Administrative Services/Procurement Northern Virginia District Janitorial Services, Burke and Chantilly AHQ’s

IFB # 161178

INVITATION FOR BIDS

Issue Date: August 28, 2026 IFB# 161178 Title: Janitorial Services, Burke and Chantilly AHQ Commodity Code(s): 91039 Location Where Work Will Be Performed: Burke and Chantilly Area Headquarters, Fairfax County

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

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on September 8, 2026.

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

Solicitation Closing Date and Time: 10:00AM EDT on September 18, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EDT on September 21, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

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

C. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

F. REFERENCES

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

Administrative Services Division

Invitation For Bids IFB # 161178

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 9

VI. METHOD FOR PAYMENT 10

VII. INVOICING 10

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 10

IX. GENERAL TERMS AND CONDITIONS 11

X. SPECIAL TERMS AND CONDITIONS 18

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Vendor Qualification / Equipment Inventory Certification – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. References – Fillable Form

REFERENCED TRAININGS

1. General Term and Condition C.1.(d): Link to Referenced Sexual Harassment Training

2. General Term and Condition CC: Link to VDOTU. Log in and search for “VDOT Workplace Civility Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://virtualcampus.vdot.virginia.gov/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide all labor, transportation, supervision, equipment, materials, supplies, and incidentals necessary to successfully perform janitorial services as described herein at the following two (2) locations: Burke Area Headquarters (AHQ) and Chantilly AHQ.

PERIOD OF CONTRACT: From October 30, 2026, through October 29, 2027, 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 Lora Hagarty at Lora.Hagarty@VDOT.Virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 2:00 PM EDT on September 11, 2026.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. SCOPE OF WORK:

1. The Contractor shall provide all labor, supervision, equipment, tools, supplies and incidentals as necessary to satisfactorily perform janitorial services at the site location and the frequencies and times specified herein.

2. CONTRACTOR QUALIFICATIONS: Bidders shall have a minimum of five (5) years prior experience providing janitorial services. The Contractor shall have sufficient qualified personnel, equipment, materials, and supplies to perform the services as required herein.

B. LOCATIONS/FREQUENCY OF SERVICE:

1. Locations where services will be provided are Burke Area Headquarters – 12700 Alliance Court, Fairfax, VA

22030 and Chantilly Area Headquarters – 14900 Murdock Street, Chantilly, VA 20151.

2. DAILY SERVICES: Daily services shall be performed five (5) days per week, during the hours of 7:00am and 2:30pm, Monday through Friday.

3. Services not performed shall not be paid for, and the Contractor’s invoice shall be reduced by the daily rate for the total number of day(s) not worked. Daily rate is defined as the monthly rate divided by the working days in the month. (Example – Monthly rate of $2000 and 15 working days. 2000/15=$133.33 daily rate)

4. STATE HOLIDAYS: No work will be allowed on Saturday, Sunday, or any State Holiday or when VDOT

Offices are closed, unless otherwise directed by the VDOT Contract Administrator or designee. List of state holidays can be found on this website, https://www.dhrm.virginia.gov/payandholidaycalendar

5. SEMI-ANNUAL CLEANING: Semi-annual service shall be performed twice a year in 6-month intervals. The first semi-annual cleaning will be determined by the VDOT Contract Administrator and communicated to the Contractor at Start-up meeting after an award has been made. Services shall be performed on a Friday evening or Saturday. Every semi-annual service shall be scheduled by the Contractor and coordinated with the VDOT representative at least five (5) workdays prior to cleaning to facilitate moving any objects that will need to be moved for Contractor to properly clean floors and work areas.

C. PERSONNEL REQUIREMENTS:

1. The Contractor shall employ qualified personnel who will consistently perform the described work in the frequencies and manner required as outlined herein.

2. The Contractor shall provide a list of personnel assigned to this Contract, on the Vendor Qualification

Certification Form, Attachment C, or withing two (2) business days of VDOT’s request. VDOT reserves the right to pre-approve or reject any proposed Contractor’s personnel. The personnel list must be updated and given to the VDOT primary point of contact prior to any new employees being allowed on the premises or within two (2) business days of VDOT’s request. All new employees must be properly trained and familiar with the contract requirements prior to commencing work.

3. The Contractor shall assign a Representative or Supervisor to the contract who shall serve as the primary point of contact and who shall be responsible for ensuring qualified personnel are on site when required and the work is satisfactorily performed with no break in service. Missed service dates shall not be permitted other than those instances referenced in B.4. Frequency of Service.

4. The Contractor shall ensure that all assigned personnel performing work on behalf of this contract have the ability to communicate effectively in the English language.

5. VDOT reserves the right to remove any of the Contractor’s employees from the work sites at any time for reasonable cause, solely at the discretion of the VDOT facilities manager.

D. EQUIPMENT, MATERIALS, AND SUPPLIES:

1. The Contractor shall provide all labor, materials, tools, equipment, supplies and supervision required to satisfactorily perform this Contract. Such material, supplies and equipment shall include, but not be limited to, cleaning agents, mops, vacuum cleaners, rug shampooers, etc. The Contractor shall furnish and provide all trash can liners, paper towels, toilet paper (2-Ply Quality), toilet seat covers, hand soap, urinal cakes and deodorant sprays (if applicable). The Contractor shall ensure each restroom is adequately stocked with enough supplies to last until the next scheduled cleaning.

2. The Contractor shall provide all cleaners, disinfectants, deodorants, and equipment necessary to thoroughly clean the designated areas in an effective and acceptable manner. All products used by the Contractor shall be environmentally safe and manufactured specifically for the purposes outlined herein. The Contractor should take every precaution to ensure if available, only safe and environmentally preferable products are used.

Products used shall meet the following standards:

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

• United States Department of Agricultural (USDA) designated bio-based products, Green Seal

Certified (Standard GS-37 for Commercial and Institutional Cleaners, Comprehensive Procurement Guidelines (CPG), and applicable Executive Orders. The contractor shall provide Safety Data Sheets (SDS) on all cleaning agents. All containers for cleaning agents must be properly stored and labeled.

3. The Contractor shall not use any products, supplies or equipment that may be damaging to the surfaces to which they are applied or exposed. Cleaning materials used will be a product specifically manufactured for the surface to be cleaned and approved by Underwriter’s Laboratories, Inc. and will be used according to the manufacturer’s specifications.

4. The Contractor shall be held responsible for restoring or replacing any equipment, furniture, fixtures, floor covering, etc. damaged as a result of work performed on this contract.

5. Storage of non-hazardous, non-flammable supplies and cleaning equipment will be permitted on VDOT property and at Location(s) designated by the facility manager. The storage area (s) will be accessible to VDOT and the contractor. The storage area (s) will be lockable, and the contractor shall exercise sole use of such items stored.

E. INSPECTION REPORTS:

1. DAILY INSPECTION REPORT: The Contractor’s personnel shall be required to sign in and out daily on the

Daily Inspection Report. Any comments such as lights being out, doors locked and maintenance issues; (water leaks, broken dispensers etc.) should be noted on the Daily Inspection Report. After inspection should there be any performance deficiencies noted VDOT will provide the Contractor with a copy of the report.

• Any corrective action necessary shall be made by the Contractor within twenty-four (24) hours of notification and at no additional cost to VDOT.

• Failure to properly sign in or sign out will be interpreted as a missed service day for the week if the Contractor’s presence or performance cannot be verified by a VDOT representative.

2. MONTHLY INSPECTION REPORT/QUALITY ASSURANCE: The Contractor’s Representative shall personally inspect the premises monthly to ensure that the requirements of the contract are being met. The Contractor shall provide monthly quality assurance inspection reports of the cleaning operations at all locations using an inspection report of the contractor's design and agreeable by VDOT. The Contractor's inspection report shall include at a minimum the tasks listed in the specifications, a comment area for each task, dates and time of inspections and signature of inspectors. Each monthly invoice submitted to the Department shall include a copy of the monthly quality assurance inspection report completed by the Contractor and signed by the VDOT Contract Administrator or designated VDOT Contract Monitor.

F. DAILY CLEANING SERVICE REQUIREMENTS:

1. RESTROOMS:

a. Floors shall be swept and mopped or scrubbed. Special attention shall be given to maintaining the appearance of the floors in corners, around baseboards, and around toilet fixtures. Special attention to grout cleaning.

b. Faucets, sinks, toilets and urinals shall be cleaned and sanitized. The walls around wash basins and urinals/toilets shall be cleaned. Grout cleaning as needed. Urinals and toilets shall be deodorized using replaceable deodorizing cakes.

c. Paper towel dispensers shall be wiped clean.

d. Sanitary napkin receptacles shall be emptied, cleaned and disinfected.

e. Mirrors, shelves, dispensers, chrome fixtures, and visible piping shall be cleaned and dried leaving no visible smudges.

f. Wall surfaces, doors, window frames, sills, radiator, grills, and stall partitions shall be cleaned and dried leaving no visible smudges.

g. Trash receptacles shall be emptied, wiped clean and inserted with fresh liners. Once per week trash receptacles shall be sanitized.

h. Shower stalls shall be cleaned and dried, regardless of previous use.

i. Contractors shall ensure that light fixtures, baseboards, ceilings and walls, etc. are kept free of obvious cobwebs and dust.

j. Lights that are not lighting properly shall be reported via the contractor Daily Inspection Report for repair.

k. Supply levels of paper towels, toilet tissues, hand soap, sanitary toilet seat covers, urinal deodorants and trash bags shall be checked and replenished. All supplies shall be furnished by the contractor.

2. OFFICE AREAS, HALLWAYS, CONFERENCE ROOM, KITCHENETTE, ENTRY WAYS, ETC.:

a. Floors shall be swept and mopped or scrubbed. Special attention shall be given to maintaining the appearance of the floors in corners, along baseboards and around fixed furniture.

b. Floor mats shall be vacuumed.

c. Rooms that have carpets shall be vacuumed. Stains shall be spot treated as needed.

d. Janitor storage closets shall be reasonably stocked, organized and odor free.

e. Drinking fountains shall be cleaned and wiped dry and sanitized.

f. Kitchenette countertop surfaces shall be cleaned including sink, exterior of refrigerators and exterior of microwaves. Trash cans shall be emptied, and fresh liners installed. Dish soap and sponges to be supplied and replenished as needed.

g. Wastebaskets shall be emptied, and wastepaper and trash removed to the main disposal area. Fresh liners shall be installed.

h. Contractor shall ensure light fixtures, baseboards, ceilings, walls and tops of office cubical file/storage cabinets, etc. are kept free of obvious cobwebs and dust.

i. Lights that are not working properly shall be reported via the contractor Daily Inspection Report for repair.

j. Entrances to buildings, walkways and parking lots shall be kept free of trash, discarded smoking material, cans, etc.

k. Front entrance glass door and/or window shall be clean and free of fingerprints.

l. Conference room tables shall be cleaned and polished.

3. LOCKER ROOMS:

a. Tiled floors shall be swept, and damp mopped. Clean grout and sanitize. Locker surfaces shall be wiped clean.

b. Showers in locker rooms shall be cleaned and sanitized, including walls and floors regardless of previous use.

c. Trash receptacles shall be emptied, and new liners inserted.

G. SEMI-ANNUAL CLEANING REQUIREMENTS:

a. Windows shall be washed inside and out. Window cleaning services shall constitute all windows that can be reached with a telescopic cleaning tool. No ladders shall be used for window cleaning operations. Ceiling to floor windows shall be cleaned using a telescopic cleaning tool.

b. Window blinds shall be wiped clean.

c. Light fixtures shall be cleaned and washed, removing all bugs, dust and debris.

d. The Contractor shall ensure that clean floors are sealed and three (3) coats of matte polish are applied. All small mobile furniture (i.e. rolling chairs, small filing cabinets) shall be moved and any build up around furniture legs, cabinet bases and any fixed furniture or heavy objects such as filing cabinets shall be removed.

e. Drinking fountains shall be thoroughly cleaned, making sure to remove all water spots and mineral build-up around drinking spouts and sanitized.

f. Walls and handrails shall be wiped down/dusted.

g. All other furniture, filing cabinets, window frames/sills, doors, partitions, moldings, pictures/plaques, clocks, vents, etc. shall be wiped with clean damp cloth or dry duster as appropriate.

h. Building wide deep shampoo cleaning of all carpeted areas with special attention given to heavy foot traffic areas.

H. INCLEMENT WEATHER, ADDITIONAL CLEANING REQUIREMENTS:

1. During periods of inclement weather or other emergencies, the AHQ buildings may be required to be open on a 24/7 basis. Generally, shifts observed during emergency responses are 7:00 am to 7:00 pm, and 7:00 pm to 7:00 am. The Contractor may occasionally be asked to provide additional services on an hourly basis, for any services rendered outside of the normal routine of Mondays through Friday. For example, if called to come in over weekends, Contractor would be paid for hours spent at the facility.

2. During periods of inclement weather, such as snow and/or ice storms, in addition to regular duties, the Contractor shall ensure that all tiled areas are free from sand, salt, mud and other loose debris, with particular attention being paid to offices, hallways, and restrooms. It will be assumed that sweeping and mopping the tiled areas will be necessary more than once during these times in addition to checking and restocking restroom supplies more often.

I. SECURITY REQUIREMENTS:

1. Employees of the contractor shall not disturb papers on desks, open drawers or file cabinets, use telephones, radios, computers, office equipment, or engage in any unlawful activity while on State Property.

2. Contractor’s employees shall ensure that at no time shall a State building, office, or security gate on State Property be left unlocked while unattended. State property shall be secured at all times during cleaning operations. Contractor will be held responsible for the removal or breakage of State property and Employee’s personal items as a result of work performed under this contract.

3. VDOT will provide access to the buildings that are to be cleaned.

J. SAFETY REQUIREMENTS:

1. In any area where janitorial services are being performed proper signage (wet floors, closed for cleaning, etc.)

shall be used.

2. The Contractor’s personnel shall always adhere to recommendations and or requirements of OSHA and VOSH regarding employee safety and health as related to work performed on this contract.

3. Storage of non-hazardous, non-flammable supplies and cleaning equipment shall be permitted on VDOT property, at location(s) designated by the facility manager. The storage area(s) will be accessible to both VDOT representatives and the contractor. The storage area(s) will be lockable, and the contractor shall exercise sole use of such items stored.

4. Employees of the contractor shall be responsible for reporting fires, hazardous conditions, electrical, plumbing, water, sewage and construction failure immediately to VDOT representative. Items in need of repair/replacement, including dead lights, leaky faucets, etc., should be reported right away and shall be listed on the Daily Inspection Report. Minor toilet stoppage shall be addressed or corrected by the Contractor as it is noticed or reported to the Contractor.

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

K. MANNER OF CONDUCTING WORK:

1. Protections of Persons and Property: The Contractor shall take every precaution at all times for the protection of persons who may come on the work site and to continuously maintain protection of work from damage and protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent damage.

2. Contractor’s Conduct: The Contractor shall be responsible for the conduct of all of the Contractor’s and subcontractor’s personnel while at the work site. The Contractor’s personnel shall at all times communicate in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions to the VDOT Contract Administrator.

3. Appearance: Any person working under this contract shall be neat in appearances at all times. Proper dress shall include long pants, shirts or blouses with sleeves. No shorts or cutoffs. Clothing should be appropriate for weather conditions and work requirements.

L. MEASUREMENT FOR PAYMENT:

Location: Fairfax (Burke) AHQ

BID LINE 1– FAIRFAX (BURKE) DAILY SERVICE: Price shall represent a daily charge for Daily Services

(Five (5) times per week, Monday through Friday) at the Fairfax (Burke) AHQ. The Contractor will be required to provide all labor, transportation, supervision, equipment, materials, and supplies necessary to perform the work.

The daily unit price shall also include a monthly quality assurance inspection by the Contractor's assigned representative/supervisor .

BID LINE 2– FAIRFAX (BURKE) SEMI-ANNUAL SERVICE: Price shall represent a semi-annual cleaning at Fairfax (Burke) AHQ every six (6) months. The requirements are listed in Item #IV.8.

BID LINE 3– HOURLY RATE: Price shall represent the hourly rate for an individual to perform services during times of additional need such as occasional weeknights, weekends, nights and holidays at Fairfax (Burke) AHQ due to inclement weather or other emergency situations or special circumstances.

Location: Chantilly (Clifton) AHQ

BID LINE 4– Chantilly (Clifton) AHQ DAILY SERVICE: Price shall represent a daily charge for Daily Services (Five (5) times per week, Monday through Friday) at the Chantilly AHQ. The Contractor will be required to provide all labor, transportation, supervision, equipment, materials, and supplies necessary to perform the work.

The daily unit price shall also include a monthly quality assurance inspection by the Contractor's assigned representative/supervisor.

BID LINE 5– CHANTILLY (CLIFTON) SEMI-ANNUAL SERVICE: Price shall represent a semi-annual cleaning at Chantilly (Clifton) AHQ every six (6) months. The requirements are listed in Item #IV.8.

BID LINE 6– HOURLY RATE: Price shall represent the hourly rate for an individual to perform services during times of additional need such as occasional weeknights, weekends, nights and holidays at F Chantilly (Clifton) AHQ due to inclement weather or other emergency situations or special circumstances.

V. MANDATORY PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on September 8, 2026, at Burke Area Headquarters – 12700 Alliance Court, Fairfax, VA 22030. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this pre-bid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted to join the conference after 10:05 AM EDT.

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

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the Burke Area Headquarters – 12700 Alliance Court, Fairfax, VA 22030 and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building. Please plan your arrival accordingly to accommodate parking limitations and getting through security.

VI. METHOD FOR PAYMENT:

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

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

VII. INVOICING:

Invoices shall be submitted no sooner than the 1st of each month for all work performed during the prior month. 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. Completed work will be verified upon completion in writing by a VDOT Representative and Contractor Foreman on a mutually agreeable format.

EMAILED TO: nova.invoices@VDOT.Virginia.gov , Attention: Fairfax Maintenance

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

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

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 10:00 AM EDT on September 21, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/263283692076290?p=8i1HfadAhoB7qBkn1K Meeting ID: 263 283 692 076 290 mailto:edi@doa.virginia.gov 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/263283692076290?p=8i1HfadAhoB7qBkn1K

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Need help? | System reference Dial in by phone +1 434-230-0065,,262300344# United States, South Hill Find a local number Phone conference ID: 262 300 344# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 113 569 029 2 u More info

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint 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:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

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

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

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

2. To Subcontractors:

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

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

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

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

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

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

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

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

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing

Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the

Commonwealth may terminate this agreement after verbal or written notice without penalty. Upon termination the Commonwealth may procure the goods or services contracted for from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.

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T. INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all coverage will be provided by companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer.