Administrative Services/Procurement Culpeper District Crack Sealing Services, Primary and Secondary Roads

IFB #161076

Issue Date: August 21, 2026 INVITATION FOR BIDS IFB# 161076

Title: Crack Sealing Services Commodity Code(s): 91384 Location Where Work Will Be Performed: Albemarle, Greene and Madison Counties

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Jasmine M. Alexander Email: jasminem.alexander@vdot.virginia.gov Phone: 804-371-7865

NOTE TO BIDDERS

Prebid Conference: An Optional PreBid Conference will be held at 12:00 PM Eastern Standard Time (EST) on Wednesday, August 26, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 4:00 PM EST on Monday, August 31, 2026. Refer to Solicitation Section VIII.A for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 2:30 PM EST Tuesday September 1, 2026. Refer to Solicitation Section VIII.B for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

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

C. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. REFERENCES

F. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

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 because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status 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.

Crack Sealing Services, Primary and Secondary Roads

Administrative Services Division

Invitation For Bids IFB # 161076 Crack Sealing Services, Primary and Secondary Roads

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. OPTIONAL PREBID CONFERENCE 11

VI. METHOD FOR PAYMENT 12

VII. INVOICING 12

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 13

IX. GENERAL TERMS AND CONDITIONS 14

X. SPECIAL TERMS AND CONDITIONS 21

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. Virgina Code Red Ozone Days

G. Lane Closure and Allowable Work Hours 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/

Crack Sealing Services, Primary and Secondary Roads

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide on-call, as-needed crack sealing services to primary and secondary roadways throughout Charlottesville Residency to include Albemarle, Greene and Madison Counties in accordance with the specifications contained herein.

PERIOD OF CONTRACT: From the date of award for one year. (Renewable)

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

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Jasmine M. Alexander at jasminem.alexander@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 on Friday August 28, 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/CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The Contractor shall provide all supervision, labor, equipment, tools, parts, mobilization, traffic control, materials, and incidentals required for performing the services of crack sealing roads within the Culpeper District, Charlottesville Residency for Albemarle, Greene and Madison counties. Services may be performed in various locations that may include, but are not limited to limited-access highways, primary and secondary routes, and subdivisions, in accordance with the guidelines of the Virginia Work Area Protection Manual (VWAPM), dated January 2026 (Version 11.0) or latest edition, and under the direction of the Contract Administrator or designee.

Each work request will specify locations on an as-needed basis. Traffic shall be kept off the pavement surface until crack sealant has fully cured in accordance with manufacture’s specifications. At a minimum it shall not track or be distorted by traffic.

B. CONTRACT REQUIREMENTS:

1. The Contractor shall be familiar with climatic conditions historically present at the time of year that work is typically performed. The Contractor shall not place penetration courses when surfaces are wet, moisture is present in the crack, or when the air temperature is below 45 degrees Freiheit. The Contractor shall furnish a mailto:jasminem.alexander@vdot.virginia.gov file:///%5C%5Cwcs00725%5CASDGROUPS%5CProcurement%5CCULPEPER%20DISTRICT%5C1.%20SOLICITATIONS%5CFY2026%5CIFB%20160924%20Crack%20Sealing%5Cwww.vdot.virginia.gov%5Cmedia%5Cvdotvirginiagov%5Cdoing-business%5Ctechnical-guidance-and-support%5Ctechnical-guidance-documents%5Cconstruction%5CVDOT_2020_RB_Specs_acc071522.pdf

Crack Sealing Services, Primary and Secondary Roads properly calibrated infrared instrument for the purpose of measuring the surface temperature and shall measure the surface temperature for conformance to the temperature range prior to placement.

2. All work shall be performed in a safe manner and in compliance with the latest edition of the VDOT Road and Bridge Specifications, VDOT_2020_RB_Specs_acc071522.pdf, Joint Materials: Section 212;

Maintenance Traffic: Sections 512.01-512.03; and 2022 Supplement to the VDOT 2020 Road and Bridge Specifications, Section 322 ASPHALT SURFACE PREPARATION AND OVERLAY SS322-002020-01.

3. The Contractor shall be responsible for securing all permits from any County, State, Federal, or other agencies as may be required to perform the required work. In the event the work requires permits or any restrictions, including time-of-year restrictions, the Contractor shall always obey and abide by the permit requirements or any restrictions. All work performed under this contract shall conform to the conditions of the permits and regulatory approvals and be in accordance with the January 2026 or latest edition of the VWAPM and Section

107.02 of the VDOT Road and Bridge Specifications Manual, and any revisions issued thereafter.

4. No design work will be required by the Contractor.

5. When weather conditions are anticipated that may affect the work in progress or previously completed work, the Contractor shall take all measures necessary to protect work from damage. Failure to do so will result in any damaged work to be rejected by VDOT and repaired or replaced, within 7 days at the Contractor’s sole expense. It shall be the Contractor’s responsibility to monitor the local weather forecast to ensure weather does not affect work progress or material. Damaged work, which resulted from conditions beyond the Contractor’s ability to foresee or anticipate, will be repaired/replaced at the applicable awarded price.

6. The Contractor shall develop an appropriate plan of operations, including traffic control for this service, whereas to minimize any adverse impacts to the traveling public, and shall submit the plan of operations to the Contract Administrator and AHQ management and/or designee, for review before commencing work.

The plan shall detail the following, at a minimum:

• Lane Closure Schedule – Dates and Times of work at each location within the work request.

• Operations Duration – Beginning and Ending dates of operations for the entire work request.

• Work Area Protection Manual Figures (TTC’s) for each location.

7. During all phases of this contract, the Contractor shall take all measures and precautions necessary to protect

VDOT’s property and the property of the traveling public.

8. CLEANUP: The Contractor shall clean up frequently, so the worksite presents a neat, orderly and workmanlike appearance always.

9. DISPOSAL: The Contractor is responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations.. 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 as otherwise required by law. VDOT dumpsters shall not be used for debris disposal. The Contractor shall work any costs for disposal into the bid rate.

C. EXECUTION OF WORK:

1. Contractor shall thoroughly clean cracks prior to sealing. Cleaning will be inspected and approved by VDOT representative prior to sealing. Cracks shall be thoroughly cleaned using an oil free hot air blasting heat lance capable of a velocity of 300 fps at 300 degrees Fahrenheit. Cracks shall be cleaned such that all dirt, debris, moisture and other foreign materials that will prevent bonding of the sealant will be removed to a minimum depth of one (1) inch. All foreign material (i.e., dirt, grass, rocks) shall be removed from the pavement to https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/construction/VDOT_2020_RB_Specs_acc071522.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/traffic-operations/work-zones/vwapm-2026-01-28_acc.pdf

Crack Sealing Services, Primary and Secondary Roads prevent re-contamination of the crack. Cracks shall be completely dry before sealing. Any crack not meeting the approval of the VDOT representative shall be re-cleaned and dried, at the Contractor’s sole expense. The sealant shall be pumped directly into the crack from the heater-melter unit at the temperature specified by the manufacturer immediately following the cleaning of each crack. Cracks shall be sealed in the manner specified, as follows, or as approved by the VDOT representative.

2. Type A Crack Sealant: The cracks shall be filled from the bottom up in a continuous manner such that the crack is filled level with the pavement surface. The sealant may overlay the surface on each side of the pavement by no more than one (1) inch or leave a no “over-banded” appearance. The material shall not continue to flow beyond these limits once a crack is sealed. The height of the sealant above the pavement surface shall not exceed one eighth (1/8) inch. For this method of sealing, the applicator wand shall be equipped with a shoe that will minimize the extruded over-band as well as completely fill the crack.

3. Cracks ranging in width from one eighth (1/8) inch to one and one half (1 ½) inches shall be sealed. The

Contractor shall not seal cracks that exceed one- and one-half inches (1 ½) and shall notify VDOT of the location for further review.

4. Measures to correct any deficiencies of the work shall be taken by the Contractor within 96 hours after notification of such deficiencies by VDOT. The Contractor shall replace, at the Contractor’s sole expense, any sealant that pulls out of a crack within 96 hours after opening pavement to traffic.

D. EQUPIMENT REQUIREMENTS: The unit bid price for each bid line; Line 1 – Primary Roads and Line 2 –

Secondary Roads shall include each piece of required equipment including the operator, fuel, cost for mobilization and any other incidentals cost required to provide the equipment with operator. Bid price shall be an all-inclusive price, no additional charges will be allowed.

1. SEALING EQUIPMENT:

a) The sealing equipment shall be for the specific material to be used in accordance with the manufacturer’s recommendations.

b) The equipment for hot applied sealant materials shall be a jacketed double boiler melting kettle, indirect heating type, using oil as the heat transfer equipped with a positive thermostatic temperature control which shall be checked for calibration before beginning work. VDOT reserves the right to inspect equipment prior to performing the services or at any time during the contract.

c) The kettle shall be capable of maintaining the specified mixing temperature within ten (10) degrees.

d) Manufacturer’s recommendations for mixing and application temperatures shall be followed with the latter being measured at the nozzle of the applicator wand. Overheating or direct heating of the sealant material shall not be permitted.

e) The hoses, connectors and applicator wand shall all be insulated.

2. STROBE LIGHT: All of the Contractor’s vehicles used in the contract shall have high intensity amber strobe lights as outlined in the Virginia Work Area Protection Manual (VWAPM), dated January 2026 (Version 11.0), or latest edition under Section 6L.07aV and/or other updated section.

https://www.vdot.virginia.gov/media/vdotvirginiagov/doing business/technical-guidance-and-support/technical-guidance-documents/traffic operations/2011_WAPM_REV_2_1.pdf. VDOT reserves the right to inspect equipment prior to performing services or at any time during the contract award.

3. TRUCK MOUNTED ATTENUATORS AND ELECTRONIC FLASHING ARROW BOARDS: Truck

Mounted Attenuators (TMA) utilized for work performed under this contract shall meet all current State and Federal regulations for such devices. The Contractor shall be required to make any necessary upgrades on or before specified dates as may be required by pending or future regulations. An electronic arrow board will be used in accordance with the current VWAPM, including subsequent updates or revisions, Type C electronic flashing or sequential amber arrows having dimmer controls mounted on a suitable truck or trailer. The Contractor file:///%5C%5Cwcs00725%5CASDGROUPS%5CProcurement%5CCULPEPER%20DISTRICT%5C1.%20SOLICITATIONS%5CFY2026%5CIFB%20160924%20Crack%20Sealing%5Cwww.vdot.virginia.gov%5Cmedia%5Cvdotvirginiagov%5Cdoing-business%5Ctechnical-guidance-and-support%5Ctechnical-guidance-documents%5Cconstruction%5CVDOT_2020_RB_Specs_acc071522.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing%20business/technical-guidance-and-support/technical-guidance-documents/traffic%20operations/2011_WAPM_REV_2_1.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing%20business/technical-guidance-and-support/technical-guidance-documents/traffic%20operations/2011_WAPM_REV_2_1.pdf

Crack Sealing Services, Primary and Secondary Roads is to maintain and move the board, as needed for traffic control, in accordance with the most recent edition of the VWAPM, including subsequent updates and revisions.

4. BACK UP ALARM: Vehicles shall have vehicular backup alarms approved by VDOT. VDOT reserves the right to inspect equipment prior to performing the services or at any time during the contract.

5. The Contractor’s equipment shall meet Occupational Safety & Health Administration (OSHA) and Virginia

Occupational Safety & Health (VOSH) standards. Additionally, the Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations.

6. FUELED AND READY: The Contractor, at their expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site.

7. MAINTAINING EQUIPMENT: The Contractor shall provide, maintain and operate equipment designated for the operation(s) described herein and shall ensure the equipment is maintained in good repair and operating condition, licensed, and designed for the commercial application of crack sealant.

8. DELIVERY, PARKING & STORAGE: The Contractor shall not deliver and store equipment within the VDOT

Right-of- Way or on VDOT property without first obtaining permission from the Contract Administrator, or designee. The Contract Administrator or designee shall approve the parking, storage arrangements and staging areas along the Right-of-Way. VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at these sites.

9. The equipment offered by Bidders shall be suitable for the intended purpose and provide approved equivalent specifications and capabilities. VDOT in its sole discretion shall determine whether the equipment offered by Bidders is considered equivalent to that named herein.

E. PERSONNEL REQUIREMENTS: The Contractor shall provide experienced, qualified and properly trained personnel to perform the requested work under this contract.

1. The Contractor shall be required to provide multiple crews, including a minimum of one (1) and a maximum of two (2) crews, when requested by each VDOT County serviced. It shall be the Contractor’s responsibility that each crew can perform the required work in accordance with the responsibilities outlined by this contract.

2. SUPERVISOR: The Contractor shall keep on each job site a competent supervisor who shall be familiar with all phases of the work and must be able to communicate verbally and understand directions in the English language. It shall be the Contractor’s responsibility to completely supervise and direct the work of their employees as well as all subcontractors they may utilize, using their best skill and attention. Subcontractors who perform the work under this contract shall be responsible to the Prime Contractor. The Contractor shall assign a person as the Supervisory Representative and shall provide this name, as well as additional personnel names and phone numbers, who can be contacted on Attachment D – Normal and Emergency Contacts.

3. CONTRACTOR’S PERSONNEL: The Contractor shall be responsible for the conduct of all Contractor’s and

Subcontractor’s personnel while at the work site. The Contractor’s and Subcontractor’s personnel shall always communicate with the traveling public, landowners and citizens throughout the Culpeper District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed or promised to the Contract Administrator or designee.

4. CELL PHONE: The Contractor shall always have a functional cellular phone during the performance of this contract.

Crack Sealing Services, Primary and Secondary Roads

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

1. General Requirements: This work shall consist of coordinating and communicating lane closure operations through the Northwestern Regional Operations (NWRO) by entering work zone temporary lane closures in VDOT Lane Closure Advisory Management System (LCAMS) and VaTraffic 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 Department’s LCC/LCI system, LCAMS and VaTraffic, 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 VaTraffic systems. The Contractor shall have a computer with internet connectivity and email capability.

3. The Contractor shall contact the NWRO Lane Closure (LCAMS/VaTraffic) at

NWROLcamssupport@vdot.virginia.gov to initiate system access and schedule training. The Department requires a 10 business-day notice to schedule classroom training for LCAMS & VaTraffic. The Contractor’s designated individuals shall complete the courses Introduction to VaTraffic, VaTraffic Reports, VaTraffic Planned Events, and VaTraffic Work Zones. LCAMS and VaTraffic 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 VaTraffic 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 VaTraffic must be properly filled out. The Contractor shall provide VDOT Contract Administrator and VDOT Contract Monitor (s) with the LCAMS # and VaTraffic # and scheduled date (s) of work in an email.

5. 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.

6. 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.

7. Lane Closure Implementation Process: The Contractor shall notify the Regional NWRO at 540-332-9500 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 NWRO and update VaTraffic of any changes in lane-closure impact during the execution of work. The Contractor shall notify the Regional NWRO no later than 15 minutes after the lane is reopened to traffic.

8. Emergency Lane Closure: If an Emergency Lane Closure is required, the Contractor shall coordinate directly with the NWRO 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.

9. The Contractor shall be in full compliance with the Culpeper District Lane Closure Policy, in accordance with

Attachment H, Lane Closure Guidelines and Allowable Work Hours. Any alternate times for lane closures shall receive prior approval from the VDOT Contract Administrator or designee. Failure to provide notification of lane closure to the NWRO Traffic Operations Center may be cause for default action or contract termination.

mailto:NWROLcamssupport@vdot.virginia.gov

Crack Sealing Services, Primary and Secondary Roads

G. TRAFFIC CONTROL REQUIREMENTS:

1. The Contractor shall provide all traffic control and traffic control devices (signs, arrow-boards, TMAs, etc.)

required by the most recent edition of the VWAPM, including subsequent updates and revisions. The Contractor shall provide trucks and operators required to deploy traffic control setups and take downs. Traffic control will not be measured for payment as the cost of this work shall be included in the cost of the bid items.

2. TRUCK MOUNTED ATTENUATORS AND ELECTRONIC FLASHING ARROW BOARDS: Truck

Mounted Attenuators (TMA) utilized for work performed under this contract shall meet all current State and Federal regulations for such devices. The Contractor shall be required to make any necessary upgrades on or before specified dates as may be required by pending or future regulations. An electronic arrow board will be used in accordance with the current VWAPM, including subsequent updates or revisions, Type C electronic flashing or sequential amber arrows having dimmer controls mounted on a suitable truck or trailer. The Contractor is to maintain and move the board, as needed for traffic control, in accordance with the most recent edition of the VWAPM, including subsequent updates and revisions.

3. All traffic controls shall conform to the latest VDOT-approved edition of the Manual on Uniform Traffic Control

Device Standards (MUTCD) and the Virginia Work Area Protection Manual (VWAPM), dated January 2026 (Version 11.0), or latest edition.

4. EXPERIENCED, QUALIFIED FLAGGERS: All flaggers shall be VDOT or American Traffic Safety Services

Associates (ATSSA) certified and shall have certification cards with them while performing these duties. Flaggers shall be qualified for services as specified in the VWAPM. Flaggers found performing their duties improperly shall have their certifications revoked. Flaggers found not in possession of a certification card or performing their duties improperly shall not be allowed to perform work. Flaggers’ clothing shall be in compliance with the VWAPM. VDOT has the right to disapprove flaggers supplied under this contract. VDOT personnel must be able to understand the English used by the flaggers. Additionally, any crewmember used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger in Section 6E.01 of the VWAPM.

H. MATERIAL AND SUPPLY REQUIREMENTS:

1. All sealant material used shall be on VDOT’s Materials Approved Lists dated April 8, 2026 (or most current) before being incorporated into the work.

2. Contractor shall submit catalogue data and copies of manufacturer recommendations to the VDOT representative prior to installation of any sealant materials. All recommendations shall be adhered to unless directed otherwise by the VDOT representative.

3. Sealant shall be free of foreign matter and free of lumps when melted or applied. Sealant shall be formulated as a single component system with additives required. Additives to prevent tracking shall be employed if necessary and the sealants shall have no pick-up time of 10 minutes maximum at 77 degrees Fahrenheit.

4. Type A Crack Sealant shall be a hot-poured modified asphalt rubber with granulated crumb rubber and latex plasticizers and shall conform to ASTM D6690. The proportions of the materials, by weight, shall be up to 80 percent asphalt and up to 25 percent crumb rubber. The material shall exceed all requirements of AASHTO M 173 and Federal Specification SS-S-164:

The crumb rubber shall be 100 percent vulcanized rubber and meet the following graduation requirement:

Sieve Percent Passing No. 10 100% https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/traffic-operations/VA_MUTCD_12-31-2025_508c_acc04062026_RM.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/traffic-operations/VA_MUTCD_12-31-2025_508c_acc04062026_RM.pdf file:///%5C%5Cwcs00725%5CASDGROUPS%5CProcurement%5CCULPEPER%20DISTRICT%5C1.%20SOLICITATIONS%5CFY2026%5CIFB%20160924%20Crack%20Sealing%5Cwww.vdot.virginia.gov%5Cmedia%5Cvdotvirginiagov%5Cdoing-business%5Ctechnical-guidance-and-support%5Ctechnical-guidance-documents%5Cconstruction%5CVDOT_2020_RB_Specs_acc071522.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/materials/materials-approved-list_acc.pdf

Crack Sealing Services, Primary and Secondary Roads

No. 40 0-40%

5. Reference: Section 212-Joint Materials, Virginia Department of Transportation Road and Bridge Specifications

2020. SECTION 322 ASPHALT SURFACE PREPARATION AND OVERLAY SS322-002020-01, 2022

Supplement to the VDOT 2020 Road and Bridge Specifications.

6. The VDOT representative and the Contractor shall meet and agree on material balances in the kettle prior to commencement of work. The Contractor’s kettle shall be equipped with a legible material gauge. The Contractor and the VDOT representative shall agree on a method to document additional material added throughout the day and agree on total quantity used at the end of each day.

I. METHOD OF ORDERING WORK:

1. Prior to the issuance of any Purchase Order (PO), VDOT will provide a work request to the Contractor that outlines the set-up location and expected period of time or completion date. The Contractor shall provide a written cost estimate for the requested work. The estimate shall be based on the contract line item pricing, include anticipated quantities, unit prices, materials, labor, equipment, and any other expected charges necessary to complete the work in accordance with contract specifications. Estimates shall be provided within seven (7) workdays of work request. VDOT will review and approve the estimate before issuing the PO. No work shall begin, and no costs shall be incurred by the Contractor, until the PO has been issued. For those work requests that will require a site visit, the Contractor shall be required to visit the work site within three (3) workdays and carefully examine the site of the proposed work.

2. The VDOT Contract Administrator or Designee will send a purchase order outlining set-up location, estimated quantity of material required and expected period of time that will be required.

3. CONFIRMATION/RESPONSE TIME: All projects will be assigned as they become available. After receipt of the work request email, the Contractor shall confirm the acceptance of the work assignment within two business days and begin work within ten (10) calendar days of the initial notification. 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. VDOT will coordinate with the Contractor to go over the scheduled work and to discuss the operation.

4. The Contractor shall respond and begin the performance of work within ten (10) days of notification by email.

5. MINIMUM ORDER: Minimum crack sealing order shall be 200 pounds per work request.

6. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once they commence work.

7. Work completed will be verified in writing daily by a VDOT Representative and Contractor Supervisor/Foreman on an agreeable format.

8. VERIFICATION: At the conclusion of the work, the Contractor shall demonstrate to the VDOT representative that the work follows the contract, VDOT specifications, and all applicable codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor’s sole expense within 96 hours prior to final acceptance of the work.

9. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Paragraph P.

https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/construction/VDOT_2020_RB_Specs_acc071522.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/construction/VDOT_2020_RB_Specs_acc071522.pdf

Crack Sealing Services, Primary and Secondary Roads

J. HOURS OF WORK:

1. START TIMES AND SCHEDULES: Starting times and scheduled hours may vary and will be at the discretion of the VDOT Contract Administrator or designee.

2. WORK HOURS: Work shall usually be performed during daytime hours, Monday through Friday, 7:00 AM to

3:30 PM. This work shall adhere to the VDOT Culpeper’s District’s latest version of allowable work hours and lane closure restrictions for designated routes. See Attachment G, Lane Closures and Acceptable Work Hours.

There may be circumstances under which the Contractor may be required to work extended hours, nights or weekends to complete the ordinary maintenance work and planned scheduled work. During these times, the Contractor shall be paid at the normal rate.

3. STATE HOLIDAYS: The Contractor will not be permitted to work on State Holidays. State holidays can be found online at the following link: http://www.dhrm.virginia.gov/payandholidaycalendar. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday. Work will not be permitted from 12:00 noon the day before a holiday and will not be permitted again until the day after a holiday. When a holiday falls on a Monday, work will not be permitted after 12:00 noon, the preceding Friday. When a holiday falls on a Friday, work will not be permitted until the following Monday, unless otherwise approved by the Contract Administrator or designee.

K. SAFETY REQUIREMENTS:

1) SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure all personnel and equipment comply with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes but is not limited to equipment having vehicular backup alarm systems and flashing lights and equipment that contains a roll over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Reference Special Term and Condition No.28 for Safety and Health Standards.

2) PROTECTION OF PERSONS AND PROPERTY: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job area 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.

The Contractor assumes full responsibility for and shall hold VDOT harmless for any and all personnel injury and loss of damage to personal property resulting in whole or in part from negligent acts or omissions of the Contractor.

The Contractor shall be responsible for resolution of any claims resulting for these services/spraying operations, to include any damages to properties or right-of-way due to improper applications. Claims made to VDOT as a result of these operations under this contract will be referred to the Contractor for handling.

Failure to respond to and resolve property damage claims constitutes unsatisfactory performance and may result in cancellation of this contract.

3) 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 http://www.dhrm.virginia.gov/payandholidaycalendar

Crack Sealing Services, Primary and Secondary Roads the Contractor to correct unsafe conditions for the workers and/or general public, or for failure to carry out orders for such period, and as may be deemed necessary due to unsuitable weather conditions. The Contractor shall be prohibited from working during periods of adverse weather conditions which create hazardous driving conditions and/or conditions unsuitable for the execution of the work, or for any other conditions or reasons deemed to be in the public’s interest. VDOT reserves the right to delay or suspend contracted operations at any time for any reason.

4) SAFETY EQUIPMENT: The Contractor shall also 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, safety hats, safety vests, steel toe shoes, gloves, glasses, etc. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract.

5) COMMERCIAL DRIVER’S LICENSE: When required by the equipment being operated, the operator of each piece of equipment shall possess a valid Commercial Driver’s License with the proper endorsements.

L. MEASUREMENT FOR PAYMENT:

1) The Unit Price shall be per pound (LB) for all work performed under each bid line.

All bid lines are all inclusive, including supervision, labor, equipment, tools, parts, mobilization, traffic control, materials, incidentals and any overhead cost.

2) For bidding purposes solicitation is defined as follows:

Bid Line 1 Primary Roads in Albemarle, Greene and Madison Bid Line 2 Secondary Roads in Albemarle, Greene and Madison

M. CONTRACT DELIVERABLES

Contract Deliverables Due Date (s) IFB Section

Plan of operations, including traffic control Prior to commencement of work IV.B.6

Training Certificates (min 2) LCAMS/VATraffic Prior to Notice to Proceed IV.F.2 and IV.F.3

Catalogue data and copies of recommendations- sealant materials Prior to Installation of Materials IV.H.2

Documented Agreement on material balances in the kettle Prior to commencement of work IV.H.6

V. OPTIONAL PREBID CONFERENCE:

OPTIONAL PREBID CONFERENCE:

An optional virtual prebid conference will be hosted by the Contract Officer at 1:00 PM Eastern Standard Time (EST) Wednesday, August 26, 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.

Crack Sealing Services, Primary and Secondary Roads

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/273500303276424?p=s0NxvsQIo3Dv29F4zw

Meeting ID: 273 500 303 276 424 Passcode: M7cX3iU2

Need help? | System reference

Dial in by phone +1 434-230-0065,,467221777# United States, South Hill

Find a local number Phone conference ID: 467 221 777# Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com Video ID: 111 569 436 1

More info

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:

The Contractor shall submit invoices after completion and acceptance of the work every two (2) weeks or upon the satisfactory completion of the project, whichever occurs first. No payment will be made for work in progress on the prescribed payment dates. Each invoice shall include the invoice number and date, the Contractor’s name and address, contract number, purchase order number, location & date(s) of work, description of work performed, rate/unit price, extended cost based on the contract pricing schedule, and invoice grand total. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format. The Contractor shall submit invoices with the subject labeled by County to the following address:

Virginia Department of Transportation Charlottesville Residency

701 VDOT Way Charlottesville, VA 22911

In lieu of mailing, invoices may be submitted as an attachment via email to Charlottesvillebusinesssupport@vdot.virginia.gov https://teams.microsoft.com/meet/273500303276424?p=s0NxvsQIo3Dv29F4zw https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDExZDg5MGItNzRmYi00NWVhLTg2YTEtNGI0NTdlYmYxNGY0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222ce1082c-7a42-415d-94de-efbd9c043f0e%22%7d tel:+14342300065,,467221777 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=467221777 https://www.webex.com/msteams?confid=1115694361&tenantkey=commonwealthofvirginia&domain=m.webex.com mailto:edi@doa.virginia.gov mailto:Charlottesvillebusinesssupport@vdot.virginia.gov

Crack Sealing Services, Primary and Secondary Roads

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

A. 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.

B. 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 2:30 PM EST Tuesday, September 1, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/245339147163575?p=WH73hBxqEZhMXcI7TO

Meeting ID: 245 339 147 163 575 Passcode: qe7CD7Go

Need help? | System reference

Dial in by phone +1 434-230-0065,,169194601# United States, South Hill

Find a local number Phone conference ID: 169 194 601# Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com Video ID: 113 399 798 7

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/245339147163575?p=WH73hBxqEZhMXcI7TO https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY3ZDFhOTUtYzU3Zi00MzRiLTk1M2EtZTYxMjNjNTc0ZWNh%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222ce1082c-7a42-415d-94de-efbd9c043f0e%22%7d tel:+14342300065,,169194601 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=169194601 https://www.webex.com/msteams?confid=1133997987&tenantkey=commonwealthofvirginia&domain=m.webex.com

Crack Sealing Services, Primary and Secondary Roads

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…