DEPARTMENT OF TRANSPORTATION

4219 Campbell Ave Lynchburg, VA 24501 www.VirginiaDOT.org Stephen C. Brich, P.E.

Commissioner

2026-2027 SNOW REMOVAL OPERATIONS

LYNCHBURG DISTRICT – APPOMATTOX RESIDENCY

SPECIAL TERMS & CONDITIONS

July 6, 2026

Prospective Snow and Ice Control Contractors for the Appomattox Residency:

The Virginia Department of Transportation (VDOT) is pleased to continue use of the electronic M7B bidding site for the Appomattox Residency is located at https://plow4va.vdot.virginia.gov. All vendors must be in the Virginia eProcurement Portal (eVA) in order to do business with the Commonwealth of Virginia.

The electronic M7B bidding site requires a match of the Contractor’s eVa ID, as well as the email address used in the eVa profile for security purposes. Please ensure that all of your information within eVa is accurate prior to the start of registration. To find your business information in eVa, go to the main eVa site at https://www.eva.virginia.gov, scroll to the bottom of the page, under ‘Tools’ and select ‘eVa Supplier List’. For assistance with eVa, please contact the eVa Customer Care Center by clicking ‘Get Help – Customer Care’ on the eVa home page or calling eVA Customer Care at 1-866-289-7367 or (804) 371-2525. VDOT is unable to make or request updates to vendor eVA profiles.

Below are links to items needed to complete your eVa registration:

eVA: https://www.eva.virginia.gov

Commonwealth of Virginia W-9: https://www.doa.virginia.gov/forms/CVG/W9_COVSubstitute.pdf

Business entity details, including the State Corporation Commission (SCC) ID number, may be obtained via the SCC eFile website: https://scc.virginia.gov. From the SCC eFile website, select “Business Entity Search” from the center of the page and follow the instructions on the search page. When a business entity is selected from the search results, the Business Entity Details screen will appear.

The Commonwealth of Virginia also has the goal that 42% of its spend be made with Certified Small Businesses. To qualify, a vendor must be certified with the Department of Small Business and Supplier Diversity (SBSD). VDOT is asking our Vendor Community to partner with VDOT to meet this goal. All qualified businesses are encouraged to certify their business with the Department of Small Business and Supplier Diversity (SBSD). The Contractor may sign up on the internet at https://www.sbsd.virginia.gov or call (804) 786-6585 or (800) 223-0671 for registration assistance.

The Appomattox Residency (which serves Amherst, Appomattox, Campbell, and Nelson counties) will not be hosting open enrollment sessions. If you have any questions or would like help with the process, please reach out to Tommy Tapscott (434) 395-8886, Sandy Mullins (434) 841-6864, or Ronnie Adcock (434) 473-2978 to schedule an appointment.

We appreciate your interest in doing business with VDOT and look forward to another successful year in snow and ice control services.

In order to submit a contract for the Appomattox Residency, please follow the guidelines listed below and review the key dates and deadlines provided in the tables below

· Completed Electronic Snow Removal Equipment Agreement and Attachments must be submitted by October 15, 2026 to be eligible for Vendor Sign-On Bonus and Equipment Mobilization payments OR no later than December 1, 2026 for post-season equipment mobilization payment only. (See special provisions for bonus payments and guidelines.)

· Equipment must be successfully rigged (if applicable) and ready for snow removal operations by October 31, 2026 for Vendor Sign-On Bonus or as required by VDOT Contract Administrator or designee.

· A valid Insurance Certificate shall be submitted with the electronic agreement to include automobile, general liability, and workers’ compensation as applicable. Insurance requirements can be found in Section II. General Terms and Conditions of the M7B Agreement. All Contractor submitted equipment shall be listed on the Certificate of Insurance to be accepted.

· AVL installation deadline to be eligible for mobilization bonus by October 31, 2026, or within seven calendar days of receipt of unit or as designated by Contract Administrator.

· The Contractor shall pick up all VDOT-issued equipment from the Designated VDOT Location no later than October 31, 2026, or as designated by the Contract Administrator.

1. Inspection Dates & Locations: After verifying the submitted M7B Agreement and required documentation, the VDOT Contract Administrator or designee shall contact the vendor to schedule a time for equipment inspections. In the event the contractor fails to meet for the scheduled inspection, or his/her equipment fails the inspection, the contract administrator will require the vendor to bring the equipment to the Appomattox Residency Lot, 331 Ferguson St. Appomattox Va, 24522 for the re-inspection of the equipment.

1. The Appomattox Residency will pay invoices after each snow event.

1. The Appomattox Residency will utilize Operational Hourly Rates.

· The Contractor shall return all VDOT equipment to the Designated VDOT Location no later than April 30, 2027, or as designated by the Contract Administrator.

· CDL and Non-CDL Drivers:

Lynchburg District has added hiring CDL and Non-CDL drivers to be provided without vehicles or equipment to supplement snow removal staff.

The Contractor shall ensure CDL and Non-CDL drivers are given adequate safety and health training as required by OSHA, explanation of their position duties, and ensure that they are provided necessary protections by VDOT. VDOT will treat CDL and Non-CDL drivers like any other employee in terms of OSHA job required training, and safety and health protections. VDOT shall provide specific training tailored to the particular workplace equipment/hazards.

Work policies, procedures, and standards established by VDOT shall be followed by CDL and Non-CDL drivers at all times. Contractor’s Personnel, while on the VDOT’s premises, shall conform in all respects with regard to physical, fire, and security/safety regulations. The Contractor shall be responsible for obtaining all rules, regulations, policies, etc. from VDOT and providing the information to their Personnel.

The Contractor’s rate shall include any direct and indirect cost associated with their Personnel’s paid time off, training, vacation, sick leave, pension contributions, and/or other benefits based on the wage or salary of the Personnel, when applicable. The rate shall also include statutory expenses, mandatory employer paid payroll taxes, workers’ compensation, unemployment insurance, employer’s share of FICA and state and/or local taxes for each of the Contractor’s operators on assignment.

The Contractor shall provide Workers’ Compensation and Commercial General Liability insurances and must list the Commonwealth of Virginia as an additional insured on the Commercial General Liability policy. Required amounts are listed in Section II. General Terms and Conditions of the M7B Agreement, under Section T. Insurance.

· Equipment Line Item Notations

a. Bid Line Item 901 (Operator CDL): This line item is offered to companies with CDL (commercial driver’s license) operators who possess a minimum Class B CDL with an air brake endorsement and valid medical card. Companies must follow all DOT required guidelines including but not limited to random drug screening.

b. Bid line Item 902 (Operator Non CDL): This line item is offered to companies equipment operators who possess skills in operating heavy equipment including but not limited to motor graders and rubber tire loaders.

c. Bid Line Item 811 (Supervisor with 4 Wheel Drive): This line item is offered to any Contractor who offers and provides four (4) or more vehicles and/or equipment (at the same working location). Under this Agreement the option to offer Supervisor(s) for each shift must be approved through the https://plow4va.vdot.virginia.gov agreement (Line Item 811 – Supervisor with 4WD vehicle). Supervisors shall come equipped with a 4-wheel drive vehicle and his/her own cell phone. Supervisor trucks are considered licensed equipment and as such, are subject to the requirements of Section I. Snow Removal Operations B. Licensed Equipment. Supervisors are subject to the requirements of Section I. Snow Removal Operations D. Operator. VDOT will pay the Contractor according to the designated rate listed in the eVA Posting per hour, per Supervisor with vehicle, for supervision of Contractor’s equipment. There will be no mobilization payment for supervisor vehicles. Supervisors will only be used when requested by the assigned Designated VDOT Location Superintendent or Shift Supervisor. If and when requested, the number of Supervisors provided shall be:

· If providing 4-10 contracted vehicles/equipment at the same location: up to one Supervisor with vehicle per shift.

· If providing 11-19 contracted vehicles/equipment at the same location: up to two Supervisors with vehicle per shift.

· If providing 20 or more contracted vehicles/equipment at the same location: up to three Supervisors with vehicle per shift.

Contract Supervisor responsibilities shall be to ensure their operators have the necessary equipment, know their assigned routes, and plow according to VDOT standards. The standards will be presented at the snow removal training sessions. Contract Supervisors will be required to inspect the routes during all Operational Services. Contract Supervisors must remain in telephone contact with the assigned Designated VDOT Location at all times during Operational Services. Contract Supervisors must be able to communicate effectively in English. VDOT reserves the right to assign Contractor Supervisors to another area and/or other equipment to monitor road conditions.

· Sign-up sessions will be by appointment only, as needed. Please contact the following Contract Managers to schedule appointments:

Thomas.tapscott@vdot.virginia.gov Sandra.mullins@vdot.virginia.gov

· VDOT will provide the Contractor with AVL equipment and service for each vehicle in this Agreement. The Contractor shall be fully responsible for AVL equipment during the period of October 1, 2026, or when provided to Contractor, through April 30, 2027 or until equipment is returned to VDOT.

· VDOT will conduct testing of the AVL units November 9th – 13th, 2026 and December 7th – 11th, 2026. These tests, known as “Ping Dates” are utilized to ensure the AVL units are installed and working properly. The Contractor shall be required to have the units turned on and accessible for the “Ping Dates”. If the units installed do not register or respond to the Ping signal, the VDOT Contract Manager will contact the Contractor for resolution.

Early Vendor Sign-On Bonus

Equipment Mobilization Payments

Sign-up completed by October 15, 2026 Post-Season Sign-up completed no later than December 1, 2026

Equipment Rigging and Alteration Payments

LYNCHBURG DISTRICT – (APPOMATTOX RESIDENCY) SNOW REMOVAL EQUIPMENT – BID LINE INFORMATION

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