161107 Scope of Work.pdf

Administrative Services/Procurement

Bristol District/Facilities

General Contractor Service

IFB #161107

Issue Date: August 10, 2026 INVITATION FOR BIDS IFB# 161107

Title: General Contractor Services

Commodity Code(s): 91006, 91427, 90961, 91051, 91086, 91075, 91001, 91052, 91066, 98815, 91025

Location Where Work Will Be Performed: Bland, Buchanan, Dickenson, Grayson, Lee, Russell, Scott, Smyth, Tazewell, Washington, Wise, and Wythe counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Christine Necessary

Email: Christine.necessary@vdot.virginia.gov

Phone: (276) 696-3248

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 2:00PM Eastern Daylight Time (EDT) on August 20, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 2:00PM EDT on August 31, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 2:00PM EDT on September 1, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

B. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of

Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

C. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. REFERENCES

F. CONTRACTOR LICENSE REQUIREMENTS

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

Administrative Services Division

Bristol District

Invitation For Bids IFB # 161107

TABLE OF CONTENTS

PAGE

I. PURPOSE 2

II. QUESTIONS REGARDING THIS INVITATION FOR BID 2

III. GENERAL DEFINITIONS 2

IV. SPECIFICATIONS 2

V. PRE-BID CONFERENCE 11

VI. METHOD FOR PAYMENT 12

VII. INVOICING 12

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 12

IX. GENERAL TERMS AND CONDITIONS 13

X. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. References – Fillable Form

F. Contractor License Requirements– Fillable Form

G. Prevailing Wage Rate Determination(s)

H. VDOT Bristol Facility Locations

I. CII/SSI Policy Guide – Field Print

J. References (If Necessary)

K. Contractor License Requirements (If Necessary)

L. 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

General Contractor Services (routine services to repair, maintain, and improve VDOT owned facilities) on as “as-needed” basis to VDOT locations within the Bristol District.

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

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting

Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting 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 Chelsa Taylor at Chelsa.Taylor@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 5:00 PM EDT on August 26, 2026.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. SCOPE OF WORK: The Contractor shall provide all necessary labor, supervision, equipment, tools, materials, supplies, and incidentals as necessary to provide general contractor services to repair, maintain, and improve the facilities owned and operated by the Virginia Department of Transportation (VDOT), Bristol District. Maintenance, repairs, and replacement shall be like in kind and not fall under capital outlay requirements. Individual projects which are estimated to cost more than $75,000 and projects requiring a Division of Engineering and Buildings (DEB) issued building permit are excluded from this contract and will be competitively bid.

Lot 1: Bristol District Complex, Abingdon and Wytheville Residencies-Smyth, Washington, Wythe, Bland, and

Grayson Counties.

Lot 2: Lebanon and Wise Residencies – Buchanan, , Russell, , Tazewell, Dickenson, Lee, Scott, and Wise Counties.

1. TYPICAL FACILITIES WHERE WORK WILL BE PERFORMED: Facilities where work shall be performed consists of, but are not limited to: office buildings, equipment storage buildings, equipment shops, material storage buildings, fuel canopies, and lots.

2. EXAMPLES OF SERVICES: Services that may be requested within this solicitation include, but are not limited to:

• Concrete Work: form work, vapor retarder, reinforcement, construction, isolation, contraction joints, slab finishes, and curing.

• Masonry: matching existing masonry, pargeting, and cleaning.

• Rough Carpentry: wood and metal framing.

• Finish Carpentry: standing and running trim, paneling, flooring, cabinets, countertops and backsplashes, metal doors and frames, wood doors and frames, metal and wood windows, and door hardware.

• Siding: vinyl siding, soffit, and accessories; aluminum siding, soffit, and accessories; wood siding, soffit, and accessories.

• Gypsum Board: single-layer, cementitious backer units, fire resistance rated assemblies, smooth finishing, and texture finish.

• Acoustic Panel Ceilings: ceiling suspension system and acoustic panels.

• General Construction Labor.

• Roofing repair/replacement

• Repairs to VDOT installed fencing and gates, including electric gates (excluding repairs to fencing and gates covered by the statewide VDOT Infrastructure Protection and Resiliency Enhancements Program (VIPREP) contract)

• Minor excavation

• Demolition that falls within project cost limits (excluding Capital Outlay and Maintenance Reserve projects)

3. WORK PERFORMED UNDER THIS CONTRACT: It is understood that the work to be performed under this contract will be non-capital outlay projects and shall not require the services of an architect, engineer, or consultant, and that the work required can be done as a result of routine field survey by the Contractor, examinations of written information and simple sketches and diagrams briefly describing VDOT’s needs and building blueprints, if necessary. However, upon completion of the site investigation of the request work, the Contractor determines the scope of work in response to VDOT’s request requires the services of an architect, engineer, or consultant, then the

Contractor shall notify the VDOT Contract Administrator or designee of the work requested that cannot be accomplished under this contract. Prior to the start of work, if any tests, monitoring, or permits are required for the project, VDOT will be responsible for obtaining the testing, monitoring, and permits.

B. PRICE QUOTED: Bid prices for the labor shall be in the form of a firm, fixed price for the line item described in the pricing schedule. Labor bid prices shall include all direct and indirect overhead costs such as supervision, tools, equipment, transportation/mileage, general and administrative costs, etc. All travel expenses shall be included in the hourly rate. This will also include the use of cellular phones used by the Contractor to conduct business. No extra costs will be allowed during the contract period except for materials which will be billed at cost. No charge will be allowed for downtime, servicing of equipment, lost time for inclement weather, or the inability of the Contractor to provide qualified personnel.

C. SPECIFICATIONS AND STANDARDS: All work shall be accomplished in compliance with all applicable federal, state and local laws, ordinances, rules, regulations, manufacturer's recommended procedures, and industry standards and codes, including the Virginia Occupational, Safety, and Health (VOSH) Standards, the Virginia Uniform Statewide

Building Code issued by the Department of Housing and Community Development, the National Electrical Code, and all codes governed by the International Code Council in effect on the date of the purchase order. All work performed under this contract shall be done in a manner that will not overload or render useless any portion of the facility and will not adversely affect the integrity of the building's structural, mechanical, electrical, fire protection, and life safety systems or any other building features.

D. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. SERVICE REQUIREMENTS: The Contractor shall have a Virginia Department of Professional and Occupational

Regulation (DPOR) Class A license with a specialty in CBC (Commercial Building Contractor) or CIC

(Commercial Improvement Contracting). The Contractor's firm shall perform, at a minimum, 60 percent of all work.

2. ON-CALL REPAIR SERVICE:

a. ROUTINE, NON-IMMEDIATE RESPONSE SERVICE CALLS AND DEFINED PROJECTS: Non-immediate response (routine type) repair services, scheduled repair, or replacement projects will be placed under the category of Routine Service.

b. NON-ROUTINE, CRITICAL/IMMEDIATE RESPONSE SERVICE CALLS: In the event of a critical or immediate need such as window/door repairs prohibiting the security of a building, or other situation deemed an immediate need or emergency by the VDOT Contract Administrator, the call will be placed under the category of Critical/Immediate Need Service.

2. PERSONNEL:

a. COMPETENT/TRAINED PERSONNEL: The Contractor shall be responsible for providing competent, properly trained, experienced, and qualified personnel that are the appropriate types and skill levels required to accomplish the work. Personnel shall be capable of successfully commencing and completing any given project within reasonably requested timeframes. The Contract Administrator and the Contractor shall mutually agree upon which skill level worker will be required for each project. 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. The

Contractor shall provide a list of all employees who will be assigned to this contract and a summary of their qualifications within two (2) business days of request by VDOT during the evaluation of the solicitation.

The contractor shall notify VDOT when there are changes in assigned employees to the contract within five (5) business days of the change. Additional employees assigned shall undergo a background investigation prior to performing any work.

b. CONTRACTOR'S CAPACITY TO PERFORM: The Contractor shall ensure their capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The

Contractor’s personnel shall be available for as needed, on-call repairs 24 hours a day, seven days a week.

c. CONTACT PERSON: The Contractor shall assign an individual as the Supervisory Representative who shall have the authority to execute contract work and who shall be responsible for ensuring that the services required by VDOT are delivered in accordance with the terms and conditions of the contract. The Contractor shall provide this individual’s name, as well as additional personnel names and phone numbers who can be contacted

24 hours a day, seven days a week in case of urgent need on Fillable Attachment D – Normal and Emergency

Contacts.

d. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees as well as all subcontractors he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the Prime Contractor and shall be approved in writing by VDOT Contract Officer in advance to being used. See Attachment C- Subcontractor Approval Request.

When a subcontractor is used, the Contractor shall provide a lead technician to oversee the work being done by the subcontractor. The cost for supervision of subcontractors will be paid at the hourly rate for General

Contracting lead technician, routine service.

e. COMMUNICATION: The Contractor’s representative shall be capable of communicating (both verbally and in writing) and comprehending the English language. This personal shall be capable of communicating instructions to their employees. The Contractor shall have and maintain communications, using cell phones or other suitable means, which are fully operational in the Bristol District, with the VDOT Contract Administrator and/or designated VDOT personnel while working under this contract.

f. CONDUCT OF CONTRACTOR’S PERSONNEL: The conduct of all Contractor’s and subcontractors’ personnel shall be professional at all times and workers appearing to be under the influence of alcohol or drugs shall not be permitted on VDOT property. Loud or disruptive behavior including but not limited to catcalling, whistling, leering, and other similar gestures shall not be permitted. Substantiated reports of disruptive behavior or harassment shall be grounds for the removal of the employee(s). Repeated incidents may result in a

Procurement Complaint Form being issued. The Contractor’s employees shall not use or tamper with office machines, equipment, nor VDOT employee’s personal property at any time.

g. CREW SIZE: The crew size for all Routine Service and Non-Routine, Critical/Immediate Need Service repairs shall be set at one (1) lead technician, experienced and qualified in the trade, with an adequately equipped work vehicle, and one (1) helper. For all jobs requiring an additional lead technician, or the services of one or more helper(s), the Contractor shall obtain written approval from the Contract Administrator before commencing work. The Work Order will be revised to include any additional personnel required.

h. LABOR RATES: The Contractor shall only be allowed to charge for productive, on-site work hours. No travel time and/or additional charges will be permitted, unless specified elsewhere in this IFB.

3. EQUIPMENT:

a. EQUIPMENT / TOOLS: It is expected that the Contractor shall have and maintain suitable, reliable equipment and tools of the trade necessary for the satisfactory execution of the work in the scope of the contract. All costs shall be included within the bid unit price. A listing of the Contractor’s general tools of the trade may be requested to assist in making an award decision. If requested, this list shall be received by VDOT within two (2) business days of request. VDOT will not be responsible for any loss, stolen and/or damage to the Contractor’s vehicles, equipment, tools and supplies as a result of work being performed under this contract.

b. SERVICE TRUCKS: The Contractor shall provide an adequate service truck to transport the personnel and tools of the trade, incidentals, and materials, and shall display the Contractor’s name. It is expected the service trucks shall be capable of reaching remote service locations during snow and/or critical operations. In the event a Contractor’s truck is unable to reach the assigned destination; the Contractor’s employee shall immediately notify the VDOT Contract Administrator. No payment will be authorized until the Contractor’s employee is able to perform services.

c. MAINTAINING EQUIPMENT: The Contractor shall maintain all tools, equipment and service trucks to sufficient standards throughout the duration of the contract to allow for uninterrupted services.

d. SPECIALIZED EQUIPMENT: The leasing or rental on an hourly, weekly, or monthly basis of specialized, unusual, or unique equipment necessary to perform the scope of this contract, which are not considered general tools of the trade and require additional cost, shall be pre-approved in writing by the VDOT Contract

Administrator. No travel time will be paid to retrieve or return the equipment. The Contractor will be reimbursed for the cost of renting or leasing the specialized equipment as supported by the invoice. The

Contractor shall furnish copies of all receipts for rentals/leases and for delivery and pickup of rental equipment from the supplier. This is not a bid line. No percentage of markups is allowed to be added for the cost of leasing or renting the equipment per the Code of Virginia 2.2-4331. The cost of renting or leasing the specialized equipment shall be billed at the Contractor’s actual invoice costs.

If the Contractor provides specialized equipment from their shop, the cost shall be billed at the market rental rate on the Contractor's letterhead/invoice at the end of the project. This process shall be limited and the VDOT

Contract Administrator can stop this process at any time and has the right to refuse use of contractor’s specialized equipment.

e. USE OF VDOT’S EQUIPMENT: The Contractor’s employees are not permitted to use licensed VDOT vehicles or radios at any time. Telephone services will only be permitted for local calls pertaining to the performance of this contract. The Contractor shall reverse charges on all long-distance telephone calls.

4. GENERAL MATERIALS AND SUPPLIES:

a. CONTRACTOR-FURNISHED SUPPLIES: The Contractor shall furnish all supplies and materials needed unless other arrangements are made by VDOT. The materials shall be new and free from defect. Products supplied by the Contractor shall be quality products that comply with all applicable laws, ordinances, rules, regulations and codes and are compatible with pre-existing materials and equipment involved and have been pre-approved for use by the VDOT Contract Administrator or designee. The use of used parts is strictly prohibited. The Contractor’s employees assigned to this contract shall have the ability to purchase the required repair materials within the vicinity of the project site as needed while on site to avoid additional service trips due to lack of parts.

b. VDOT-FURNISHED SUPPLIES: VDOT reserves the right to furnish any or all materials, supplies and/or equipment to the Contractor for the project, whenever it is determined to be in the best interest of the

Commonwealth, and adjust the Contractor’s estimate accordingly.

c. SUPPLIES/MATERIALS INVOICED AT COST: Supplies and materials shall be billed at actual cost. The

Contractor shall include an itemized list of parts and/or materials and their actual cost on each invoice submitted for payment. The Contractor shall also submit supplier invoices to confirm these prices. Invoices shall be submitted when project/work is completed. If the Contractor supplies materials from his shop, they shall be billed at the market rate on the Contractor’s letterhead/invoice at the end of the repairs. This same process applies to items from the Contractor’s truck. This process shall be limited and the VDOT Contract

Administrator can stop this process at any time and has the right to refuse any material. No mark up in price will be permitted as per the Code of Virginia 2.2-4331.

d. NO CHANGING OF SUPPLIES WITHOUT APPROVAL: No supplies or materials shall be reduced or changed unless approved by the Contract Administrator or designee.

e. LEFTOVER MATERIALS: All leftover materials, whether provided by VDOT or the Contractor and charged to VDOT, shall be turned over to VDOT at the completion of the project.

f. WARRANTY: All materials shall have the manufacturer's warranty, and shall be installed according to manufacturer's specifications, warranted accordingly, including labor.

g. NON-COMFORMANCE: Should any defect be noted by VDOT, the Contractor Administrator or designee will notify the Contractor of such defect or non-conformance. Notification will state either that the Contractor shall replace or correct, within four (4) hours of notification from VDOT. If the Contractor is required to correct or replace, it shall be at no cost to VDOT and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, a Procurement

Complaint Form may be issued against the Contractor.

E. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the VDOT contract specifications and completed to the satisfaction of the VDOT Contract Administrator. The Contractor shall be responsible for all repair work and any necessary re-work on work previously performed.

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

3. DAILY CHECK IN/OUT: The Contractor shall check in daily on site at the applicable District/Residency/Area

Headquarters upon arrival at the job site prior to beginning work and check out prior to leaving. Prior to leaving the site, the Contractor shall have the VDOT Representative at the work location sign the Contractor’s timesheet to confirm hours worked for each technician each day. Hours worked that are not confirmed may not be paid. (This is to ensure VDOT is aware of the Contractors on the job site and to confirm hours worked.) In the event that on site personnel cannot be located to sign the Contractor’s timesheet, note this on the timesheet and contact the Contract

Administrator, or designee to advise that no one was available to sign. The timesheet shall be submitted with the invoice. The timesheet must include, at a minimum, the Contractor’s name, the job description and location, date of service, employee name, employee’s check in and check out time and all breaks, and total number of hours worked.

4. 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.

5. REVIEW OF WORK SITE: A VDOT Contract Administrator or designee may review each work site with the

Contractor prior to the start of work. The Contractor shall work any costs for review of the work site into the bid rates.

6. DELIVERY, PARKING AND PARKING: Arrangements may be made to deliver material and equipment to work sites. The Contract Administrator or designee shall approve parking and material storage arrangements. VDOT will not be responsible for any loss or damage to the Contractor’s equipment or materials that are left on site. It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. The owner will not assume any responsibility for receiving these shipments.

Contractor shall check with the owner and make necessary arrangements for security and storage space in the building during installation. The Contractor shall NOT store any flammable or hazardous materials on VDOT property. The Contractor shall store their apparatus, materials, supplies, and equipment in such an orderly fashion that it will not interfere with the progress of their work or the work of VDOT or any other Contractor.

7. USE OF VDOT WATER AND ELECTRIC: With permission from the Contract Administrator, or designee the

Contractor may use VDOT’s water and electricity. If any modifications are required, the Contractor shall obtain written permission from the Contract Administrator or designee. The Contractor, at his expense, shall make modifications that are approved. The Contractor shall remove modifications upon completion of the project.

8. CLEANUP: The Contractor shall clean up frequently, so the work site presents a neat, orderly and workmanlike appearance at all times. The work area/site shall be returned to the level of cleanliness prior to work commencing so the area is ready for use. If a Contractor fails to clean up at the completion of the work, the Contractor shall complete the clean-up within four (4) hours of being notified. Upon completion of the project, the Contractor shall clean surfaces to remove any caulking, etc. left on surfaces. The Contractor shall remove the caulking, etc. using care to not scratch or otherwise, damage finished surfaces.

9. DISPOSAL: The Contractor is responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the project site but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. No VDOT dumpsters are to be used for disposal. The Contractor shall include any cost for disposal into the bid rates.

10. CONTINUITY OF OPERATIONS: The Contractor shall coordinate with the VDOT Contract Administrator and give written notifications of the necessity for any interruptions to utility services. The VDOT Contract Administrator will give written authorization to the Contractor stating the agreed dates and times for the interruptions.

11. SECURITY: If required, the Contractor's foreman/supervisor shall be responsible for securing the work area before leaving the location. The Contractor's employees shall undergo a background investigation prior to performing any work concerning this contract at the Contractor's expense (see paragraph X.32). They shall be required to present their VDOT issued security badge as proper identification when reporting to a VDOT facility.

12. VA811: When digging is required, the Contractor shall contact VA811for marking underground utilities prior to the performance of work. The Contractor shall not dig until verifying the marking has occurred. The Contractor shall be responsible for any damages caused when VA811guidelines are not followed.

13. CONTRACTOR'S PERSONNEL: The Contractor's personnel shall be courteous and respectful and shall refer all questions from the public concerning the work planned, performed, or promised to the Contract Administrator or designee.

14. SUBCONTRACTING: The Contractor shall not subcontract out work normally performed by the Contractor without the written approval of the Contract Administrator or designee. As part of the approval process, the contractor shall submit the subcontractor's verification of licensure (if applicable) to the Contract Administrator or designee for approval (Attachment C), prior to commencing the work.

15. COORDINATION: The Contractor shall cooperate with VDOT and other contractors as necessary. At all times, VDOT will have the right to be advised, upon request, of the status of work being done by the Contractor, and details of that work. The Contractor shall maintain coordination with the VDOT Contract Administrator or designee.

F. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure that all personnel including subcontractors and equipment comply with all Occupational Safety and Health Administration (OSHA) and VOSH Standards as they apply to the work being performed and not create any hazardous conditions. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. Refer to

Special Terms and Conditions Section 30. Safety and Health Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contractor shall always take every precaution for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect

VDOT’s property.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT Contract Administrator or designee will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as 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.

4. PASSENGERS: No additional passengers except those performing work as identified under this contract shall be allowed to ride in the service vehicle or allowed on VDOT property.

5. SIGNAGE: The Contractor shall be responsible for work sites being appropriately designated/protected by any necessary signing/barriers including signs, caution tape, etc. as required to identify any dangerous situation created by the on-going work.

G. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: VDOT will issue a blanket Purchase Order, which will be for billing purposes only. VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase Order.

The Contract Administrator will either provide a written Scope of Work or a Work Request/Estimate Form identifying the work location, the dates(s), and the Scope of Work. Upon approval of the Contractor’s estimate, a

Work Order will be issued to the Contractor which will be the official work notification. The Work Order will incorporate the Contractor’s estimate, start date of the project, and the terms and conditions of the basic contract. No work shall begin without the receipt of an approved Work Request/Work Order. In case of critical/immediate need for repair service, a verbal work request and verbal estimate will be sufficient for the Contractor to begin work. A written confirmation (work order) will follow within 48 hours detailing what was agreed to verbally.

2. WORK ESTIMATES: The Contractor shall provide a detailed written, not-to-exceed estimate of the work to be performed, to the Contract Administrator or designee for approval within five (5) business days of receipt of Scope of Work or a Work Request/Estimate. Prior to submitting an estimate, a visit to the work site may be required to carefully examine the site of the proposed work to acquire a full understanding of the nature and scope of the project to be accomplished. If a site visit is required to complete the estimate, it shall occur within three (3) business days of notification from VDOT. The estimate shall identify the work location; the Scope of Work; detailed written estimate of the labor category, estimated hours, and hourly rate; estimated time frame to complete project; materials needed and itemized costs: and itemized specialized equipment that will be required to perform any such repair services.

Such repairs shall be made only after receipt of an approved Work Order from the Contract Administrator. The cost associated with site visits and providing estimates shall be worked into the bid prices. If the estimate is not considered to be fair and reasonable, the Contractor will be asked to review their estimate and re-submit. If the revised estimate is still not considered to be fair and reasonable, VDOT reserves the right to competitively bid the work separately from this contract.

3. RESPONSE TIME: All approved work shall be scheduled with the Contract Administrator or designee. The

Contractor, in establishing the target date for completion, shall take into account the time required to obtain delivery of the required materials and, where appropriate, advise the Contract Administrator or designee, of the availability of materials that may delay the start of work or associated completion dates. In preparing such estimates, the

Contractor may choose to rely on physical inspections, or to contact the Facilities Office to obtain access to building blueprints, if available.

4. CRITICAL/IMMEDIATE NEED/RESPONSE: VDOT reserves the right to change the required times for visiting the work site, submitting estimates, scheduling and starting work by the VDOT Contract Administrator or designee if deemed necessary in response to an urgent response. As defined by the VDOT Contract Administrator, the on-site confirmation/response times for Critical/Immediate Need Response work are that the Contractor shall confirm within one (1) hour of initial notification and shall be on-site four (4) hours after the initial notification from VDOT.

During these times, the labor categories will be compensated at the line item bid price rate for Critical/Immediate

Need.

5. ADVANCE NOTICE: For scheduled work, the Contractor shall notify the Contract Administrator or designee at least two (2) working days in advance of their scheduled presence on site in order that VDOT personnel may be notified in a timely manner.

6. UNMANNED LOCATIONS: For Area Headquarters that are unmanned and require the Contractor to schedule appointments in advance, contact VDOT’s Contract Administrator or designee.

7. ADDITIONAL WORK: If during the course of the project, if additional work is required that is not listed in the

Scope of Work on the Work Order, the Contractor shall provide the Contract Administrator or designee with an estimate for the additional work and obtain approval from the Contract Administrator before any additional work is performed. The work order/estimated will be revised/documented to reflect the approved changes. If the Contractor fails to obtain approval for additional, the additional work may not be paid by VDOT.

8. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide continuous operation once work has commenced, with the exception of interruptions caused by weather or delays authorized by the Contract

Administrator or designee. The Contractor shall provide sufficient equipment and personnel to complete the work within the timeframe specified. Performing maintenance or repairs to the Contractor’s equipment or re-fueling equipment shall not cause interruptions. If this is not done, a Procurement Complaint Form may be issued.

9. CONTRACTOR’S FAILURE TO PERFORM: If the Contractor fails to perform work per the specifications, a

Procurement Complaint Form may be issued against the Contractor.

H. HOURS OF WORK:

1. HOURS OF WORK: All routine services shall be performed during normal business hours, which are normally between 7:00 AM and 3:30 PM, Monday through Friday, unless authorized or requested by the VDOT Contract

Administrator or designee.

2. STARTING TIMES AND SCHEDULES: Starting times and schedules may vary and will be at the discretion of the VDOT Contract Administrator or designee. If the contractor is unable to report to the job site as agreed upon in the written work order the contractor shall notify the Contract Administrator or designee immediately. Work that is delayed repeatedly may result in a procurement complaint form being issued against the contractor.

3. CRITICAL/IMMEDIATE NEED WORK HOURS: During critical/immediate needs or because of the nature of work, the Contractor may be required to work outside the normal work hours, as well as 24 hours a day on

Saturdays, Sundays and Holidays. The Contract Administrator or designee will notify the Contractor verbally and follow up in writing when the Contractor is required to work outside of normal work hours, and the crew members will be compensated at the line item pricing for Critical/Immediate Need rates.

4. STATE HOLIDAYS: No work shall be permitted on weekends, or major holidays, without written permission from the VDOT Contract Administrator or designee. Major holidays are to include but are not limited to State holidays include but not limited to: New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Election Day, Columbus Day/Yorktown Victory Day, Veterans’

Day, Thanksgiving Day, the day after Thanksgiving and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday. If any of these holidays occur on a Saturday, the preceding

Friday shall be considered the holiday.

I. BILLABLE TIME: Work performed will be measured and paid based on the contract labor rate to the one-quarter (1/4) hour. Payment for work shall begin when the Contractor arrives at the first job site of the workday and shall end once the

Contractor leaves the last job site of the day. When the Contractor is requested to provide service at multiple job sites throughout the day, the Contractor will be compensated at the routine Helper hourly bid rate for the travel time between sites only. Breaks, including meal breaks, will not be compensated. Breaks should be noted on the timesheet, when applicable.

1. VERIFICATION: The Contractor shall notify the Contract Administrator when the work is completed and ready for inspection. Upon completion of each work request, the Contractor shall verify that the work in fully in compliance with the contract and VDOT specifications, and shall verify the labor, materials, and specialized equipment used with the use of timesheets and a Service Call Report. Any labor, materials, and specialized equipment used that day shall be listed on the Service Call Report. The Contract Administrator or designee and the

Contractor shall sign the Service Call Report, verifying VDOT authorized the hours worked, materials, and specialized equipment used.

a. The Service Call Report will be used to verify work completed on each project and invoice amounts. Within 10 business days of award of contract, the Contractor and Contract Administrator shall mutually agree on the format and contents of the Service Call report.

b. The Service Call report shall be submitted to the Contract Administrator or designee within one week (7 days) of completion of work for routine service calls. The report shall be a clear and legible copy. The Service Call

Report shall include, at a minimum, the following information:

• Name and address of the Contractor

• The Work Order number

• The contract number

• The name of the VDOT Contract Administrator who authorized the work

• Name of the Contractor's employee(s) performing the work.

• Date(s) and number of labor hours, by category, expended to perform the work.

• VDOT provided Fixed Asset Accounting and Control System (FAACS) number of building/lot where work was performed

• Brief description of the work performed

• A detailed list of materials used or parts replaced

• A detailed list of any specialized equipment and the number of hours used

• Any additional comments

• Signature of the Contractor's crew leader

2. TRANSPORTATION: The Contactor shall provide transportation for workers and tools to the job site. This vehicle shall also be suitable for hauling materials and debris and shall be properly licensed in the state in which it is registered. All transportation costs shall be included in the hourly labor rates.

3. NON-PRODUCTIVE RESPONSE TIME: The Contractor may be permitted to charge for up to two (2) hours response time for any personnel requested if the Contractor is unable to perform work under this contract due to circumstances approved by the Contract Administer (e.g. inclement weather or emergency situation for VDOT). The personnel must have reported to the work site or be enroute when the Work Order is canceled by the Contract

Administrator. VDOT reserves the right to determine if the Contractor qualifies for non-productive response time.

4. CORRECTIONS: Prior to final acceptance of the work, the Contractor shall correct, repair, or replace any work that was damaged by the crew. All work not meeting the approval of VDOT shall be corrected within 24 hours after notification, at the Contractor's sole expense

V. PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 2:00 PM EDT on August 20, 2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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

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

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/287878356013170?p=f68n5AvDMr8tB4f6sp

Meeting ID: 287 878 356 013 170

Passcode: A9Sy2RM6

Need help? | System reference https://teams.microsoft.com/meet/287878356013170?p=f68n5AvDMr8tB4f6sp https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJmZDI2NWQtMjU3My00NTBiLWFhMzQtNmNhNTQyOGYwYmI1%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%221ffcffe2-0d6e-4a9c-bc7d-bfe4efdf32ca%22%7d

Dial in by phone

+1 434-230-0065,,24710850# United States, South Hill

Find a local number

Phone conference ID: 247 108 50#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 117 216 409 7

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Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. METHOD FOR PAYMENT:

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

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

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

VII. INVOICING:

Invoices shall be submitted within 10 days upon completion of acceptance of work. to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format.

Virginia Department of Transportation

Attn: Glenn Heath and Nancy Ritter

2111 Bonham Rd

Bristol VA, 24201

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

Nancy.ritter@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 tel:+14342300065,,24710850 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=24710850 https://www.webex.com/msteams?confid=1172164097&tenantkey=commonwealthofvirginia&domain=m.webex.com mailto:edi@doa.virginia.gov mailto:Glenn.heath@vdot.virginia.gov mailto:Nancy.ritter@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html

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

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

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1 -866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 2:00 PM EDT on September 1, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/243786717979915?p=zYbHe2ycXatbQvXM2n

Meeting ID: 243 786 717 979 915

Passcode: uZ6vD9MD

Need help? | System reference

Dial in by phone

+1 434-230-0065,,709519435# United States, South Hill

Find a local number

Phone conference ID: 709 519 435#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 114 040 003 1

More info

The bid opening will begin promptly at the time indicated. At the start of the conference the VDOT Representative will conduct a roll call to identify the individuals participating on the call. Participants will be requested to provide their individual name, company name and contact information during the roll call.

If you are unable to access the teleconference at the scheduled time, please contact the Contract Officer via email and a bid reading will be provided.

The provisions of § 2.2-4342 of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.

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”.

https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/243786717979915?p=zYbHe2ycXatbQvXM2n https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDU4NTI2ZTQtZmM2YS00MGQ1LWJkNmYtZDU5ZWUwMjc5MzJk%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%221ffcffe2-0d6e-4a9c-bc7d-bfe4efdf32ca%22%7d tel:+14342300065,,709519435 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=709519435 https://www.webex.com/msteams?confid=1140400031&tenantkey=commonwealthofvirginia&domain=m.webex.com http://www.eva.virginia.gov/

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.