161200 IFB.pdf

Administrative Services/Procurement

Salem District/Interstate Maintenance

Enhanced Operations Equipment –

Snow Removal

IFB 161200

Issue Date: September 14, 2026 INVITATION FOR BIDS IFB 161200

Title: Enhanced Operations Equipment – Snow Removal

Commodity Code(s): 96872

Location Where Work Will Be Performed: Carroll County – I-77, Montgomery, Pulaski, Roanoke and Botetourt Counties – I-81 and

I-581/220 Expressway Roanoke County

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Shonda Fowler

Email: Shonda.Fowler@vdot.virginia.gov

Phone: (540) 655-2130

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST) on 09/24/2026. Refer to

Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 1:00 PM EST on 10/05/2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EST on 10/06/2026. 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. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

F. CONTRACTOR CAPACITY TO SUPPLY EQUIPMENT W/OPERATORS

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.

Enhanced Operations Equipment –

Administrative Services Division

Salem District or Interstate Maintenance Division

Invitation For Bids IFB 161200

Enhanced Operations Equipment – Snow Removal

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 17

VI. METHOD FOR PAYMENT 17

VII. INVOICING 20

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 21

IX. GENERAL TERMS AND CONDITIONS 22

X. SPECIAL TERMS AND CONDITIONS 29

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Vendor Qualification / Equipment Inventory Certification – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. Contractor Capacity to Supply Equipment w/Operators – Fillable Form

G. Equipment Inspection List (Example)

H. Prevailing Wage Rate Determination(s)

REFERENCED TRAININGS

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

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

Enhanced Operations Equipment –

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide various types of equipment with experienced and drivers/operators to perform Snow and Ice Removal operations on an as needed basis on VDOT maintained portions of limited access primaries and interstates throughout Carroll, Montgomery, Pulaski, Roanoke and Botetourt Counties in VDOT’s Salem District. The additional equipment will augment our current snow removal contracts when situations warrant it. VDOT will provide oversight and direction on all work performed under the resulting contract. Snow

Removal Season is defined as November 1st of each year through April 30th of the following year.

Work shall be performed at the following locations:

Route Begin End Equipment Type LOT I-77 Carroll/Wythe Co. Line – Exit 24 Virginia/North Carolina State Line Enhanced Operations Lot 1

I-81 Roanoke/Montgomery Co. Line Roanoke/Botetourt Co. Line Enhanced Operations Lot 2

I-581 I-581/I-81 Interchange Rte. 24 Elm Ave. / MM 0 Enhanced Operations Lot 2

220 Expressway Rte. 24 Elm Ave. F0987 Enhanced Operations Lot 2

I-81 Roanoke/Botetourt Co. Line Botetourt/Rockbridge Co. Line Enhanced Operations Lot 3

PERIOD OF CONTRACT: Initial contract period will be from the date of award through May 1, 2028. (Renewable)

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

(SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier Diversity

(DSBSD) by the due date of this solicitation to participate in the SWaM Program.

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Shonda Fowler at Shonda.Fowler@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 5:00 PM EST on 09/30/2026.

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:

During severe weather and emergency snow operations, it may become necessary to use additional equipment to clear the roads of ice and snow or respond to inclement weather therefore, VDOT is requesting bids for equipment to be available for use when conditions dictate a higher level of response. The Contractor(s) shall provide the snow removal equipment listed with experienced, licensed operators, fuel, tools, parts, supplies, and all incidentals as necessary for safe and efficient snow removal

Enhanced Operations Equipment – operation. The work will consist of, but not be limited to, snow and ice removal from VDOT maintained roadways. Work shall be performed on an as needed basis on both limited access primary and interstate routes throughout Carroll, Montgomery, Pulaski, Roanoke and Botetourt Counties in the Salem District.

1. AWARD ON A LINE BASIS: VDOT will make awards for each line item in each LOT up to the maximum quantity listed below:

Equipment Description Lot 1 Lot 2 Lot 3 Single Axle/tandem/multi axle truck with a minimum 20,001 GVW w/11’ snowplow minimum and 30” in height ad 1,800lbs in weight and 6 cu yd minimum spreader for Single-Axle and 8 cu yd minimum spreader for

/Tandem Multi-Axle

One-Ton Dump Truck with a minimum 10,001 GVW w/7’6” snowplow minimum and 3cu yd spreader

Tractor with a minimum of 75 HP w/9’ snowplow minimum

Snow Blower attachment for

Contractor provided 75 HP Tractor, approximately 84” width

Skid Steer with a minimum 100 HP and 84” bucket

Motorgrader with a minimum of 95 hp and 11’ minimum mounted snowplow.

2. BID REQUIREMENTS AND INSTRUCTIONS: Awards will be made based on a per line basis beginning with the lowest responsive and responsible bidder and continuing with the next lowest bidder(s) until VDOT has awarded the quantities of equipment listed in the chart. Bidders may bid in one or more lots and can bid as few as 1 (one) piece of equipment listed in a LOT. It is not necessary to bid on each line of a LOT.

The bidder must have the resources to perform simultaneously therefore, equipment offered will only be awarded to one

Line/lot. To be awarded multiple Lines/lots, a bidder must list different equipment on Lines bid.

The Bidder shall indicate the number of trucks/equipment bid by completing Attachment F Contractor Capacity to Supply

Equipment w/Operators Form, with the quantities available in each category. Bidders shall indicate the number of LOTs your company has the capacity to supply the required equipment. Bidders must rank their lot preferences for all lots bid, (i.e. 1, 2, etc.) with “1” being the most preferred. In the event a bidder is the lowest responsive and responsible bidder on more than one line/lot (when listing the same equipment) a bidder’s lot preference ranking will be considered, however awards will be made in the best interest of VDOT based on where equipment is needed.

Multiple awards will be made, until VDOT reaches the desired number of trucks on each line/lot.

In emergency situations, Contractor may be provided the opportunity to assist other areas at the contract prices with no additional markups. If requested to assist other areas, travel time for each piece of equipment from the interstate to the requested locations and the return trip back to the interstate or Contractor’s normal staging location (whichever is closer) will be paid at contract hourly operational rates.

Enhanced Operations Equipment –

3. CALL IN NOTIFICATIONS: In the event VDOT makes multiple awards on any line of the Enhanced Operations

Equipment, VDOT will make call-in notifications in order of lowest to highest cost on the particular equipment line being requested, until the amount of equipment needed has been reached

4. MOBLIZATION/DEMOBILIZATION: The Mobilization/Demobilization fee for the Enhanced Operations Equipment will be paid as per truck amount. These fees will be a fixed fee and will be paid to a Contractor if all required criteria have been met. See VI. Method for Payment and Payment Schedule, C. Mobilization and Demobilization Payments for further details.

B. GENERAL CONTRACT REQUIREMENTS:

1. The Contractor shall not perform, or offer to perform, any snow removal operations to any private individuals, firms, or corporations utilizing equipment that has been evaluated and approved for use under this contract. This includes listing the same equipment for use in snow removal operations in other VDOT Residencies or Districts.

2. Contractor is expected to provide the same level of snow removal operations that VDOT provides with its own forces. These expectations include but are not limited to:

a. Initially upon responding to an event, tandem plowing / chemical applications must keep two lanes in each direction, passable to the traveling public.

b. Progressive plowing/chemical applications must produce bare pavement in all lanes, gore areas, ramps, and intersections.

c. Shoulders areas must be clear and passable to include all bridges, overpasses, and crossovers. Shoulders shall be free of frozen precipitation and pushed back at least twelve (12) inches beyond the edge of pavement (if applicable).

d. The above conditions must be sustained until equipment is released by VDOT.

e. All roads assigned by VDOT Contract Administrator (CA) from this contract shall be maintained in a manner so that all pavement travel lanes for mainline pavement, turn lanes, crossovers, intersections, ramps, and bridges shall be kept passable so that traffic can proceed in a safe and orderly manner throughout the inclement weather occurrence.

VDOT may direct the Contractor to another road as necessary.

f. All roads shall be maintained in a manner so that all pavement travel lanes for mainline pavement, ramps, turn lanes, crossovers, intersections, interchange and bridges shall be kept free and clear so that traffic can proceed in a safe and orderly manner throughout the inclement weather occurrence.

g. It is expected that the condition of the mainline pavement and associated turn lanes, ramps, shoulders and intersections are passable and safe for drivers during the entire winter weather event. The Contractor shall provide constant attention from such issues as freeze backs and loss of turn lanes even after clearing the roads.

h. All paved shoulders shall be at least 90%-100% free of frozen precipitation and pushed back at least twelve

(12) inches beyond the edge of pavement within twelve (12) hours of the falling precipitation ceasing.

i. Routes assigned to individual trucks will overlap into other areas as needed.

3. The Contractor shall have at least one (1) mechanic with adequately equipped mechanic truck on the assigned project or approved staging area at all times during active mobilizations to keep contractors’ equipment in proper working conditions.

Contractor’s Mechanic shall be considered an overhead expense, therefore there shall be no bid line for mechanics. The cost of the mechanic shall be incorporated into the cost of bid items.

a. Contractor’s mechanic shall be capable of working on any piece of equipment furnished by the Contractor and any

Subcontractors.

b. VDOT will not be responsible for any damage to the Contractor’s vehicles, equipment or tools as a result of work being performed under this contract.

c. The Contractor’s mechanic shall not use or operate VDOT owned equipment, tools, supplies, radios or telephones at any time to repair Contractor owned equipment.

d. Contractor shall provide sufficient number of mechanics to meet 24/7 multi-day operations.

e. Mechanic trucks shall be organized and stocked with necessary hand and power tools to perform routine maintenance and repairs on any mobilized equipment in the field during operations. During events, mechanic trucks shall be stocked with any commonly used repair parts to aid in the quick repair of equipment.

Enhanced Operations Equipment –

f. Mechanic trucks shall be outfitted with contractor placards, and truck numbers and meet current Virginia Work Area

Protection Manual.

4. The Bidder shall complete and submit Attachment E - Normal and Emergency Contacts to provide a list of their primary and emergency contact information related to this contract. This list shall include, but is not limited to, company contact names, telephone numbers, and email addresses for VDOT usage anytime to include routine business hours, weekends, nights, and holidays. Changes or updates to Attachment E shall be submitted to the VDOT Contract Administrator as changes occur during the winter season to ensure that VDOT has a means to contact the Contractor before and during snow events.

5. At the conclusion of the snow event, the Contractor shall demonstrate that all assigned areas are cleared and work was performed as instructed and specified within the contract. Any deficiencies shall be promptly corrected by the

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

6. VDOT has a standard of zero tolerance for all acts or threats of violence in the workplace or work location. VDOT will not tolerate any behavior by any employee, contractor, former employee, customer or any other person, which poses a threat to the safety and security of any VDOT employee while performing work. Any threat or act of violence will be taken seriously, handled expeditiously, and dealt with appropriately, which may include disciplinary action, termination, arrest, and prosecution. Unauthorized possession or use of firearms, or other dangerous weapons is prohibited.

C. SPECIFICATIONS AND STANDARDS:

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

2. All work performed shall be in conformance with the Virginia Work Area Protection Manual (VWAPM) and any revisions issued during the term of this contract.

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

Occupational Safety and Health (VOSH) standards. The Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations.

4. Contractor shall be in full compliance with all applicable Federal Motor Carrier Safety Administration requirements, laws and standards.

5. Contractor shall be in full compliance with all applicable Virginia State Inspection and Licensing requirements, laws and standards.

D. EQUIPMENT REQUIREMENTS:

1. All contractor vehicles shall have a current inspection and registration from that State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and operators shall be in compliance with all applicable DMV and State and Federal regulations regarding the conditions and operations of the requested vehicles. The name of the company shall be displayed on both sides of all work vehicles while performing work under this contract. The contractor shall be responsible for having secured all equipment and materials on their vehicles when in transit to and returning from a work assignment.

2. The VDOT Contract Administrator and Contractor shall schedule a “dry run” on a mutually agreeable date, to check functionality, operability of equipment, check route assignments, allow VDOT to perform equipment inspection, and train the Contractor on Inventory Management of chemical stockpiles.

3. Per the Virginia Work Area Protection Manual each vehicle involved in a moving/mobile operation shall be equipped with at least one rotating amber light or high intensity amber strobe light. Vehicle hazard warning lights shall not be used instead of rotating lights or strobe lights, but as a supplement. All Contractor-owned trucks shall be equipped with auxiliary headlights so they may operate safely when equipped with a plow. Auxiliary lights must be visible when the plow is in the

Enhanced Operations Equipment –

“up” position. The Contractor shall also be responsible for ensuring all warning signs are kept cleaned so that they can be read easily, and that all warning lights are operational at all times.

4. The Contractor, at their expense, shall have equipment fueled and ready to begin operations when they report to the job location as assigned by the Contract Administrator or designee. The Contractor shall provide any accessories that are necessary to operate the needed equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies and equipment. The Contractor shall provide, maintain and operate equipment designated for the operation described herein and shall ensure the equipment is in good repair and operating condition and meets all safety requirements for this type of work. No payable time shall be allowed for equipment breakdowns. If a breakdown occurs, the equipment must be in operable condition within one (1) hour, or a replacement piece of equipment shall arrive within one (1) hour if it is deemed essential by VDOT. If the Contractor owned spreader breaks down with a load of chemicals in it, the Contractor shall be responsible for providing the personnel at their own expense to remove the chemical from the spreader.

Environmental cleanup due to spilled or leaked fluids from Contractor’s equipment shall be the responsibility of the

Contractor to mitigate and clean up, as well as dispose of properly.

5. Each Contractor provided single axle/tandem/multi-axle, minimum 20,001 GVW, shall be equipped with a snow plow a minimum of 11’ in length. All plows shall be equipped with carbide cutting edges/blades. The Contractor may be required to replace blades at the discretion of VDOT. Contractor plows shall be already installed when arriving at specified mobilization times.

6. The Contractor shall provide a spreader, not less than 8 cubic yards for multi-axle trucks and not less than 6 cubic yards for single axle truck.

7. All trucks must have plows capable of being turned from within the cab of the truck.

8. The Contractor shall provide tire chains for any/all equipment provided. In the event a Contractor’s vehicle becomes immovable or out of service, the Contractor shall immediately notify the Contract Monitor or Administrator to which they are assigned. No payment will be authorized until the vehicle is back in operating status. The Contractor, not VDOT, shall be responsible for rescuing their equipment should it become immovable.

9. The Contractor shall be responsible for properly securing all equipment and materials on their vehicles.

10. Every plow truck shall be equipped with a functioning Automatic Vehicle Locator (AVL) system. This system shall be web based, and assessable to VDOT. If a plow truck is disabled and a replacement truck is needed then the replacement truck shall be equipped with an AVL system fully compliant with Item 15, herein below.

11. Each piece of equipment shall have a functioning fire extinguisher and first aid kit.

12. Snowplow Trains: Once the Contractor’s trucks with operators have arrived, the Department will notify the Contractor to assemble a required number of pieces of equipment for a plow train at a specified time and location.

13. SUPPORT VEHICLE:

a. The Contractor may supply a support vehicle to act as a shadow vehicle traveling behind equipment to assist with keeping traffic back during snow removal activities. Vehicle must be ½ ton or larger four-wheel drive with 360 degree rotating amber lights or Type B flashing arrow board. The support vehicle will be paid at a rate of $110 per hour.

Support vehicle will not be included in the multi vehicle bonus or guaranteed minimum payment. If Contractor has the capacity to supply support vehicles, indicate the number of vehicles offered on Attachment F.

b. VDOT reserves the right to ask the Contractor support vehicle to go outside of their reporting location as needed. The

Contractor time will begin from the reporting location, and travel will be paid at an operational rate.

Enhanced Operations Equipment –

E. EQUIPMENT/PERSONNEL READINESS:

1. The Contractor shall have all equipment fully operational and insured (see General Term and Condition T) no later than

October 15, 2026, or within 10 days after contract award, whichever is later and by October 15th of each subsequent renewal period. Failure to have each piece of equipment fully operational and insured may result in forfeiture of the mobilization payment.

2. The Contractor shall provide, in writing, the method of fueling and re-fueling equipment while in the performance of services. This method (or list) must be submitted to the designated VDOT Contract Administrator within ten (10) calendar days from the date the contract is awarded. VDOT reserves the right to deny the proposed fueling methods, offer alternative recommendations, or deny payment, if timeliness of services is delayed beyond ½ hour as a result of fueling issues.

3. The Contractor shall ensure by his/her signature on this bid the capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. Contractor shall not offer equipment that is obligated under other contracts for the same service.

4. Contractors may substitute multi-axle trucks in place of single axle trucks when bidding but shall not substitute single axle trucks in place of multi-axle trucks. The listed number of single axle trucks in each is the maximum number which will be allowed, reference section IV.A.1.

5. Each snowplow shall be capable of being turned remotely so that snow may be plowed to the left or to the right. All licensed plow trucks shall have power remote plow turning capability.

6. The Contractor shall be responsible for providing cutting edges/blades for Contractor-owned plows. The Contractor may be required to replace blades at the discretion of VDOT. Contractor shall maintain an adequate level of replacement blades inventory in order to replace blades as needed without delay or impact to operations.

7. The Contractor shall contact VDOT to verify that all equipment has been calibrated correctly and provide a calibration sheet. VDOT may assist in the calibration, if personnel are available. Failing to calibrate spreaders by deadline may result in forfeiture of the mobilization payment for that vehicle. Chemical spreaders shall already be installed when arriving at specified mobilization time. The spreader gate chute shall be equipped to be raised or lowered by handle when off-loading material. Spreader valve control box shall function independently to increase or decrease the speed for the drag chain and spinner.

8. The Contractor shall provide tire chains and or cables when needed for all equipment including loaders, and graders. In the event a Contractor’s vehicle becomes immovable or out of service, the Contractor shall immediately notify the

Contract Monitor or designee to which they are assigned. No payment will be authorized until the vehicle is back in operating status. Contractor shall be prepared to present chains / cables to VDOT for inspection at any time.

9. The Contractor shall be responsible for properly securing all equipment and materials on their vehicles when in transit to, during and returning from a work assignment.

10. Each piece of equipment shall have a functioning fire extinguisher and first aid kit.

11. All Contractor and sub-contractor trucks, including four-wheel drive vehicles, shall be equipped with DOT approved auxiliary headlights so they may operate safely when equipped with a plow. When equipped with a chemical spreader, the truck shall have brake and taillights visible and not blocked by the spreader chute. Auxiliary lights must be visible when the plow is in the “up” position. The Contractor shall be responsible for ensuring spreader is working properly at all times.

The Contractor shall ensure each spreader is equipped with the proper sign, mounted and clearly visible, on the rear of the spreader which reads KEEP BACK 100 FEET with retro reflective Orange background / black letters per VAWAPM

W20-V10 18”x18”.

Enhanced Operations Equipment –

12. If the Contractor changes or reconfigures any piece of snow removal equipment, those changes shall be in accordance with the equipment manufacturer’s recommendation and with VDOT approval. Any changes may be subject to reinspection at the discretion of VDOT.

13. The Contractor shall maintain all required equipment in a condition that enables the Contractor to safely and effectively perform services throughout the duration of the Contract. Any equipment failing to meet any of the Contract standards, deemed to be inadequate, or requiring an inordinate amount of alterations, shall not have VDOT AVL equipment

/components installed, and shall not be allowed to perform work under this Contact.

14. Per the Current Virginia Work Area Protection Manual each vehicle involved in a mobile operation shall be equipped with at least one rotating amber light or high intensity amber strobe light visible 360 degrees. Vehicle hazard warning lights shall not be used instead of rotating lights or strobe lights, but as a supplement. The amber warning lights shall meet the

Requirements referenced in the Virginia Work Protection Manual 11.0 January 2026 or latest edition.

15. Each chemical spreader shall be equipped with appropriate flashing lights. The Contractor shall calibrate all spreaders to operate as directed by VDOT not later than November 1st, or within 10 days after contract award.

16. Any strobe light mounted or fixed on equipment shall be in working order. There shall be no non-functioning light mechanisms mounted on equipment, trucks or spreaders.

17. All Contractor vehicles used under this contract shall have a current state vehicle inspection and registration from the State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and operators shall be in compliance with all applicable DMV, State and Federal regulations regarding the conditions, safety and operations of the requested vehicles.

18. The name of the Contractor's company shall be displayed on both sides of equipment on all licensed equipment, including

Supervisor vehicles while on VDOT right of way. Company Decal shall be a permanent or magnetic decal. VDOT reserves the right approve / deny any identification placard due to visibility, sizing, or unsecure mount.

19. All subcontractors must be approved by the Contract Officer or designee and must be listed on Attachment D -

Subcontractor Approval Request Form. In the event the Contractor supplies equipment from an unapproved subcontractor for a job, the Equipment shall not be accepted. Subcontracted equipment will be subject to preseason inspections per Section

IV.G.1.

20. In the event a Contractor’s vehicle gets stuck, the Contractor shall immediately notify the Area Headquarters or IMO representative to which they are assigned. The Contractor shall be solely responsible for rescuing their equipment should it become stuck. The Contractor shall be responsible for rescuing their equipment and incur all cost incurred should their equipment become stuck. Contractor shall be prepared to present chains / cables to VDOT for inspection at any time.

21. The Contractor shall have all equipment fully operational, equipment inspections completed and ready to mobilize no later than November 1st of each year and is applicable to all renewal periods.

22. All spreaders shall be emptied of material at the end of each storm event. Spreaders shall be washed, lubed and adequately maintained to promote longevity. Spreaders washing and cleaning shall be done in a manner which contains salt laden runoff and prevents it from creating negative downstream effects to properties and waterways. Any such negative effects will be the responsibility of the contractor and must be mitigated as directed. Spreaders with inoperable or rusty chains, spinners, and/or spinner flaps will be removed from service immediately. VDOT will pay Contractor for actual time needed to unload chemical spreaders, not to exceed one hour. In the event of spreader breakdown, contractor must unload

VDOT material at designated VDOT yard prior to returning to their business. In the event spreaders must be off loaded by hand, Contractor shall be responsible for providing personnel at their own expense to remove the chemicals from the spreader and or brine equipment and return the material to the VDOT facility or transfer to another truck. All bulk material shall be removed from all equipment prior to leaving VDOT facility after each mobilization. VDOT will pay

Contractor for actual time needed to unload chemical spreader, not to exceed one hour.

Enhanced Operations Equipment –

23. All Contractors transporting equipment and materials in excess of legal size and weight limits are required to obtain and retain appropriate hauling permits in accordance with the Department of Motor Vehicles Hauling permit Requirement manual. Contractor must obtain permits directly from the DMV. A copy of each permit shall be submitted to the Contract

Administrator by November 1st of each contract term. DMV Hauling Permit Section – 804-786-2787. VDOT reserves the right to request copies of all applicable permits at any time.

F. EQUIPMENT BIDDER QUALIFICATIONS REQUIREMENTS:

1. Prior to Notice of Intent to Award, each piece of offered equipment listed on Attachment C will be verified by VDOT personnel. The equipment verification is one component of the bid evaluation criteria and its purpose is to ensure that the

Bidder’s offered equipment is available at the time of bid closing and meets equipment requirements and specifications as stated herein. The date, time, and location of the equipment verification will be determined by VDOT. The Contractor shall present all offered equipment.

a. Rented, Leased Equipment: Prior to Notice of Intent to Award VDOT shall require the bidder to provide a letter from the applicable entity on company letterhead stating the type of equipment with detailed equipment description and availability for the duration of the contract period, for any equipment intended for use to perform services of this IFB.

This letter must be provided to the Contract Officer within 2 business days of request, or the bidder may be deemed non-responsive.

b. Sub-Contracted Equipment: Prior to Notice of Intent to Award VDOT shall require the bidder to complete the sub-contracting form, Attachment D, identifying the company they intend to use for sub-contracting and listing of the equipment and submit form with bid in eVA.

c. Bidder Owned Equipment: Prior to the posting of the Notice of Intent to Award, the Bidder shall certify that the offered trucks listed on the Vendor Qualification/Equipment Inventory Certification Form, Attachment C, are available in current inventory or inventory of their subcontractor(s) within the Commonwealth of Virginia. Each piece of equipment offered will be subject to inspection by VDOT personnel. The inspection is to review the equipment for Federal DOT and Virginia State Inspection standards as applicable. It is the Contractor’s sole responsibility to ensure that their equipment meets all Federal DOT and Virginia State Inspection standards. VDOT reserves the right to reject any equipment offered. Bidder will be notified prior to the posting of the Notice of Intent to Award to arrange the inspection. Inspection must take place within 5 calendar days of notification by the Contract Administrator or designee.

d. Snowplows: If the Bidder intends to purchase plows the Bidder shall provide proof of purchase along with confirmation from the supplier with a confirmed delivery date for the required equipment with 2 business days of request by VDOT. Failure to provide confirmation of delivery date may cause the bidder to be deemed non-responsive.

e. VDOT will award all responsive and responsible bidders that provide proof of ownership or purchase of plows/spreaders with a confirmed delivery day not later than October 15, 2026, up to the total number of plows/spreaders being provided up to the number of vehicles requested.

f. Substitution of equipment offered on Attachment C will NOT be considered by VDOT prior to equipment verification and/or the issuance of the Notice of Contract Award. All substitution equipment will be inspected prior to usage.

G. PRESEASON EQUIPMENT INSPECTIONS:

1. Basic safety criteria listed on the Equipment Inspection List will also be performed prior to the start of each snow season.

The Equipment Inspection List, Attachment G is included as an example of the inspection criteria to be included on the

Equipment Inspection Checklist. This inspection will be performed in the Severe Weather Application System with VDOT and Contractor signatures. VDOT reserves the right to reject any piece of equipment that does not meet the requirements, specifications or inspections as stated herein.

Enhanced Operations Equipment –

2. The date, time and location of the pre-season equipment inspection will be determined by VDOT. The Contractor shall present all offered equipment fully rigged with operational snow removal equipment on the scheduled date of the inspection.

3. VDOT’s inspection of Contractors’ equipment does not absolve the Contractor of its responsibilities to be in full compliance with all applicable Federal Motor Carrier Safety Administration Regulations, Virginia State Inspection and

Licensing requirements, laws and standards.

4. Rescheduling Equipment Inspection: If a scheduling conflict arises after the inspection is scheduled, VDOT reserves the right to allow rescheduling of the initial date not to exceed three (3) business days from the original scheduled date.

5. Second Equipment Inspection:

a. For any equipment that fails the initial inspection, VDOT will allow a second inspection of any piece of equipment offered on Attachment C that requires only minor corrective action in order to pass the inspection. Minor corrective action includes, but is not limited to replacement of bulbs, lamps, windshield wipers, plow blades, tire(s), and/or signage only. VDOT reserves the right to reject a second inspection for equipment that requires major repairs.

b. The Bidder shall present all equipment that was approved for a second inspection within two (2) business days from the date of the original inspection. The Bidder will have only one opportunity for a second inspection; no additional equipment inspections will be considered. If any equipment fails to meet inspection requirements, the Contractor may furnish substitute equipment through a rental agreement or through subcontracted equipment. When rental equipment is utilized, the Contractor shall submit the applicable rental agreement to VDOT for review. When equipment is provided through a subcontractor, the Contractor shall submit a completed Subcontractor Approval Form

(Attachment D) to the Contract Officer and obtain written approval prior to the equipment’s use.

6. Subsequent Snow Season Inspection: The date, time, and location of equipment inspections for renewals will be determined by VDOT. The Contractor shall present all approved equipment fully rigged and operational on the scheduled date of the inspection. If a scheduling conflict arises after renewal inspection is scheduled, VDOT reserves the right to allow a rescheduling of renewal inspection date not to exceed three (3) business days from original date. Inspections shall be completed no later than November 1st of each snow season.

H. COMMUNICATIONS EQUIPMENT:

All drivers, operators, and supervisors are required to have in their possession an appropriate communications device capable of communicating between the other drivers, operators, supervisors and VDOT Contract Monitor. Appropriate communications device is defined as a functioning compatible cellular phone. All communication devices shall be provided by the contractor.

Radio communications shall be a broadcast system capable of functioning when cellular service is non-functioning. VDOT also reserves the right to deny / reject devices unable to meet the requirement or deemed inoperable

I. AUTOMATIC VEHICLE LOCATION SYSTEM (AVL) EQUIPMENT FOR LICENSED EQUIPMENT

VDOT-approved Automatic Vehicle Location System (AVL): AVL is a mandatory requirement of this contract. The AVL device for each piece of equipment is provided by VDOT at no cost to the Contractor once. AVL technology will help locate snow removal vehicles and equipment, document hours at work, miles traveled and provide the ability to locate vehicles in the event of an emergency, such as accident or stranding. The ability to easily locate equipment will vastly improve VDOT’s ability to manage and deploy resources to “hot spots” and high-priority areas during a severe weather event. Contractors that have AVL equipment that is inoperable or inaccessible to VDOT may not be allowed to perform services.

The use of VDOT approved Automatic Vehicle Location System is a Mandatory requirement that the Contractor shall comply with.

1. All licensed equipment shall be equipped with a functional Automatic Vehicle Locator (AVL) system. VDOT will provide AVL and ordering / installation procedures at no charge to Contractor. Contractor is allowed one device per vin, Enhanced Operations Equipment – at no charge. If device is damaged or lost, the contractor shall pay for replacement device. VDOT’s approved AVL provider is Cal/Amp. Contractor shall be responsible for ensuring such equipment is installed properly and maintained in working order by November 1st of each contract term. Failure to have working AVL systems installed in any licensed equipment by November 1st of each Contract term and maintaining AVL system in proper working order shall result in contractor being ineligible to receive the pre- and post-season performance incentives outlined in section VI. Method of

Payment, D. Mobilization and Demobilization Payments.

a. Contractor shall ensure each licensed vehicle’s AVL is operational prior to each mobilization.

b. VDOT will provide the Contractor with AVL equipment and service for each licensed piece of equipment in this contract. The Contractor shall be fully responsible for AVL unit from the time it was provided to the Contractor.

c. The Contractor shall have the AVL equipment turned on from the time the Contractor reaches the Designated

VDOT Location, or at the staging location, whichever is earlier. AVL equipment must remain on, operable, and accessible to VDOT until the Contractor is released from Services.

d. The Contractor will use the AVL equipment in accordance with the instructions provided by VDOT.

e. In the event the Contractor’s AVL equipment is inoperable, the Contractor shall immediately notify the Designated

VDOT Location to which the Contractor is assigned. Payment for that piece of equipment will not be authorized until the AVL system is operable, accessible to VDOT to ensure accurate tracking, another method of monitoring is implemented by the Department, or the Contractor has provided adequate documentation that the Contractor has worked with the Service Provider to alleviate the issue causing the unit not to register. No equipment will be called in until the AVL unit is reporting properly or another means of monitoring is established by the Department.

f. The Contractor shall be responsible for any damage it causes to AVL equipment in its possession and shall pay replacement cost if the equipment is damaged or not returned to VDOT in the same working condition as when received by Contractor.

g. VDOT reserves the right to request all AVL equipment be returned to VDOT by May 15th of each season.

h. Contractor shall have all AVL devices operational the Monday – Friday of the 2nd week in November and the

Monday – Friday of the 2nd week in December. This is referred to as Ping Dates.

i. Each AVL shall be assigned to specific equipment / vehicle by Vehicle Identification number and are specific to that piece of equipment. AVL units shall not be transferred to another piece of equipment without prior authorization from VDOT.

j. In the event the equipment AVL is assigned to is sold, salvaged or otherwise inoperable for the duration of a winter season, the AVL unit must be returned to VDOT.

2. If Contractor should substitute or change equipment (with VDOT approval) for any reason during the Snow Removal

Season, VDOT will not provide any additional AVL payment and will not be responsible for any AVL reinstallation charges.

J. REPLACEMENT OF EQUIPMENT:

1. VDOT will only consider replacement of equipment offered on Attachment C after Contract award. Replacement equipment shall be the same type of equipment and capacity.

2. The Contractor shall submit a revised Attachment C, Vendor Qualification/Equipment Inventory Certification Form to the

Contract Officer prior to equipment inspection.

3. Replacement equipment shall be inspected and approved by VDOT for any proposed replacement equipment prior to placing that equipment in operation.

4. All proposed replacement equipment will be subject to inspection by VDOT prior to approval.

K. PERSONNEL REQUIREMENTS:

1. Operators shall possess the knowledge, skills, and abilities to perform all aspects of the operation of the equipment and to follow the practices and methods of snow removal used by VDOT.

Enhanced Operations Equipment –

2. Under no circumstances shall a Contractor, while performing under this contract allow, or be permitted to have, passengers under 18 years of age, ride in snow removal vehicles. Contractors observed allowing private or passengers under 18 years of age in vehicles during Operational Services may be issued a “Procurement Complaint Form and no payment will be made for demobilization fees. Animals are prohibited from riding in vehicles during snow removal operations. No minors under the age of 18 will be allowed to perform Operational Services or be present on VDOT work site(s), including in the

Contractor’s vehicle, when and where this contract will be performed.

3. The Contractor shall provide experienced, licensed operators, to include relief operators to ensure a continuous 24-hour operation as directed by VDOT. Operators must be properly licensed and adhere to all applicable Federal and State Motor

Vehicle laws and regulations.

4. The Contractor’s shall provide properly licensed operators. When required by the equipment being operated, the operator of the equipment shall possess a valid Commercial Driver’s License (CDL) with the proper endorsements and shall have this license and their medical card on their person during operations of the vehicle. Failure to comply constitutes unsatisfactory performance and may result in a Procurement Complaint Form to be filed and the Contractor may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with

General Term and Condition Paragraph P. VDOT reserves the right to check driver’s licenses and medical cards at any time during snow and ice removal operations and the validity of the license with Virginia’s Department of Motor Vehicles at any time during the contract period.

5. The Contractor shall ensure that operators are instructed not to exceed the VDOT recommended speed during snow removal operations. Operators shall not create excessive slush spray from plows across lanes. High speeds do not allow for proper salt application, creates a safety issue for traveling public, and may damage VDOT assets. Speed may be tracked by AVL units and be monitored by VDOT to ensure safe and efficient snow removal operations.

6. Contractor shall ensure their operators are instructed to use caution when plowing around VDOT assets (guardrails, curbs, walls, shoulders, etc.). Damage caused to VDOT assets shall be repaired by the Contractor, at the Contractor’s sole expense.

(Reference Section X.35, Work Site Damages).

7. To ensure the overall safety of all personnel and the traveling public, operators must be able to understand and communicate effectively in English. Operators must have a good working knowledge of the limited access road system. Operators must be capable of understanding instructions in English for safe and effective operations.

8. Operators shall be capable of adjusting the gates on the spreader to the correct calibration, start and stop the engine on the spreader, and turn the snowplow. The operator shall be capable of operating all features on the truck including spreader and snowplow.

9. The operator shall be responsible for reporting any problems or breakdowns to the Contractor's supervisor immediately.

10. The Contractor shall be responsible for establishing schedules so that any individual operator is not permitted to work more than 14 consecutive hours (to include stand-by hours) without having at least a 6-hour break. If the duration of the snow event requires it, the Contractor shall ensure that properly trained and licensed relief operators are available to sustain an around-the-clock operation.

11. The Contractor shall ensure that all operators and equipment comply with all OSHA and VOSH Standards, MUTCD and

VDOT safety rules as they apply to snow removal operations and not create any hazardous conditions. Necessary safety supplies and equipment shall include, but is not limited to, hard hats and safety vests. Safety attire shall be in accordance with the current Virginia Work Area Protection Manual. (Reference Section X.25 Safety and Health Standards). Failure to comply constitutes unsatisfactory performance and may result in a Procurement Complaint Form to be filed and the

Contractor may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Paragraph P.

Enhanced Operations Equipment –

L. RESPONSE REQUIREMENT:

1. CONTACT INFORMATION: Contractor shall provide VDOT, in writing, a list of emergency phone numbers (for use on weekends and nights) for snow and/ice emergency operations, (See Attachment E).

2. CALL-IN NOTIFICATION: Purchase Orders will be created with an estimated number of hours for each contract line for billing purposes only and are no guarantee of authorized work. When Enhanced services are needed, VDOT will call in equipment based in order of lowest to highest bid price. VDOT will contact the Contractor’s listed number at the beginning of the snow event with a signed work order as notification for the Call-in. The Contractor will have one number for which

VDOT can call for mobilization for an event. The Contractor will be responsible for providing contact numbers for their supervisors and operators and ensuring that contact numbers are kept up to date. A calendar of on-call personnel shall also be provided. VDOT will issue a signed Work Order at the start of the snow season.