Administrative Services/Procurement Staunton District Incidental & Critical Asphalt Patching Services

IFB #161079

Issue Date: July 21, 2026 INVITATION FOR BIDS IFB# 161079

Title: Incidental & Critical Asphalt Patching Services – Clarke & Warren Counties Commodity Code(s): 91395 Location Where Work Will Be Performed: Edinburg Residency

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Elana Sorrell Email: Elana.Sorrell@vdot.virginia.gov Phone: (540) 332-7890

NOTE TO BIDDERS

Prebid Conference: A pre-bid conference will NOT be held; however, potential Bidders are encouraged to present questions and obtain clarification relative to any facet of this solicitation.

Solicitation Closing Date and Time: 2:00 PM EST/EDT on July 31, 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 3, 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

F. REFERENCES

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder 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 # 161079

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 11

VI. METHOD FOR PAYMENT 11

VII. INVOICING 12

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 12

IX. GENERAL TERMS AND CONDITIONS 13

X. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Vendor Qualification / Equipment Inventory Certification – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. References – Fillable Form

G. Virginia Code Red Ozone Days

H. Prevailing Wage Rate Determination(s)

REFERENCED TRAININGS

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

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

Incidental & Critical Asphalt Patching Services

IFB #161079

I. PURPOSE:

The Virginia Department of Transportation, herein referred to as “VDOT”, an agency of the Commonwealth of Virginia is soliciting bids from qualified firms to perform incidental and critical asphalt patching operations in various locations on primary and secondary roadways during the contract period in Clarke and Warren Counties located in the Edinburg Residency, for the Virginia Department of Transportation, Staunton District in accordance with the specifications contained herein. This can also include small/miscellaneous paving and patching projects at VDOT facilities within the same area.

PERIOD OF CONTRACT: The contract period shall be effective for one (1) year with the start date to be determined at the time of award. (renewable)

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

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Elana Sorrell at Elana.Sorrell@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 4:00 PM on July 24th.

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 WORK: The Contractor shall furnish equipment with experienced operators, labor, transportation, tools, materials, supplies, supervision, incidentals and traffic control as necessary to perform asphalt patching (paving) operations on primary and secondary systems. Pavement patching operations shall be limited to 500 feet in length. This will also include small/miscellaneous paving and patching projects at VDOT facilities within this same area. This work may be requested to meet the following needs:

1. Unplanned damage to the roadway due to sinkholes

2. Accidents where contaminants (diesel, kerosene, gasoline, motor oil, etc) are spilled which destroys the integrity of the asphalt pavement (this may require coordination with other governmental entities, i.e. fire department, HAZMAT, etc.)

3. Accidents where motor vehicles mar the surface of the asphalt (ex. dents, dentures, ruts, etc. are put into the asphalt) creating possible safety issues

4. Vehicle fires which melt the asphalt pavement

5. Small incidental paving projects (i.e. bridge re-decking/approach settlement)

6. Unplanned spot leveling of roads

7. Correcting pavement settlements at bridge approaches and box culverts

8. Paving Operations for the repair of winter breakup damage

9. Prime and double seal various routes within Clarke and Warren Counties to assist State Forces with the Rural Rustic

Road program.

B. SPECIFICATIONS & STANDARDS:

All work shall be performed following the direction given by the VDOT Contract Administrator, or designee. All traffic control shall conform to the latest edition of the Manual on Uniform Traffic Control Device Standards (MUTCD) https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm and the latest edition of the Virginia Work Area Protection Manual (VWAPM) http://www.virginiadot.org/busiIness/trafficeng-wzs.asp . The Contractor’s equipment shall meet Occupational Safety & Health Administration (OSHA) and Virginia Occupational Safety & Health (VOSH) standards. Additionally, the Contractor shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations.

C. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. PERSONNEL:

a. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. VDOT reserves the right to determine the quantity of each type of equipment needed at each location.

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

c. PRICE QUOTED: The quoted price per short-ton shall represent a combined total for the necessary equipment to perform patching services, which shall consist of an asphalt paver, steel-wheeled roller, asphalt distributor, tractor & broom, service truck, operators for all equipment, laborers, two (2) flaggers and required traffic control, with the exception of the truck-mounted crash cushion, electronic arrow board, pilot vehicle, and the portable temporary rumble strips, which are quoted and paid under separate line items. The per-ton price quote shall also include profit, all direct and indirect costs such as general and administrative costs, all supplies and safety equipment, and the repair and/or replacement and removal of equipment, and the use of cellular phones, pagers and hand-held radios used by the Contractor to conduct business. The cost for the transportation of the equipment and personnel to the job site shall be included in the VDOT-determined mobilization fees.

d. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contract work. The person’s name and phone number shall be provided on the bid response.

The Supervisory Representative shall be available during the specified working hours for immediate contact and have the authority to take immediate action to correct conditions determined by VDOT to be unsafe or otherwise not in accordance with the terms of the contract. The Contractor shall provide this name, as well as additional personnel names and phone numbers, who can be contacted 24 hours, seven (7) days a week in case of emergency.

See Fillable Form Attachment E - Normal and Emergency Contacts.

e. SUPERVISION: The Contractor shall provide supervision and direction of employees at all times, as well as all subcontractors they may utilize. The Contractor shall assign a crew supervisor. The crew supervisor on the job site shall possess a current Asphalt Paving Technician Certification or equivalent certification. Copies of the certifications shall be supplied to the VDOT Contract Officer with the bid or within (2) two business days of written communication/email from the Contract Officer or the bid may be deemed non-responsive. The assigned supervisor shall be knowledgeable of all aspects of the operation and have authority in writing to commit the Contractor. The supervisor shall have a cell phone capable of operating within the assigned areas. The supervisor shall be available to meet with VDOT personnel within one (1) hour of notification, providing essential information or documentation as required by VDOT. All profit, direct and indirect costs such as general and administrative costs, all supplies, transportation of the Crew Supervisor to and from designated locations shall be included in the bid price of equipment.

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

https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm

g. EXPERIENCED, QUALIFIED FLAGGERS: All flaggers shall be VDOT or American Traffic Safety Services Associates (ATSSA) certified and shall have certification cards with them while performing these duties. Flaggers shall be qualified for services as specified in the VWAPM. Flaggers found performing their duties improperly shall have their certifications revoked. Flaggers found not in possession of a certification card or performing their duties improperly shall not be allowed to perform work. Flaggers’ clothing shall be in compliance with the VWAPM.

VDOT personnel must be able to understand the English used by the flaggers. VDOT has the right to disapprove flaggers supplied under this contract. The Contractor shall recruit employees from the area covered by the contract and shall not use the name of VDOT or the Virginia Department of Transportation in any advertising to meet the needs of this contract.

Services of two (2) flaggers shall be included in the quoted per ton pricing. Any additional flaggers requested above two (2) will be paid by the hour for each additional flagger requested.

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

Subcontractor’s personnel while at the work site.

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

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

D. EQUIPMENT REQUIREMENTS:

1. EQUIPMENT: Equipment shall be of equal size, or larger, as identified below in IV.D.3. All equipment shall include all hand tools along with all safety supplies needed to complete each project and shall be included in the cost of the required equipment. The Bidder shall furnish a completed fillable form titled Attachment C-Vendor Qualification/Equipment Inventory Certification Form listing the year, make, model, capacity, and identification number or VIN (vehicle identification number) for each piece of equipment listed. The Bidder shall also identify each piece of equipment as either owned, rented/leased, subcontracted or to be purchased. If any equipment is leased VDOT shall require the bidder to provide a letter from the applicable entity on company letterhead stating the type of equipment with detailed equipment description and availability for the duration of the contract period for any equipment intended for use to perform services of this IFB. Prior to Notice of Intent to Award, the bidder shall provide proof of purchase with detailed equipment description(s) and quantity(ies), as well as a confirmed delivery date for any equipment intended for use to perform services of this IFB. This proof of purchase shall be provided to the Contract Officer within 2 business days of request or the bidder will be deemed non-responsive. All purchased equipment must be available by date of award.

2. EQUIPMENT BID RATE: The rate shall also include profit, all direct and indirect costs such as general and administrative costs, all supplies and safety equipment, and include the transportation of the equipment and personnel to and from designated locations, repair and/or replacement and removal of equipment. This shall also include the use of cellular phones, pagers and hand-held radios used by the Contractor to conduct business. Equipment will only be paid for actual hours used.

3. REQUIRED EQUIPMENT & SPECIFICATIONS: The Contractor shall provide the necessary equipment needed to perform asphalt patching services as requested by VDOT. Equipment needed shall include the following:

a. ASPHALT PAVER – Self-propelled, adjustable screed, 10 ft. with capability of 2 – 3 ft. extension on each side, tamping system on screed, hopper with a minimum capacity of 2.5 tons and capable of laying a minimum of one

(1) inch depths and four (4) to twelve (12) foot widths.

b. DUMP TRUCKS –Tandem or Single-Axle dump trucks capable of transporting and dumping bituminous concrete into a paver hopper with no delays and capable of maintaining the temperature of the bituminous concrete the same as when it was loaded at the Asphalt Plant for up to two (2) hours.

c. ASPHALT DISTRIBUTOR - Equipped w/tack hose and header bar. Minimum1000 gallon capacity.

d. TRACTOR & BROOM – Tractor-mounted broom for the purpose of sweeping debris from pavement, curb lines and intersections prior to paving.

e. SERVICE TRUCK W/OPERATOR/FOREMAN– Standard sizes capable of hauling ALL essential operating supplies.

f. STEEL-WHEELED ROLLER – Tandem roller, six (6) – eight (8) tons with a watering device to evenly moisten rolls.

g. CHIP SPREADER - The Contractor shall provide a chip spreader, self-propelled, 3 to 5 cubic yard capacity hopper with operator to be paid at the quoted hourly rate. It shall be provided when required and requested by VDOT in the preparation of paving/resurfacing services.

4. ADDITIONAL EQUIPMENT: When ordered by the VDOT Contract Administrator or designee, the Contractor shall supply the necessary pieces of equipment with operators (as listed below). The use of this additional equipment with operators will be at the sole determination of the VDOT Contract Administrator, or designee. See Fillable Form Attachment C – Vendor Qualification – Equipment Certification.

a. MILLING MACHINE – The milling machine with operator for incidental milling services shall be required on an on-call, as-needed basis and be able to mill a minimum of 48 inches wide. The quoted SYD (per square yard per inch in depth milled) cost for the milling machine shall include a combined total for the necessary equipment, operator, and necessary labor to perform incidental milling operations, including the necessary cleanup and additional hand milling to make the surface completely milled and level for re-paving and shall include profit, all direct and indirect costs such as general and administrative costs, all supplies and safety equipment, and including the transportation of the equipment and personnel to and from designated locations, repair and/or replacement and removal of equipment.

b. TANDEM OR SINGLE-AXLE DUMP TRUCKS – The Contractor shall provide a tandem or single axle dump truck (as requested by VDOT) with operator to be paid at the quoted hourly rate for the actual time equipment and operator are used at the project location. These line items are not to be utilized when transporting hot bituminous concrete to and from the plant to the job location, since this cost shall be included in the per-ton rate for the paving train. The hourly cost shall include a combined total for the necessary equipment and operator to include profit, all direct and indirect costs such as general and administrative costs, all supplies and safety equipment, and including the transportation of the equipment and personnel to and from designated locations, repair and/or replacement and removal of equipment.

c. ASPHALT DISTRIBUTOR - The Contractor shall provide an asphalt distributor with operator and necessary laborers to be paid at the quoted hourly rate for the actual time equipment and operator are used at the project location. The distributor shall a have a minimum 1000-gallon capacity and shall include a tack hose and header bar. It shall be provided when required and requested by VDOT. The hourly rate shall include a combined total for the necessary equipment, operator and laborers to include profit, all direct and indirect costs such as general and administrative costs, all supplies and safety equipment, and including the transportation of the equipment and personnel to and from designated locations, repair and/or replacement and removal of equipment.

d. TRACTOR-MOUNTED SWEEPER BROOM - The Contractor shall provide a sweeper broom with operator to be paid at the quoted daily rate. This line item will be paid daily only when the equipment is requested and utilized separately from the patching operation. It shall be provided when required and requested by VDOT in the preparation of patching/resurfacing services. The hourly cost shall include a combined total for the necessary equipment and operator to include profit, all direct and indirect costs such as general and administrative costs, all supplies and safety equipment, and including the transportation of the equipment and personnel to and from designated locations, repair and/or replacement and removal of equipment.

e. STEEL-WHEELED VIBRATORY ROLLER (SMOOTH DRUM) - The Contractor shall provide a smooth drum vibratory roller, 3-to-5-ton capacity with operator to be paid at the quoted hourly rate for the actual time equipment and operator are used at the project location. It shall be provided when required and requested by VDOT in the preparation of paving/resurfacing services. The hourly cost shall include a combined total for the necessary equipment and operator to include profit, all direct and indirect costs such as general and administrative costs, all supplies and safety equipment, and including the transportation of the equipment and personnel to and from designated locations, repair and/or replacement and removal of equipment. This line item will be paid hourly only when the equipment is requested and utilized separately from the patching operation.

5. SAFETY EQUIPMENT:

a. TRAFFIC CONTROL SIGNS AND STANDS AND CHANNELIZING DEVICES: The Contractor shall supply, transport, erect, maintain and dismantle traffic control signs, stands and channelizing devices in accordance with the latest edition of the VWAPM and VDOT. Sign layouts shall be in place prior to the performance of any work.

The cost for providing these items shall be included in the mobilization pay items.

b. TRUCK-MOUNTED ATTENUATORS, ELECTRONIC FLASHING ARROW BOARDS AND PILOT TRUCK:

When needed to close a lane, the Contractor shall be required to supply, transport, erect and dismantle truck-mounted attenuators, electronic arrow boards and pilot truck with qualified operators in accordance with the latest edition of the VWAPM. These items will be paid by the hour and the hourly rate shall incorporate all costs associated with erecting, operating, repairing and dismantling this equipment.

c. PORTABLE TEMPORARY RUMBLE STRIPS: This work may consist of employing Portable Temporary Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times designated herein, in the VWAPM, Section 6M.06: Use of Portable Temporary Rumble Strips as directed by VDOT Contract Administrator or designee. IIM-TE-386.1 provides additional requirements and guidance beyond what is shown in the Virginia Work Area Protection Manual (VWAPM) for flagging operations on two-lane roadways Contractor shall only use Portable Temporary Rumble Strips (PTRS) that are listed on the most current VIRGINIA DOT Pre-Approved Traffic Control Device Listing. The list may be accessed at: Traffic control devices | Virginia Department of Transportation Currently there is only one approved product.

6. MAINTAINING EQUIPMENT: The Contractor shall provide, maintain and operate equipment designated for the operation(s) described herein and shall ensure the equipment is maintained in good repair and operating condition.

Maintenance of the Contractor’s equipment for continuous operation shall consist of, but is not limited to, repairs needed due to malfunctioning of equipment and re-fueling equipment.

7. FUELED AND READY: The Contractor, at their expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site. The Contractor shall also provide any accessories necessary to operate the needed equipment efficiently.

8. ADDITIONAL EQUIPMENT: VDOT reserves the right to supply additional equipment from VDOT sources if deemed necessary.

E. MATERIALS REQUIREMENTS:

1. FURNISHED BY VDOT: VDOT will furnish all materials necessary to complete the specified work such as asphalt, plant mix, etc. This will not include anything stated below as the Contractor’s responsibility.

2. PICKUP AND HAULING MATERIALS: The Contractor shall be responsible for hauling all materials. Liquid asphalt shall be picked up at the nearest VDOT liquid asphalt location and hauled to the work site. Plant mix shall be picked up at the nearest asphalt plant. The VDOT Contract Administrator or designee will provide the exact pickup location for the materials.

http://www.virginiadot.org/business/trafficeng-wzs.asp http://www.virginiadot.org/Business/resources/Wrk_zone/2011_WAPM_Rev_1.pdf http://www.virginiadot.org/Business/resources/Wrk_zone/2011_WAPM_Rev_1.pdf https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/traffic-operations/traffic-control-devices/

3. DELIVERY TICKETS: All delivery tickets shall be turned in and signed by the VDOT Contract Administrator or designee on a daily basis. These will be used to verify tons and to pay the invoices. Plant mix will be paid by VDOT, except when excess material remains due to the Contractor indiscriminately removing equipment from the job site.

F. PATCHING CREW SPECIFICATIONS:

1. TACK COAT: Tack coat shall be applied at the rate of 0.05 to 0.15 gallon per square yard, unless otherwise specified by the VDOT Contract Administrator or designee. The Contractor’s asphalt distributor shall be equipped to load and unload from VDOT storage tanks. All unused tack coat shall be returned to VDOT storage tanks specified by the VDOT Contract Administrator or designee upon completion of work. Payment is hourly for equipment used to apply VDOT procured materials.

2. JOINTS: All joints on patches shall be cut and notched. All joints at bridge ends shall be cut and sufficient material removed to allow for a smooth joint onto the bridge deck.

G. MANNER OF CONDUCTING WORK AT THE JOB SITE:

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

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

3. REVIEW OF THE WORK SITE: The VDOT Contract Administrator, or designee, will provide details of the work site for the Contractor prior to the start of work. The Contractor shall work any costs for review of the work site into the per ton bid rates.

4. DELIVERY, PARKING & STORAGE: The Contractor shall not deliver and store equipment within the VDOT Right-of-Way or on VDOT property without first obtaining permission from the or designee VDOT Contract Administrator or designee. The VDOT Contract Administrator or designee shall approve the parking, storage arrangements and staging areas along the Right-of-Way. VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at these sites.

5. CLEANUP: The Contractor shall clean up frequently, so the worksite presents a neat, orderly and workmanlike appearance at all times. If a Contractor fails to clean up at the completion of the work, VDOT may do so and charge the cost to the Contractor.

6. DISPOSAL: The Contractor is responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the job site but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. No VDOT dumpsters are to be used for debris disposal. The Contractor shall work any costs for disposal into the bid rates.

For disposal of the milled material generated by the use of the milling machine only, the Contractor shall haul to a stockpile location or as directed by VDOT. Payment for this service will be on an hourly basis as quoted on the Pricing Schedule for the dump trucks.

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

8. TRANSPORTATION OPERATIONS CENTER (TOC) NOTIFICATION OF WORK:

a. The Contractor shall provide notification to the Staunton Transportation Operations Center @ 540-332-9500 on a daily basis for any of the following circumstances:

i. A shoulder or lane closure on an interstate or limited access route. Notification shall be made prior to work activities commencing.

ii. A lane closure on a primary route (any route with a route number of 599 or lower). Notification shall be made prior to work activities commencing.

iii. An accident that occurs within the work zone or for any personal injury which requires off-site medical attention (notification shall also be immediately made to the VDOT Contract Administrator or designee.)

iv. At the end of the day once the above referenced lane or shoulder closure has terminated for the day.

b. The Staunton Transportation Operations Center will request the following information from the Contractor: Route, location (termini), lane impacted (EBL, SBL, etc.), start time, approximate end time, and cell phone number. Failure to provide notification to the Staunton Transportation Operations Center may be cause for default action or contract termination.

H. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The Contractor’s official notification is the purchase order, outlining setup location, quantity of equipment and personnel required, and expected period of time. In case of a critical response requirement, verbal notification from the VDOT Contract Administrator or designee shall be sufficient for the Contractor to begin. Written confirmation (purchase order) shall follow within 48 hours.

2. CONFIRMATION/RESPONSE TIME: The Contractor shall be expected to confirm within two (2) working days of being contacted. Work shall start no later than fourteen (14) days after receipt of purchase order, or as mutually agreed upon with the VDOT Contract Administrator or designee. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

3. CRITICAL/IMMEDIATE RESPONSE: When a critical response is requested, the Contractor shall be expected to confirm within four (4) hours of being contacted with work beginning within twenty-four (24) hours, or as mutually agreed upon with the VDOT Contract Administrator or designee. For a quick response, the Contractor will be paid a VDOT-determined one-time per event Critical Mobilization fee. Refer VI. Method for Payment, Subsection E.

Critical/Emergency Mobilization. for the applicable payment information. The Contractor may, at the time of notification, request additional time to respond, but will not be paid the Critical Mobilization fee if additional time to respond is approved. Approval of additional response time will be decided by VDOT on a case-by-case basis.

4. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint form may be issued, which may ultimately result in the default of the contract. Reference General Term and Condition Para. No. P and Vendors Manual 7.14 Termination for Default.

5. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Para. P. A Procurement Complaint Form may be issued against the Contractor.

6. MULTIPLE PROJECTS: The Contractor will be contacted first for all work planned; however, if multiple projects are ongoing and the Contractor is unable to provide the necessary equipment and experienced operators needed to complete all projects within VDOT’s timeframe, VDOT reserves the right to contact another Contractor to complete any projects it deems necessary.

I. HOURS OF WORK:

1. STARTING TIMES AND SCHEDULES: Starting times and scheduled hours may vary and will be at the discretion of the VDOT Contract Administrator, or designee.

Sprouse, Pam (VDOT) Can only be used if multiple awards are made.

2. WORK HOURS: Normally, all work shall be performed during normal work hours, which are defined as ordinary maintenance work performed during the daylight hours of 7:00 AM to 7:00 PM, or dusk, whichever occurs first, Monday through Friday. There may be circumstances under which the Contractor may be required to work extended hours, nights or weekends to complete the ordinary maintenance work and planned scheduled work. During these times, the Contractor shall be paid at the normal rate.

3. NIGHT WORK: If work must be performed other than the times stated as daylight hours, the Contractor will be compensated the one-time per event Night Mobilization fee in addition to the pay items and the normal mobilization fee.

See section VI. Method for Payment, Subsection F. Night Mobilization.

4. STATE HOLIDAYS: Work will not be performed on any state holidays. State Holidays include, but are not limited to:

New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus/Yorktown Victory Day, Election Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday. Work will not be permitted from 12:00 noon the day before a holiday and will not be permitted again until the day after a holiday. When a holiday falls on a Monday, work will not be permitted after 12:00 noon the preceding Friday. When a holiday falls on a Friday, work will not be permitted until the following Monday, unless otherwise approved by the VDOT Contract Administrator or designee.

J. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure all personnel and equipment comply with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes, but is not limited to, equipment having vehicular backup alarm systems and flashing lights and equipment that contains a roll-over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Reference Special Term and Condition No.

29 for 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 area are to be maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT Contract Administrator or designee will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as he may deem necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

4. SAFETY EQUIPMENT: The Contractor shall also provide and ensure that all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. Necessary safety supplies and equipment, shall include, but is not limited to, safety hats, safety vests, steel toe shoes, gloves, glasses, etc. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract.

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

V. PRE-BID CONFERENCE: A pre-bid conference will not be held for this solicitation; however, potential bidders are encouraged to present questions and obtain clarification relative to any facet of this solicitation. Reference section II

QUESTIONS REGARDING THIS INVITATION FOR BID.

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

A. VERIFICATION: At the conclusion of the workday, the Contractor shall submit delivery tickets and the total work accomplished on a VDOT-provided report form. These will be verified, mutually agreed upon and signed by the Contractor and VDOT Contract Administrator or designee. The Contractor shall demonstrate to the VDOT Contract Administrator or designee the work is in compliance with the contract and VDOT specifications. Any deficiencies shall be corrected within 24 hours by the Contractor at his sole expense, prior to the final acceptance of the work.

B. PAYMENT: Payment will be made for the line items used according to the quoted rate.

1. PATCHING/RESURFACING: The price per short ton shall include the necessary equipment, laborers and two (2) flaggers needed to perform the patching operation. Additional traffic control devices and flaggers above the two (2) required shall be provided by the Contractor and paid by the hour as specified herein. The Contractor shall invoice the price quoted on the pricing Schedule for the applicable tonnage ordered. The pricing structure is as follows:

• 1 – 50 short tons

• 51 – 150 short tons

• 151 – 250 short tons

• Greater than 250 short tons

2. MILLING MACHINE: The payment for the milling machine with operator will be paid per square yard per inch in depth milled. Payment for the disposal of the material generated by the use of the milling machine will be paid based on the hourly rate quoted on the Pricing Schedule for the tandem or single-axle dump trucks.

3. HOURLY PAY ITEMS: Hourly pay items will be paid on an hourly basis to the nearest one-quarter hour. Payment for hourly work shall be for the actual time equipment and/or personnel are used at the project location. No payment is allowed for breaks or meals.

C. HAULING SERVICES MILEAGE: For each ton of material hauled, the Contractor will be paid a compensation for mileage to the job site for anything over fifteen (15) miles. The mileage compensation will be for the most direct route from the plant to the project site and will be verified using a distance measuring device. The mileage will be determined by averaging the start point from the plant and the finish point from the plant minus 15 to establish one mileage amount per day. The daily mileage compensation will be calculated by multiplying the number of average miles by the number of tons hauled.

Hauling Services Mileage will not be paid when the hourly rate for hauling milled material is utilized.

(Start point miles -15) + (Finish point miles -15) = Average Mileage (eligible for compensation)

Average Mileage X Short tons = compensation per short ton per mile

D. NORMAL MOBILIZATION: A normal mobilization fee of $1500.00 will be paid for initially transporting the equipment and personnel to the designated location and each time the paver is required to be transported by the lowboy to the new work location because the distance is too far for the paver to be walked. Normal mobilization will not be paid at the end of the day to return equipment to the contractor’s business location or a staging area. If equipment is stored at the end of the day at the job site, mobilization will not be paid at the beginning of the next day. If the contractor opts to move his equipment back to his business location when work is planned for the next day at the same job site, he will not be paid mobilization to return to the job site. The normal mobilization fee shall also include the costs for the supply, transport, setup, maintenance mailto:edi@doa.virginia.gov and breakdown of traffic control signs, stands, cones and channelizing devices. The critical/immediate response fee will not be subject to any increases during the duration of the contract, including the Special T & C No. 28, Renewal of Contract.

E. CRITICAL/EMERGENCY MOBILIZATION: A one-time per event critical mobilization fee of $500.00 shall be paid in addition to pay items and normal mobilization, in the event that the Contractor is called to mobilize any or all listed equipment and personnel to perform work within a twenty-four (24) hour period. If the Contractor is unable to provide, VDOT may procure these services from another source. The critical/immediate response fee will not be subject to any increases during the duration of the contract, including the Special T & C No. 28 Renewal of Contract.

F. NIGHT MOBILIZATION: A night mobilization fee of $1,000.00 shall be paid one-time per event to mobilize equipment and personnel for performance of work at night and includes the Contractor supply of the necessary signing, portable light towers, and adequate lighting to ensure a safe operation when it is dark. This fee is in addition to the pay items and the normal mobilization fee. The critical/immediate response fee will not be subject to any increases during the duration of the contract, including the Special T & C No. 28, Renewal of Contract.

VII. INVOICING:

Invoices shall be submitted biweekly 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 Edinburg Residency Business Office

2275 Northwestern Pike Winchester, VA 22603-3955

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

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents.

In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

2. PUBLIC BID OPENING:

mailto:StaunteburgAP@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

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/EDT on August 3, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/26301049196687?p=IObT5efLdBZKpsHsxO

Meeting ID: 263 010 491 966 87

Passcode: u54i8ti7

Need help? | System reference

Dial in by phone

+1 434-230-0065,,792940031# United States, South Hill

Find a local number

Phone conference ID: 792 940 031#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 119 365 690 7

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 https://teams.microsoft.com/meet/26301049196687?p=IObT5efLdBZKpsHsxO https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTlkNzIwMmEtMGI1Ni00MGFiLTgyNjgtNmM0MmM5MjQ5OWY2%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22d3fc78de-4286-4a9a-b82e-56b5da7677f7%22%7d tel:+14342300065,,792940031 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=792940031 https://www.webex.com/msteams?confid=1193656907&tenantkey=commonwealthofvirginia&domain=m.webex.com http://www.eva.virginia.gov/ 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,…