839583vadotIFB_161166.pdf

Administrative Services/Procurement

Hampton Roads District

Pavement Marking Installation and Removal

IFB #161166

Issue Date: August 24, 2026 INVITATION FOR BIDS IFB# 161166

Title: Pavement Marking Installation and Removal

Commodity Code(s): 96861

Location Where Work Will Be Performed: Hampton Roads District

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Rhonda J. Tharrington

Email: rhonda.tharrington@vdot.virginia.gov

Phone: (757) 956-3038

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 9:00 AM Eastern Standard Time (EST)/Eastern Daylight Time

(EDT) on September 9, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 5:00 PM EST/EDT on September 21, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EST/EDT on September 22, 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. CONTRACTOR LICENSE REQUIREMENTS

3. Pavement Marking Technician Certification

4. Work Zone Traffic Control Certification

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 # 161166

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3 - 11

V. PRE-BID CONFERENCE 12

VI. METHOD FOR PAYMENT 12

VII. INVOICING 12

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 13

IX. GENERAL TERMS AND CONDITIONS 14 - 21

X. SPECIAL TERMS AND CONDITIONS 21 – 32

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. Contractor License Requirements– Fillable Form

F. Lane Closure Coordination (LCC)/Lane Closure Implementation (LCI)

G. Virginia Code Red Ozone Days

H. Prevailing Wage Rate Determination

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 perform installation, maintenance, or removal of pavement markings, pavement message markings, and flex post delineators on an as needed basis in the Hampton Roads District. The Hampton Roads District includes the Cities of Chesapeake, Emporia, Franklin, Hampton, Newport News, Norfolk, Portsmouth, Poquoson, Suffolk, Virginia Beach and Williamsburg, also the

Counties of Accomack, Greensville, Isle of Wight, James City, Northampton, Southampton, Surry, Sussex and York.

PERIOD OF CONTRACT: From Date of Award through two (2) years (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 Bids shall be addressed to Rhonda Tharrington at rhonda.tharrington@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 2:00 PM EST/EDT on September 14, 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.

At the time of bid submission, Bidder shall hold at minimum a Class A Contractor’s license from the State Board of Contractors with a Highway/Heavy classification, unless the bidder is not currently licensed by the State Board of Contractors, then the bidder is exempt from this requirement pursuant to Code of Virginia § 54.1-1101(A)(4).

MOBILIZATION: shall consist of performing preparatory operations, including moving personnel and equipment to a site or multiple sites within an area defined by jurisdictional boundaries and includes demobilization when no longer required. The unit of measure is EACH meaning per shift Day/Night as defined by the Allowable Lane Closure Hours.

IV. SPECIFICATIONS:

A. EXPECTATIONS:

1. The Contractor shall be capable of commencing work within thirty (30) days from the day start-up meeting is held.

VDOT will schedule a start-up meeting at the time of issuance of the Notice of Award.

2. The Contractor shall be available twenty-four (24) hours a day, seven (7) days a week, and three hundred sixty-five

(365) days a year in order to communicate with the VDOT Representative for emergency immediate response services.

3. The Contractor shall be responsible for all toll fees incurred as a result of performing work under the resulting contract.

B. SCOPE OF WORK:

The Contractor shall provide all transportation, labor, supervision, equipment with experienced operators, tools, incidentals, fuel, and traffic control (with exception of police patrol) as necessary, unless specified herein to be provided by VDOT, to perform installation, maintenance, or removal of pavement markings, pavement message markings, and flex post delineators on an as needed basis as directed by the VDOT Representative and in accordance with VDOT issued plans, sketches and standards. Work may be issued with limited notice based on safety needs. These services, which include lane closures, shall be performed in various locations on Interstate, Primary and Secondary roadways maintained by VDOT. Work on the Interstate Mainline and Interstate ramps will be limited to emergency and minor safety/maintenance work.

All equipment, materials and labor used in the resulting contract shall be in compliance with the Occupational Safety and

Health Administration (OSHA), Virginia Occupational Safety and Health Program (VOSH), Virginia Department of

Professional and Occupational Regulation (DPOR), Virginia Department of Motor Vehicles (DMV), Virginia Department of Environmental Quality (DEQ), this solicitation and any other applicable federal, state and local regulations.

1. PREPARATION: Prior to replacing or installing a new pavement message or marking on the road surface, the

Contractor shall be responsible for the proper preparation of the pavement surface by cleaning off all dirt, dust particles, and loose materials from old markings or messages that would interfere with the adhesion of the new marking to the old marking or to the road surface. Preformed thermoplastic messages and markings and latex paint SHALL

NOT be installed within 24 hours following rain or other inclement weather unless authorized in writing by the VDOT

Representative. Pavement surface temperature SHALL NOT be less than 50 degrees Fahrenheit at the time of the application of the message or marking.

2. APPLICATION: All messages and markings shall be protected from vehicular traffic by guard, warning, and/or traffic control devices until the surface can be run over by vehicular traffic without any damage to the marking, message, or the vehicular traffic.

3. HAND WORK: Payment for work defined in the pricing schedule as HAND WORK shall apply to the manual installation of VDOT supplied Pre-Form Thermoplastic Material and Flex Post Delineators; and for time spent by the contract crew to install liquid paint products using a hand liner pushcart.

C. SPECIFICATIONS AND STANDARDS: All work performed and materials used, unless otherwise noted in the bid documents, shall conform with Sections 246, 512 and 704 of the current edition of the Virginia Department of

Transportation Road and Bridge Specifications, and Section 1300 of the current edition of the Virginia Department of

Transportation Road and Bridge Standards, and as specified herein.

D. PERSONNEL REQUIREMENTS:

1. 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.

2. 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 proper endorsements.

3. EXPERIENCED, QUALIFIED OPERATORS/LABORERS: The Contractor shall provide competent and qualified personnel who are trained to supply the requested services and perform all work in accordance with the responsibilities outlined by this contract and with accepted industry standards. Training will not be provided by VDOT

Representatives.

In addition to the Supervisor, a minimum of one (1) crew member of each crew shall be capable of communicating and comprehending (both verbally and in writing) the English language to allow for the work to be completed successfully and efficiently.

4. CONTACT PERSON: The Contractor shall assign a Contract Representative a person who shall be responsible for ensuring services required by VDOT are delivered in accordance with the terms and conditions of the contract. The

Contractor shall provide this individual’s name, as well as any additional personnel names and phone numbers who can be contacted in case of emergency. The name and cellular phone number shall be required prior to commencement of work activities. See Attachment D - Normal and Emergency Contact Information.

5. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees, as well as all subcontractors he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. When work is being performed, the Contractor shall have present at all times on each job site, a competent superintendent or foreman who shall be familiar with all phases of the work. The foreman shall represent the Contractor and all directions given shall be binding as is given to the Contractor. The on-site foreman is recognized as the Contractor's Safety Representative unless another designee is specified. The Contractor’s on-site foreman shall be able to communicate and comprehend the English language

(both verbally and in writing). The Supervisor shall have an operational cellular phone with them onsite, at all times, which is effective throughout the cities and counties covered by the contract.

6. CERTIFIED PAVEMENT MARKING TECHNICIAN: The Contractor shall have a VDOT-Certified Pavement

Marking Technician on each job site. Proof of this certification may be submitted with bid response or shall be provided within two (2) business days of request.

7. FLAGGING CERTIFICATION: The Contractor shall ensure that any member of the crew to be utilized as a “flagger” is certified in the VDOT Flagging Certification Program or the American Traffic Safety Services Association

(ATSSA) Flagger Certification Program and maintain a valid certification throughout the contract period. The VDOT or ATSSA flagging certification card (physical or online) must be in their possession at all times. Flaggers not having their Certification card in their possession or performing their duties improperly shall not be allowed to perform work and the operation will be shut down. VDOT will inspect on a regular basis to ensure that flaggers have their

Certification cards. Additionally, any crew member used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger at the flagger station as required in Section 6E.01 of the

Virginia Work Area Protection Manual (VWAPM). Starting January 1, 2025, all flaggers must carry one of the following valid and unexpired flagger certification card options:

• ATSSA Flagger Certification Card

• As noted in the December 2023 memorandum, VDOT accepts both online and in-person ATSSA certification, and will accept ATSSA flagger certifications that are customized to another state (including, but not limited to, ATSSA’s Maryland and North Carolina flagger certifications)

• VDOT will also accept flaggers that have been certified using ATSSA’s Spanish-language flagger certification. However, regardless of what language they are trained in, flaggers are still required to be able to communicate to the traveling public in English as per the VWAPM.

• VDOT Basic or Intermediate Work Zone Certification Card. The curricula for those courses will continue to include flagger training.

• VDOT flagger certification cards issued in 2024 or earlier will be accepted only until their expiration date (2 years after date of issuance). VDOT flagger certification cards shall not be issued after 12/31/24, and VDOT flagger cards showing an issuance date after that point will not be accepted by the Department.

E. EQUIPMENT REQUIREMENTS:

1. 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. This shall include a handheld heat gun that is capable of producing a minimum of 210,000 BTU for the installation of VDOT furnished preformed thermoplastic materials.

All of the Contractor’s vehicles used in the contract shall have at minimum one (1) roof-mounted rotating amber flashing light or two (2) high intensity amber strobe lights. Clear lights will not be approved.

2. TRAFFIC CONTROL EQUIPMENT: The Contractor shall supply, transport, setup, maintain, and breakdown all traffic control equipment and personnel as specified per the traffic control line items on the Pricing Schedule and in accordance with the current editions of the VDOT Road and Bridge Specifications, Virginia Work Area Protection

Manual (VWAPM), and Manual on Uniform Traffic Control Devices (MUTCD).

3. MAINTAINING EQUIPMENT: The Contractor shall maintain and operate modern equipment designed for the operation described herein and shall ensure the equipment is maintained in good repair and operating condition.

Equipment downtime will not be billable.

4. FUELED AND READY: The Contractor, at his expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site. The Contractor shall also provide any accessories necessary to operate the needed equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies.

5. ADDITIONAL TRUCKS OR EQUIPMENT: VDOT reserves the right to supply additional trucks and/or equipment from VDOT sources or a separate contract if deemed necessary.

6. MISCELLANEOUS “TOOLS OF THE TRADE”: - items and equipment required for completing work covered by this contract. This shall include but not limited hand tools, generators, and air compressors. No separate payment will be made but will be included within the overall cost of the maintenance crew.

7. RENTAL EQUIPMENT or SERVICE: Rental equipment or additional service provided by the Contractor or a third party requested by VDOT shall be reimbursed for the direct hourly, daily or weekly equipment rental, or unit cost.

The Contractor shall provide a copy of each rental agreement covered under the resulting contract along with the invoice for payment. Mark up shall not be applied to equipment, materials or labor as per Code of Virginia 2.2-4331.

This includes, but not limited to additional traffic control items, permanent pavement marking items not listed here

in. This process should be limited and the VDOT Representative may stop or limit such work at any time and has the right to refuse any equipment. The Contractor shall have all equipment rentals and/or additional service pre-approved for use by the VDOT Representative.

F. MATERIALS AND SUPPLIES:

1. The CONTRACTOR shall supply Latex Paint (Type A), hot applied Thermoplastic Paint (Type B, Class I), the preformed thermoplastic messages, Flex Post Delineators and Glass Beads from a VDOT approved source (Reference

Section L. REFERENCES for the link to the Materials Approved List). VDOT may elect to supply the preformed thermoplastic messages and Flex Post Delineators to be applied in installations.

2. MATERIALS PICK-UP: Materials furnished by VDOT to be installed by the Contractor shall be picked up by the

Contractor at the Hampton Roads District Annex located at 155 Industrial Drive, Suffolk, VA 23435 between the hours of 7:00 A.M. and 3:30 P.M. Monday through Friday.

i. The Contractor’s general supervisor shall notify the VDOT Representative or Contract Administrator at least 24 hours prior to pick up.

ii. The receipt of material shall be mutually agreed upon and receipt verified with signature by both the

Contractor and the VDOT Representative.

3. The Contractor shall provide the VDOT Representative with a completed Pavement Marking Contractor’s Daily Log and Quality Control Report (Form C-85) for work performed after each shift.

4. The Contractor shall supply consumable items such as lubricants, rags, cleaning agents, propane, and fuels necessary to complete the installations & removal services. These items shall be considered incidental, and the cost shall be included in the bid price; there will be no separate pay line for these items.

G. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. All installations shall be in accordance with the manufacturers’ recommendations and VDOT’s instructions.

2. SATISFACTION: All work shall be performed according to the industry standard and completed to the satisfaction of VDOT.

3. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct of all personnel while at the job site. All personnel involved with the work shall obey all rules and regulations of VDOT.

4. CONTRACTOR’S PERSONNEL: The Contractor’s and subcontractor’s personnel shall at all times communicate with the traveling public, landowners and citizens throughout the Hampton Roads District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed, or promised to the VDOT Representative.

5. BEHAVIOR: Behavior displayed by Contractor’s and subcontractor’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 shall be grounds for termination of the contract at the discretion of VDOT.

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

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

8. REVIEW OF THE WORK SITE: The VDOT Contract Administrator or Representative will provide details of the work site for the Contractor prior to the start of work.

9. DELIVERY, PARKING & STORAGE: The Contractor shall not deliver and store equipment, traffic control devices or materials within the VDOT Right-of-Way or on VDOT Property without first obtaining written permission from the VDOT Representative or Contract Administrator. The VDOT Representative or Contract Administrator shall approve the parking, storage arrangements, and staging areas along the VDOT Right-of-Way. VDOT will not be responsible for loss or damage to Contractor’s equipment, traffic control devices or materials left at these sites.

10. CLEANUP: The Contractor shall clean up frequently, so the worksite presents a neat, orderly and workmanlike appearance at all times. If a Contractor fails to clean up at the completion of the work, VDOT may do so and charge the costs to the Contractor.

11. DISPOSAL: All debris generated in the performance of this contract is the responsibility of the Contractor and shall be removed from the right-of-way each day and properly disposed of by the Contractor in accordance with local, state and federal regulations. As work progresses, debris shall be kept off the traveled portions and shoulders of the roadway in a manner which will not interfere with the safety and convenience of the traveling public. Unless authorized by the

VDOT Representative in writing, VDOT dumpsters or trash receptacles may not be used for disposal nor shall debris be buried on the VDOT Right-of-Way. Removal and disposal costs, including any associated landfill fees, shall be included in the bid prices.

12. UNDERGROUND UTILITIES: The Contractor shall contact “811.Dig” per specifications to locate all underground utilities that may be affected by maintenance activities.

VDOT is not a member of 811. In addition to contacting 811 and per specifications, the Contractor will be responsible to notify various VDOT representatives to have VDOT underground property marked. This shall include, but not limited to work within 1,000 feet of a traffic signal, Roadway Lights, Traffic Cameras, Traffic Counter Stations, and

Tunnel Advanced Waring and Over Height detectors. A one (1) week notice will be required.

When requesting services for the first time, please contact Loren Reid or William Jahsen; they are considered the

Eastern Region “Gate Keepers” for VDOT utility locates. Their contact information is as follows:

• Loren Reid (loren.reid@vdot.virginia.gov),

• William Jahsen (william.jahnsen@VDOT.Virginia.gov)

They will provide detailed instructions on obtaining Utility Markings of VDOT underground property.

H. METHOD OF ORDERING AND REPORTING WORK: The VDOT Representative will order all work as deemed necessary by VDOT on an as needed basis. VDOT will provide the Contractor with the forms to be used for reporting work (Ex. C-85). The Contractor shall possess the technical capacity to process XML files in order to receive work orders, report work status and work records.

1. WORK ORDER: A Work Order will be issued to the Contractor prior to the commencement of work. The Work

Order will indicate the type of work to be completed and be the authorization for the Contractor to proceed. The

Contractor shall be notified, in writing, of any material changes due to policy revisions. VDOT may also prioritize the order pavement marking work to be accomplished. Work Orders may include sketches, a plan sheet and/or reference to the Virginia Department of Transportation’s Road and Bridge Standards. The Contractor shall respond in writing acknowledging the issued Work Order within two (2) business days. The expected start and completion dates will be noted on the work order as they will vary in accordance with task size. The Contractor may, at the time of notification, request additional time, in writing, to respond or to complete work. Approval/Denial of request for additional time will be decided by VDOT Contract Administrator on a case-by-case basis.

2. EMERGENCY/IMMEDIATE RESPONSE WORK: Emergency/Immediate Response work shall be considered work critical to the safety of the traveling public and shall commence within five (5) calendar days of issuance of a work order by VDOT Representative. The VDOT Representative will order emergency work by contacting the

Contractor at the emergency phone number provided in the bid response with a follow up phone call or email with additional instructions on time, place and work requirements.

Emergency work crew(s) shall report to the assigned location within five (5) calendar days from the time of contact by the VDOT Representative with equipment, work crew(s) and materials to commence the required work immediately. The Contractor shall provide pavement marking material, primer/adhesive, glass beads and any material necessary to complete emergency work. The Contractor at that time of notification may request additional time to respond due to inclement weather, or circumstances beyond the Contractor’s control. Approval of additional response time will be decided by the VDOT Representative on a case-by-case basis and provided to the Contractor in writing.

3. STATUS OF WORK: The Contractor’s Representative shall provide the status and details of any issued work order at the time of VDOT’s Representative’s request. The Contractor’s Representative shall coordinate work with

VDOT’s Representative.

4. VERIFICATION: The Contractor’s Representative shall keep the VDOT Representative informed of the hours worked to include start and stop times and shall notify Contract Administrator or Representative of work ceasing due to inclement weather, equipment breakdown or any other conditions beyond their control. The daily record of work completed shall be verified, mutually agreed upon by the Contractor and the VDOT Representative.

5. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once they commence work. If the Contractor ceases work and leaves the site for any reason not approved by VDOT, they will not receive additional payment for the traffic control setup to complete the work unless authorized by the VDOT

Representative.

6. INSPECTIONS: A VDOT Representative will perform random inspections of on-going and completed work. A

VDOT representative may provide work instructions, both verbally and written, as situations occur to the crew

Supervisor or Foreman. VDOT reserves the right to shut down work operations due to safety conditions, hazardous traffic situations or unsatisfactory workmanship (Refer to SPECIAL TERM AND CONDITION No. 30).

7. FINAL INSPECTION: At the conclusion of the work, the Contractor shall demonstrate to the VDOT Representative or designee, that the work is in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor’s sole expense prior to final acceptance of the work.

Any unsatisfactory work shall be removed and reinstalled at the Contractor’s expense within seven (7) working days unless deemed a safety concern and shall be corrected immediately.

I. HOURS OF WORK:

Work may be performed during the day or night depending upon locations, VDOT’s needs, and the Allowable Lane

Closure hours. Work hours will vary during the contract period and may be changed at the discretion of the VDOT

Representative.

The Contractor shall conduct the work in a manner and sequence that will ensure its expeditious completion with the least interference to traffic and shall have due regard for the location of detours and provisions for handling traffic. The

Contractor shall not open any work to the prejudice or detriment of work already started. The VDOT Representative may require the Contractor to finish a section of work before beginning work on another section.

HOLIDAYS: Work shall not be performed on holidays unless approved by the VDOT Representative (Pay and Holiday

Calendar). When a holiday falls on Friday or Monday, the weekend days are part of the restriction period. For clarification

– When a holiday falls on Monday, restrictions shall be removed by 12:00 noon the proceeding Friday, and when a holiday falls on Friday, restrictions shall not be placed before 12:00 noon the following Monday, unless granted permission on a case-by-case basis by the VDOT Representative.

J. TEMPORARY TRAFFIC CONTROL:

1. The Contractor shall furnish, install and maintain all temporary traffic control, traffic control devices and flagging service in accordance with the current editions of the Virginia Work Area Protection Manual (VWAPM), the National

Cooperative Highway Research Program 350 (NCHRP) and the Manual on Uniform Traffic Control Devices

(MUTCD) and Allowable Lane Closure Hours. Signs and layouts shall be in place prior to performance of any work.

2. The Contractor shall provide at least one (1) employee who, at a minimum, is verified by VDOT in Basic Work Zone

Traffic Control for activities involving the installation, maintenance and removal of work zone traffic control devices.

In addition, each crew shall have at least one (1) employee who holds a valid Intermediate Work Zone Traffic Control

(WZTC) Training and Flagger Certification when performing work. The crew members shall be required to keep the certifications on their person at all times while on the job. Proof of this training shall be provided within two (2) business days of VDOT’s request if not submitted with the bid. See Special Term and Conditions #43 Work Zone

Traffic Control Training Requirements.

https://www.dhrm.virginia.gov/payandholidaycalendar https://www.dhrm.virginia.gov/payandholidaycalendar

3. TEMPORARY TRAFFIC CONTROL DEVICES:

a. Signs, stands, cones, channelizing devices. The cost for these items shall be included in the price bid for other appropriate items.

b. Truck Mounted Attenuators (TMA): As defined in the Virginia Work Area Protection Manual (VWAPM) and section 512.03 of the 2020 Road and Bridge Specifications. Truck(s) shall be equipped with a flashing arrow sign. Three (3) trucks with attenuators may be required per mobile operation.

c. Electronic Arrow w/ transport vehicle and operator: As defined in the VWAPM and section 512.03 of the 2020

Road and Bridge Specifications.

d. Portable Temporary Rumble Strips: As specified in Section 6M.06 of the Virginia Work Area Protection Manual

4. ALLOWABLE LANE CLOSURE HOURS: Please refer to the VDOT Web page for the latest Hampton Roads

District Allowable Lane Closure Documents. Links as follows:

https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/safety/Allowable-Lane-Closure-January-1-2024_acc012424_PM.pdf

5. LANE CLOSURE ADVISORY MANAGEMENT SYSTEM (LCAMS) and VA TRAFFIC:

The Contractor shall be responsible for entering work zone information into the Lane Closure Advisory Management

System (LCAMS) and VA Traffic and any necessary coordination with the cities and counties. Please see Attachment

F titled “SPECIAL PROVISION FOR LANE CLOSURE COORDINATION (LCC)/LANE CLOSURE

IMPLEMENTATION (LCI)”.

LCAMS is currently being transitioned to LaneAware so there may be some differences/variations from the attached

Special Provision (Attachment G). Contractors in need of having staff trained to input Work Zone Information should submit their request to: LCAMS-VaTrafficAdmin@vdot.virginia.gov The request for training shall be submitted upon issuance of the Notice of Intent to Award and the training shall be completed within two (2) weeks/10 business days after issuance of the Notice of Award. There will be no separate pay item for this training.

The Contractor shall submit (email/fax) the LCAMs ticket numbers to the VDOT Representative/designee no later than

8 AM on Thursday for work proposed for the following week. LCAMS entries will be specific in the location of the work for each day.

6. PRIVATE VEHICLES shall not be inside a lane closure.

7. TRUCK MOUNTED ATTENUATOR COMMUNICATIONS: Operators of Truck Mounted Attenuators shall have and utilize two-way communications between units when operating in a moving/mobile traffic control operation.

8. POLICE USE: The Contractor is advised VDOT may choose to utilize police patrols in work zones when traffic flow problems are anticipated to enhance the safety of both the public and the Contractor’s personnel. The cost of police patrols will be the responsibility of VDOT. In no case shall the Contractor request police patrols. All requests shall be the responsibility of and be requested by VDOT.

K. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure that all personnel and equipment comply with all OSHA and VOSH standards as they apply to the work being performed and not create any hazardous conditions with the equipment used. 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). This includes, but is not limited to; equipment having vehicular backup alarm systems and flashing lights and any equipment containing a roll-over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Refer to Special Term and Condition, Safety and Health

Standards, No. 33.

https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/safety/Allowable-Lane-Closure-January-1-2024_acc012424_PM.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/safety/Allowable-Lane-Closure-January-1-2024_acc012424_PM.pdf mailto:LCAMS-VaTrafficAdmin@vdot.virginia.gov

2. SAFETY EQUIPMENT: The Contractor shall provide and ensure that 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

3. 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.

L. REFERENCES

Manual on Uniform Traffic Control Devices (MUTCD)

Web address: http://mutcd.fhwa.dot.gov

2026 Virginia Work Area Protection Manual

Web Address: https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/

2020 Road and Bridge Specifications

Web Address: https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/#d.en.47767

2016 Road and Bridge Standards

Web Address: https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-standards/#d.en.47087

National Cooperative Highway Research Program (NCHRP) 350

Web Address: https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3588-nchrp-350-test-requirements/

Virginia Erosion & Sediment Control Law, Regulations and Certificate Regulations

Web Address: https://www.dcr.virginia.gov/soil-and-water/

VA811

Web Address: Home - Virginia811

OSHA

Web Address: http://www.osha.gov

VDOT’s Materials Approved List https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/materials/ http://mutcd.fhwa.dot.gov/ 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/road-and-bridge-specifications/#d.en.47767 https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/#d.en.47767 https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-standards/#d.en.47087 https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-standards/#d.en.47087 https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3588-nchrp-350-test-requirements/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/iim-te-3588-nchrp-350-test-requirements/ https://www.dcr.virginia.gov/soil-and-water/ https://va811.com/ http://www.osha.gov/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/materials/

V. MANDATORY PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 9:00 AM EST on September 9, 2026 at the Hampton Roads District Office (Drummond Training Room) located at 7511 Burbage Drive, Suffolk,VA 23435. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this pre-bid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted to join the conference after 9:05 AM EST.

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

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the Hampton Roads

District Office and present photo identification issued by a state or federal entity in order to gain access to the building.

Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building. Please plan your arrival accordingly to accommodate parking limitations and getting through security.

VI. METHOD FOR PAYMENT:

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

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

0473 or via email at: edi@doa.virginia.gov

Time will be rounded to the nearest quarter hour for line items bid by the hour.

VII. INVOICING:

Invoices may be submitted upon completion of work or on a semi-monthly basis to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format.

Attn: John Joyner

Virginia Department of Transportation

Hampton Roads District

Eastern Region Maintenance – Operations

155 Industrial Drive

Suffolk, VA 23435

In lieu of mailing, invoices may be submitted as an attachment via email to: opsinstallmaint@vdot.virginia.gov mailto:edi@doa.virginia.gov mailto:opsinstallmaint@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 9:00 AM EST on September 22, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/284971937471792?p=8gA171gEFdM2IJ9X4l

Meeting ID: 284 971 937 471 792

Passcode: gm9Tw6uv

Need help? | System reference

Dial in by phone

+1 434-230-0065,,424277449# United States, South Hill

Find a local number

Phone conference ID: 424 277 449#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 112 454 047 2

More info

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.

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/284971937471792?p=8gA171gEFdM2IJ9X4l https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTFlMTY5N2YtNmU3Zi00OWZiLTg2MDAtM2VkMDEzYjk1Mzhk%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22fcddfedb-ac22-4d07-ad42-13700f92a1ea%22%7d tel:+14342300065,,424277449 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=424277449 https://www.webex.com/msteams?confid=1124540472&tenantkey=commonwealthofvirginia&domain=m.webex.com

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the

Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the

Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative

Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the

Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting

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

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

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

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor.

The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the

Department of Human Resource…