IFB 158683 Scope of Work.pdf

Administrative Services/Procurement

Bristol District/Lebanon Residency

Road Clearing Service

IFB # 158683

INVITATION FOR BIDS IFB# 158683

Issue Date: February 2, 2024

Title: Road Clearing Crew Service

Commodity Code(s): 96850

Location Where Work Will Be Performed: Russell, Buchanan, and Tazewell Counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Chelsa Taylor

Email: chelsa.taylor@vdot.virginia.gov

Phone: (276) 696-3337

NOTE TO BIDDERS

Pre-Bid Conference: A Mandatory Pre-Bid Conference will be held at 2:00 PM Eastern Standard Time (EST) on February

12, 2024. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM Eastern Standard Time (EST) on February 22, 2024. Refer to Solicitation

Section VIII.A for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:00 AM Eastern Standard Time (EST) on February 22, 2024. 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:

• Virginia State Corporation Commission

• Normal and Emergency Contacts

• Subcontractor Approval Request (if applicable)

3. 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.

4. Invoices generated as a result of the contract must be submitted to the address listed in the specifications.

5. Ensure prices are correct. In case of an error, the unit price will govern. Contact eVA Customer Care for assistance in modifying a bid, if needed.

6. Any addenda issued for this solicitation must be signed, scanned, and uploaded with the bid submission.

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.e 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.

Bristol District/Lebanon Residency

Administrative Services Division

Bristol District/Lebanon Residency

Invitation for Bid IFB # 158683

TABLE OF CONTENTS

Page

I. Purpose 2

II. Questions Regarding This Invitation For Bid 2

III. General 2

IV. Specifications/Contract Requirements 3

V. Pre-Bid Conference 11

VI. Method For Payment 11

VII. Invoicing 12

VIII. Bidders Instructions 13

IX. General Terms and Conditions 14

X. Special Terms and Conditions 21

Attachments:

A – Virginia State Corporation Commission Form

B – Normal and Emergency Contacts

C – Small Business Subcontracting Plan

D – Subcontractor Approval Request Form

E – Guidelines for Vertical and Horizontal Clearances

F – Prevailing Wage Rates

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

Bristol District/Lebanon Residency

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”), an agency of the Commonwealth of

Virginia, is soliciting bids from qualified firms to provide on-call, as-needed vegetative roadway clearing service in various locations on Primary and Secondary Routes, and Rights-of Way in Buchanan, Russell, and Tazewell

Counties of the Bristol District in accordance with the specifications contained herein.

NOTE: The resulting contract will be a requirements contract. These events are unknown and unplanned events and no guarantee is made as to the actual usage of this contract. The quantities within the pricing schedule are estimated.

VDOT reserves the right to order more or less hours and/or multiple crews as described in this IFB as dictated by events and conditions.

This contract will be awarded in three (3) lots. Bidders may bid on one or more lots. If a Bidder is successful in being awarded multiple lots, they must provide necessary services and equipment as specified for each lot, simultaneously.

Lot 1: Buchanan County

Lot 2: Russell County

Lot 3: Tazewell County

PERIOD OF CONTRACT: The contract will be from date of award through October 31, 2024 (renewable).

Note to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting

Plan (SBSP), Attachment C, with the electronic bid response in eVA. Bidders selecting “Vendor Will 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 “Vendor Plans To Use Subcontractors” box must be selected and the Bidder shall identify the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods. Reference Special Term and

Condition Paragraph 28.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this Invitation for Bids shall be addressed to Chelsa Taylor, chelsa.taylor@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of questions or other matters raised. Provide questions by close of business five (5) days prior to the bid due date.

III. GENERAL:

For the purpose of clarification, each firm receiving this Invitation for 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 Bid 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.

mailto:chelsa.taylor@vdot.virginia.gov

Bristol District/Lebanon Residency

IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:

A. DEFINITIONS:

1. EVENT(s) – For the purpose of this solicitation event is defined as any meteorological, geological or hydrological extra-ordinary phenomenon. This will include, but not limited to, thunderstorms, snow storms, ice storms, wind storms, tornados, hurricanes, earthquakes, flooding, and severe weather.

2. BRUSH – Any woody vegetation that is less than two (2) inches at ground level.

3. SMALL TREE – All woody vegetation equal to or greater than two (2) inches as measured at ground level to less than six (6) inches measured at DBH.

4. TREE – All vegetation equal to or greater than six (6) inches measured at DBH.

5. DBH (DIAMETER AT BREAST HEIGHT) – Diameter measured at 4.5 feet above ground level on woody vegetation.

6. DISPLACED VEGETATION – Vegetation that is, but not limited to, uprooted, broken from parent stem, dislocated from its natural location.

7. DEBRIS – Vegetation displaced during any event, weather related or not, that is located in any place other than what was its natural location.

8. PASSABLE ROADWAY – Roadway pavements/travel way clear of fallen tree(s), limbs and debris. No debris, limbs or tree part shall be left within six (6) feet of pavement/travel way.

9. VERTICAL CLEARANCE – The minimum height of pruning cuts measured from the highest point of travel-way/road or otherwise identified.

10. HORIZONTAL CLEARANCE – the minimum parameters established for brush, small tree, and branch removal.

11. REWORK – Work done to bring previously non-compliant work into compliance.

12. SATISFACTORILY COMPLETED – All work has been completed by the Contractor in accordance with the specifications herein. This includes inspection by VDOT, rework (if required by the Contractor) and validation by VDOT.

B. SCOPE OF WORK: The Contractor shall provide labor, supervision, equipment, fuel, transportation

(mobilization), tools, traffic control including signs and stands, supplies, and incidentals as necessary for performing the road clearing services described herein, on an on-call, as needed basis to maintain safe and efficient operations in various locations on primary and secondary routes and VDOT Rights-of-Way in

Buchanan, Russell, and Tazewell Counties. The intent of these services is to make roads passable during, and at any point after, any event, weather related or not, where VDOT determines, at its sole discretion, that there is a need for such services. VDOT reserves the right to perform any type, or portion, of work within the limits of this operation. The Contractor shall cooperate with VDOT and other Contractors as necessary.

VDOT in its sole discretion will determine when these services are needed. Work may be performed at any time of the year, weather permitting, at the discretion of VDOT.

1. Roadway clearing service for brush, small tree branches, tree, and other debris shall consist of, but is not limited to, the removal of felled trees, woody debris, displaced tree branches, hanging tree branches, brush, and fallen, uprooted and/or displaced trees, brush, and debris.

Bristol District/Lebanon Residency

2. Service may be requested during and/or after any event, weather related or not, that results in vegetation being displaced onto or overhanging the travel-way or Right-of-Way.

3. Roadway shoulders may include up to four (4) lane divided highways and two (2) shoulders for two (2) lane primary and secondary routes.

C. BID PRICES: The bid prices shall represent a combined total for the equipment with operator(s), labor, and all associated expenses including, but not limited to: profit; direct and indirect costs; general and administrative costs; supervision; repair and/or replacement and removal of equipment; transportation of equipment and personnel to and from designated site(s); the transport, setup and breakdown of traffic control signs, stands, cones, and channelizing devices; portable traffic rumble strips; and the use of cellular phones, and hand-held radios used by the Contractor to conduct business.

D. SPECIFICATIONS AND STANDARDS: All work shall be performed following the direction given by the VDOT Contract Administrator, or designee. All work shall be performed to the following standards: the current versions of the Virginia Department of Transportation Road and Bridge Specifications; the Virginia

Department of Transportation Road and Bridge Standards; Virginia Work Area Protection Manual

(VWAPM); American National Standards Institute (ANSI) (sections Z133.1, A300 and companion, 16VAC25-73, and 1910.266); and the Manual on Uniform Traffic Control Device Standards (MUTCD).

The Contractor’s equipment shall meet Occupational Safety & Health Administration (OSHA) and Virginia

Occupational Safety & Health (VOSH) standards. Additionally, the Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations, and conform to all VDOT requirements. Equipment shall meet the most current version of the VDOT Road and Bridge Specifications, and applicable Department of Conservation and Recreation (DCR), Department of Environmental Quality

(DEQ), VWAPM, and VDOT specifications and standards. The Contractor shall comply with all environmental regulations necessary to complete the project.

E. CONTRACTOR REQUIREMENTS:

1. PERFORMANCE SPECIFICATIONS:

a. ROAD CLEARING SERVICES: Road clearing services shall be performed with the intent to clear the travel way of displaced vegetation. During road clearing services cut vegetation may be left along the right of way at a minimum distance of six (6) feet from the edge of pavement. At no time will cut vegetation or debris be allowed to remain in the travel way or within six (6) feet from edge of pavement during road clearing operations.

b. Vertical Clearance shall be achieved through removal of all broken, hanging or otherwise defective tree parts, or other vegetation that could endanger the right of way.

c. Horizontal clearance shall be achieved through the removal of all displaced vegetation along the horizontal plant from Right-of-Way edge to Right-of-Way edge. Right-of-Way widths will be given when roads are assigned during service periods.

d. All work shall be performed within VDOT maintained roadway. No work shall be performed on the adjacent private property without obtaining the property owner’s written permission prior to the work being done. Documentation of such permission shall consist of a VDOT Right of Entry Form signed by the adjacent private property owner(s) and the VDOT Representative shall be notified and provided a copy of the document. In those instances where the property owner(s) will not authorize access to the private property, pruning must not extend beyond VDOT’s Right-of-Way. It is understood that there may be instances where proper cuts may not be possible in order to remain on

VDOT property.

Bristol District/Lebanon Residency

e. TWO PERSON CREW: The two (2) person crew shall be required to have a four wheel drive vehicle and all necessary Personal Protective Equipment (PPE), power and/or hand saws, equipment and tools of the trade, signs and sign stands and any other items that are needed for the successful completion of the road clearing services. VDOT reserves the right to order multiple crews if the situation dictates. The Contractor shall have sufficient work force/resources to provide the requested number of crews per the time frame listed herein.

f. The Contractor shall obtain necessary maps to familiarize themselves with the awarded lot(s).

g. The Contractor(s) may be required to report to a staging area to receive site locations and coordinate services. If additional crews with equipment are required, the Contract

Administrator(s) or designee will advise the Contractor. Due to the nature or extent of these services, VDOT may not be able to provide advance notification or exact duration of services.

h. At the conclusion of the work, the Department will inspect the site and send confirmation of validation (via email) of completed work within five (5) business days of notification from Contractor. In the event the Department determines work is unfinished, or not in compliance with the stated Scope of Work, the Department will identify such work to the

Contractor (via email), and the Contractor shall rework or complete as required. The

Contractor shall then resubmit notification when work is completed, for VDOT validation as stated above. The Contractor shall not invoice VDOT for work that it has not received written validation from VDOT that the work is considered Satisfactorily Completed. Any expenses for completing rework shall be the responsibility of the Contractor.

2. PERSONNEL REQUIREMENTS:

a. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein, and shall employ a sufficient number of qualified personnel who shall consistently perform the work described herein. The

Contractor may be requested to provide multiple crews simultaneously at various locations throughout the county covered by the contract.

b. EXPERIENCED, QUALIFIED OPERATORS/LABORERS: The Contractor shall provide experienced, properly trained, qualified operators for each piece of equipment listed. The operator of each piece of equipment shall possess a valid driver’s license or

Commercial Driver’s License (CDL), with required endorsements, when required for the equipment being operated. VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgment, are not adequately qualified to perform the work.

The Bidder must submit training and certification documentation with their bid, or within three (3) business days of request from VDOT. Each crew shall have a minimum of one

(1) person who holds a valid Intermediate Work Zone Traffic Control Training certificate.

c. SUPERVISION REPRESENTATIVE: The Contractor shall assign a Supervision

Representative, who shall be equipped with a cellular telephone. The contact person shall be responsible for assigning and coordinating work, notifying the Contract Administrator of crew locations on a daily basis, processing daily/weekly reports, handling general contract performance issues, and meeting with VDOT representatives as needed. The names and cellular phone numbers of contact persons and the Supervision Representative shall be required prior to commencement of work activities (Attachment B).

Bristol District/Lebanon Residency

d. CELLULAR PHONE: During the performance of the contract, the contact person shall carry a functional cellular phone at all times, which is effective throughout the counties covered by the contract.

e. FLAGGING CERTIFICATION: The Contractor shall ensure that any member of the crew to be utilized as a “flagger” shall be certified in the VDOT Flagging Certification

Program or the American Traffic Safety Services Association (ATSSA) Flagger

Certification Program and maintain a valid certification throughout the contract period.

The VDOT or ATSSA flagging certification card must be in their possession at all times.

Flaggers found not in possession of a certification card, or performing their duties improperly, shall not be allowed to perform work and the operation will be shut down.

VDOT will inspect on a regular basis to ensure that flaggers have their certification cards.

Additionally, any crewmember that is used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger at the flagger station, as required in Section 6E.01 of the VWAPM. The Contractor shall provide a minimum of two (2) certified flaggers per crew for traffic control.

3. EQUIPMENT REQUIREMENTS:

a. EQUIPMENT: The Contractor shall provide all necessary equipment and tools of the trade to perform roadway clearing services including, but not limited to, trucks, bucket trucks, chain saws, pole saws, and hand tools, and portable light plants for night time work. The Contractor shall furnish the necessary means for transporting all required equipment, personnel, materials and traffic control to all identified locations. The

Contractor shall provide any accessories that are necessary to operate the needed equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies. All over the road equipment shall be equipped with the following: a wind-resistant truck bed cover (if necessary) and one high intensity amber strobe light.

b. MAINTAINING EQUIPMENT: Prior to the award of the contract, the Contractor shall possess or have available sufficient equipment necessary to perform the work for the awarded contract. The Contractor shall maintain and operate equipment designed for the operation(s) described herein and shall ensure the equipment is maintained in good repair and operating condition. A daily inspection shall be performed on the equipment by

Contractor personnel. No payable time shall be charged for this safety inspection.

d. FUELED AND READY: The Contractor, at their own expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site. The refueling of equipment while relocating from one job site to another during that work day is payable under this contract. The Contractor shall also provide any accessories necessary to operate the needed equipment efficiently. This shall include, but is not limited to, all hand tools and safety supplies.

e. ADDITIONAL TRUCKS OR EQUIPMENT: VDOT reserves the right to supply additional trucks and/or equipment from VDOT sources if deemed necessary.

4. TRAFFIC CONTROL: All traffic control shall conform to the latest edition of the Manual on

Uniform Traffic Control Device Standards (MUTCD), and latest edition of the VWAPM, including IIM-TE-386.2.

a. PORTABLE TEMPORARY RUMBLE STRIPS: This work may consist of employing

Portable Temporary Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times designated herein, in the VWAPM, VDOT IIM-TE-386.2 , or as directed by VDOT representative. IIM-TE-386.2 provides additional requirements and

Bristol District/Lebanon Residency guidance beyond what is shown in the VWAPM for flagging operations on two-lane roadways. The Contractor shall only use Portable Temporary Rumble Strips (PTRS) that are listed on the most current VDOT Pre-Approved Traffic Control Device Listing. The list may be accessed at: https://www.vdot.virginia.gov/business/trafficeng-productlists.asp.

b. Cost of Portable Temporary Rumble Strips shall be included in the unit price bid.

c. The Contractor shall be required to provide the appropriate signs and spring-loaded type sign stands meeting NHRP 350 requirements and capable of holding a 48” inch sign. It shall be the responsibility of the Contractor to transport, properly set up, and break down all traffic control devices. The contractor shall install and maintain signs in accordance with the most recent edition of the VWAPM and MUTCD, as revised or amended. Signs and outlays layouts shall be in place prior to the performance of any work. The

Contractor shall supply all traffic cones and traffic-related channelizing devices. The

Contractor shall provide two-way radios for traffic control, when applicable.

d. The Contractor shall provide, transport, erect and maintain, and dismantle adequate traffic control work zone signs and/or temporary barriers to delineate work areas when required, and the price quoted shall include these costs.

5. LANE CLOSURE ADVISORY MANAGEMENT SYSTEM: The Contractor shall be required to comply with VDOT Lane Closure Advisory & Management System (LCAMS). Training and data entry will be the responsibility of the Contractor for roadways that require lane closure notifications. Currently, this is only applicable to Interstate and Primary routes. VDOT reserves the right to include additional routes as it deems appropriate. The Contractor shall have a minimum of two (2) individuals trained to input lane closures into the LCAMS system. Training shall be completed within 30 calendar days of issuance of Notice to Award. Further information regarding training opportunities may be obtained by contacting the Contract Administrator or designee. There will be no separate pay item for the training.

6. TRANSPORTATION OPERATIONS CENTERS: The Contractor shall notify the Salem

Transportation Operations Center (TOC) for “VA Traffic” notification. The TOC contact number is: (540) 375-0170. Notifications to the TOC shall be made prior to 8:00 a.m. each day.

The Contractor shall immediately provide notification to the TOC for any accident that occurs within the work zone, or for any personal injury which requires off-site medical attention

(notification shall also be immediately made to the Contract Administrator or designee). The

Transportation Operations Centers will request the following information from the Contractor:

Route, county, location (termini), lane impacted (EBL, SBL, etc.), and cell phone number.

Failure to provide notification to the Transportation Operations Centers may be cause for default action or contract termination.

F. WORK ASSIGNMENTS: All projects will be assigned as they become available. VDOT shall determine the order of completion of the projects in the event multiple projects are assigned simultaneously.

G. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the standards of the industry and to the complete satisfaction of the VDOT Contract Administrator or designee.

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

https://www.vdot.virginia.gov/business/trafficeng-productlists.asp https://www.vdot.virginia.gov/business/trafficeng-productlists.asp

Bristol District/Lebanon Residency

3. REVIEW OF WORK SITE: The Contract Administrator, or designee, will review the work site

(either in the field or verbally, in some situations, at an off-site location) with the Contractor prior to the start of work.

4. DELIVERY, PARKING, AND STORAGE: The Contractor shall not deliver nor store equipment within the VDOT Right-of-Way or on VDOT property without first obtaining permission from the Contract Administrator. However, if the Contract Administrator approves the parking and storage arrangements, VDOT will not be responsible for any loss or damage to the

Contractor’s equipment that is left at the site.

5. CONTRACTOR’S PERSONNEL: At all times, the Contractor’s and subcontractor’s personnel shall communicate with the traveling public, landowners, and citizens in a courteous and respectful manner. The Contractor’s personnel must refer all questions concerning work planned, performed, or promised to the VDOT Contract Administrator.

6. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct of all the

Contractor’s and subcontractor’s personnel while at the work site.

7. BEHAVIOR: Behavior displayed by the Contractor’s and subcontractor’s employees, such as catcalling, whistling, leering, and other similar gestures, will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents will be grounds for termination of the contract at the discretion of VDOT.

8. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of their employees as well as all subcontractors that may be utilized, using their best skill and attention. Subcontractors who perform work under this contract shall be responsible to the

Prime Contractor.

9. SUBCONTRACTORS: No portion of the contract shall be subcontracted without prior written consent of VDOT. In the event that the Contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors on the attached Subcontractor Approval Request form

(Attachment D). The Contractor shall, however, remain fully liable and responsible for the work performed by its subcontractor(s) and shall assure compliance with all requirements of the contract.

10. COORDINATION WITH VDOT AND OTHER STATE FORCES: The Contractor shall cooperate with VDOT and other contractors as necessary. At all times, VDOT will have the right to be advised, upon request, of the status of work being done by the Contractor, and details of that work. The Contractor shall maintain coordination with the VDOT Contract Administrator or designee. VDOT reserves the right to perform any type of highway maintenance within the limits of the operation.

11. DAMAGES: The Contractor shall be responsible for any and all damages to VDOT and non-

VDOT property which are a direct result of the Contractor’s activities in the performance of this

Contract.

12. VA811/MISS UTILITY: When digging is required, the Contractor shall contact

VA811/“Miss Utility” for marking underground utilities prior to the performance of work.

The Contractor shall not dig until verifying the marking has occurred. The Contractor shall be responsible for any damages caused when VA811/”Miss Utility” guidelines are not followed.

13. CLEANUP: The Contractor shall clean up frequently so the worksite presents a neat, orderly, and workmanlike appearance at all times. If a Contractor fails to clean up at the

Bristol District/Lebanon Residency completion of the work, the Contract Administrator may do so and charge the costs to the

Contractor. The Contractor shall dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material and debris shall be left within the completed work area or buried on the job site, but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

H. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES, AND REGULATIONS: The Contactor shall ensure that all personnel and equipment comply with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes, but is not limited to, equipment having vehicular backup alarm systems and flashing lights, and equipment that contains a roll over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Refer to Special Terms and Conditions #24 for Safety and Health Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contactor 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 from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the Contract

Administrator, or designee, 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 worker’s and/or general public, for failure to carry out orders for such period, and as may be deemed 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. SAFETY EQUIPMENT: The Contractor shall also provide and ensure that all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. Necessary safety supplies and equipment, shall include, but is not limited to, safety hats, garments, steel toe shoes, gloves, and glasses. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety garment shall have the Virginia state seal or any reference to the Virginia Department of

Transportation or VDOT.

5. FIRST AID KITS: The Contractor shall ensure that a First Aid Kit is on each job site at all times. The first aid kits shall contain at least the minimum number and types of supplies as required by the OSHA and VOSH Standards.

I. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: VDOT will issue a Purchase Order, which will be for billing purposes only. VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase Order. The Contract Administrator, or designee, will issue a numbered Work

Order that will be the official work notification. The Work Order will outline the job site; type of service required; quantity and configuration of crew(s) required; and expected period of time service will be required. The Work Order may be in the form of a Highway Maintenance

Management System (HMMS) work order. No work shall begin without the receipt of a Work

Order. In case of critical/immediate need, verbal notification shall be sufficient for the Contractor to begin. Written confirmation (work order) will follow within 48 hours.

Bristol District/Lebanon Residency

2. CONFIRMATION/RESPONSE TIME: The Contractor shall confirm receipt of the work assignment within one (1) hour, and begin work within 12 hours, or a schedule as mutually agreed upon. At the time of notification, the Contractor may request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

3. CONTINUOUS OPERATION REQUIRMENT: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract in accordance with General

Terms & Conditions, Default, Paragraph P.

4. CONTRACTOR’S FAILURE TO REPORT: If a Contractor fails to commence work at the mutually agreed upon time, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Terms &

Conditions, Default, Paragraph P. A Procurement Complaint Form may be issued against the

Contractor.

5. CONTRACTOR’S DECLINE OF 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 they 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, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with

General Terms & Conditions, Default, Paragraph P. A Procurement Complaint Form will be issued against the Contractor.

J. AUTHORIZED WORK HOURS:

1. SCHEDULES: Work may be performed during day or night. The work hours will vary during the contract period and may be changed at the discretion of the VDOT Contract Administrator.

The Contractor may be required to work extended hours (i.e. nights, weekends, and holidays) due to road closures; no additional pay will be given for nighttime, weekend, or holiday work.

a. The Contractor shall be expected to work seven (7) days a week, 24 hours per day, until the situation has been resolved and the Contractor has been released by the Contract

Administrator or designee.

b. For roadway clearing operations requiring 24 hour per day operations, the Contractor’s crew shall work in shifts on a schedule approved by the Contract Administrator or designee. The shifts may be night and/or day without direct administration from VDOT.

The crew will be given instructions and directions from the Contract Administrator, or designee, and shall proceed to accomplish services.

c. All work schedules and locations will be coordinated by the Contract Administrator or designee. Schedules and locations shall be decided based on the situation and on a case by case basis. When the Contractor moves from one route to another, the Contractor’s on-site supervisor shall notify the Contract Administrator or designee within two (2) hours of leaving a location.

2. HAZARDOUS CONDITIONS: No work shall be performed when the weather or other unforeseen conditions create a safety hazard or adversely affect the effectiveness of the work activities, or at the discretion of VDOT.

3. HOLIDAY WORK RESTRICTIONS: Holiday restrictions will be in accordance with the

VDOT Road and Bridge Specification section 108.02(b). VDOT may extend these restrictions at

Bristol District/Lebanon Residency any time based on potential traffic impacts. Exceptions to these restrictions will be at the sole discretion of VDOT’s contract administrator or designee, and are likely to be waived.

4. LANE CLOSURES: All lane closures shall be in accordance with the current Bristol District

Limitation of Operation, unless otherwise approved.

V. MANDATORY PRE-BID CONFERENCE:

A mandatory virtual pre-bid conference will be hosted by the Contract Officer at 2:00 p.m. EST on February 12, 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.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, participation at this pre-bid conference will be a prerequisite for submitting a bid.

Bids will only be accepted from those bidders who are represented at this pre-bid conference. No one will be admitted to join the conference after 2:05 PM EST.

If you plan to participate in the mandatory pre-bid conference you must provide the following information via email to Buyer.Name@vdot.virginia.gov no later than 5:00 PM EST on the business day prior to the scheduled conference.

• Solicitation Number and Title

• Company Name and Address

• Representative Name, Phone Number, Email Address.

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. Participants who did not provide their information in advance will be requested to provide their name, company and contact information during the roll call. Bids will only be accepted from those

Bidders who are represented and make their participation known to the Contract Officer during the conference roll call and who requested admittance no later than 2:05 PM EST.

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

Join on your computer, mobile app or room device

Click here to join the meeting

Meeting ID: 279 426 693 891

Passcode: XMsZjw

Download Teams | Join on the web

Or call in (audio only)

+1 434-230-0065,,938695412# United States, Lynchburg

Phone Conference ID: 938 695 412#

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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2EyMjEyODMtODViZi00ZGNmLWIwODYtYjA1NjAyYTE0Mzhk%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%221ffcffe2-0d6e-4a9c-bc7d-bfe4efdf32ca%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,938695412

Bristol District/Lebanon Residency

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.

A. PAYMENT: Payment will be made on an hourly basis for actual hours worked, beginning when the

Contractor arrives at the designated work site or staging area, and ceasing at the agreed upon scheduled time, shift change, cessation of services, or when services are stopped at the direction of VDOT. The hourly rate will not change for night, weekend work, or any hours worked beyond a regular 40-hour week. The

Contractor shall incorporate fuel and mobilization costs into the bid rate for each line item.

B. VERIFICATION: The Contractor shall utilize a timesheet in a format accepted by the VDOT Contract

Administrator. At the conclusion of the workday, the Contractor shall submit this timesheet showing the line items and quantities for each workday. The timesheet must be verified, mutually agreed upon and signed by the Contractor and Contract Administrator or designee at the end of each workday. The timesheets will be used by VDOT to verify Contractor’s invoices.

C. COMPLIANCE: At the conclusion of the workday, the Contractor shall demonstrate to the Contract

Administrator or designee the work is fully in compliance with the contract and VDOT specifications. Any deficiencies shall be corrected within 24 hours by the Contractor at the Contractor’s sole expense, prior to the final acceptance of the work. 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. Any complaint as to quality, faulty or delinquent delivery, or violation of contract provisions will be reported to the VDOT

Contract Officer with the use of a Procurement Compliant Form.

D. BILLABLE TRAVEL TIME: Equipment traveling or moved from one VDOT work location to another

VDOT work location within the same day will be paid at the contract hourly rate. Other travel or movement of equipment will not be billable.

E. DOWNTIME OF SERVICES: No time will be allowed for the Contractor to conduct meetings with their employees during VDOT operating hours. Any time needed for such a meeting will require prior approval by the VDOT Supervisor, and payable time will be deducted for the amount of time taken.

VII. INVOICING:

After acceptance of work, invoices shall be submitted weekly. All invoices shall include the contract number, purchase order number, work order number, description of the work performed, work location(s), date of work, a breakdown of line items and quantities used, price per unit of measure, extended price and a grand total. Contractor shall provide, with invoice, a copy of the signed daily time sheets for all time listed on the invoice. The only charges

VDOT will approve for payment will be charges based upon the rates and line items agreed upon on the daily timesheet. Invoices shall be submitted to the address listed below:

Virginia Department of Transportation

Lebanon Residency

Attn: Lois Woods

1067 Old Fincastle Rd.

Lebanon, VA 24266

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

mailto:edi@doa.virginia.gov mailto:lois.woods@vdot.virginia.gov

Bristol District/Lebanon Residency

VIII. BIDDERS INSTRUCTIONS AND PUBLIC BID OPENING:

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 11:00 a.m. EST on February 22, 2024.

Microsoft Teams meeting

Join on your computer, mobile app or room device

Click here to join the meeting

Meeting ID: 260 902 816 583

Passcode: NruMc9

Download Teams | Join on the web

Or call in (audio only)

+1 434-230-0065,,318146630# United States, Lynchburg

Phone Conference ID: 318 146 630#

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/l/meetup-join/19%3ameeting_OWU5ZWVhOTMtYzQxYi00MGM1LTg2ZjQtNzQ4MWRjZDAwYjU3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%221ffcffe2-0d6e-4a9c-bc7d-bfe4efdf32ca%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,318146630

Bristol District/Lebanon Residency

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 www.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:

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…