839590concVadot.pdf

Administrative Services/Procurement Northern Virginia District Incidental Concrete Repairs, Fairfax

IFB #161102

Issue Date: July 28, 2026 INVITATION FOR BIDS IFB# 161102

Title: Incidental Concrete Repairs, Fairfax Commodity Code(s): 75070, 91319, 91371 Location Where Work Will Be Performed: Fairfax County

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Lora Hagarty Email: Lora.Hagarty@vdot.virginia.gov Phone: (804) 371-6709

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on August 11, 2026.

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

Solicitation Closing Date and Time: 10:00 AM EDT on August 24, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EDT on August 25, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

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

C. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

F. 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 # 161102 Incidental Concrete Repairs, Fairfax Residency

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 10

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 18

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. Contractor License Requirements– Fillable Form G. Virginia Code Red Ozone Days

H. Prevailing Wage Rate Determination (s) I. NOVA Lane Closure Guide

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 labor, traffic control, supervision, equipment, concrete, materials, and all incidentals to complete incidental concrete repair work. Services will be performed on an on-call, as-needed basis for Fairfax County in the Northern Virginia (NOVA) District, in accordance with the specifications contained herein. The Contractor shall possess a Department of Professional and Occupational Regulation (DPOR) Contractor’s license Class A.

PERIOD OF CONTRACT: From date of award for a one (1) year term with optional renewals.

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 Lora Hagarty at Lora.Hagarty@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 12:00 PM EDT on August 17, 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/CONTRACTOR REQUIREMENTS:

A. CONTRACTOR REQUIREMENTS:

1. The Contractor shall provide all labor, traffic control, supervision, equipment, tools, parts, concrete, materials, supplies, and all incidentals necessary to demolish, excavate, repair and/or install various concrete items on an on-call, as-needed basis. Work shall include but not be limited to installation or repair of curb and gutter, sidewalks, paved ditches, drop inlets, handicap ramps, concrete entrances, medians, aprons, slopes, headwalls, barrier walls, energy dissipaters, paved flumes, and other miscellaneous concrete items, and removal and disposal of all material and debris resulting from the work as well as backfilling and seeding adjacent soils. All work shall be performed according to the standards of the industry and to the complete satisfaction of the VDOT Contract Administrator or designee.

2. All work shall be performed within existing VDOT Right of Way (ROW). The locations where work shall be performed consist of, but are not limited to, Primary and Secondary ROW routes, Area Headquarter lots, Residency lots, Commuter Lots, and Containment Ponds in Fairfax County.

3. It is understood that the work to be performed under this contract will be non-capital outlay projects and shall not require the services of an architect, engineer, or consultant. The work required can be done as a result of a routine field survey, the Contractors examination of written information, and simple sketches and diagrams briefly describing VDOT’s needs. If upon the completion of a site investigation of the requested work, the Contractor determines the scope of work requires the services of an architect, engineer, and/or consultant, the requested work shall not be accomplished under this contract. All costs incurred by the Contractors representative to review future work assignments with VDOT shall be the sole responsibility of the Contractor.

4. All work performed under this contract shall be in accordance with the 2016 or latest edition of the VDOT Road and Bridges Standards, Sections 100 and 200; the 2011 or latest edition of the Virginia Work Area Protection Manual (VWAPM); and the 2016 or latest edition of the VDOT Road and Bridge Specifications, Sections 502 and 504. A link to the 2016 VDOT Road and Bridge Specifications can be found here:

http://www.virginiadot.org/business/resources/const/VDOT_2016_RB_Specs.pdf

B. MATERIALS:

1. Concrete: The cost of all concrete shall be included in the bid price of replacing the structures and NOT a separate pay item.

2. All concrete delivery tickets shall be signed by the Contractor and turned into the appropriate VDOT Representative. Tickets will be used to verify delivery quantity and dates.

3. All Other Materials: The Contractor shall furnish all materials necessary to complete the specified work as indicated, including but not limited to plant mix, stone, pipe, silt fence, seed, mulch, straw, steel, rebar, angle iron, and all additional materials as needed, invoiced at cost, no mark ups allowed.

4. All materials shall be in accordance with the 2016 or latest edition of the VDOT Road and Bridge Specifications, Section 217. All structural materials shall be provided from a VDOT approved plant. Concrete shall be A3 or as directed by the VDOT Contract Administrator or designee. A copy of this listing can be obtained at https://www.virginiadot.org/business/resources/Materials/ApprovedLists/Materials_Approved_Lists.pdf The VDOT Contract Administrator, or designee will certify that materials are from a VDOT approved source.

5. All other material will only be paid for at the time it is utilized. If the Contractor purchases bulk material and stores it for use as part of this contract, at such time it is utilized the Contractor must submit a breakdown of material with the monthly invoice. This breakdown shall include the amount used, the cost per unit, and the extension price. Material costs shall be billed at the Contractors actual invoice cost. The Contractor shall furnish copies of all invoices for materials.

C. PERSONNEL REQUIREMENTS:

1. Contractors Capacity to Perform: The Contractor shall ensure the capacity to perform work under this contract, when necessary. Failure to perform the requested services may result in default. See Section IX. General Terms and Conditions, Paragraph P, DEFAULT

2. Experienced, Qualified Personnel: The Contractor shall provide experienced, properly trained, qualified personnel for the work required in this contract.

3. Crews: The Contractor shall be capable of providing a minimum of three (3) crews to work simultaneously to perform incidental concrete repair services.

4. Contact person: The Contractor shall assign a person as the Supervisor. The Supervisors name and phone number shall be provided Attachment D. The Supervisor shall be responsible for assigning and coordinating work, notifying the VDOT Contract Administrator or designee of crew locations on a daily basis and processing http://www.virginiadot.org/business/resources/const/VDOT_2016_RB_Specs.pdf https://www.virginiadot.org/business/resources/Materials/ApprovedLists/Materials_Approved_Lists.pdf daily/weekly reports, handling general contract performance issues and meeting with VDOT representatives as needed.

5. Supervision: It shall be the Contractors’ responsibility to completely supervise and direct the work of their employees as well as any subcontractors’ employees that may be utilized. The Contractor shall be responsible for all subcontractors who perform work under this contract. The Contractor shall keep on each job site a competent crew leader who shall be familiar with all phases of the work.

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

7. Experienced and Qualified Flaggers: All flaggers shall be VDOT or American Traffic Safety Services Associates (ATSSA) certified and shall have certification cards on their person while performing these duties. Flaggers shall be qualified for services as specified in the 2011 or latest edition of the VWAPM. Flaggers found not in possession of their certification card or performing their duties improperly shall be removed from the jobsite.

Flaggers clothing shall be in compliance with the VWAPM. VDOT has the right to disapprove flaggers supplied under this contract.

D. EQUIPMENT REQUIREMENTS:

1. Condition: All Equipment shall be in good mechanical condition at the time of bid closing and throughout the term of the contract. At least one member of the crew shall be able to maintain the equipment in order to maintain a continuous and productive operation.

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

3. Readiness For Work: The Contractor, at his own 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.

4. Traffic Control Signs and Stands: The Contractor shall supply, erect, and dismantle traffic control signs and stands in accordance with the VWAPM dated 2011, or latest edition. The Contractor shall be responsible for proper display and removal of signs and stands. The Contractor shall be responsible for proper erection and placement of all traffic control devices, as defined by VDOT policy.

5. All traffic control articles (cones, barrels, signs, etc.) shall be in accordance with the 2011 or latest edition of the VWAPM, and the most recent edition of the Manual on Uniform Traffic Control Devices (MUTCD) and shall be in good work condition. VDOT reserves the right to reject any device that may present a safety concern.

E. LANE CLOSURE COORDINATION (LCC)/LANE CLOSURE IMPLEMENTATION (LCI):

1. General Requirements: This work shall consist of coordinating and communicating lane closure operations through the local Transportation Operations Centers (TOC’s) by entering work zone temporary lane closures in VDOT Lane Closure Advisory Management System (LCAMS) and VA Traffic systems. VDOT shall provide all work locations to the contractor for scheduling purposes when work is requested.

2. Training: The Contractor shall have a minimum of two individuals trained to input work-zone information into the Departments LCC/LCI system, LCAMS and VA Traffic, on a weekly basis and to update as needed. These individuals shall be able to speak, understand, read, and write English, and be able to operate a computer. No advanced computer skills are needed to use the LCAMS or VA Traffic systems. The Contractor shall have a computer with internet connectivity and email capability.

3. The Contractor shall contact the Northern Region Work Zone Lane Closure (LCAMS/VA Traffic) Coordinator Katrina Carroll 703-472-7927 or Katrina.Carroll@vdot.virginia.gov to initiate system access and schedule training. The Department requires 10-day notice to schedule classroom training for LCAMS & VA Traffic. The Contractors designated individuals shall complete the courses Introduction to VA Traffic, VA Traffic Reports, VA Traffic Planned Events, and VA Traffic Work Zones. LCAMS and VA Traffic training for the individuals shall be completed prior to the Notice to Proceed date.

4. Lane Closure Coordination Process: All lane closures shall be entered as precisely as possible into the Lane Closure Advisory Management System (LCAMS) and VA Traffic no later than 12 PM on Wednesday of the week prior to the planned lane closure and updated as needed. All fields in LCAMS and VA Traffic must be properly filled out. The Contractor shall provide VDOT Contract Administrator and designee with the LCAMS # and VA Traffic # and scheduled date (s) of work in an email.

a. Points of Contact: The data fields labeled “Requesting Org POC” in LCAMS and “Point of Contact” in VaTraffic shall contain the name and email address of the person physically entering the request into LCAMS. The data field labeled “VDOT POC” shall contain the VDOT Contract Monitor(s) name and phone number.

(1) Conflict Resolution: LCAMS will identify and flag most conflicts, and will automatically assign priority as first-come, first-serve. The Contractor has the right to contact the higher priority party and attempt resolution with them, if no resolution can be made the contractor shall reschedule the work on another day.

5. Lane Closure Implementation Process: The Contractor shall notify the Regional TOC at 703-539-0100 no later than 15 minutes, but no earlier than 45 minutes, prior to installing the lane closure, or no later than 15 minutes prior to scheduled start time if lane closure is delayed or canceled. The Contractor shall notify the TOC and update VA Traffic of any changes in lane-closure impact during the execution of work. The Contractor shall notify the Regional TOC no later than 15 minutes after the lane is reopened to traffic.

6. Emergency lane Closure: If an Emergency Lane Closure is required, the Contractor shall coordinate directly with the TOC regarding the lane closure as soon as the location and size of the lane closure is known. An Emergency Lane Closure is defined as road work which could not have been anticipated and is required to protect the public from immediate, severe harm, and has a priority.

7. The Contractor shall be in full compliance with the NOVA District Lane Closure Policy. Any alternate times for lane closures shall receive prior approval from the VDOT Contract Administrator or designee. Failure to provide notification of lane closures to the NOVA Region Traffic Operations Center may be cause for default action.

F. MANNER OF CONDUCTING WORK:

1. Satisfaction: At the conclusion of the work assignment, the Contractor shall demonstrate to the VDOT Contract

Administrator or designee that the work is in compliance with the contract specifications contained herein. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor’s sole expense prior to final acceptance of the work by the VDOT Contract Administrator or designee.

2. Saw Cuts: All saw cuts shall be neat and uniform.

3. Pouring of Concrete: No pouring of concrete during inclement weather or outside of prescribed temperatures shall be permitted.

4. Work Warranty: The Contractor shall warranty all incidental concrete work against defects or failures for a minimum of six (6) months. Any repairs shall be completed at the Contractor’s sole expense. Repairs shall also be warrantied for a period of six (6) months starting after repairs are completed.

5. Miss Utility: When digging is required, the Contractor shall contact “Miss Utility of Virginia” for marking underground utilities prior to the performance of the work. The Contractor shall verify the marking has occurred.

The Contractor shall be responsible for any damages caused if “Miss Utility” guidelines are not followed.

6. Water Source: The Contractor shall be responsible for locating and securing suitable water when required. Where applicable, the Contractor shall be responsible for obtaining permission from private landowners or securing Fire Hydrant Use Permits prior to acquiring water from these sources. The Contractor is prohibited from entering any State-owned facility for the purpose of acquiring water or the mixing of materials, unless prior authorization is given to perform these functions at a specific facility by the VDOT Contract Administrator or designee.

7. 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, the VDOT Contract Administrator may do so and charge the costs to the Contractor.

8. Disposal: 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. No VDOT dumpsters are to be used for debris disposal.

9. Coordination with State Forces: VDOT reserves the right to perform any type of work within the limits of this operation. The Contractor shall cooperate with VDOT and other Contractors as necessary. VDOT reserves the right to supply additional equipment from other VDOT sources, if deemed necessary.

10. Securing the Work Area: The Contractor shall be responsible for securing the work area before leaving the location. The Contractor shall be required to provide and install safety fence at the locations left open overnight that are accessible to pedestrians. The cost of safety fences shall be included in the Bid Pricing. Failure to secure the work area may be cause for default action. Reference Section IX. General Terms and Conditions, paragraph

P, DEFAULT.

11. Authority to Suspend Work: During the execution of the work, the VDOT Contract Administrator or designee will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions deemed by VDOT to be unsafe for workmen, VDOT personnel, and/or the public.

12. Work Site: The Contractor shall perform their work in such a manner as not to interrupt or interfere with the operation of any existing activity at work site and not create any unsafe conditions.

13. Review of Work Site: The VDOT Contract Administrator or designee may review the work site with the Contractor prior to the start of work. The contractor’s cost for reviewing the work site shall be incorporated into the bid prices.

14. Materials and Equipment Storage: The Contractor shall not deliver and store equipment within VDOT Right- of- Way or on VDOT property without first obtaining written permission from the VDOT Contract Administrator.

The VDOT Contract Administrator shall approve the parking and storage arrangements; however, VDOT shall not be responsible for any loss and/or damage to the Contractor’s equipment that is left at the site. All staging areas on the right of way must be pre-approved by VDOT.

G. METHOD OF ORDERING WORK:

1. Work Site Visit: The Contractor shall be required to visit the work site within five (5) business days of VDOT request for a work estimate and carefully examine the site of proposed work to acquire a full understanding of the nature and scope of the assignment to be accomplished. Upon completion of the work site visit, the Contractor shall provide VDOT with a written work estimate via email within two (2) business days. Work estimates will be approved or denied by VDOT in writing prior to the commencement of services.

2. Work Notification Procedure: The official notification to commence services will be the Notice to Proceed. The Notice to Proceed will contain the assignment description and location(s) and will be sent via e-mail. The Contractor shall confirm acceptance of work within two (2) business days and shall commence services within ten (10) calendar days of acceptance of work. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

3. Continuous Operation Requirement: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract.

4. Contractors Failure to Report: If the Contractor fails to commence work at the mutually agreed upon time, a

Procurement Complaint Form may be issued against the Contractor.

H. BILLABLE TIME:

1. The bid price shall be all-inclusive and shall include all costs associated with providing the concrete, supplies, labor, supervision, equipment, transportation of equipment, personnel, removal and disposal of concrete, excavation (if needed), traffic control, flaggers, signs, sign stands, channeling devices, cones, barrels, tools, parts, and any other incidentals required to perform the work as contained herein.

2. All bid prices for removing, disposing, forming, replacing, installing and/or repairing the concrete structures to include ready mix flowable fill shall also include the cost of the concrete/ready mix flowable fill and is not a separate billing item.

3. Bid prices shall include compensation for cutting, removing, and disposal of existing pavement surfaces, for furnishing, hauling, placing and compacting the asphalt concrete SM-9.5 and for all labor, supervision, tools, equipment, traffic control, supplies, and all incidentals necessary to complete the work in Fairfax County. Actual cost of material for asphalt concrete SM 9.5 will be paid at cost with no mark-up on materials reimbursement line. UOM: SHORT TON.

4. Bid prices shall include compensation for furnishing and picking up the 21A aggregate bedding material from the plant/quarry, transportation to haul to job site, labor, supervision, equipment, and any other incidentals or tools to compact 21A aggregate bedding material in Fairfax County. Actual cost of material for 21A aggregate bedding will be paid at cost with no mark-up on materials reimbursement line. UOM: SHORT TON.

5. Work Estimates: If the Contractor exceeds their original work estimate by 10% or more, the Contractor shall be required to notify VDOT in writing and provide backup documentation demonstrating why estimates have changed so drastically. VDOT at its sole discretion reserves the right to deny payment for overages exceeding 10% of the original work estimate.

6. Travel Time: The Contractor shall not be paid for travel time from Contractor’s base of operation to the VDOT reporting location, or back to the Contractors base of operation at the end of the workday.

7. Equipment Breakdown: If the Contractors equipment breaks down causing delay in a project, VDOT will not be responsible for payment to the Contractor during this time. If replacement equipment is needed, the Contractor shall provide a replacement within four (4) hours. The Contractor will not be compensated to mobilize the replacement equipment.

8. BIDDING LINES:

BID LINE 1 - All-inclusive rate to include concrete, labor, supervision, equipment, tools, traffic control, supplies, and all incidentals needed to remove, dispose, form, replace, or install: ALL TYPES of sidewalks, curb & gutters, aprons, medians, concrete ditches, paved flumes, and entrances in Fairfax County.

BID LINE 2 - All-inclusive rate to include concrete, labor, supervision, equipment, tools, traffic control, supplies, and all incidentals to repair, remove, dispose, form, replace, or install: ALL TYPES of headwalls, end walls, slopes, drop inlets, wing walls, barrier walls, energy dissipaters, and other miscellaneous concrete items in Fairfax County.

BID LINE 3 - All-inclusive rate to include concrete, labor, supervision, equipment, tools, traffic control, supplies, and all incidentals to repair, remove, dispose, replace or install: ALL TYPES of CG-12 Detectable Warning Surfaces (Truncated Domes) in Fairfax County.

BID LINE 4 - Price per ton shall include compensation for cutting, removing and disposal of existing pavement surface, for furnishing, hauling, placing and compacting the asphalt concrete SM-9.5 and for all labor, supervision, tools, equipment, traffic control, supplies, and all incidentals necessary to complete the work in Fairfax County. NOTE- Materials not included, asphalt concrete SM 9.5 will be paid at cost with no mark-up.

BID LINE 5 - Price per ton shall include compensation for furnishing and picking up the 21A aggregate bedding material from the plant/quarry, transportation to haul to job site, labor, supervision, equipment, and any other incidentals or tools to compact 21A aggregate bedding material in Fairfax County. NOTE Materials not included, 21A aggregate bedding will be paid at cost with no mark-up.

I. HOURS OF WORK:

1. Normal Work Hours: Normally work will be performed Monday through Friday between 7:00 AM and 7:00 PM or dusk, whichever occurs first. There may be circumstances under which the Contractor may be required to work extended hours, nights or weekends to complete the work. During these times, the Contractor shall be paid at the normal rate with no overtime allowed.

2. Starting Times and Schedules: Starting times and scheduled hours may vary and will be at the discretion of the VDOT Representative.

3. State Holidays: Lane closures on Primary Routes will not be permitted after 12:00 noon the day before a holiday and will not be permitted again until the day after the holiday. When a holiday falls on a Monday, lane closures will not be permitted after 12:00 noon the preceding Friday and when a holiday falls on a Friday, lane closures will not be permitted until the following Monday, unless otherwise approved by the VDOT Contract Administrator or designee. No work shall be allowed on State holidays unless directed by the VDOT Contract Administrator or designee.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 10:00AM ESD on August 11, 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 information below:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/24959140124311?p=6b6yzQ2ObxBKHlKjC1 Meeting ID: 249 591 401 243 11 Passcode: nM94oP9a

Need help? | System reference Dial in by phone +1 434-230-0065,,478108830# United States, South Hill Find a local number Phone conference ID: 478 108 830# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 117 611 725 8 More info For organizers: Meeting options | Reset dial-in PIN

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

VII. INVOICING:

Invoices shall be submitted within ten (10) days of the completion of each project. Failure to submit invoices in a timely manner may result in the issuance of a Procurement Complaint Form. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule and cost of supplied materials. No payment will be made for work in progress on the prescribed payment dates. The Contractor shall submit copies of all material tickets/receipts with the invoice for payment. Invoices shall be submitted as an attachment via email to:

NOVA.Invoices@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 https://teams.microsoft.com/meet/24959140124311?p=6b6yzQ2ObxBKHlKjC1 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjQwMzQ3ZWEtYTk0My00ZjcxLTg1YTAtMjQ2Zjc1NjkyMTc5%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22f1edb386-5b36-4470-820e-bac70fbeffdc%22%7d tel:+14342300065,,478108830 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=478108830 https://www.webex.com/msteams?confid=1176117258&tenantkey=commonwealthofvirginia&domain=m.webex.com https://teams.microsoft.com/meetingOptions/?organizerId=f1edb386-5b36-4470-820e-bac70fbeffdc&tenantId=620ae5a9-4ec1-4fa0-8641-5d9f386c7309&threadId=19_meeting_MjQwMzQ3ZWEtYTk0My00ZjcxLTg1YTAtMjQ2Zjc1NjkyMTc5@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing mailto:edi@doa.virginia.gov mailto:NOVA.Invoices@VDOT.Virginia.gov https://eva.virginia.gov/index.html 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 10:00 AM EDT on August 25, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/23467396155974?p=fRjKmde8dNGRqsK4zW Meeting ID: 234 673 961 559 74 Passcode: FR7583fa

Need help? | System reference Dial in by phone +1 434-230-0065,,945506301# United States, South Hill Find a local number Phone conference ID: 945 506 301# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 117 087 662 8 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.

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 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/23467396155974?p=fRjKmde8dNGRqsK4zW https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGIyMTY5ZWEtNTdiOC00NTYxLWIyYzYtZjhiZTgxM2Q0MjY0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22f1edb386-5b36-4470-820e-bac70fbeffdc%22%7d tel:+14342300065,,945506301 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=945506301 https://www.webex.com/msteams?confid=1170876628&tenantkey=commonwealthofvirginia&domain=m.webex.com 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.

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.

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

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 of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan.

Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances.