841437tree161170IFB.pdf

Administrative Services/Procurement Unplanned Tree Removal Services by DBH-PW

IFB-161170

INVITATION FOR BIDS IFB# 161170

Issue Date: August 21, 2026 Title: Unplanned Tree Removal Services by DBH Commodity Code(s): 98888 Location Where Work Will Be Performed: NoVa District

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Nasir Chhipa Email: nasir.chhipa@vdot.virginia.gov Phone: 804-643-1451

NOTE TO BIDDERS

Virtual Pre-Bid Teleconference: An Optional Pre-Bid Teleconference will be held at 10:00 AM EST September 1, 2026. Refer to Solicitation Section VI. for instructions on how to participate.

Solicitation Closing Date and Time: 11:00 AM EST on September 14, 2026. Refer to Solicitation Section IX.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:30 AM EST on September 15, 2026. Refer to Solicitation Section IX.2 for instructions on how to participate.

REMINDERS

1. Make certain bids are not unbalanced in accordance with Special Term for “Unbalanced Bids”

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

3. VA STATE CORPORATION COMMISSION

4. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT (if applicable)

5. NORMAL AND EMERGENCY CONTRACTS

6. REFERENCES

7. SUBCONTRACTOR APPROVAL REQUEST (if applicable)

8. OTHER INSTRUCTIONS TO BIDDERS: Be sure to read and follow any other instructions in the solicitation

9. 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 Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

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, 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.

mailto:nasir.chhipa@vdot.virginia.gov

Administrative Services/Procurement

IFB-161170

Administrative Services Division

PW NoVa District Invitation for Bid (IFB) – Unplanned Tree Removal Services by DBH

TABLE OF CONTENTS Page I. Purpose 3

II. Questions Regarding This Invitation For Bid 3 III. General 3 IV. Definitions 3-4 V. Specifications/Contract Requirements 4-10

VI. Pre-Bid Conference 10 VII. Method for Payment 10

VIII. Invoicing 11 IX. Bidders Instructions 11-12 X. General Terms and Conditions 12-19

XI. Special Terms and Conditions 19-29 Attachments:

A. VA State Corporation Commission Form B. Normal and Emergency Contacts C. Subcontractor Approval Request D. Virginia Code Red Ozone Days E. Tree Removal Time of Year Restriction F. References G. NoVa District Allowable Work Hours H. Small Business Subcontracting Plan I. Prevailing Wage Rate

RESOURCES BY REFERENCE

1. General Term and Condition C.1.(d): Anti-Discrimination Link to Referenced Training

2. General Term and Condition CC: Civility in State Workplaces Link to Referenced Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://www.virginiadot.org/business/virtualcampus.asp

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I. PURPOSE:

The Virginia Department of Transportation herein referred to as “VDOT” is soliciting bids from interested firms to perform unplanned/on-call tree removal services in accordance of the performance specifications herein, within the NOVA District within the county of Prince William.

PERIOD OF CONTRACT: One year from date of award with four (4), one (1) year renewal options.

Note to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) with the electronic bid response in eVA. Bidders selecting “Vendor Will 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 the not a DSBSD-certified small business, the “Vendor Plans to Use Subcontractors” box must be selected and the Bidder shall identify the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods. Reference Special Term and Condition# 31.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this invitation for bid shall be submitted in writing to nasir.chhipa@vdot.virginia.gov no later than 5 business days, prior to the closing date. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

III. GENERAL:

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 “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.

NOTE: This is a requirements contract, and the quantities listed within the pricing schedule are based on historical data and estimated for bidding purposes only. VDOT reserves the right to add or subtract quantities of trees to be removed.

IV. DEFINITIONS:

1. “Diameter Breast Height” (DBH): is the diameter of the trunk or trunks of a tree measured at 4.5 feet above mean ground level at the base of the trunk or trunks. Instances where there is a dispute concerning a measurement due to a tree’s excessive lean, location on a slope or having multiple leaders the method of measurement used shall be in accordance with the most recent version of the International Society of Arboriculture (ISA) Guide for Plant Appraisal.

2. Tree: – All woody vegetation greater than six (6”) DBH.

3. Tree removal: – Total removal of the tree to include disposal of all debris generated during tree removal operations.

Stump shall not be more than three (3) inches in height and shall be cut following the contour of the existing grade.

4. 48 Hour Tree: - Tree requiring expedited removal within 48 hours notice due to conditions or circumstances it creates.

5. Emergency work: – Immediate response required – not a component of this contract

6. Unplanned: – Work identified after the award of this contract.

mailto:nasir.chhipa@vdot.virginia.gov

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7. Satisfactorily Completed - All work has been completed by the Contractor in accordance with the specifications herein. This includes inspection by VDOT, any rework as required by the Contract Administrator and validation by

VDOT.

V. SPECIFICATIONS / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The Contractor shall provide all supervision, labor (to include a “climber” when necessary), equipment, fuel, traffic control per the most recent version of the Virginia Work Area Protection Manual (VWAPM) and VDOT IIM-TE-386.1 and any other incidentals necessary to meet the requirements of the performance specifications stated within. The work shall consist of tree removal (per the requirements in this Invitation For Bid) and removal and disposal of all generated debris. All stumps shall be cut flush to the ground, removed, or otherwise reduced to a level flush to the surrounding grade. The Contractor shall be capable of commencing work within ten (10) calendar days after the contract start date. Services are complaint driven and will be performed throughout Prince William County in NOVA District.

Tree Removal: VDOT will identify all trees to be removed. Individual trees shall be paid as per the following:

1. Greater than 6 inches DBH and less than or equal to 12 inches DBH

2. Greater than 12 inches DBH and less than or equal to 18 inches DBH

3. Greater than 18 inches DBH and less than or equal to 24 inches DBH

4. Greater than 24 inches DBH and less than or equal to 30 inches DBH

5. Greater than 30 inches DBH and less than or equal to 36 inches DBH

6. Greater than 36 inches DBH and less than or equal to 42 inches DBH

7. Greater than 42 inches DBH and less than or equal to 48 inches DBH

8. Greater than 48 inches DBH and less than or equal to 54 inches DBH

9. Greater than 54 inches DBH

B. PERFORMANCE BASED SPECIFICATIONS:

1. All work shall be performed in accordance with the current versions of the ANSI A300 Pruning Standard, ANSI Z133.1 Safety Standard, and Best Management Practices - Tree Pruning (companion publication to the ANSI A300 Pruning Standard), Virginia Tree Policy and Safety Operation Procedures 16VAC25-73-10, 16VAC25-75-10 and the most current version of the Road and Bridge Specifications. The contractor shall follow all regulations, standards, and procedures in accordance with the Administrative Regulation Manual part III, Occupational Safety and Health Standards 1910.266, 16VAC25-60-120 and 16VAC25-60-130 of the Virginia Department of Labor and Industry and the OSHA Standards for General Industry Part 191.67(2)(viii). Services shall also be in compliance with VDOT’s Policy for Tree and Brush Trimming.

2. All work shall be performed within VDOT maintained right-of-way or on VDOT Property. No work shall be performed on the adjacent private property without notification to the VDOT Contract Administrator (CA) or VDOT Contract Monitor (CM) and obtaining the property owner’s written permission prior to the work being done.

Documentation of such permission shall consist of a VDOT Right of Entry Form signed by the adjacent private property owner(s).

3. A reasonable effort shall be made to avoid damaging neighboring trees during the removal of a subject tree. Should a neighboring tree be damaged, it shall be repaired at no additional cost to VDOT, in accordance with the current editions of ANSI A300–Pruning and ISA’s Best Management Practices–Tree Pruning.

4. DBH bid prices shall be based upon a 30-calendar day removal period. All work shall be satisfactorily completed within 30 days upon notification by VDOT. Any requests for make-up days due to of inclement weather or other issues shall be requested and approved by the VDOT Contract Administrator or VDOT Contract Monitor via email. A forty-eight (48) hour work request does not grant an extension to an existing 30-day work request.

5. Each site(s) identified for tree removal(s) within a 48-hour time period, beginning upon notification by VDOT, will be paid at the DBH bid price on the pricing schedule. All work shall be satisfactorily completed within 48 hours upon notification by VDOT. Any requests for make-up days due to inclement weather or other issues shall be

Administrative Services/Procurement Page 5 requested and approved by the VDOT Contract Administrator or VDOT Contract Monitor via email. A forty-eight (48) hour work request does not grant an extension to an existing 30-day work request.

C. PERSONNEL:

1. Capacity to Perform: The Contractor shall be responsible for having sufficient and adequately qualified personnel and equipment available throughout the entire contract term to successfully perform the services contained herein, regardless of other contractual responsibilities to VDOT or elsewhere. Failure to provide sufficient personnel and/or equipment may result in default of the contract. Reference Section X. General Terms and Conditions, paragraph P. DEFAULT.

2. Crew: The Contractor shall provide at a minimum one (1) crew to perform DBH Tree Removal services. The

Contractor may elect to supply more than one (1) crew in order to complete work within the 30-calendar day requirement.

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

Subcontractor’s personnel while performing services. The Contractor’s and/or Subcontractor’s personnel shall at all times communicate with the traveling public, landowners, and citizens throughout the Nova District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed, or promised to the VDOT Contract Administrator or VDOT Contract Monitor.

4. Safety: The Contractor’s personnel shall wear OSHA approved safety clothing, including hard hats, safety vests, and steel toe boots. The Contractor shall adhere to all VDOT safety rules and regulations and shall not create any hazardous conditions within the work area. Reference Special Terms and Conditions, Safety and Health Standards.

5. Contact Person: The Contractor shall assign an individual as the Supervision Representative (Supervisor) whose name and cellular phone number shall be required prior to commencement of any work activities. The cellular telephone shall be capable of operating throughout the area covered under this contract. The Supervisor shall be able to communicate effectively with VDOT.

6. Supervisor: The Contractor shall designate an individual to be the on-site Supervisor who will have the authority to execute and suspend work. The Supervisor shall have a cellular phone capable of functioning in work locations covered under this contract. The Supervisor shall be capable of speaking English. The Supervisor shall be available during the specified working hours for immediate contact and have authority to take immediate action to correct conditions determined by VDOT to be unsafe, or otherwise not in accordance with the terms of the contract. The Supervisor shall be able to communicate with VDOT personnel at all times.

7. Flagging Certification: The Contractor shall ensure that any member of the crew to be utilized as a “flagger” shall be certified in the VDOT Flagging Certification Program or the American Traffic Safety Services Association (ATSSA) Flagger Certification Program and maintain a valid certification throughout the contract period. The VDOT or ATSSA flagging certification card shall be in their possession at all times. Flaggers found not in possession of their flagging certification card or performing their duties improperly shall not be allowed to perform work and the operation will be shut down. VDOT will inspect on a regular basis to ensure that flaggers have their certification cards. Additionally, any crewmember that is used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger at the flagger station as required in Section 6E.01 of the Virginia Work Area Protection Manual.

8. Communication: The Contractor’s Supervision Representative and at least one (1) crewmember on each crew shall be capable of communicating (both verbally and in writing) and comprehending the English language. Contractor’s Supervision Representative and the designated crewmember shall be capable of communicating instructions to the other crewmembers.

9. Subcontractors: Reference Special Terms and Conditions, paragraph 33. Subcontracts.

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D. EQUIPMENT:

1. The Contractor shall provide all necessary equipment and tools of the trade to perform Tree Removal services to include trucks, bucket trucks, climbing gear, brush chippers, chain saws, pole saws, hand tools, etc.

2. Company Identification: The name of the Contractor’s company shall be displayed on both sides of all work vehicles while on VDOT right of way.

3. Inspection: VDOT may inspect any or all equipment the Contractor submits for use under this contract prior to commencement of services or at any other time.

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

5. Condition: All equipment shall be in good mechanical condition at the time of bid closing and throughout the entire 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.

6. The Contractor’s equipment and all traffic control articles (i.e. cones, barrels, signs, etc) shall be in accordance with the VWAPM and shall be in good condition. VDOT reserves the right to reject any device that may present a safety concern.

7. Transportation: The Contractor shall furnish the necessary means for transporting all required equipment, personnel, materials, and traffic control to all identified locations.

8. All over the road equipment shall be equipped with the following: a wind-resistant truck bed cover, if necessary for hauling a loaded truck and one high intensity amber light in accordance with Section 6L.07aV Vehicle Warning Lights in the most recent edition of the Virginia Work Area Protection Manual (VWAPM).

9. Amber Light: Equipment warning lights shall meet the requirements in the latest edition, of the VWAPM, Section 6L.07aV Vehicle Warning Lights, which can be accessed at the following link:

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

Vehicles that do not meet these requirements shall not be utilized on vehicles performing services under this contract.

E. TRAFFIC CONTROL:

1. All traffic control shall conform to the latest edition of the Manual on Uniform Traffic Control Device Standards

(MUTCD), latest edition of VWAPM, and VDOT IIM-TE-386.1

2. The Contractor shall be required to provide all necessary traffic control equipment in accordance with the VWAPM to include a Truck-Mounted Attenuator (TMA) and Advanced Warning Message Board.

3. PORTABLE TEMPORARY RUMBLE STRIPS: At times, this work may consist of employing Portable

Temporary Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times designated herein, in the VWAPM, VDOT IIM-TE-386.2 , or as directed by the VDOT representative. IIM-TE-386.2 provides additional requirements and guidance beyond what is shown in the VWAPM.

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/traffic-operations/TE-386_PTRS_acc04102024_PM.pdf

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4. The Contractor shall only use PTRS that are listed on the most current VDOT Pre-Approved Traffic Control Device Listing. This list can be accessed at:

https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/APPROVED_LISTING_acc121223_PM.PDF

5. PTRS are not always required during flagging operations as their use is dependent on many factors (speed limits, timing of work zones, etc.). For this reason, the VDOT Contract Administrator or approved designee will request PTRS as needed and PTRS shall be a separate pay item.

6. PTRS Array: An array shall be defined as three (3) portable temporary rumble strips.

7. The Contractor shall be required to provide the appropriate signs and spring-loaded type sign stands meeting NHRP

350 requirements and capable of holding a 48” inch sign. It shall be the responsibility of the Contractor to transport, properly set up, and break down all traffic control devices. The contractor shall install and maintain signs in accordance with the most recent edition of the VWAPM and MUTCD, as revised or amended. Signs and outlays layouts shall be in place prior to the performance of any work. The Contractor shall supply all traffic cones and traffic-related channelizing devices. Contractor shall provide two-way radios for traffic control when applicable.

8. The contractor shall provide, transport, erect and maintain and dismantle adequate traffic control work zone signs and/or temporary barriers to delineate work areas when required. The bid line price shall include these costs.

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 local Transportation Operations Centers (TOC’s) 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.

The Contractor shall contact the Northern Region Work Zone Lane Closure (LCAMS/VaTraffic) Coordinator David Calhoun 571-581-8290 or dave.calhoun@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.

3. 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.

4. 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.

5. 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.

https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/APPROVED_LISTING_acc121223_PM.PDF https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/APPROVED_LISTING_acc121223_PM.PDF mailto:dave.calhoun@vdot.virginia.gov

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6. Lane Closure Implementation Process: The Contractor shall notify the Regional TOC at 703-877-3401 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 VaTraffic 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.

7. 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.

8. 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/Monitor. Failure to provide notification of lane closures to the NOVA Region Traffic Operations Center may be cause for default action.

G. CONTRACTOR REQUIREMENTS:

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

Subcontractor’s personnel while at the work site. Inappropriate behavior displayed by the Contractor’s and Subcontractor’s employees will not be tolerated. Anyone exhibiting such behavior will be barred from the work site. Repeated incidents shall be grounds for termination of the contract at the discretion of VDOT.

2. Contractor’s Personnel: The Contractor’s and Subcontractor’s personnel shall at all times communicate with

VDOT personnel, the traveling public, landowners and citizens in a courteous and respectful manner. The Contractor’s personnel must refer all questions concerning work planned, performed or promised to the VDOT Contract Administrator or designee.

3. Capacity to Perform: The Contractor shall be responsible for having sufficient and adequately qualified personnel and equipment available throughout the entire contract period to successfully perform the services in this contract, regardless of other contractual responsibilities to VDOT or elsewhere. Failure to provide sufficient personnel and/or equipment may result in default of the contract. Reference Section X. General Terms and Conditions, paragraph P, DEFAULT.

4. Safety and Health Standards: Reference Special Terms and Conditions Safety and Health Standards.

5. Travel Time: The Contractor will not be paid for travel time from the Contractor’s base of operation to the

VDOT reporting location, or back to the Contractor’s base of operation at the end of the workday. Other travel or movement of equipment shall not be billable.

6. Communication Devices: The Contractor shall have a reliable form of communication available for contact purposes during regular business hours in order to respond to scheduling requests within the prescribed time.

It shall be the Contractors’ responsibility to provide VDOT with current contact numbers and to notify VDOT of any contact number changes. It shall be the Contractor’s responsibility to ensure their communication devices are reliable and effective throughout the counties covered by the contract.

7. Sub-Contractors: No subcontractor equipment or personnel shall be sent to the job site that has not previously been inspected and included on the approved sub-contractor list. Sub-contractors must be approved by the Contract Officer. Reference Special Terms and Conditions, paragraph 33. Subcontracts.

8. Quality of Work: Reference Special Terms and Conditions, Final Inspection.

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. Authority to Suspend Work: Reference Special Terms and Conditions, Prosecution of Work.

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H. METHOD OF ORDERING WORK:

1. Work Notification Procedure: The VDOT Contract Administrator or VDOT Contract Monitor will notify the

Contractor via the Notice To Procced email of all work to be performed. The Notice To Proceed will identify the DBH of tree(s) and location(s) with required timeframe of removal.

2. Acceptance of Work: The Contractor shall respond to the VDOT Contract Administrator or VDOT Contract Monitor via email confirming acceptance of a 30-calendar day tree removal work request within two (2) business days of being contacted. The Contractor shall respond to the VDOT Contract Administrator or VDOT Contract Monitor via email confirming acceptance of a 48-hour tree removal work request within four (4) hours of being contacted. The Contractor shall take the necessary action to remove those identified trees within the time constraints as defined

3. Completion of Work: The Contractor shall upon completion of work send an email to the VDOT Contract

Administrator and VDOT Contract Monitor. VDOT will inspect completed work within five (5) business days of notification from Contractor. In the event VDOT determines work is unfinished, or not in compliance with the requirements contained herein, VDOT will identify such work to the Contractor (via phone or email), and the Contractor shall rework and complete as required.

4. Work Hours: For 30-calendar day tree removals, all work shall be performed Monday through Friday, excluding observed Virginia state holidays, during daylight hours and weather conditions permitting, unless otherwise approved by the VDOT Contract Administrator or VDOT Contract Monitor. Daylight hours are defined as one-half hour after sunrise to one-half hour before sunset. For 48-hour tree removals, all work shall be performed Monday through Sunday during daylight hours. Days/Hours of work may vary, per the VDOT CA or CM.

State Holidays include, but are not limited to, New Year’s Day, Martin Luther King, Jr. Day, George Washington’s Birthday, Easter, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. If any of these holidays occur on a Saturday, the preceding Friday shall be considered the holiday and if they occur on Sunday, the following Monday shall be considered the holiday. No work shall be performed on a primary route after 12 noon on the Friday preceding an official Monday holiday or before 12 noon on the following Tuesday.

5. Cleanup/Disposal: All debris generated in the performance of this contract is the responsibility of the Contractor and shall be removed from the right-of-way each day and properly disposed of by Contractor, unless otherwise allowed by the VDOT Contract Administrator or VDOT Contract Monitor. Disposal costs shall be included in the bid prices. Debris shall be kept off the traveled portions and shoulders of the roadway, as work progresses.

6. The Contractor shall enter any temporary lane closures into LCAMS and VA Traffic and provide those numbers to the VDOT Contract Administrator and VDOT Contract Monitor by email. The Contractor shall notify TOC prior to scheduled start time and no later than 15 minutes of lane reopening to traffic. Failure to enter lane closures and notify Transportation Operations Center may be cause for default action or contract termination.

7. The Contractor shall notify the VDOT Contract Administrator or VDOT Contract Monitor by phone or email each day by no later than 8:00AM of actual work locations and identify progress.

8. The Contractor shall notify the VDOT Contract Administrator or VDOT Contract Monitor via phone or email of all completed work each day. VDOT shall inspect completed work within five (5) business days of notification from Contractor.

9. The Contractor shall not invoice VDOT for work that is not considered satisfactorily completed in VDOT’s sole discretion.

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10. Delivery and Parking: There shall be no storage of vehicles, equipment or materials within VDOT property/right-of-way without specific written permission from the VDOT Contract Administrator or VDOT Contract Monitor.

11. Continuous Work Requirement: The Contractor shall provide a continuous operation once work has commenced. If the Contractor fails to provide a continuous operation, a Procurement Complaint Form may be issued, which may result in default. Reference X. General Terms and Conditions, paragraph P. DEFAULT.

12. If the Contractor fails to complete services within the required time constraints, a Procurement Complaint Form may be issued against the Contractor. It shall address the deficiency and corrective action needed to avoid failure to report in the future. If corrective actions are not acquired and sustained by the Contractor by the deadline stated, VDOT may have the work accomplished by another source, and the Contractor may be held responsible for any resulting additional purchase and administrative costs, in accordance with Section X. General Terms and Conditions, paragraph P. DEFAULT.

VI. OPTIONAL PREBID CONFERENCE: An optional prebid teleconference will be hosted by the Contract Officer at 10:00 AM EST on September 1, 2026. The conference will begin promptly at the time indicated. At the start of the conference the Contract Officer will conduct a roll call to identify the individuals participating on the call. Participants will be requested to provide their names, company and contact information during the roll call.

This conference can be accessed with the below dial-in information:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/230301424107706?p=ADvMizWyc8nJkH5F1p Meeting ID: 230 301 424 107 706 Passcode: Xs6SP6xH

Need help? | System reference Dial in by phone +1 434-230-0065,,335340192# United States, South Hill Find a local number Phone conference ID: 335 340 192# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 113 033 356 3

VII. 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

VERIFICATION: The Contractor shall notify the VDOT Contract Administrator when the work has been completed and inspected by the Supervisor. Payment will not be made until the work is completed and inspected by Contract Administrator or designee.

COMPLIANCE: All deficiencies shall be corrected within 24 hours by the Contractor at the Contractor’s sole expense prior to the final acceptance of the work. VDOT may arrange for the corrective work to be accomplished by other forces and reserves the right to deduct that portion from the amount due the Contractor. Any complaint as to quality, faulty or delinquent delivery, or violation of contract provisions will be reported to the VDOT Contract Officer with the use of a Procurement Compliant Form.

https://teams.microsoft.com/meet/230301424107706?p=ADvMizWyc8nJkH5F1p https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZGY0ZTA3YjUtYzA3OS00ZGRjLThkNDUtMTM1YTU1M2M3MGU5%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c0f3ee07-cd2a-4253-9019-5f4d4a65b112%22%7d tel:+14342300065,,335340192 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=335340192 mailto:commonwealthofvirginia@m.webex.com mailto:eVACustomerCare@DGS.Virginia.gov mailto:edi@doa.virginia.gov

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VIII. INVOICING:

Invoices shall be submitted within five (5) days of satisfactory completion of work as an attachment via email to the email address listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Invoices shall be submitted to the following email address:

nova.invoices@vdot.virginia.gov

Note: Please include Prince William Residency in the subject line.

IX. BIDDER’S INSTRUCTIONS:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training Materials page at: https://www.youtube.com/watch?v=KSxcAkOekW0

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

2. PUBLIC BID OPENING:

Bids will be opened at the time stated on the reminders page of the electronic posting 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 public bid opening via teleconference will be hosted by a VDOT representative at 11:30 AM EST on September 15, 2026

The conference can be accessed with the below dial-in information:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/221345795026271?p=eweBEjDptefA8vBC4T Meeting ID: 221 345 795 026 271 Passcode: qo6fw7Nc

Need help? | System reference Dial in by phone +1 434-230-0065,,992763409# United States, South Hill mailto:nova.invoices@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/221345795026271?p=eweBEjDptefA8vBC4T https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2RmNDgzMWQtMGQwMC00YWRjLWIwNTUtNDZmMWQ5Y2MzYTFl%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c0f3ee07-cd2a-4253-9019-5f4d4a65b112%22%7d tel:+14342300065,,992763409

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Find a local number Phone conference ID: 992 763 409# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 116 731 776 4

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

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

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

X. GENERAL TERMS AND CONDITIONS:

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

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

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

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

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

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

https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=992763409 mailto:commonwealthofvirginia@m.webex.com http://www.eva.virginia.gov/

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

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

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

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

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

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

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

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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…