Administrative Services/Procurement Salem District Custodial Services IFB #161142 ADD1 in RED

Issue Date: August 11, 2026 SEALED INVITATION FOR BIDS IFB# 161142

Title: Custodial Services Commodity Code(s): 91039 Location Where Work Will Be Performed: Salem

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Patty Harvey Email: Patty.Harvey@vdot.virginia.gov Phone: (540) 375-3570

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on August 24, 2026.

Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM EDT on September 8, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EDT on September 9 , 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

B. SUBCONTRACTOR APPROVAL REQUEST

C. NORMAL AND EMERGENCY CONTACTS

D. REFERENCES

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:Patty.Harvey@vdot.virginia.gov

Administrative Services Division

Invitation For Bids IFB #161142

Custodial Services – Salem Residency

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 9

VI. METHOD FOR PAYMENT 9

VII. INVOICING 9

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 10

IX. GENERAL TERMS AND CONDITIONS 11

X. SPECIAL TERMS AND CONDITIONS 18

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

B. Subcontractor Approval Request – Fillable Form

C. Normal and Emergency Contacts – Fillable Form

D. References – Fillable Form

E. CII-SSI Policy Guide

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 furnish custodial services for the Salem Residency at 714 S. Broad St., Salem, VA 24153 in accordance with this invitation for bids.

Services will be for the Salem Residency Complex, consisting of one building with two floors and an additional structure. The total is 5,806 Square feet including the additional structure and should normally take between 2.5 to 3 hours to complete daily tasks.

PERIOD OF CONTRACT: One (1) year with the start date to be determined at the time of award. (renewable).

This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation.

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Patty Harvey at Patty.Harvey@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 4:00PM EDT on September 3, 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 furnish all labor, supervision, equipment, transportation, tools, cleaning materials and supplies as necessary to satisfactorily perform the custodial services as specified in the detailed parameters set forth in this Invitation For Bids (IFB). All work performed under this contract shall be under the direction of the Contract Administrator or Designee.

VDOT will supply toilet tissue, paper towels, trash bags, and hand soap. The Contractor shall supply all other cleaning supplies necessary for the custodial maintenance of the Residency per the terms of this solicitation. Carpet cleaning shall be included as separate line item and be performed as deemed necessary by the Contract Administrator or designee. The custodial services shall be performed 5 (five) days per week, excluding weekends and holidays.

APPROVED CONTRACTOR PERSONNEL: It is a requirement of this contract that the Supervisor (Contractor’s Supervisory Representative), Supervisor, cleaning staff and carpet cleaning staff be approved for work at the Salem Residency by completing and passing fingerprint based Criminal History Records Check (see Special Term and Condition #25). Bidder shall supply the names and required information for the CHRC within five days of receiving the instructions from VDOT. During the term of the contract, the Contractor shall ensure they are able to perform the services within this contract, by having adequate personnel available with a completed CHRC. The Contractor shall maintain a list of ID badge expirations and ensure the Contractor’s employees renew their badge timely. Unbadged contractor personnel, as well as those with expired badges, shall not report to VDOT to perform any work associated with this contract.

mailto:Patty.Harvey@vdot.virginia.gov

MATERIALS: The Contractor shall supply all cleaning supplies/solutions necessary for custodial maintenance locations included per the terms of this solicitation. Salem Residency will supply toilet tissue, paper towels, soap for dispensers and trashcan liners.

FREQUENCY: The custodial services shall be performed 5 (five) days a week, Monday through Friday, excluding state observed holidays. No work shall be performed on Saturday or Sunday unless specifically approved in writing by the Contract Administrator or designee.

CARPET CLEANING shall be included as a separate line item and be performed semi-annually or as deemed necessary by the Contract Administrator or designee.

BID PRICES: Bid prices shall include all labor, supervision, equipment, supplies, incidentals and any other expenses needed to perform the services and tasks described within this solicitation.

B. CONTRACTOR REQUIREMENTS:

1. GENERAL REQUIREMENTS:

a. DAILY/WEEKLY AND MONTHLY: Services shall be performed between the hours of 5:00PM and 11:00PM. Monday through Friday, excluding state holidays. The Contractor’s staff shall arrive at 5:00PM each day and shall work until all required tasks are completed (all work shall be completed by 11:00PM). The Contractor shall determine staffing levels to ensure all required services are completed to meet specification requirements.

b. CARPET/TILE: Carpet and tile semi-annual cleaning shall be scheduled on weekends, or as approved by Contract

Administrator or designee during the required months in addition to regular scheduled cleaning.

c. CLEANING STANDARDS: The Contractor shall provide a level of cleaning that is at least equal to standards defined by the Building Service Contractors Association (BSCA) for “adequate” cleaning. “Adequate” shall be defined as a cleaning standard that will provide neither serious nor repeated criticism.

d. EMERGENCY NOTIFICATIONS: The Contractor’s employees shall report fires or other hazardous conditions immediately by first calling the Salem Fire Department (911), as appropriate, and the Contract Administrator or designee.

e. CO-OPERATION: Painting and other repair or rehabilitation work may be required to be completed by other Contractors and/or VDOT personnel during the contract period. The Contractor shall coordinate cleaning services with the other Contractors or VDOT personnel when required by the Contract Administrator or designee.

f. SIGN IN/OUT SHEETS: The VDOT Contract Administrator or designee will provide the Contractor with sign in/out sheet. The Contractor’s cleaning personnel will fill out the sheet (to be provided by VDOT at time of award) and will leave them for the Contract Administrator or designee at agreed upon location at the end of each shift. The sheet will include a daily log of employee arrival and completion/departure time, along with services rendered and any quality control or other issues of note. The Contract Administrator or designee will then check that they are completed satisfactorily. In addition, a notification will be sent, via email, to the Contract Administrator or designee provided to report offices locked (couldn’t be cleaned) and any problems (commode running, broken doorknob, etc.).

2. BID PRICES:

1. DAILY ROUTINE TO INCLUDE MAIN OFFICE COMPLEX AND ADDITIONAL STRUCTURE

The Contractor shall furnish all labor, supervision, equipment, transportation, tools, cleaning materials and supplies as necessary to satisfactorily perform the custodial services as specified in the detailed parameters set forth in this Invitation For Bids (IFB). Services shall be performed between the hours of 5:00 PM and 11:00 PM, Monday through Friday, excluding state holidays. Contractor’s staff shall arrive at 5:00PM each day and shall work until all required tasks are completed (all work shall be completed by 11:00PM).

DAILY:

a. OFFICES, HALLWAYS AND ENTRANCES

• Carpeted floors shall be vacuumed in high traffic areas and anywhere there is a visible need.

• Hard floors shall be completely swept and cleaned as needed as appropriate for type of flooring.

• Wall surfaces, baseboards, doors window frames, sills and waste receptacles shall be cleaned as needed

• All light fixtures shall be maintained and free of insects.

• Waste receptacles shall be emptied, and a new trash bag shall be placed. Trash removed, shall be placed in provided dumpster.

• All horizontal surfaces (desks, file cabinets, tabletops, chair seats, racks, shelving, computers, etc.) shall be cleaned to be dust free but not disturbed.

• Drinking fountains shall be cleaned and sanitized.

• All doorknobs/handles shall be cleaned and sanitized.

• Both sides of entrance glass shall be polished clean. Kick plates, push plates, and push bars shall be cleaned and sanitized.

b. RESTROOMS

• Floors shall be completely swept and mopped clean for that type of flooring. Special attention shall be given to maintaining the cleanliness of the floors near the toilet fixtures.

• Waste receptacles shall be emptied, and a new trash bag shall be placed. Trash removed shall be placed in provided dumpster.

• All light fixtures shall be maintained and free of insects.

• Stalls, seats, toilet bowls, partitions, and urinals shall be cleaned and sanitized.

• Traps shall be maintained free from odor and debris at all times.

• All washbasins and fixtures shall be cleaned and sanitized.

• All mirrors, shelving, paper/soap dispensers, fixtures, and piping shall be cleaned and sanitized.

• Paper towels, hand soap and toilet paper shall be serviced daily with VDOT provided supplies.

• Sanitary napkin receptacles shall be emptied, cleaned, and sanitized.

• All light fixtures shall be dusted and wiped clean as necessary (both inside and outside glass). T h e

Contractor shall furnish a ladder, to clean light fixtures, that meets safety standards.

c. GENERAL

• Close all windows, turn off lights, and reset all mini blinds, etc. when the night cleaning is finished.

• All VDOT equipment should be left running unless specified. If equipment left running is questionable, contact the Contract Administrator for direction. Temperature controls should not be adjusted.

• Wash basins and outside trash receptacles shall be emptied

• Sidewalks shall be swept and cleared of debris

• Close all windows, turn off lights and/or fans when complete and lock all exit doors

WEEKLY:

• Hard floors shall be completely swept and mopped as appropriate for type of flooring

• Radiators, windowsills, ledges, grills and vents shall be cleaned to be dust free

• All blinds shall be cleaned to be dust free

• All waste receptacles shall be spot cleaned

• Windows all cleaned

MONTHLY: (within the first full week of every month)

• All waste receptacles shall be cleaned and sanitized, inside and out

• All walls shall be dusted and spot cleaned, including pictures, clocks, plaques, etc., in order to achieve a dust and cobweb free area

• Hard surface floors in offices, corridors, entrances, restrooms, lobbies, etc. shall be cleaned and refinished/polished/burnished as appropriate for the floor type and cleaner type in such a way to remove all scuffmarks

• All interior glass in partitions, doors, and transoms including all adjacent framing shall be washed and dried.

• All storage areas where no personnel are assigned shall be cleaned to include mopping, sweeping and dusting. The Contract Administrator, or designee, will notify the Contractor which rooms need to be cleaned.

• All surfaces and objects in the building, approximately 70” or more up from the floor, shall be dusted/vacuumed and/or wiped clean to result in a dust/cobweb free area. This includes but is not limited to such things as: venetian blinds, door checks, transoms, exposed pipes, duct work, high files, ledges, molding, tops of partitions, lockers, ventilating and air conditioning outlets, return air grills/vents and the wall or ceiling areas adjacent to these fixtures.

QUARTERLY (within the first full week of every 3rd month)

• All window glass (inside), glass draft deflectors and glass over or beside exterior and vestibule doors shall be washed and polished dry.

• Frames, casings, and sills shall be cleaned and dried after each operation. Cleaning solutions must not damage frames, adjacent paint or putty. Cleaning technicians must not stand on radiators, sills, furniture, air conditioners, etc. during operations. The Contractor shall furnish a ladder to clean windows that meet safety standard.

• All light fixtures shall be dusted and wiped clean as necessary (both inside and outside glass).

2. CARPET CLEANING:

• Carpets shall be shampooed with an approved shampoo as per manufacturer’s recommendation for each type of carpet.

• Contract Administrator or designee will notify the Contractor, in writing, when carpet cleaning is needed.

Th e Co n tr a c to r shall begin the cleaning of the carpets within five (5) business days and complete cleaning within two (2) days of beginning the cleaning, unless otherwise agreed upon by both parties.

C. PERSONNEL

1. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure his capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein.

2. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor shall have prior experience in custodial services and shall only use competent, experienced, qualified, and properly trained personnel to perform the work in accordance with this contract.

a. The Contractor shall employ a sufficient number of experienced cleaning technicians to adequately perform all the specified services in the frequency and at a standard specified herein.

b. To ensure supervision and maintain service throughout the course of this contract, the Contractor shall submit for fingerprint/background check and get approved a minimum of two (2) cleaning technicians, one (1) supervisor and the owner/signer of this solicitation. Once awarded, the Contractor shall determine staffing levels to ensure all required services are completed satisfactorily per the specifications. All badged employees are not required to be onsite during each cleaning shift.

3. VDOT facilities or equipment shall not be used by the Contractor to recruit or hire employees. No advertisement for employment shall identify VDOT or give the address of the facility or the place of employment.

4. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contracted work. The Contractor shall provide their name as well as additional personnel names and phone numbers who can be contacted 24 hours a day, seven days a week. The name and cellular phone number shall be required prior to commencement of work activities. This information shall be submitted with bid on Attachment C – Normal and Emergency Telephone Numbers.

5. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees, as well as all subcontractors, that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the General Contractor. Subcontractor information shall be submitted on Attachment B – Subcontractor Approval Request form.

6. VDOT EQUIPMENT USE: The Contractor’s personnel shall not use any telephone, two-way radio, or any other

VDOT equipment unless specified by the Contract Administrator or designee.

7. COMMUNICATION: Each crew shall have a supervisor capable of communicating (both verbally and in writing) and comprehending the English language. The supervisor shall be capable of communicating instructions to a member of the Contractor’s crew.

8. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct and performance of the

Contractor’s and Subcontractor’s employees, including, but not limited to compliance with the following rules:

a. The Contractor’s employees shall not use or tamper with office machines, equipment, and VDOT employee’s personal property at any time. The Contractor’s employees are not permitted to use VDOT vehicles or radios at any time. Telephone service will be permitted only for local calls pertaining to the performance of this Contract.

b. The Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted in the building.

c. The Contractor’s employees shall not open desk drawers or cabinets at any time.

d. The Contractor’s employees shall ensure that at no time shall a state building or an office on state property be left unlocked while unattended. State property shall be secured at all times during cleaning operations.

e. The Contractor will be held responsible for breakage of state property as a result of work performed under this contract. The Contractor shall repair damaged property at their own expense.

f. VDOT reserves the right to request the removal of any of the Contractor’s employees from the building at any time for reasonable cause. The Contractor or the Contractor’s representative shall have such employees leave the premises upon request.

9. BEHAVIOR: Behaviors displayed by the Contractor’s and subcontractor’s employees, such as loud or boisterous conduct, catcalling, whistling, leering, and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents shall be grounds for the issuance of a Procurement Complaint Form.

10. APPEARANCE: Any person working under this contract shall be neat in appearance at all times. Proper dress shall include long pants (slacks) and shirts or blouses with sleeves (short or long and buttoned if required). Clothing should be appropriate for weather conditions.

11. PERSONAL VISITS – No family member or friend of the Contractor employees are to be allowed inside the fenced-in area or in any VDOT buildings at any time. The Contractors authorized personnel shall only be allowed in the fenced in area or VDOT buildings during the performance of the work contained in this contract.

12. KEY AGREEMENT: Lot and building keys will be assigned to the Contractor’s employees assigned to the work location after a full background check has been approved. A VDOT key agreement shall be signed by both the employee and the Contractor official, prior to receiving any keys. All keys distributed to the Contractor remain the property of VDOT and shall be returned at the end of the contract period or at any other time requested by VDOT.

D. EQUIPMENT

1. CONTRACTOR FURNISHED EQUIPMENT: The Contractor shall furnish all custodial equipment necessary for duties to be performed under this contract. The equipment shall include, but is not limited to vacuum, mops, brooms, wash buckets with wringers, floor strippers, waxers, signs, buffers, extracting equipment for carpet cleaning, etc. For high cleaning, a ladder shall also be required. All equipment shall be labeled with the Contractor’s company name. Storage of these items is allowed in the designated areas that is determined by the Contract Administrator or designee at the time of award if space permits.

2. MAINTAINING EQUIPMENT: All equipment shall be maintained in good operating condition and in sufficient quantities to adequately perform all services and be available to the Contractor’s employees at all times. All equipment shall meet OSHA and VOSH Standards.

E. GENERAL MATERIALS AND SUPPLIES

CONTRACTOR FURNISHED SUPPLIES: The Contractor shall provide all custodial supplies unless provided by

VDOT.

All cleaning materials shall be a product specifically manufactured for the surface to be cleaned and approved by the Underwriter’s Laboratories, Inc. All cleaning materials shall be used according to the manufacturer’s specifications.

No steel wool, sandpaper, or other highly abrasive material shall be used in cleaning the floor, walls, toilet partitions, doors, toilets, washbasins, or soap dispensers. No flammable liquids shall be stored in VDOT buildings. All supplies furnished by the Contractor shall be available for inspection and approval for use by the Contract Administrator or designee. Safety Data Sheets (SDS) are required for all cleaning supplies and shall be posted with the cleaning supplies.

Sufficient supplies to prevent out-of-stock situations shall be made available for use in performance of all required services.

F. REQUIREMENTS WHICH VDOT WILL COMPLY WITH

1. ACCESS TO FACILITIES: VDOT will provide access to the buildings that are to be cleaned. The Contractor will be given the necessary keys and badge access for the duration of this contract. The Contractor shall return the keys and badges when the contract is terminated. The Contractor shall be responsible for the safekeeping of the keys during the contract period. The Contractor shall not loan or duplicate the keys. In the event the Contractor loses the keys, a Procurement Complaint form will be issued.

2. PERIODIC INSPECTIONS: The Contract Administrator or designee will conduct periodic inspections, not less than once a week, of the facilities after the scheduled custodial service has been performed. Any discrepancies noted will be recorded in writing along with the date and time of the inspection. If there are any deficiencies noted, the Contract

Administrator or designee will provide a copy of the report to the Contractor. Minor deficiencies shall be corrected during the next normal cleaning period. The Contract Administrator or designee will contact the Contractor within eight

(8) hours of discovery of any major deficiencies, which shall be corrected within four (4) hours of notification.

3. MINOR OR MAJOR DISCREPANCY: The Contract Administrator or designee will use reasonable and prudent judgment in determining what a minor or major discrepancy is. Oversights in cleaning which do not significantly affect the sanitation, safety, or security of the facilities will be considered as a minor discrepancy. Re-occurring minor discrepancies and a discrepancy that significantly affects the appearance of the facility will be considered a major discrepancy.

4. STORAGE OF SUPPLIES: VDOT will provide limited space for custodial supplies during the life of the contract.

Locations shall be determined by the Contract Administrator or designee at the time of award. The space provided shall be reasonably stocked, organized, and odor free.

5. SPECIAL OR EMERGENCY CLEANING: VDOT will provide at least twenty-four (24) hours’ notice to the

Contractor for special cleaning and at least four (4) hours for emergency cleaning. Notice will either be written or given verbally in person or over the phone.

6. REMOVAL/REPLACEMENT: The Contract Administrator or designee reserves the right to have the custodial service change or remove cleaning products, equipment or personnel at VDOT’s sole discretion and to be replaced at no extra cost. The Contract Administrator or designee must approve replacements.

G. METHOD OF ORDERING WORK

1. WORK NOTIFICATION PROCEDURE: The Contractor’s official notification will be the issuance of a purchase order which will have outlined in the comment section the frequency and buildings that shall be cleaned along with beginning dates and the ending dates of the contract period. The Contractor’s service shall begin on the first business day of the contract term as listed on the contract. Any partial month shall be billed at a prorated rate, based on thirty

(30) days per month.

2. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form (PCF) may be issued against the Contractor.

H. HOURS OF WORK

1. NORMAL WORK HOURS: Cleaning services shall be performed after 5:00 PM on Monday through Friday and completed before 11:00 PM on the same day. The Contractor shall notify the Contract Administrator or designee anytime that regularly scheduled services cannot be performed so that the Contractor and Contract Administrator or designee can agree upon a change in the schedule. It is the Contractor’s responsibility to make sure services are performed in a timely manner.

2. STATE HOLIDAYS: Normally the Contractor will not be asked to commence work on state holidays without the written permission of the Contract Administrator or designee. State holidays include, but are not limited to:

New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus/Yorktown Victory Day, Election Day, Veterans' Day, Thanksgiving, the day after Thanksgiving, and Christmas Day. If any of these holidays fall on a Saturday, the preceding Friday shall be considered the holiday and if they fall on Sunday, the following Monday shall be considered the holiday.

3. INCLEMENT WEATHER: The Contractor shall make every reasonable effort to provide custodial services when snow or other hazardous driving conditions exist. If driving conditions do not permit employees to report to work, the services may be provided on the next day. However, in the event custodial services cannot be provided as required per the contract, the monthly contract price will be prorated for the day(s) that service is not provided. The Contractor shall notify the Contract Administrator or designee when services cannot be provided due to inclement weather.

I. SAFETY REQUIREMENTS

1. SAFETY PROGRAM: The Contractor shall maintain an adequate safety program to ensure the safety of the Contractor’s and Subcontractor’s employees. The Contractor is required to comply with the OSHA and VOSH Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contractor shall take every precaution at all times for the protection of people who may come onto the worksite or be affected by the Contractor’s operation in connection with the work by ensuring the work area is clean and free from safety hazards.

V. PRE-BID CONFERENCE:

MANDATORY PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on August 24, 2026, at the Salem Residency at 714 S. Broad St., Salem, VA 24153. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

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

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

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the Salem Residency at 714 S. Broad St., Salem, VA 24153 and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building. Please plan your arrival accordingly to accommodate parking limitations and getting through security.

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 by the 10th of the month to the address 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 Salem Residency Office

713 Broad Street Salem, VA 24153

In lieu of mailing, invoices may be submitted as an attachment via email to salem.residencybusinessoffice@vdot.virginia.gov mailto:eVACustomerCare@DGS.Virginia.gov mailto:edi@doa.virginia.gov mailto:salem.residencybusinessoffice@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

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

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 EDT on September 9, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/240518692150516?p=QIj1g1k7wNGtbAMpPq Meeting ID: 240 518 692 150 516 Passcode: au9fQ9mH

Need help? | System reference Dial in by phone +1 434-230-0065,665147744# United States, South Hill Find a local number Phone conference ID: 665 147 744# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 112 201 437 6 https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/240518692150516?p=QIj1g1k7wNGtbAMpPq https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWY5YjI3YzItYjgwMy00ZDIwLTllNjMtMThlMzhiNDdkZDA3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%223256ebbc-a146-477f-912d-6c0d694b9702%22%7d https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=665147744 mailto:commonwealthofvirginia@m.webex.com

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the Contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, 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.

http://www.eva.virginia.gov/

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

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

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

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

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

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

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

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

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

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

G. ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the Contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

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

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

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

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

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

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

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

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

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

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

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

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award.