Administrative Services/Procurement

Lynchburg District Inventory

Hazardous/Non-Hazardous Waste Disposal

UIFB/IFB #161254

Issue Date: October 8, 2026 INVITATION FOR BIDS IFB# 161254

Title: Hazardous/Non-Hazardous Waste Disposal

Commodity Code(s): 92645

Location Where Work Will Be Performed: Lynchburg District

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Robert Dowdle

Email: Robert.Dowdle@vdot.virginia.gov

Phone: (434) 856-8320

NOTE TO BIDDERS

Prebid Conference: A pre-bid conference will not be held for this IFB.

Solicitation Closing Date and Time: 2:00 PM EDT on October 20, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 2:30 PM EDT on October 20, 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

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 # 161254

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 7

VI. METHOD FOR PAYMENT 7

VII. INVOICING 7

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 8

IX. GENERAL TERMS AND CONDITIONS 9

X. SPECIAL TERMS AND CONDITIONS 16

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. Prevailing Wage Rate Determination(s)

F. References (If Necessary)

G. Contractor License Requirements (If Necessary)

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

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," an agency of the Commonwealth of Virginia, is soliciting bids from qualified Contractors to establish an "On Call" contract to provide Hazardous, Non-Hazardous, and

Universal Waste transportation and disposal of aerosol cans, gasoline filters, oily rags, antifreeze, mixtures of petroleum

(oil/diesel/gas) and water; service VDOT owned oil/water separators-floor sumps-grit chambers.

PERIOD OF CONTRACT: From date of ward through one year (renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting

Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier

Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

If the Bidder is not a DSBSD-certified small business, the “I Plan To Use Subcontractors” box must be selected and the

Bidder shall identify on the SBSP attachment the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods.

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Robert Dowdle at Robert.Dowdle@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 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. General Information:

The Lynchburg District Equipment Section is made up of 4 Repair Shops. The contractor shall provide on-call service to all of these sites on an “as needed basis.”

The Equipment Repair shops addresses are listed below:

Location Address County

Lynchburg District Shop 4219 Campbell Avenue, Lynchburg, VA 24501 Campbell

Halifax Shop 5219 Halifax Road, Halifax, VA 24588 Halifax

Chatham Shop 19281 U.S. Highway 29, Chatham, VA 24531 Pittsylvania

Farmville Shop 637 Commerce Road, Farmville, VA 23901 Prince Edward

No services shall be performed at any VDOT Equipment Repair Shop location unless requested by the Contract

Administrator (CA).

mailto:Robert.Dowdle@vdot.virginia.gov

Additionally, other AHQ/Fuel Sites may use services included in this contract on an “As Needed Basis” throughout the 10 counties and 1 city that makeup the Lynchburg District. These counties are Amherst, Appomattox, Buckingham, Campbell, Charlotte, Cumberland, Halifax, Nelson, Pittsylvania, Prince Edward. Timberlake AHQ is located in the City of Lynchburg.

See the list of addresses below. VDOT reserves the right to add additional locations or change the current locations in the list below. VDOT’s HazMat Program may also use services for the characterization, transportation, and disposal of abandoned materials in the Commonwealth right-of-way in the specified counties.

Location Address County

Amherst 590 Union Hill Road, Amherst, VA 24521 Amherst

Appomattox 309 Ferguson Street, Appomattox, VA 24522 Appomattox

Bethel 1093 Crute Lane, Scottsburg, VA 24589 Halifax

Brosville 10369 Martinsville Road, Danville, VA 24551 Pittsylvania

Bryant 33 Donahue Lane, Roseland VA 22967 Nelson

Buckingham 11655 West James Anderson Highway, Buckingham, VA

23921 Buckingham

Camp

15/Chatham

AHQ

1457 Concord Road, Chatham, VA 24531

Pittsylvania

Cluster

Springs

1024 Cherry Hill Church Road, South Boston, VA 24592

Halifax

Craftons

Gate

134 Fire Tower Lane, Drakes Branch, VA 23937

Charlotte

Cumberland 1016 Anderson Highway, Cumberland, VA 23040 Cumberland

Dillwyn 147 Thomas Road, Dillwyn, VA 23936 Buckingham

Farmville

Bridge/Sign

3400 Rosney Road, Dillwyn, VA 23936

Buckingham

Forks of

Buffalo

4278 Lexington Highway, Amherst, VA 24521

Amherst

Gretna 812 Leftwich Street, Gretna, VA 24557 Pittsylvania

Hampden

Sydney

50 Highway Shop Road, Farmville, VA 23901

Prince Edward

Kentuck 1120 Kentuck Church Road, Ringgold, VA 24586 Pittsylvania

Lynchburg

District Lot

4219 Campbell Avenue, Lynchburg, VA 24501

Campbell

Madison

Heights

497 Elon Road, Madison Heights, VA 24572

Amherst

Marysville 4032 Gladys Road, Gladys, VA 24554 Campbell

Mt. Airy 9845 East Gretna Road, Gretna, VA 24557 Pittsylvania

Phenix 3924 Patrick Henry Highway, Charlotte Court House, VA 23923 Charlotte

Rondo 7988 Callands Road, Chatham, VA 24531 Pittsylvania

Rustburg 408 Camp 9 Road, Rustburg, VA 24588 Campbell

Shipman 11502 James River Road, Shipman, VA 22971 Nelson

Sinai 1095 Farm Road, South Boston, VA 24592 Halifax

Timberlake 244 Constitution Lane, Lynchburg, VA 24502 Lynchburg City

Turbeville 2092 Piney Grove Road, Alton, VA 24520 Halifax

Volens 1031 State Shed Road, Nathalie, VA 24577 Halifax

B. Oil/Water Separators-Floor sumps-Grit chambers

The Contractor shall pump and dispose of solids/liquids from oil water separators, floor sumps, and grit chambers within 10 days of a Purchase Order being issued by the Contract Administrator and provide VDOT appropriate documentation that solids/liquids wastes were characterized (if applicable), transported, and disposed in accordance with all applicable state and federal regulations within 30 days of removal. The Contract’s Administrator will determine when these services are required and contact the Contractor. The Contractor shall, under normal conditions, provide services within 10 days of receiving the

Purchase Order. A 24-hour response may be required during emergency situations to prevent damage to VDOT equipment and property. The Contract Administrator will determine what is an emergency situation and will communicate that to the

Contractor at the time of request of service. A copy of the service records shall be provided to the VDOT representative at the location upon completion of the service call.

C. Aerosol Can Disposal:

The Contractor shall provide 55-gallon drums with proper labeling to meet state and federal laws and regulations for transportation, disposal, and/or recycling. The Contractor must provide services to include pick up, transportation, and disposal and/or recycling of spent aerosol cans at each shop location upon request of the Contract Administrator. The Contractor shall provide VDOT with waste characterization profile and supporting documentation final terminated manifests, Land Disposal

Restriction Notification form (when required) and any other required documentation to demonstrate the waste aerosol cans were transported and recycled/disposed in accordance with all applicable state and federal laws and regulations within 30 days of removal.

D. Diesel and Water Mixture:

The Contractor shall provide 55 and 30 gallon, or approximately, as requested, containers in good condition, including a lid with a ring clamp and all bung plugs. Containers should include proper labels to meet Federal/State Regulations for transportation. The Contractor must provide services to include pick up, transportation, and disposal/recycling of Diesel and

Water Mixture at each fuel site location upon request by the Contract Administrator. The Contractor shall provide VDOT with shipping manifest and appropriate documentation that the used Diesel and Water Mixture was properly characterized (if applicable), transported and recycled/disposed in accordance with all applicable state and federal regulations within 30 days of removal.

E. Gasoline and Water Mixture:

The Contractor shall provide 55 and 30 gallon, or approximately, as requested, containers in good condition, including a lid with a ring clamp and all bung plugs. Containers should include proper labels to meet Federal/State Regulations for transportation. The Contractor must provide services to include pick up, transportation, and disposal/recycling of Gasoline and

Water Mixture at each fuel site location upon request by the Contract Administrator. The Contractor shall provide VDOT with shipping manifest and appropriate documentation that the used Gasoline and Water Mixture was properly characterized (if applicable), transported and recycled/disposed in accordance with all applicable state and federal regulations within 30 days of removal.

F. Gasoline/Diesel/Water Mixture:

The Contractor shall provide 55 and 30 gallon, or approximately, as requested, containers in good condition, including a lid with a ring clamp and all bung plugs. Containers should include proper labels to meet Federal/State Regulations for transportation. The Contractor must provide services to include pick up, transportation, and disposal/recycling of

Gasoline/Diesel/Water Mixture at each fuel site location upon request by the Contract Administrator. The Contractor shall provide VDOT with shipping manifest and appropriate documentation that the used Gasoline/Diesel/Water Mixture was properly characterized (if applicable), transported and recycled/disposed in accordance with all applicable state and federal regulations within 30 days of removal.

G. Oily Rag Disposal:

The Contractor shall provide 55 gallon, or approximately, containers with proper labeling to meet Federal/State Regulations for transportation. The Contractor will provide services to include pick up, transportation, and disposal of used oily rags at each shop location upon request of the Equipment Repair Supervisor. The Contractor shall provide VDOT with shipping manifest and appropriate documentation that the used oily rags were properly characterized (if applicable), transported and recycled/disposed in accordance with all applicable state and federal regulations within 60 days of removal.

H. Asphalt/Diesel Mixture:

The Contractor shall provide 55 and 30 gallon, or approximately, as requested, containers in good condition, including a lid with a ring clamp and all bung plugs. Containers should include proper labels to meet Federal/State Regulations for transportation. The Contractor must provide services to include pick up, transportation, and disposal/recycling of

Asphalt/Diesel Mixture at each fuel site location upon request by the Contract Administrator. The Contractor shall provide

VDOT with shipping manifest and appropriate documentation that the used Asphalt/Diesel Mixture was properly characterized

(if applicable), transported and recycled/disposed in accordance with all applicable state and federal regulations within 30 days of removal.

I. General:

1. The Contractor shall report to any location (per the issuance of a VDOT Work Order/Purchase Order) and as directed by the Contract Administrator.

J. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. PERSONNEL REQUIREMENTS:

a. Contractor’s Capacity to Perform: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein.

b. Price Quoted: The quoted price per line item shall include all associated expenses including but not limited to; profit, direct and indirect costs, administrative cost, equipment and personnel transportation.

c. Contractor’s Conduct: The Contractor shall be responsible for the conduct of all Contractor’s personnel while at the work site.

2. SAFETY AND WORK ZONE REQUIREMENTS:

a. Safety: The Contractor’s equipment and personnel shall meet all Occupational Safety and Health Administration

(OSHA) and Virginia Occupational Safety and Health (VOSH) safety requirements. Failure to comply with safety requirements constitutes reason to restrict work being performed under this contract.

b. Protection of Persons and Property: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job 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 from injury or loss arising in connection with this Contract.

c. Confined Space: The Contractor shall have the ability to work in confined space if required.

d. Authority to Suspend Work: During the execution of the work, the 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.

3. HOURS OF WORK:

Workdays will be Monday through Friday, 7:00AM – 3:30PM unless differently authorized by the VDOT Contract

Administrator. No work shall be allowed on State Holidays unless directed by the VDOT Contract Administrator. State

Holidays include, but are not limited to: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day/Yorktown Victory Day, Election Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve and Christmas Day. If any of these holidays fall on a Saturday, the preceding Friday shall be considered the holiday and if they fall on Sunday, the following Monday shall be considered the holiday.

The Contractor shall call ahead to ensure that personnel will be at VDOT location.

4. MANNER OF CONDUCTING WORK AT THE JOB SITE:

a. Satisfaction: All work shall be performed according to VDOT specifications and completed to the satisfaction of the

VDOT Contract Administrator.

b. Advertisements: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the

Contract Administrator.

5. METHOD OF ORDERING WORK:

a. Work Notification Procedure: The Contractor’s official work notification will be a Work Order/Purchase Order; no work should be done without receipt of a Work Order/Purchase Order. The Contractor shall provide services within 10 days of the work order being issued.

b. Contractor’s Failure to Report: If a Contractor fails to commence work at the mutually agreed upon time, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Terms and Conditions, Paragraph P. Procurement Complaint Form may be issued against the Contractor.

V. NO PRE-BID CONFERENCE:

A pre-bid conference will not be held for this solicitation; however, potential bidders are encouraged to present questions and obtain clarification relative to any facet of this solicitation. Reference section II QUESTIONS REGARDING THIS

INVITATION FOR BID.

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:

mailto:edi@doa.virginia.gov

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

Virginia Department of Transportation

Lynchburg District

Attention: Medicus Miller

4219 Campbell Avenue

Lynchburg, VA 24501

In lieu of mailing, invoices may be submitted as an attachment via email to LynchDist.Inventory@vdot.virginia.gov

Invoices from other than Lynchburg District Inventory, Medicus Miller, will have a different address and email address for the invoice. This information will be on the purchase order placed against the contract.

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 2:30 PM EDT on October 20, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/284166844919494?p=sHCtX3IEzy4HmDiRjf

Meeting ID: 284 166 844 919 494

Passcode: 44tT22CS

Need help? | System reference

Dial in by phone

+1 434-230-0065,,822339925# United States, South Hill mailto:LynchDist.Inventory@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/284166844919494?p=sHCtX3IEzy4HmDiRjf https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2ZkMGM3NzYtZjExNS00MmM1LWFlOTEtNzgxMDU4ZjdkMDYx%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ca749677-1dae-462a-bde2-abdd0f12c894%22%7d tel:+14342300065,,822339925

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Phone conference ID: 822 339 925#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 117 056 244 5

More info

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

Virginia”.

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

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

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

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

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

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.

https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=822339925 https://www.webex.com/msteams?confid=1170562445&tenantkey=commonwealthofvirginia&domain=m.webex.com http://www.eva.virginia.gov/

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

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

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

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

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

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

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

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

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

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

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

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

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

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

States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the

Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

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

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

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

(Code of Virginia, § 2.2-4363).

2. To Subcontractors:

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

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

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

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

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance

(subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan.

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

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

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

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL

ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND

CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and

Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the

Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the

Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

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

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

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

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

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

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

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

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

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

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T. INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of

Virginia. The bidder further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all coverage will be provided by companies authorized to sell insurance in Virginia by the

Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)

U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice in eVA (eva.virginia.gov) for a minimum of 10 days.

V. DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees;

(ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

W. NONDISCRIMINATION OF CONTRACTORS: A bidder or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS:

The eVA Internet electronic procurement solution, web site portal https://eva.virginia.gov/, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA

Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders must register in eVA and pay the

Vendor Transaction Fees specified below; failure to register will result in the bid being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

i. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

ii. Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

b. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at https://eva.virginia.gov/.

https://eva.virginia.gov/

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.

Y. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

Z. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro

Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation. DSBSD-certified micro businesses or small businesses also includes DSBSD-certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.

AA. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders shall state bid prices in US dollars.

BB. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law.