IFB 159417 Street Sweeping.pdf

Administrative Services/Procurement Fredericksburg District/Saluda Residency Sweeping Services

IFB #159417

Issue Date: December 23, 2024 INVITATION FOR BIDS IFB# 159417

Title: Saluda Residency Sweeping Services Commodity Code(s): 96874 Location Where Work Will Be Performed: Counties located within the Saluda Residency (Gloucester, Essex, King & Queen, King William, Mathews, and Middlesex)

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Megan Pitts Email: megan.pitts@vdot.virginia.gov Phone: (540) 899-4289

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 11:00 AM Eastern Standard Time (EST) on January 3, 2025. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM EST on January 14, 2025. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:30 AM EST on January 14, 2025. 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:

3. VA STATE CORPORATION COMMISSION FORM

4. 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.

5. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

6. SUBCONTRACTOR APPROVAL REQUEST

7. NORMAL AND EMERGENCY CONTACTS

8. 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

Sweeping Services

IFB #159417

Fredericksburg District – Saluda Residency Invitation for Bids IFB # 159417

Sweeping Services

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide street sweeping/cleaning services, and pervious concrete sweeping/pressure washing services in accordance with the

TABLE OF CONTENTS PAGE #

I. Purpose 3

II. Questions Regarding This Invitation For Bid 3

III. General Definitions 3

IV. Specifications/Contract Requirements 3

V. Pre-Bid Teleconference 9

VI. Method for Payment 10

VII. Invoicing 11

VIII. Bidders Instructions and Public Bid Opening 11

IX. General Terms and Conditions 12

X. Special Terms and Conditions 18

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

B. Vendor Qualification / Equipment Inventory Certification – Fillable Form

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. References – Fillable Form

F. Prevailing Wage Rate Determination(s)

L. Incorporated Reference List

K. General Location Description

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.vdot.virginia.gov/doing-business/training/

Sweeping Services

IFB #159417

performance specifications herein, throughout the Saluda Residency, within the counties of Essex, Gloucester, King & Queen, King William, Mathews, and Middlesex. Request for services will be on an as needed basis.

PERIOD OF CONTRACT: One (1) year from time of award with four (4) optional successive one (1)-year renewal periods.

SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation. DSBSD-certified micro businesses or small businesses also includes DSBSD-certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this invitation for bid shall be addressed to Megan Pitts at megan.pitts@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 December 30, 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.

DEFINITIONS:

1. Roadway Sweeping/Cleaning: The removal of debris by mechanical and/or vacuum type sweepers from all surfaces of the roadway and bridges, including, but not limited to both sides of the roadway, adjacent to curbs and raised medians, all intersections and turn lanes.

2. Debris: All litter, rubbish, leaves, sand, dirt, garbage, and other foreign material that is removable from a paved roadway.

3. Large Debris: Those items that cannot be mechanically swept and require specific handling for disposal (i.e. mattress, appliance, tires, dead animals).

4. Curb Mile: Measured length of 5,280 linear feet, along one side of the edge of roadway. Bridges found on selected routes will be counted as part of the curb mile

IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The Contractor shall provide all equipment, operators, supervision, labor, transportation of equipment, fuel, and any other incidentals necessary to provide roadway sweeping/cleaning services to completely remove and dispose of all waste debris by hand and/or equipment from roadways, curbs, bridges, bridge walkways (catwalks), pervious concrete parking lots and roadways throughout counties located within the Saluda Residency. All waste debris shall be disposed of at a VDOT approved dumpsite. The work shall consist of street sweeping/cleaning services and the removal and legal disposal of all debris.

B. WORK STANDARDS:

1. All roadway sweeping work performed shall be in conformance with the Virginia Work Area Protection Manual

(VWAPM), dated 2011 or latest edition and the latest edition of the Manual on Uniform Traffic Control Device Standards (MUTCD).

2. 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.

C. EQUIPMENT REQUIREMENTS:

1. At the time of bid closing, and throughout the term of the contract, the Contractor shall possess or provide proof of intent to purchase, lease, rent or subcontract the equipment necessary to perform roadway sweeping and cleaning.

Sweeping Services

The Equipment offered by Bidders shall be of equal size, or larger, and within the specifications of this IFB, suitable for the intended purpose and provide the following or approved equal specifications and capabilities. For each piece of Equipment offered Contractor shall provide an experienced, qualified operator. VDOT in its sole discretion shall determine whether the equipment offered by Bidders is considered equal to that named herein. All bidders shall include a completed Attachment B, Vendor Qualification/Equipment Inventory Certification Form, with their bid. Each piece of Equipment to be utilized under this contract, the year, make, model, identification number, capacity and complete description shall be listed on Attachment B.

2. Contractor shall provide a Motorized roadway sweeping/cleaning machines with Operators to perform roadway street sweeping/cleaning services in accordance with this IFB.

3. Each sweeping unit, as a minimum, shall be a mechanical and/or vacuum type sweeper capable of sweeping a path at least eight (8) feet wide with gutter brooms activated, and shall utilize water spray to effectuate dust control. All sweeping units shall meet the quality standard of environmental protection and shall have the capability of controlling and avoiding fugitive dust. Each sweeper shall have a minimum hopper size of six (6.0) cubic yards, usable capacity.

All sweeping units shall be capable of performing thorough cleaning and removal of debris without leaving any such material behind or along the sides.

4. All equipment shall be designed and suitable to provide a safe operation on a public roadway. Equipment specifically designed for parking lots or small operations are not acceptable.

5. The Contractor’s equipment shall be equipped with proper lighting for night sweeping operations.

6. The operating speed of the sweeper shall not exceed 25 M.P.H. Under no circumstances shall the sweeper operate at a speed which may result in debris being deflected elsewhere and/or left behind.

7. Contractor shall provide their own water source.

8. For specialty use when requested by the VDOT Contract Administrator or designee, the contractor shall have available a minimum ten (10) foot length vacuum hose or be able to extend the existing vacuum hose for a total length of ten

(10) feet. When this service is requested, payment will be made at the hourly rate. Examples of times when this may be used include, but are not limited to, vacuuming bridge seats or the bottom of VDOT’s brine making machines.

9. All roadway equipment shall be equipped with at least one rotating amber light, in accordance with the requirements of the current VWAPM, and with operating and other appropriate safety lights to effectuate safe operation.

10. The Contractor shall have all equipment fueled, loaded with water, and ready to begin operations prior to reporting to the work site. The Contractor shall also provide any accessories necessary to complete the work and operate the needed equipment efficiently. This shall include, but is not limited to, all tools and safety supplies.

11. All Contractor vehicles shall have a current state vehicle inspection and registration from the State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and Operators shall be in compliance with all applicable DMV, State and Federal regulations regarding the conditions and operations of the requested vehicles.

12. The name of the company shall be displayed on both sides of all work vehicles.

13. The Contractor shall be responsible for transporting all required equipment, personnel, and materials to all work locations.

14. All equipment shall be in good mechanical condition. No payment will be allowed for equipment downtime, repairs, or maintaining equipment.

15. While performing under this contract, the Contractor shall be responsible for having secured all tools and materials on their equipment when in transit to and returning from a work assignment.

16. Contractor’s vehicles shall not be parked overnight in the maintenance yard without the prior written approval of the

Contract Administrator or designee. VDOT shall not be liable for any Contractor vehicle or equipment that is damaged, missing or stolen while parked on the right of way or at any VDOT facility.

Sweeping Services

17. VDOT reserves the right to review and evaluate Bidders’ equipment prior to a Notice of Intent to Award or at any time after contract award. Any equipment evaluations will be conducted in accordance with the specifications outlined in this IFB and the Contractor’s equipment as presented and listed on Attachment B, Vendor Qualification/Equipment Inventory Certification Form. VDOT reserves the right to reject any piece of equipment that does not meet the requirements or specifications as stated herein.

D. ROADWAY SWEEPING/CLEANING REQUIREMENTS:

1. All work shall be performed within the designated routes on VDOT maintained right-of-way.

2. Sweeping operations will be limited to one side of the roadway at any given time. The sweepers shall sweep only in the direction of the traffic.

3. The Contractor shall provide sufficient equipment and crew to perform any required manual (non-mechanical) sweeping operation that may be required to remove excessive debris in locations such as, but not limited to concrete medians including the top surface, gore areas, curbs, median barrier walls or other raised structures.

4. Large debris and dead animal removal is not part of the required services, although shall be removed off of the roadway surface under this contract to allow for disposal by others. Contractor shall notify the VDOT Contract Administrator, or designee, with the location and type of large debris that has been moved off of the roadway.

5. All debris generated or collected in the performance of this contract is the responsibility of the Contractor and shall be removed from the right-of-way each day and properly and legally disposed of by the Contractor in an authorized disposal site except for the large debris mentioned in D.5 above. These sites may include authorized VDOT dumpsites at assigned Area Headquarters, approved landfills or other environmentally approved dumpsites. No waste will be permitted to be deposited in drainage structures. Cost of debris removal shall be included in contractors’ bid price.

Travel time required for disposal of debris is not a billable item.

6. Operations shall be mobile and able to move quickly and safely with minimal interruption to the normal traffic flow.

The Contractor (s) 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.

7. No subcontractors shall be sent to the job site that have not previously been inspected and included on Attachment C

Subcontractor Approval Form. Subcontractors must be approved by the Contract Officer or designee. In the event the Contractor supplies an unapproved subcontracted machine for a job, the machine shall not be accepted. If an approved Subcontractor cannot be supplied to replace an unapproved subcontractor, a Procurement Complaint Form will be issued.

8. 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.

9. Under no circumstances shall a Contractor or Subcontractor allow private or minor aged persons to ride in or operate the equipment while performing services under this contract.

E. OPERATOR REQUIREMENTS:

1. All machines shall have operators who are qualified, competent, experienced, and properly trained on the equipment.

Any operator unable to perform in a proficient manner shall be replaced at VDOT request.

2. The operator shall be able to maintain the equipment in order to provide a continuous and productive operation.

3. The operator of each machine shall possess a valid Driver’s License with the proper endorsements for the safety of all involved, Operators shall be able to understand and communicate effectively in English. Operators shall have a good working knowledge of the Saluda Residency Road system found in Attachment K. Operators shall be capable of reading and understanding maps and verbal or written instructions in English.

4. The Contractor shall ensure that all crew, operators and equipment comply with all OSHA and VOSH Standards, MUTCD and VDOT safety rules as they apply to the work being performed and not create any hazardous conditions.

This shall include wearing OSHA approved hardhats, steel-toe-shoes, and reflective vests when required.

Sweeping Services

5. All operators shall be equipped with a working cellular telephone to ensure VDOT has a means of communication with the operator at all times while performing under this contract.

F. CONTRACTOR’S REQUIREMENTS:

1. The Contractor shall be responsible for the conduct of all Contractor’s and Subcontractor’s personnel while at the work site. The Contractor’s and Subcontractor’s personnel shall at all times communicate with VDOT personnel, 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 or designee.

2. The Contractor shall comply with any state, county or local laws, or ordinance(s), including noise ordinances, during the performance of all services performed under this contract.

3. The Contractor shall ensure the capacity to perform work under this contract when necessary, even though there may be other contractual responsibilities to VDOT or elsewhere. Failure to provide the requested equipment with operators may result in VDOT procuring services from another source and or contract termination for default. See Section IX.

General Terms and Conditions, Paragraph P.

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

G. HOURS OF WORK:

1. Work shall normally be performed during daylight hours but may be adjusted to minimize delays to the traveling public or to accommodate VDOT or contractor schedules. Any change outside of the normal work hours, including nighttime work is allowable but must be approved by the Contract Administrator or designee. “Daylight hours” shall be from 7:00 a.m. to 7:00 p.m. or dusk, whichever occurs first. “Night hours: shall be from 7:00 p.m. to 7:00 a.m.

Work will be Monday through Friday unless authorized by the Contract Administrator. Work activities shall only take place when weather conditions permit. Work activities shall cease when weather conditions are considered by VDOT to be hazardous for working or for the traveling public.

2. WEEKENDS/STATE HOLIDAYS: No work shall be allowed on state holidays unless directed by the VDOT

Contract Administrator. State holidays include but are not limited to:

*New Year’s Day *Martin Luther King Jr. Day *Presidents Day *Memorial Day *Juneteenth Day *Independence Day *Labor Day *Columbus Day *Veterans Day *Thanksgiving Day, and the day after Thanksgiving Day *Christmas Day

If any of these holidays occur on Saturday, the preceding Friday shall be considered the holiday and if they occur on Sunday, the following Monday shall be considered the holiday. No work shall be performed on primary roadways after 12:00 noon on Fridays without the approval of the VDOT Contract Administrator or designee. Lane closures on primary routes will not be permitted after 12:00 noon the day before a holiday and will not be permitted again until after 12:00 noon the day after the holiday. When a holiday falls on a Monday, lane closures will not be permitted after 12:00 noon the preceding Friday and when a holiday falls on a Friday, lane closures will not be permitted until the following Monday, unless otherwise approved by the VDOT Contract Administrator or designee.

H. SPECIFICATIONS AND STANDARDS: All work shall be performed following the direction given by the VDOT

Contract Administrator or designee. All traffic control shall conform to the Manual on Uniform Traffic Control Device Standards (MUTCD), latest edition and the Virginia Work Area Protection Manual (VWAPM) dated 2011 or latest edition.

The contractor’s equipment shall meet OSHA and VOSH standards. Additionally, the contractor shall remain in

Sweeping Services compliance with all OSHA and VOSH personnel, equipment, and safety regulations. Refer to Attachment L, Listing of References Incorporated into this document.

I. REQUIREMENTS WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. 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 time frame required herein. If a contractor is successful in being awarded multiple lots, it is the contractor’s responsibility to ensure adequate resources (personnel and equipment) are available to accomplish all work within the specified timeframe.

b. EXPERIENCED, QUALIFIED PERSONNEL: The contractor shall provide experienced, qualified and properly trained personnel to perform the requested work.

c. PRICE QUOTED FOR BASIC SWEEPER SERVICE WITH OPERATOR: The price quoted shall represent a combined total for the sweeper truck and operator to perform basic roadway sweeping and cleaning services including costs such as general and administrative costs, all supplies and safety equipment. This shall also include the use of cellular phones, pagers and hand-held radios used by the contractor to conduct business.

VDOT shall provide traffic control.

d. CONTACT PERSON: The contractor shall assign a person as the Supervisory Representative who shall have the authority to execute this contract work. The Supervisory Representative shall be available during the specified working hours for immediate contact and have the authority to take immediate action to correct conditions determined by VDOT to be unsafe or otherwise not in accordance with the terms of the contract.

The Supervisory Representative shall be able to speak, read and interpret the English language. The contractor shall provide this name, as well as additional personnel names and phone numbers, who can be contacted twenty-four (24) hours, seven (7) days a week in case of emergency. See Attachment D- Normal and Emergency Contacts.

e. SUPERVISION: It shall be the contractor’s responsibility to completely supervise and direct the work of their employees as well as all sub-contractors they may utilize, using their best skill and attention. Sub-contractors who perform work under this contract shall be responsible to the General Contractor.

f. CELLULAR PHONES: The contractor shall carry a functional cellular telephone at all times during the performance of the contract, which is effective throughout the county covered by the contract.

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

h. CONTRACTOR’S PERSONNEL: The contractor’s and sub-contractor’s personnel shall at all times communicate with the traveling public, landowners and citizens throughout the Fredericksburg District in a courteous and respectful manner. The contractor’s personnel shall refer all public questions concerning work planned, performed, or promised to the VDOT Contract Administrator or designee.

J. MANNER OF CONDUCTING WORK AT THE JOB SITE.

1) SATISFACTION: All work shall be performed according to VDOT specifications and completed to the satisfaction of the VDOT Contract Administration. VDOT reserves the right to direct the crew and equipment to various locations within the county in order to best accomplish the required task.

2) CONTRACTOR’S CONDUCT: The contractor shall be responsible for the conduct of all personnel while at the work site. All personnel involved with the work shall obey all safety rules and regulations of VDOT. Refer to Special Terms and Conditions, #25 for Safety and Health Standards.

Sweeping Services

3) DELIVERY, PARKING AND STORAGE: The contractor shall not deliver and store equipment within the VDOT right-of-way or on VDOT property without first obtaining permission from the VDOT Contract Administrator. The VDOT Contract Administrator shall approve any parking, storage arrangements or staging areas along the right-of-way. VDOT will not be responsible for any damage to the contractor’s equipment that is left at these sites.

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

5) 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 completion of the work, VDOT may do so and charge the cost to the contractor.

6) DISPOSAL: VDOT will provide an approved dump site as close to the work locations as possible for the material collected. No waste material shall be left, buried or allowed on the VDOT right-of-way or in VDOT dumpsters.

7) COORDINATION WITH STATE FORCES: VDOT will have the right at all times to be advised, upon request, as to the status of work being done by the contractor and of the details thereto. Coordination shall be maintained by the contractor and the VDOT representative when on site. VDOT reserves the right to apply additional state forces to either supplement or fully perform the required work. The contractor shall not be compensated for any work performed by others. The contractor shall coordinate with VDOT and other contractors as necessary in coordinating a lane closure.

K. METHOD OF ORDERING WORK:

1) WORK NOTIFICATION PROCEDURE: The Contractor’s official work notification is a Purchase Order (PO). Generally, a single PO will be issued each year for the estimated quantities of work to be performed. After the initial PO is issued, work will be assigned by work orders placed against the PO.

Work shall commence only upon the issuance of a work order from VDOT.

2) 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 VDOT Contract Administrator or designee. The contractor shall provide sufficient equipment and personnel to complete the work within the timeframe specified. Performing maintenance or repairs of the contractor’s equipment or re-fueling equipment shall not cause interruptions.

3) CONTRACTOR’S FAILURE TO REPORT: If the contractor fails to commence work at the mutually agreed upon time, he may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Terms and Condition Section P. A procurement complaint form may be issued against the contractor.

4) NORMAL CONFIRMATION/RESPONSE TIME: Normally, the contractor shall be expected to confirm within forty-eight (48) hours and work shall start no later than five (5) calendar days after receipt of the purchase order, or as mutually agreed upon with the VDOT Contract Administrator. The contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

5) VDOT DAILY WORK COMPLETION SUMMARY REPORT: During the sweeping operation, a VDOT representative will be present. The VDOT representative will provide a daily operation report/time sheet for the contractor to sign at the end of each sweeping location. The contractor will be provided a copy of the operation report/time sheet.

L. SAFETY REQUIREMENTS:

1) SAFETY STANDARDS, RULES, AND REGULATIONS: The contractor shall ensure 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. The contractor shall not create any hazardous conditions with the equipment used.

Sweeping Services

This includes but is not limited to equipment having vehicular backup alarm systems and flashing amber lights. Equipment that contains a roll-over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. Refer to Special Terms and Conditions 25 for Safety and Health Standards.

2) PROTECTION OF PERSONS AND PROPERTY: The contractor shall conduct their work to ensure the least possible obstruction to traffic and shall provide for the safety and convenience of the general public and residents along the highway to protect 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 from damage 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) HARDHATS: Hardhats shall be worn by all contractor employees while participating in or observing all types of fieldwork when outside of the cab of a vehicle.

4) SAFETY VESTS: All contractor employees exposed to vehicular traffic when not behind a barricade shall wear a safety vests.

5) AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT 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 workers 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.

6) COMMERCIAL DRIVER’S LICENSE: When required by the equipment being operated, the operator of each piece of equipment shall possess a valid Commercial Driver’s License with the proper endorsements.

V. OPTIONAL PREBID CONFERENCE:

An optional virtual Prebid conference will be hosted by the Contract Officer at 11:00 AM EST on January 3, 2025. 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 virtual meeting on your computer, mobile app or room device.

Click here to join the meeting Enter Meeting ID: 264 171 657 722 Enter Passcode: zM7PV3jD Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 709 922 420#

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_ODQ1MGRmZDktZGNlOC00YzhiLTg0NGItOWFiZGExYjI4MWVm%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22d03d0094-8f83-48f2-8357-cb9684b21ed1%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122

Sweeping Services

1) VERIFICATON: At the conclusion of each workday, the contractor shall submit the total work accomplished on a VDOT-provided Daily Work Summary Report, which will be verified, mutually agreed upon and signed by the contractor and the VDOT Contract Administrator or designee. The contractor shall demonstrate to the VDOT Contract Administrator or designee, the work is in compliance with the contract and VDOT specifications. Any deficiencies shall be corrected within twenty-four (24) hours or one (1) business day by the contractor at his sole expense, prior to the final acceptance of the work.

Also, if quantities or other discrepancies are discovered on the report, the contractor will be contacted by the VDOT Contract Administrator or designee, to correct and resubmit a corrected report.

2) PAYMENT RATES:

a. Roadway Sweeping by the Curb Line Mile - The contractor will be paid by the curb line mile to sweep designated sections of roadway. No payment will be made for any section determined to be incomplete at the time of invoice submission. Measurement and payment is made by the curb line mile, not the number of passes that may be required to perform satisfactory cleaning. If the contractor completes multiple passes as a result of equipment inefficiency as determined by the Contract Administrator or designee, the contractor will only be compensated for their initial pass.

b. Roadway Sweeping by the Hour - This payment method will only be approved by the VDOT Contract Administrator when it is not practical to perform sweeping by the mile. Examples may include, but not be limited to locations such as spot intersections, crossovers, turn lanes, bridges, sweeping stone from patching operations and cleaning drop inlets, sweeping will be compensated by the “hourly” rate quoted, as determined by the VDOT Contract Administrator or designee. When payment by the hour is approved, the contractor will be paid a minimum of two (2) hours.

c. Manual Sweeping (Hand Work) – This payment method will be approved by the VDOT Contract Administrator when sweeping areas are not passable or need special attention due to excessive buildup of waste, vegetation and/or debris. The VDOT Contract Administrator shall determine if payment will be made by the linear foot or by the hour prior to issuance of the purchase order.

d. Pressure Washing – The contractor will be paid by the hour to pressure wash pervious concrete. This will be on occasions while the cleaning of the pervious concrete. No payment will be made for any section determined to be incomplete at the time of invoice submission. Measurement and payment is made by the hour. This service may be used on other pavement services.

e. No time will be allowed for adverse weather, standby, mobilization or breakdowns, servicing or refueling of equipment.

No payment will be allowed if the operation ceases due to the fault of the contractor. 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

f. For bidding purposes, each method of sweeping will be bid separately; each by the curb line mile and by the hour. Each method shall include the following:

1. Basic Sweeping Services with Operator – Sweeper truck, operator, and any other incidentals necessary to perform basic roadway sweeping.

2. Manual (Hand Work) – laborers with transportation, hand brooms, tools, trash bags and any other incidentals necessary to perform hand work.

3. Pressure Washing – Pressure washer, operator, and any other incidentals necessary to per cleaning of pervious concrete and any pavement surface.

VII. INVOICING:

Invoices shall be submitted weekly to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made mailto:edi@doa.virginia.gov

Sweeping Services 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 Saluda Residency

Attention: Alice Nelson 1027 General Puller Highway

Saluda, Virginia 23149

In lieu of mailing, invoices may be submitted as an attachment via email to SaludaBusinessOffice@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 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

2. 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 10:30 AM EST on January 14, 2025.

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

Click here to join the meeting Enter Meeting ID: 216 538 807 311 Enter Passcode: KA29dg6W Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 482 414 230#

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.

mailto:SaludaBusinessOffice@vdot.virginia.gov 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_MmQyNjk1MTQtZDE0ZS00ODA2LWE3YzYtYzYwMjU3YmZjZmVl%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22d03d0094-8f83-48f2-8357-cb9684b21ed1%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122

Sweeping Services

IX. GENERAL TERMS AND CONDITIONS:

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

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

Sweeping Services

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

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

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

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

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

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

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

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

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

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

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract.