Administrative Services/Procurement Staunton District Asphalt Storage Tank Replacement

IFB #161198

Issue Date: August 31, 2026 INVITATION FOR BIDS IFB# 161198

Title: ASPHALT STORAGE TANK REPLACEMENT Commodity Code(s): 83067/83079/92913/92974 Location Where Work Will Be Performed: Harrisonburg Residency – 3536 North Valley Pike, Harrisonburg, VA 22802

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Victoria.Cumella Email: Tori.Cumella@vdot.virginia.gov Phone: (540) 332-7886

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 11:00AM Eastern Daylight Time (EDT) on September 14, 2026.

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

Solicitation Closing Date and Time: 5:00PM EST/EDT on September 24, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EST/EDT on September 25, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

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

C. NORMAL AND EMERGENCY CONTACTS

D. REFERENCES

E. PLASTIC MATERIALS RECYCLED CONTENT

F. SUBCONTRACTOR APPROVAL REQUEST

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 # 161198

TABLE OF CONTENTS

PAGE

I. PURPOSE 2

II. QUESTIONS REGARDING THIS INVITATION FOR BID 2

III. GENERAL DEFINITIONS 2

IV. SPECIFICATIONS 2-7

V. PRE-BID CONFERENCE 7

VI. METHOD FOR PAYMENT 7

VII. INVOICING 7

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 7-8

IX. GENERAL TERMS AND CONDITIONS 8-15

X. SPECIAL TERMS AND CONDITIONS 15-22

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Normal and Emergency Contacts – Fillable Form

D. References – Fillable Form

E. Plastic Materials Recycled Content – Fillable Form

F. Subcontractor Approval Request

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 removal of an existing asphalt storage tank and to furnish and install a new asphalt storage tank at the Harrisonburg Residency Office in the Staunton District of the Virginia Department of Transportation, an agency of the Commonwealth of Virginia, in accordance with the specifications contained herein.

PERIOD OF CONTRACT: From date of award through June 1, 2027 ( nonrenewable)

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 Victoria Cumella at Tori.Cumella@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 4:00 PM EDT on September 14, 2026.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. SCOPE OF WORK: The Contractor shall furnish all necessary supervision, labor, transportation, equipment, tools, materials, supplies and incidentals as required to satisfactorily remove the existing asphalt storage tank and furnish and install a new 9,000-gallon fiberglass reinforced plastic (FRP) asphalt storage tank at the Harrisonburg Residency located at 3536 North Valley Pike, Harrisonburg, VA 22802. The existing pump skid will remain in service and shall be reused in the installation of the new compatible tank.

B. SITE PREPARATION: The Contractor shall prepare the site for the replacement. These responsibilities include, but are not limited to:

1. Remove existing internal tank heaters and gauge float. The heaters shall be re-used, but the Contractor shall dispose of the gauge float since a new digital gauge shall be installed in the new tank.

2. Disconnect all upper and lower process piping. If any damage is caused in this process, the Contractor shall replace at their own expense.

3. Prepare the existing tank pad for installation of the new tank. If there is any damage due to age, wear, or tear of the existing pipe, VDOT will replace the pipe.

4. Protect adjacent equipment from damage.

C. EXISTING TANK REMOVAL: The Contractor shall properly drain any residual asphalt )as the tank is currently considered to be empty), clean, and dismantle the existing asphalt storage tank and transport the tank for disposal or recycling. All costs associated with disposal shall be worked into the bid price. Upon disposal, the Contractor shall provide to the VDOT Contract Administrator or designee a certificate of decommissioning as verification of proper disposal.

D. NEW TANK SPECIFICATIONS: The Contractor shall provide a new 9,000-gallon FRP asphalt storage tank with the following specifications:

1. Plas-Tanks filament with reinforced thermoset plastic vessel manufactured in accordance with specification ASTM

3299-18.

2. The inner surface and interior layers shall be included in the structural wall calculation during the tank manufacturing.

3. The inner corrosion liner shall be fabricated with isophthalic polyester resin reinforced with 1 Ply 'C' Glass surface veil and backed with chop strand fiberglass laminate to a full 100 mils.

4. The balance of laminate shall be fabricated to full tank wall thickness with the same resin as #3 above.

5. The exterior surface shall be finished with a translucent protective coating with ultraviolet inhibitors per the industry standards for this type of tank.

6. The vessel shall be: Flat bottom w/internal slope, dish top, with an inside diameter of 10'-0'', a straight shell height of

15'-6'' and a nominal capacity of 9,000 +/- 100 gallons.

7. The vessel shall be designed for storage of Asphalt, specific gravity 1.2, a maximum design temperature of 170°F, atmospheric pressure, 105 mph winds, seismic conditions in accordance with IBC 2015, outdoor installation.

8. The vessel shall have the following accessories:

a. Tie down lugs; 304 stainless steel

b. Lifting channels; 304 stainless steel

c. 1 - 3'' NPT threaded fitting w/internal siphon pipe; Siphon Drain

d. 1 - 4'' FRP gooseneck vent w/screen

e. 1 - 24'' side flanged manway w/cover, neoprene gasket & 304 stainless steel fasteners

f. 1 - 1'' NPT threaded fitting; Thermometer (device excluded)

g. 1 - 2'' NPT threaded fitting; Level

h. 1 - 4'' gusseted flanged nozzle; Suction

i. 1 - 4'' gusseted flanged nozzle; Recirculation

j. 1 - 18'' top hinged manway w/cover & latch (not vapor tight)

k. 1 – 18" X 7" flanged nozzle w/neoprene gasket; Heater (device excluded)

l. FRP encapsulated nameplate stating the manufacturer, model, serial number, and manufactured date.

E. TANK PLACEMENT: The Contractor shall provide a crane with operator services to unload and set the new tank onto the existing foundation. The Contractor shall verify proper alignment and positioning of the new tank prior to installation beginning. The cost of the crane services shall be included in the lump sum bid price. The Contractor shall be responsible for determining the appropriate equipment and crane size necessary to safely and successfully complete the work.

G. MECHANICAL INSTALLATION: The Contractor shall provide mechanical installation of the new tank to include the following functions:

1. Install existing internal tank heaters into the new tank. The new tank shall be compatible with the existing heaters and the Contractor shall be responsible for ensuring proper fit and installation.

2. Install new digital level instrumentation.

3. Install new 3-inch drain valve.

4. Install new manway cover.

5. Reconnect all upper and lower process piping.

6. Perform final mechanical inspection ensuring there are no leaks and the heater and the pump operate properly.

7. All electrical processes are considered plug and play so a certified electrician is not required.

H. TANK INSULATION: The Contractor shall be responsible for installing new exterior insulation on the tank after setting up and shall meet the specified temperature retention requirements and weather protection per the manufacturer’s recommendation. Insulation: Material type (e.g., fiberglass or rockwool) and minimum thickness (typically 3 to 6 inches) wrapped in an aluminum or stainless steel jacket to minimize heat loss per industry standards.

I. INSPECTION AND CERTIFICATION: The Contractor shall coordinate third party inspection by a qualified tank inspection company, independent of the Contractor, after the completed installation. The Contractor shall obtain certification and the cost for this inspection shall be incorporated into the bid price. The inspection shall be promptly scheduled upon completion of the work, with the written inspection certification provided following the inspection verifying the tank has been installed in accordance with applicable codes. The contractor shall complete all work, obtain the required inspection and written certification and have the tank fully operational prior to April 1,2027.

J. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. PERSONNEL:

a. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure their capacity to perform under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of performing services within the timeframe required herein. Upon award, the Contractor shall provide to the VDOT Contract Administrator, with a detailed timeline of anticipated dates for the work being performed, with all work completed and fully operational by April 1, 2027.

b. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contract work. The person’s name and phone number shall be provided on the bid response.

The Contractor shall provide this name, as well as additional personnel names and phone numbers, who can be contacted 24 hours, seven (7) days a week. See Attachment C - Normal and Emergency Contacts.

c. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor shall be responsible for providing competent, properly trained, experienced, qualified personnel to accomplish the work. VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgment, are not adequately qualified to perform the work.

At no time shall a new or untrained employee be permitted on the premises without the Contractor’s Representative or be expected to perform the work without adequate training and familiarity with the contract requirements.

The Contractor employees shall follow all safety/security procedures by VDOT.

The Contractor’s personnel shall at all times adhere to requirements of OSHA and VOSH regarding employee safety and health as related to work performed on this contract.

d. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time provided in writing by the VDOT Contract Administrator, a Procurement Complaint Form may be issued against the Contractor.

e. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of their employees using his best skill and attention.

f. COMMUNICATION: The Contractor’s Supervisory Representative shall be capable of communicating (both verbally and in writing) in the English language. This personal shall be capable of communicating instructions to their employees. The Contractor shall have and maintain communication, using cell phones or other suitable means, which are fully operation in the Staunton District, with the VDOT Contract Administrator or designee while working under this contract.

g. BID PRICE: Bid price shall be in the form of a firm, fixed price. The bid price shall include all direct and indirect overhead costs including but not limited to, supervision, tools, equipment, transportation/ mileage, new tank, general and administrative costs, etc. This will also include the use of cellular phones and handheld radios used by the Contractor to conduct business. No extra costs will be allowed during the contract period.

h. SANITARY FACILITIES: The Contractor can use VDOT’s sanitary facilities, if available, as long as there is no abuse and the facilities are left in the same manner in which they are found.

2. EQUIPMENT:

a. CONTRACTOR FURNISHED EQUIPMENT: The Contractor shall provide all tools and equipment in accordance with industry standards for the satisfactory execution of the solicited work. All costs shall be included within the bid unit price. VDOT will not be responsible for any lost, stolen and/or damage to the Contractor’s vehicles, equipment, tools and supplies as a result of work being performed under this contract.

3. GENERAL MATERIALS AND SUPPLIES:

a. CONTRACTOR-FURNISHED MATERIALS & SUPPLIES: The Contractor shall furnish all supplies and materials needed unless other arrangements are made by VDOT. The materials shall be new and free from defect.

Products supplied by the Contractor shall be quality products that comply with all applicable laws, ordinances, rules, regulations and codes and are compatible with pre-existing materials and equipment involved and have been pre-approved for use by the VDOT Contract Administrator or designee. The use of used parts is strictly prohibited.

b. WARRANTIES: All materials and equipment shall have the manufacturer’s warranty, and all labor shall be fully guaranteed against defects in material and workmanship for a period of one (1) year following the completion date.

Should any defect be noted by VDOT, the VDOT Contract Administrator or designee will notify the Contractor of such defect or non-conformance. Notification will state either (1) that the Contractor shall replace or correct, or (2) VDOT does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to VDOT and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, a Procurement Complaint Form may be issued. The warranty information shall be submitted with the bid submission or be provided within two (2) business days of request from VDOT.

c. MANUALS: For newly installed equipment, all manufacturers’ installation, operation and parts manuals, and certificates shall accompany invoices submitted for payment.

K. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the VDOT contract specifications and completed to the satisfaction of the VDOT Contract Administrator or designee. The Contractor shall be responsible for all repair work and any necessary re-work on work previously performed.

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

3. SECURITY: If required, the Contractor’s Supervisory Representative shall be responsible to secure the work area before leaving the location. For security reasons, the Contractor’s employees must present proper identification when reporting to a VDOT facility (i.e. examples are company identification card, driver’s license).

4. USE OF PREMISES: The Contractor shall perform their work in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises.

5. DELIVERY AND PARKING: Arrangements may be made to deliver material and equipment to work sites. The

VDOT Contract Administrator or designee will approve parking and material storage arrangements. The Contractor shall not be permitted to park vehicles and equipment at a VDOT facility when not performing services without prior written permission from the VDOT Contract Administrator or designee. VDOT will not be liable for any Contractor vehicles or equipment that are missing, stolen, or damaged while parked at a VDOT facility.

6. STORAGE: The Contractor shall NOT store any flammable or hazardous materials on the VDOT property without prior approval of the VDOT Contract Administrator or designee. Upon approval, VDOT may provide storage sites for the Contractor’s equipment or materials; however, VDOT will not be responsible for any damage to the Contractor’s equipment or materials. Hazardous or flammable materials that are stored after work hours shall be done in covered metal containers approved by OSHA and VOSH for hazardous, flammable materials. The Contractor shall store their equipment, parts, and materials in such an orderly fashion that it will not interfere with the progress of their work or the work of any other Contractor.

7. CLEANUP: The Contractor shall clean up frequently, so the work site presents a neat, orderly and workmanlike appearance at all times. The work area/site shall have waste materials and rubbish removed. The area shall be returned to the level of cleanliness prior to work commencing which will be documented in advance by the VDOT Contract Administrator.

8. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once work has commenced, with the exception of interruptions caused by weather or delays authorized by the VDOT Contract Administrator or designee. The Contractor shall provide sufficient equipment and personnel to complete the work within the timeframe specified. Performing maintenance or repairs to the Contractor’s equipment or re-fueling equipment shall not cause interruptions. If this is not done, a Procurement Complaint Form may be issued.

L. AUTHORIZED WORK HOURS:

1. NORMAL HOURS: The work week (regular business hours) will be defined as Monday through Friday from 7:00 am to 3:30 pm.

2. STARTING TIMES AND SCHEDULES: Starting times and schedules may vary and will be at the discretion of the VDOT Contract Administrator or designee.

3. STATE HOLIDAYS: No work shall be permitted on Saturdays, Sundays, or major holidays, without written permission from the VDOT Contract Administrator. Major holidays are to include but are not limited to: New

Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Election Day, Columbus Day/Yorktown Victory Day, Veterans’ Day, Thanksgiving Day, the day after Thanksgiving and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday.

M. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure that all personnel and equipment comply with all OSHA and VOSH Standards as they apply to the work being done and not create any hazardous conditions. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. Refer to Special Terms and Conditions Section 30. Safety and Health Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work areas are maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property. The Contractor shall provide and maintain all passageways, guard fences, lights and other facilities for the protection of persons and property.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT Contract Administrator will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as he may deem necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

4. PASSENGERS: No additional passengers except those performing work as identified under this contract shall be allowed to ride in the service vehicle or allowed on VDOT property.

5. SIGNING: The Contractor shall be responsible for the work site being appropriately designated/protected by any necessary signing/barriers including signs, caution tape, etc. as required to identify any dangerous situation created by the work being performed.

N. DELIVERY:

1. DELIVERY: The asphalt storage tank shall be furnished, delivered, installed, and fully operational on or before April 1, 2027, at the jobsite located at 3536 North Valley Pike, Harrisonburg, VA 22802.

2. DELIVERY NOTIFICATION: The Contractor shall notify VDOT 24 hours prior to delivery so that personnel may be available to verify items received. Notification shall be made to Mr. Frank Lehner, 540-332-9155 or Mr. John Reed 540-332-9154.

O. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The Contractor’s official notification is the purchase order, which will be mailed, faxed, or emailed to the Contractor prior to the commencement of work.

V. MANDATORY PRE-BID CONFERENCE AND SITE VISIT:

A mandatory, in-person pre-bid conference and site visit will be hosted by the Contract Officer at 11:00 AM EST on September 14, 2026, at 3536 North Valley Pike, Harrisonburg, VA 22802. 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 11:05 AM EST.

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

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

Invoice shall be submitted within thirty (30) days after acceptance of goods by VDOT and completion of work to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format.

mailto:edi@doa.virginia.gov

Virginia Department of Transportation Attn: Business Administration

811 Commerce Rd Staunton, VA 24401

In lieu of mailing, invoices may be submitted as an attachment via email to StauntFiscalAP@VDOT.Virginia.gov

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

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

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 9:00 AM EST on September 25, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/230548155769761?p=dCazyP78WAjGtKBwUr Meeting ID: 230 548 155 769 761 Passcode: eX7Ax3PA

Need help? | System reference Dial in by phone +1 434-230-0065,,706430604# United States, South Hill Find a local number Phone conference ID: 706 430 604# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 113 235 257 2 More info mailto:StauntFiscalAP@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/230548155769761?p=dCazyP78WAjGtKBwUr https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTFlODE0MTUtNmU3Ny00MjYxLTk0YWYtNWYyMmU2NGUxYTg3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22bbd13d3c-b13c-47bf-95dc-61140276ae67%22%7d tel:+14342300065,,706430604 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=706430604 https://www.webex.com/msteams?confid=1132352572&tenantkey=commonwealthofvirginia&domain=m.webex.com

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:

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

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

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

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

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

Q. TAXES: Sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption registration number is 54-73-0076K.

If sales or deliveries against the contract are not exempt, the contractor shall be responsible for the payment of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the contractor from offering a tax-included price.

R. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.

The bidder is responsible for clearly…