirements.

Pesticide applicator license for anyone applying pesticides (or supervising applications) shall be with eVA

Bid Submission or within 24 hours of request or the bid may be deemed non-responsive.

During the contract period, new applicators must submit copies of pesticide applicator licenses to VDOT prior to performing pesticide service.

c. Approved Contractor Personnel: It is a requirement of this contract that the Supervisor (Contractor’s Supervisory

Representative), and the onsite personnel be approved for work at all locations by completing and passing fingerprint based Criminal History Records Check (see Special Term and Condition #24). Bidder shall supply the names and required information for the CHRC within five (5) days of receiving the instructions from VDOT.

During the term of the contract, Contractor shall ensure they are able to perform the services within this contract, by having adequate personnel available with a completed CHRC. Contractor shall maintain a list of ID badge expirations and ensure the Contractor employee renews their badge timely. No one may report to VDOT to work under this Contract with an expired badge.

d. Experienced, Qualified Personnel: The Contractor shall provide experienced, properly trained, qualified, licensed/certified personnel by the Virginia Department of Agriculture and Consumer Services to apply all pesticides and chemicals. Copies of license shall be provided to the VDOT Contract Administrator prior to the service technician being authorized to apply pesticides or chemicals on VDOT property. VDOT reserves the right to reject any of the contractor’s employees who, in VDOT’s judgment, are not adequately qualified to perform the work.

e. Contact Person: The Contractor shall assign a primary contact who shall have the authority to execute work under this contract. The contacts names and cellular phone numbers shall be required prior to commencement of work activities. Refer to Attachment C, Normal and Emergency Telephone Numbers. Contractor shall notify the Contract Administrator of any changes in contact names or numbers immediately upon change.

f. Communication: The Contractor’s contact person and service technician(s) shall be able to communicate (both orally and in writing) and comprehend the English language. This individual shall communicate instructions to the others working under this contract or coordinate this communication. VDOT personnel must be able to understand the English used by these representatives.

g. Behavior: The Contractor’s personnel shall be courteous and respectful and shall refer all questions to the

Contract Administrator. Workers appearing to be under the influence of alcohol or drugs shall not be permitted on the job site. Behavior displayed by the Contractor’s and Subcontractor’s personnel, such as catcalling, whistling, leering, other similar gestures and work place violence of any kind will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents shall be grounds for the issuance of a Procurement Complaint Form.

h. Appearance: Any person working under this contract shall be in uniform at all times, including a neat and professional appearance at all times. Clothing shall be appropriate for the work being performed and weather conditions.

i. Coordination with VDOT: VDOT shall have the right at all times to be advised, upon request, of the status of work being done by the Contractor, and details of that work. The Contractor will maintain coordination with the

VDOT designee.

j. Sanitary Facilities: The Contractor may use VDOT’s sanitary facilities, if available, as long as there is no abuse and the facilities are left in the same manner in which they were found.

2. EQUIPMENT:

a. Tools: The Contractor shall have and maintain suitable modern equipment and tools necessary for the satisfactory execution of solicited work and all costs associated shall be included within the bid unit prices. A listing of the

Contractor’s general tools of the trade may be requested to assist in making an award decision. If required, this list must be received within ten (10) days of request.

3. MANNER OF CONDUCTING WORK AT THE JOB SITE:

a. Protection of Property: The Contractor shall protect property at the locations from injury or loss arising in connection with this Contract.

b. Satisfaction: All work shall be performed according to VDOT specifications and completed to the satisfaction of the VDOT Contract Administrator.

c. Signs or Advertisements: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the Contract Administrator.

d. Check In/Out: The Contractor shall check in with the Bedford Residency before and after all services are performed.

e. Security: For security reasons, the Contractor’s employees must present proper identification when reporting to a

VDOT facility, e.g., company identification card, driver’s license, etc.

f. Use of Premises: The Contractor shall perform their work in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises.

F. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: Work shall only commence upon the issuance of a purchase order. This purchase order will be sent to the Contractor by the Contract Administrator or designee prior to the commencement of work. One purchase order will be created by each location for each contract year.

2. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation, excluding normal work breaks, once they commence work, as directed by the VDOT Contract Administrator. Failure to provide a continuous operation may result in a Procurement Complaint Form.

3. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, A Procurement Complaint Form will be issued against the Contractor.

G. HOURS OF WORK:

1. WORKING HOURS AND SITE ACCESS: The Contractor is required to perform routine work during VDOT normal business hours which are from 7:00AM to 3:30PM. Monday through Friday, for routine service calls. The Contractor shall always coordinate his work schedule with the VDOT Contract Administrator or Designee, in writing, and shall ensure that work is not planned/performed or materials/supplies delivered on Saturdays, Sundays and State Observed

Holidays, to include, but not limited to: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day/Yorktown Victory Day, Election Day, Veteran's Day, Thanksgiving Day, Day After Thanksgiving and Christmas Day, unless otherwise approved, in writing, by the VDOT

Contract Administrator or Designee.

H. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure that all personnel and equipment comply with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment and supplies used.

2. PROTECTION OF PERSONS AND PROPERTY: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor's operation in connection with the work by ensuring all work/job area are to be maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT's property from injury or loss arising in connection with this Contract.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT Contract Administrator will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the worker's for failure to carry out orders for such period, and as he may deem necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public's interest.

V. NO PRE-BID CONFERENCE: A pre-bid conference will not be held for this solicitation; however, potential bidders are encouraged to present questions and obtain clarification relative to any facet of this solicitation. Reference section II

QUESTIONS REGARDING THIS INVITATION FOR BID.

VI. METHOD FOR PAYMENT:

Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of satisfactory goods received and/or completion of work. Invoices shall be submitted to the address listed below for all items completed within the designated billing period.

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

0473 or via email at: edi@doa.virginia.gov

VII. INVOICING:

Invoices shall be submitted after services have been completed and accepted by VDOT. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule.

Invoices shall be submitted to the address listed below:

Virginia Department of Transportation

Bedford Residency Office

PO Box 446

Bedford, VA 24523

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

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

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

mailto:edi@doa.virginia.gov mailto:SalemBedfordBusinessOffice@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 10:30 AM EDT on 07/30/2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/218744171746122?p=Yennm3CxkoGxiPPYpJ

Meeting ID: 218 744 171 746 122

Passcode: z8St3wL6

Dial in by phone

+1 434-230-0065,,443855354# United States, South Hill

Find a local number

Phone conference ID: 443 855 354#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 118 686 210 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.

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, https://teams.microsoft.com/meet/218744171746122?p=Yennm3CxkoGxiPPYpJ tel:+14342300065,,443855354 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=443855354 http://www.eva.virginia.gov/ religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1(E)).

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

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

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

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of

Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

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

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

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

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

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

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

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

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

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

States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the

Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

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

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

Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute

(Code of Virginia, § 2.2-4363).

2. To Subcontractors:

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

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

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

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

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance

(subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan.

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

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

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

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL

ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND

CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and

Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the

Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the

Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

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

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

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing

Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

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

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

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

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

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

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

Virginia. The bidder further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all coverage will be provided by companies authorized to sell insurance in Virginia by the

Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)

U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice in eVA (eva.virginia.gov) for a minimum of 10 days.

V. DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees;

(ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

W. NONDISCRIMINATION OF CONTRACTORS: A bidder or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS:

The eVA Internet electronic procurement solution, web site portal https://eva.virginia.gov/, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA

Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders must register in eVA and pay the

Vendor Transaction Fees specified below; failure to register will result in the bid being rejected.

https://eva.virginia.gov/

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

i. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

ii. Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

b. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at https://eva.virginia.gov/.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.

Y. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

Z. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro

Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation.