832560road161071.pdf

Administrative Services/Procurement Salem District/Martinsville Residency Asphalt Patching, Milling & Incidental Paving

IFB #161071

Issue Date: July 8, 2026 SEALED INVITATION FOR BIDS IFB# 161071

Title: Asphalt Patching, Milling & Incidental Paving Commodity Code(s): 91371, 91395 Location Where Work Will Be Performed: Henry and Patrick 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 Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on July 20, 2026.

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

Solicitation Closing Date and Time: 10:00AM EDT on July 31, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00AM EDT on August 3, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

B. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

C. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. REFERENCES

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

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

Administrative Services Division

Invitation For Bids IFB #161071

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 10

VII. INVOICING 10

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 11

IX. GENERAL TERMS AND CONDITIONS 12

X. SPECIAL TERMS AND CONDITIONS 19

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. References – Fillable Form

F. 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/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as "VDOT") is soliciting bids from qualified firms to provide all equipment, labor, tools, qualified operators, and traffic control to perform incidental asphalt patching. Work will be performed on primary and secondary routes within the counties of Henry and Patrick County located in the Martinsville Residency of the Salem District on an on-call, as needed basis in accordance with the specifications contained herein.

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

LOT #1 - Henry County

LOT #2 - Patrick 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: From date of award through one year. (renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to 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 24, 2026.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. The Contractor shall furnish all equipment, labor, supervision, tools, all traffic control and incidentals to perform incidental asphalt patching, milling and paving services on primary and secondary routes including bridge approaches and surfaces as designated by Contract Administrator or designee. Tack will be provided by VDOT. Work will consist of, but not be limited to, removal of deteriorated pavement, milling, patching, surface preparation, bituminous pavement patching, joint patching and disposal, skin patching and incidental asphalt repairs, maintenance and improvements as requested by Contract Administrator or designee. Placement of asphalt shall be per 2020 or the latest revision of the VDOT Road and Bridge Specifications relating to the sections concerning placement of bituminous concrete (310.01-310.03, 315.01- 315.07).

mailto:Patty.Harvey@vdot.virginia.gov

A copy of the VDOT Road and Bridge Specification can be found at: http://www.virginiadot.org/business/const/spec-default.asp

B. Description of Work: Contractor shall remove deteriorated pavement, dispose of unsuitable materials, clean the area and repair with appropriate asphalt mixes, in areas designated by VDOT. The VDOT Contract Administrator or designee will designate the surface areas for preparation and restoration to be achieved prior to beginning of work in accordance with the Invitation of Bid. The Contractor shall haul plant mix from the asphalt plant determined and selected by VDOT in accordance with VDOT specifications. The contractor is not to use any asphalt except that obtained from VDOT approved asphalt plants or as directed by the Contract Administrator or designee.

The Contractor shall provide flexible pavement planning at a depth to be determined by the VDOT Contract Administrator or designee on an “as needed basis” in accordance with the 2020 or latest version of VDOT Road & Bridge Specifications, sections 515.01-515.03 and shall be capable of milling at widths as narrow four feet wide. The price for flexible pavement planning shall include all equipment, labor, specifications, traffic control, incidentals and disposal of materials. The unit of measure for flexible pavement planning is per square yard.

C. Asphalt Material: Contractor shall deliver and place approved asphalt materials to meet individual specifications for each location on an 'as needed' basis throughout the contract period. All related costs for this service will be included in the 'per ton’ price, reference IV.P. Placement of asphalt/tack coat shall be per 2020 VDOT Road and Bridge Specifications, section 310.01-310.03, 315.01-315.07 concerning placement of bituminous concrete.

1. The contractor shall plan the work, whereas, to completely restore (replace) the final pavement surface to finish grade with new asphalt, prior to opening such work area up to traffic. The contractor shall not leave any uneven grades or drop offs upon the conclusion of each day’s work period. All finished surfaces shall meet current and future issued revisions of the 2026 or latest version of VDOT Road and Bridge Specifications, section 315.05.

2. Pavement patching operations shall be limited to no more than 500’ in length and Planning/Milling should be a minimum of no less than 4 feet in width and no less than 12 feet in length. VDOT Contract Administrator or designee will make this determination of repair dimensions at each location. Patches that will exceed 500’ in length must have pre-approved written or electronic approval from the District Maintenance Engineer.

3. Minimum order shall be 100 tons per call out. Contractors shall be paid by tons placed or 100 tons minimum, whichever is greater. The Contractor will not be paid 100 tons minimum if minimum amount is not met due to equipment breakdowns. VDOT will supply the asphalt needed. Contractor shall haul plant mix materials from the asphalt plant selected and approved by VDOT. Contractors shall be paid by ton(s) placed.

4. Minimum orders requesting milling with milling machine shall be 350 square yards per call out. Contractor shall be paid by square yards milled or 350 square yards whichever is greater. Contractors will not be paid the minimum if the minimum amount is not met due to equipment breakdowns. Minimum square yards are not applicable when milling with skid steer / milling attachment.

D. Pavements and Markers. When work assignments involve the removal and or loss of existing pavement markings, markers or rumble strips, VDOT will be responsible for replacing accordingly. Contractor shall not remove / destroy any more markings and/or markers than necessary to perform the work. The contractor shall notify the Contract Administrator or designee at least 48 hours in advance prior to performing any operations that would remove pavement markings in any single work location that would exceed 100 feet in centerline length.

E. Price Includes: The work will be paid for by the ton placed and the price shall include equipment, asphalt distributor, liquid asphalt (tack) provide by VDOT, paver, trucks, roller(s), operators, fuel, maintenance of equipment, insurance (certification will be required), operator(s) supervision, all traffic control, labor and all other items needed to meet the following requirements for paving patching maintenance. Placement of asphalt shall be per the 2020 or latest version of the VDOT Road and Bridge Specifications relating to the sections concerning placement of bituminous concrete (310.01- 310.03, 315.01-315.07). The contractor shall be responsible for hauling all materials which will be picked up by the Contractor at the Asphalt Plant that VDOT selects. VDOT has contracts with multiple asphalt plants, and the Contract Administrator or designee will provide the exact asphalt plant location as to where materials will be picked up.

http://www.virginiadot.org/business/const/spec-default.asp http://www.virginiadot.org/business/const/spec-default.asp

F. Quantity(ies) Verification: The Contractor shall verify all quantities with the designated representative of the VDOT. For bidding purposes, the Contractor should anticipate tonnages listed. Any tonnage left at the end of the day’s assignment, the VDOT Contract Administrator or his designee will mutually agree with the Contractor how much is left and will deduct tonnage placed from the last ticket. Contractor shall submit all asphalt tickets and work log / tickets electronically to the corresponding Contract Monitor or Area Headquarter Superintendent no later than noon on the next business day.

G. Personnel:

1. All Crew personnel shall possess the knowledge, skills, and abilities to efficiently perform all aspects of operation of the equipment and to follow the practices and methods of roadway maintenance and construction used by VDOT. The operators shall also be capable of completion of the assigned work. The contractor’s operators shall not create any hazardous conditions with the operation of the equipment.

2. All personnel shall, at all times, wear approved protective clothing, safety vests, and any other equipment required to meet OSHA, VOSH and 2026 or latest version of the Virginia Work Area Protection Manual standards and any revisions issued during the term of this contract. They will obey all traffic and safety rules and regulations. All protective clothing, safety vests and other equipment required and worn by contractor personnel shall not display or represent VDOT in any way. Work Area Protection Manual and Pocket Guide | Virginia Department of Transportation

3. Contractor shall provide crew leader’s name and contact information at least 24 hours in advance of commencement of any activities. Cell phones shall be capable of operating throughout the area covered by this contract. The cellular phone provided must have a working voice mailbox.

4. Contractor shall provide a crew leader, that is certified in basic work zone protection, on the job site at all times and shall serve as safety coordinator for the work crew. This training must be completed prior to the closing date of this solicitation. Proof of this shall be provided within two (2) business days of VDOT’s request if not submitted with the bid.

H. Equipment & Specifications. The Contractor shall be capable of performing work in two (2) locations simultaneously.

The equipment offered by bidders shall be suitable for the intended purpose. Contractor’s equipment shall meet Occupational Safety and Health Administration (OSHA) and Virginia Occupational Safety & Health (VOSH) standards.

Contractor’s business name shall be visible on both sides of all motor vehicles. All motor vehicles and operators shall be in compliance with all Local, State and Federal Regulations. Transportation, Mobilization and Demobilization of all equipment shall be included in the bid line-item pricing.

I. Disposal:

1. The Contractor is responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the job site but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. Under no circumstances shall the Contractor leave millings or leftover material accumulated or piled on shoulder of road that may allow standing water within any travel lane or road. VDOT reserves the right to retain the millings / debris generated from work performed under this contract. When VDOT chooses to retain millings / debris, contractor shall not be responsible for hauling the millings / debris, the Contractor shall load material on VDOT trucks and VDOT will be responsible for disposal. Bid line-item cost shall be the same if contractor disposes of millings / debris or if VDOT disposes of the millings / debris. No VDOT dumpsters are to be used for debris disposal. Disposal costs shall be included in the bid line-item pricing.

2. In the event that the Contractor should discover any suspicious activity or suspected hazardous or foreign material within the VDOT Right of Way, while engaged in any active and/or standby operations performed under this 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/ contract. The Contractor shall immediately report such discovery to the law enforcement authorities and to the respective VDOT office.

3. Work performed under this contract shall include, but is not limited to on-site supervision, proper placing and compaction of asphalt, for the purpose of repairing surface failures at various sites located within the VDOT roadway system.

J. Traffic Control:

1. The Contractor shall be responsible for furnishing all signs, sign stands, flags, cones, arrow panels, truck-mounted attenuators, vehicles, Portable Temporary Rumble Strips and other items necessary for traffic control as required per the 2026 or latest edition of Virginia Work Area Protection manual and any revisions issued during the term of this contract. The contractor shall be responsible for providing flagging in the work zone. All flaggers must be certified and carry Certification Cards while performing flagging duties. Flaggers found not in their possession of their Certification Card shall be removed from the flagging site and operations requiring flagging will be suspended by VDOT representative. Flaggers shall be able to speak fluent English while performing their job duty as a flagger on VDOT assignments. ALL Traffic control shall be included in the bid line-item pricing.

2. The Contractor shall use the current Virginia Work Area Protection Manual & revisions and Manual on Uniform

Traffic Control Device Standards (MUTCD), to determine the correct Traffic Control measures needed for the type of roadway on which repairs are being performed. The Contractor will be responsible for obtaining subsequent revisions of the Manual and for implementing any revised traffic control measures during each term of the contract.

3. VDOT’s Contract Administrator or designee will suspend operations if incorrect traffic control measures are set

up. The Contractor will be required to cease all operations and remove the lane and/or shoulder closures. The contractor shall then submit a hand-drawn sketch of the proposed revised traffic control plan to the on-site VDOT Contract Administrator or designee for approval. The Contractor shall not resume operations until the corrected Traffic Control measures are fully implemented. If the Contractor has questions, he/she shall immediately contact the VDOT Contract Administrator or designee or clarification. In the event of a dispute, the VDOT representative can contact the District Work Zone Safety Coordinator for resolution. The Work Zone Safety Coordinator shall have the final decision.

4. The Contractor shall be responsible for displaying and removing all traffic control devices. The Contractor shall remove signs and stands at the end of each day’s work, except as needed for overnight safety.

5. Lane Closure Advisory Management System (LCAMS) Data Entry/Coordination:

This work shall consist of entering lane closure information into the Lane Closure Advisory Management System (LCAMS). LCAMS is an automated lane closure management system for reducing work-zone incidents and maximizing roadway capacity. This is a web-based program and access is granted upon completion of the required training.

The Contractor shall be required to have a minimum of two (2) individuals trained to input LCAMS information for scheduled highway work zones into the computer system on a weekly basis. The Contractor will need a computer with email capability. The individuals must be able to understand and speak English and need to be able to operate a computer. No advanced computer skills are needed to use the LCAMS system.

Training is held online. Please contact lcams-vatrafficadmin@vdot.virginia.gov to obtain access to training. LCAMS training for the individuals shall be completed at least one week prior to the date of work execution.

All shoulder/lane closures and primary route lane closures shall be entered into LCAMS by 12:00PM (noon) Thursday the week before the work is scheduled to start. This deadline may be changed for weeks involving a holiday and will be sent out 1-2 weeks prior to the change occurring to remind everyone to get their mailto:lcams-vatrafficadmin@vdot.virginia.gov schedules in. Any conflicts with other roadway work must be resolved by close of business on Thursday, the week before the work is scheduled to start and the resolution sent to the Point of Contact provided by the TOC Facility Manager during the training course.

Failure to complete any LCAMS entry by the required deadline and/or failure to resolve any conflicts by the required deadline may result in the work having to wait until LCAMS data entry can be performed in a timely manner.

No separate measurement and payment will be made for LCAMS training/data entry/coordination.

K. Work Notification Procedure & Response Time: The Contractor’s official notification is the Work Order, outlining location, estimated quantity, and expected period of time. The Contractor shall confirm receipt of work order within 24 hours, sign and return work order confirming start date within 48 hours of initial receipt of work order. The Contractor shall begin work within five (5) business days after receipt of written notification by work order or at the agency/Contractor agreed upon date. Each work order must be completed before work on another work begins.

Any changes to work schedules must be approved by the Contract Administrator or designee. Failure to complete work as requested may result in a Procurement Compliant Form.

L. Authorized Work Hours:

Starting Times and Schedules: Work will be assigned on an as-needed basis, as determined by the VDOT Contract Administrator or designee. Starting times and scheduled hours may vary and will be at the discretion of the VDOT Contract Administrator. The contractor shall report to the work site within five (5) working days after notification, unless otherwise mutually agreed to. The Contractor may be expected to work ten (10) hour days, Monday through Friday.

Saturday work hours may be performed with advance written approval by the VDOT Contract Administrator or designee.

1. Night Work: VDOT may request the contractor to perform work during night hours. Night hours are from 8 p.m. to 6 a.m. VDOT will pay the contractor a night work mobilization fee. The night work mobilization fee will apply one time per night of work. Note: If more than one location or work order is assigned for any given night, the mobilization will only be applicable one time per night to offset any additional incidentals required such as lights, generators, etc. Mobilization will not be paid per work order or job site. Night work mobilization fee is $150.00. Any potential CPI increases shall not be applicable to Night Work Mobilization Fee.

2. Critical / Emergency Response: VDOT may request the contractor to perform critical / emergency work resulting from an unplanned event or accident. VDOT will pay the contractor an Emergency mobilization fee.

The Emergency mobilization fee shall apply in the event VDOT request contractor to respond to job site within FOUR (4) hours. Contractor must respond within four (4) hours, be on site and commence working to receive the mobilization fee. Note: If more than one location or work order assigned at a time has been identified as “Emergency”, this mobilization will be applicable per call out. Emergency mobilization fee shall be set at $2,000.00 per call out. In the event contractor does not meet four (4) hour response time, a procurement complaint form may be filed. Any potential CPI increases shall not be applicable to Critical / Emergency Response fee.

3. State Holidays: Work shall not be performed any state holidays. If holidays occur on a Sunday, the following

Monday shall be considered the holiday. Work will not be permitted from 12:00 noon the day before a holiday and will not be permitted again until the day after a holiday. When a holiday falls on a Monday, work will not be permitted after 12:00 noon on the preceding Friday and when a holiday falls on a Friday, work will not be permitted until the following Monday, unless otherwise approved by the Contract Administrator or designee.

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

4. Transportation Operations Center: The Contractor shall notify the Transportation Operations Center (TOC) at

800-367-7623, for 'VA Traffic" notification. Notifications to the TOC shall be made prior to 8:00 AM each day.

The Contractor shall immediately provide notification to the TOC for any accident within the work zone of foe any personal injury which requires off-site medical attention (notification shall also be immediately made to the Contract Administrator or designee). The Transportation Operations Centers will request the following information from the Contractor. Route, county, lane impacted (EBL, SBL etc.), and cell phone number.

Failure to provide notification to the Transportation Operations Center may be cause for an issuance of a Procurement Complaint Form.

M. Manner of Conducting Work at the Job Site:

1. Satisfaction: All work shall be performed according to VDOT specifications and completed to the satisfaction of the Contract Administrator or their designee.

2. Communication: Each crew shall have at least one crewmember that communicates in English (both orally and in writing) and comprehends the English language. This crewmember shall communicate instructions to other crewmembers or coordinate this communication. The English used by this person must be easily understood by VDOT personnel. Additionally, any crewmember that is used as a flagger shall speak only English while performing this duty as required by the Virginia Work Area Protection Manual.

3. Contractor’s Conduct: The Contractor shall be responsible for the conduct of all personnel while at the work site. All contractor personnel shall conduct themselves in a professional and courteous manner at all times.

4. Contractor’s Personnel: The Contractor’s personnel shall at all times serve the traveling public, landowners and citizens throughout the Salem District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed or promised to the Contract Administrator or designee.

5. Behavior: Behaviors displayed by contractor’s employees, such as catcalling, whistling, leering, and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently.

Repeated incidents may result in the issuance of a Procurement Complaint Form.

6. Signs or Advertisements: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the Contract Administrator or designee.

N. Continuous Operation Requirement: Once work has commenced, the contractor shall conduct work in a continuous manner, with the exception of breaks, unless weather, safety considerations or other circumstances approved by VDOT, delay the work. Continuous operation of work shall not be delayed due to equipment breakdown, lack of operators, other contractual commitments to VDOT or private sector, etc. Delay of work will be documented in writing and a Procurement Compliant Form will be issued.

O. SAFETY REFERENCES:

1. All personnel shall at all times wear approved protective clothing, safety vests, and any other equipment required to meet OSHA and VOSH standards as well as the 2026 version or latest edition of the Virginia Work Area Protection Manual. They will obey all traffic and safety rules and regulations and shall not create any hazardous conditions within their operation.

2. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual (ANSI Z133.1-1994).

3. The operator(s) shall at all times wear approved clothing to include hard hat and safety vest. The operator shall obey all safety rules and regulations and not create any hazardous conditions with his equipment.

4. The contractor shall be responsible for reviewing the area and picking up any material that would possibly damage his equipment or the traveling public when patching. The Contractor shall also be held responsible for removing any and all trash, i.e. water bottles, soda bottles, etc. left by contractor personnel prior to leaving each site. All equipment shall have all required safety equipment. The equipment shall be well maintained and shall be available for use on a regular basis. The Contractor shall have sufficient laborers and handheld to facilitate asphalt jointing, etc.

5. Maintenance operations shall run only in the direction of traffic.

P. Bid Line-Item Pricing:

1. For each Bid Line Items 1-4: The bid price shall be bid IN TONS PLACED and shall include removing and disposing of unsuitable materials, preparing the areas, supplying and applying tack coat, applying asphalt materials, compaction, equipment, operators, labor, fuel, equipment maintenance, supervision, traffic control, hauling of plant mix from asphalt plant, and incidentals. VDOT will furnish asphalt.

• Line #1: Asphalt Patching Incidental Paving on Multi Lane Primary Roads in Henry County.

• Line #2: Asphalt Patching Incidental Paving on Multi Lane Primary Roads in Patrick County.

• Line #3: Asphalt Patching Incidental Paving on two-lane Primary and Secondary Roads in Henry

County.

• Line #4: Asphalt Patching Incidental Paving on two-lane Primary and Secondary Roads in Patrick

County.

2. For each Bid Line Items for 5-10: The bid price shall be bid PER SQUARE YARD flexible Pavement

Planning/Milling operation. Milling operations will be requested by VDOT at VDOT’s sole discretion. The price shall include equipment, operator(s), labor, safety equipment, traffic control incidentals, etc.

• Line #5: Flexible pavement planning milling up two (2) inches in depth on Multi Lane and two-lane Primary and Secondary Roads in Henry County.

• Line #6: Flexible pavement planning milling up two (2) inches in depth on Multi Lane and two-lane Primary and Secondary Roads in Patrick County.

• Line #7: Flexible pavement planning milling greater than two (2) inches in depth and up to 4 inches on Multi Lane and two-lane Primary and Secondary Roads in Henry County.

• Line #8: Flexible pavement planning milling greater than two (2) inches in depth and up to 4 inches on Multi Lane and two-lane Primary and Secondary Roads in Patrick County.

• Line #9: Flexible pavement planning milling greater than 4 inches in depth on Multi Lane and two-lane Primary and Secondary Roads in Henry County.

• Line #10: Flexible pavement planning milling greater than 4 inches in depth on Multi Lane and two-lane Primary and Secondary Roads in Patrick County.

V. PRE-BID CONFERENCE:

OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 10:00AM EDT on July 20, 2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

The conference will begin promptly at the time indicated. At the start of the conference the Contract Officer will conduct an attendance roll call to identify the individuals participating. Participants will be requested to provide their individual name, company name and contact information during the roll call. This Microsoft Teams Virtual Meeting conference can be accessed with the below information:

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

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/22035144516473?p=SGQMfmDj18OUQ4Jxw1 Meeting ID: 220 351 445 164 73 Passcode: Yq77oq67

Need help? | System reference Dial in by phone +1 434-230-0065,,376443282# United States, South Hill Find a local number Phone conference ID: 376 443 282# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 118 348 155 2

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

VI. METHOD FOR PAYMENT:

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

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

A. COMPLIANCE: At the conclusion of the workday, the Contractor shall demonstrate to the Contract Administrator or designee the work is fully in compliance with the contract and VDOT specifications. Any deficiencies shall be corrected within 24 hours by the Contractor at the Contractor’s sole expense, prior to the final acceptance of the work. If deficiencies are not corrected withing 24 hours of request, a Procurement Complaint form may be issued.

B. NIGHTTIME MOBILIZATION: VDOT will pay a one hundred fifty dollar ($150.00) nighttime mobilization fee for each project on a purchase order when the work begins after 5:30 pm and the Contractor has everything required by the VDOT Contract Administrator or designee on the jobsite and is ready to commence work. This fee will be paid once per project. The night-time mobilization fee will not be subject to any increases during the duration of the contract.

C. CRITICAL/EMERGENCY RESPONSE: VDOT will pay a two thousand dollar ($2,000.00) critical/emergency response fee for each call-out. Contractor must respond within four (4) hours, be on site and commence working to receive the mobilization fee. The critical/emergency response fee will not be subject to any increases during the duration of the contract.

VII. INVOICING:

Invoices shall be submitted within ten (10) calendar days of completion of each project/location to the address listed below.

Invoices shall include the contract number, purchase order number, work order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Invoices should be mailed to:

https://teams.microsoft.com/meet/22035144516473?p=SGQMfmDj18OUQ4Jxw1 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTc4ZmI2MDEtNzg1OS00NGU0LTliYWItZGI5OTAwMDc2YzVh%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 tel:+14342300065,,376443282 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=376443282 mailto:edi@doa.virginia.gov

Virginia Department of Transportation Martinsville Residency Attn: Ricky Heath 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.

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

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

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 10:00AM EDT on August 3, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/282897575184678?p=CyqsxT6PuXmlthfD63 Meeting ID: 282 897 575 184 678 Passcode: Qz7BF7Vh

Need help? | System reference Dial in by phone +1 434-230-0065,,691340398# United States, South Hill Find a local number Phone conference ID: 691 340 398# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 112 062 336 4 mailto:ricky.heath@vdot.virginia.gov 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/282897575184678?p=CyqsxT6PuXmlthfD63 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmE4MmM0NzgtMWI2YS00MWIwLThhZWUtMGE0NjA2NTE4N2I4%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 tel:+14342300065,,691340398 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=691340398

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364.

Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor…