161111_Specifications.pdf

Administrative Services/Procurement

Fredericksburg Residency

Commuter Lot Grounds Maintenance

IFB #161111

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Issue Date: 7/28/2026 INVITATION FOR BIDS IFB# 161111

Title: Commuter Lot Grounds Maintenance

Commodity Code(s): 98836, 98856, 98889

Location Where Work Will Be Performed: Stafford and Spotsylvania Counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Jan Gul Yousufi

Email: Jangul.Yousufi@vdot.virginia.gov

Phone: (540) 899-4289

NOTE TO BIDDERS

Prebid Conference: An optional virtual Pre-Bid Conference will be held at 2:00 PM Eastern Standard Time (EST) on August 7, 2026. Refer to Solicitation Section V. for instructions on how to participate

Solicitation Closing Date and Time: 10:00 AM (EST) on August 19, 2026. Refer to Solicitation Section VIII.1 for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM (EST) on August 20, 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

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

mailto:Jangul.Yousufi@vdot.virginia.gov

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Administrative Services Division

Fredericksburg District/Fredericksburg Residency

Invitation For Bids IFB # 161111

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 12

VI. METHOD FOR PAYMENT 13

VII. INVOICING 13

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 13

IX. GENERAL TERMS AND CONDITIONS 14

X. SPECIAL TERMS AND CONDITIONS 21

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 (If Necessary)

G. 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/

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I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide grounds maintenance on an as-needed basis for nine (9) park & ride commuter lots within the Fredericksburg District.

Services shall include all labor, equipment, materials and all incidentals to perform grass mowing, litter pickup, edging, pruning/tree trimming, weed removal (by hand or mechanical means) and weed control (herbicide application) along with chemical application and shoveling of bus shelters and sidewalks during snow events. Park and Ride Commuter lots are located in Stafford and Spotsylvania Counties.

Lot 1: Spotsylvania County Lots – Litter pickup and mowing

Lot 2: Stafford County Lots – Litter pickup and mowing

Lot 3: Spotsylvania County Lots – Snow removal

Lot 4: Stafford County Lots – Snow removal

PERIOD OF CONTRACT: From date of award through one (1) year. with four (4) optional one-year renewals.

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 Jan Gul Yousufi at Jangul.yousufi@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 2:00 PM (EST) on August 14, 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:

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

Contractor's equipment shall meet Occupational Safety & Health Administration (OSHA) and Virginia Occupational Safety

& Health (VOSH) standards. Additionally, the Contractor(s) shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations.

A. SCOPE OF WORK: The Contractor will furnish all qualified labor, supervision, materials, and equipment to perform grounds maintenance service, including grass mowing, litter pickup, trash removal, tree and shrub trimming, edging, weed removal (by hand or mechanical means) and weed control (herbicide application), chemical application and shoveling bus shelters and sidewalks during snow events.

mailto:Jangul.yousufi@vdot.virginia.gov

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Grass Mowing

1. Grass shall be mowed to a height of between three (3) and three and one-half (3 ½) inches and present a uniformed appearance without skips or uncut areas. Mowing operations shall not cause ruts or bare spots. The abrasion or damage to the bark of trees, shrubs, and other plants due to mowing operations shall not be permitted. First cut of the year will be the responsibility of the Contractor, regardless of the initial height of the grass.

2. The entire site shall be thoroughly inspected; all trash and debris in the parking area, bus shelters, curb and gutter areas and all areas within the park and ride lots of right-of-way shall be removed PRIOR to the start of any mowing activities. No trash or debris is to be cut up at any time during mowing operations. All sidewalks shall be swept or air blown clean of all debris immediately after each mowing.

3. Clippings shall be evenly distributed and not windrowed into noticeable deposits. Grass clippings shall not be allowed to accumulate on hard surfaces, sidewalks, roadways or parking lots, clippings should be blown off of sidewalks and out of parking/roadway areas. Generated debris and clippings shall be removed from any drainage structures or outlets. The Contractor shall ensure clippings are not blown into bus shelters, Storm

Water Retention Ponds or onto parked vehicles.

4. The Contractor shall also take care to ensure objects (i.e. stones, debris) are not ejected from mowers causing damage to Commuter's personal property (i.e. parked cars) or VDOT property. Contractor shall mow all open areas within the park and ride's right-of-way, up to tree lines, including up to the lip of Storm Water Retention

Pond (SWRP). Contractor shall not enter any SWRP or cause any debris from mowing operations to be deposited in any SWRP.

5. The Contractor shall be responsible for the disposal of all trash and debris at a landfill of their choice. The cost of the debris removal and disposal shall be included in the Contractors bid price for mowing services.

Weed Removal

1. Shall be accomplished by hand or mechanical means. The Contractor shall not use weed and/or grass killer without prior written approval. Weed removal shall be performed at each scheduled mowing visit on all permanent structures, to include: sidewalks, parking areas, light poles, traffic light pedestals, bus shelters, bollards, curb & gutter, bike racks, around trees and shrubs that cannot be reached by mowers, sidewalk and paver joints, along planting beds, fences, guardrail and signs. Weed removal shall be accomplished in a manner not to damage the structures, trees and shrubs as well as Commuter's personal property (parked vehicles, etc.).

No vegetation shall be allowed to become overgrown (i.e. a height of 3.5 inches or more) around all permanent structures.

Edging

1. Contractor shall edge around all sidewalks where lawn and sidewalks meet. Grass and weeds shall not be allowed to creep onto the walkway. Edging shall be performed at each scheduled mowing visit.

Pruning/Tree Trimming:

1. Ornamental trees within the park & ride lot shall be pruned/trimmed in accordance with established Arborist standards and shall not be done in a manner that would damage or kill the bush/tree and shall present safe passage for pedestrians and vehicles. Tree and brush pruning/trimming shall be achieved through the removal of all overhanging tree branches at a maximum height of seven (7) feet to ensure compliance with VDOT

Specifications for vertical clearance where sidewalks exist.

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Litter Removal

1. Litter removal (non-mowing) service shall be performed at a minimum of two (2) times per week at each commuter lot, throughout the life of the contract or as directed by the VDOT Contract Administrator or designee. All sites are to be left clean and free of foreign matter deposited on the ground (including wood, trash, general litter, cans, bottles, cups, paper(s), plastic containers, glass, cigarette or cigar butts, baby diapers, construction supplies, leaf debris from right-of-way and parking lots, etc.) Litter removal service shall include the removal of any poster, decal, or advertisement that may be affixed to VDOT property, including bus shelters.

2. Litter and debris in the parking area, bus shelters, curb and gutter areas and all areas within the park and ride lots right-of-way shall be removed. Litter removal shall include emptying any trash receptacles and/or containers and all discarded debris placed at each lot. Contractor shall provide new trash bags. No trash or debris of any kind shall be left inside the receptacle prior to placing new bag liner.

3. The Contractor shall be responsible for picking up and disposing of all litter, debris, and foreign matter deposited on the ground, parking lot, or other areas throughout the entire parameter to include trash blown up to five (5) feet into the brush/tree line of the commuter lot.

3. In the event that a hazardous or suspicious material has been deposited on the lot, the Contractor shall notify

VDOT immediately for proper handling.

4. The Contractor shall remove any trash or debris spilled or dropped on the site while emptying the trash receptacles. All litter must be removed and disposed of by the Contractor at the end of each visit. Disposal shall be in compliance with all applicable rules and regulations at a licensed disposal site or landfill. The

Contractor shall be responsible for the disposal of all trash, and debris at a location (land fill) of their choice.

The cost of the debris removal and disposal shall be included in the Contractor’s bid price for litter services.

5. At VDOT's discretion, litter removal may be requested less or more frequently as needs dictate.

Weed Control (Herbicide Application)

1. Herbicide application may include parking areas, light pole fixtures, around bus shelters, curbs, medians, weeds and grasses growing in the joints and cracks of walkways and in asphalt parking lot. Herbicide application shall be performed once (1) a year per VDOT’s request or as otherwise directed by the VDOT representative as a preventative treatment to weed overgrowth.

2. The Contractor shall ensure that all applicators are certified by the Virginia Department of Agriculture and

Consumer Services (VDACS) in Category 3A Ornamental Pest Control or 3B Turf or 6 Right-of-Way pesticide control and shall maintain compliance with all current Virginia Pesticide laws and regulations.

Contractor shall only perform herbicide application with written prior approval.

3. Applicator Certification: The Contractor shall provide, with the bid documents, or within 48 hours of request from VDOT, photocopies of Virginia Pesticide Applicator Certificates for all applicators performing services under this contract. The photocopies must clearly show the employee’s name, certificate number, expiration date, and certification.

4. A waterproof placard shall be attached to the sprayer indicating its contents. The Contractor shall have a copy of the label and a copy of the Material Safety Data Sheet (MSDS) in the vehicle for all herbicides being used.

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Snow Removal at Bus Shelters and Sidewalks

1. The Contractor shall provide a crew consisting of a minimum of two (2) laborers to perform snow removal duties in commuter lots maintained by the VDOT Fredericksburg Residency. These duties shall include, but not be limited to, shoveling sidewalks to remove snow accumulation, shoveling snow from around bus shelters, applying salt to sidewalks and stairs, etc. NO ONE PERSON SHALL BE WORKING IN THE

COMMUTER LOTS ALONE AT ANY TIME.

a. Sign-In: Commuter Lot Crew Laborers shall report to the assigned AHQ location as directed by VDOT at the established time. Laborers shall sign in with the VDOT Shift Supervisor at the beginning of each shift and sign out at the end of each shift. Failure to sign in and out could result in non-payment as VDOT cannot verify the work.

b. The Commuter Lot Labor Crew shall remove snow from walkways, sidewalks, and bus shelters, and apply ice/snow melting chemicals to those surfaces. Surfaces shall be cleared to allow for safe use by pedestrians.

c. The Commuter Lot Crew shall remove frozen precipitation including sleet, frozen rain, and snow from all walkways, sidewalks, bus shelters, steps, and handicap ramps. Surfaces shall be cleared to allow for safe use by pedestrians.

d. The Commuter Lot Crew shall put down ice melting chemicals within the boundaries of each designated lot during winter storm events.

e. In those cases when the precipitation is primarily sleet or frozen rain, and cannot be removed by the above methods, the Commuter Lot Crew shall use equipment for snow blowing, shoveling, and chemical application to adequately provide safe passage for pedestrians.

f. The Commuter Lot Crew shall be capable of clearing all walkways, bus shelters, handicap ramps, steps, and sidewalks from ice events and up to 18 inches of snow accumulation.

g. Snow removal and/ or ice control shall continue until the site is clear of all frozen material that would present a hazard to pedestrians or interfere with the normal operations of the commuter lot.

B. LOCATION OF WORK: The Contractor shall provide the services at each of the nine (9) commuter lot locations listed below. VDOT reserves the right to add and delete locations at its sole discretion.

Lot Location County AHQ Storm

Water

Pond

Notes

Route 17

627 Warrenton Road

Fredericksburg, VA 22406

Stafford

Falmouth AHQ

1007 Thomas Lane

Fredericksburg, VA 22405

Yes

Mine Road (Route 684)

95 Mine Road

Stafford, VA 22554

Stafford AHQ

164 Wyche Road

Staffordboro (Route 684)

163-179 Staffordboro Blvd

Farmer’s Market

Saturdays 7a – 3pm

May - November

Court House Road (Rt 630)

1150 Courthouse Road

No

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Houser (Rt 208)

10800 Houser Dr

Fredericksburg, VA 22408

Spotsylvania

Massaponax AHQ

8409 Patriot Hwy

Commonwealth (Rt 1)

9320 Patriot Hwy

Spotsylvania, VA 22407

Massaponax AHQ

8409 Patriot Hwy

Old Salem Church (Route 639)

4240 Plank Rd

Fredericksburg, VA 22407

Chancellor AHQ

12321 Corter Avenue

Gordon Road (Rt 627)

12150 Gordon Rd

Chancellor AHQ

12321 Corter Avenue

Farmer’s Market

Saturdays & Sundays

8a – 1p

May - October

C. SCHEDULE OF SERVICES

SERVICE PERIOD OF SERVICE

Grass Mowing Every two (2) weeks, May through October of the contract term

Weed Removal Every two (2) weeks, May through October of the contract term

Pruning/Tree Trimming Once (1) a year or at VDOT’s sole discretion

Edging Every two (2) weeks, May through October of the contract term

Weed Control (Herbicide Application) Once (1) a year or at VDOT’s sole discretion

Litter Removal (Non-Mowing) Two (2) times a week, Twelve (12) Consecutive Months of the contract term

Snow Removal On-call, as-needed during snow/ice storms

1. Litter removal (non-mowing) shall be performed during the work week on a regular basis, throughout the life of the contract, two (2) times per week, or as directed by the VDOT Contract Administrator or designee. At VDOT's discretion, litter removal may be requested less or more frequently as needs dictate. Work shall not be performed without approval of the Contract Administrator. Work performed without authorization may result in non-payment of services. Upon completion, the Contractor shall notify the VDOT Representative that services have been completed for final inspection. Failure to properly notify VDOT Contract Administrator or designee will be interpreted as a missed service day for the week if the Contractor’s presence or performance cannot be verified by a VDOT Representative.

2. Bi-weekly mowing will be scheduled by VDOT Contract Administrator for the months of May - October each year during the duration of this contract or as directed by the VDOT Contract Administrator or designee. In lots that have

Farmer's Markets, work should be scheduled after the conclusion of the market. The Contractor may perform mowing services at all nine (9) lots during the work week or weekend. The Contractor will provide mowing, weed removal, edging, and litter removal services. Upon completion, Contractor shall notify VDOT Representative that services have been completed for final inspection. Failure to properly notify VDOT Contract Administrator or designee will be interpreted as a missed service day for the week if the Contractor’s presence or performance cannot be verified by a VDOT Representative.

3. The mowing and trash removal frequencies presented in this IFB are estimated and are based on average growing seasons. Additional mowing or trash removal may be ordered or omitted in the contract period as determined by the

Contract Administrator. All work will be performed on an AS-NEEDED basis.

E. EQUPIMENT REQUIREMENTS:

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1. GROUND MAINTENANCE: The types and sizes of tractors, pole saws, lawn mowers, string trimmers and edgers shall be as deemed necessary by the Contractor to provide a neatly manicured appearance. Equipment shall be properly maintained to prevent interruptions in service. Equipment leaking oil or gasoline shall not be utilized. Equipment shall not be fueled or oiled on grassy areas. In the event of an oil or gasoline spill the contractor shall thoroughly clean up the area and remove all contaminated materials at the contractor's sole expense. Contractor shall inform the Contract Administrator of any spills. Oil and gasoline shall not be allowed to flow into any waterways or gutters. Equipment and personnel shall in no way impede traffic at any time or present a hazard to the contractor's employees or the traveling public.

2. SNOW REMOVAL:

a. The Contractor shall provide hand operated snow blowers, hand push spreaders and heavy-duty snow shovels. The contractor shall be responsible for fuel for equipment.

b. The Contractor shall provide ice melt/de-icing material. The deicing material used shall be environmentally friendly, cost effective, and efficient. As an example, VDOT uses Magnesium

Chloride pellets that are environmentally safe.

c. Transportation: The Contractor shall provide one four-wheel drive (4WD) vehicle for the transportation of each crew and to haul equipment from one location to the next. The Contractor shall be responsible for providing fuel or method of fueling vehicle.

d. Company Identification: The name of the Contractor’s company shall be displayed on both sides of all work vehicles while on VDOT right of way.

e. State Inspection/Registration/Licensure: All Contractor equipment, including trailers, shall be in compliance with the requirements stated in Special Terms and Conditions, paragraph 41.

Vehicle Requirements.

f. Amber Light: Vehicle shall be equipped with at least one working rotating amber light which meets the requirements as stated in the VWAPM. Equipment warning lights shall meet the requirements referenced in the 2011, or latest edition, of the Virginia Work Area Protection

Manual (VWAPM) Section 6F.92, which can be accessed at the following link:

http://www.virginiadot.org/business/resources/const/2011_WAPM_Rev_1_Print.pdf

Vehicles that do not meet these requirements will not be allowed to be utilized in conjunction with this contract.

g. Vehicle shall have tire chains or tire cables available during the entire winter season. Tire chains or cables shall be installed and in use when road conditions warrant it.

h. Equipment Breakdown: In the event the vehicle gets stuck or breaks down, the Commuter Lot

Crew Supervisor shall notify VDOT immediately. The Contractor shall be responsible for getting the vehicle back in operation. No compensation will be made for vehicle breakdowns that results in the inability to perform work.

i. Laborers shall not operate any vehicles or equipment owned by the Commonwealth of Virginia.

2. PERMITS AND LICENSES: In connection with the work to be performed, the Contractor, at his/her sole expense, shall procure all necessary permits and licenses, and agrees to comply with all laws, ordinances, codes and regulations applicable to the performance of the work hereunder.

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F. PERSONNEL REQUIREMENTS:

1. The Contractor shall provide experienced, properly trained, qualified operators for performing the duties outlined within this IFB. The Contractor shall comply with all environmental regulations necessary to complete the project.

2. Contractor's Conduct: The Contractor shall be responsible for the conduct of all personnel while on the work site. All personnel involved with the work being performed shall obey all the rules and regulations of

VDOT. Inappropriate behaviors displayed by the Contractor's employees, including, but not limited to, addressing stopped motorists for personal gain, whistling or leering at motorists will not be tolerated. Any employees of the Contractor exhibiting inappropriate behavior will be barred from work sites permanently.

Repeated incidents with inappropriate behavior from Contractor's employees shall be grounds for termination of this contract and purchase orders associated with this contract at the discretion of VDOT. Contractor's employees shall refer all public questions concerning work performed under this contract to the Contract

Administrator. Contractor's employees shall communicate in a courteous and respectful manner to any citizen or any of the traveling public if approached with questions.

3. To ensure the overall safety of all personnel and the traveling public, the Contractor is required to provide operators who are able to communicate using the English language, understand instructions provided using the English language, and read and understand maps. The operators shall be required to demonstrate that they are capable of understanding instructions in English for safe and effective operations. If the operator is not capable of understanding these instructions, the Contractor will be notified, and a replacement operator shall be required. Until an appropriate replacement operator is put in place the Contractor will not be compensated.

4. Snow Removal: Relief laborers may be required during weather events lasting longer than twelve (12) hours.

5. Sub-Contractors: No subcontractor equipment or personnel shall be sent to the job site that has not previously been inspected and included on the approved sub-contractor list. Sub-contractors must be approved by the Contract Officer. Reference Special Terms and Conditions, paragraph 36. Subcontracts

G. SAFETY:

1. All work performed and materials used shall conform to all applicable State codes, specifications and standards, including VOSH, OSHA, NCHRP 350 and the Virginia Work Area Protection Manual.

2. All personnel shall, at all times, wear approved protective clothing, and any other equipment required to meet

OSHA and VOSH standards. The Contractor shall verify site conditions prior to starting work. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual (ANSI 2133.1-1994).

3.. A copy of the Work Area Protection Manual can be obtained online at:

http://www.virginiadot.org/business!trafficeng-WZS.asp (near the bottom of page).

a. Safety Equipment: Necessary safety supplies and equipment shall include, but is not limited to, hard hats, safety vests, steel-toed shoes, gloves, glasses, etc. Failure to comply with safety requirements constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety vest shall have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

b. Authority to Suspend Work: During the execution of the work, the Contract Administrator, or designee, will have the authority to suspend the work fully or in part due to the failure of the

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Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public's interest.

H. BILLABLE TIME:

1. Litter removal and mowing operations will be paid in a unit measure of each lot once the lot has been verified as completed.

2. Snow removal will be paid in a unit measure of each lot once the lot has been verified as completed.

a. Pictures of completed work shall be sent to Contract Administrator or designee before leaving each commuter lot.

3. Hours of operation: Unless approved by the Contract Administrator or designated, work operations may commence at 7:00am and continue until one hour before sunset. Snow removal will be on an on-call, as needed basis and times will vary.

4. Holidays: Except as is necessary to maintain traffic and provide snow removal services, work shall not be performed on Sundays or the following holidays without the permission of the Resident Engineer: January

1, Martin Luther King, Jr. Day, George Washington Day, Easter, Memorial Day, Juneteenth, July 4, Labor

Day, Columbus Day, Election Day, Veterans Day, Thanksgiving Day, and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday. In addition to the Sunday or Holiday work limitations, mobile, short duration, short-term stationery, or intermediate-term stationary temporary traffic control zone (as defined in the VWAPM) lane closures on mainline lanes, shoulders, or ramps shall not be performed during the following Holiday time periods without the written permission of the Engineer. Additionally, a long-term stationary temporary traffic control zone (as defined in the VWAPM) shall not be initially put in place, adjusted, or removed during the following Holiday time periods without the written permission of the Resident Engineer.

• January 1: From Noon on the preceding day until Noon on the following day, except as indicated below for Holidays occurring on a Friday/Saturday or Sunday/Monday.

• Easter: As indicated below for Holidays occurring on a Sunday.

• Memorial Day: As indicated below for Holidays occurring on a Monday.

• July 4: From Noon on the preceding day until Noon on the following day, except as indicated below for Holidays occurring on a Friday/Saturday or Sunday/Monday.

• Labor Day: As indicated below for Holidays occurring on a Monday.

• Thanksgiving Day: From Noon on the Wednesday preceding Thanksgiving Day until Noon on the

Monday following Thanksgiving Day.

• Christmas Day: From Noon on the preceding day until Noon on the following day, except as indicated below for Holidays occurring on a Friday/Saturday or Sunday/Monday.

• If the Holiday occurs on a Friday or Saturday: From Noon on the preceding Thursday to Noon on the following Monday.

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• If the Holiday occurs on a Sunday or Monday: From Noon on the preceding Friday to Noon on the following Tuesday.

Note: Holiday hours and restrictions do not apply to snow removal services.

FINAL INSPECTION: At the conclusion of work assigned, the Contractor shall be responsible to notify the VDOT

Representative via email (texts are not allowed) that the work is fully in compliance with the contract specifications and any applicable codes. Any deficiencies shall be promptly and permanently corrected within 24 hours by the

Contractor at the Contractor's sole expense prior to final acceptance of work.

I. METHOD OF ORDERING WORK – Notice to Proceed and Purchase Order (PO):

1. Litter Pickup and Mowing:

A. VDOT Contract Administrator will coordinate via phone with the Contractor for a start date.

B. A Notice to Proceed will be emailed to the contractor listing start/commencement date. The

Contractor has two (2) business days to confirm or reschedule.

C. Once schedule has been approved, a Purchase Order (PO) will be issued.

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

2. Snow Removal

A. Snow removal services will be added to the PO at the beginning of the contract term.

B. VDOT Contract Administrator will contact Contractor via phone and email to mobilize for snow operations. Contractor shall have one (1) hour to respond and two (2) hours to arrive at the designated lot.

J. CONTRACTOR RESPONSE REQUIREMENTS:

1. Litter Pickup and Mowing:

A. Upon notification from VDOT, the Contractor shall have five (5) business days to commence work, unless otherwise agreed upon by the Contract Administrator and Contractor.

B. At the beginning of each litter pickup day, the Contractor shall notify the Contract Administrator the starting location and order the lots will be completed in via email. TEXT MESSAGES ARE

NOT AN ACCEPTABLE FORM OF COMMUNICATION FOR THIS.

C. At the beginning of each mowing day, the Contractor shall notify the Contract Administrator the starting location and order the lots will be completed in via email. TEXT MESSAGES ARE NOT

AN ACCEPTABLE FORM OF COMMUNICATION FOR THIS.

2. Snow Removal

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A. Upon notification from VDOT, the Contractor shall have twelve (12) hours to commence work, unless otherwise agreed upon by the Contract Administrator and the Contractor.

B. At the beginning of each shift, the Contractor shall notify the Contract Administrator and the AHQ

Shift Supervisor of the starting location and order the lots will be completed in via email. TEXT

MESSAGES ARE NOT AN ACCEPTABLE FORM OF COMMUNICATION FOR THIS.

K. SITE VISITS

1. The bidder shall be familiar with and take into consideration all site conditions that may affect the work. The bidder shall verify all dimensions, quantities or other measured amounts at each site, which is included as part of this contract PRIOR to the submission of a bid.

2. Each bidder must be thoroughly acquainted with the character and nature of the work to be done. Each bidder must make a careful examination and inspection of each work site and be completely and fully informed as to the difficulties to be encountered in the performance of the work, the facilities for delivering, storing and placing materials and equipment, and other conditions relating to construction and labor.

3. The bidder shall examine all of the sites and be familiar with existing conditions such as obstructions, slopes, grades, level of use, and any other conditions related to the successful completion of the work.

4. No plea of ignorance of conditions that exist or may hereafter exist on the site of the work, or difficulties that may be encountered in the execution of the work as a result of failure to make necessary investigations and examinations will be accepted as an excuse for any failure or omission on the part of the Contractor to fulfill in every detail all of the requirements of the contract and to complete the work for the consideration set forth therein, or as basis for any claim whatsoever.

V. PRE-BID CONFERENCE:

OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 2:00 PM Eastern Standard Time (EST) on

August 7, 2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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

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

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/27833616513488?p=FifThfSKHq7QIfvpG9

Meeting ID: 278 336 165 134 88

Passcode: 39F27Lz2

Need help? | System reference

Dial in by phone

+1 434-230-0065,,324869381# United States, South Hill

Find a local number

Phone conference ID: 324 869 381#

Join on a video conferencing device https://teams.microsoft.com/meet/27833616513488?p=FifThfSKHq7QIfvpG9 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWMyNDI4YzYtYjI2ZS00NmNjLThjM2EtMzc3YTJlMTllZjA3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2288d4d4a2-fc79-4a01-8967-20e8ac330010%22%7d tel:+14342300065,,324869381 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=324869381

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Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 113 360 899 0

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 biweekly, to the addresses 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

Fredericksburg Residency Business Office

86 Deacon Road

Fredericksburg, VA 22405

In lieu of mailing, invoices may be submitted as an attachment via email to fredresidencybusinessoffice@vdot.virginia.gov and copy the Contract Administrator at Shannon.Chambers@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 mailto:edi@doa.virginia.gov mailto:fredresidencybusinessoffice@vdot.virginia.gov mailto:Shannon.Chambers@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0

14 | P a g e eVACustomerCare@DGS.Virginia.gov.

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 10:00 AM (EST) on August 20, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/260661334134497?p=EzFHhpSB1QzsIOZUPv

Meeting ID: 260 661 334 134 497

Passcode: ch2CW6MJ

Need help? | System reference

Dial in by phone

+1 434-230-0065,,116834672# United States, South Hill

Find a local number

Phone conference ID: 116 834 672#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 115 327 887 0

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, mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/260661334134497?p=EzFHhpSB1QzsIOZUPv https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODJiZjAyYjktODgxYi00YzIyLTliNWYtOWQxMGUzYzJjNDVm%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2288d4d4a2-fc79-4a01-8967-20e8ac330010%22%7d tel:+14342300065,,116834672 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=116834672 http://www.eva.virginia.gov/

15 | P a g e as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the

Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1(E)).

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

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

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

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

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

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:

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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…