848388vadotIFB_161065.pdf

Administrative Services/Procurement Staunton District Traffic Signal Maintenance

IFB # 161065

Issue Date: October 8, 2026 INVITATION FOR BIDS IFB# 161065

Title: Staunton District Traffic Signal Maintenance Commodity Code(s): 93686, 96883, 96881, 55088, 55089 Location Where Work Will Be Performed: Staunton District

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Elana Sorrell Email: Elana.Sorrell@vdot.virginia.gov Phone: (540) 332-7890

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST)/Eastern Daylight Time (EDT) on October 19, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 2:00 PM EST/EDT on October 30, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

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

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

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

C. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

F. REFERENCES

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

Administrative Services Division

Invitation For Bids IFB # 161065

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 15

VI. METHOD FOR PAYMENT 15

VII. INVOICING 16

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 16

IX. GENERAL TERMS AND CONDITIONS 17

X. SPECIAL TERMS AND CONDITIONS 24

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Vendor Qualification/ Equipment Inventory Certification Form – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. References – Fillable Form

G. Virginia Code Red Ozone Days

H. Prevailing Wage Rate Determination(s)

I. Asset Locations of Signals, Overhead Flashers, and Advance Warning Flashers

J. Security Requirements Guide

K. VDOT Underground Utility Damage Prevention Program Manual

L. Preventative Maintenance Checklist for Advance Warning Flashers

M. Preventative Maintenance Checklist for Overhead Flasher

N. Preventative Maintenance Checklist for Mast Arm Signal

O. Preventative Maintenance Checklist for Span Wire Signal

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 sealed bids from qualified firms to provide traffic signal maintenance services, including furnishing and installing traffic signal components, to support the operation and maintenance of traffic signal systems within the eleven (11) counties of the Staunton District, in accordance with the specifications contained herein. This contract may also be used to augment existing VDOT traffic signal maintenance staff.

PERIOD OF CONTRACT: From 02/01/2027 through 06/30/2028, with four (4) optional one-year renewals.

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 Elana Sorrell at Elana.Sorrell@VDOT.Virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 4:00 PM EST/EDT on October 23, 2026.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. SCOPE OF WORK

The Contractor shall provide maintenance services including furnishing and installing signals and components as needed for all VDOT-owned and VDOT-operated traffic signals, overhead flashers (OHF), advance warning flashers (AWF), VDOT-owned street-lighting fixtures, and VDOT-owned utilities associated with traffic signal and lighting systems within the eleven

(11) counties of the Staunton District. These utilities include, but are not limited to, electrical wiring, conduits, junction boxes, loop and lead-in wiring, communication wiring, and fiber-optic lines where applicable. The Contractor shall provide all labor, tools, equipment, parts, and materials necessary to perform the required work.

VDOT will provide an asset inventory and associated locations. The inventory may be updated throughout the contract term.

The Contractor shall perform all assigned work in accordance with these Specifications and any requirements listed in individual work orders. The Contractor shall complete all work order requirements within the schedule and budget established for each work order. Failure to meet work order requirements may result in issuance of a Procurement Complaint Form.

The work under this contract consists of the following major categories:

1. Utility Locating: The Contractor shall perform locating and marking services for all VDOT-owned buried or surface utilities associated with traffic signal and lighting systems. This includes, but is not limited to, electrical service feeds, communication lines, signal and loop wiring, and fiber-optic cables. Utility locating shall be conducted using the VDOT Underground Utility Marking Request Application (UUMR) system. All required training for UUMR will be provided by

VDOT. Utility locating shall be performed whenever required by work order or necessary to safely conduct assigned work.

The Contractor shall provide all labor, tools, equipment, necessary to perform the utility locating.

2. Preventive Maintenance (PM): The Contractor shall perform preventive maintenance on traffic signals, overhead flashers, and advance warning flashers in accordance with VDOT-supplied PM Checklists. PM shall include all required inspections, tests, cleaning, tightening, condition verification, and minor component replacement. Preventive maintenance cycles shall be performed bi-annually as directed by VDOT. PM is not required for street-lighting fixtures under this contract.

3. Corrective Maintenance: The Contractor shall perform corrective maintenance on all VDOT-owned traffic control and lighting assets. Corrective maintenance consists of planned maintenance, as well as unplanned corrective actions required due to equipment failure, damage, safety concerns, or operational needs. Corrective maintenance applies to traffic signals, overhead flashers, advance warning flashers, street lighting attached to signal structures, standalone VDOT-owned lighting fixtures, and the associated VDOT-owned utilities supporting these systems.

The Contractor shall perform all work in accordance with applicable VDOT standards, safety regulations, contract pricing schedules, documentation requirements, traffic control requirements, and coordination requirements specified in this contract.

B. UTILITY LOCATING

The Contractor shall provide locating and marking services for all VDOT-owned utilities associated with traffic signal and lighting systems. Utility locating shall be performed whenever required by a work order or when necessary to safely complete assigned preventive maintenance, corrective maintenance, or emergency work. Utility locating under this contract applies only to VDOT-owned infrastructure, including but not limited to electrical service feeds, signal cable and conductor, loop and lead-in wiring, communication wiring, conduit systems, and fiber-optic lines where applicable

The Contractor shall utilize the VDOT Underground Utility Marking Request Application (UUMR) at https://utilitymarking.vdot.virginia.gov/ for the submission, tracking, completion, and documentation of all utility locate requests. All locating activities shall comply with the Virginia Underground Utility Damage Prevention Act (§56-265.14) and all requirements outlined in the VDOT Underground Utility Damage Prevention Program Manual, referenced as Attachment K. The Contractor shall be responsible for understanding all required definitions, request types, marking processes, timeframes, response codes, marking colors, allowable excavation distances, and all other provisions applicable to VDOT utility locating.

VDOT will provide all necessary training resources for the UUMR system. The Contractor shall ensure all personnel performing utility locating activities complete required UUMR training and are registered in the system as “Field Locators” prior to performing any utility locating activities. The Contractor shall designate a primary point of contact responsible for utility locating coordination and ensure that individual maintains active access credentials in UUMR. The cost associated with this training shall be incorporated into the bid price.

Utility locating performed under corrective maintenance work orders shall be billed as follows: the initial locate performed for an active work order shall be billable; all subsequent re-marks or follow-up markings during the same open work order shall be performed at the Contractor’s expense unless VDOT Contract Administrator or designee provides written approval for additional billable re-marks within the work order.

All utility markings shall be documented within UUMR, including photographs, maps, and required completion codes. The Contractor shall ensure accurate marking of all VDOT-owned utilities using proper color codes and locating practices. The Contractor shall maintain all utility locate documentation electronically for review by VDOT at any time and shall comply with any additional documentation or reporting requirements directed by the VDOT Contract Administrator or designee. The cost associated with this shall be incorporated into the bid prices.

https://utilitymarking.vdot.virginia.gov/

C. PREVENTIVE MAINTENANCE

1. General Requirements: The Contractor shall maintain a VDOT-established Preventive Maintenance (PM) Program Plan covering all traffic signals, overhead flashers, and advance warning flashers assigned under this contract. PM work shall generally be performed outside of the signal controller cabinet unless VDOT assigns cabinet-interior PM under a separate work order. Cabinet PMs assigned under a separate work order shall be billed under the time and materials line items of the contract. The Contractor shall supply all personnel, equipment, tools, test equipment, personal protective equipment, traffic control, and incidentals necessary to safely and effectively perform all PM activities.

2. Preventative Maintenance Activity Scope: Preventive Maintenance activities may include, but are not limited to, testing, cleaning, tightening, lubrication, verification of component integrity and functionality, inventory review, and replacement of minor parts. PM applies to mast arms, span wire, tether wire, signal heads, cameras, detector loops, communications equipment, and associated exterior components. PM inside the cabinet may be assigned by work order. All PM activities shall be performed using VDOT-supplied PM Checklists specific to each asset type. The Contractor shall complete each checklist in full and perform all required tasks listed therein.

3. Preventative Maintenance Line-Item Pricing: Preventive Maintenance shall be paid as a unit price per each PM completed and approved. The PM unit price shall include all labor, supervision, equipment, bucket trucks, tools, PPE, required traffic control (including flagging), all overhead, and all administrative costs. Additional charges for incidental materials may be billed under the Materials portion of this contract when approved by VDOT Contract Administrator or designee. No additional labor cost shall be billed for minor replacement items, including rubber grommets, rubber plugs, astro brackets, pole caps, and end caps.

4. Documentation Requirements: The Contractor shall document all PM activities electronically and submit completed PM documentation to the VDOT Contract Administrator or designee. PM checklists shall be signed by both the Signal Technician and the Foreman. All PM checklists and supporting documentation shall be submitted within two (2) business days of performing the work.

5. PM Scheduling Requirements: The Contractor shall incorporate PM activities into the two-week look-ahead schedule.

PM scheduling shall begin no later than ten (10) business days after contract award for the initial contract period and no later than July 10 for each renewal period. The Contractor shall maintain a PM schedule and provide monthly updates on the status of PM activities. Updates shall be presented with VDOT Contract Administrator or designee during monthly management review meetings or as otherwise directed by VDOT. The cost associated with the review meetings shall be incorporated into the bid prices. A final PM schedule shall be submitted to the Staunton Signal Section within thirty (30) calendar days of award. Email to the Staunton Signal section will be provided after award. The schedule shall include signal numbers, locations, counties, PM tasks, assigned personnel, delivery dates, meetings, reviews, equipment maintenance activities, and staff training.

6. Annual PM Completion Deadline: All PM activities shall be fully completed and all invoices submitted to VDOT no later than close of business (COB) on May 10 of each year to meet VDOT fiscal year closing requirements.

D. CORRECTIVE MAINTENANCE

1. General Requirements: The Contractor shall perform corrective maintenance on all VDOT-owned traffic control and lighting assets assigned under this contract. Corrective maintenance includes all planned and unplanned maintenance activities required to return the asset to proper operation. Corrective maintenance may be required as a result of preventive maintenance findings, VDOT observations, equipment failure, physical damage, or safety-critical conditions. All corrective maintenance shall be assigned by VDOT through work orders.

Corrective maintenance shall apply to all assets defined in Section A, including traffic signals, overhead flashers, advance warning flashers, street-lighting attached to signal structures, standalone VDOT-owned street-lighting fixtures, and VDOT-owned utilities associated with traffic signal and lighting systems.

2. Corrective Maintenance Activities: Corrective maintenance activities may include, but are not limited to, installation, removal, replacement, relocation, or restoration of the following components: Detection cameras, detector loops, loop lead-in wiring, preemption equipment, controller cabinets, flasher cabinets, signal wiring, conductor cable, signal heads, LED indications, conduit (trenched or bored), junction boxes, interconnect systems, poles, mast arms, mounting hardware, foundations, temporary wooden poles, pedestrian pushbuttons, accessible pedestrian signal equipment, pedestrian signs, erosion and sediment control measures, cabinet-interior components (controllers, malfunction management units, UPS units, wiring harnesses, remote power reset devices), street-lighting fixtures, photocells, breakers, wiring, and VDOT-owned utilities including electrical, communication, loop, and fiber-optic components.

3. Pricing Basis: Corrective maintenance shall be billed on a Time and Materials (T&M) basis. Labor shall be billed at contract labor rates. Equipment shall be billed at contract equipment rates. Materials shall be billed at actual cost with no mark-up or additional costs. Traffic control required for corrective maintenance shall be billed under the traffic control line item. All pricing shall conform to the contract pricing schedule. A line item for materials will be added to the contract after award.

4. Work Authorization Requirements: The Contractor shall obtain VDOT Contract Administrator or designee approval prior to performing any corrective maintenance or ordering materials. For emergency work performed on a time and material basis the labor rates will be paid at 1.5 times the normal bid prices. This will include the flagger, signal tech, laborer, foreman, superintendent, and project manager. These line items will be added to the contract after award.

5. Documentation Requirements after corrective maintenance has been performed: The Contractor shall submit corrective maintenance documentation to the VDOT Contract Administrator or designee via email within seven (7) business days of completing the corrective activity. Documentation shall include a description of work performed, materials used, hardware modifications, photographs when applicable, and all related work order information. Materials or components with lead times greater than seven (7) business days require additional documentation including estimated delivery dates. The Contractor shall provide periodic updates on outstanding material orders as directed by the VDOT Contract Administrator or designee. Incomplete submissions may be rejected.

Required Time and Materials documentation for each corrective activity includes:

a. Copies of employee timesheets for all billed labor

b. Equipment usage logs

c. Supplier invoices or manufacturer quotes for materials

6. Monthly Maintenance Report: The Contractor shall submit a monthly maintenance activity report to the VDOT Contract Administrator or Designee by email. The report shall include all corrective maintenance completed, all emergency corrective actions performed, all PM-related corrective actions, pending work orders, outstanding material orders, including all known long-lead items.

7. Traffic Control Requirements: Traffic control required for corrective maintenance shall comply with the Virginia Work Area Protection Manual (VWAPM), the Manual on Uniform Traffic Control Devices (MUTCD), and all site-specific requirements directed by VDOT. Traffic control associated with corrective maintenance shall be billed under the traffic control line item unless otherwise included in the pay item or work order.

8. Coordination with Preventative Maintenance and Utility Locating: Corrective maintenance may require Utility Locating under Section B. Utility locating performed as part of a corrective work order shall be billed as follows: The initial locate performed for a corrective work order is billable. All subsequent re-marks or repeat markings for the same open work order shall be performed at the Contractor’s cost unless VDOT authorizes additional billable locates in writing within the work order.

The Contractor shall coordinate PM-related corrective work and utility locating activities to ensure safe and efficient completion of corrective maintenance.

E. PERSONNEL REQUIREMENTS

1. Company Experience: Contractor shall have a minimum of (2) two years documented experience in the installation, testing, repairing, and replacement of traffic signals including but not limited to removing/replacing damaged traffic signal structures, wiring, conduits, signal clusters, flashers, junction boxes, pedestrian equipment and facilities, radar, video, and inductive loop detection systems. This experience must be documented in Attachment C, Vendor Qualification and Certification Form.

2. Experienced, Qualified Personnel: The Contractor shall be responsible for providing competent, properly trained and licensed as required, experienced and qualified personnel, which are the appropriate types and skill levels required to accomplish the work. VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgment, are not adequately qualified to perform the work.

3. Contractor’s Capacity to Perform: The Contractor shall maintain adequate staffing and resources to perform all assigned work across the entire Staunton District. This includes personnel for preventive maintenance, corrective maintenance, utility locating, emergency response, documentation, administrative support, traffic control, and supervisory roles. The Contractor shall provide all equipment, tools, materials, communication devices, and resources necessary to complete assigned work. All costs associated with these requirements shall be included in the bid unit prices and hourly rates.

4. Supervisory Representative: The Contractor shall assign a Supervisory Representative with the authority to execute contract work and act on behalf of the Contractor. The Supervisory Representative shall be available during specified working hours for immediate contact and have authority to take immediate corrective action when conditions are unsafe or non-compliant. The Contractor shall also provide additional personnel who can be contacted 24 hours a day, seven days a week for emergencies. All profit, direct and indirect costs such as general and administrative costs, all supplies, transportation of the Supervisory Representative to and from designated locations shall be included in the bid price.

Contractor shall furnish this information under Attachment E – Normal and Emergency Contacts.

5. Supervision: The Contractor shall supervise and direct all work using its best skill, attention, and ability. Subcontractors shall be responsible to the General Contractor. Each job site must have a competent Foreman and/or Superintendent familiar with all phases of the work and able to communicate and understand spoken and written English as used in VDOT instructions.

6. Communication Requirements: All Contractor personnel shall carry functional communication devices such as cellphones or radios capable of reliable operation across all counties in the Staunton District. project managers, superintendents, and foremen shall have computer access with email capability sufficient to meet all contract administrative requirements, including documentation submission, LCAMS entries, UUMR entries, cybersecurity compliance, and reporting requirements.

7. Contractor Conduct: Contractor and subcontractor personnel shall behave professionally, courteously, and respectfully at all times. Personnel shall communicate with the traveling public, property owners, and citizens using clear and respectful language. All public questions concerning planned, ongoing, or future work shall be referred to the VDOT Contract Administrator or designee.

8. Commercial Driver’s License: Employees operating equipment requiring a Commercial Driver’s License (CDL) shall possess a valid CDL with all required endorsements.

9. Staffing and Management Plan: Prior to issuance of Notice of Intent to Award, the Contractor shall submit a Staffing and Management Plan identifying all personnel assigned to the contract and defining their job responsibilities. The Contractor shall update the plan within two (2) business days upon VDOT request. Personnel must be at least eighteen

(18) years of age, possess a high school diploma or GED, be fluent in English, and be fully qualified for assigned tasks.

Changes in assigned personnel shall be reported to the VDOT Contract Administrator or designee.

10. Background Checks: All employees involved in the performance of the contract services, including temporary personnel and subcontractors, shall complete a Criminal History Background Check (CHBC) prior to performing any work under this contract. All costs associated with CHBC shall be the responsibility of the Contractor. The Contractor shall immediately remove any employee VDOT determines to be unacceptable. Reference Attachment J - Security Requirements Guide.

11. Certification Cards: All personnel shall carry all required certification cards at all times while on VDOT job sites.

Certifications may include IMSA, work zone safety, flagging, CDL endorsements, and any other documents required by

VDOT.

12. Availability of Staff: The Contractor shall maintain sufficient staff, including alternates, to ensure continuous service delivery and operational continuity. Staffing shortages shall not be used as justification for schedule delays or missed deadlines.

13. Medeco XT Cabinet Key Access Requirements: VDOT uses Medeco XT intelligent keys and electronic locks on all traffic signal cabinets statewide. Any Contractor personnel requiring cabinet access shall have all of the following prior to being issued a Medeco XT key:

a. Completed Criminal History Background Check (CHBC)

b. Completed VDOT SailPoint Access Form

c. Completed VDOT OT Cybersecurity Training

d. Current IMSA Level I Certification

e. Issuance of a VDOT Contractor Identification Badge

The VDOT Contractor Badge grants access to the designated VDOT facility to allow key docking and credential refresh.

Medeco XT keys require access rights to be refreshed every seven (7) calendar days through Bluetooth communication or docking, depending on the model assigned. A Medeco XT key docking station is available inside the Staunton District Signal Maintenance/ITS office during normal business hours for credential refresh. Personnel are responsible for maintaining valid access at all times. Failure to refresh keys is not justification for inability to access cabinets or complete assigned work.

F. TRAINING AND CERTIFICATION REQUIREMENTS

1. Training Requirements: The Contractor shall ensure that all personnel assigned to this contract possess all required training before performing work under this contract. Required training includes all equipment-specific repair and maintenance training applicable to traffic signal and lighting systems, training required for the Underground Utility Marking Request Application (UUMR), and any training necessary for accessing VDOT electronic systems. The Contractor shall submit a Training Plan to the VDOT Contract Administrator or designee. The Training Plan will be reviewed quarterly, and the Contractor shall update the plan or provide additional documentation as requested by VDOT.

2. Traffic Signal Technician Certification: All personnel requiring access to traffic-signal controller cabinets must successfully complete the IMSA Traffic Signal Technician Level I Certification. The Contractor shall provide photocopies of certifications within two (2) business days upon request. Any changes in assigned personnel shall be submitted to the VDOT Contract Administrator or designee for approval. VDOT may require the Contractor to replace personnel who do not meet required qualifications or who fail to perform work to VDOT standards.

3. Work Zone Training: The Contractor shall ensure that all Superintendents and Foremen complete Intermediate Work Zone Safety Training. At least one (1) crew member per crew shall complete Basic Work Zone Safety Training. These training requirements must be completed prior to the closing date of this solicitation. Certification documentation shall be provided within two (2) business days upon VDOT request.

4. Qualified Flaggers: All flaggers provided by the Contractor shall possess valid certification from either the VDOT

Flagging Certification Program or the ATSSA Flagger Certification Program. Flaggers shall carry their certification card at all times, communicate clearly in English, and maintain valid certification throughout the contract term. Clear zones shall remain free of parked vehicles or stored materials. All Temporary Traffic Control (TTC) devices shall comply with the Virginia Work Area Protection Manual.

5. VDOT-Provided Training: VDOT will provide specialized training required for access to VDOT systems and security-controlled resources, including but not limited to Medeco XT key docking and access procedures, LCAMS training, VDOT UUMR, and other VDOT-specific operational or security programs. VDOT-provided training will not include equipment-operation training. Participation in VDOT-provided training does not exempt the Contractor or its personnel from meeting any training, certification, safety, or qualification requirements specified in this contract.

G. SAFETY REQUIREMENTS

1. General Safety Standards: The Contractor shall ensure that all work performed under this contract complies with the latest versions of all applicable federal, state, and VDOT safety standards and regulations. All personnel, subcontractors, vehicles, and equipment shall comply with all OSHA and VOSH regulations relevant to the work being performed. The Contractor shall not create or allow hazardous conditions at any time. Failure to comply with any safety requirement constitutes grounds for VDOT to restrict, suspend, or stop work under this contract.

2. Governing Safety Publications: Unless otherwise stated, the Contractor shall perform work in accordance with the most current version of the following publications:

Virginia Work Area Protection Manual (VWAPM) Manual on Uniform Traffic Control Devices (MUTCD) Section 700 and Section 800 of the VDOT Road and Bridge Specifications National Electrical Code (NEC) OSHA/VOSH Standards Virginia DOT Pre-Approved Traffic Control Device Approved Products Listing VDOT Traffic Engineering Instructional and Informational Memorandums (IIMs)

It is the Contractor’s responsibility to be familiar with these publications and maintain compliance at all times.

3. Protection of Persons and Property: The Contractor shall take all necessary precautions to protect persons and property at all times. Work areas shall be maintained in a clean and hazard-free condition. The Contractor shall continuously protect all VDOT work from damage and shall protect VDOT property from loss, damage, or interruption of use. Adjacent property owners shall be protected from damage, loss, or inconvenience caused by Contractor operations. The Contractor shall provide and maintain all required passageways, barricades, fencing, lights, and other protective facilities necessary to safeguard persons and property.

4. Authority to Suspend Work: The VDOT Contract Administrator or designee shall have the authority to suspend work, in whole or in part, at any time for reasons including unsafe working conditions, failure of the Contractor to correct identified hazards, failure to comply with VDOT directives, unsuitable weather, unsuitable site conditions, or any other reason deemed in the best interest of public safety. Work shall not resume until VDOT determines that all unsafe conditions have been corrected and work may proceed safely.

5. Personal Protective Equipment (PPE): All Contractor and subcontractor personnel shall wear appropriate PPE when performing or observing field work outside a vehicle cab. Required PPE includes, but is not limited to, hard hats, safety-toe footwear, retro-reflective traffic vests, safety glasses, gloves when appropriate, and all electrical safety gear required under NEC, OSHA, VOSH, and VDOT standards. Electrical safety PPE shall include all arc-flash protective equipment, lockout/tagout equipment, and any other specialized gear required to safely maintain or operate signal or lighting equipment.

6. Safe Equipment Operation: The Contractor shall ensure that all tools, vehicles, and equipment are operated in accordance with manufacturer safety instructions and all applicable regulatory requirements. No equipment lacking required manufacturer-installed safety features or presenting any hazard to personnel or the traveling public shall be used. VDOT reserves the right to remove unsafe equipment from use at any time.

7. Safe Work Practices: The Contractor shall implement safe work practices for signal, flasher, lighting, and utility-maintenance activities, including adherence to all electrical safety standards, safe handling of energized equipment, safe operation of bucket trucks and aerial devices, traffic control placement in accordance with VWAPM, and utility locating procedures that prevent damage to underground facilities.

H. EQUIPMENT REQUIREMENTS

1. Special Tools and Equipment: VDOT will not provide any tools for use under this contract. The Contractor shall furnish all tools, test equipment, special equipment, basic hand tools, and any other implements required to perform preventive maintenance, corrective maintenance, utility locating, traffic control, and all other assigned work. The Contractor shall ensure that all tools and equipment are maintained in good working order, meet all manufacturer safety requirements, and comply with all OSHA, VOSH, NEC, and VDOT safety standards. If VDOT provides specialized test equipment for specific purposes, the Contractor shall be responsible for its care, maintenance, and return upon completion of the contract.

The Contractor shall identify and provide any additional tools or equipment necessary to perform work when requested by

2. Vehicle Requirements: The Contractor shall provide all vehicles required for performance of this contract. All vehicles shall have valid Virginia registration and inspection and meet all manufacturer-installed safety standards. Vehicles shall be maintained in safe operating condition at all times. Vehicles with obstructed rear visibility shall be equipped with a functioning backup alarm. Vehicles shall be identified with the Contractor name on the side as described in Special Term & Condition, Vehicle Requirements/Identification

The Contractor shall ensure that required vehicle types are available to personnel in accordance with their job functions.

Field Signal Technicians shall have access to bucket trucks. Supervisors, Program Managers, Crew Leaders, Laborers, and Administrative Staff shall have access to pickup trucks. Digger-derrick or line-truck equipment shall be provided when required under specific work orders. All direct and indirect vehicle costs shall be included in the hourly labor rate. All self-propelled vehicles used during performance of work shall be equipped with at least one rotating amber warning light or high-intensity strobe light providing 360-degree visibility. All vehicle warning lights shall meet Virginia Work Area Protection Manual and OSHA/VOSH specifications. The Contractor’s business name shall be displayed on both sides of all self-propelled vehicles used under the contract. The business name shall be legible to passing motorists with normal vision and shall be maintained in a clean and readable condition.

3. VDOT Authority to Restrict Equipment: VDOT reserves the right to inspect and remove from service any vehicle, tool, device, or equipment that fails to meet licensing requirements, lacks manufacturer-installed safety features, appears damaged or unsafe, or poses a hazard to VDOT personnel, the Contractor’s personnel, or the traveling public. Restricted equipment shall not be used until all required corrections have been made and VDOT approves the item for return to service.

4. Equipment Availability: The Contractor shall maintain sufficient equipment resources to perform all work assigned under this contract, including preventive maintenance, corrective maintenance, utility locating, traffic control, and emergency response. Equipment shortages, equipment downtime, or lack of availability shall not delay scheduled work or constitute grounds for non-performance. The Contractor shall ensure adequate availability of aerial devices, trucks, hand tools, test devices, specialized equipment, and all other resources needed to complete assigned tasks. At a minimum, the Contractor shall maintain two bucket trucks , one Truck‑Mounted Attenuator (TMA), one digger derrick, and one mini excavator, all of which shall be immediately available for deployment without causing delays in scheduled or emergency work. The bucket trucks shall each provide a minimum working height of 35 feet. The digger derrick shall be a standard distribution‑class unit with a minimum sheave height of 42 feet. The TMA truck shall have a minimum gross vehicle weight of 10,000 pounds, and the mini excavator shall have a minimum operating weight of one ton.

5. Equipment used during time and material work: Equipment shall be of equal size, or larger, as specified on the Pricing Schedule, or herein. VDOT reserves the right to determine how many of each type of equipment will be required at each work site. All equipment used in the performance of this contract must be listed on the fillable form attachment, Attachment C – Vendor Qualification Equipment Inventory Certification Form the complete information including whether it is owned, rented/leased, subcontracted or future purchase, make, model, capacity, identification number, and vehicle identification number (VIN), if applicable. Failure to provide this 35’ Minimum information may result in the bid being declared non-responsive.

I. TEMPORARY TRAFFIC CONTROL (TTC)

1. Work Zone Requirements: The Contractor shall provide all work zone traffic control required to safely perform all work under this contract. All Traffic Control (TTC) operations shall conform to the latest editions of the Virginia Work Area Protection Manual (VWAPM) and the Manual on Uniform Traffic Control Devices (MUTCD). TTC devices required to support lane closures and shoulder operations may include, but are not limited to, attenuator trucks, certified flaggers, portable changeable message signs, cones, arrow panels, and other devices necessary for protection of work crews and the traveling public.

Preventive Maintenance traffic control shall be included in the PM unit price as specified in Section C.

Corrective and emergency traffic control will be paid using following bid lines: Flaggers, TMA, Arrow Board and Light.

The costs for signs, stands, cones, barrels and other incidentals to support traffic control shall be worked into the bid line pricing of these items.

2. Lane Closures, Scheduling, LCAMS, and VA 511 Requirements: The Contractor shall schedule and coordinate lane closures through the VDOT Lane Closure Application, the Lane Closure Advisory Management System (LCAMS), and the NWRO TOC Lane Closure Technician. LCAMS is the current statewide system used for lane-closure coordination, public communication, and roadway-capacity management. LCAMS may be replaced or modified by VDOT at any time, and the Contractor shall comply with any future system designated by VDOT.

For locations within municipal boundaries, the Contractor shall coordinate lane closures with the applicable local jurisdiction representative. The Contractor shall provide a minimum of twenty-four (24) hours’ notice prior to any roadside work requiring a lane closure. Work shall not occur on weekends, holidays, or special-event days without prior written approval from the VDOT Contract Administrator or designee.

The Contractor shall input all scheduled lane closures into LCAMS on a weekly basis or as otherwise required by VDOT.

Contractor personnel entering LCAMS data must have computer and email access and must be able to complete entries in the English language. No advanced computer skills are required for LCAMS; however, personnel must be capable of understanding and completing all required fields and submitting accurate information.

VDOT will provide LCAMS training at no cost to the Contractor. Training shall be scheduled through the NWRO TOC.

The training is online based and can may take approximately two hours to complete. LCAMS training may be completed after issuance of the Notice of Intent to Award but shall be completed prior to approval of any lane closures under the contract. Additional personnel may be trained at any time during the contract term. LCAMS entries automatically feed into the VA 511 public information system.

Lane Closure Advisory Management System (LCAMS) Data Entry/Coordination: This work shall consist of entering lane closure information into the Lane Closure Advisory Management System (LCAMS). LCAMS is an automated lane closure management system for reducing work-zone incidents and maximizing roadway capacity. This is a web-based program and access is granted upon completion of the required training.

The Contractor shall be required to have a minimum of two (2) individuals trained to input LCAMS information for scheduled highway work zones into the computer system on a weekly basis. The Contractor will need a computer with email capability. The individuals must be able to understand and speak English and need to be able to operate a computer. No advanced computer skills are needed to use the LCAMS system.

Training is held online. Please contact lcams-vatrafficadmin@vdot.virginia.gov to obtain access to training. LCAMS training for the individuals shall be completed at least one week prior to the date of work execution.

All interstate shoulder/lane closures and primary route lane closures shall be entered into LCAMS by 12:00PM (noon) Thursday the week before the work is scheduled to start. This deadline may be changed for weeks involving a holiday and will be sent out 1-2 weeks prior to the change occurring to remind everyone to get their schedules in. Any conflicts with other roadway work must be resolved by close of business on Thursday the week before the work is scheduled to start and the resolution sent to the Point of Contact provided by the TOC Facility Manager during the training course.

Failure to complete any LCAMS entry by the required deadline and/or failure to resolve any conflicts by the required deadline may result in the work having to wait until LCAMS data entry can be performed in a timely manner.

No separate measurement and payment will be made for LCAMS training/data entry/coordination.

3. Flagger Requirements: All flagger requirements are defined in Section F – Training and Certification Requirements. All flaggers provided by the Contractor shall possess valid certification from either the VDOT Flagging Certification Program or the ATSSA Flagger Certification Program. VDOT may inspect flagging operations and devices at any time for compliance with VWAPM, MUTCD, and ATSSA standards. PM locations may require flagging operations that are provided by the Contractor. The cost of providing traffic control including certified, qualified flaggers shall be worked into the bid line prices. when necessary. PM cycles shall be performed bi-annually or as directed by VDOT Contract Administrator or designee. VDOT Contract Administrator or designee will provide updated PM cycle location lists each year.

J. METHOD OF ORDERING WORK

1. Work Notification and Estimation Procedure: Prior to issuance of a work order, the Contractor shall provide estimated quantities, labor hours, equipment usage hours, material requirements, and any other cost or production information necessary for VDOT to establish the value of the work order. If a site visit is required to determine accurate quantities or scope, the Contractor shall perform the site visit before submitting estimated quantities or labor/equipment hours.

When required, the Contractor shall complete the site visit within three (3) workdays of receiving VDOT’s request for estimates. During this site visit, the Contractor shall examine the location, verify field conditions, assess safety and access requirements, identify necessary materials, and determine staffing and equipment needs. Not all work will require a site visit; VDOT will specify when it is necessary.

After the site visit (if applicable), the Contractor shall submit requested estimated quantities and labor/equipment hour requirements to VDOT in accordance with the instructions provided. Upon review of the Contractor’s estimates, VDOT will issue a purchase order or work order authorizing the work.

After receipt of the work order, the Contractor shall confirm acceptance of the assignment within forty-eight (48) hours and begin work within five (5) calendar days unless otherwise stated in the work order. If additional response time is required, the Contractor may request an extension at the time of confirmation. Approval of additional response time shall be determined by VDOT on a case-by-case basis.

2. Emergency Response: VDOT staff generally provide emergency response for traffic signal systems; however, the

Contractor may be requested to respond to emergency trouble calls through a work order or as temporary staff augmentation. The Contractor shall acknowledge and begin mobilization within fifteen (15) minutes of receiving a trouble call.

mailto:lcams-vatrafficadmin@vdot.virginia.gov

Emergency repairs shall be completed within two (2) hours during peak traffic conditions and within four (4) hours during off‑peak conditions unless otherwise directed in the work order. The Contractor shall document and report en‑route and on‑site arrival times via email to the VDOT Contract Administrator or designee.

The Contractor shall maintain a current emergency‑response contact list with primary and secondary contacts available 24 hours per day, seven days per week. The list shall remain updated throughout the contract period.

3. Continuous Operation Requirement: Once work has commenced, the Contractor shall provide continuous operation until the work is complete, except for interruptions caused by weather or delays authorized by the VDOT Contract Administrator or designee. The Contractor shall provide sufficient personnel, equipment, and materials to complete the work within the timeframes specified in the work order.

Traffic signals, cameras, pedestrian equipment, and other field devices shall not be disabled, moved, altered, or removed without prior approval from VDOT. Failure to comply may result in issuance of a Procurement Complaint Form.

4. Contractor’s Failure to Report: If the Contractor fails to commence work at the mutually agreed-upon time, a Procurement Complaint Form may be issued. VDOT may reassign the work at its sole discretion.

5. Multiple Projects: When multiple projects are active concurrently, the Contractor shall ensure all work orders are staffed and completed within required timeframes.

K. HOURS OF WORK

1. Normal Work Hours: Normal work hours for this contract shall be defined as daylight hours between 7:00 AM and 7:00 PM, or dusk, whichever occurs first, Monday through Friday. Unless otherwise stated in a work order or required by allowable work-hour restrictions, all preventive maintenance, corrective maintenance, utility locating, and non-emergency work shall be performed during normal work hours.

2. Allowable Work Hours: The Contractor shall comply with all allowable work-hour restrictions established by the LCAMS tech based on the location and the TTC needed and local jurisdictions. Allowable work hours may vary by roadway classification, traffic volume, and local authority requirements. VDOT may modify allowable work hours at any time, and the Contractor shall comply with revised requirements immediately upon notification.

3. Night Work Requirements: Night work may be required to comply with allowable work-hour restrictions, traffic control limitations, or safety considerations. When nighttime work is required by VDOT or specified in a work order, the Contractor shall perform the work during the designated nighttime hours. Night work shall be billed at the Contractor’s normal contract labor rates unless it is an emergency, in which case it shall be billed under the emergency rate of pay.

4. Weekend, Holiday, and Special-Event Restrictions: Work shall not be performed on weekends, holidays, or special-event days without prior written…