IFB 161046 Drain Maintenance.pdf

Administrative Services/Procurement

Hampton Roads District – IMO Peninsula

Drain Maintenance (Pipe Cleaning & Inspection)

IFB #161046

Issue Date: July 10, 2026 INVITATION FOR BIDS IFB# 161046

Title: Drain Maintenance (Pipe Cleaning and Inspection)

Commodity Code(s): 96873

Location Where Work Will Be Performed: Cities of Hampton and Newport News and James City and York Counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Rhonda J. Tharrington

Email: rhonda.tharrington@vdot.virginia.gov

Phone: (757) 956-3038

NOTE TO BIDDERS

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

Daylight Time (EDT) on July 22, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 5:00 PM EST/EDT on August 3, 2026. Refer to Solicitation Section VIII.1 for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EST/EDT on August 4, 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. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

D. SUBCONTRACTOR APPROVAL REQUEST

E. NORMAL AND EMERGENCY CONTACTS

3. PACP (Pipeline Assessment and Certification Program) Certifications

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

Hampton Roads District

Invitation For Bids IFB # 161046

Drain Maintenance (Pipe Cleaning and Inspection)

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3 - 9

V. PRE-BID CONFERENCE 9

VI. METHOD FOR PAYMENT 10

VII. INVOICING 10

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 10, 11

IX. GENERAL TERMS AND CONDITIONS 11 - 19

X. SPECIAL TERMS AND CONDITIONS 19 - 29

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. Virginia Code Red Ozone Day

G. Special Provision - Lane Closure Coordination/Implementation

H. Special Provision - Confined Space Entry Policy and Procedure

I. Prevailing Wage Rate Determination

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 provide drop inlet, manhole culvert and other drainage structure cleaning services, pipe inspection services on an on call as needed basis for the Hampton Roads District on Interstates 64 and 664 within the Cities of Hampton and Newport News and within the Counties of James City and York.

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. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this Invitation for Bids shall be addressed to Rhonda 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 3:00 PM EST/EDT on July 24, 2026.

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. SCOPE OF SERVICES AND LOCATION OF WORK: The contractor shall furnish all labor, supervision, equipment, tools, parts and materials as necessary to maintain the drop inlets, manholes, culverts and other drainage structures and pipes as specified herein. All equipment and work performed under a resulting contract shall be in compliance with the Occupational Safety and Health Administration (OSHA), Virginia Occupational Safety and Health

Compliance Program (VOSH), Environmental Protection Agency (EPA), Department of Motor Vehicles (DMV), and the current versions of the Virginia Work Area Protection Manual (VWAPM), VDOT’s Road and Bridge Specifications, the Manual on Uniform Traffic Control Devices (MUTCD) and Supplement, Confined Space Entry Procedure (CSEP) and all other applicable state and local regulations.

The Contractor shall:

1. Visually inspect and thoroughly clean drop inlets, manholes, culverts, pipes, under drains and other drainage structures of sediment, road debris, leaves, rocks, tree branches/limbs, roots, trash, wood etc. and shall flush pipes as assigned by VDOT to ensure proper drainage of storm water.

2. Be responsible for removing and replacing all drop inlet/manhole covers, grates or access plates when performing the work (See Note #3 below).

3. Be responsible for providing all water necessary to perform operations and for any water meters that may be required by the local town, county or city.

4. Dispose of all refuse collected from the required services at an approved landfill. The contractor may be requested to provide documentation of disposal at any time. Decanting of Water shall be in accordance with the Environmental Protection Agency regulations. Various locations within the project limits are classified as Municipal Separate Storm Sewer System (MS-4) areas and the decanting of water will be required.

5. Provide video inspection services of inlets, drains (to include under drains) and pipes as assigned by VDOT.

Pipe inspections shall be PACP (Pipeline Assessment and Certification Program) compliant.

6. Furnish inspection reports which shall consist of typed reports and labeled videos. The videos should be of such clarity, detail and resolution as to clearly show the conditions of the interior of the pipe/culvert and detect any defects within the pipe. The reports shall include the following information: exact locations, dates of service, description of service and condition of structures and pipes. The inspection reports shall be provided to the Department Representative within two business days of the inspection. The location of any deficiencies within the pipe/culvert shall be noted in the inspection report by identifying the distance from the inspection access point. If no deficiencies are noted, an "OK" entry shall be made in the report comments for each section of pipe/culvert inspected.

7. Notify the Department Representative when the work is complete.

8. Provide necessary Traffic Control Operations in accordance with the Hampton Roads District Allowable

Lane Closure Hours.

9. Notify the Traffic Operations Center (TOC) by a method or system prescribed by VDOT thirty (30) minutes before a planned and approved lane closure is installed and notify the TOC within thirty (30) minutes after the installed lane closure is removed. If the contractor is found to have installed a lane closure without notifying the TOC or the Department Representative, the Department may require the contractor to remove the lane closure until such time the contractor can demonstrate to the Department that the contractor can fully comply with the requirements of the contract lane closure notifications.

l 0. Restore full traffic capacity within the time specified by the Department. Restoration of full traffic capacity shall mean the completion of all construction/maintenance work, the removal of all traffic control devices and signs and the removal of all workers, materials and equipment from the roadway lanes and shoulders.

11. Be responsible for coordinating operations to maximize productivity and minimize interference with other concurrent contracted or state force efforts. The Contractor is encouraged to make all reasonable efforts to coordinate asset maintenance services with other contracted services that are being provided along the highway to limit the impact of traffic disruptions. When more than one Contractor is performing maintenance within the same geographical area the contractor shall not hinder the work being performed by other contractors. Unless otherwise stated, the Contractor shall continue to be responsible for all asset maintenance services that are covered in this contract.

Notes:

1. The need may arise for the contractor's personnel to enter into drop inlets, manholes and culverts. These structures are classified as confined spaces.

All confined space entry operations (CSEO) shall be in compliance with the Virginia Department of Transportation

Safety and Performance Management Division Confined Space Entry Policy and Procedure--Effective Date: June 4, 2010. (SP# 07.002) (Refer to ATTACHMENT H titled "Special Provision Confined Space Entry Policy and

Procedure). The Department Representative will determine the need for the CSEO service, provide the contractor with a 48-hour advance notice (except during emergency situations) when requesting the Confined Space Entry

Operation (CSEO) service and will be on site during the service.

2. The Contractor may be requested to attend work scheduling and coordination meetings. These meetings may be in person or virtual and associated costs must be incorporated in the bid pricing, there will be no separate pay line for this.

3. VDOT will remove covers or grates that are welded in place and/or provide other equipment and materials to remove and replace nuts, bolts, or other fastening devices.

4. Nighttime work will be planned based on the required traffic control and the current allowable lane closure hours.

5. If the Contractor is proposing to use their own established confined space entry operation procedures, the procedures shall be submitted within two (2) business days of request if not submitted with their bid. These procedures must be reviewed and approved by VDOT prior to utilizing under a resulting contract.

Location of Services and Project Limits

FROM TO

ROUTE LOCATION MM LOCATION MM

1-64 James City CL 224.7 York CL 233.04

1-64 York CL 233.04 James City CL 244.32

1-64 James City CL 244.32 Newport News CL 247.89

1-64 Newport News CL 247.89 Hampton CL 259.33

1-64 Hampton CL 259.33 HRBT North Bridge West Abutment 268.4

1-664 64/664 Interchange 0.1 Newport News CL 3.1

1-664 Newport News CL 3.1 Terminal Ave - Last Exit before MMBT 6

B. EQUIPMENT: The contractor shall have sufficient equipment to perform storm drain cleaning services and inspections at multiple locations simultaneously.

1. Vacuum Truck Equipment

The contractor shall:

a. Provide truck mounted combination units with vacuuming and water jetting (variable pressure) capabilities.

The units shall have an 800 to 1,200 gallon water tank capacity, a 9 to 15 cubic yard debris box and be capable of effectively cleaning 400 feet from the point of entry.

The high-pressure pipe cleaner shall operate at a minimum 50 gallons per minute at a minimum 2000 PSI, shall have various size nozzles and be independent of the vacuum system. These units must also be equipped with a root cutter and retrieval system.

The units shall have a high-pressure handheld jet nozzle sprayer and hose for washing.

b. Arrive at the designated location at the beginning of each workday with fueled equipment and a full load of water.

c. Provide equipment that meets all applicable DOT requirements to include a backup alarm and lights.

2. Pipe Inspection Equipment

The Contractor shall:

a. Provide pipe inspection equipment that is specifically designed and constructed for such inspection.

b. Ensure the video equipment is capable of filming/recording the inside of all types of storm water drainage pipes.

c. Furnish inspection videos in a format approved by VDOT. Pipe inspection videos shall be in color and shall be labeled by date, time and location (milepost to milepost/footage covered).

d. Provide equipment capable of filming/recording a minimum of 200 linear feet.

e. Provide a video camera with fully articulating lenses that will provide a 360 degree inspection of the pipe/culvert, including each joint and any deficient areas of the pipe/culvert, as well as a means to measure deformations/deflections of the pipe.

f. Provide a video camera with a titler/keyboard for data entry and an audio microphone for verbal descriptions;

both a textual note on the video/images and a verbal description shall be used to note deficiencies.

g. Provide inspection equipment with a locator system for location the position of the camera and a footage counter on the cable reel.

h. Have all video and necessary playback equipment readily accessible for review by the Representative during the project.

i. Ensure all equipment designated to the resulting contract is in good condition and good working order and ensure the equipment is properly maintained throughout the contract term. Downtime will not be compensable. Inoperable equipment shall be repaired within two (2) hours or replaced with operable equivalent back up equipment in three (3) hours. The contractor shall obtain written approval from the

Representative to park and/or store equipment on the Right of Way or other state-owned property when not performing work under this contract.

Note:

1. VDOT reserves the right to inspect all equipment prior to awarding a contract.

C. CONTRACTOR PERSONNEL:

The Contractor shall have sufficient staff to provide multiple crews of at least 2 workers to perform services at various locations. One member of each crew shall be able to communicate effectively using the English language both orally and in writing. One member of each crew shall have a cellular device for communicating with all involved parties which may include other crews, the VDOT/Representative or designee, the Transportation Operation Center (TOC), other contracting groups, as well as Local and State emergency responders/personnel.

Each worker shall wear appropriate clothing and the required personal protective equipment for the service being provided. The Contractor's employees and or subcontractors shall be courteous to the traveling public. The

Contractor's workers shall have previous experience in providing the services as specified herein and shall be PACP certified.

D. WORK HOURS/HOLIDAYS/WEEKENDS:

Work will be assigned on an on call as needed basis as determined and scheduled by the Department Representative.

Required services will be issued to the Contractor in the form of a work order against the standing annual Purchase

Order and will be the Contractor's authorization to perform the requested work. The work order will be emailed to the Contractor and will include the details of the required services and a startup and completion date. The Department may make phone calls to the Contractor before and/or after the issuance of a work order to ensure Contractor readiness and productivity.

Work shall be performed Monday through Friday and shall be in accordance with the current Allowable Lane Closure

Hours except in cases of emergencies, predicted storms with heavy rain or other unforeseen events. Work shall not be performed on state observed holidays unless deemed an emergency and response is required. The Contractor shall obtain approval from the VDOT Representative to modify any work schedule. The Contractor shall submit a schedule in a format requested by VDOT for the week beginning Sunday night by close of business the prior Tuesday.

E. EMERGENCY RESPONSE:

The Contractor shall respond to all emergency calls/requests from VDOT and have equipment on site and begin performing work within two (2) hours. The Contractor shall provide and maintain a 24/7 on call contact number 24/7, and update changes to the VDOT TOC. The Contractor will not be responsible for traffic control during and emergency response. A one-time (per event) mobilization fee will be paid to the Contractor for emergency response. The required services will be paid in accordance with the established contract rates.

F. TRAFFIC CONTROL:

The Contractor shall provide all traffic control (with exception of emergencies) which shall be in compliance with the Virginia

Work Area Protection Manual (Work Area Protection Manual and Pocket Guide | Virginia Department of Transportation) and the Manual on Uniform Traffic Control Devices (MUTCD) (Virginia MUTCD | Virginia Department of Transportation) and the Hampton Roads Allowable Lane Closure Hours (see Section I. References) . Please also refer to SPECIAL TERM AND

CONDITION No. 41.

The Contractor shall notify the VDOT Hampton Roads Transportation Operations Center (TOC) by phone upon arrival to set-up and when breaking down lane closure activities. Additionally, the Contractor must notify the TOC if they will be late or not able to show up for their scheduled time. The TOC may be reached by calling (757) 424-9920.

When work requires a reduced-width travel lane or lane closures, the contractor shall develop and submit a Transportation

Management Plan in accordance with TE-351.2, WORK ZONE SAFETY AND MOBILITY to the Contract Administrator 14 days in advance of the scheduled work for review.

Please see Attachment G 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 G). 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.

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/virginia-mutcd/ mailto:LCAMS-VaTrafficAdmin@vdot.virginia.gov

State Police:

The Contractor is advised that use of State Police in work zones when traffic flow problems are anticipated, to enhance the safety of both the public and contract personnel, during the life of this contract, is permitted and all costs and coordination of such patrols is the responsibility of the Contractor.

Payment for Closures:

Lane closures in place for 6 hours or more shall be considered a full day and shall be billed at the full day rate.

Lane closures in place for less than 6 hours shall be considered a partial day and billed at hourly rate.

G. SAFETY REQUIREMENTS

l . All work performed and materials used, unless otherwise noted in the bid documents, shall conform to the most current versions of the VDOT Road and Bridge Specifications, Manual on Uniform Traffic Control

Device Standards (MUTCD) and the Virginia Work Area Protection Manual (W APM) as specified within this solicitation.

2. All personnel shall at all times wear approved protective clothing, safety vests, hard hats and any other equipment required to meet OSHA and VOSH standards. They will obey all traffic and safety rules and regulations and shall not create any hazardous conditions within their operation.

3. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual (ANSI 2133.1-1994)

4. The contractor will be responsible to review the area and pick up any material that would possibly damage his equipment or the traveling public. All equipment shall have all required safety equipment. Equipment shall be well maintained and shall be available for use on a regular basis.

5. Drain Cleaning operations shall run only in the direction of traffic.

H. PERMITS/LICENSURE:

The Contractor shall be responsible for obtaining any required permits to perform the services as specified herein so as to ensure compliance with all laws, ordinances, codes and regulations.

I. REFERENCES: Get these from Sign Maintenance or Pavement Marking

Manual on Uniform Traffic Control Devices (MUTCD)

Virginia Manual on Uniform Traffic Control Devices for Streets and Highways

Virginia Work Area Protection Manual

Work Area Protection Manual and Pocket Guide | Virginia Department of Transportation

VDOT’s Road and Bridge Specifications

Road and Bridge Specifications | Virginia Department of Transportation

Hampton Roads Allowable Lane Closure Hours

Allowable Lane Closure Hours for the State Highway System in Hampton Roads District https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/technical-guidance-documents/traffic-operations/VA_MUTCD_12-31-2025_508c_acc04062026_RM.pdf 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/road-and-bridge-specifications/ 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

Environmental Protection Agency

Stormwater Discharges from Municipal Sources | US EPA

OSHA

http://www.osha.gov

Virginia Occupational Safety and Health Program

DOLI – Virginia Department of Labor and Industry - Virginia Occupational Safety & Health Program

State Observed Holidays

Pay and Holiday Calendar

J. REQUIRED SUBMITTALS:

The bidder shall furnish the following submittals within two (2) business days of request if not provided with their bid.

l. Certificate of Insurance with VDOT listed and endorsed as an additional insured

2. Sample Service Report

3. Sample Video of pipe cleaning inspection/sample of typed report of findings

4. Equipment specifications

5. Backup plan for equipment failure

6. Qualifications/certifications of personnel (Pipeline Assessment and Certification Program)

7. Contractor’s Confined Space Entry Procedures if proposing to utilize their own.

8. Work Zone Certifications (Reference ST&C No 40)

V. MANDATORY PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EST on July 22, 2026 at the

Interstate Maintenance Office located at 1992 S. Military Hwy., Chesapeake, VA 23320. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this pre-bid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted to join the conference after 10:05 AM EST.

Have a copy of the solicitation with you; copies will not be provided by the Contract Officer. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the Interstate Maintenance

Office and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building. Please plan your arrival accordingly to accommodate parking limitations and getting through security.

https://www.epa.gov/npdes/stormwater-discharges-municipal-sources http://www.osha.gov/ https://doli.virginia.gov/vosh/ https://www.dhrm.virginia.gov/payandholidaycalendar

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 monthly 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.

Virginia Department of Transportation

Hampton Roads District – Interstate Maintenance Office

Accounts Payable

1992 S. Military Hwy.

Chesapeake, VA 23320

In lieu of mailing, invoices may be submitted as an attachment via email to:

Brooke.robinson@vdot.virginia.gov

Arnetta.clemons@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

All bids must be submitted electronically online via eVA using the Bidder’s established eVA Supplier Account. The entire bid response including any / all attachments and any / all addenda must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed or hand-delivered bids will not be accepted.

To learn how to submit an online bid in eVA please refer to the online supplier training page at:

https://eva.virginia.gov/supplier-training-materials.html

The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training Materials page at:

https://www.youtube.com/watch?v=KSxcAkOekW0

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting.

Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer

Care at 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

mailto:edi@doa.virginia.gov mailto:Brooke.robinson@vdot.virginia.gov mailto:Arnetta.clemons@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov

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 August 4, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/24508466714627?p=iBT0ueu2dUJu9FGCKD

Meeting ID: 245 084 667 146 27

Passcode: 3KB9M8Yx

Need help? | System reference

Dial in by phone

+1 434-230-0065,,783629080# United States, South Hill

Find a local number

Phone conference ID: 783 629 080#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 111 438 465 6

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.

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.

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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.

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.

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T. INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it…