Final IFB 160959 Manicured Mowing Services.pdf

Administrative Services/Procurement

Culpeper District-Lousia Residency

Hand Mowing & Litter Removal Services

IFB #160959

Issue Date: June 10, 2026 INVITATION FOR BIDS IFB# enter 160959 Title: Manicured Mowing & Litter Removal Services – Louisa Residency

Commodity Code(s): 98836, 98856

Location Where Work Will Be Performed: Louisa and Fluvanna Counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Jasmine Alexander

Email: jasminem.alexander@vdot.virginia.gov

Phone: (804) 371-7865

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 1:00 PM Eastern Standard Time (EST)/Eastern Daylight Time

(EDT) on June 15, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 2:00 PM/PM EST on June 25, 2026. Refer to Solicitation Section VIII.A for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 11:30 AM EST on June 26, 2026. Refer to Solicitation Section VIII.B for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

B. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of

Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

C. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. REFERENCES

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

Hand Mowing & Litter Removal Services

Administrative Services Division

Culpeper District – Lousia Residency

Invitation For Bids IFB # 160959

HAND MOWING & LITTER REMOVAL SERVICES

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 7

VI. METHOD FOR PAYMENT 8

VII. INVOICING 8

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 8

IX. GENERAL TERMS AND CONDITIONS 9

X. SPECIAL TERMS AND CONDITIONS 16

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. References

F. Virginia Code Red Ozone Days

G. Mowing-Sight Distance Guideline

H. Routes/Acres

I. Prevailing Wage Rate Determination

J. Notes for Mowing with Encroachment

REFERENCED TRAININGS

1. General Term and Condition C.1.(d): Link to Referenced Sexual Harassment Training

2. General Term and Condition CC: Link to VDOTU. Log in and search for “VDOT Workplace Civility Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://virtualcampus.vdot.virginia.gov/

Hand Mowing & Litter Removal Services

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide all equipment, labor, supervision, materials, and any other incidentals necessary to perform an on-call as-needed basis for

Manicured Grass Mowing and Litter Removal Services to designated areas in the counties of Fluvanna and Louisa.

PERIOD OF CONTRACT: From Date of Award through a one-year period of performance. (renewable for 4 one-year renewal periods).

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 Jasmine Alexander at jasminem.alexander@VDOT.virginia.gov . The issuing officer shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 5 calendar days prior to the close date.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. Contractor(s) shall furnish Right-of-Way Mowing and Litter Removal services.

1. Work shall consist of mowing vegetation and litter/debris removal within the VDOT Right of Way and include all ramps, medians, and gore areas (as required) on routes as specified herein. Mowing shall be performed in accordance with current VDOT mowing practices. Vegetation shall be mowed in such a way as to exhibit a uniform appearance and height, without skips or uncut areas. The Contractor shall be expected to give special attention to mowing gore areas, infield areas, medians, curves and intersections in a manner to assure safe sight distance. Contractors are to include all efforts and equipment resources necessary for the specific area, turf or terrain.

a. VDOT will provide at least five (5) days’ notice to the Contractor, of the authorized mowing cycle start date.

Mowing cycle shall be completed within the specified days noted in Attachment H– Routes/Acres.

b. Safety: Mowing operations shall ensure sight distance requirements (safety) are maintained at all times and shall supersede any standard mowing practice. Sight distance guidelines are provided in Attachment G, Mowing-Sight Distance Guideline.

c. Lowest Cut Limit: Vegetation shall be cut to a height between four (4) and six (6) inches. Mowing to a cut less than four (4) inches is prohibited. Such mowing, including scalping may damage or kill the desirable turf species. Areas denuded, reduced in vegetation density or scalped due to improper Contractor mowing mailto:jasminem.alexander@VDOT.virginia.gov

Hand Mowing & Litter Removal Services practices, shall be reseeded at the Contractor’s expense, in accordance with the current Road and Bridge

Specifications.

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

e. Pollinator Habitat Program: Every effort should be made to preserve native pollinator plant species including but not limited to milkweed. Many of these plants are located within “Additional Mow Areas” and it is recommended that mowing of these areas occur in March and/or after October 31ˢᵗ. If there are large areas of pollinator species within the parameters of “Mow Areas” and there is no safety issue, delineate the areas and mow in March and/or after October 31ˢᵗ. Please contact the State Roadside Manager or District Roadside

Manager for guidance regarding the Pollinator Habitat Program.

2. The Department reserves the right to conduct mowing operations within any areas identified in this contract at the sole discretion of the Department.

3. ATTACHMENT H – ROUTES/ACRES: All mowing areas within the Scope of Work of this contract are contained within Attachment “H” which lists routes and acres. The number of Truck-Mounted Attenuators (TMA’s) listed on

Attachment H is required in accordance with the WAPM for mowing operations. Price for these TMA shall be included in the per acre unit bid price for mowing.

4. ATTACHMENT – NOTES FOR MOWING WITH ENCROACHMENT- See this Attachment for the required standards for mowing and litter pickup with encroachment on non-limited access roadways

5. Quantities shown in this Invitation for Bid (IFB) are estimated and for bidding purposes only. The Department does not guarantee that the Contractor will perform the estimated quantities of cycles. The total quantity listed in each pricing schedule is representative of one (1) mowing cycle. Quantities may increase or decrease at VDOT’s discretion. Acre quantities shall be verified and validated by both VDOT and the Contractor for each section mowed, which will determine the adjusted quantity for invoice.

6. Price per “each” shall remain fixed regardless of vegetation height, condition and/or level of effort necessary to meet the mowing requirements and standards.

B. GENERAL MOWING STANDARDS:

1. The Contractor’s crew shall have sufficient equipment and personnel to perform the work as required.

2. NON-TRACTOR: The use of non-tractor type equipment for mowing shall mean the cutting of those areas that cannot be mowed or trimmed by tractor, due to inaccessibility or where the terrain topography is too dangerous (as determined by the VDOT) to be traversed by tractor mowers. Non-tractor mowing shall be performed in those areas where access of equipment is limited handheld tools (such as “weedeaters”, push mowers, zero turn. etc.) are required to present a neatly trimmed and uniform appearance. These areas include but are not limited to; the trimming of narrow or raised medians, bridge structures, delineators, signs, mailboxes, guardrails, cracks in pavement behind guardrails and other obstructions.

Non-tractor mowing shall be performed no later than two (2) days after the area has been tractor mowed.

3. Mowing activities shall comply with the Code of Virginia 18.2-324 and no cut grass shall be deposited on the roadway being mowed. The Contractor’s personnel shall remove vegetation debris from the travel roadways, gutter pans, sidewalks, pavement, walkways and drainage structures adjacent to mowed areas during each mow cycle and after each mowing, and non-tractor mowing operation. Contractor shall trim all curb and gutter to the back edge of the curbing during each mow cycle.

Hand Mowing & Litter Removal Services

C. LITTER/DEBRIS REMOVAL:

1. Litter removal shall be priced as a separate line item per each unless otherwise stated in Attachment “H”– Routes/Acres.

The Contractor shall provide equipment and personnel to collect, remove and dispose of any and all litter from the mowing area PRIOR to mowing. The Contractor’s personnel shall also pick up and dispose of any litter that is discovered during or after mowing operations and shall take all actions necessary to prevent damage to mowing equipment or the traveling public during mowing operations. All litter, as collected, shall be containerized immediately, and kept at all times, off of the traveled portions, shoulders, and right-of-ways. Collected litter shall be disposed of in an approved landfill at the end of each day by the Contractor at the Contractor’s expense.

2. Acre quantities shown in this IFB are estimated and for bidding purposes only. The total each quantity listed in the pricing schedule is representative of one (1) litter removal pick up operation as identified when performed with mowing cycles or separately. Acre quantities may increase or decrease at VDOT’s discretion. Acre quantities shall be verified and validated by both VDOT and the Contractor for each area from which litter is removed, which will determine the adjusted quantity for invoicing.

3. Litter removal price per acre shall remain fixed regardless of vegetation height, condition and/or level of effort necessary to meet the litter removal requirements and standards.

4. Additional litter removal services, if authorized by the VDOT Contract Administrator, shall be paid at the litter removal unit price per each mowing cycle.

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

Contractor shall not attempt to remove these materials.

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

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

D. EQUIPMENT: The Contractor shall utilize Commercial zero turn and/or walk behind mowers (mows 3 to 4 acres per hour) and weed eaters.

It is the Contractor’s responsibility to have sufficient equipment to properly perform the mowing operation to complete each cycle in 15 working days to provide a neatly manicured appearance. Equipment shall in no way impede traffic at any time or present a hazard to the Contractor’s employees or the traveling public. Mowers shall be equipped with appropriate safety devices to prevent objects from being thrown into traffic. VDOT reserves the right to inspect equipment prior to award of the contract and anytime during the period of the contract. No payment shall be made to the Contractor to have VDOT inspect the equipment.

The Contractor shall furnish all accessories and hand tools necessary to successfully complete the work.

VDOT reserves the right to determine the needs related to the services described in this invitation for bid and to direct the crew and equipment to various locations within the designated areas in Louisa and

Fluvanna Counties, in order to best accomplish the required task.

The Contractor’s equipment and capacity must meet minimum requirements of Occupational Safety and Health

Standards (OSHA) Laws and Regulations | Occupational Safety and Health Administration, Virginia

Occupational Safety and Health Agency (VOSH) Virginia | Occupational Safety and Health Administration and the National Cooperative Highway Research Program (NCHRP) 350 specifications and/or standards NCHRP

Report 350 - Recommended Procedures for the Safety Performance Evaluation of Highway Features

(part b) and the current Virginia Work Area

Protection Manual (VWAPM) Work Area Protection Manual and Pocket Guide | Virginia Department of

Transportation. Additionally, at a minimum, all Contractor personnel shall comply with the https://www.osha.gov/laws-regs https://www.osha.gov/contactus/bystate/VA/areaoffice https://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_rpt_350-b.pdf https://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_rpt_350-b.pdf https://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_rpt_350-b.pdf https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/

Hand Mowing & Litter Removal Services following, unless otherwise determined unsafe or inappropriate in accordance with OSHA regulations:

1. Hard hats shall be worn while participating in or observing all types of fieldwork when outside of a building or outside of the cab of a vehicle, and exposed to, participating in or supervising construction.

2. Respiratory protective equipment shall be worn whenever an individual is exposed to any item listed in the

OSHA Standards as needing such protection unless it is shown the employee is protected by engineering controls.

3. Adequate eye protection shall be worn in the proximity of grinding, breaking of rock and/or concrete, while using brush chippers, striking metal against metal or when working in situations where the eyesight may be in jeopardy.

4. Safety vests shall be worn by all exposed to vehicular traffic and construction equipment.

5. Standards and guidelines of the current Virginia Work Area Protection Manual shall be used when setting, reviewing, and removing traffic controls.

6 Flaggers shall be certified according to the Virginia Flagger Certification Program. Roadway Safety Training &

Certifications | ATSSA

7. Steel-toed shoes shall be worn at all times.

E. OPERATIONS:

1. START-UP MEETING: Prior to the first mowing of each year, the Contract Administrator may request a start-up meeting to review the contract specifications, routes, mowing width and length, including but not limited to, the guardrails, safety, traffic control and operation, etc. If the VDOT Contract Administrator requests such a meeting, the

Contractor shall attend the meeting at a time and location mutual to VDOT and the Contractor.

2. COMMENCEMENT OF WORK: The Contractor will be provided with a notice to proceed via fax or email by the

VDOT Contract Administrator a minimum of ten (10) working days prior to the mowing cycle start date. The mowing cycle start date will be contained in the notice to proceed. The Contractor shall commence litter removal prior to the start of mowing and may begin litter removal up to two (2) days prior to a section being mowed. Once the mowing begins, the Contractor’s mowing operations shall be continuous on a daily basis until completion. The Contractor shall advise the VDOT Contract Administrator at least 48 hours prior to the commencement of any work for each section that will be mowed. No additional time will be given for equipment breakdowns and scheduling problems. Extensions will only be considered due to weather conditions where mowing operations are cancelled or suspended by the

Contract Administrator. No work shall be performed prior to the issuance of a Purchase Order.

3. HOURS OF WORK: Unless approved by the Contract Administrator, or otherwise specified, the hours of allowable mainline mowing and litter removal shall be from one hour after sunup until one hour before sundown (per published times), Monday through Saturday. NO MOWING WILL BE ALLOWED ON SUNDAYS OR HOLIDAYS WITHOUT

PRIOR WRITTEN APPROVAL OF THE CONTRACT ADMINISTRATOR OR DESIGNEE. For the purpose of this resulting contract, holidays will be defined as all official State Holidays, the day preceding and the day immediately following that day. (For holidays that fall on Monday, Friday the week before is considered the day before the holiday.

For holidays that fall on Friday, the following Monday is considered the day after.)

4. TIME TO COMPLETE:

a. Completion of mowing shall be defined as complete mowing of all areas identified by section including litter removal, tractor mowing, and non-tractor mowing to a uniform standard in accordance to the specifications within. Mowing operations shall be completed within 15 work days after the VDOT Contractor Administrator’s or Representative’s notice to proceed, unless otherwise stated.

https://www.atssa.com/training-certification/ https://www.atssa.com/training-certification/

Hand Mowing & Litter Removal Services

b. During the mowing operation, the Contractor shall be responsible for notifying the VDOT Contract Administrator via email or fax, within 48 hours of when each section is anticipated to be completed and when actually completed. Texting is NOT an acceptable form of communication. It is VDOT’s responsibility to approve each section by the end of the next business day following completion of mowing operations in order to allow the

Contractor time to correct any deficiencies within the next 24-hour time period. In the event VDOT is not notified via email or fax by the Contractor at start time, locations or completion as required, the Contractor shall be considered in breach of contract and payment(s) may be delayed due to the inability of VDOT to the worksite to ensure compliance with the specifications of the contract.

5. CODE RED OZONE ALERT: The Contractor shall comply with the Virginia Code Red Ozone Days provisions of

Attachment F.

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

Administrator and TOC of any lane closures and re-openings during the mowing operation. Upon award of the contract, the Contract Administrator will provide the Contractor with the telephone number to the local TOC of the mowing operation.

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

(reference Section IV.A(1)d). The Contractor shall be responsible for replacing in-kind, any such plants damaged by the

Contractor at their expense. Such plantings by the Contractor shall be done in accordance with VDOT planting requirements as provided and approved by the Contract Administrator. The Contractor is also responsible for the damage to state property and the replacement of traffic signs, delineator posts, utility boxes, guardrail, etc., or private property such as mailboxes, paper boxes, etc. if any such assets or property are damaged as a result of the Contractor’s mowing operations within 24 hours of notification by the Contract Administrator. The Contractor shall repair damaged property at Contractor’s expense. All repairs shall be completed within 24 hours with the exception of traffic signs which shall be replaced immediately.

F. METHOD OF ORDERING WORK:

1. COMMENCEMENT OF WORK:

The Contractor shall commence mowing operation within five (5) workdays after receiving written notification (a

Purchase Order) from the VDOT Contract Administrator. Once the initial operation begins, the contractor shall continue work on a cycle basis as directed herein unless otherwise requested by the VDOT Contractor Administrator or designee.

2. NOTICE OF WORK COMPLETION/INSPECTION:

The Contractor shall notify VDOT in writing by e-mail when the manicured mowing have been mowed and at the end of the contractor’s day on the scheduled trash days when litter has been picked up and removed from all lots.

Once the Contractor notifies VDOT of the completion of each lot, VDOT will inspect the lot for compliance within one (1) business day. The Contractor, at the Contractor’s sole expense, shall promptly correct any deficiencies prior to final acceptance of the work.

V. PRE-BID CONFERENCE:

OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 1:00 PM PM EST on Monday June 15, 2026.

The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

Hand Mowing & Litter Removal Services

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

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

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/240642855113951?p=NzRPamX4d3N2wlZt7C

Meeting ID: 240 642 855 113 951

Passcode: zv26hA6D

Need help? | System reference

Dial in by phone

+1 434-230-0065,,229778544# United States, South Hill

Find a local number

Phone conference ID: 229 778 544#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 111 438 283 3

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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

Culpeper District Office

1601 Orange Rd.

Culpeper, VA 22701

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

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING

https://teams.microsoft.com/meet/240642855113951?p=NzRPamX4d3N2wlZt7C https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yzc4NzhlZjUtMTAzZC00YTI0LWJhOTEtZGYyMDhhNDllYTEz%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222ce1082c-7a42-415d-94de-efbd9c043f0e%22%7d tel:+14342300065,,229778544 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=229778544 https://www.webex.com/msteams?confid=1114382833&tenantkey=commonwealthofvirginia&domain=m.webex.com mailto:edi@doa.virginia.gov mailto:louisabusinesssection@vdot.virginia.gov

Hand Mowing & Litter Removal Services

A. 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.

B. 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 11:30 AM/PM EST on Friday June 26, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/299158904674011?p=PpcSWy0lWIz6Au4CIp

Meeting ID: 299 158 904 674 011

Passcode: nc3bE7Ze

Need help? | System reference

Dial in by phone

+1 434-230-0065,,463519098# United States, South Hill

Find a local number

Phone conference ID: 463 519 098#

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Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 112 583 803 0

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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.

https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/299158904674011?p=PpcSWy0lWIz6Au4CIp https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGQ5NmFhNmItYTNiNi00Y2Q3LThlYTktZTVhNjlhMGIxNDQy%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222ce1082c-7a42-415d-94de-efbd9c043f0e%22%7d tel:+14342300065,,463519098 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=463519098 https://www.webex.com/msteams?confid=1125838030&tenantkey=commonwealthofvirginia&domain=m.webex.com

Hand Mowing & Litter Removal Services

IX. GENERAL TERMS AND CONDITIONS:

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

Virginia”.

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

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

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

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

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

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

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

Hand Mowing & Litter Removal Services contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

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

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

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

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

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

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

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

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

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

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

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

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

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

J. PAYMENT:

1. To Prime Contractor:

Hand Mowing & Litter Removal Services

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

Hand Mowing & Litter Removal Services

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

Conditions shall apply.

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

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

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

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

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

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

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

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

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

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

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

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

Hand Mowing & Litter Removal Services contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

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

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

Q. TAXES: OMITTED

R. USE OF BRAND NAMES: OMITTED

S. TRANSPORTATION AND PACKAGING: OMITTED

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

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

Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

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

2. Employer’s Liability - $100,000.

3. Commercial General…