VIRGINIA DEPARTMENT OF MOTOR VEHICLES INVITATION FOR BIDS (IFB)

Issue Date: September 4th 2026 IFB# 154:27-125679

Title: DMV Snow Removal Services Statewide

Commodity Code: 96872

Issuing Agency: Commonwealth of Virginia Department of Motor Vehicles (DMV) 2300 West Broad Street Richmond, Virginia 23220

Location Where Work Will Be Performed: DMV Statewide

Period of Contract: For one (1) year from the Date of Award with four (4) optional one-year renewals.

Sealed Bids Will Be Received Until 2:00 PM Eastern Standard Time (EST) on October 5, 2026, for furnishing the Goods and Services described herein. A public bid opening will be held on October 6, 2026 at 11:00 AM EST. Attendance is optional. No one will be admitted after 11:05 AM EST. https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWIyOTIzNjMtODkzYy00OGMzLTg2OWMtYTExOGNkMzZlZWM0%40thread.v2/0?context=% 7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c469034d-a866-4787- 9470-99d35a414fe7%22%7d

All inquiries for information should be directed to Holly Paige, via E-mail to: holly.paige@dmv.virginia.gov.

Questions should be in writing only and received by 2:00 PM EST September 18, 2026.

IFB# 154:27-125679 is issued and administered through eVA, the Commonwealth of Virginia’s electronic procurement system. All bids must be submitted electronically in eVA. Bids submitted by any other method will not be accepted, and eVA will not allow submissions after the stated closing date and time.

In compliance with this Invitation for Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct and complete.

*Virginia Contractor License No. *DSBSD-certified Small Business No.

Name and Address of Firm:

Zip Code:

eVA Vendor ID:

E-mail Address:

Date:

Signature:

Name:

Title:

Telephone Number: ( ) https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWIyOTIzNjMtODkzYy00OGMzLTg2OWMtYTExOGNkMzZlZWM0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c469034d-a866-4787-9470-99d35a414fe7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWIyOTIzNjMtODkzYy00OGMzLTg2OWMtYTExOGNkMzZlZWM0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c469034d-a866-4787-9470-99d35a414fe7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWIyOTIzNjMtODkzYy00OGMzLTg2OWMtYTExOGNkMzZlZWM0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c469034d-a866-4787-9470-99d35a414fe7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWIyOTIzNjMtODkzYy00OGMzLTg2OWMtYTExOGNkMzZlZWM0%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c469034d-a866-4787-9470-99d35a414fe7%22%7d mailto:holly.paige@dmv.virginia.gov

MANDATORY PREBID CONFERENCE: A mandatory prebid conference will be held on September 15, 2026, 1:00 PM EST. NO ONE WILL BE ADMITTED AFTER 1:05 PM EST. It is highly recommended you log in 15 minutes prior to make sure you have access. Attendance is a requirement for submitting a bid. See section III..

MANDATORY SITE VISIT : A mandatory site visit is required for each location you chose to bid on. Refer to Attachment E – DMV Snow Overlay. The bidder must sign the sheet located at each location. See section III..

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, or 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.

IFB 154:27-125679 DMV SNOW REMOVAL STATEWIDE

TABLE OF CONTENTS

I. PURPOSE

II. DEFINITIONS

III. PRE-BID CONFERENCE

IV. BIDDER UNDERSTANDING OF REQUIREMENTS

V. SCOPE OF WORK

VI. BIDDERS INSTRUCTIONS

VII. BIDDER QUALIFICATIONS/AWARD

VIII. INVOICES AND METHOD OF PAYMENT

IX. GENERAL TERMS AND CONDITIONS

X. SPECIAL TERMS AND CONDITIONS

XI. ATTACHMENTS

A: State Corporation Commission Form B: Vendor Data Sheet C: Small Business Subcontracting Plan D: Pricing Schedule ................................................................................ Separate Attachment E: DMV Snow Removal Overlay ................................................................. Separate Attachment

I. PURPOSE

The purpose of this Invitation for Bids (IFB) is to solicit sealed bids to provide comprehensive snow and ice removal services to one, multiple, or all Department of Motor Vehicles (DMV) Customer Service Centers (CSC), Motor Carrier Service Centers (MCSC or Weigh Stations), DMV CDL Test Sites and DMV Richmond Headquarters.

II. DEFINITIONS

The following definitions apply to this solicitation:

• Authorized Users means Virginia Department of Motor Vehicles (DMV).

• Bid or Response means the official written bid submitted by a bidder in response to this solicitation.

• Bidder means the company or firm submitting a bid in response to this solicitation.

• Contract means the resulting agreement executed by and between the Commonwealth and the Contractor, as now or hereafter amended.

• Contractor means the person or entity delivering products or performing services under all contractual provisions stipulated under any contract resulting from this solicitation.

• Department of Small Business and Supplier Diversity (DSBSD) means the Commonwealth of Virginia agency dedicated to enhancing the participation of small, women- and minority-owned businesses in Virginia’s procurement process.

• Department of Motor Vehicles (DMV) means the agency conducting this procurement. For the purposes of this solicitation, DMV may be referred to as “Agency” or the “Commonwealth.”

• eVA means the Commonwealth of Virginia’s Internet electronic procurement solution website portal which streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with Virginia state agencies and public bodies. Obtain additional information on eVA at http://www.eva.virginia.gov and click on “I Sell to Virginia.”

• Invitation for Bid (IFB) means the entire solicitation document, including all parts, sections, exhibits, attachments, and amendments.

• Order or Purchase Order (PO) means any eVA order used to order the products and services on the Contract.

• Virginia Business Opportunities (VBO) means the Commonwealth of Virginia’s website portal to access all bid opportunities and solicitations published for goods and services that state agencies and localities purchase.

III. PRE-BID CONFERENCE/SITE VISIT: It is a prerequisite for submitting a bid and DMV accepting it.

MANDATORY PREBID CONFERENCE: A mandatory prebid conference will be held on September 15, 2026, http://www.eva.virginia.gov/

1:00 PM EST. NO ONE WILL BE ADMITTED AFTER 1:05 PM EST. It is highly recommended you log in 15 minutes prior to make sure you have access. Attendance is a requirement for submitting a bid.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGRlNzQ4MmMtN2ZkOC00OWYwLWFlNGUtN2I5MTMxOWRhNmNj%40thread.v2/0?co ntext=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c469034d-a866-4787-9470-99d35a414fe7%22%7d

MANDATORY SITE VISIT : A mandatory site visit is a requirement for submitting a bid. Refer to Attachment E – DMV Snow Overlay for addresses and hours of operation. The bidder must sign the sheet located at each location.

Due to the following MCSCs not being manned at all times the sign in sheet will be located at a nearby main station.

See below:

Middletown MCSC – Sign in sheet located at Stephens City MCSC.

Hollins MCSC – Sign in sheet located at Troutville MCSC.

Aldie MCSC – Sign in sheet located at Dumfries MCSC & Stephens City MCSC (signature is only required on one of these sheets).

IV. BIDDER UNDERSTANDING OF REQUIREMENTS AND QUESTION SUBMISSION

A. Bidder Understanding of Requirements: Bidder shall be fully responsible for understanding the Scope of Work, terms and conditions, all other aspects of the IFB, and factors affecting contract performance before submitting a Bid. It shall be the Bidder’s sole responsibility to inquire and obtain clarification if the Bidder does not fully understand the IFB requirements.

DMV shall accept no responsibility for a Bidder not receiving the solicitation, amendments and/or other solicitation documents. Bidder shall be solely responsible for regularly checking the status of the solicitation in the eVA Portal for any updates, changes, amendments, or other information pertaining to the IFB. To find solicitation updates, go to www.eva.virginia.gov, click on “Business Opportunities, Virginia Business Opportunities (VBO), and type “154:27-125679” or the title into the Search Box.

B. Bidder Question Submission: No questions will be answered by phone. Questions regarding the solicitation must be submitted in writing to Holly Paige via e-mail no later than 2 PM EST, September 18, 2026. Identify the question by noting the solicitation number “IFB# 154:27-125679” in the subject line of the email. Official answers to all written questions may be posted on the VBO. The identity of a Bidder will not be published with the answers; however, the text of questions may be restated by DMV and Bidders should not include language in questions that may reveal their firm’s identity.

C. IFB Amendments: Formal changes to the IFB, including but not limited to contractual terms and procurement requirements, will only be changed by formal written amendments issued by DMV. If you submit a bid and a formal amendment is issued, Bidders must resubmit their bid under the newly amended solicitation.

V. SCOPE OF WORK

The Contractor shall provide all materials, labor, supervision, tools. and equipment necessary to provide comprehensive snow and ice removal services for DMV properties. Snow removal can occur at any time from the period of November 1st to May 1st of any given year.

A. GENERAL REQUIREMENTS

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1. The Contractor shall ensure that all snow and ice is removed from all parking lots, sidewalks, and entranceways prior to the DMV location opening. In the case of sites that operate 24 hours, snow is to be kept below one (1) inch, and that snow removal clearing continues if the precipitation does not cease.

2. The Contractor shall be responsible for providing all the tools, labor, materials, and equipment for providing snow removal, pre-treatment protocols, and post-treatment applications for the DMV Customer Service Centers, the Motor Carrier Service Centers, the CDL Testing facilities, and the DMV Headquarters facility.

3. The Contractor shall be responsible for the repair of curbing, parking bumpers, signage, markers, asphalt, sidewalks, and/or paving if found that damage to such areas was caused by the Contractor while performing snow and/or ice removal, equipment delivery and/or operations, or during negligent activities resulting in property damages.

4. For referenced clearing operations, see Attachment E (Snow Removal Overlays) for a generalized overview of the clearing requirements for DMV properties. This will designate the general clearance scope of all the applicable sites required for snow removal operations.

5. A job site inspection is mandatory; see Section III and X., J. “Inspection of Job Site”.

B. GENERAL PROCEDURES

1. If the accumulation of snow on the ground is two (2) inches or less, or any accumulation of ice, the Contract Administrator will notify the Contractor if services are required. If services are required, the Contractor shall be on-site to provide services within two (2) hours of such notification. The Contractor shall return any missed call from the DMV within one (1) hour.

The Contract Administrators shall be the primary points of contact for the vendor in any snow removal operation.

2. The Contractor shall immediately proceed with pre-event application treatment of ice-melt when the National Weather Service (http://www.erh.noaa.gov/akq/) forecast has a 60% or greater chance of three (3+) inches of snow or any accumulation of ice at a specific DMV location. Only chemicals, which have been approved for use by the Environmental Protection Agency and the Virginia Department of Transportation, shall be used. Please see section C.

for the application of chemicals at the MCSCs. Pre-event application treatment of ice-melt to all parking areas, travel lanes, sidewalks, steps and entranceways shall be at an application rate of three (3) pounds per 1,000 square feet of surface area or at a rate as specified by the ice-melt manufacturer. If deviation from this requirement is requested by the Contractor, the rate will be mutually agreed to by the DMV and the Contractor. Truck speed and spreader flow must be regulated to ensure that the application rate meets requirements to ensure safe conditions.

3. The Contract Administrator can also notify the Contractor to provide pre-event application treatment of ice-melt services as required if the above requirements are not met. If services are requested, the Contractor shall be on-site to provide services within two (2) hours of such notification.

4. The Contractor shall immediately proceed with snow or ice removal when there are two (2+) inches of snow and/or ice accumulation on the clearable surfaces.

5. The Contractor shall immediately proceed with snow or ice removal without approval from DMV when the accumulation of snow on the ground is more than two (2) inches or greater.

Reasonable attempts should be made to provide complete service in as few pushes as necessary (i.e. wait until snow ceases falling to provide services UNLESS the DMV location will be opening before the snow, wintry mix, and/or ice ceases).

6. The Contractor shall be responsible for all labor, materials, tools, and equipment necessary to successfully perform snow removal operations. For inclement weather events that produce greater precipitation events (i.e. 6” accumulation or greater), the contractor shall be responsible for the coordination and utilization of heavier equipment (such as, but not limited to, snowplows, loaders, skid steers, salt spreaders, dump trucks, etc.) for the complete clearing and snow removal process, if needed.

7. The Contractor shall be responsible for designating independent crews per location to ensure that all locations are appropriately addressed for snow removal efforts and ensuring that designated crews are properly staffed and equipped to perform snow removal operations.

8. The Contractor shall be required to continue services until all areas are free of snow and ice (a single pass may not be acceptable). Snow and ice removal shall be in accordance with industry standards.

Snow and ice removal shall be in a comprehensive and orderly manner that results in a high level of quality and safety for DMV employees and our customers in accordance with industry standards. It is the expectation that all snow removal efforts are completed 24 hours after the inclement weather event has ceased precipitating and all lots are cleared two (2) hours prior to DMV reopening the facility.

9. The Contractor shall be responsible for properly providing manual labor, tools, and equipment for performing clearance operations in hard-to-reach areas that require hand tools, shoveling, or miniature snow blowers that vehicular equipment cannot access. These include (but may not be limited to) areas such as stoops, stairs, ramps, sidewalks, breezeways, travel lanes, corridors, ADA access pathways and parking lanes, and common access areas.

10. The Contract Administrator may, at any time, notify the Contractor that snow and ice removal services are not required. The Contract Administrator will attempt to provide a minimum of two (2) hours’ notice when services are not required. No additional fees shall be charged if services are not required.

11. De-icing Service – The following will apply to De-icing Services:

a. (Pre Treatment) The Contractor shall apply ice melt and/or sand to sidewalks, steps, ramps, entranceways, travel lanes, and parking lots when surface icing has occurred, or upon request by the Contract Administrator. Ice melt and sand shall be provided by the Contractor as needed. Only chemicals which have been approved for use by the Environmental Protection Agency and the Virginia Department of Transportation shall be used. Gravel and/or gravel dust shall not be used. The price provided for de-icing service shall be all-inclusive (labor, equipment, supplies, and materials).

b. (Post Treatment) - Post clearing application treatment of ice-melt to all parking areas, travel lanes, sidewalks, steps and entranceways shall be at an application rate of 2 lbs. per 1000 square feet of surface area or at a rate as specified by the ice-melt manufacturer. The rate will be mutually agreed to by the DMV and the contractor. Truck speed and spreader flow must be regulated to ensure that the application rate meets requirements to ensure safe conditions.

c. (Abrasives) - The contractor shall apply abrasives (sand) to sidewalks, steps, travel lanes and parking areas as needed to ensure slip and fall hazards are negated with suspect and slippery surfaces. Sand shall be provided by the contractor as needed in accordance with industry standards to ensure safe conditions. Gravel and/or gravel dust shall not be used.

No abrasives, sand or other material used for traction, shall be used on the front and rear raised patio portion of the HQ building, not including stairs or ramps, without expressed permission by the CA or ACA. As ice melt is not considered an abrasive, it is acceptable and expected to be used according to the pre-treatment and post-treatment as listed above.

d. Contractor shall remove all sand and other de-icing residues from the parking lot and sidewalks, at the request of the Contract Administrator or his/her designee and dispose of them in a proper and legal manner, at the hourly rate as indicated in the pricing schedule.

12. The Contractor shall provide pretreatment (liquid or chemical) of parking lot only if preauthorized by the Contract Administrator in writing. Only chemicals which have been approved for use by the Environmental Protection Agency and the Virginia Department of Transportation, shall be used. Liquid or chemical pretreatment shall be separately priced and not included in the price per event rate. Note: if extreme weather conditions are expected, such as large amounts of ice or snow, the Contract Administrator may preauthorize more than one pretreatment to provide additional coverage of the parking lot, if needed.

13. The Contractor shall correct all discrepancies/non-performance issues within four (4) hours of notification by the Contract Administrator.

14. Restrictions: Snow SHALL NOT be stockpiled, piled, or moved in such a manner that impedes site or building access, piling up against dumpster enclosures, restricting access to fire hydrants, or blocking municipal or VDOT snow removal efforts. De-icing products shall not be applied to local landscaping or any vegetation.

15. Site inspections and assessments need to be jointly completed prior to the winter season to ascertain existing conditions and document clearance expectations for each site covered under the contract.

16. The contractor shall be provided with an overlay detailing the extent of the sites DMV is contracting for snow removal services. (SEE ATTACHMENT “E”)

17. The contractor shall provide a detailed After Action report on the performance of services within two (2) weeks following a major snow/ice event (greater than six (6) inches of snow or (1) inch of ice), including what transpired, issues presented, resolutions conducted, and further recommendations or changes to enhance performance measures.

18. A Daily Status Report shall be provided twice daily during any weather event requiring service detailing the locations cleared during any inclement weather prior to the business day (7:30 am) and prior to close of business (4:00 pm). This will be provided to the Contract Administrator and facilities management staff at DMV. This report shall consist of a breakdown of the individual facilities where work is being performed, time/date clearance was conducted or when it is scheduled, current facility status (cleared or not cleared), report on clearing operations, and if further treatment was needed. This report shall be emailed electronically to the Contract Administrator.

C. MOTOR CARRIER SERVICE CENTERS – ADDITIONAL REQUIREMENTS

1. The Contractor shall furnish all labor, supervision, equipment, supplies, materials, and incidentals as necessary to remove snow and/or ice from scales, parking lots, sidewalks, and entranceways on both the northbound and southbound sides of the Motor Carrier Service Centers (MCSC).

2. Plowing is allowed on ramps, parking lot(s), sidewalks and entranceways at the Motor Carrier sites. No chemicals or salt products are to be applied on the scales themselves and is strictly prohibited.

3. Only hand shoveling or clearing is permitted on the scale decks.

4. These sites are operational 24 hrs. a day and shall remain operational during winter weather events. The clearing of snow shall be conducted throughout the event and not be serviced solely after snowfall has ended.

5. Motor Carrier sites shall be consistently cleared to remain open on a 24-hour basis. Priority shall be given to ensure that main approach ramps, ingress, egress, scale decks, and main sidewalks are completely cleared of any accumulation.

D. EQUIPMENT, MATERIAL, AND PERSONNEL REQUIREMENTS

1. The Contractor shall have the necessary equipment and personnel required to perform the services in accordance with industry standards, including but not limited to skid steers, front-end loaders, plows, snowblowers, salt spreaders, and dump trucks. Note: During a major snow, a pickup truck is not sufficient; larger equipment is needed. It is ultimately up to the contractor to determine the means and methods for properly addressing snow removal, but it is highly recommended that the contractor have the adequate personnel, tools, materials, and equipment to successfully remove snow from DMV’s premises.

2. Contractors must use plows of sufficient size and commercial quality spreading equipment to handle the removal requirements for each DMV location. Manual broadcast spreaders from the bed of a pickup truck is deemed to not provide sufficient coverage to the site. Operational personnel should conduct a pre-event site visit.

3. All personnel will utilize proper personal protective equipment (PPE) with Ansi Class 3 vests or equivalent.

4. The Contractor shall furnish experienced equipment operators with good operating records who are safety conscious and who shall exercise reasonable care in the performance of this service. All operators should have at least one (1) years’ experience in the operation of such equipment and shall possess a valid driver's license issued by the driver's state of residence.

5. The contractor shall provide a comprehensive inventory list of snow removal equipment. The equipment inventory must be submitted in September of each contract year including description and location of the equipment, and whether the equipment is owned or rented.

DMV shall review the equipment and vehicle inventory yearly to ensure that requirements are satisfactory.

6. All equipment used under this contract shall be operated safely, maintained in a mechanically reliable condition, and be equipped with AMBER 360-degree caution lights.

7. The Contractor must be able to apply a minimum of 3 pounds of ice melt per 1,000 square feet for pretreatment and 2 pounds per 1000 SF post treatment applications, unless directed by the Contract Administrator for product application changes. The Contract Administrator will notify the vendor of the necessary amounts needed per weather event and location and if further treatments are required.

8. A supervisor fluent in English shall always be available.

9. The Contractor shall ensure that no trash or debris is left on site after conducting snow removal operations.

E. CONTRACT MANAGEMENT

1. The facilities Coordinator will serve as the Contract Administrator (CA), Deputy Director

Operations’s of CSMA for Customer Service Centers and CDL Test Sites, Technical Services Manager for Motor Carrier Service Centers, Buildings and Ground Superintendent for HQ.

The CAs will perform duties such as verifying accurate and timely work completion, and meeting with the contractor for on-site inspections and providing feedback to the contractor about its performance. If the CA is unavailable, he or she may designate another DMV employee to act on his/her behalf, and any such designee shall be considered the equivalent of the “Contract Administrator”.

2. The Assistant CAs will be first contact for any specific site issues and shall work with the vendor in the best interest of DMV to resolve any site-specific issues. If any issues cannot be resolved on the first attempt, it will then be escalated to the CA who will then work with the contractor to resolve the issues.

3. The Contractor and supervisory staff must continually devote enough time and attention to this contract in order to self-manage its contract performance; for the purpose of this contract, “self-managed” is defined as the Contractor.

F. RECORD OF SERVICE

1. All work performed will be verified by the Contract Administrator. Available security cameras will be used to verify arrival and departure times, man hours, snow accumulation, or other determining information. The Contract Administrator shall also verify with management staff on accumulation totals and work performance being conducted by the contractor. In cases of discrepancies, the Contract Administrator’s interpretation shall prevail.

2. Any instance of inconsistency between actual time worked (verified via security camera) and time recorded on the invoice may be grounds for contract termination.

3. The Contractor shall provide the following information to the Contract Administrator within seven (7) days of contract award:

a. A designated Project Manager with name, business address, email, and telephone number(s) where the Project Manager can be always reached. The Project Manager is responsible for ensuring the performance standards and requirements of the contract are achieved and continuously maintained.

b. A detailed discussion of performance of services during a regular snow event, and a major snow event (greater than six (6) inches), including stockpiling of snow.

c. Procedures for holiday closures and other instances of delayed opening or closing early.

G. LOCATIONS WHERE WORK WILL BE PERFORMED

Attachment E – DMV Snow Removal Overlay outlines current locations where work is to be performed under this solicitation. Locations may be added, changed, or deleted from the contract at any time upon written agreement of DMV and the Contractor.

VI. BIDDER’S INSTRUCTION:

1. BID SUBMISSION - INSTRUCTIONS: Instructions for Electronic Bid Submission via eVA:

Electronic bid submission is the only acceptable method to submit a bid. In order to submit an electronic bid, the Bidder must be registered in eVA. Bidders should:

i. Visit www.eva.virginia.gov;

ii. Click on Business Opportunities -> Virginia Business Opportunities (VBO)

iii. Type “DMV Snow Removal” into the Search box.

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

iv. Click “View Opportunity” to select the solicitation.

v. Click the “Respond Online” version of the solicitation in the upper right corner.

vi. Follow the instructions online to submit your response.

2. In order for the bid to be considered responsive, the following should be submitted with the bid package. Failure to submit any of the required information may result in the bid being declared non-responsive.

• Completed and signed IFB Document

• Completed State Corporation Commission Form, Attachment A

• Completed Vendor Data Sheet, Attachment B.

• Small Business Subcontracting Plan, Attachment C.

• Completed Bid Pricing Schedule, Attachment D.

VII. BIDDER QUALIFICATIONS/AWARD

1. DMV may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to DMV all such information and data for this purpose requested in Attachment C, Vendor Data Sheet. DMV reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. DMV further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy DMV that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

2. DMV reserves the right to conduct any test it may deem advisable and to make all evaluations.

DMV also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of DMV to be in its best interest.

VIII. INVOICES AND METHOD OF PAYMENT:

Payment will be made in accordance with the Virginia Prompt Payment Act, within 30 days after receipt of a valid invoice and verification of satisfactory goods received and/or completion of work.

All invoices must contain the following information in order to be paid: Contractor name and address, name and address of the DMV location where services were provided, description of each individual service provided, cost of each individual service provided, time arrived on site and left the site (example:

8:00 pm to 10:30 pm) and total cost.

Payment Options: The Contractor shall accept payment by electronic funds transfer (EFT), by check, or with the Commonwealth’s Small Purchase Charge Card (SPCC).

Note: The Commonwealth of Virginia Small Purchase Charge Card may be used as the method of payment at the discretion of DMV if the Contractor has an established Merchant Account/Agreement.

Merchant bank fees shall not be charged back to DMV.

Invoices shall be submitted to the following address:

email to: accountspayable@dmv.virginia.gov

Inquiries regarding payments should be addressed to: Accounts Payable at accountspayable@dmv.virginia.gov

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/proposals), (bidders/offerors) certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided;

however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body.

(Code of Virginia, § 2.2-4343.1E).

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 mailto:accountspayable@dmv.virginia.gov mailto:accountspayable@dmv.virginia.gov https://eva.virginia.gov/index.html 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/proposals), (bidders/offerors) certify that their (bids/proposals) are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other (bidder/offeror), supplier, manufacturer or subcontractor in connection with their (bid/proposal), and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

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

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

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

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

G. ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs:

Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

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

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

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

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

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

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

Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the Contractor’s receipt of payment from the Commonwealth, a

Contractor awarded a contract under this solicitation is hereby obligated:

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

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

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

3. Each prime Contractor who wins an award in which provision of a SWAM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

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

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS

MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN

PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986,

DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND

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

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the services/furnish the goods and the (bidder/offeror) shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect (bidder’s/offeror’s) physical facilities prior to award to satisfy questions regarding the (bidder’s/offeror’s) capabilities. The Commonwealth further reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy the Commonwealth that such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

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

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

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Contractor shall comply with the notice upon receipt, unless the Contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the Contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the Contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

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

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

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

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth may terminate this agreement after verbal or written notice without penalty.