FINAL SCOPE OF WORK.pdf

Administrative Services/Procurement Staunton District John Deere Equipment Repair Services

IFB #0000158748

Issue Date: March 19, 2024 INVITATION FOR BIDS IFB# 0000158748

Title: John Deere Equipment Repair Services Commodity Code(s): 92968 Location Where Work Will Be Performed: Staunton District

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Rebecca Smith Coburn Email: Rebecca.Coburn@VDOT.Virginia.gov Phone: (540) 332-9161

NOTE TO BIDDERS

Prebid Conference: An optional virtual prebid conference will be hosted by the Contract Officer at 10:00 AM EST on April 2, 2024..

Refer to Solicitation Section V.

Solicitation Closing Date and Time: 1:30 PM EST on April 17, 2024. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 2:00 PM EST on April 17, 2024. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. 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.

B. VA STATE CORPORATION COMMISSION FORM

C. NORMAL AND EMERGENCY CONTACTS

D. SUBCONTRACTOR APPROVAL REQUEST

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 because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status 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.

Administrative Services Division

Invitation for Bids IFB # 0000158748

TABLE OF CONTENTS

PAGE #

I. Purpose 1

II. Questions Regarding This Invitation For Bid 2

III. General Definitions 3

IV. Specifications/Contract Requirements 4

V. Pre-Bid Teleconference 5

VI. Method for Payment 6

VII. Invoicing 7

VIII. Bidders Instructions and Public Bid Opening 8

IX. General Terms and Conditions 9

X. Special Terms and Conditions 10

ATTACHMENTS

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

B. VA State Corporation Commission – Fillable Form

C. Normal and Emergency Contacts – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. References – Fillable Form

F. Code Red Ozone Days

G. Daily Report and Project Diary

H. Work Request/Estimate Form

I. CII/SSI Security Requirements

J. VDOT Locations

RESOURCES BY REFERENCE

1. General Term and Condition C.1.(d): Anti-Discrimination Link to Referenced Training

2. General Term and Condition CC: Civility in State Workplaces Link to Referenced Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://www.virginiadot.org/business/virtualcampus.asp

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to establish a one (1) year time and materials contract to provide on-call, as-needed minor and major maintenance and repair services to John Deere and attached mowing equipment in support of the VDOT Equipment Repair Program within the VDOT Staunton District, which includes Alleghany, Augusta, Bath, Clarke, Frederick, Highland, Page, Rockbridge, Rockingham, Shenandoah, and Warren Counties of the Virginia Department of Transportation, in accordance with the specifications contained herein.

This service is needed to supplement VDOT District and Residency Shop Equipment Repair Personnel in the repair of VDOT owned John Deere Equipment during times of high demand. These repair services will be used during regular business hours, during emergency operations, and/or after regular business hours, including weekends and holidays on an as needed basis.

LOT 1 - NORTHERN STAUNTON DISTRICT - CLARKE, FREDERICK, PAGE, ROCKINGHAM, SHENADOAH, AND

WARREN COUNTIES

LOT 2 - SOUTHERN STAUNTON DISTRICT - ALLEGHANY, AUGUSTA (INCLUDING THE DISTRICT LOT), BATH, HIGHLAND, ROCKBRIDGE

PERIOD OF CONTRACT: From June 1, 2024 through May 31, 2025 (renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Fillable Attachment A 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 SPSP 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 BID:

Any questions regarding this invitation for bid shall be addressed to Rebecca Smith Coburn at Rebecca.Coburn@VDOT.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 5:00 PM EST on April 11, 2024.

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 “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 / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The Contractor(s) shall provide all necessary labor, supervision, equipment, transportation, fuel, tools, and incidentals as necessary to provide authorized Equipment Repair Technicians to repair VDOT owned John Deere equipment to include all and attachable Equipment. The Equipment Repair Technician shall perform both scheduled repair work and emergency response repair work. As instructed by the VDOT Contract Administrator, work will be performed on a time and materials basis. The Contractors Equipment Repair Technicians shall be capable of diagnosing and repairing all types of John Deere equipment. The Contractor must provide transportation and diagnostic tools such as a laptop/scanner with proprietary John Deere software. If notified that they are the apparent lowest responsive and responsible bidder, the Contractor shall provide, on their letterhead, that they have the proprietary John Deere software within 48-hours of request. Services provided shall also include failure analysis of defective components, as well as, providing technical expertise to VDOT personnel in the proper repair of this equipment, techniques, and the use of specialized tools and test equipment. The Equipment Repair Technician shall make accurate, reliable repairs that return the equipment to the original equipment manufacturers’ standards. The actual repair locations will vary. See Attachment J for a list of VDOT locations.

B. SERVICE CALLS/LEVELS: The Contractor shall provide certified Equipment Repair Technicians for scheduled and unscheduled repairs and maintenance on all models of John Deere Equipment. Repairs will be conducted at a VDOT repair location such as an Area Headquarters Lot, VDOT Shop, along the roadway, or at the Contractor’s place of business as determined by the VDOT Contract Administrator.

1. DELIVERY OF EQUIPMENT: The VDOT Contract Administrator will determine if the work will be performed at the Contractor’s place of business and will make the arrangements to deliver the equipment to the Contractor’s facilities which shall be within 100 miles of the Staunton District Shop located at 811 Commerce Rd, Staunton, VA 24401.

C. REQUIREMENTS WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. PERSONNEL REQUIREMENTS:

a. COMPETENT, TRAINED PERSONNEL: The Contractor shall be responsible for providing competent, properly trained/certified Equipment Repair Technicians with proper equipment and tools of the trade to perform diagnostics and repairs on various types of VDOT owned equipment. The Contractor’s Equipment Repair Technicians shall be competent, experienced and qualified with thorough knowledge of the equipment and tools to make an accurate diagnosis and repair on John Deere equipment. Equipment Repair Technicians furnished by Contractor must be capable of accurately diagnosing, using electronic/computer means when applicable, and repairing equipment in a timely and efficient manner. VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgement, are not adequately qualified and/or are unable to competently perform the work. The contractor shall be able to supply a minimum of three (3) technicians with service trucks per lot, if requested.

b. PERSONNEL CERTIFICATIONS AND LICENSE: The Contractor shall provide within 48-hours of request, a list of Equipment Repair Technicians, along with their stated skill levels and years of service. VDOT may at its sole discretion request photocopies of any/all technician certifications and manufacturer repair training documentation.

c. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure his capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein.

d. LABOR RATES: Bid prices for the labor shall be in the form of a firm, fixed price for the line item described in the pricing schedule. Bid labor bid prices shall include all direct and indirect overhead costs such as supervision, tools, equipment, transportation/mileage, general and administrative costs, etc. This will also include the use of cellular phones and handheld radios used by the Contractor to conduct business. No extra costs will be allowed during the contract period except for materials at cost.

e. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contract work. The Contractor shall provide this name as well as additional personnel names and phone numbers who can be contacted 24 hours, seven days a week in case of urgent need. Complete and return Fillable Attachment C - Normal and Emergency Contacts

f. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form may be issued against the Contractor. It shall address the deficiency and corrective action needed. If corrective actions are not acquired by the deadline stated in the cure letter, VDOT may have the work accomplished by another source and the Contractor may be held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Para. P.

g. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees as well as all subcontractors he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the General Contractor and shall be approved in writing by The VDOT Contract Officer in advance to being used. See Fillable Attachment D – Subcontractor Approval Request

h. COMMUNICATION: The Contractor’s representative shall be capable of communicating (both verbally and in writing) and comprehending the English language. This personal shall be capable of communicating instructions to their employees. The English used by this person must be understood by VDOT personnel. The Contractor shall have and maintain communications, using cell phones or other suitable means, which are fully operation in the Staunton District, with the VDOT Contract Administrator and/or designated VDOT personnel while working under this contract.

i. DRESS REQUIREMENTS: The Contractor shall ensure that all employees are identifiable and shall wear a shirt, jacket, or similar article, which identifies the company and the operator’s name. All employees of the Contractor and employees of the Contractor’s subcontractor shall wear hard hats, safety vests, and steel toe shoes that comply with all applicable VOSH/OSHA, ANSI and VDOT safety regulations. Workers will also be required to wear long pants and shirts with short sleeves as a minimum. All personnel shall have personal protective equipment such as safety shoes, flagging vests, hard hats, safety glasses, etc. when necessary. Examples of clothing not considered appropriate include tank tops, shirts with no sleeves, shirts with cut out sleeves, shirts with sleeves rolled up to the shoulder, shorts, and flagging vests with no shirt. In addition, no hard hat or safety vest shall have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

j. CONDUCT OF CONTRACTOR’S PERSONNEL: The Contractor is responsible for the conduct of all personnel while on VDOT job sites. The conduct of all Contractor’s and subcontractor’s personnel shall be professional at all times and workers appearing to be under the influence of alcohol or drugs shall not be permitted on VDOT property. Loud or disruptive behavior, including but not limited to, catcalling, whistling, leering, and other similar gestures shall not be permitted. Substantiated reports of disruptive behavior or harassment shall be grounds for the removal of the employee(s). Repeated incidents may be grounds for termination of the contract.

k. SANITARY FACILITIES: The Contractor can use VDOT’s sanitary facilities, if available, as long as there is no abuse and the facilities are left in the same manner in which they are found.

2. EQUIPMENT:

a. TOOLS: The Contractor shall have and maintain suitable modern equipment and tools necessary for the satisfactory execution of solicited work. The tools shall be appropriate to repair equipment from light duty to heavy construction type. A listing of the Contractor’s general tools of the trade may be requested to assist in making an award decision. If requested, this list must be received within 48 hours of request. VDOT will not be responsible for any lost, stolen and/or damage to the Contractor’s vehicles, equipment, tools, and supplies as a result of work being performed under this contract.

b. SERVICE TRUCKS: The Contractor shall provide an adequate service truck to transport the repair technician and tools of the trade. The service trucks shall carry standard minor repair parts. It is expected the service trucks shall be capable of reaching remote service locations during snow and/or emergency operations. In the event a Contractor’s truck is unable to reach the assigned destination, the Contractor’s Equipment Repair Technician shall immediately notify the VDOT Contract Administrator. No payment will be authorized until the repair technician is able to perform repair services.

c. VDOT SHOP EQUIPMENT: When Contractors repair technicians are working inside VDOT facilities, the equipment repair technician may make use of VDOT shop equipment that is beneficial in making repairs such as lifts, jacks, etc. Prior to the use of any VDOT equipment, the repair technicians shall physically demonstrate to the Contract Administrator or designee sufficient knowledge of the safe operation of that equipment. After performing work, the equipment repair technicians shall clean the facilities to the same conditions as they were found. The Contractor shall assume full responsibility for damage to VDOT property or equipment caused by negligence or abuse by Contractor’s employees or equipment, as determined by the VDOT Contract Administrator or designee.

d. SPECIALIZED EQUIPMENT: The leasing or rental of specialized or unique equipment necessary to perform the scope of this contract, which are not considered general tools of the trade and require additional cost and shall be pre-approved by the Contract Administrator on an hourly, weekly or monthly basis. The Contractor will be reimbursed for the cost of renting or leasing the specialized equipment. No percentage of markups is allowed to be added for the cost of leasing the equipment.

3. GENERAL MATERIALS AND SUPPLIES:

a. CONTRACTOR-FURNISHED SUPPLIES: The Contractor shall furnish all supplies and materials needed unless other arrangements are made by VDOT. The materials shall be new and free from defect. Products supplied by the Contractor shall be quality products that comply with all applicable laws, ordinances, rules, regulations and codes and are compatible with pre-existing materials and equipment involved and have been pre-approved for use by the VDOT Contract Administrator. The use of used parts is strictly prohibited.

b. VDOT-FURNISHED SUPPLIES: VDOT reserves the right to furnish any or all materials, supplies and/or equipment to the Contractor for the project and adjust the Contractor’s estimate accordingly.

c. SUPPLIES INVOICED AT COST: Supplies and materials shall be billed at actual cost. The Contractor shall include an itemized list of parts and/or materials and their actual cost on each invoice submitted for payment. The Contractor shall also submit supplier invoices to confirm these prices. If the Contractor supplies materials from his shop, they shall be billed at the market rate on the Contractor’s letterhead/invoice at the end of the repairs. This process shall be limited and the VDOT Contract Administrator can stop this process at any time and has the right to refuse any material. VDOT reserves the right to provide necessary repair parts and/or equipment whenever it is determined to be in the best interest of the Commonwealth.

d. NO CHANGING OF SUPPLIES WITHOUT APPROVAL: No supplies or materials shall be reduced or changed unless approved by the Contract Administrator.

e. PARTS AND WARRANTIES: Parts and supplies must meet Original Equipment Manufacturer (OEM) specifications and shall be warranted for one (1) full year after installation. All Contractor repairs shall be warranted for a period of six (6) months from the date of completion. Service calls for repairs that are determined to be “re-work” within that period shall be made at no cost to VDOT to include the cost of any parts that may have been damaged due to the Contractor’s negligence.

f. MANUALS / WARRANTIES: For newly installed equipment/parts/materials, all manufacturer’s installation, operation and parts manuals, warranties, and certificates shall accompany invoices submitted for payment.

g. WARRANTY REPAIRS: The Contractor shall notify the VDOT Contract Administrator of any repairs that may be covered under the equipment manufacturer’s warranty or may be considered the result of defects in the equipment prior to proceeding with any work.

4. MANNER OF CONDUCTING WORK AT THE JOB SITE:

a. SATISFACTION: All work shall be performed according to the VDOT contract specifications and completed to the satisfaction of the VDOT Contract Administrator. The Contractor shall be responsible for all repair work and any necessary re-work on work previously performed.

b. SIGNS OR ADVERTISEMENTS: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the Contract Administrator.

c. SECURITY: If required, the Contractor’s foreman/supervisor shall be responsible to secure the work area before leaving the location. For security reasons, the Contractor’s employees must present proper identification when reporting to a VDOT facility (i.e. examples are company identification card, driver’s license).

d. DAILY CHECK IN/OUT: The Contractor’s personnel shall sign-in when reporting to the assigned location and sign-out at the end of the shift. Anytime that the Contractor’s personnel must leave the assigned location, they must sign-out and sign-in again upon return to the work location. If working at the Contractor’s place of business, a form of hour verification that is used by the Contractor shall be provided to verify the number of hours worked.

e. USE OF PREMISES: The Contractor shall perform their work in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises.

f. DELIVERY AND PARKING: Arrangements may be made to deliver equipment to work sites. The Contract Administrator will approve parking and material storage arrangements. The Contractor shall not be permitted to park vehicles and equipment at a VDOT facility when not performing services without prior written permission from the VDOT Contract Administrator. VDOT will not be liable for any Contractor vehicles or equipment that is missing, stolen, or damaged while parked at a VDOT facility.

g. STORAGE: The Contractor shall NOT store any flammable or hazardous materials on the VDOT property without prior approval of the Contract Administrator. Upon approval, VDOT may provide storage sites for the Contractor’s equipment or materials; however, VDOT will not be responsible for any damage to the Contractor’s equipment or materials. Hazardous or flammable materials that are stored after work hours shall be done in covered metal containers approved by OSHA and VOSH for hazardous, flammable materials. The Contractor shall store their equipment, parts, and materials in such an orderly fashion that it will not interfere with the progress of their work or the work of any other Contractor.

h. USE OF VDOT WATER AND ELECTRIC: With permission from the Contract Administrator, the Contractor may use VDOT’s water and electric. If any modifications are required, the Contractor shall obtain written permission from the Contract Administrator. The Contractor, at his expense, shall make modifications that are approved. The Contractor shall remove modifications upon completion of the project. VDOT will not charge the Contractor for the use of these utilities unless persistent wastage occurs. In such cases, the Contractor will be charged for the utilities at the same rates VDOT pays for them.

i. CLEANUP: The Contractor shall clean up frequently, so the work site presents a neat, orderly and workmanlike appearance at all times. Floors, walls, etc. shall be swept, wiped down and the work area/site returned to the level of cleanliness prior to work commencing so the area is ready for use. If a Contractor fails to clean up at the completion of the work, the VDOT Contract Administrator may do so and charge the costs to the Contractor.

j. DISPOSAL: The Contractor is responsible for disposal of all refuse, scrap, trash etc. to include but not limited to broken engine belts, ruptured hoses, engine fluids. No such material shall be left at the repair location but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. If approved by the VDOT Contract Administrator, disposal can be made in a VDOT dumpster. VDOT retains the right to ask for old parts or equipment before they are disposed of. All disposal costs are the responsibility of the Contractor.

k. COORDINATION WITH STATE FORCES: VDOT reserves the right to perform any type of work within the limits of this operation. The Contractor shall cooperate with VDOT and other contractors as necessary.

D. METHOD OF ORDERING WORK:

1. SERVICE CALL DESIGNATION: When the VDOT Contract Administrator identifies a need for repair services, a call will be placed to the Contractor’s pre-appointed contact representative. The Contractor shall provide help desk/call center services to receive scheduled and emergency service calls from the VDOT Contract Administrator.

This service shall be available to VDOT 24 hours per day 7 days per week. See Fillable Attachment C – Normal and Emergency Contacts.

The VDOT Contract Administrator will inform the Contractor’s representative of the type of service call required, either, “scheduled” service work or “emergency response” service work. The VDOT Contract Administrator and Contractor’s Representative shall discuss and agree upon the technician’s skill level required for each work assignment. Service Call types are as follows:

a. SCHEDULED: If the Contractor is informed that the requested service is for scheduled work, the VDOT Contract

Administrator will provide the needed information for responding to this type of service call. These types of repair services will include but are not limited to; scheduled routine repairs, preventive repairs/maintenance, and diagnostic services. The response time for Scheduled Service work calls shall require the Contractor to be on site and ready to work within twelve (12) hours after notification. The Contractor may request additional response time from the VDOT Contract Administrator, and these requests will be approved or denied on a case-by-case basis by the VDOT Contract Administrator. Lines 1-3 of the pricing schedule shall be used based upon where the Contracotr is performing work.

b. EMERGENCY RESPONSE: If the Contractor is informed that the requested service is for emergency response work, the Contract Administrator or designee will provide the needed information for responding to the service call. These types of repair services are urgent in nature and will include but are not limited to repair of critical equipment during emergency conditions, as designated by the VDOT Contract Administrator, and/or after regular business hours. The response time for Emergency Response work calls shall require that the Contractor be on site and ready to work within two (2) hours after notification. The Contractor may request additional response time from the VDOT Contract Administrator, and these requests will be approved or denied on a case-by-case basis by the VDOT Contract Administrator. If it takes the Contractor more than two (2) hours to arrive at the job site, the normal rate will be paid.

c. EMERGENCY ROAD REPAIRS: During certain emergency conditions it may be beneficial to VDOT for the

Contractor to provide minor repair parts and services at the location of the equipment breakdown which may be along the roadway. For these types of repairs the Contractor shall call the VDOT Contract Administrator when they arrive at the equipment location. If parts are required to complete the repair, the Contractor may be required to provide a detailed repair estimate to the VDOT Contract Administrator or designee within one (1) hour of arriving at the equipment location. The estimate shall include the description of the repair needed and the parts and labor costs. If the emergency repair is deemed critical to VDOT’s operational capacity, the VDOT Contract Administrator or designee may waive the estimate requirement. If approval is given to proceed with repairs based on the estimate, or the estimate is waived, the Contractor shall ensure the total repair time does not exceed four (4) hours. Repair time shall not exceed four (4) hours when being done along the roadway. Once repairs have been completed the Contractor shall call the VDOT Contract Administrator informing the repairs are complete and the time needed to complete the repairs. Line 4 of the pricing schedule shall be used for this type of work.

E. WORK APPROVAL/ESTIMATE:

1. WORK ESTIMATE: The Contractor shall respond to the designated VDOT equipment location within the timelines specified in item (D1.) above. Once on site, the Contractor’s Equipment Repair Technician will complete a diagnosis of the problem, summary of requirements, estimate of all costs and scheduled work plan. Unless otherwise directed by the VDOT Contract Administrator during the initial service call, the Contractor’s Equipment Repair Technician will submit a written estimate to the VDOT Contract Administrator. Attachment H can be used or if the Contractor submits their own estimate form it shall contain at a minimum the information on Attachment H. Work shall not continue unless the VDOT Contract Administrator approves the work to be performed and verifies approval in writing.

If the estimate is not considered to be fair and reasonable, the Contractor will be asked to review the estimate and re-submit. If the revised estimate is still considered to be unreasonable, VDOT reserves the right to request a quote from the additional awarded Contractor(s) or to competitively bid the work. The actual labor hours to complete the additional repairs will be compared to the actual labor hours to complete the work by VDOT forces to determine reasonability. It is important to note that ONLY the assigned VDOT Contract Administrator is authorized to approve any work to be completed. Actual repair work shall not exceed the Contractor’s estimate of man-hours and materials by 10% without first obtaining written approval from the Contract Administrator to proceed. The Contractor will be paid the labor rate bid for repairs performed during the repairs. The Contractors personnel shall notify proper VDOT representative when reporting to or leaving the designated VDOT equipment repair site. NOTE: A work estimate is not required if repair parts aren’t needed or VDOT provides the repair parts.

2. ADDITIONAL WORK: If during the course of the equipment repair, additional repairs are identified by the technicians as needing to be done, the Contractor shall obtain permission from the VDOT Contract Administrator or designee prior to any additional work being completed. If the Contractor fails to do so, the additional work will not be paid for by VDOT.

3. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once work has commenced, with the exception of interruptions caused by weather or delays authorized by the Contract Administrator or designee. The Contractor shall provide sufficient equipment and personnel to complete the work within the timeframe specified. Performing maintenance or repairs to the Contractor’s equipment or re-fueling equipment shall not cause interruptions. If this is not done, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract.

4. DECLINING ASSIGNMENT: When the Contractor is unable to report to an assignment, a VDOT-supplied

Contractor Release Form shall be signed and documented by the Contractor stating why he cannot perform work.

VDOT shall approve or disapprove in writing whether the Contractor is released from contractual responsibilities. If a Contractor declines an assignment other than one approved in writing by VDOT, he will be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition No. P. A Procurement Complaint form will be issued against the Contractor.

5. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form may be issued against the Contractor. It shall address the deficiency and corrective action needed. If corrective actions are not acquired by the deadline stated in the cure letter, VDOT may have the work accomplished by another source and the Contractor may be held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Para. P.

F. HOURS OF WORK:

1. NORMAL HOURS: The work week (regular business hours) will be defined as Monday through Friday from 7:00 am to 3:30 pm, excluding state holidays and other state office closings. The VDOT Contract Administrator will verify work hours for the specific service location at the time the service call is placed. No payment will be made for lunch periods.

2. NIGHTS / WEEKENDS / HOLIDAYS: Repair services may be required after normal working hours and on weekends and holidays. Major holidays are to include but are not limited: New Year’s Day, Martin Luther King Day, Presidents’ Day, Easter, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Election Day, Columbus Day, Veterans’ Day, Thanksgiving Day, the day after Thanksgiving and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday.

3. INCLEMENT WEATHER OPERATIONS: During inclement weather or VDOT emergency operations the

Contractor may be required to furnish sufficient qualified repair technicians on a 24/7 basis to ensure continuous operations as directed by the Contract Administrator or designee.

G. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure that all personnel including subcontractors and equipment comply with all OSHA and VOSH Standards as they apply to the work being done and not create any hazardous conditions. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. Refer to Special Terms and Conditions Section 27. Safety and Health Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. The Contractor shall provide and maintain all passageways, guard fences, lights and other facilities for the protection of persons and property.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT Contract Administrator will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as he may deem necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

4. SIGNING: The Contractor shall be responsible for work sites being appropriately designated/protected by any necessary signing/barriers including signs, caution tape, etc. as required to identify any dangerous situation created by the on-going work.

V. OPTIONAL PREBID CONFERENCE:

An optional virtual prebid conference will be hosted by the Contract Officer at 10:00 AM EST on April 2, 2024. 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.

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:

Join the Microsoft Teams virtual meeting on your computer, mobile app or room device.

Click here to join the meeting Enter Meeting ID: 280 191 269 416 Enter Passcode: hKE6cX Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 441 578 340#

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:

A. 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

B. VERIFICATION: The Contractor shall verify daily with the Contract Administrator the labor and that the work is fully in compliance with the contract and VDOT specifications. Upon arrival at the job site and prior to beginning work each day, the Contractor’s personnel shall sign in on the Daily Report and Project Diary form provided by VDOT to record the date(s) and time(s) the Contractor’s employees arrive and have it verified by a VDOT representative at the jobsite. At the end of each workday and prior to leaving the jobsite, the crew members shall sign out on the Daily Report and Project Diary and have it verified by a VDOT representative at the worksite. The VDOT Contract Administrator or VDOT Representative at the worksite and the Contractor shall sign the form verifying VDOT approves the hours worked and the materials used during each day. Signing in and signing out will not be a requirement for road repairs. This shall be accomplished by calling the VDOT Contract Administrator when arriving and leaving the equipment location. If a method is https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122 mailto:edi@doa.virginia.gov used other than the one above, prior written approval is required by the VDOT Contract Administrator. All information needs to be provided and signatures are still required. Refer to Attachment G – Daily Report and Project Diary.

C. TRANSPORTATION: The Contractor shall provide transportation for workers and tools to the job site. These costs shall be included in the hourly rates.

D. LUNCH BREAKS: Crew members will not be compensated for lunch breaks.

E. CORRECTIONS: Prior to final acceptance of the work, the Contractor shall correct, repair, or replace any work that was damaged by the Contractor’s personnel. All work not meeting the approval of VDOT shall be corrected within 24 hours after notification at the Contractor’s sole expense or VDOT may arrange for the corrective work to be accomplished by other forces and reserves the right to deduct that portion from the amount due the Contractor.

VII. INVOICING:

The Contractor shall submit invoices within thirty (30) days after upon completion and acceptance of the work by VDOT. All invoices shall be submitted with the required backup documentation, including Attachment G – Daily Report and Project Diary, for services ordered, provided, and accepted. Each invoice shall include the invoice number and date, the Contractor’s name and remittance address, contract number, purchase order number, work order number, equipment ID numbers, description of services provided, quantity, units of measure (UOM), price per UOM, extended costs, and invoice grand total.

Invoices shall be submitted to the address listed below for all items. The type of payment may be done by SPCC, check, EDI, etc. A PDF invoice can be emailed to the address below. 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

Attn: Accounts Payable

811 Commerce Road Staunton, VA 24401

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

VIII. BIDDER’S INSTRUCTIONS and PUBLIC BID OPENING

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents.

In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-8tech6-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

2. PUBLIC BID OPENING:

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

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

A virtual public bid opening will be hosted by a VDOT representative at 2:00 PM EST on April 17, 2024.

Join the Microsoft Teams virtual meeting on your computer, mobile app or room device.

Click here to join the meeting Enter Meeting ID: 230 741 123 311 Enter Passcode: 5vq7S3 Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 716 675 164#

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

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

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

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:

https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122

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, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

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

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

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

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over…