IFB 161030 Maintenance and Repair, Pipe Culvert.pdf

Administrative Services/Procurement

Hampton Roads District

Maintenance and Repair, Pipe Culvert

IFB #161030

Issue Date: June 22, 2026 INVITATION FOR BIDS IFB# 161030

Title: Maintenance and Repair, Pipe Culvert

Commodity Code(s): 91377

Location Where Work Will Be Performed: Hampton Roads District

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Rhonda Tharrington

Email: rhonda.tharrington@vdot.virginia.gov

Phone: (757) 956-3038

NOTE TO BIDDERS

Prebid Conference: An Optional In Person Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST)/Eastern

Daylight Time (EDT) on July 7, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 5:00 PM EST/EDT on July 17, 2026. Refer to Solicitation Section VIII.1 for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EST/EDT on July 20, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

B. 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.

C. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. CONTRACTOR LICENSE REQUIREMENTS

3. Work Zone Traffic Control Verification – Reference SPECIAL TERM AND CONDITION No. 44

4. Responsible Land Disturber (RLD) Certification – Reference E. PERSONNEL No. 5

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 or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, 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 or request for proposal.

Administrative Services Division

Invitation For Bids IFB # 161030

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. BACKGROUND 3

III. QUESTIONS REGARDING THIS INVITATION FOR BIDS 3

IV. GENERAL DEFINITIONS 3

V. SPECIFICATIONS 3 - 9

VI. PRE-BID CONFERENCE 9

VII. METHOD FOR PAYMENT 9

VIII. INVOICING 9

IX. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 9, 10

X. GENERAL TERMS AND CONDITIONS 11 - 18

XI. SPECIAL TERMS AND CONDITIONS 19 - 30

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. Contractor License Requirements– Fillable Form

F. Virginia Code Red Ozone Days

G. Prevailing Wage Rate Determination(s) (If Required) G. Prevailing Wage Rate Determination

H. Special Provision for Lane Closure Coordination (LCC)/Lane Closure Implementation (LCI)

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/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to perform any combination of removal, installation and replacement of storm sewer pipe, pipe culverts, end walls and end sections at various locations on primary and secondary roads within the Hampton Roads District on an on call as needed basis.

The Hampton Roads District consists of the following counties: Southampton, Greensville, Isle of Wight, Sussex, Surry, James City, York, Northampton and Accomack.

PERIOD OF CONTRACT: From Date of Award through one (1) year (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. BACKGROUND: The Hampton Roads District Maintenance Section routinely conducts assessments of existing storm sewer pipes and pipe culverts in the counties listed above. The Department will use these assessments to determine if pipe replacement is needed and for developing work order requests which will include pipe size, length, quantities and location.

III. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this Invitation for Bids shall be addressed to Rhonda J. Tharrington at rhonda.tharrington@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 2:00 PM EST/EDT on July 13, 2026.

IV. 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.

V. SPECIFICATIONS:

The Contractor shall provide all transportation, equipment, supervision, labor, materials and incidentals as required to perform removal, installation and replacement of Reinforced Concrete Pipe (RCP), High Density Polyethylene (HDPE) Pipe and

Corrugated Metal Pipe at various locations on primary and secondary roads with the Hampton Roads District on an on call as needed basis. Traffic control may be required. The Contractor shall hold a current Virginia issued Contractor’s license with the H/H classification.

Pipe work shall be performed in compliance with Sections 203, 232.02, 302, 303, 303.06, 402, 501, and 512 of the current edition of VDOT’s Road and Bridge Specifications, VDOT’s Road and Bridge Standards, the Environmental Protection

Agency (EPA), state and local laws and as otherwise specified herein. Pipe replacement will be primarily performed via the open trench method. Pipe replacement via the jack and bore method (See Section I. REFERENCES) will be very limited under the resulting contract. Additionally, the Department does not anticipate issuing any work to be completed by the jack and bore method for pipes under the roadway. Anticipated jack and bore pipe installation will primarily be for pipes in the green area

(i.e. stormwater basin drainage etc.) Jack and bore pipe work, for locations under a roadway, is anticipated to be advertised separately as “stand alone” contracts for each individual location.

A. DEFINITIONS:

Open Trench Method: shall consist of exploring the foundation for unsuitable material, applying necessary bedding material, placing pipe, joining pipe, back filling and post inspections.

Regular Excavation: shall consist of removing and disposing of material located within the project limits, including widening cuts and shaping slopes necessary for preparing the roadbed; removing root mat; stripping topsoil; cutting ditches, channels, waterways, and entrances; and performing other work incidental thereto. The Engineer may require materials in existing pavement structures to be salvaged for use in traffic maintenance.

Minor Structure Excavation: shall consist of removing material necessary to accommodate a structure, such as box or arch culverts, including pipe arches, structural plate arches, structural plate pipe, pipe culverts, and storm drains with a span(s) or opening(s) of 48 inches or greater. Minor structure excavation shall also include dewatering, sheeting, bracing, removing existing structures, and backfilling. Removing existing structures shall also include foundations that might be necessary to clear the site

Mobilization: shall consist of performing preparatory operations, including moving personnel and equipment to a site or multiple sites within an area defined by jurisdictional boundaries and includes demobilization when no longer required.

Temporary Sheet Piling: will be in accordance with Section 402 of the 2020 Virginia Road and Bridge Specifications.

This line item will be used on pipe repair locations that require a practically watertight barrier to isolate the work area from water (streams, tidal areas, etc.). Payment for temporary sheet piling will be made at the contract unit price per square foot, which price shall be full compensation for furnishing, driving, and removing the piling.

After installation of the temporary sheet piling – the cost to dewater the enclosure will not be considered for separate payment. Dewatering is incidental to the cost of the proposed Pipe, as defined in Section 302.04 of the current VDOT

Road and Bridge Specifications.

B. METHOD OF ORDERING WORK:

1. The Department will initiate work by emailing a work order request to the Contractor and requesting an on-site meeting to assess the pipe selected for removal and/or replacement. During the on-site assessment, the Contractor will confirm the scope of work, pay items and general site details. The Contractor shall respond to the work order request and schedule a site visit within five (5) business days of the Department’s Request.

2. Site Estimate and Measurement for Payment: After the on-site meeting, the Contractor shall electronically submit their estimate, using the established contract pay items, to the VDOT Representative for review. The estimate shall be submitted within five (5) business days of the on-site meeting and include their detailed written

Maintenance of Traffic plan if a traffic plan is required. Once the estimate is agreed upon, the work will formally be assigned to the Contractor by issuance of a Purchase Order. The Contractor shall respond with the following and begin work within 10 business days of issuance of the Purchase Order.

a) Lead time for material fabrication and delivery

b) Estimated start date (based on material delivery)

c) Estimated duration and completion date.

3. The contractor shall be responsible for contacting 811 Dig with Care and having utilities marked prior to commencing work.

4. The measurement and payment for these services to include incidentals are outlined in Section 302.04 of

VDOT’s current Virginia Road and Bridge Specifications (See Section I. REFERENCES).

a. Pipe will be paid for at the contract unit price per linear foot. This price shall include excavating, when not paid for as minor structure excavation; sheeting; shoring; dewatering; disposing of surplus and unsuitable material; removing and disposing of existing drainage structures; and removing and restoring existing surfaces. The upper four (4) inches of bedding material and the Class I backfill material within the neat lines shown for each foundation type on the Standard PB-1 (Reference VDOT’s Road and Bridge Standards, Section I.) drawings shall be included in the price for the related pipe. When unit prices for extended pipelines are not specified, the unit price for new pipe of the same size shall apply.

When not a pay item, the cost of temporary stream relocation to facilitate the installation of the pipe shall be included in the price for the pipe. The cost of fittings, anti-seepage collars, and anchor blocks shall be included in the price for the pipe.

5. It is expected, but not guaranteed, that the majority of pipe removed and replaced under this contract will be reinforced concrete pipe (various sizes and depths).

6. Timeframe for Work Completion: Due to the nature of the work and extended lead times for reinforced concrete pipe the proposed Work Orders will not have a fixed completion date but an anticipated completion date.

C. MOBILIZATION REQUIREMENTS:

1. Mobilization will be paid once per Work Order and shall include as many return trips as necessary due to holidays, curing time or temperature requirements, and manufacturer recommendations. (a Work Order may include multiple locations)

2. No additional payment will be made for demobilization and remobilization because of shutdowns, suspensions of work, or other mobilization activities.

3. It is not guaranteed but anticipated that all Work Orders issued under this Contract will be in excess of $25,000.

D. MATERIAL AND EQUIPMENT REQUIREMENTS:

1. Materials (ex. pipe, stone, silt fence) must be in compliance with VDOT’s Road and Bridge Specifications and obtained from VDOT approved sources (See Section I. REFERENCES - Materials Approved List).

2. The equipment utilized by the Contractor shall be suitable for the intended purpose. VDOT in its sole discretion shall determine whether the equipment being used is suitable for the required work.

3. The equipment utilized under the resulting contract shall be in good condition and properly maintained through the duration of the contract.

4. Equipment shall be fueled and ready to start work upon arrival to the worksite.

5. At the end of the workday, equipment shall be staged outside of the clear zone of the roadway. The Contractor shall be responsible for securing a location to stage their equipment outside of the clear zone at the end of each workday. The clear zone is defined in the latest edition of the Virginia Work Area Protection Manual.

E. PERSONNEL REQUIREMENTS:

The Contractor shall:

1. Provide sufficient skilled labor capable of successfully performing the work as specified herein.

2. Ensure all personnel are properly licensed to operate vehicles and equipment used in the resulting contract.

3. Assign a field supervisor who shall be present on site at all times while work is being performed. The field supervisor shall be fluent in English and be able to communicate effectively verbally and in writing. The field supervisor shall be responsible for assigning and coordinating work and notifying the VDOT Representative of work status, processing weekly reports, handling general contract performance issues and meeting with the VDOT

Representative as needed. The field supervisor may be a working crew member and shall be equipped with a cellular phone. There will be no separate pay item for the field supervisor; the cost of the field supervisor shall be included in the bid line items as applicable.

4. Ensure all contractor and/or subcontractor staff are provided with and wear proper Personal Protective Equipment

(PPE) while performing work.

5. Ensure that a Certified Responsible Land Disturber is on site for any Land Disturbing Activity that occurs under the resulting contract. The certification shall be through the Virginia Department of Environmental Quality. There will be no separate pay item for the certified Responsible Land Disturber; the cost of the field supervisor shall be included in the bid line items as applicable. If the certification is not provided with the bid response, the bidder shall provide the certification within two (2) business days of request.

6. Have a minimum of one person on the project site during all work operations who is currently verified either by the

Department's Intermediate Work Zone Traffic Control training or by the American Traffic Safety Services

Association (ATSSA) Virginia Intermediate Traffic Control Supervisor (TCS) Training by a Department approved training provider.

7. Ensure that their personnel and any subcontractor personnel communicate with the traveling public, landowners and citizens in a courteous and respectful manner at all times. The Contractor’s personnel must refer all questions concerning work planned, performed or promised to the VDOT Representative or designee.

8. Be responsible for the conduct of their personnel and subcontractor personnel while on VDOT job sites. The conduct of all Contractor’s and Subcontractor’s personnel shall be professional at all times. Workers appearing to be under the influence of alcohol or drugs shall not be permitted on VDOT property. Any inappropriate behavior including by not limited to harassment, intimidations, sexual misconduct, workplace violence, loud or disruptive behavior of any kind will not be tolerated and shall be grounds for the removal of the employee(s). VDOT reserves the right to require the removal, permanent banning, and replacement of any of the Contractor and Subcontractor’s employees who in

VDOT’s reasonable sole discretion have violated this conduct. Repeated and/or serious incidents may be grounds for termination of the contract at the discretion of VDOT.

F. TRAFFIC CONTROL REQUIREMENTS:

Traffic Control may be a requirement of the work order.

If Traffic Control is to be provided by the Contractor, the Contractor shall ensure the traffic control is in accordance with the current versions of the following: Section 512 of the VDOT Road and Bridge Specifications, Manual on Uniform Traffic Control Devices (MUTCD), Virginia Supplement to the MUTCD, and the Virginia Work

Area Protection Manual.

Traffic control will be measured and paid for as specified below:

a. Temporary Traffic Control Operation 16.2 (Outside Lane Closure on a Multi Lane Highway). This line item will be paid per hour. The price includes all equipment, manpower, traffic control devices and materials needed to provide continuous traffic control in accordance with the Virginia Work Area

Protection Manual, TIC 16.2

b. Temporary Traffic Control Operation 17.2 (Inside Lane Closure on a Multi Lane Highway). This line item will be paid per hour. The price includes all equipment, manpower, traffic control devices and materials need to provide continuous traffic control in accordance with the Virginia Work Area

Protection Manual, TIC 17.2

c. Temporary Traffic Control Operation 23.2 (Flagging). This line item will be paid per hour, per flagger.

The price includes all equipment, manpower, traffic control devices and materials needed to provide continuous traffic control in accordance with the Virginia Work Area Protection Manual, TIC 23.2

If the Contractor is to be responsible for installing and maintaining Traffic Control, the contractor shall also be responsible for entering work zone information into the Lane Closure Advisory Management System (LCAMS) and

VA Traffic and any necessary coordination with the city or town in which the work is being performed. Please see

Attachment H titled “SPECIAL PROVISION FOR LANE CLOSURE COORDINATION (LCC)/LANE CLOSURE

IMPLEMENTATION (LCI)”.

Note: LCAMS is currently being transitioned to LaneAware so there may be some differences/variations from the attached

Special Provision (Attachment H). Contractors in need of having staff trained to input Work Zone Information should submit their request to: LCAMS-VaTrafficAdmin@vdot.virginia.gov The request for training shall be submitted upon issuance of the Notice of Intent to Award and the training shall be completed within two (2) weeks/10 business days after issuance of the Notice of Award.

**Note: The Department may elect to perform Maintenance of Traffic with State Forces at its discretion and will notify the Contractor of this decision.

G. WORKING HOURS:

1. A normal workday shall be Monday through Friday and begin at 7:00 AM or as determined by the VDOT

Representative or designee. All work shall be performed during daylight hours unless otherwise approved in writing by the VDOT Representative or designee. The Contractor may be required to work extended hours

(nights, weekends and holidays) due to road closures. The Representative or designee reserves the right to alter work schedules as needed (ex. Four (4) ten-hour days).

2. Working hours shall be in accordance with VDOT’s Hampton Roads District Allowable Lane Closure Hours

(See link to the Allowable Lane Closure Hours in Section I. REFERENCES).

mailto:LCAMS-VaTrafficAdmin@vdot.virginia.gov

3. Work shall not be performed on state observed holidays without the written approval of the VDOT

Representative. Please refer to the holiday calendar accessible from the following link: Pay and Holiday

Calendar In the event a holiday falls on a Saturday, the preceding Friday shall be considered the holiday and if a holiday falls on a Sunday, the following Monday shall be considered the holiday.

4. Once work commences, the Contractor shall work consecutive days (excluding weekends and holidays) until the work is completed weather permitting or unless otherwise directed by the VDOT Representative.

H. SAFETY:

1. Safety Standards, Rules and Regulations: The Contractor shall ensure all personnel including subcontractors and equipment comply with all Occupational Safety and Health Administration (OSHA) regulations and with the Virginia Occupational Safety and Health Program (VOSH) 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 Condition No. 32 Safety and Health Standards.

2. Protection of Persons and Property: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards. The

Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property.

The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. The Contractor shall provide and maintain all passageways, guard fences, lights and other facilities for the protection of persons and property.

I. REFERENCES:

Occupational Safety and Health Administration (OSHA): https://www.osha.gov/

Virginia Occupational Safety and Health Program (VOSH):

https://doli.virginia.gov/virginia_occupational_safety_health_program

VDOT’s Road and Bridge Specifications: Road and Bridge Specifications | Virginia Department of

Transportation

VDOT’s Road and Bridge Standards: Road and Bridge Standards | Virginia Department of Transportation

Virginia Work Area Protection Manual (VWAPM): Work Area Protection Manual and Pocket Guide | Virginia

Department of Transportation

VDOT's Materials Approved List: April 2026 Materials Approved Lists

Environmental Protection Agency (EPA): https://www.epa.gov

Virginia Manual on Uniform Traffic Control Devices: Virginia MUTCD | Virginia Department of Transportation

(Updates) - 2026 Virginia MUTCD

Virginia 811 – Dig with Care: Home - Virginia811 https://www.dhrm.virginia.gov/payandholidaycalendar https://www.dhrm.virginia.gov/payandholidaycalendar https://www.osha.gov/ https://doli.virginia.gov/virginia_occupational_safety_health_program https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-standards/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/work-area-protection-manual-and-pocket-guide/ https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/materials/materials-approved-list_acc.pdf https://www.epa.gov/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/virginia-mutcd/ https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/traffic-operations/Summary-of-VA-MUTCD-changes-2025.09.04_acc09192025_RM.pdf https://va811.com/

Hampton Roads Allowable Lane Closure Hours:

Allowable Lane Closure Hours for the State Highway System in Hampton Roads District

VI. OPTIONAL PRE-BID CONFERENCE:

An optional in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EST on July 7, 2026 in the

James River B Conference Room at the Hampton Roads District Office at 7511 Burbage Drive, Suffolk, VA 23435. 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.

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

VII. 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

VIII. INVOICING:

Invoices shall be submitted upon completion of work 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.

Attn: Caleb Parsons

Virginia Department of Transportation

Hampton Roads District

7511 Burbage Drive

Suffolk, VA 23435

In lieu of mailing, invoices may be submitted as an attachment via email to caleb.parsons@vdot.virginia.gov and kim.cook@vdot.virginia.gov

IX. 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.

https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/traffic-operations/work-zones/hampton-roads-allowable-lane-closure-hours-2025-12-18_acc.pdf mailto:edi@doa.virginia.gov mailto:caleb.parsons@vdot.virginia.gov mailto:kim.cook@vdot.virginia.gov https://eva.virginia.gov/index.html

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 9:00 AM EST on July 20, 2026.

Join: https://teams.microsoft.com/meet/222083208290448?p=GvTnKObJJkgTvulDCm

Meeting ID: 222 083 208 290 448

Passcode: 96oM64pd

Need help? | System reference

Dial in by phone

+1 434-230-0065,,787171496# United States, South Hill

Find a local number

Phone conference ID: 787 171 496#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 116 530 468 1

More info

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

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

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

https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/222083208290448?p=GvTnKObJJkgTvulDCm https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZThjN2IyMzktMzQ3NC00Njc1LTgyNTgtYmQ0Yjk0YWI3NDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22fcddfedb-ac22-4d07-ad42-13700f92a1ea%22%7d tel:+14342300065,,787171496 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=787171496 https://www.webex.com/msteams?confid=1165304681&tenantkey=commonwealthofvirginia&domain=m.webex.com

X. GENERAL TERMS AND CONDITIONS:

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

Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the

Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative

Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the

Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting

Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1(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, veteran status, status as military family, 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.

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the

Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

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

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

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

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $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. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-

4363 and -4364.

Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

A. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

B. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in

(2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE

LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION

REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE

FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The

Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation.

The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice.

If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the

Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The

Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the

Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the

Commonwealth may terminate this agreement after verbal or written notice without penalty. Upon termination the

Commonwealth may procure the goods or services contracted for from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.

Q. OMMITTED:

R. OMMITTED:

S. OMMITTED:

T. INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverage at…