848365vadot161259.pdf

Administrative Services/Procurement

Richmond District Chesterfield Residency

Specialty Mowing with Mechanical Edging

IFB #161259

Issue Date: October 2, 2026 INVITATION FOR BIDS IFB# 161259

Title: Specialty Mowing with Mechanical Edging

Commodity Code(s): 9883653200, 9885650100, 5952630000

Location Where Work Will Be Performed: Chesterfield Residency

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Cheryl Lewis

Email: Cheryl.Lewis@vdot.virginia.gov

Phone: (804) 786-5959

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on October 14, 2026.

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

Solicitation Closing Date and Time: 9:00 AM EDT on October 26, 2026. Refer to Solicitation Section VIII.1 for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EDT on October 26, 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. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. 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 # 161259

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 4

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

B. Small Business Subcontracting Plan (SBSP)

C. Subcontractor Approval Request

D. Normal and Emergency Contacts

E. References

F. Specialty Mowing Routes/Acres

G. References (If Necessary)

H. Contractor License Requirements (If Necessary)

I. Name of manufacturer and Shipping Point (If Necessary)

G. Mowing Sight Distance Guidelines

H. Lane Closure Allowable Work Hours

I. Virginia Code Red Ozone Days

J. Examples of Edging

K. Prevailing Wage Rate Determination(s)

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 equipment, labor, supervision, material and any other incidentals necessary to perform specialty zero-turn mowing, motorized mechanical edging, string trimming, and litter removal services for designated areas on Primary and Secondary

Routes within VDOT’s Richmond District Chesterfield Residency within the counties of Amelia, Chesterfield and Powhatan.

PERIOD OF CONTRACT: From date of award through a one (1) year period (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 Cheryl Lewis at Cheryl.Lewis@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 5:00 PM EDT on October 19, 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.

1. Mowing: Commercial zero-turn mower and non-tractor mechanical cutting of herbaceous and woody vegetation, less than two (2) inches in diameter, measured at the base.

2. Mowing cycle – One complete mowing, mechanical edging, string trimming and litter removal of a designated list of route segments.

3. Mowing operation – Litter pickup, mowing, mechanical edging and string trimming on a continuous basis until cycle is complete.

4. Litter – Man-made items (bottles, paper, plastic bag, cardboard, etc.) that can be collected by bagging and carried by hand.

5. Day – Calendar Day.

6. Clear zone-The roadside border area, starting at the edge of the traveled throughway (edge of pavement), available for safe use by errant vehicles.

7. Specialty mowing – Mowing, mechanical edging, string trimming, litter removal and generated vegetative debris removal from gutter pans, bike paths, curbs, concrete islands and concrete & asphalt sidewalks, walkways and multi-use paths to mailto:Cheryl.Lewis@VDOT.Virginia.gov maintain designated areas, as identified in the attached list of route segments, in a neatly manicured condition as specified herein. Prior to the start of any mowing activities, the locations to be mowed shall be thoroughly inspected and all trash and debris shall be removed.

8. Trimming – using a hand-held motorized string trimmer around signs, fences, posts, trees, narrow, raised and/or concrete medians and weeds in gutter pans & drop inlet (DI) boxes, mailboxes, guardrails and surfaces immediately behind guardrails, wing walls for bridge structures, delineators and anywhere else where a zero-turn mower cannot safely fit or operate to mow an area of responsibility.

9. Mechanical Edging – using a hand-held motorized (gasoline or battery-operated) mechanical edger to perform mechanical edging to cut a clean, straight edge along all curbing, concrete sidewalks, walkways and multi-use paths, resulting in a professional, manicured look upon completion. A string trimmer (“weed eater”) or string trimmer attachment shall not be used for this work.

10. Woody Vegetation - Live trees, non-herbaceous shrubs, plants and any other vegetation with a woody stem less than 2” in diameter at base.

IV. SPECIFICATIONS:

A. SCOPE OF WORK:

The Contractor shall perform specialty zero-turn mowing, mechanical edging, string trimming and litter pickup/debris removal services. All mowing operations shall be performed in accordance with all specification requirements as stated herein.

It is estimated that VDOT may require eight (8) mowing and litter removal cycles per year. It is estimated that VDOT may require one mechanical edging cycle per year.

The pricing schedule reflects an estimated eight (8) cycles for mowing and litter and one cycle for mechanical edging.

A mowing cycle will consist of the routes and tasks as identified in the Work Request email provided by the Contract

Administrator.

1. This work shall consist of mowing vegetation, mechanical edging, string trimming and litter/debris removal within the VDOT right-of-way and includes all ramps, curbs, medians, gore areas, concrete & asphalt sidewalks, walkways and multi-use paths and areas behind the ditch line, as required, on routes as specified herein. Mowing shall be performed in accordance with Section 7.1 ROADSIDE, Mechanical Mowing – Urban and Rural of the VDOT

Maintenance Best Practices manual VDOT Maintenance Best Practices. Vegetation shall be mowed in a way that exhibits a uniform appearance and uniform height, without skips or uncut areas. The Contractor shall give special attention to mowing gore areas, infield areas, medians, curves and intersections in a manner to ensure safe sight distance.

a. Safety: Mowing operations shall ensure sight-distance requirements are maintained at all times. Mowing sight distance guidance is provided in Attachment G.

All equipment used on the project shall be maintained in safe operating condition. Contractor shall inspect equipment daily and remove from service any equipment found to be unsafe.

All employees shall be trained in hazard recognition, proper use of PPE, safe equipment operation, and temporary traffic control procedures prior to performing work on site.

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b. Lowest Cut Limit: Vegetation shall be cut to a height between four (4) and six (6) inches. Mowing to a height less than four (4) inches is prohibited. Such mowing, including scalping, may damage or kill the desirable turf species. Areas denuded, reduced of vegetation density or scalped due to improper Contractor mowing practices shall be reseeded at the Contractor’s expense, in accordance with the current Road and Bridge Specifications section 603.

c. No-mow Turfgrass Species: Areas predominately populated with weeping lovegrass and leguminous species such as crown vetch, sericea lespedeza, flat pea and other no-mow turfgrass species (often found on slopes greater than three (3) to one (1)) shall not be mowed unless for sight distance or safety related concerns.

d. Pollinator Habitat Program: Every effort shall be made to preserve native pollinator plant species, including but not limited to milkweed. Many of these plants are located within “Additional Mow Areas” and it is recommended that mowing of these areas occur in March and/or after October 31st. If there are large areas of pollinator species within the parameters of “Mow Areas” and there is no safety issue, the Contractor shall delineate the areas and mow in March and/or after October 31st. Pollinator Habitat Program information will be provided if requested.

2. The Department reserves the right to conduct mowing operations within any areas identified in this contract at the sole discretion of the Department. In the event the Department does conduct mowing operations, the Contractor shall not be paid for such acres mowed by the Department.

3. ATTACHMENT H – Lane Closure Allowable Work Hours are included as part of the scope of work. This attachment contains the allowable work hours for specific route segments if a lane closure is required to perform work.

4. ATTACHMENT F – SPECIALTY MOWING ROUTES/ACRES: All mowing areas within the scope of work of this contract are contained within Attachment F, which lists routes and acres. NOTE: routes requiring mechanical edging of sidewalks and curbs are also identified within Attachment F.

5. Acre & linear feet quantities may increase or decrease at VDOT’s discretion. Acre & linear feet quantities will be verified and validated by both VDOT and the Contractor for each section worked.

6. Price per acre and price per linear foot shall remain fixed regardless of vegetation height, condition and/or level of effort necessary to meet the mowing, mechanical edging, string trimming or litter pickup requirements and standards.

B. GENERAL MOWING STANDARDS:

1. Zero Turn Mowers: The use of zero-turn mowers for mowing shall mean the cutting of those areas accessible to zero-turn mowers and where ground topography allows a zero-turn mower to safely traverse. The zero-turn mowers, with either mulch plate attachments or rear-discharge machines, shall mow with attention to prioritizing pedestrian and bicycle safety during operations. Zero-turn mowers shall also be grouped together in a gang type mowing operation where possible, and vegetation shall be mowed in such a way that exhibits a uniform appearance without skips or areas where tires have rolled vegetation down, leaving it uncut. Uncut areas or skips which are required to be mowed shall be corrected in a self-policing manner by the Contractor. Such corrections shall be made by the Contractor within no more than 24 hours of self-discovery or notification by the Department.

2. Tractor Mowing: If the conditions require the use of a tractor mower on any road segment, the Contractor shall request written pre-authorization from the Contract Administrator. If that authorization is granted, any area mowed with a tractor mower shall immediately be mowed again with a zero-turn mower to present a uniform appearance.

3. Mechanical edging shall present a professional, manicured appearance. These areas include concrete sidewalks, walkways, multi-use paths, median & shoulder curbing and curb & gutter. The Contractor shall mechanically edge all curbing as well as all sidewalks, walkways and multi-use paths during each mow cycle, unless VDOT indicates not to mechanically edge for a specific route or routes at the start of the cycle. The end result of all mechanical edging shall resemble a professional, clean surface as shown in Attachment J Examples of Edging. If mechanical edging is requested to be performed, it shall be performed within the 45-day cycle at the mechanical edging unit price bid.

Additional mechanical edging services, separate from mowing operations, if authorized by the VDOT Contract

Administrator, shall be paid at the unit price bid for mechanical edging.

4. String trimming (also known as ‘Non-tractor Mowing’) shall present a neatly trimmed and uniform appearance. The areas to string trim are those areas that cannot be mowed by zero-turn mowers, due to inaccessibility or where the terrain topography is too dangerous (as determined by the Department) to be traversed by zero-turn mowers. Non-tractor mowing shall be performed in those areas where access of equipment is limited and handheld tools (such as

“weed eaters”, push mowers, etc.) are required. These areas include, but are not limited to fence posts, trees, narrow, raised and/or concrete medians, asphalt sidewalks, drop inlet boxes, wing walls under bridge structures, delineators, signs, mailboxes, guardrails, paved surfaces behind guardrail and other obstructions. String trimming shall be performed no later than two (2) days after the area has been zero-turn mowed. Additionally, if VDOT elects to not have mechanical edging performed during a cycle, then string trimming shall be performed in its place where edging would have occurred.

5. Mowing activities shall comply with the Code of Virginia 18.2‐324 and no cut grass shall be deposited on the roadway being mowed. https://law.lis.virginia.gov/vacode/title18.2/chapter7/section18.2-324/ The Contractor’s personnel shall remove generated vegetative debris from the travelled roadways, concrete ditch lines (to include median concrete ditch lines) as well as from gutter pans while the mowing operation is under way – generated debris shall not be left and picked up later. The Contractor shall remove existing dirt and vegetative debris as well as generated dirt and vegetative debris from the surfaces of concrete & asphalt sidewalks, multi-use paths, pavement, walkways, and drainage structures adjacent to mowed and mechanical edged areas during each mow cycle, and after each mowing and non-tractor mowing operation. The costs associated with such removal shall be included in the bid pricing.

6. When mowing behind a guardrail, mowing shall be performed in accordance with the guardrail deflection zone requirements for the type of guardrail (measured from the base of the support post) in the mowing area. The Contractor shall request clarifications from the VDOT Contract Administrator or for deflection zone measurements for the guardrail located within the boundaries of the contract.

7. Areas and acres, which are identified by the VDOT Contract Administrator not to be mowed will not be billable. Those areas will be noted and documented prior to the start of any mowing operation. Currently, there are not any areas or acres not to be mowed within this solicitation. VDOT reserves the right to add non-mow areas at any time.

C. LITTER/DEBRIS REMOVAL:

1. Litter removal shall be paid per acre at the unit price bid. The Contractor shall provide equipment and personnel to collect, remove and dispose of any and all litter from the mowing area prior to mowing. The Contractor’s personnel shall also pick up and dispose of any litter that is discovered during or after mowing operations and shall take all actions necessary to prevent damage to mowing equipment or the traveling public during mowing operations. All litter, as collected, shall be containerized immediately and kept, at all times off the traveled portions, shoulders, and rights-of-way, (including emergency lanes). All collected litter shall be disposed of legally at the end of each day by the Contractor at the Contractor’s sole expense.

2. Acre quantities may increase or decrease at VDOT’s discretion. Acre quantities will be verified and validated by both VDOT and the Contractor for each area from which litter is removed.

3. Litter removal price per acre shall remain fixed regardless of vegetation height, condition and/or level of effort https://law.lis.virginia.gov/vacode/title18.2/chapter7/section18.2-324/ necessary to meet the litter removal requirements and standards.

4. Additional litter removal services, separate from mowing operations, if requested by the VDOT Contract

Administrator, shall be paid at the litter removal unit price bid.

5. Contractor shall immediately notify VDOT if any hazardous, dangerous, or suspect materials are encountered. The

Contractor shall not attempt to remove these materials.

6. Large animals (in the weight class of bear or deer) or debris items which cannot be reasonably or safely handled by one or two of the Contractor’s personnel by hand (as determined by VDOT), will be disposed of by VDOT.

7. The Contractor shall be responsible to pick up and dispose of any litter that could cause damage to mowing equipment or present a safety hazard to the traveling public during mowing operations.

D. OPERATIONS:

1. START-UP MEETING: Prior to the first mowing of each year, the Contract Administrator may request a start-up meeting to review the contract specifications, routes, mowing width and length, including but not limited to;

guardrails, safety, traffic control and operation, etc. If the VDOT Contract Administrator requests such a meeting, the Contractor shall attend the meeting at a time and location mutual to VDOT and the Contractor.

2. COMMENCEMENT OF WORK: The Contractor will be provided a Work Request via email by the VDOT

Contract Administrator a minimum of ten (10) days prior to the mowing cycle start date. No work shall be performed prior to the issuance of a Purchase Order and Work Request email. The mowing cycle start date will be contained in the Work Request email, along with which route segments the Contractor shall/shall not mechanically edge during that cycle. The Contractor shall commence litter removal prior to the start of mowing and may begin litter removal up to two (2) days prior to a section being mowed. Once the mowing begins, the Contractor’s mowing operations shall be continuous on a daily basis until completion. No additional time will be given for equipment breakdowns or scheduling problems. Cycle extensions will only be considered due to weather conditions delaying work from being performed; however, the Contractor shall notify the Contract Administrator via email of weather impacting work on the day the work is impacted.

3. HOURS OF WORK: Unless approved by the Contract Administrator or otherwise specified in Attachment H Lane

Closure Allowable Work Hours, the hours of allowable mowing, trimming/edging and litter removal shall be from one hour after sunrise until one hour before sundown (per published times), Monday through Saturday. No mowing will be allowed on Sundays or holidays without prior written approval of the Contract Administrator. Holidays will be defined as all official State Holidays, the day preceding and the day immediately following that day. (For holidays that fall on Monday, Friday the week before is considered the day before the holiday. For holidays that fall on Friday, the following Monday is considered the day after.)

4. TIME TO COMPLETE:

a. Each mowing cycle shall be completed within 45 calendar days.

b. Completion of mowing shall be defined as complete mowing of all areas identified by section including litter removal, zero-turn mowing, and mechanical edging/ string trimming to a uniform standard in accordance with

VDOT specifications, to include any deficiency corrections.

c. Twenty-four (24) hours prior to the start of the mowing cycle, the Contractor shall be responsible for notifying the VDOT Contract Administrator by email of which routes are planned to be worked.

d. Once the mowing cycle starts, the Contractor shall send daily emails, no later than 8:00am to the VDOT

Contract Administrator, listing which routes were worked on the previous day and which routes are scheduled to be worked for that day. Within that email, the Contractor shall clearly specify any routes that are completed and ready for VDOT’s inspection. VDOT will inspect each completed route within the next two (2) business days to allow the Contractor time to correct any deficiencies within the next 24-hour time period. Texting shall not be an acceptable form of communication from the Contractor to the VDOT Contract Administrator.

Once a deficient route has been corrected, the Contractor shall notify the Contract Administrator the same day of the correction via email, so that VDOT may perform a re-inspection by the end of the next business day.

5. VA TRAFFIC/TRANSPORTATION OPERATION CENTER (TOC): The Contractor shall notify the

Contract Administrator and TOC of any lane closures and re-openings during the mowing operation. The TOC may be reached at 804-796-4520, 24 hours per day. These notifications shall occur prior to a lane closure and immediately upon a lane reopening.

6. DAMAGES: Care shall be taken not to mow no-mow turf species, wildflower plantings, planted trees and shrubs.

The Contractor shall be responsible for replacing in-kind, any such plants damaged by the Contractor at their expense. Such plantings by the Contractor shall be done in accordance with VDOT planting requirements as provided and approved by the Contract Administrator.

The Contractor is responsible for damage, including but not limited to; state property, the replacement of traffic signs, delineator posts, guardrail, etc., or to private property such as mailboxes, paper boxes, etc., if any such assets or property are damaged as a result of the Contractor’s mowing operations. The Contractor shall repair damaged property at the Contractor’s expense within 24 hours, excluding traffic signs - these shall be replaced immediately.

E. PERSONNEL:

1. COMMUNICATION WITH VDOT FORCES: The Contractor’s foreman shall be capable of communicating instructions to members of the Contractor’s crew. The foreman shall be equipped with a cellular telephone at all times, which shall be capable of operating throughout the area covered under this contract and be able to communicate effectively with the Contract Administrator. The phone number shall be provided to VDOT prior to commencement of work. The foreman shall be with the Contractor’s crew or be within 10 minutes of the mowing operation’s location.

2. EMPLOYEE SAFETY: The Contractor shall have in effect a safety program meeting Federal and Virginia

Occupational Safety and Health regulations.

F. EQUPIMENT REQUIREMENTS:

1. It is the Bidder’s responsibility to have available, sufficient equipment and personnel to perform the mowing, mechanical edging/string trimming and litter removal operations specified in this contract. The Contractor’s personnel and equipment shall meet minimum requirements of Occupational Safety and Health Administration

(OSHA) and Virginia Occupational Safety and Health (VOSH) requirements. Each zero-turn mower shall be equipped with Vehicle Warning lights as specified in the Virginia Work Area Protection Manual (Work Area

Protection Manual and Pocket Guide | Virginia Department of Transportation and, when needed, approved triangle safety signs per the Manual on Uniform Traffic Control Devices (MUTCD - Virginia MUTCD | Virginia

Department of Transportation. Each litter removal vehicle shall be equipped as specified in the current edition of the Virginia Work Area Protection Manual. Mowers shall be equipped with appropriate safety devices to prevent objects from being thrown into traffic. Contractor shall possess and use Commercial Grade zero-turn radius equipment to be used during specialty mowing operations. This equipment shall either be fitted with mulch plate attachments to prevent any blowing debris or be a rear-discharge machine.. VDOT reserves the right to inspect equipment prior to it being placed into operation. Due to safety concerns, some equipment may be specifically excluded from use by the Contractor.

2. BLADES/CUTTING EDGES: All blades on mowing equipment shall be sharp to provide a clean cut. Rough cuts due to dull blades may result in poorly groomed turf. The Contractor, at their own expense, shall re-mow those areas where a uniform appearance is not left.

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3. STORAGE OF EQUIPMENT: The Contractor shall not park or stage equipment along VDOT’s right-of-way or on

VDOT property without prior written approval from the VDOT Contract Administrator. Contractors choosing to park equipment on VDOT right-of-way do so at their own risk. VDOT will not be liable for any loss including damage, theft or vandalism. If allowed and approved by VDOT, all parking on VDOT’s right-of-way shall be done in a safe manner and out of the way of the traveling public.

G. TRAFFIC CONTROL REQUIREMENTS:

1. SIGNAGE: The Contractor shall be responsible for traffic control during all mowing, mechanical edging/string trimming and litter removal operations. The Contractor shall be responsible for furnishing and operating all signs, sign stands, flags, cones, arrow panels, truck-mounted attenuators, vehicles and any other items necessary for traffic control. The Contractor shall be responsible for setup and removal of all traffic control. All costs associated with traffic control shall be included in the unit price bid. The Contractor shall remove signs and stands at the end of each day’s work. The Contractor shall use the most current edition of the VA Work Area Protection Manual (VWAPM) to determine the correct traffic control for the roadway type for which operations are underway. VDOT’s Contract

Administrator or designee will suspend mowing operations if the incorrect traffic control is used. The Contractor shall not resume operations until the correct traffic control is in place. If the Contractor has any question or dispute regarding the required traffic control, the Contractor shall call the VDOT District Work Zone Safety Coordinator (Kyle Sexton at 804-824-0915 or Cody Fry at 804-712-6995). If the Work Zone Safety Coordinator is called for a dispute, the Work

Zone Safety Coordinator will have the final decision. If a lane closure is necessary, the Contractor is responsible for checking the allowable work hours for that road per the Richmond District Guidelines for Lane Closure for Allowable

Work Hours to setup the traffic control for the lane closure. See Attachment H Lane Closure Allowable Work Hours pages 2-7.

2. The Contractor shall ensure that all Work Zone signs are in place before any work commences on any roadway.

3. LIMITED AND NON-LIMITED ACCESS ROADWAY TRAFFIC CONTROL:

During mowing operations, traffic control shall be set up and maintained and shall comply with the Virginia Work

Area Protection Manual (VWAPM) and all updates and revisions. Truck-mounted attenuators will be required as advance warning vehicles behind all tractor mowers on the left and right side of the roadway, as deemed necessary.

Mowing signs shall be displayed on all ramps prior to the start of mowing operations in the interchange areas. Work areas shall not exceed 2 miles in length.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on October 14, 2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

The conference will begin promptly at the time indicated. At the start of the conference the Contract Officer will conduct an attendance roll call to identify the individuals participating. Participants will be requested to provide their individual name, company name and contact information during the roll call.

This Microsoft Teams Virtual Meeting conference can be accessed with the below information:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/253061231265305?p=bn5jq2TcZCGse5fxpI

Meeting ID: 253 061 231 265 305

Passcode: 9sx92CQ6

Need help? | System reference https://teams.microsoft.com/meet/253061231265305?p=bn5jq2TcZCGse5fxpI https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcyMjYzN2EtNTljZC00MTA0LTg4OTctZTc3ZGZkZTVkOTc5%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ccefe87b-f31b-4e66-b993-18dc38a93dd4%22%7d

Dial in by phone

+1 434-230-0065,,611742456# United States, South Hill

Find a local number

Phone conference ID: 611 742 456#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 119 692 580 5

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. METHOD FOR PAYMENT:

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

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

0473 or via email at: edi@doa.virginia.gov

VII. INVOICING:

Invoices shall be submitted at the completion of each cycle and after acceptance of work by VDOT 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.

Virginia Department of Transportation

Chesterfield Residency, ATTN: Kelly True

3301 Speeks Drive

Midlothian, VA 23112

In lieu of mailing, invoices may be submitted as an attachment via email to

Richmond_Res.ChesterfieldContracts@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 tel:+14342300065,,611742456 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=611742456 mailto:edi@doa.virginia.gov mailto:Richmond_Res.ChesterfieldContracts@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html 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 October 26, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/289518347071681?p=dzsA7wGm1VdR5HfJ7p

Meeting ID: 289 518 347 071 681

Passcode: Yt95gh64

Need help? | System reference

Dial in by phone

+1 434-230-0065,,23763914# United States, South Hill

Find a local number

Phone conference ID: 237 639 14#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 115 071 590 7

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 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/289518347071681?p=dzsA7wGm1VdR5HfJ7p https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTM4NDY4NmMtNjdlMi00ZTkyLTg3M2YtYWQ3ZmFjM2Y4ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ccefe87b-f31b-4e66-b993-18dc38a93dd4%22%7d tel:+14342300065,,23763914 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=23763914 http://www.eva.virginia.gov/ brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the

Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1(E)).

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

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

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

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

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

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

Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

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:

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…