IFB 159494 Scope of Work.pdf

Administrative Services/Procurement Fredericksburg District Facilities District HVAC Services

IFB #159494

1 | P a g e

Issue Date: February 4, 2025 INVITATION FOR BIDS IFB# 159494

Title: District HVAC Services Commodity Code(s): 94155, Location Where Work Will Be Performed: District Complex, Fredericksburg, Saluda and Northern Neck Residency

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Kristy Jeter Email: Kristy.Jeter@vdot.virginia.gov Phone: (540) 899-4237

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 11:00AM EST on February 18, 2025. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00AM EST on March 3, 2025. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:30AM EST on March 3, 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

9. CONTRACTOR LICENSE REQUIREMENTS

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.

mailto:Kristy.Jeter@vdot.virginia.gov

2 | P a g e

Administrative Services Division Fredericksburg District / Facilities Section

Invitation For Bids IFB # 000000

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 11

VI. METHOD FOR PAYMENT 12

VII. INVOICING 12

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 12, 13

IX. GENERAL TERMS AND CONDITIONS 13

X. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Vendor Qualification / Equipment Inventory Certification – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. References – Fillable Form

G. Contractor License Requirements– Fillable Form

H. CII-SSI Policy Guide

I. Virginia Code Red Ozone Days

J. Prevailing Wage Rate Determination(s)

REFERENCED TRAININGS

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

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

3 | P a g e

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide HVAC Services on an “on call as needed” maintenance and repairs on a “time and material” basis to be performed at facilities owned and operated by VDOT within Fredericksburg District. Equipment includes split systems, boilers and chillers aging up to 40+ years.

For bidding purposes, the Fredericksburg District will be broken down into three (3) lots. Bidders are not required to bid on all three (3) lots.

Lot 1 - Fredericksburg District Complex and Residency – to encompass Caroline, Spotsylvania, and Stafford Counties.

Lot 2 – Saluda Residency – to encompass Essex, Gloucester, King & Queen, King William, Mathews and Middlesex Counties.

Lor 3 – Northern Neck Residency – to encompass King George, Lancaster, Northumberland, Richmond and Westmoreland Counties.

PERIOD OF CONTRACT: From 5/1/2025 through 4/30/2026 (Renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

If the Bidder is not a DSBSD-certified small business, the “I Plan To Use Subcontractors” box must be selected and the Bidder shall identify on the SBSP attachment the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods.

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Kristy Jeter at Kristy.Jeter@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 on February 28, 2025.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. The Contractor shall furnish all necessary labor, transportation, supervision, equipment, fuel, tools, parts, supplies and all incidentals necessary, to provide "on call as needed" HVAC Services on a time and materials basis to the facilities owned and operated by the Virginia Department of Transportation, Fredericksburg District.

1. TYPICAL STRUCTURES WHERE WORK WILL BE PERFORMED: Structures where work will be performed shall consist of, but not limited to, office buildings, equipment storage buildings, equipment shops, material storage mailto:Kristy.Jeter@vdot.virginia.gov

4 | P a g e buildings, fuel facilities, etc. VDOT reserves the right to add or delete locations within the counties listed. List of Facilities, Attachment K.

2. EXAMPLE OF SERVICES REQUIRED: Services that may be requested within this solicitation include, but are not limited to the installation, repair or restoration of the following:

• Boilers

• Chillers

• AC Window Units

• Heat Pumps

• Exhaust Fans

• Ceiling Hung Oil Heaters

• Ceiling Hung Gas Heaters

• Thru-Wall Heat/Cool Units

• VAV Systems

• HVAC Chill/Hot Insulation

• Unit Ventilators

• Humidifiers and Dehumidifiers

• Compressors

• Pumps

• Quarterly Preventative Maintenance

• Any other work that is, according to local industry standard operating procedures, typically considered to be HVAC in nature

3. WORK PERFORMED UNDER THIS CONTRACT: It is understood that the work to be performed under this contract will be non-capital outlay projects and shall not require the services of an architect, engineer, or consultant, and that the work required can be done as a result of routine field survey by the Contractor, examinations of written information and simple sketches and diagrams briefly describing VDOT's needs and building blueprints, if necessary.

However, if upon completion of the site investigation of the requested work, the Contractor determines the scope of work in response to VDOT's request requires the services of an architect, engineer or consultant, then the Contractor shall notify VDOT Facility Manager.

4. PREVENTATIVE MAINTENANCE AND SCHEDULE:

a. The Contract Administrator will provide an equipment listing upon award. If Contractor encounters equipment that differs from the listing provided, Contractor will provide the location, equipment name, manufacturer, model number, serial number, horsepower, FAACS number, vent type, fuel type, filter size with number of filters, type of thermostat, approximate age of equipment, detailed narrative statement of condition of the equipment indicating work that has apparently been performed previously, specific recommendations for any major repairs or modification which will enhance the operation of the equipment, estimated cost to accomplish the work recommended and a list of materials needed.

b. Contractor shall begin preventive maintenance service on HVAC equipment within ten (10) days of assigned work order. Contractor shall use the service checklist described in Attachment L as the start point for preventive maintenance. Contractor shall contact the Contract Administrator at completion of work. Contact information will be given once contract is awarded.

c. Preventive Maintenance shall be billed on a time and material basis.

d. Contractor shall have the capacity to perform PM tasks in addition to on-call repairs simultaneously if requested by

VDOT.

5. NEW EQUIPMENT AND INSTALLATION IF REOUIRED: The Contractor upon request shall provide a quote for furnishing and installing new (like-kind) HVAC equipment. The Contractor shall provide the quote within three (3) calendar days from request unless a site visit is required; reference "Work Notification Procedure" in paragraph F below.

5 | P a g e

In an emergency the Contractor shall confirm to the VDOT Contract Administrator orally or in writing within one (1) hour of request and shall begin work within two (2) hours after the request. The cost per hour for installation shall be at the contract hourly rate. The quote shall include all necessary parts, labor, supervision, materials, and supplies to complete a turnkey installation. The Agency is under no obligation to accept the Contractor quote. If the Contract Administrator determines that the estimated price is not fair and reasonable, the Contract Administrator has the right to ask the Contractor to reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, the agency at its sole discretion reserves the right to procure the services elsewhere.

B. REQUIREMENTS WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. EXPERIENCED & QUALIFIED PERSONNEL REQUIREMENTS: The Contractor shall provide competent, properly trained, experienced, and qualified personnel, with the appropriate types and skill levels required to accomplish the work.

• Licensed Master Heating Ventilation and Air Conditioning Technician: The Contractor must have at least five (5) years of experience. Contractors providing services on this contract shall be licensed by Virginia Department of Professional Occupational Regulation (DPOR) as a Class "B" Contractor at a minimum.

Employees working on this contract as a HVAC Master technician shall have the Master Heating Ventilation and Air Conditioning Technician (MHVA) DPOR endorsement.

• Journeyman Technician: Employees working on this contract as a HVAC Journeyman shall have the Journeyman Heating Ventilation and Air Conditioning Technicians (JHVA} DPOR endorsement.

• Helper: An employee classified as a Helper shall possess previous HVAC experience. The Helper shall be directly supervised by a Contractor’s Journeyman HVAC Technician, unless otherwise approved by the Contract Administrator.

• Bidder shall return Attachment C (Vendor Qualification/Equipment Inventory Certification form) with bid, listing all employees that will be working on the resulting contract, with their skill level. Failure to return Attachment C may result the bidder as non-responsive. A photocopy of each HVA Licenses shall be submitted within 24 hours of request from VDOT if not submitted with the bid. Any new employees and/or subcontractors working for the Contractor added after the start of the contract must also provide their skill level and photocopy of HVA Licenses to the Contract Officer. Only employees on the provided list shall report to work on this contract. VOOT reserves the right to reject any of the Contractor's employees who, in VDOT's judgment, are not adequately qualified to perform the work.

2. SPECIFICATIONS AND STANDARDS: All work shall be accomplished in compliance with all applicable federal, state and local laws, ordinances, rules, regulations, manufacturer's recommended procedures, industry standards and codes including the Virginia OSHA Standards and the Virginia Uniform Statewide Building Code issued by the Department of Housing and Community Development and the National Electrical Code in effect on the day a work order or purchase order is issued. All work performed under this contract shall be done in a manner that will not adversely affect the integrity of the building's structural, mechanical, electrical, fire protection and life safety systems or any other building features that will overload or hinder useless any portion of the facility.

3. CONTRACTOR' S CAPACITY TO PERFQRM: The Contractor(s) shall ensure his capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The Contractor shall commence work within the time frame required herein.

a. Award made on one (1) Lot only, Contractor shall supply the following staff as a minimum to support this contract:

• One (1) DPOR Licensed Master Heating Ventilation and Air Conditioning Technician

• Two (2) DPOR Licensed Journeyman Heating Ventilation and Air Conditioning Technicians

• Two (2) Heating Ventilation and Air Conditioning Helpers

b. Award made on two (2) Lots, Contractor shall supply the following staff as a minimum to support this contract:

• Four (4) DPOR Licensed Journeyman Heating Ventilation and Air Conditioning Technicians

• Four (4) Heating Ventilation and Air Conditioning Helpers

6 | P a g e

c. Award made on three (3) Lots, Contractor shall supply the following staff as a minimum to support this contract:

• Four (4) DPOR Licensed Journeyman Heating Ventilation and Air Conditioning Technicians

• Four (4) Heating Ventilation and Air Conditioning Helpers

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

5. DRESS REQUIREMENTS: Contractor personnel shall wear a shirt, jacket, or other similar article of clothing which identifies the company name when performing services under this contract.

6. CONTRACTOR' S PERSONNEL:

a. The Contractor's personnel shall be courteous and respectful and shall refer all questions concerning work planned, performed, or promised to the VDOT Contract Administrator.

b. The Contractor shall be responsible for the conduct and performance of all of the Contractor's employees and subcontractors while at the work site.

c. Contractor employees or subcontractors appearing to be under the influence of alcohol or drug shall not be permitted on the job site.

d. Loud and disruptive conduct shall not be permitted. Profanity, whistling, catcalling, leering, coercing, or harassing shall not be tolerated. Substantiated reports of harassment shall be grounds for removal of the employee(s) concerned. Repeated incidents shall be grounds for termination of the work order/contract at the discretion of

VDOT.

e. Smoking is banned inside all state facilities including parking garages, covered walkways, temporary enclosed structures, trailers, and tents. Smoking is permitted outdoors on state property grounds, plazas, sidewalks, malls, or similar open pedestrian-ways provided smokers are 25 feet or more in distance away from an entrance or exit of any facility, including parking garages. Smokers shall use ash urns to dispose of their smoking material waste and shall not litter state-owned property with smoking material waste. Smoking is banned inside all state own vehicles.

f. Contractor employees' attire shall not display any offensive images or language.

7. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute the required services and who can be contacted 24 hours, seven days a week in case of an emergency. This person's name and phone numbers shall be provided on Attachment E (Normal and Emergency Contacts) and label "Supervisory Representative". It shall be the Contractor's responsibility to completely supervise and direct the work of his employees as well as all subcontractors he may utilize.

C. EQUIPMENT REQUIREMENTS:

1. TOOLS: The Contractor shall have and maintain the required equipment and tools necessary for the satisfactory execution of solicited work and all costs associated shall be included within the bid unit prices.

2. RENTAL OF SPECIALIZED EQUIPMENT: Rental of specialized/unique/unusual equipment necessary to perform the scope of this contract, which are not considered as general tools of the trade, and require additional cost, shall be approved by VDOT’s Contract Administrator or designee. In some cases, VDOT may be able to provide the equipment and operator required if it is available at the time of request (i.e. backhoe, fork truck, scaffolding, bucket truck, etc.). An example of this type of work is replacing a unit on a roof. No travel time will be paid to retrieve or return the equipment. No percentage of mark-up is allowed to be added for the cost of renting equipment per the Code of Virginia 2.2-4331. Rental cost shall be billed at Contractor's actual invoice costs (Contractor shall furnish copies of all receipts for rentals) for delivery and pickup of rental equipment from supplier.

3. VEHICLE REQUIREMENTS: All Contractor vehicles shall have a current inspection and registration from that State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's

7 | P a g e equipment and operators shall be in compliance with all applicable DMV and State and Federal regulations regarding the conditions and operations of the requested vehicles. The name of the company will be displayed on both sides of all work vehicles while on State right of way. The contractor shall be responsible for having secured all equipment and materials on their vehicles when in transit to and returning from a work assignment.

4. FUELED AND READY: The Contractor, at his/her expense, shall have equipment fueled and ready to begin operation prior to reporting to the job site.

5. USE OF VDOT'S EQUIPMENT: The Contractor's employees are not permitted to use licensed VDOT vehicles, equipment, tools or radios at any time. Telephone services will only be permitted for local calls pertaining to the performance of this contract.

D. GENERAL MATERIALS AND SUPPLIES:

l. CONTRACTOR FURNISHED SUPPLIES: The Contractor shall furnish all supplies and materials needed unless other arrangements are made by VDOT. The materials shall be new and free from defect. Products supplied by the Contractor shall be quality products that comply with all applicable laws, ordinances, rules, regulations and codes and are compatible with pre-existing materials and equipment in the building involved and have been pre-approved for use by VDOT's Contract Administrator. The use of used parts is strictly prohibited unless approved by VDOT's Contract Administrator or designee. No supplies or materials shall be reduced or changed unless approved by VDOT's Contract Administrator. Non-discretionary supplies, such as duct tape, screws and gloves will not be reimbursed.

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

3. SUPPLIES INVOICED AT COST: Supplies and materials shall be invoked at the Contractor's actual cost. The Contractor shall include an itemized list of materials and their cost on the invoice. The Contractor shall also submit supplier invoices to confirm these prices. If the Contractor furnishes materials from their shop, they shall be billed at the current market rate on the Contractor's letterhead/invoice at the end of the project. This process shall be limited and the VDOT Contract Administrator can stop this process at any time and has the right to refuse any material. Contractor-supplied material shall be listed on the estimate provided by the Contractor. No mark-up in price will be permitted as per the Code of Virginia 1.2-4331.

4. NO CHANGE OF SUPPLIES WITHOUT APPROVAL: No supplies or materials shall be reduced or altered unless approved by the VDOT Contract Administrator.

E. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the contract and completed to the satisfaction of

VOOT's Contract Administrator.

2. SIGNS OR ADVERTISEMENT: No signs or advertisements shall be posted on VDOT's property.

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

4. DAILY CHECK IN/OUT: The Contractor shall check in daily with the front desk staff at the applicable Area Headquarters or work location upon arrival at the job site prior to beginning work and check out prior to leaving. The Contractor shall have the VDOT Representative at the work location sign the "VDOT Contractor Timesheet" to confirm hours worked for each employee each day (See Attachment M). Crew members will not be compensated for lunch breaks. Hours worked that are not confirmed will not be paid. This is to ensure VDOT is aware of the Contractors on the job site and to confirm hours worked.

8 | P a g e

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

6. REVIEW OF WORK SITE: Some work sites may require review prior to the start of work. No additional charges will be allowed for site visits to perform estimates. The Contractor shall include this cost in their hourly bid rates.

7. DELIVERY & PARKING: Arrangements shall be made in advance to deliver material and equipment to work sites.

VDOT's Contract Administrator will approve parking and material storage arrangements.

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

9. USE OF VDOT'S WATER & ELECTRICITY: With permission from VDOT's Contract Administrator, the Contractor may use VDOT's water and electricity. If temporary alterations are required, the Contractor shall obtain written permission from VOOT 's Contract Administrator. The Contractor, at his expense, shall make the temporary alterations that are approved. The Contractor shall remove such alterations upon completion of the project. VDOT will not charge the Contractor for the use of these utilities unless persistent wastage occurs. In such cases, the Contractor will be charged for the utilities at the same rates VDOT pays for them.

10. VA811: The Contractor shall be responsible for contacting and verifying utility clearances from VA811prior to the commencement of work. VA811 may be reached at www.VA811.com or by dialing 811 and/or (800) 522-7001. Any damages done to utilities shall be repaired at Contractor expense in accordance with the road and Bridge Specifications, Section 107.09.

11. TRENCHING: In case trenching is needed, it shall be coordinated with the VDOT Representative to review the requirements before starting work. An example of this type of work is running power lines underground. When the trencher is provided by the Contractor, the trencher operator shall be paid at the hourly rate for the HVAC Helper. If a VDOT owned trencher is used, a VDOT employee will operate the equipment. Contractor employees shall not use VDOT equipment.

12. BACKFILLING TRENCHING & GROUND DISTURBANCE: Backfilling and seeding shall be coordinated to meet VDOT's Contract Administrator 's requirements for each site. Dirt shall be put back in place with tamping and the surface must be loose enough for water infiltration and root penetration. Grass areas disturbed shall be smoothed out to match the area and sowed with fescue grass seed and have a straw covering.

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

14. DEBRIS DISPOSAL: The Contractor shall dispose of all refuse, rubbish, scrap materials and debris caused by their operations. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the project site but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. No VDOT dumpsters are to be used for disposal, unless there is prior approval from VDOT's Contract Administrator or designee. The Contractor shall include any costs for disposal into the bid price.

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

9 | P a g e

F. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The Contract Administrator or designee will provide a written work order number identifying the work location, the date(s) and the Scope of Work.

a. For those work requests that will require a site visit, the Contractor shall be required to visit the work site by the end of the next business day in order to carefully examine the site of the proposed work to acquire a full understanding of the nature and scope of the project to be accomplished. Bidders shall include any costs for review of the work site in their bid rates. No additional charges will be allowed. Not all work requested by VDOT will require a site visit prior to beginning the requested work. After a required site visit, the Contractor shall furnish VDOT's Contract Administrator, within one (1) business day, a non-binding written estimate of the costs to complete the project, to include a breakout of quantities of labor to be billed at the contracted hourly rates, materials needed, and the number of days to complete the project (See sample form listed on Attachment N). Contractor shall not exceed 10% of the estimate amount. In preparing such non-binding estimates, the Contractor may choose to rely on personal inspections, or to contact the Facilities Office to obtain access to building blueprints. VDOT requires that all work be scheduled and started within 24 hours of receipt of written work order or approval authorizing work to proceed, unless prior arrangements have been agreed upon. The Contractor, in establishing the target date for completion, will take into account the time required to obtain delivery of the required materials and, where appropriate, will advise VDOT's Contract Administrator if the availability of materials will delay the start of work on the project beyond the required response time. If the estimate is not considered to be fair and reasonable, the Contractor will be asked to review their estimate and re-submit. If the revised estimate is still not considered to be fair and reasonable, VDOT reserves the right to procure the services elsewhere.

b. The Contractor shall provide a quote/estimate prior to beginning work under the following conditions:

• Total cost of greater than $5,000

• Work will require a more than a standard crew of a Journeyman and Helper

• Work requires the use of a Master Electrician

• Work discovered in Preventative Maintenance (PM) expected to exceed $5,000

• The cost of actual repair work shall not exceed 10% of the approved work order without first obtaining written approval to proceed.

2. URGENT/ EMERGENCY CONFIRMATION RESPONSE: VDOT reserves the right to change the required times for visiting the work site, submitting estimates, scheduling and starting work by VDOT's Contract Administrator if deemed necessary in response to an urgent requirement such as emergency operations within the agency. When urgent/emergency work is requested by the VDOT Contract Administrator, the Contractor shall confirm to the VDOT Contract Administrator orally or in writing within one (1) hour of request and shall begin work within two (2) hours after the request.

3. ADVANCE NOTICE: The Contractor shall notify VDOT's Contract Administrator with the estimated time of arrival within 24 hours or receipt of written work order/authorization so that building occupants may be notified in a timely manner and access to the site may be arranged if necessary. Failure to notify the Contract Administrator or Designee of anticipated arrival shall forfeit the minimum show up time if the job site is inaccessible.

4. ADDITIONAL WORK: The cost of actual repair work shall not exceed 10% of the approved work order without first obtaining written approval to proceed. If during the course of the project additional work is required that is not listed in the Scope of Work on the Work Order, the Contractor shall obtain a revised work order from VDOT's Contract Administrator before any additional work can be performed. The revised work order shall be attached to the original Work Order. If the Contractor fails to do so, the additional work shall not be paid by VDOT.

5. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once work has commenced, with the exception of interruptions caused by weather or delays authorized by the Contract Administrator or designee. The Contractor shall provide sufficient equipment and personnel to complete the work within the timeframe specified. Performing maintenance or repairs to the Contractor's equipment or re-fueling equipment shall not cause

10 | P a g e interruptions. If this is not done, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract.

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

Release Form shall be signed and documented by the Contractor stating why he cannot perform work. VDOT shall approve or disapprove in writing whether the Contractor is released from contractual responsibilities. If the Contractor declines an assignment other than one approved in writing by VDOT, he will be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Terms and Condition Paragraph P. A Procurement Complaint form will be issued against the Contractor.

Work Order Performance Requirements

Work Order Category

VDOT’s Method of Assignment

Contractor’s Acknowledgement

Required

Contractor’s Work Scheduled

Contractor Quote Required?

Work Commences

Within

Emergency Phone call w/ email follow up 1 Hour Immediately No 2 Hours

Urgent Phone call w/ email follow up 4 Hours Within 8 Hours Troubleshoot-No;

Repair-Threshold 24 Hours

Routine/Preventative Maintenance (PM) Email 48 Hours Within 3 Days No 2 Weeks

Additional Work Email 48 Hours Pre-Determined Yes 30 Days after

VDOT

Authorization

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

G. HOURS OF WORK:

1. NORMAL WORK HOURS: All services shall be performed (unless mutually agreed upon by the Contractor and

VDOT) during normal business hours, which may vary by location. The normal working hours are Monday through Friday 7:00 AM -3:30 PM.

2. STARTING TIMES AND SCHEDULES: Starting times and schedules may vary and will be at the discretion of

VDOT's Contract Administrator.

3. URGENT/EMERGENCY WORK HOURS: During emergencies or because of the nature of work, the Contractor may be required to work outside the normal work hours, as well as 24 hours a day on Saturdays, Sundays and Holidays. A normal work week shall be defined as Monday through Friday. Prior to a contractor’s employees working in excess of 40 hours on this contract, the Contractor must obtain written approval from the VDOT Contract Administrator. Upon obtaining written approval, the Contractor will be paid an overtime rate of 1.5 times the regular rate for the hours worked.

4. BILLABLE HOURS: Payment for work shall begin when the Contractor arrives at the first job site of the workday and shall end once the Contractor leaves the last job site of the day. Travel between work sites will not be compensated. Breaks and meal breaks will not be compensated. If the Contractor is requested to work at multiple sites throughout the day, the Contractor will be compensated at the hourly bid rate for time spent at each site. Work performed will be measured and paid based on the contract labor rate to the one-quarter hour.

5. MOBILIZATION FEE: Contractor shall receive one (1) $150 mobilization fee per crew, regardless of number of work orders completed per day. Work orders requiring multiple visits will not receive any additional mobilization

11 | P a g e fees. Mobilization fees will not be paid on repeat work due to misdiagnosis or failure of parts/materials that were replaced within 48 hours of a previous work order.

6. PARTS ACQUISITION: Contractor will be reimbursed by the hour at the Helper rate to obtain parts required to complete work order request. Only one parts trip fee may be applied per work order. Reimbursement is limited to one

(1) Helper rate. Travel time must be reported on VDOT Contractor timesheet and labeled as travel time or will not be paid-refer to Attachment M.

7. LUNCH BREAKS: A lunch break is required when working six (6) hours or more. Crew members will not be compensated for lunch breaks.

8. SHOW UP TIME: The Contractor shall be paid two (2) hours of regular rate for the show-up time that the crew is requested, if the Contractor is unable to perform due to circumstances approved by VDOT's Contract Administrator (i.e., inclement Weather, emergency situations for VDOT, etc.). VDOT reserves the right to determine if the Contractor qualifies for show-up time. One (1) hour shall be billed for work that is performed under less than one (1) hour.

9. STATE HOLIDAYS: Normally, the Contractor will not be permitted to work on State Holidays without the written permission of the Contract Administrator. State holidays include, but are not limited to: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, July 4th, Juneteenth, Labor Day, Columbus Day, Election Day, Veterans' Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day. If any of these holidays occur on a Saturday, the preceding Friday shall be considered the holiday and if they fall on Sunday, the following Monday shall be considered the holiday.

H. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS RULES AND REGULATIONS: The Contractor shall ensure that all personnel including subcontractors and equipment comply with all OSHA and VOSH Standards as they apply to the work being done and not create any hazardous conditions. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. Refer to Special Terms and Conditions Section 38. Safety and Health Standards.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 11:00 AM EST on February 18, 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: 293 545 164 343 Enter Passcode: xo7iP35T Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 770 251 062# https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122

12 | P a g e

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. METHOD FOR PAYMENT:

Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of satisfactory goods received and/or completion of work. Invoices shall be submitted to the address listed below for all items completed within the designated billing period.

Payment will be made via check, ACH, or EDI. Payment may also be made via P-Card for invoices within the P-Card limit if the Contractor accepts the State’s Small Purchase Charge Card. For questions about eVA please contact eVA Customer Care center at eVACustomerCare@DGS.Virginia.gov. For questions about electronic payments please contact DOA at (804) 692- 0473 or via email at: edi@doa.virginia.gov

VII. INVOICING:

Invoices shall be submitted within ten (10) working days upon completion of each individual Work Order to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates.

Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format. All invoices shall be submitted with the following backup documentation as required:

• Company Invoice Number and Date of submission

• Contract Number and Purchase Order Number

• Copy of Facilities Work Order Assignment, to include Scope of Work

• Copy of Original Quote, if required

• Hours Worked by bid line and designation (Journeyman, Helper, etc.)

• Contractor Daily Sign-In Sheet(s) with full name(s)

• Itemized list of materials and/or supplies used on the work order at cost with supporting receipts

• Itemized list of specialized or leased equipment used with supporting rental receipt

• Total amount due

• Include new equipment manuals, serial numbers, and/or warranty paperwork (if applicable)

Virginia Department of Transportation

Fredericksburg Facilities 87 Deacon Road

Fredericksburg, VA 22405

In lieu of mailing, invoices may be submitted as an attachment via email to susan.markle@vdot.virginia.gov, robert.oakes@vdot.virginia.gov, and Jacob.krauter@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 mailto:edi@doa.virginia.gov mailto:susan.markle@vdot.virginia.gov mailto:robert.oakes@vdot.virginia.gov mailto:Jacob.krauter@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html

13 | P a g e

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 10:30AMEST on March 3, 2025.

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

Click here to join the meeting Enter Meeting ID: 222 196 703 300 Enter Passcode: Mg7ri2zF Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 294 023 992#

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

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

https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122 http://www.eva.virginia.gov/

14 | P a g e

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

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

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

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, 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…