Administrative Services/ Procurement

REMINDERS

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

VA STATE CORPORATION COMMISSION

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.

NORMAL AND EMERGENCY CONTRACTS

SUBCONTRACTOR APPROVAL REQUEST

REFERENCES

Salem District/Martinsville Traffic Control Services IFB #161028 ADD1 in RED

Issue Date: June 26, 2026 INVITATION FOR BIDS IFB #161028

Title: Traffic Control Services Commodity Code(s): 96884 Location Where Work Will Be Performed: Henry, Patrick and Carroll Counties

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

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Teleconference will be held at 10:00AM EDT on July 7, 2026. Refer to Solicitation Section V.

for instructions on how to participate.

Solicitation Closing Date and Time: 10:00AM EDT July 20, 2 0 26. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:00AM EDT on July 21, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2 4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment.

Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:Patty.Harvey@vdot.virginia.gov

Salem District/Martinsville Traffic Control Services IFB #161028 ADD1 in RED

Administrative Services Division Salem District / Martinsville

Invitation for Bids IFB #161028 Traffic Control Services ADD1 in RED

TABLE OF CONTENTS PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 9

VI. METHOD FOR PAYMENT 9

VII. INVOICING 10

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 11

IX. GENERAL TERMS AND CONDITIONS 11

X. SPECIAL TERMS AND CONDITIONS 18

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form B. Small Business Subcontracting Plan (SBSP) – Fillable Form C. Normal and Emergency Contacts – Fillable Form D. Subcontractor Approval Request – Fillable Form E. References – Fillable Form F. Prevailing Wage Rate Determination(s) G. Virginia Code Red Ozone Days

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/

Traffic Control Services

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as VDOT) is soliciting bids from qualified firms to provide Traffic Control Services for on-call, as-needed, traffic control services for work being accomplished in various locations, on primary and secondary routes within Henry, Patrick and Carroll Counties in the Martinsville Residency being accomplished by VDOT or their contractors. The services identified herein may be requested to supplement work being performed by State Forces, when traffic control is not a component of a contract being used, or when additional traffic control is needed to supplement these contracts.

Awards will be made on a GRAND TOTAL LOT TOTAL basis for the following:

LOT #1 – Henry County LOT #2 – Patrick County LOT #3 – Carroll County

Contractors may bid on more than one (1) lot; however, Contractors must have the capacity to provide services for each lot they are awarded.

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

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting “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 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 Patty Harvey at Patty.Harvey@vdot.virginia.gov . The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 3:00PM EDT on July 15, 2026

III. GENERAL DEFINTIONS:

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

IV. SPECIFICATIONS:

A. SCOPE OF WORK: The Contractor shall provide all labor, supervision, equipment, tools, cones, barrels, signs, stands, Portable Temporary Rumble Strips (PTRS) and other materials and incidentals, to include mobilization and travel, as necessary to perform the traffic control services described herein. The Contractor shall provide traffic control services as requested, on an "as needed" basis, by the VDOT Contract Administrator. The Contractor shall work with the Contract Administrator to perform various traffic control layouts for maintenance, incident response, bridge inspection and other mailto:Patty.Harvey@vdot.virginia.gov

Traffic Control Services activities that may arise within the operations of the Salem District. It is anticipated that no Temporary Traffic Control set-up, contained in this IFB, will be set for a period that exceeds three (3) consecutive days. Therefore, no permanent signs will need to be erected.

Work associated with this contract shall be performed primarily during daytime hours although, from time to time, there may be work assigned during nighttime hours. Work performed outside of daytime hours will be paid at the same rates bid for the traffic control requested.

1. TRAFFIC CONTROL: The Contractor shall work with the Contract Administrator to perform various traffic control layouts for planned and unscheduled work and other activities that may arise within the operations of the Salem District Martinsville Residency. The Contractor shall be able to provide traffic control services for multiple work locations, simultaneously.

2. BID PRICES: The quoted price shall be for the traffic control services and all associated expenses included but not limited to: profit, direct and indirect costs, administrative cost, equipment and personnel transportation, cellular phones, pages, handheld radios, signs, stands, Portable Temporary Rumble Strips and channeling devices and their associated set-up, maintenance and monitoring and break down.

When the unit of measure is “DAY” (24 hours) and VDOT determines it is necessary to move the requested set-up to another location within the same calendar day, the Contractor may bill VDOT $250 to cover the breakdown and re-setting of the traffic control. A ‘DAY’ cons is ts o f 24 hours , any associa ted t raf f ic contro l wi th of ‘DAY’ shal l be es t imated and paid as such . When the unit of measure is “HOUR” and the requested set-up is moved from one location to another during the same calendar day, the Contractor may bill VDOT for the time required to move the traffic control to the next location.

B. SPECIFICATIONS & STANDARDS:

All traffic control shall conform to the latest edition of the Manual on Uniform Traffic Control Device Standards (MUTCD) and the Virginia Work Area Protection Manual (VWAPM), dated January 1, 2026, or latest edition and revisions and latest version found at IIM-TE-386.2: Guidelines for the use of Portable Temporary Rumble Strips (PTRS) | Virginia Department of Transportation. The Contractor’s equipment shall meet Occupational Safety & Health Administration (OSHA) and Virginia Occupational Safety & Health (VOSH) standards. Additionally, the Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations.

All lane closures and infringements shall be coordinated with the Traffic Operations Center (TOC) when required by VDOT policy. The Contractor shall notify the Salem TOC control room of emergencies and lane closures upon the start and conclusion of the work zone. The telephone number and contact person shall be provided to the successful bidder prior to the start of work.

C. REQUIREMENTS WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. PERSONNEL REQUIREMENTS:

a. Contractor’s Capacity to Perform: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. VDOT reserves the right to determine quantity of each type of equipment needed at each location.

b. Experienced, Qualified Operators/Laborers: The Contractor shall be responsible to provide competent, experienced, properly trained and qualified personnel in providing the services requested herein. All equipment operators shall possess a valid operator license for equipment listed in the pricing schedule.

c. Crew Supervision: It shall be the Contractors responsibility to completely supervise and direct the work of their employees as well as subcontractors they may utilize at all times, including assignment of a crew supervisor. The supervisor shall take direction from the Contract Administrator or designee. The assigned supervisor shall be knowledgeable of all aspects of the operation. The supervisor shall be available to meet with VDOT personnel within one hour of notification; providing essential information or documentation as required by VDOT.

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3862-guidelines-for-the-use-of-portable-temporary-rumble-strips-ptrs/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3862-guidelines-for-the-use-of-portable-temporary-rumble-strips-ptrs/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3862-guidelines-for-the-use-of-portable-temporary-rumble-strips-ptrs/

Traffic Control Services

d. Contactor’s Representative: The Contractor shall assign a contact person who shall be responsible for meeting with VDOT representatives at any county within Salem District to review future assignments, assigning and coordinating work, notifying the Contract Administrator of crew locations on a daily basis, if deviated from original work plan, processing daily/weekly reports, submitting accurate timesheets in the evening of every workday, and handling general contract performance issues. Contractor’s representative shall be reachable by cellphone within 30 minutes. All costs incurred for the Contractor’s Representative to review future work assignments with VDOT shall be worked into the line-item bid prices. The name and cellular phone number shall be required prior to commencement of work activities. Refer to Attachment C, Normal and Emergency Telephone Numbers.

e. Cellular Phone: The Contractor (s) shall carry a functional cellular telephone at all times during the performance of the contract, which is effective throughout the counties covered by the contract.

f. Communication: The Contractor shall have a crew supervisor on the worksite that communicates in English (both orally and in writing) and comprehends the English language. This individual shall communicate instructions to the others working under this contract or coordinate this communication. VDOT personnel must be able to understand the English used by this person. Any individual that is used as a flagger shall comprehend and speak only in English while performing this job duty as required by the Virginia Work Area Protection Manual.

g. Contractor’s Conduct: The Contractor shall be responsible for the conduct of all

Personnel, employed by both the Contractor and all Subcontractors, while at the work site. Behavior displayed by the Contractor’s and Subcontractor’s employees, such as catcalling, whistling, leering, rude or obscene gestures or aggressive behavior such as cursing or verbal abuse which would be considered “workplace violence”, or any other disrespectful conduct shall not be tolerated and will result in removal from VDOT premises. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents shall be grounds for termination of the contract at the discretion of VDOT. Workers appearing to be under the influence of alcohol or drugs shall not be permitted on the worksite.

h. Contractor’s Personnel: The Contractor’s and Subcontractor’s personnel shall at all times communicate with the traveling public, landowners and citizens in a courteous and respectful manner. The Contractors personnel shall refer all public questions concerning work planned, performed or promised to the VDOT Contract Administrator or designee.

i. Experienced, Qualified Flaggers: All flag persons shall be VDOT or American Traffic Safety Services Associates

(ATSSA) certified and shall have certification cards with them while performing these duties. Certified flag persons shall be provided in sufficient number and locations as necessary for control and protection of vehicular and pedestrian traffic in accordance with the Virginia Work Area Protection Manual (VWAPM). Flag persons shall speak only English while performing their job as a flagger and shall use sign paddles to regulate traffic in accordance with the requirements of the 2011 Virginia Work Area Protection Manual or current version. The Contractor shall provide flagging paddles and hand-held two-way radios for communication between the flaggers. Flag persons found performing their duties improperly shall have their certifications revoked. VDOT will check on a regular basis to ensure that flag persons have their certification cards. Flag persons shall be courteous and neat in appearance at all times according to the Virginia Work Area Protection Manual. The Contractor shall have the capability of providing as many flaggers as needed per work location. Additionally, any crewmember used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger, see Section 6E.01 of the VWAPM.

j. Additional Flaggers: Additional flaggers needed for work outside of normal TTC operations will be in cases of an emergency or other unforeseen events.

2. EQUIPMENT REQUIREMENTS:

a. Equipment: The Contractor's equipment used to perform traffic control shall meet Occupational Safety & Health Administration (OSHA), Virginia Occupational Safety & Health (VOSH) standards, and VWAPM requirements, including, but not limited to, vehicle backup alarm systems and flashing lights. Equipment may be inspected by the VDOT Contract Administrator, or designee, at any time including prior to being placed into service. 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/equipment. The cost of accessories, hand tools and safety supplies shall be worked into the line-item bid prices

Traffic Control Services

b. Safety Equipment: The Contractor shall provide and ensure all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. Necessary safety supplies and equipment shall include, but is not limited to, hard hats, safety vests, steel-toed shoes, gloves, glasses, etc. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety vest shall have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

c. Warning Arrow Panel: An advance warning arrow panel “Type C”, 96” x 48”, shall be mounted on the truck mounted attenuator in accordance with the Virginia Work Area Protection Manual; sufficient room shall be maintained below the advance warning panel to facilitate mounting brackets that shall be provided/installed by the Contractor to hang a Contractor provided 84” x 36” advance warning sign. The sign and arrow panel shall be visible to traffic approaching from the rear. The advance warning arrow panel shall also be equipped with a caution mode that utilizes the four-corner flash design. A minimum of one (1) rotating amber light or high-density amber strobe light shall also be mounted on the truck and shall be visible to approaching traffic from any direction. An experienced operator shall be supplied to operate the truck at all times. Payment shall be included in the unit price of the Temporary Traffic Control Layouts (TTC’s) unless additional equipment is requested beyond that required in the Virginia Work Area Protection Manual for the TTC layout.

d. Pickup Trucks: Pickup trucks, for use when an additional truck is needed for closure, shall be equipped with “Type B” 60” x 30” arrow boards. The advance warning arrow panel shall be visible to traffic approaching from the rear.

The advance warning arrow panel shall also be equipped with a caution mode that utilizes the four-corner flash design.

A minimum of one (1) rotating amber light or high-density amber strobe light shall be mounted on the truck and shall be visible to approaching traffic from any direction. An experienced operator shall be supplied to operate the truck at all times. Payment shall be included in the unit price of the Temporary Traffic Control Layouts (TTC’s).

e. Traffic Control Signs and Stands: The Contractor shall supply, erect, maintain/monitor and dismantle all channeling devices and traffic control signs and stands in accordance with VDOT Policy and the Virginia Work Area Protection Manual dated 2011, or latest edition. Payment shall be included in the unit price of the Temporary Traffic Control Layouts (TTC’s) unless additional equipment is requested beyond that required in the Virginia Work Area Protection Manual for the TTC layout.

f. Truck Mounted Attenuators and Electronic Arrow Boards: Truck-mounted attenuators and electronic arrow boards are required when closing a lane on primary roadways in accordance with the Virginia Work Area Protection Manual dated 2011 or latest edition, and as determined by VDOT. The Contractor shall supply the truck-mounted attenuators and electronic arrow boards when required. Payment shall be included in the unit price of the Temporary Traffic Control Layouts (TTC’s) unless additional equipment is requested beyond that required in the Virginia Work Area Protection Manual for the TTC layout. When additional attenuators and arrow boards are requested, they will be paid per the line item bid price.

g. Portable Temporary Rumble Strips (PRTS) This work may consist of employing Portable Temporary Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times designated herein, in the VWAPM, VDOT IIM-TE-386.2: Guidelines for the use of Portable Temporary Rumble Strips (PTRS) | Virginia Department of Transportation, or as directed by VDOT representative. IIM-TE-386.2 provides additional requirements and guidance beyond what is shown in the located at Work Area Protection Manual and Pocket Guide | Virginia Department of Transportation (VWAPM) for flagging operations on two-lane roadways.

The Contractor shall only use Portable Temporary Rumble Strips (PTRS) that are listed on the most current VIRGINIA DOT Pre-Approved Traffic Control Device Listing. The cost of rumble strips shall be worked into the line-item bid prices.

The list may be accessed at:

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/

h. Electronic Arrow Board: The electronic arrow shall be electronic flashing or sequential amber arrows having dimmer controls and shall be mounted on a suitable truck or trailer. The Contractor shall maintain and move electronic arrows as needed for traffic control. Payment shall be included in the unit price of the Temporary Traffic Control Layouts (TTC’s) unless additional equipment is requested beyond that required in the Virginia Work Area Protection Manual https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3862-guidelines-for-the-use-of-portable-temporary-rumble-strips-ptrs/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3862-guidelines-for-the-use-of-portable-temporary-rumble-strips-ptrs/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/

Traffic Control Services for the TTC layout.

i. Portable Traffic Signals: The Portable Traffic Signals must be listed on the VDOT Pre-Approved Traffic Control Device listing, which can be found at https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/ traffic-operations/traffic-control-devices/

j. Lane Closure: The advanced warning vehicle service and assembling/dissembling lane closures will be used in conjunction with work performed by various VDOT crews or other VDOT contractors. The advanced warning vehicle service and assembling/dissembling lane closures will be utilized on Interstate and Primary routes or as directed by the Contact Administrator or designee, within VDOT's Salem District. The Contractor may be required to move lane closures to different locations during a workday. For lane closures paid for on a per day basis, no additional pay will be made for multiple setups during the same workday.

k. Maintaining Equipment: The Contractor shall possess or have available, prior to the award of the contract, sufficient equipment necessary to perform the work for the awarded contract. The Contractor shall maintain and operate equipment designed for the operation(s) described herein and shall ensure the equipment is maintained in good repair and operating condition.

l. Fueled and Ready: The Contractor, at his own expense, shall have equipment fueled and ready to begin operations equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies.

m. Additional Trucks or Equipment: VDOT reserves the right to supply additional trucks and/or equipment from VDOT sources if deemed necessary.

D. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the standards of the industry and to the complete satisfaction of the VDOT Contract Administrator or designee.

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

3. REVIEW OF WORK SITE: Depending upon the complexity of the worksite, the Contract Administrator, or designee, may review the work site with the Contractor prior to the start of work. The Contractor(s) shall include any cost for review of the work sites into the bid rates. No additional charges will be allowed.

4. DELIVERY, PARKING and EQUIPMENT STORAGE: The Contractor shall not deliver and store equipment within the VDOT Right-of-Way or on VDOT property without first obtaining written permission from the Contract Administrator or designee. The Contract Administrator, or designee, will approve the parking and storage arrangements.

VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at this site

E. WORK REQUIREMENTS:

1. WORK PROCEDURE: The Contractor may be required to mobilize multiple Traffic Control Operations in accordance with the specifications contained herein. The Contractor shall provide sufficient inventory to support at least two

(2) simultaneous operations. If the Contractor cannot supply all of the requested Traffic Control set- ups, VDOT reserves the right to procure additional Traffic Control Set-ups from other sources.

2. UNSCHEDULED WORK ASSIGNMENTS: Unscheduled Work Assignments are defined as those assignments that require work to begin not less than two (2) hours or greater than forty-eight (48) hours of receipt of a Work Order. The Work Order for Unscheduled Work Assignments may be initiated verbally. Verbal requests shall be documented with subsequent written confirmation. An email may suffice as the subsequent written confirmation. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time may be approved by the requesting Contract Administrator, or designee, on a case-by-case basis. An Unscheduled Work Assignment mobilization fee of $400 (four hundred) per assignment will be paid when Contractors’ equipment and personnel are on sight and begin work within the designated timeframe.

3. URGENT/EMERGENCY WORK ASSIGNMENTS: The Contractor shall respond as requested to a situation or condition that represent an immediate threat to life or property. The Contractor shall respond 24 hours a day, 7 days a https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/

Traffic Control Services week, including holidays, to any urgent/emergency occurring on the roadway. The Contractor shall arrive on-site, with traffic control complete within 2 hours of verbal notification by the VDOT Contract Administrator or designee. An urgent/emergency mobilization fee of $800 (eight hundred ) will be paid once per Urgent/Emergency Assignment. The Urgent/Emergency Mobilization Fee will only be paid for critical/immediate need when the Contractor’s equipment is in place at the site and ready to work within the above specified timeframe and the work request indicates it is deemed an urgent/emergency assignment.

4. CONTINUOUS WORK REQUIREMENT: The Contractor shall provide a continuous operation once they commence work. Contractor shall maintain continuous traffic control as directed by the Contract Administrator or designee. Failure to maintain a continuous operation will result in a Procurement Complaint Form being issued.

5. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the designated time, a

Procurement Complaint Form may be issued against the Contractor.

F. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: Purchase Orders will be issued, for billing purposes only, for an estimated value for each contract term. Contract Administrator will issue a numbered Work Order that will be the official work notification. The Work Order will outline setup location, quantity and types of Traffic Control Sets, and expected period of time equipment will be required. No Regular Scheduled work shall begin without the receipt of a Work Order.

In cases of Unscheduled or Urgent/Emergency work requests, verbal notification shall be sufficient for the Contractor to begin work. Written confirmation (Work Release) will follow within forty-eight (48) hours.

2. SCHEDULED WORK ASSIGNMENTS/RESPONSE TIME: After receiving the Work Release for Scheduled

Work Assignments, the Contractor shall confirm the acceptance of work assignment within eight (8) hours and begin work within forty-eight (48) hours or the agreed upon time between the Contract Administrator and the Contractor. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be in writing as determined by VDOT on a case-by-case basis and communicated in writing.

G. HOURS OF WORK:

1. Work may be performed during day or night depending upon location and VDOT need. Work hours will vary during the contract period based on location and type of work being performed. Work hours will be as directed by VDOT’s Contract Administrator. No additional pay will be given for night operations.

2. No work requiring a temporary closure of a shoulder will be allowed between 6:00am on Friday and 9:00pm on Sunday, unless directed by the Contract Administrator. "Shoulder" is defined as the area from the edge of the pavement to the ditch line in cut sections and from the edge of pavement to the fill slope breaks in fill sections. These restrictions apply to Interstate and Primary ramps also.

3. No work shall be performed when the weather or other unforeseen conditions create a safety hazard or adversely affect the effectiveness of the work activities or at the discretions of the VDOT. Any subsequent memorandum from VDOT’s Administrative Offices directing work restrictions shall also apply to this contract.

4. State Holiday closures: If an observed holiday occurs on Saturday, the preceding Friday shall be considered the holiday and if it occurs on Sunday, the following Monday shall be considered the holiday. If an observed holiday falls on a Friday, no work shall be performed after 12:00 noon on the preceding Thursday through Sunday. If an observed holiday falls on a Monday, no work shall be performed after 12:00 noon on the preceding Friday through Monday.

State holidays include, but are not limited to: New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus/Yorktown Victory Day, Election Day, Veterans' Day, Thanksgiving, the day after Thanksgiving, and Christmas Day.

H. SAFETY REQUIREMENTS:

1. Safety Standards, Rules and Regulations: The Contractor shall ensure all personnel and equipment comply with all OSHA and VOSH standards as they apply to the work being done and not create any hazardous conditions with the equipment

Traffic Control Services used. This includes but is not limited to; equipment having vehicular backup alarm systems and flashing lights and equipment containing a roll-over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Failure to comply with safety requirements constitutes reason to restrict work being performed under this contract. Refer to Special Terms and Conditions Paragraph 28 for Safety and Health Standards.

2. Protection of Persons and Property: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are to be maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

3. Commercial Driver’s License: When required by the equipment being operated, the operator of each piece of equipment shall possess a valid Commercial Driver’s License with the proper endorsements.

V. PREBID CONFERENCE:

OPTIONAL PRE-BID CONFERENCE:

An optional virtual prebid conference will be hosted by the Contract Officer at 10:00AM EDT on July 7, 2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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

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

Join: https://teams.microsoft.com/meet/2513102293849?p=7lcGC0b2GifEyZ1jR4 Meeting ID: 251 310 229 384 9 Passcode: YV97Ue7e

Need help? | System reference Dial in by phone +1 434-230-0065,380328062# United States, South Hill Find a local number Phone conference ID: 380 328 062# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 112 943 411 1

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

VI. METHOD FOR PAYMENT:

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

Payment will be made by check, ACH or EDI. Payment may also be made via P-Card for invoices within the P-Card limit if the Contractor accepts the State’s Small Purchase Charge Card. For questions about eVA please contact eVA customer care at eVACustomerCare@DGS.Virginia.gov. For questions about electronic payment, please contact DOA at (804) 692- 0473 or via email at edi@doa.virginia.gov.

1. PAYMENT: Payment will be made on the hourly components of this contract to the nearest one-half (1/2) hour for the actual time equipment and personnel are in use, with no stand-by time allowed. The hourly rate will not change for night, weekend work, or any hours worked beyond a regular 40-hour week. Payment for the hourly pieces of equipment will only be paid when they are used separately or as an addition to a requested layout. When traffic control is requested, all https://teams.microsoft.com/meet/2513102293849?p=7lcGC0b2GifEyZ1jR4 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IxN2M0NDMtZTZkZC00NjFiLThmNjktODQ0ZmQzZGU1ODg4%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%229bc2feea-f23f-4e60-baff-2e944b880ef8%22%7d https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=380328062 mailto:commonwealthofvirginia@m.webex.com mailto:eVACustomerCare@DGS.Virginia.gov mailto:edi@doa.virginia.gov

Traffic Control Services equipment, manpower for set up and breakdown and monitoring and maintaining shall be included in the bid item price.

The Contractor shall incorporate fuel and mobilization/demobilization costs for scheduled work into the bid price for each line item on the pricing schedule.

2. VERIFICATION: At the conclusion of each workday, the Contractor shall submit a VDOT- provided daily timesheet detailing the TTC set-up and other equipment/flaggers used and corresponding quantities for the day. The timesheet must be verified, mutually agreed upon and signed by the Contractor and Contract Administrator, or designee, at the end of each workday. The timesheets will be used by VDOT to verify Contractor’s invoices.

3. BILLABLE TRAVEL TIME: Equipment traveling or moving from one VDOT work location to another VDOT work location within the same day will be paid at the hourly rate per the Pricing Schedule. For Lane Closures paid for on a per day basis, no additional payment will be made for multiple setups during the same workday.

4. ACTUAL HOURS: The TTC’s will be paid for the actual hours the setup is in place.

5. SHOW-UP TIME: In the event the Contractor’s equipment reports to work as requested, but due to the weather or a change in VDOT’s plans, and it is not utilized that day, the Contractor shall be paid one-quarter (1/4) of each requested line item with the unit of measure of EACH or DAY. Line items with an hourly unit of measure, will be paid four (4) hours of show-up time for each occurrence. No payment will be made if work is cancelled by VDOT before 4:00PM the day before work is to be performed. VDOT reserves the right to determine if the contractor qualifies for show up time.

It shall be the contractor’s responsibility to contact the VDOT representative in the event of inclement weather and discuss whether work can be performed that day. No payment will be allowed for showing up during inclement weather without contacting the VDOT representative.

6. EQUIPMENT BREAKDOWN: If a piece of the Contractor’s equipment breaks down causing delay in a project, VDOT will not be responsible for payment to the Contractor during this time. If replacement equipment is needed, the Contractor shall provide a replacement within three (3) hours. The Contractor will not be compensated to mobilize the replacement equipment in or out unless otherwise authorized by the Contractor Administrator or designee. If the needed equipment has to be obtained from another source, the Contractor will not be compensated for the trip to mobilize the broken equipment from the work site. Payment will resume once the project can be restarted.

7. DOWNTIME OF SERVICES: Equipment will be paid only for actual hours worked and no time will be allowed for downtime or servicing equipment. No time will be allowed for the Contractor to conduct meetings with their employees during VDOT operating hours. Any time needed for such a meeting will require prior approval by the VDOT Supervisor, and payroll time will be deducted for the amount of time taken.

VII. INVOICING:

Invoices may be submitted at the conclusion of work on each Work Order, to the Billing Address listed below. All invoices shall include the contract number, Purchase Order number, Work Order number, description of the work performed, work location(s), date of work, a breakdown of line items and quantities used based on the contract line items, price per unit of measure, extended price and a grand total. Invoices shall be created in such a way to clearly identify the Work Order being invoiced.

Contractor shall provide, with their invoice copies of the approved daily time sheets for all time listed on the invoice.

The only charges VDOT will approve for payment will be charges based upon the rates and line items agreed upon on the daily timesheet.

Virginia Department of Transportation Martinsville Residency 309 Weeping Willow Lane Bassett, VA 24055

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

mailto:ricky.heath@vdot.virginia.gov

Traffic Control Services

VIII. BIDDER’S INSTRUCTION:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 11:00AM EDT on July 21, 2026

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/292194209452987?p=1eDjuVPw21qQgY1LD5 Meeting ID: 292 194 209 452 987 Passcode: bv2uc7nv

Need help? | System reference Dial in by phone +1 434-230-0065,315460331# United States, South Hill Find a local number Phone conference ID: 315 460 331# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 119 966 778 9

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/292194209452987?p=1eDjuVPw21qQgY1LD5 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmY3YzIxODYtYzIzYy00MGQwLWEzZTctYTAwNDllMmRiNzBk%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%229bc2feea-f23f-4e60-baff-2e944b880ef8%22%7d https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=315460331 mailto:commonwealthofvirginia@m.webex.com

Traffic Control Services the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

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

C. ANTI -DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2- 4343.1E).

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

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

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

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

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

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

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

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

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

D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or http://eva.virginia.gov/

Traffic Control Services fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000: By entering into a written contract with the Commonwealth of Virginia, the…