Administrative Services/Procurement Richmond South BIMS 2-Step IFB #160955

Issue Date: July 20, 2026, 2-STEP INVITATION FOR BIDS 2-STEP IFB# 160955

Title: Richmond South Bundled Interstate Maintenance Services (BIMS) Commodity Code(s): 91371 Location Where Work Will Be Performed: Greensville, Sussex, Prince George, Dinwiddie, Brunswick, Mecklenburg, Chesterfield Counties, and the Cities of Hopewell, Colonial Heights and Petersburg

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: I-Nubia Reid Email: I-Nubia.Reid@vdot.virginia.gov Phone: (804) 786-7279

NOTE TO BIDDERS

2-Step Invitation for Bids: Bids will be evaluated in a Two-Step process. Refer to Solicitation Section X - 2-Step Competitive Sealed Bid Process and XI - Evaluation and Award Criteria for more information on the process.

Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST) on AUGUST 4, 2026. Refer to Solicitation Section VI. for instructions on how to participate.

Solicitation Closing Date and Time: 12:00 PM EST on August 31, 2026. Refer to Solicitation Section IX.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 2:00 PM EST on August 31, 2026. Refer to Solicitation Section IX.2 for instructions on how to participate.

REMINDERS

1. Be sure to read and follow all instructions in the solicitation. Make sure 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. 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. 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.

In compliance with all terms and conditions imposed by this 2-Step IFB, the undersigned firm hereby offers and agrees to furnish all goods and services in accordance with the attached signed bid and certifies that all information provided below, and in any documents attached hereto, is true, accurate, and complete.

Name and Address of Firm:

Name/Title:

By:

(Signature) (Date) eVA Vendor ID or DUNS#: Telephone Number:

SWaM # and Expiration date: Email Address:

2-Step IFB #160955

Administrative Services Division VDOT Richmond South District

2-Step Invitation for Bids IFB # 160955 Richmond South Bundled Interstate Maintenance Services (BIMS)

TABLE OF CONTENTS PAGE #

I. Definitions and Acronyms 5

II. Purpose 13

III. Questions Regarding This 2-Step Invitation for Bid 14

IV. Background

V. Specifications

VI. Pre-Bid Conference 41 VII. Method of Payment 42

VIII. Invoicing 42

IX. Bidder’s Instructions and Public Bid Opening 43

X. 2-Step Competitive Sealed Bid Process 44

XI. Evaluation and Award Criteria 49

XII. General Terms and Conditions 51

XIII. Special Terms and Conditions 57

ATTACHMENTS

A. STATE CORPORATION COMMISSION

B. SMALL BUSINESS SUBCONTRACTING PLAN (SBSP)

C. VENDOR QUALIFICATION/EQUIPMENT INVENTORY CERTIFICATION

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

F. REFERENCES

G. CONTRACTOR LICENSE REQUIREMENTS

H. OMMITTED

I. VIRGINIA CODE RED OZONE DAYS

J. PREVAILING WAGE RATE DETERMINATION(S)

K. OMMITTED

L. PROPRIETARY/CONFIDENTIAL INFORMATION SUMMARY FORM

M. REFERENCE MANUALS

N. REQUIRED CONTRACT PROVISIONS FEDERAL-AID CONSTRUCTION CONTRACTS

O. PERFORMANCE CRITERIA

P. OMMITTED

Q. ASSET ITEM WEIGHTING VALUES AND ASSET GROUPS

R. ESTIMATED INVENTORY OF ASSETS

S. PROCEDURES FOR PATCHING OF FLEXIABLE PAVEMENT

T. PROCEDURES FOR PATCHING OF RIDGED PAVEMENT

U. PROCEDURES FOR PATCHING OF COMPOSITE PAVEMENT

V. DEQ, VDOT, and VDEM COORDINATION OF TRANSPORT-RELATED INCIDENTS-MOA

W. TRAFFIC INCIDENT PROCESS

X. VDOT FACILITIES FOR CONTRACTOR USE

Y. LICENSE AGREEMENT (NON-FUEL)

Z. MOU VDOT DOLI

AA. MOU BETWEEN DMV AND VDOT

BB. LIGHT EMITTING DIODE (LED) LIGHTING DIRECTIVE

CC. CODE OF VIRGINIA, IMMOBILIZED AND UNATTENDED VEHICLES

DD. INTEGRATED DIRECTIONAL SIGNING PROGRAM (IDSP)

EE. CII/SSI POLICY GUIDE

FF. FEDERAL PROVISIONS

GG. STANDARD LABOR AND MATERIAL PAYMENT BOND FOR NON-CONSTRUCTION

HH. STANDARD PERFORMANCE BOND FOR NON-CONSTRUCTION

II. ALLOWABLE WORK HOURS

JJ. LOCATION OF SERVICES AND PROJECT LIMITS

KK. CONTRACTORS BID PRICE SHEET

I. DEFINITIONS:

Whenever used in this solicitation or in the contract documents, the following terms have the meanings indicated, which are applicable to both the singular and plural and the male and female gender thereof:

1. Annual Work Plan: Contract planned work efforts and the manner in which the Contractor shall achieve the contracted work over each year of the Contract.

2. Asphalt Concrete Pavements (or Flexible Pavements): Flexible VDOT approved materials engineered and constructed to provide a smooth, safe and durable surface for roadways.

3. Asset Group: A Contract prescribed group of common Asset Items that will be measured for the purpose of Contractor performance.

4. Asset Item: A Contract prescribed service, or individual highway item requiring Contract prescribed maintenance service, or other work to be performed in accordance with the Contract.

5. Bidder: A person who submits a bid in response to a 2-Step IFB. Each technical proposal submission is referred to as an

“Bidder”

6. Brush and Trees: Brush and Trees consist of planted or volunteer growth within the right of way. This growth may grow profusely causing sight problems near, off, or on ramps, interchanges, and around signs.

7. Channel Protection: Stone, concrete or other material deposited upon river and stream beds and banks, lake, tidal or other shores to prevent erosion and scour by water flow, wave, or other movement.

8. Clear Zone: A traversable area that starts at the edge of the traffic lane, includes the shoulder, and extends laterally a sufficient distance to allow a driver to stop or return to the road before encountering a hazard or overturning.

9. Composite Pavement: composite pavement structure is defined as a multi-layer structure where there is a flexible layer (top-most layer) over a rigid layer

10. Concrete Barriers: Pre-cast and cast-in-place walls that are commonly installed in highway medians to separate traffic.

11. Concrete Pavements (or Hydraulic Cement or Portland Cement Concrete): Rigid VDOT approved materials engineered and constructed to provide a smooth, safe and durable surface for roadways.

12. Contract: An agreement enforceable by law, between two or more competent parties, to do or not to do something, not prohibited by law, for consideration. When used in this solicitation, an agreement executed by VDOT and the Bidder selected to be the Contractor to provide the goods or services described in this 2-Step IFB.

13. Contract Administrator: The VDOT employee responsible for the management and administration of all facets of the

Contract who has been properly delegated by the Procurement office to assure the Contractor’s total performance is in accordance with the contractual commitments and the obligations of the Contractor under the terms and conditions of the Contract.

14. Contract Monitor – The VDOT employee(s) responsible for overseeing and periodically inspecting the Contractor's work performance and reporting non-performance to the Contract Administrator.

15. Contract Start Date: The date the Contractor shall start performing the Scope of Services defined in the Contract.

16. Contractor: An individual or firm that has entered into an agreement to provide goods or services to the Commonwealth of

Virginia. The Bidder awarded the Contract to supply goods or services described in this solicitation is referred to as a “Contractor”.

17. Crossovers / Police Parking Locations: Open (signed) or closed (chained) locations normally in the highway medians constructed between exit interchange, providing staging areas of emergency access to the roadway for authorized vehicles.

18. Curb and Gutter, Curb or Raised Concrete Median: Channeling devices to minimize erosion by routing runoff water to an inlet. These channeling devices generally consist of Portland cement concrete, cut stone, asphalt concrete as well as other VDOT approved configurations.

19. DBH - Diameter at Breast Height: Approximately 54 inches above ground level.

20. Day: Unless otherwise stated, a calendar day.

21. Debris: Any item(s) such as tires, tire carcass(es), bag(s) of garbage, Dead Animals, sticks, lumber, boxes, sand, gravel, broken pavement markers, and similar solid materials that are of any size which may cause a motorist to swerve or may cause damage when hit or thrown by a vehicle as a projectile.

22. Deck: That traveled portion of a bridge which provides support and a travel surface for vehicular and pedestrian traffic.

23. Department: The Virginia Department of Transportation, an agency of the Commonwealth of Virginia, is referred to as

“Department” or “VDOT.”

24. Drop Inlets ‘DI’ (Basin): Drainage structures that collect storm water surface runoff.

25. Dumpsite: A concentration of bulky items such as appliances, furniture, household items, tires, construction items, etc.., that indicate they were left intentionally.

26. Emergency Response Plan: Planned work efforts and the manner in which the Contractor shall achieve Contract and required safety measures to weather and non-weather-related Incidents such as accidents, hurricanes, snow and ice events, etc.

27. Emergency Response: The Contractor’s response to an unpredicted or predicted event or crisis that must be dealt with urgently under the Contract and requires immediate action by the Contractor twenty-four (24) hours a day, seven (7) days a week including holidays in order to ensure safe and optimized travel for the traveling public on the highway as originally designed and configured.

28. Fencing: Chain link, wooden, farm, and other material that is located along the highway right of way constructed and installed to prevent uncontrolled access of vehicles, pedestrians, and animals onto the highway.

29. Glare Foils: Plastic (or other material) paddles that are commonly mounted on the top of median barrier walls to provide a

“glare screen” between opposing lanes of traffic.

30. Graffiti: Any language, symbol, pictures or markings whether painted, chalked, etc. on any structures or roadway which is otherwise visible within the right-of-way. Survey and engineering markings shall not be considered graffiti.

31. Guardrail: A safety barrier constructed of w-rail, tubular, ribbon, cable, and other material types located along the roadway.

32. Handrail: Rails used by pedestrians to hold onto for stability and support at steps or ramps.

33. Hazard: Any situation or condition that causes, or has the ability to cause, an unsafe condition to the traveling public or presents the possibility to cause or is causing damage or safety concerns or risks to public and/or private property.

34. Hazardous Materials: Any substance or agent (biological, chemical, physical) which when spilled, discharged or otherwise released into the environment, has the potential to cause harm to human health or the environment, either by itself or through interaction with any other factors.

35. Heavy Spot Sweeping: Locations where dense concentrations of litter or debris type material have accumulated. Heavy Spot sweeping would be for a total requested sweeping of less than 10 lane miles.

36. Hour: A unit of time equal to sixty (60) minutes.

37. Illegal Signs or Structures: Any signs or structures erected and not otherwise authorized by VDOT located within the Right of

Way.

38. Immediately: Not to exceed thirty (30) minutes (during the peak hours of 6:00 am to 6:00 pm Monday through Friday), excluding holidays listed herein, or 60 minutes (during non-peak hours), including holidays listed herein, unless the Contract Administrator agrees, in his or her discretion, to a longer response time due to any relevant attendant circumstances.

39. Impact Attenuators: Energy-absorbing devices that minimize the impact of a vehicle striking a fixed object. Impact attenuators are typically located at bridge piers, walls, sign structures, and other fixed objects. Attenuators are generally constructed of collapsible modules or cells configured to absorb energy from a variety of sources.

40. Incident: Any occurrence on the highway requiring the Contractor or Safety Services Patrol (SSP) to respond.

41. Incident Commander (IC): The individual responsible for directing and/or controlling resources by virtue of explicit legal, agency, or delegated authority responsible for the overall management of the response.

42. Incident Command Post (ICP): A pre-designated temporary facility signifying the physical location of the tactical-level, on-scene incident command and management organization.

43. Junction Box: Concrete, Fiberglass, Metal, PVC, or other materials used for storage of wiring connections for securing electrical and/or communication conduit systems.

44. Large Pipes and Box Culverts (> 36ft2): Pipes which include single or multiple pipe and box culverts having a combined flow area of > 36 ft2. Multiple culverts must be contained within a single endwall at each end, or they will be considered as separate pipes. Single or multiple pipes and box culverts with a combined opening > 36 ft2 are classified as structural culverts.

45. Lighting: Luminaries, lamps and lights, breakers, contactors including any posts, installation techniques, and wiring for the same located within the highway right-of-way limits.

46. Line of Sight: Visibility of an asset will be measured from the pavement (painted) edge line at 120 feet from the asset.

47. Litter: Paper, cans, bottles, tire shreds, garbage, trash, refuse, rubbish and other similar solid items that have been discarded within or blown into the right of way.

48. Manhole Covers: Protective openings of storm drains, drop inlets or access points.

49. Maintenance: The performance of routine, ordinary and preventive work to maintain the highway system and its assets. Day-to-day maintenance activities are designed to preserve and correct defects of the transportation assets and the highway structures within the state (VDOT) rights of way which otherwise contribute to the safety and comfort of the traveling public.

Maintenance is performed to care for and maintain the highway and associated highway assets so that it retains its original intended use and function. This includes maintenance work on any assets exhibiting wear from weather, or work designed to prevent any further deterioration and damage.

a) Preventive Maintenance: A planned strategy for an existing roadway and its appurtenances that preserves the system, retards future deterioration, and maintains the functional condition of the roadway and its assets by adding longer life to the roadway surface and assets without increasing the structural capacity of the roadway.

b) Routine/Ordinary Maintenance: Work that is planned to be performed on a routine basis to maintain and preserve the condition of the roadway, highway system, and its assets or to respond to specific conditions and events to restore the roadway, highway system, and its assets to an adequate level of service.

50. Maintenance Rating Program (MRP): VDOT’s Contract performance evaluation program to evaluate the Contractor’s compliance with the Asset Item and Asset Group condition(s) related to the Contract Performance Criteria requirements.

51. May or Should: Identifies items that are highly desirable, although their absence will not have a large impact on the suitability of a Bidder’s technical proposal.

52. Mowing: Tractor and non-tractor cutting of grass and herbaceous and woody vegetation.

53. Mowing cycle – One complete mowing of a designated area.

54. MRP Score, Rating, Evaluation Rating or Percent Passing - The percentage rating, or evaluation, of each Asset Group and each Asset Item that the Contractor is required to achieve and maintain with regard to Contract Outcomes within the Contract Tolerance and Criteria specified by the Contract for all Asset Items prior to and during VDOT MRP evaluations throughout the Contract term. Achieving or exceeding this percentage rating, or evaluation, is an indication of passing the MRP evaluation performed under the Contract and/or compliance with the Contract. Passing Asset Items are indicated by a “yes” in the MRP evaluation. Failing to achieve this percentage is an indication of failure to meet the performance standards set forth in the Contract and work/performance not accomplished under the Contract. Failing Asset Items are indicated by a “no” in the MRP evaluation.

55. Must or Shall: Identifies requirements that are expected to be fulfilled, and their absence will have a major negative impact on the suitability of the proposed solution.

56. Multi-Use Trail: Pedestrian walkways and bike paths consisting of gravel or aggregate stone Portland cement concrete, asphalt concrete, or brick materials.

57. Non-performance (deficiency): Failure of the Contractor to meet or accomplish the Contract Performance Criteria or other

Contract requirements.

58. Non-Roadway Grass Mowing: The mowing, maintenance and upkeep of grass and sodded areas within Tunnel Support facilities, park and ride lots, and other areas with pedestrian traffic.

59. Notice to Proceed: A written notice given by the Owner to the Contractor fixing the date on which the contract time will commence for the Contractor to begin the prosecution of the work in accordance with the requirements of the Contract documents.

60. Object Markers or Delineators: An object typically consisting of reflective materials mounted on a post or other structure to assist motorists and maintenance personnel in roadway alignment or safety.

61. Outcomes: The description of the maintenance condition or state of a Contract required asset item during the Contract term.

62. Owner: The Commonwealth of Virginia, i.e., an agency, institution, or department, with whom the Contractor has entered into a Contract and for whom the work or services are to be provided.

63. Parking Lot Maintenance: The assets to be maintained in Parking Lot Maintenance include the asphalt surfaces, and the concrete surfaces associated with Tunnel Support facilities, Traffic Centers, Toll facilities, or park and ride lots.

64. Paved Ditches: Drainage ditches that are lined with either Portland cement concrete or asphalt concrete to prevent erosion and improve water flow capabilities.

65. Paved Shoulders: The asphalt or concrete-paved portion of the inside and outside shoulders on ramps, and roadways. Any shoulder pavement of 3 feet or more is to be considered paved. Where shoulder pavement is less than 3 feet, (on ramps) it will be considered unpaved.

66. Pavement Markers: The reflective markers that are placed either on or in the roadway pavement surface to assist with lane delineation and to direct traffic. Raised markers are placed directly on the roadway pavement surface; whereas recessed markers are placed in a groove cut in the pavement surface so that the top of the marker is flush with the pavement surface.

67. Pavement Markings: The roadway and ramps pavement striping used to delineate traffic lanes and pavement edges.

Pavement markings may consist of solid lines or skip lines that are yellow, white, or black. In addition, pavement markings may consist of paint, thermoplastic, or tape.

68. Pavement Messages: Striping used to delineate traffic arrows, word markings, gore markings, stop bars, crosswalks, parking spaces, painted curbs, and all other markings except for pavement marking as defined above. Pavement messages may consist of paint, thermoplastic, or tape.

69. Performance Criteria: Contract criteria which identifies, specifies and defines Asset Items, Asset Groups, Asset Item

Outcomes, Asset Item Tolerance and Criteria, and Timeliness Requirements for the Contractor’s performance and compliance with the Contract, and the expected or required specified highway maintenance performance there under.

70. Potholes: Steep sided holes of varying sizes in pavement resulting from localized disintegration.

71. Public Information Plan: The planned work efforts and manner in which the Contractor shall achieve those prescribed roles, responsibilities, and procedures, regarding public communications under the Contract.

72. Reflectivity Standard: Visible at a minimum of 120 feet day or night.

73. Regulatory Approvals: All local, regional, state and federal agreements, studies, findings, permits, approvals, authorizations, certifications, consent, decisions, exemptions, filings, leases, licenses, registrations, rulings, and other governmental authorizations required to be obtained or completed under any applicable law prior to undertaking any particular activity contemplated by this Contract.

74. Representative: The VDOT Contract Administrator or designee who will manage all facets of the Contract to assure the

Contractor’s total performance is in accordance with the contractual commitments and the obligations of the Contractor under the terms and conditions of the Contract.

75. Retaining Walls: Structures designed to restrain and hold back a mass of earth.

76. Roadkill: Dead or dying animals that are of any size which may cause a motorist to swerve or may cause damage when hit or thrown by a vehicle as a projectile.

77. Roadway Sweeping: The removal and disposal of debris and buildup along the highway, barrier walls, retaining walls, sidewalks, and curbs.

78. Rumble Strip: A road safety feature, located in the roadway or ramp paved shoulders, that alerts drivers to potential danger by causing tactile vibration and audible rumbling, transmitted through the wheels into the vehicle body.

http://en.wikipedia.org/wiki/Tactile http://en.wikipedia.org/wiki/Oscillation http://en.wikipedia.org/wiki/Car_body

79. Sample Population: All Sites included in the Contract requirements.

80. Security Fencing: Fencing that is placed around any facilities to protect equipment from unauthorized access and maintain a safe work environment.

81. Signs: Signs consist of all ground (post mounted), and overhead and bridge mounted signs located along the highway and include regulatory and other signs. Signs are defined as follows:

a) Regulatory Signs: These signs inform highway users of traffic laws or regulations and indicate any legal requirements that would otherwise not be apparent. This category also includes “Warning” signs which are deemed necessary to warn traffic of existing or potentially hazardous conditions on or adjacent to the highway.

b) Other Signs: These signs are “Informational” or “Guide” signs that are essential for directing motorists;

identifying intersecting routes; identifying geographical locations and distances; and directing motorists to towns, cities, and other important destinations.

82. Sidewalks: Paved paths of Portland cement concrete, or asphalt concrete material, for pedestrian walkways, bridal paths or bike paths.

83. Site: A one tenth (1/10th) mile segment of the Department right-of-way, which may be extended up to 1/10th of a mile, for ramp, connector, and project termini locations as necessary, at the discretion of VDOT.

84. Slopes: The earthen areas located between the edge of the highway and the right of way limits, excluding ditches, landscaping, and brush. Generally, these areas will be grassed or sodded. The front slope begins at the edge of any paved and/or unpaved shoulder. The back slope begins behind the ditch line.

85. Slope Protection: A thin surfacing of stone, concrete or other material deposited upon a sloped surface to prevent its disintegration by rain, wind or other erosion.

86. Small Pipes and Box Culverts (< 36ft2): Cross pipes which include single or multiple pipe culverts having a combined flow area of less than 36 ft2. Multiple culverts must be contained within a single endwall at each end, or they will be considered as separate pipes. Single or multiple cross pipes with a combined opening > 36 ft2 are classified as structural culverts.

87. Sound Barriers: Walls located along the edge of the highway right of way which are used to minimize the level of noise that is emitted from the highway to adjacent properties. Constructed sound barriers can consist of concrete, metal, wood, fiberglass, paraglas (Transparent acrylic material), or composite material.

88. Snow & Ice Removal Services: All activities performed to ensure the highways are open, drivable, and passable at all times, by all types of vehicles prior to, during, and after cessation of snow and/or ice generated weather events. These services also include the proper management, monitoring, and directing of operations as specified in the Contract.

89. Stormwater Ponds: Man-made water retention ponds that are created to minimize or detain the amount of drainage and stormwater runoff.

90. Stormwater Facilities: Publicly owned facilities by which storm water is collected and/or conveyed.

91. Subcontractor: Any entity that has a contract to supply labor or materials to the Contractor to whom the Contract was awarded or to any other subcontractor in the performance of the work provided for in the Contract.

92. Substructure: All parts of a structure that are below the bearings of simple and continuous spans, skewbacks of arches, and tops of footings of rigid frames, together with the back walls, wingwalls, and wing protection railing.

93. Superstructure: The portion of a structure that is generally above the substructure and is not otherwise defined as a substructure above.

94. Technical Proposal: A submittal in response to the VDOT request for such technical proposals under Section XI of this 2-Step

IFB, including supplements, if any.

95. Timeliness Requirement: The Contract performance Tolerance and Criteria which defines the Contract time limits by which a

Contractor shall have remedied, maintained, or restored any failing Asset Item in the Contract.

96. Tolerance and Criteria: The Contract definitions, measurements, specifications, and performance requirements of each Asset

Item.

97. Traffic Control Plan – The Contractor’s planned work efforts, and the manner in which the Contractor shall provide appropriate traffic control under the Contract while carrying out all asset Contract maintenance services.

98. Transportation Facilities: All transportation assets within the limits of the VDOT right of way, including but not limited to:

the access highways, ramps bridges, structures, multi-use trails (bicycles or walking paths) and Department buildings.

99. Transportation Operation Center (TOC): The VDOT office center which monitors the day-to-day operation of the highways in Virginia or the operation of highways in a specified area of Virginia.

100. Travelway: The roadway surfaces from the edge of pavement on one side of the roadway to the other edge of pavement on the opposite side of the roadway.

101. Under or Edge Drains: Under or edge drains are synonymous and longitudinal drains located along the edge shoulder joint or along the edge of the shoulder. These drains are typically oriented parallel to the highway and drain through an outlet to the adjacent highway ditch every few hundred feet. These drains may be comprised of pipes or prefabricated geocomposite materials. Generally, the drain outlets consist of pipes with diameters ranging between 4 inches and 12 inches.

102. Unpaved Ditches: Drainage ditches that are lined with grass, sod, gravel, riprap, or soil, and maintain or control water flow runoff.

103. Unpaved Shoulders: Shoulders, or portions of shoulders, for roadways and ramps, that do not contain an asphalt, concrete or

Portland cement concrete surface.

104. Wall Mounted Traffic Signs: Signs that are mounted on retaining walls that are located along the highway and that include regulatory signs. (Regulatory Signs: See Signs)

105. Warning Lights and Lighting: Includes all types of lights, and luminaries, including any posts, installation techniques, and the associated wiring for the same located within the highway right-of-way limits giving warning notice(s) of any potential hazard to the traveling public or any road maintenance personnel and/or police or emergency responders.

106. Weekly Work Plan – The planned weekly Contractor work efforts and the manner in which the Contractor shall achieve the Contract work for the next seven (7) Days to include but not be limited to any Contract asset, or activity, the location where the work is to be performed, and the time of any work operation(s), as well as describing and identifying the use of any lane closures (including the type of lane closure to be utilized).

ACRONYMS:

Department of Small Business and Supplier Diversity DSBSD Freedom of Information Act FOIA

Small, Women-owned, and Minority-owned business SWaM State Corporation Commission SCC Virginia Department of Transportation VDOT

II. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting sealed technical proposals and bids from qualified firms for the Richmond South Bundled Interstate Maintenance Services (BIMS), including the management and delivery of all maintenance services described herein, on the Department’s limited access interstate and primary rights of way.

1.1 Contract Components and Hierarchy

This 2-Step IFB including the Attachments, Reference Manuals and Contractor’s Proposal are parts of the Contract. A requirement occurring in one shall be binding as though occurring in all. They are intended to be complimentary and to describe and provide for a complete work. In the case of discrepancies, the following preferential order of interpretation will apply with the highest governing items appearing first and the least governing items appearing last:

• Scope of Services and all Performance Requirement

• Special Terms and Conditions

• General Terms and Conditions

• Reference Manuals

• Contractor’s Proposal

1.2 Ambiguity

The language in all parts of this Contract shall in all cases be construed simply, as a whole and in accordance with its fair meaning. Accordingly, in the event of any ambiguity in or dispute regarding the interpretation of the Contract, the Contract shall be construed simply, as a whole and in accordance with its fair meaning and shall not be interpreted or construed against the Department as the drafter of the Contract.

PERIOD OF CONTRACT: The contract period will be from April 1, 2027 (or date of award) through March 31, 2031, with the opportunity for Two (2) optional, consecutive Two-year renewal terms.

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.

III. QUESTIONS REGARDING THIS 2-STEP INVITATION FOR BID:

Any questions regarding this 2-step invitation for bid shall be addressed to I-Nubia Reid at I-Nubia.Reid@vdot.virginia.gov.

The subject line header should state the following: Questions on 2-Step IFB # 160955. 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 5:00PM EST on August 13, 2026. VDOT cannot guarantee a response to questions received after 5:00PM EST on August 13, 2026. No questions will be addressed orally.

To ensure timely and adequate consideration of technical proposals, Bidders are to limit all contact, whether verbal or written, pertaining to this 2-Step IFB to the designated Contract Officer for the duration of this 2-Step IFB process.

IV. BACKGROUND:

In an effort to provide the traveling public of the Commonwealth of Virginia with safe, innovative, cost-effective, and high quality transportation infrastructure, the Department has adopted an innovative highway asset maintenance program where the Department will contract with a private entity for the management and maintenance services of certain contract described assets located within the right-of-way for the entire geographical within Attachment JJ, Location of Services.

Once the Contract is executed, the day-to-day management, delivery of services and maintenance activities become the responsibility of the Contractor. The Contractor is required to oversee, direct, inspect, and ensure the quality and conformance of all Contractor, and subcontractor, work at all times. The Department will monitor and inspect the Contractor's performance and compliance with this Contract.

V. SPECIFICATIONS:

1. Personnel

The Contractor shall provide qualified personnel, to include subcontractors, with the appropriate knowledge, skills and abilities to fully and fairly perform the Contract throughout the life of the Contract. Any replacement of any of the Contractor’s key personnel during the course of the Contract is subject to the review and prior approval from the Department of new personnel. Such review and the Department’s decision regarding any replacement Contractor’s key personnel shall be received no later than fifteen (15) Days from the time Department receives the Contractor’s request for the approval of Contractor’s key personnel, the replacement personnel resume, or the new Contractor’s key personnel shall be considered approved. If requested, the Contractor shall provide a list of current employees monthly. All employees shall be properly trained and certified at commencement of any work performed on this Contract. The Contractor shall provide support and assistance to Department personnel when requested.

The Contractor is responsible for hiring, organizing and directing personnel in a manner that ensures compliance with the Contract at all times. The Contractor shall provide professional, cooperative, efficient, and effective communication, verbal and written, to the Department at all times.

If the performance of any of the key personnel gives the Department concern for the Contractor’s ability to successfully prosecute the work in conformance with the Contract, the Department may then request the Contractor to replace the key personnel with new key personnel. Any changes to the key personnel’s assignment(s) must be approved by the Department. The Contractor shall present a detailed resume and a thorough description of the details of experience of any potential key personnel to the Department prior to assignment in that position. Should the Department determine certain key personnel are not suitable, the Department will inform the Contractor with written justification as to their concerns regarding the knowledge, skills or ability of any suggested key personnel. In any cases where the key personnel may be temporarily absent, the Contractor shall delegate key personnel’s authority to a qualified back-up; such delegation shall be to an empowered employee designee. The Contractor shall maintain, and make available to the Department, a list of possible backup key personnel. At no time shall the Contractor be without designated key personnel available to fulfill all contractual duties as required. The Contractor may designate more than one backup key personnel for each position.

The Contractor, at a minimum, shall designate the following specific key personnel to fulfill the corresponding Contract roles and responsibilities:

A. Project Manager The Contractor shall designate one Project Manager. The Contractor’s Project Manager shall be exclusive to this Contract and must be knowledgeable of highway maintenance principles and practices and have a minimum of five (5) years of documented experience in highway maintenance or construction. The Project Manager shall have supervisor experience demonstrating excellent leadership, management, planning, administration, financial, budgeting, reporting experience and supervisory authority with similar projects.

This key position shall be VDOT’s primary point of contact for written and verbal communication. This key position will supervise all activities in the Contract, will be assigned exclusively to the Contract on a full-time basis, and will be the principal liaison with the Department’s designated authority. This position shall have full management and financial authority to develop plans, adjust plans, execute orders and directions without delay and supply promptly such materials, equipment, tools, labor, incidentals and subcontracts as required at all times to comply with the Contract. This position shall be the lead point of contact for the planning, delivery and quality of maintenance work and services, self-policing, and the response and resolution of any and all Contract deficiencies throughout the Contract term. This position shall have full management control and be the lead point of contact for securing and complying with all environmental and Regulatory Approvals and their conditions and requirements. The Project Manager shall be available twenty–four (24) hours a day, seven (7) days a week for immediate contact and response to the Department for all issues and concerns, which cannot be resolved by the supervisor. The Project Manager shall have completed the Basic and Intermediate Work Zone Traffic Control, National Incident Management System (NIMS) 100’s, 200’s, 300’s, 400’s, 700’s, and 800’s training and the VDOT Level 1 Incident Commander Training course within one (1) month of assuming the role of Project Manager.

B. Assistant Project Manager There shall be an Assistant Project Manager designated by the Contractor that is responsible for ensuring that all Contract requirements and performance-based outcomes are met on the right of way corridor. The Assistant Project Manager shall be exclusive to this Contract and have direct oversight of all daily Contractor activities. This position shall be available to fulfill the Project Manager role for a limited short-term basis or as needed. The Contractor shall also identify substitute or back up Assistant Project Managers. Assistant Project Managers must maintain a consistent daily presence along the corridor reporting deficiencies for repair or replacement. The Assistant Project Manager must be knowledgeable of transportation maintenance and have a minimum of two (2) years in documented experience in highway maintenance or construction as an Assistant Project Manager demonstrating leadership and management with similar size projects. The Assistant Project Managers shall be responsible for written and verbal communication with Department designated personnel as necessary to plan and accomplish daily work. The Assistant Project Manager shall have completed the Basic and Intermediate Work Zone Traffic Control, NIMS 100, 200, 700, 800 training and the VDOT Level 1 Incident Commander Training course within one

(1) month of assuming the role of Assistant Project Manager.

C. Safety Officer/Incident Management Coordinator The Contractor shall designate a Safety Officer/Incident Management Coordinator who is responsible for ensuring that all health and safety requirements are met at all times & be available to manage incidents/accidents as the Department's representative on the I95 corridor (Greensville, Sussex and Prince George Counties) and on I85 in Dinwiddie County 24/7 and the other routes if called upon. The Safety Officer/Incident Management Coordinator shall be exclusive to this Contract.

The Contractor shall also designate a back-up Safety Officer/Incident Management Coordinator. The Safety Officer/Incident Management Coordinator must be knowledgeable of the Virginia Work Area Protection Manual (VWAPM), Occupational Safety and Health Administration (OSHA) regulations, Virginia Occupational Safety and Health (VOSH) regulations, incident management, severe weather management and response, major and minor crashes, hazardous and non-hazardous materials spills and any other type of related activities. The Safety Officer/Incident Management Coordinator shall be required to provide effective verbal and written communication to include providing detailed safety and health related reports. The Safety Officer/Incident Management Coordinator shall be present at all accident/Incident scenes that are at a Level (3) three event or higher. This position shall have a minimum of two (2) years in documented experience as a Safety Officer/Incident Management Coordinator or a similar position demonstrating leadership and management with similar size projects. The Safety Officer/Incident Management Coordinator shall have completed the following courses within one (1) month of assuming this role: Basic and Intermediate Work Zone Traffic Control, NIMS 100’s, 200’s, 300’s, 400’s, 700, 800’s.

D. Training The Contractor or the Contractor’s subcontractors shall provide knowledgeable, qualified, and fully trained personnel capable of managing and operating along the right of way satisfying all the requirements of this 2-Step IFB and the Contract. The Contractor shall provide to the Department no later than thirty (30) Days prior to the Contract Start Date and by July 1st of every year of the Contract a detailed plan/report of its employee training program.

1) Any employee of the Contractor that may be designated to respond to an Incident/Emergency Response and be the lead liaison at the site shall have completed the following course within three (3) months of employment: NIMS 100, 200, 700 and 800

2) Work Zone Traffic Control Training Requirement: The Contractor shall provide at least one (1) employee who, at a minimum, is verified by VDOT as certified in Basic Work Zone Traffic Control in each of the activities and crews involving the installation, maintenance and removal of work zone traffic control devices. In addition, the Contractor shall provide an employee that is verified by VDOT as certified in Intermediate Work Zone Traffic Control to provide supervision during those times when work zone adjustments or changes to standard traffic control installations as shown in the most current Virginia Work Area Protection Manual are needed due to field conditions. These persons must have their certification card with them while on the project site. If proof of certification cannot be provided by the Contractor at any time, the operation may be suspended, or the Contractor may be deemed in default in accordance with the general terms and conditions.

There are three options available to receive Work Zone Traffic Control (WZTC) training based on an individual's job duties and responsibilities as required by the FHWA Final Rule on Work Zone Safety and Mobility and the Virginia Department of Transportation.

These options can be accessed at http://www.virginiadot.org/business/trafficeng-WZS.asp under the bolded title of Work Zone Traffic Control Training Requirements. Additional information about Virginia's Work Zone Traffic Control training program may also be accessed on this website.

This training must be completed prior to reporting to the work site.

3) The Contractor’s training program shall consist of a minimum of OSHA and VOSH safety standards, NIMS 100 and 700 training. The Contractor shall adhere to all requirements of Section 3.A.7 of this proposal.

The Contractor shall submit certifications of training to the Department as each employee/subcontractor employee completes each training class. The Contractor’s employees shall be trained within six (6) months of employment with the exception of the initial time period for the specific training for the Project Manager, Assistant Project Manager(s), Safety Officer and employees that respond to Incident/Emergency Responses.

4) The contractor shall have (2) project personnel certified in Confined Space satisfying all requirements set forth by OSHA and VOSH for the project. Contractor shall have (2) project personnel certified in Erosion Control for “both” Installer level and Inspection level, as to satisfy all requirements set forth by the Virginia Department of Environmental Quality (VDEQ). Contractor personnel must meet the Road and Bridge Specifications for certified personnel.

E. Equipment The Contractor shall provide all equipment necessary to comply with the Contract terms and conditions. Equipment shall be of sufficient size, quantity and in such mechanical condition as to comply with the requirements of the work and produce satisfactory quality of work as determined by the department. Equipment shall be such that no damage to the highway, adjacent property, other highways or danger to the public will result from its use. The Department may order the removal and require replacement of any unsatisfactory equipment that may be unsafe, or may be damaging, to VDOT’s assets, employees, or the traveling public. The contractor shall have all equipment listed in the 2- Step IFB technical proposal to evaluate the requirements (Power Sweeper, Loaders, Backhoe, etc.) which would support the project.

F. Materials The Contractor shall provide all materials necessary to comply with the Contract terms and conditions unless otherwise specified herein. The Contractor’s use of any/all materials shall be in accordance with the Department’s approved materials or approved products lists. The Contractor shall be responsible for maintaining records of all materials used in the execution of http://www.virginiadot.org/business/trafficeng-WZS.asp this Contract. The Contractor shall obtain approval from the Materials Division or Traffic Engineering Division, as applicable, for any proposed new products prior to their use in performing this Contract.

2) Maintenance Services and Performance Measures The Contractor shall perform all activities associated with highway, drainage, structures, roadside, vegetation, traffic services, specialty items, emergency response, incident management, severe weather activities and, if applicable, snow and ice operations, in accordance with the Contract, its Scope of Services and the Contract Performance Criteria twenty-four (24) hours a day seven

(7) days a week unless otherwise directed by the Department.

A. Asset Maintenance, Repair and Replacement

1. General The Contractor shall manage and perform all maintenance activities on the right of way as described in the Contract.

These services include providing all personnel, engineering, equipment, and services necessary to adhere to all Contract requirements and comply with all regulatory authorizations, conditions, and requirements. These activities will be performed on the assets at a frequency that ensures uniform consistent and timely compliance at all times with the performance measures and requirements specified herein. The Contractor shall perform maintenance (including preventive maintenance), repair, and replacement of all Contract assets due to deterioration, Incident, or damage.

The Contractor is responsible for proactively monitoring all routes and the Contract assets on a daily basis to identify, document, report, plan and repair deficiencies to continuously achieve Contract Outcomes, Tolerances, and Criteria specified in the Contract Performance Criteria and general maintenance activities. The Contractor shall not rely on the Department to identify Contract deficiencies. The Contractor is responsible for promptly and proactively addressing and repairing any noted deficiencies on the assets located within the right of way and the limits of this Contract, to include taking actions to prevent deficiencies from occurring. Any noted deficiencies shall be reported to the Department including those that are outside of the Scope of work of this Contract.

2. Assets The following assets are within the BIMS:

• All Asset Items are located within the Transportation Facilities and including the limited access fences of the Transportation Facilities, unless otherwise stated within.

• All Weigh Station to include the Department’s maintenance responsibilities in accordance with MOU between DMV and VDOT. See Attachment AA.

• All bridge mounted signs on the overpass of the BIMS route(s), ramps, and interchanges.

• Any and all other assets which are not specifically excluded in 4.1.3 below.

• Overpass bridges (on non-BIMS routes) over the transportation facility for emergency repairs and replacements only as a result of incidents or accidents.

• Bridge substructure elements of overpasses (on non-BIMS routes)

• Regulatory, Warning, Informational and Facility (airport, railroad, commuter parking, hospital, rest area, welcome center) signs on the interstate…