848404vadot161177.pdf

Administrative Services/Procurement

Hampton Roads District

Hydraulic Cylinder Replacement

IFB #161177

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Issue Date: September 28, 2026 INVITATION FOR BIDS IFB# 161177

Title: Hydraulic Cylinder Replacement

Commodity Code(s): 95951

Location Where Work Will Be Performed: Surry and Jamestown

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Kevin Deemer

Email: kevin.deemer@vdot.virginia.gov

Phone: (757) 956-3039

NOTE TO BIDDERS

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

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

Solicitation Closing Date and Time: 5:00 PM EDT on October 19, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM 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

E. REFERENCES

F. CONTRACTOR LICENSE REQUIREMENTS

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.

Hydraulic Cylinder Replacement

IFB #161177

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Administrative Services Division

Hampton Roads District

Invitation For Bids IFB # 161177

Hydraulic Cylinder Replacement

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 14

VI. METHOD FOR PAYMENT 15

VII. INVOICING 15

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 15

IX. GENERAL TERMS AND CONDITIONS 16

X. SPECIAL TERMS AND CONDITIONS 24

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. References – Fillable Form

F. Contractor License Requirements– Fillable Form

G. Virginia Code Red Ozone Days

H. Prevailing Wage Rate Determination(s)

I. CII-SII Policy Guide

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://virginiadot.csod.com/login/render.aspx?id=defaultclp

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I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to perform hydraulic cylinders replacement and rebuilds for the Jamestown-Scotland Ferry’s transfer bridges at the Scotland and Glass

House Point Ferry Slips.

PERIOD OF CONTRACT: From February 1, 2027, through January 31, 2028 (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 Kevin Deemer at kevin.deemer@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 3:00 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:

The Contractor shall provide all labor, supervision, equipment, tools, materials and incidentals necessary to remove existing hydraulic cylinders and install overhauled hydraulic cylinders furnished by VDOT as specified herein. All equipment, materials and installation work shall comply with this specification, the Virginia Occupational Safety and Health Administration (OSHA)

Standards (https://www.osha.gov/) and the Environmental Protection Agency Regulations (EPA) (https://www.epa.gov/laws-regulations) and any other federal and state regulations that may apply.

The work covered by this Invitation for Bid (IFB) consists of furnishing all labor, equipment, appliances and materials and performing all operations in connection with replacing existing hydraulic cylinders for the transfer bridges at the Scotland and

Glass House Point Ferry Slips of the Jamestown-Scotland Ferry (JSF) at various times. All work shall be executed in strict accordance with this IFB, with all other contract documents and shall be subject to the terms and conditions of the contract. In general, the scope of this contract includes, but is not limited to, the following principle features.

A. The Contractor shall:

1. Perform services for the removal and installation of one (1) slip set made up of two (2) hydraulic cylinders, both the upriver hydraulic cylinder and downriver hydraulic cylinder for a respective slip, for either one(1) slip at the transfer bridge at Glass House Point or Scotland Wharf. VDOT JSF will provide the rebuilt hydraulic cylinders to the

Contractor as well as notifying the Contractor what slip will need this annual service throughout the term of the https://www.osha.gov/ https://www.epa.gov/laws-regulations https://www.epa.gov/laws-regulations

Page | 4 contract. NOTE: VDOT JSF has tentatively scheduled the following annual slip number order for removal and installation with VDOT JSF supplied overhauled hydraulic cylinders:

a. 1st year Scotland Slip #1

b. 2nd year Scotland Slip #3

c. 3rd year Glass House Point Downriver Slip

d. 4th year Glass House Point Upriver Slip

e. 5th year Scotland Slip #2

2. Overhaul one (1) slip set made up of two (2) hydraulic cylinders, both the upriver hydraulic cylinder and downriver hydraulic cylinder for a respective slip, for either one (1) slip at the transfer bridge at Glass House Point or Scotland

Wharf. After overhauling the removed hydraulic cylinder, the Contractor shall deliver the set of two(2) hydraulic cylinders to VDOT JSF.

3. In case of an emergency, the Contractor shall perform the removal of a defective hydraulic cylinder that is unable to be repaired in place and installing one (1) overhauled hydraulic cylinder, either for an upriver hydraulic cylinder or downriver hydraulic cylinder for the affected slip for either one (1) slip at the transfer bridge at Glass House Point or

Scotland Wharf. An overhauled hydraulic cylinder will be provided by VDOT JSF.

4. In case of an emergency, The Contractor shall perform the repair of one (1) removed defective hydraulic cylinder that was unable to be repaired in place, either an upriver hydraulic cylinder or downriver hydraulic cylinder for an affected slip, for either one (1) slip at the transfer bridge at Glass House Point or Scotland Wharf.

5. When contacted to perform “EMERGENCY” repairs, the Contractor shall respond, and report to the site to begin repairs, within 24 hours of notification by VDOT.

B. MATERIALS: All materials shall be produced in North America and written certification from the manufacturer shall be provided to the Representative prior to fabrication.

1. ANTI-SEIZE THREAD LUBRICANT: All screwed connections shall be coated with a colloidal, copper based, anti-seize thread lubricant per Military Specification No. MIL-PRF-907A, Revision E prior to final makeup of the threaded connection.

2. SURFACE PREPARATION AND PAINT SYSTEMS:

a. Surface Preparation: Surface preparation shall be per Method 4 of the current VDOT Road and Bridge

Specifications section 411.04 (i.e., Power Tool Cleaning per SSPC-SP-11) in conjunction with Method 1 of the current VDOT Road and Bridge Specifications section 411.04 to remove oil or grease or solvents.

b. Primer: Primer provided and applied shall be Two Part, High Build Epoxy Mastic Primer with a DTR (Direct to

Rust) or DTM (Direct to Metal) formulation as manufactured by DuPont® Corlar 2.1 ST, POG Industries®

PittGuard DTF, Carboline® Carboguard 890, or Sherwin Williams®, DuraPlate MT Moisture Tolerant Epoxy or equal. Paint provided shall be manufacturer approved for application by brush, roller or spray. Minimum Dry

Thickness shall be 5.0 mils. Tint, if necessary, shall be approved for use by the primer and paint manufacturer.

c. Epoxy Paint: Paint provided and applied shall be a Two Part, High Build, Epoxy Mastic paint with a DTR (Direct to Rust) or DTM (Direct to Metal) formulation as manufactured by DuPont® Corlar 2.1 ST, POG Industries®

PittGuard DTF, Carboline® Carboguard 890, or Sherwin Williams®, DuraPlate MT Moisture Tolerant Epoxy or

Page | 5 equal. Paint provided shall be manufacturer approved for application by brush, roller or spray. Minimum Dry

Thickness shall be 5.0 mils. Contractor shall provide a color for the primer coat which contrasts with the epoxy paint color Tint, if necessary, shall be approved for use by the primer and paint manufacturer. Primer and epoxy paint submitted shall be from the same manufacturer and shall be a contrasting color to the primer.

3. BEARING GREASE: All bearing grease used for this project shall be Mobil® Mobilith SHC 220, NLGI Grade No.

2 or equal, approved by the VDOT Representative.

4. HYDRAULIC OIL: Hydraulic Oil provided shall be Mobil SCH Aware H EAL hydraulic oil in Viscosity Grade 46.

Contractor shall filter the new hydraulic oil through a new, clean, three (3) micron absolute filter immediately prior to introducing the new oil into the reservoir.

5. GASKETS AND “O” RING SEALS: All gaskets and “O” Ring seals used in refurbishment of the hydraulic cylinders shall be Viton®.

In addition to the requirements of Section 226 of the current VDOT Road and Bridge Specifications in regards to

Submission of Mill Analysis Reports, the Contractor shall submit for approval by the VDOT Representative, after receipt of materials, Mill Analysis Reports from the manufacturer(s) of all fittings and fasteners used on this project. Mill Analysis

Reports shall be cross – referenced to the specific material via Heat Numbers and shall provide complete Chemical and

Physical Property Data.

Complete Physical and Chemical Property Data for gaskets, “O” rings and elastomeric seals shall be submitted for approval as provided in the respective American Society for Testing and Materials (ASTM) Standards.

Resubmission of previously rejected submittals within 30 calendar days upon receipt of rejection.

C. REFERENCES:

1. The following National Consensus Standards, references and drawings along with this Specification constitute the

Contract Documents for this Project:

MILITARY SPECIFICATION NO. MIL – PRF – 907A, Revision E

VDOT Road and Bridge Specifications latest version– Section Number. 106, 107, 226 https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/#d.en.47767

VDOT Approved Materials List https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/materials/materials-approved-list_acc.pdf

2. REFERENCE PLAN SHEETS:

Existing Plans will not be available to bidders at the Jamestown – Scotland Ferry during the pre-bid conference.

3. SKETCHES:

Sketches will not be provided for this project.

4. CODES: Work under machinery components must comply with, but not be limited to, all applicable requirements of the following codes and standards and their abbreviations used in this Specification are as shown:

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/#d.en.47767 https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/#d.en.47767 https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/materials/materials-approved-list_acc.pdf https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/materials/materials-approved-list_acc.pdf

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a. American Assoc. of State Highway and Transp. Officials AASHTO

b. American Iron and Steel Institute AISI

c. American National Standards Institute ANSI

d. American Society of Mechanical Engineers ASME

e. American Society for Testing and Materials ASTM

f. Society of Automotive Engineers SAE

g. International Organization for Standardization ISO

h. National Fluid Power Association NFPA

i. Federal Military Specification MIL

The work shall meet the requirements of all other codes and standards as specified elsewhere in these Specifications.

Where codes and standards are mentioned for any pay item, it is intended to call particular attention to them; it is not intended that any other codes and standards shall be assumed to be omitted if not mentioned.

D. SEQUENCE OF WORK: The following is a suggested sequence for replacing the hydraulic cylinders for the transfer bridges at the Scotland Slips and Glass House Point Slips of the Jamestown – Scotland Ferry. The Contractor shall be responsible for adapting and/or modifying as required to meet conditions imposed by the Jamestown – Scotland Ferry and/or specific site conditions. The procedures noted below may not be all inclusive and field adjustments may be necessary to accommodate the work.

TASK No. 1 – UP RIVER TRANSFER BRIDGE HYDRAULIC CYLINDERS – SCOTLAND SLIPS:

1. Raise the transfer bridge to maximum height.

2. Close the ball valve in the piping connecting the hydraulic reservoir to the top connection on the hydraulic cylinder.

The ball valve is mounted on the steel channel supporting all the hydraulic lines to the hydraulic cylinder to be worked on.

3. Disconnect the hydraulic hose connecting the piping from the hydraulic reservoir in the mechanical room to the piping going to the top connection on the hydraulic cylinder. Mark both the hose and piping as Connection No. 1. Using a stainless-steel threaded plug, close the open end of the hose.

4. Install two (2) nominal 8 inches X 8 inches X 45 inches long wood support blocks onto the steel beam cross member connecting the two hydraulic cylinders.

5. Lower the transfer bridge down onto the wood support blocks. The transfer bridge should be approximately level.

6. Put the hydraulic system into “float”.

7. Using a stainless-steel threaded cap, cover the end of the piping from the top connection on the hydraulic cylinder.

This is part of Connection No. 1.

8. Close the two remaining ball valves mounted on the steel channel supporting all the hydraulic lines to the hydraulic cylinder to be worked on.

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9. Lock Out/Tag Out the hydraulic system electrical control circuit power supply and Lock Out/Tag Out the two pump motors for the hydraulic system for the subject slip.

10. Disconnect the hydraulic hose returning hydraulic oil to the hydraulic reservoir from the relief connection of the hydraulic relief valve mounted on the hydraulic cylinder. Mark both the hose and piping as Connection No. 2. Close the open end of the hydraulic hose with a stainless-steel plug and close the open piping connection with a stainless-steel threaded cap.

11. Disconnect the hydraulic hose from the bottom connection on the hydraulic cylinder. Mark both the hose and piping as Connection No. 3. Close the open end of the hydraulic hose with a stainless-steel threaded plug and close the open connection on the piping with a stainless-steel threaded cap.

12. Provide and install temporary support for the electrical junction box mounted on the hydraulic cylinder.

13. Disconnect the electrical connections and the flexible conduit to the flow valve in the relief valve return line to the hydraulic reservoir. Mark the wires and the flow valve terminals for reconnection.

14. Disconnect the electrical connections and flexible conduit to the top sensor switch on the air cylinder. Mark the wires and the switch terminals for reconnection.

15. Disconnect the electrical connections and flexible conduit to the upper reed switch on the air cylinder. Mark the wires

16. Disconnect the electrical connections and flexible conduit to the lower reed switch on the air cylinder. Mark the wires

17. Remove the air cylinder assembly from the existing hydraulic cylinder.

18. Provide and install the necessary rigging to stabilize and support the hydraulic cylinder.

19. Remove the 2-1/2 inches diameter pin connecting the hydraulic cylinder to the base plate on the concrete pier supporting the bottom of the hydraulic cylinder from the concrete base. Save the pin for reuse.

20. Remove the 2-1/2 inches diameter pin connecting the hydraulic cylinder to the connection on the steel transfer bridge connecting the cylinder rod to the transfer bridge. Save the pin for reuse.

21. Rig the existing hydraulic cylinder onto the Contractor’s truck.

22. Remove the mounting plate with relief valve and piping from the existing hydraulic cylinder. Save the bolting for reuse.

23. Install the mounting plate with relief valve and piping from the existing hydraulic cylinder onto the spare, rebuilt hydraulic cylinder. Use the bolting saved in Step No. 22 above.

24. Remove the stainless-steel piping and flow check valve from the bottom connection on the existing hydraulic cylinder.

25. Install the stainless-steel piping and flow check valve onto the bottom connection of the spare, rebuilt hydraulic cylinder and connect to the piping on the mounting plate.

26. Remove the stainless-steel piping from the top connection on the existing hydraulic cylinder.

27. Install the stainless-steel piping onto the top connection on the spare, rebuilt hydraulic cylinder.

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28. Rig the spare, rebuilt hydraulic cylinder with all installed piping from the Contractor’s truck back onto the concrete pile base support and install the 2-1/2 inches pin saved in Step No. 19 above.

29. Drift the top of the spare, rebuilt hydraulic cylinder with all installed piping in and make the clevis connection between the transfer bridge and the top of the hydraulic cylinder. Install the 2-1/2 inches pin saved in Step No. 20 above.

30. Connect the marked hydraulic hose to the upper connection on the spare rebuilt hydraulic cylinder assembly. This is

Connection No. 1.

31. Connect the marked hydraulic hose to the relief valve bypass connection on the spare, rebuilt hydraulic cylinder assembly. This is Connection No. 2.

32. Connect the marked hydraulic hose to the bottom connection on the spare, rebuilt hydraulic cylinder assembly. This is Connection No. 3.

33. Install the air cylinder assembly onto the spare, rebuilt hydraulic cylinder.

34. Using the marked wires and switch terminals make the electrical connection to the flow valve in the relief valve return line to the hydraulic reservoir. Connect the flexible conduit.

35. Using the marked wires and switch terminals, make the electrical connection to the top sensor switch on the air cylinder. Connect the flexible conduit.

36. Using the marked wires and switch terminals, make the electrical connection to the upper reed switch on the air

37. Using the marked wires and switch terminals, make the electrical connection to the lower reed switch on the air

38. Remove the temporary support for the electrical junction box for the hydraulic cylinder installed in Step No. 12 above.

39. Open the three ball valves mounted on the channel supporting all the hydraulic lines to the hydraulic cylinder to be worked on.

40. Remove the Lock Out/Tag Out from electrical control circuit power supply and the Lock Out/Tag Out from each pump motor and re-energize the control circuit and two pump power circuits.

41. Raise the transfer bridge approximately 6 inches and remove the wood blocks installed in Step No. 4 above. Return the wood blocking to VDOT.

42. Cycle the Transfer Bridge hydraulic system up and down a minimum of five (5) times. Confirm proper operation and check for leaks. Seal all leaks.

43. Request inspection by the VDOT Representative.

44. Demonstrate the operation of the Transfer Bridge to the VDOT Representative.

45. After approval by the VDOT Representative, turn over to VDOT.

46. The two removed hydraulic cylinders are to be transported by the Contractor to the hydraulic cylinder overhaul facility for inspection and repair. The hydraulic cylinder overhaul facility shall be in the Norfolk, Portsmouth, Newport News or Hampton, Virginia area.

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TASK NO. 2 – MID RIVER TRANSFER BRIDGE HYDRAULIC CYLINDERS – SCOTLAND SLIPS:

Follow the procedure under F. Overhaul Hydraulic Cylinders to overhaul two (2) hydraulic cylinders for either one (1)

Slip set at the transfer bridge at the Glass House Point or Scotland Wharf.

TASK NO. 3 – DOWN RIVER TRANSFER BRIDGE HYDRAULIC CYLINDERS – SCOTLAND SLIPS:

Repeat the steps outlined in Task No. 1, as necessary, to replace and install one (1) of the overhauled hydraulic cylinders for any transfer bridge at the Glass House Point or Scotland Wharf.

TASK NO. 4 – UP RIVER TRANSFER BRIDGE HYDRAULIC CYLINDERS – GLASS HOUSE POINT

SLIPS:

Follow the procedure under F. Overhaul Hydraulic Cylinders to overhaul one (1) hydraulic cylinder for the Glass House

Point or Scotland Wharf.

E. HYDRAULIC CYLINDER OVERHAUL PROCEDURE:

The following is a recommended procedure for overhauling hydraulic cylinders. Definitions are provided below:

OVERHAUL: All work required including labor, supervision, materials, plant, equipment, tools and all incidentals necessary to pick - up from VDOT storage or remove from the Scotland and / or Glass House Point Slips, crate, ship, tear-down, inspect, report, perform normal, routine cleaning and parts replacement, assemble, conduct a final inspection, test, crate, ship and install on any Scotland and / or Glass House Point Slips or deliver to VDOT storage, hydraulic cylinders for the Jamestown – Scotland Ferry.

REPAIR: All work required including labor, supervision, materials, plant, equipment, tools and all incidentals necessary to bring each hydraulic cylinder into a fully refurbished state.

1. HYDRAULIC CYLINDER DISASSEMBLY AND INSPECTION:

a. Photograph cylinder to document as – received condition, making sure photos clearly show any piping, valves or fitting orientation.

b. Thoroughly clean the outside of cylinder and make note of any external damage (i.e., dents, cracks, swelling, etc.).

c. Ensure there is no stored energy in the cylinder by carefully relieving pressure from any holding valves or check valves.

d. Remove oil piping and hoses, seal open ends with caps or plugs.

e. Remove cylinder rod assembly from barrel.

f. Document condition of existing seals (note any overheated, torn or contaminated seals).

g. Remove the head & piston from the rod assembly.

h. Remove existing seals and clean all components.

i. Inspect the piston and head seal grooves for any imperfections (i.e. scratches or corrosion)

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j. Using micrometers, measure piston O.D.; record dimensions.

k. Using micrometers, measure head I.D.; record dimensions.

l. Using micrometers, measure piston and head seal grooves; record dimensions.

m. Inspect cylinder rod O.D. for any surface finish imperfections (i.e. dents, scratches or pitting)

n. Using micrometers, measure O.D. of cylinder rod; record dimensions.

o. Using dial indicator, check cylinder rod straightness; record run-out.

p. Use Fischer Scope to measure chrome depth; record thickness.

q. Inspect rod eye, measure rod eye bushing / bearing I.D.; record dimensions.

r. Inspect cylinder barrel I.D. for any surface finish imperfections (i.e. dents, scratches or pitting).

s. Using micrometers and dial – bore gauge measure I.D. of cylinder barrel; record dimensions.

t. Using profilometer, measure bore surface finish in barrel; record dimensions.

u. Inspect barrel eye, measure barrel eye bushing / bearing I.D.; record dimensions.

2. HYDRAULIC CYLINDER INSPECTION CRITERIA:

Rod:

1) Straightness must be within .005” per foot over the length of the rod.

2) Surface finish must have no scratches or pits in the chrome.

3) Chrome thickness must be no less than .001”

4) Rod diameter must be no more than .003” under standard diameter.

5) Surface finish must be super polished to 4 → 6 Roughness Average finish.

Barrel:

1) Cylinder must have no scratches or pitting in the bore.

2) Bore diameter must be no more than .010” over standard diameter and taper no more than 0.002” end to end.

3) Cylinder bore must be honed and / or polished to 4 → 12 Roughness Average finish.

Piston:

1) O.D must be round within 0.002”.

2) Diameter must be no more than 0.025” under the cylinder maximum bore diameter.

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3) Seal grooves must be free of imperfections.

4) Seal groove dimensions must meet specifications for the required seal.

Head:

1) I.D. must be round within 0.002”

2) Diameter must be no more than 0.015” over the minimum rod diameter.

3) Seal grooves must be free of imperfections.

4) Seal groove dimensions must meet specifications for the required seal.

3. HYDRAULIC CYLINDER ASSEMBLY AND TESTING:

1) Lubricate and install new seals onto the piston and head with oil typical to the system.

2) Assemble head and piston onto the rod and torque piston retaining nut to the manufacturer’s specifications.

3) Ensure cylinder barrel is clean.

4) Install rod assembly into barrel and torque head retaining bolts.

5) Pressure test cylinder to 3,750 PSIG. Reference G. Pressure Testing Hydraulic Cylinders in IFB.

6) Ensure zero leakage and zero rod drift.

7) Paint hydraulic cylinder exterior per MATERIALS in the IFB.

8) Document all inspection and test results.

9) Deliver overhauled hydraulic cylinder(s) to VDOT at the Scotland Wharf in Surry County.

10) Provide documentation of Disassembly, Inspection, Assembly and Testing to VDOT.

F. PRESSURE TESTING HYDRAULIC CYLINDERS:

The Contractor shall pressure test all overhauled hydraulic cylinders for the transfer bridges at the Scotland and Glass

House Point Slips.

General requirements for the pressure test are listed below:

1. The Contractor shall provide VDOT with a minimum of five, (5) working days’ notice of any pressure test.

2. The Contractor will be responsible for pressurization of the hydraulic hoses and for depressurizing and draining the hydraulic hoses as necessary to complete the pressure tests.

3. The Contractor shall be responsible for providing and installing, all necessary hose, fittings, valves, blind flanges, blanks, gaskets, fasteners, etc. required to execute the pressure tests.

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4. The Contractor shall be responsible for providing and installing the means, with adequate capacity, to pressurize the hydraulic hoses to test pressure.

5. Pressure test fluid shall be a high quality, industrial hydraulic oil, 32 weight. Contractor shall provide a submittal on the hydraulic oil to be used. Hydraulic oil used for pressure testing shall be filtered through a 3.0 micron absolute filter immediately prior to use. The Contractor shall drain all pressure test hydraulic oil from each cylinder upon successful completion of the pressure test. Pressure test fluid shall be a high-quality hydraulic oil compatible with all seals, materials, and components of the hydraulic cylinder and associated test equipment.

6. The Contractor shall provide and install for the pressure test a minimum 4.0-inch dial diameter, 0 – 5,000 PSIG, solid front, 1% of span accuracy, bourdon tube type, industrial quality pressure gauge that has been calibrated within the last twelve, (12) months. Minimum readable graduation on the pressure gauge shall be 25 PSIG. Written Certification of Calibration, from the pressure gauge manufacturer or a Certified Instrument Shop, shall be provided to the VDOT

Representative immediately prior to the test and shall include traceability to National Institute of Standards and

Technology (NIST) (ISO 9000) Standards. Calibration shall be cross – referenced to the pressure gauge via manufacturer, model no. and serial number.

7. Pressure tests shall be witnessed by the VDOT Representative.

8. Any leakage, as a result of the Contractor’s operations, which results in any hydraulic cylinder failing the pressure test, shall be corrected by the contractor and the hydraulic hose retested until approved by the VDOT Representative.

9. The test pressure for the transfer bridge hydraulic cylinders shall be 3,000 PSIG. The test pressure shall be held for a minimum of one, (1) hour. Results shall be recorded at 10 minute intervals. Pressure test failure is defined as a loss of

5 PSIG or more in one hour.

10. After completion of the pressure tests, Contractor shall be responsible for removal of all oil from the tested hydraulic cylinders.

11. After completion of all pressure tests and approval by the VDOT Representative, the Contractor shall remove all hoses, fittings, valves, pressure gauge(s) and pressure test equipment etc. from the site.

G. LIMITATIONS OF OPERATIONS:

1. The Contractor shall verify all dimensions in the field and shall be responsible for their correctness. No additional compensation will be allowed because of differences in dimensions, plan sheet(s) to actual.

2. The Contractor shall remove from the project site any excess, unused and/or temporary materials and shall dispose of these materials at an approved site per Section No. 106 of the VDOT Road and Bridge Specifications, latest edition.

3. Any existing equipment necessary to operate the facility shall not be made inaccessible by any permanent installation of new equipment and/or installation of any temporary equipment and/or storage of new material and/or existing material to be removed and/or the Contractor’s operations.

4. The Contractor shall develop a Lock Out – Tag Out Procedure, which shall be approved by the VDOT Representative, prior to the commencement of work.

5. Welding, cutting and burning shall be prohibited on the docks, slips and inside the mechanical rooms at the Scotland and/or Glass House Point Slips.

6. The Contractor shall notify the VDOT Representative a minimum of five (5) working days prior to any witnessed testing.

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7. Unless otherwise specified or agreed upon in writing by both parties, Contractors’ working hours shall be limited to the hours of 7:00 AM to 5:00 PM Monday through Friday, except on state observed holidays.

8. Only one slip shall be out of service at any time.

9. All used hydraulic oil drained from piping; hoses and/or hydraulic cylinders shall be stored in an Eagle Safety Can or an equivalent fire-resistant, OSHA-compliant metal container and turned over to VDOT at the conclusion of the work.

Used hydraulic oil shall not be put back into any hydraulic system at the Jamestown – Scotland Ferry.

10. The Contractor shall develop and implement Spill Prevention Procedures for all work done on the docks, slips and in the mechanical rooms at the Scotland Wharf of the Jamestown – Scotland Ferry.

Minimum requirements are as follows:

a. The Contractor shall provide approved spill containment pallet(s) or other approved secondary containment with adequate capacity to hold all drums stored thereon including all drums containing new hydraulic oil and all drums containing used hydraulic oil and drums or containers holding hydraulic hoses removed from service.

b. The Contractor shall maintain a minimum of 100 pounds of Spill Containment powder or “pigs” (oil absorbent booms- suitable for purpose intended) at all times when work is in progress over the water at the Scotland and/or

Glass House Point Slips.

c. The Contractor shall maintain a listing at all times while on the wharfs and slips at Scotland and/or Glass House

Point Slips of telephone numbers for immediate contact with the following organizations in case of a spill:

(1) National Response Center (U. S. Coast Guard) (800) 424-8802

(2) Commonwealth of Virginia, Department of Emergency Management (804) 750-8845

(3) Commonwealth of Virginia, Virginia Marine Resources Commission (800) 541-4646

(4) Commonwealth of Virginia, Virginia Department of Transportation, Hampton Roads District, District

Environmental Group, District Hazardous Materials Coordinator (757) 956-3000

d. In case of a spill, the Contractor shall maintain a method of immediate communication (cellular telephone or other means) for contacting the organizations listed directly above in “c” 1 through 4 within thirty (30) minutes of any spill at the work site. The Contractor shall designate one member of his company as the person to make immediate contact with the organizations listed directly above in “c” and this person shall be on site at all times.

11. The Contractor shall submit all spill prevention measures to the VDOT Representative for approval prior to any work, except for taking information and measurements from the equipment on the Scotland Wharfs, slips and mechanical rooms.

12. The Contractor’s field operations under this contract may be interrupted by necessary operations of the existing hydraulic power units, traffic gates and/or transfer bridges for normal operation of the ferry slips supporting routine operation of the Ferry service.

13. All Containers used to store used hydraulic oil shall be Eagle Safety cans or equal Approved by the VDOT

Representative.

14. Removal and replacement of hydraulic cylinders for the up river slip at the Glass House Pont slips may require the use of a barge or ferry to support the transfer bridge while the hydraulic cylinders are being replaced. If needed, VDOT will provide the barge or ferry boat upon request.

15. The Contractor shall test the transfer bridge hydraulic cylinders a minimum of three (3) times after installation at all ferry slips. The testing shall be witnessed by the VDOT Representative.

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16. For work on the Up River Slip at the Glass House Point Slips, VDOT may provide a ferry boat or barge to support the transfer bridge while the hydraulic cylinders are being replaced.

H. REPAIR SERVICE:

1. The Contractor shall prepare and submit to the Agency, a written estimate of the labor hours and materials, which may be required to perform any repairs. Repairs may be made only with the Agency’s prior written authorization.

2. If the Agency is in agreement with the estimate for repairs, a separate purchase order line item will be charged against to cover the cost of repairs.

3. The Agency reserves the right to make or obtain other repair cost estimates prior to authorizing the Contractor to proceed in order to comply with the requirement of State regulations to determine cost reasonableness. If the cost estimate is considered not to be reasonable, the Agency reserves the right to obtain the repairs from another source.

4. Repairs necessitated by vandalism, accident or obsolescence of equipment shall be accomplished on a time and materials basis.

I. TRAVEL TIME and MILEAGE:

The Contractor will be eligible to receive one way "anytime" travel time, per day not to exceed the cost of one tradesperson, at the normal hourly rate of the trade listed on the pricing schedule (active purchase order) and one-way mileage compensation for that same day not to exceed the cost of one vehicle for the repairs at the current Personal Mileage state rate per mile from the Contractor's place of business to the Work Location (based on Google Maps or equivalent for distance and travel time), not to exceed two (2) hours.

NOTE: The travel time will be at the same regular hourly rate regardless of the actual time and/or date traveled. Rates per mile can be confirmed at https://workcomp.virginia.gov/documents/rates-min-max-benefits-cola-mileage.

J. HOURLY LABOR TO PERFORM ANY NECESSARY REPAIRS UPON REQUEST ONLY: Upon the approval of

VDOT JSF, hourly labor can be performed for issues that directly affect the performance of hydraulic cylinders or necessary repairs when overhauling the hydraulic cylinders. Some examples, which is not all-inclusive list of probable causes are hydraulic leaks, air cylinder repair/replacement, loose electrical connections, limit switches, proximity sensors, electrical faults, replacement of relays or PLC modules, hydraulic hose and/or fitting failures, hydraulic components, faulty solenoid valves, rod seals, piston seals, wiper (scraper) seals, wear band / guide rings (on the piston or rod), piston, cylinder rod, rod end / rod eye, cylinder tube/barrel, glands/end caps, O-rings, ports and port fittings.

K. PARTS AND MATERIALS: Upon the approval of VDOT JSF, any parts and materials necessary to repair, overhaul, or to repair an issue that directly affects the performance of hydraulic cylinder(s) will be invoiced on a time and material basis.

V. PRE-BID CONFERENCE:

An optional in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on October 8, 2026 and held at the VDOT Jamestown Scotland Ferry 16289 Rolfe Hwy. Surry, VA 23883. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

https://workcomp.virginia.gov/documents/rates-min-max-benefits-cola-mileage

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

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

VI. METHOD FOR PAYMENT:

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

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

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

VII. INVOICING:

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

Virginia Department of Transportation

Jamestown Scotland Ferry

PO Box 26

Surry, VA 23883

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

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1 -866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

mailto:edi@doa.virginia.gov mailto:jamestownscotlandferryinvoice@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

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2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 9:00 EDT on October 20, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/242892534287763?p=AqviCS5nHzO8x12U0i

Meeting ID: 242 892 534 287 763

Passcode: u4wc3o7K

Dial in by phone

+1 434-230-0065

Phone conference ID: 682 588 415#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 113 167 491 1

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 https://teams.microsoft.com/meet/242892534287763?p=AqviCS5nHzO8x12U0i http://www.eva.virginia.gov/

Page | 17 on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1(E)).

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

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

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

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

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

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

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

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

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

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

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