IFB 161150_Specifications.pdf

Administrative Services/Procurement Fredericksburg Interstate Maintenance Emergency Heavy Equipment

IFB #161150

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Issue Date: August 19, 2026 INVITATION FOR BIDS IFB# 161150

Title: Snow & Ice Removal, Heavy Equipment Commodity Code(s): 96872, 97534 Location Where Work Will Be Performed: Fredericksburg District

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

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 1:00PM Eastern Standard Time (EST) on August 31, 2026.

Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00AM EST on September 15, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:00AM EST on September 16, 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

G. VIRGINIA CODE RED OZONE DAYS

H. FHWA-1273 FORM, REQUIRED CONTRACT PROVISIONS FEDERAL-AID CONSTRUCTION CONTRACTS

I. FEMA-325 PUBLIC ASSISTANCE

J. FEDERAL PROVISIONS CONSTRUCTION & HIGHWAY

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.

mailto:Kristy.Jeter@vdot.virginia.gov

Emergency Heavy Equipment

IFB #161150

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Administrative Services Division

Invitation For Bids IFB # 161150 I-95 Emergency Heavy Equipment

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 4

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

X. SPECIAL TERMS AND CONDITIONS 18

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

G. Virginia Code Red Ozone Days

H. FHWA-1273 FORM, REQUIRED CONTRACT PROVISIONS FEDERAL-AID CONSTRUCTION CONTRACTS

I. FEMA-325 PUBLIC ASSISTANCE

J. FEDERAL PROVISIONS CONSTRUCTION & HIGHWAY

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/

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I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide various types of heavy equipment with experienced/skilled and licensed operators to perform roadway clearing operations on an “as needed” basis to assist VDOT during emergency operations and severe/inclement weather events such as snow and ice, hurricanes, etc. by removing debris, downed/fallen/displaced vegetation, snow and ice, etc. that is impeding the flow of traffic and/or could interfere with safe and efficient VDOT operations, or the safety of the traveling public for I-95 Northbound and Southbound to include all Travel Lanes, Shoulders, On-Ramps and Off-Ramps, Local and Thru Lanes, Collector Roads, Crossovers, and Gores within the Fredericksburg District. Equipment will be assigned to the established Service Location and will be dispersed along the I-95 corridor within the Service Location parameters as directed by the VDOT.

VDOT may make multiple (Primary; Secondary) awards in each Service Location. Bidders may submit bids for more than one Service Location; however, each bid must identify sufficient equipment to perform services in all Service Locations that are awarded simultaneously. The same equipment cannot be listed in more than one Service Location. Equipment committed to any other VDOT contract is not acceptable for this IFB. This includes listing the same equipment for use in other VDOT Residencies or Districts.

Service Location #1: I-95 Northbound and Southbound from MM 98.4/Exit 98 Doswell to MM 126.7 with overlap for Service Location #2. The Staging Location for Service Location #1 is the Fredericksburg Interstate Maintenance Office/Thornburg (4926 Mudd Tavern Road, Woodford, VA 22580).

Service Location #2: I-95 Northbound and Southbound from MM 126.7 to MM 150.5 Exit 150 Triangle/Quantico with overlap for Service Location #1. The Staging Location for Service Location #2 is the Rte. 17/Warrenton Road Commuter Lot (627 Warrenton Rd., Fredericksburg, VA 22406).

VDOT reserves the right to modify the Service Locations based on the operational needs of the agency.

PERIOD OF CONTRACT: Three (3) Years from the Date of Award with Two (2) optional one-year renewals.

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

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Kristy Jeter at Kristy.Jeter@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 5:00PM EST on September 8, 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.

mailto:Kristy.Jeter@vdot.virginia.gov

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IV. SPECIFICATIONS:

A. SCOPE OF WORK:

1. All work shall be performed following the direction given by the VDOT Contract Administrator. The Contractor(s) equipment shall meet Virginia Department of Motor Vehicles (DMV), Occupational Safety & Health Administration (OSHA), and Virginia Occupational Safety & Health (VOSH) standards. Additionally, the Contractor(s) shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations, including the Virginia Work Area Protection Manual, when applicable.

2. The Contractor(s) shall provide all necessary heavy equipment with experienced/skilled and licensed operators to assist the VDOT Interstate Maintenance Office during emergency operations and severe/inclement weather events.

The Contractor(s) shall be capable of providing continuous, around-the-clock services 24-hours a day, 7 days a week, 365 days a year, including holidays, in 12-hour shifts for each Service Location until released from duty by VDOT.

Shift hours are typically from 8:00AM–8:00PM and 8:00PM–8:00AM but are subject to change due operational needs and/or at the request of VDOT. The hourly pay rate will remain the same for any shift worked.

3. The Contractor(s) shall provide a continuous operation once they commence work until released by VDOT. The Contractor(s) will be given general instructions and directions from VDOT, and they shall proceed to accomplish work. The Contractor(s) shall furnish and have available sufficient qualified operators to ensure a continuous operation throughout each request for services. If a shift change is necessary, it shall be coordinated in such a way that the equipment does not leave the assigned Service Location at any time. Failure to provide a continuous operation may result in the filing of a Procurement Complaint Form, which may ultimately result in the default of this contract.

4. Roadways are defined as travel lanes, shoulders, gores, and ramp/interchange areas from edge of pavement to edge of pavement.

5. Equipment shall be solely dedicated to VDOT from the time VDOT requests the equipment until the equipment is released by VDOT. While performing duties under this contract, the Contractor(s) shall not perform, or offer to perform, any services or operations requested or directed by any private individuals, firms, or corporations, utilizing equipment that has been evaluated and approved for use under this contract. This includes listing the same equipment for use in other VDOT Residencies or Districts.

6. VDOT will specify the start time, the type and quantity of heavy equipment needed, and where they are to be staged within the awarded Service Location when the request for services is made to the Contractor(s) by VDOT. The payment per hour shall be the same whether actively clearing the roadway and/or Service Location or waiting/on stand-by at the Service Location/staging location. Starting times and schedules may vary and will be at the discretion of VDOT.

7. The Contractor(s) shall not leave their assigned Service Location for any reason without notifying the Contract Administrator. Any Contractor(s) equipment found not in the assigned Service Location without proper notification will not be authorized for payment until the required equipment can be located. Leaving the assigned location without proper notification may also result in a Procurement Complaint being issued.

8. At the conclusion of each roadway clearing operation, the Contractor(s) shall demonstrate that work was performed as instructed and specified within the contract. Any deficiencies shall be promptly corrected by the Contractor(s), at the Contractor’s sole expense, prior to the final acceptance of the work.

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B. REQUIREMENTS:

EQUIPMENT REQUIREMENTS:

Bidders shall complete and attach to bid response Attachment C - Vendor Qualification/Equipment Inventory Certification Form and shall indicate the quantity of each piece of equipment the bidder can provide simultaneously. All equipment, including subcontracted equipment, to be used in the performance of this contract, must be listed on Attachment C Vendor Qualification/Equipment Inventory Certification Form with the complete information including whether offered equipment is owned or rented/leased, year, make, capacity, model, description, identification number, and vehicle identification number (VIN), if applicable. Failure to fully complete this attachment may render the bid non-responsive.

The equipment offered shall be suitable for the intended purpose of this contract. The Contractor(s) shall only provide equipment equivalent to the specifications and capabilities as specified herein. VDOT, in its sole discretion, shall determine whether the equipment offered is considered equivalent. The Contractor(s) shall ensure that their equipment and vehicles meet all federal, state and local licensing/certification requirements.

VDOT reserves the right to inspect (or verify) any equipment submitted on the Vendor Qualification/Equipment Certification form prior to the Notice of Intent to Award and any time after the award. VDOT may reject any equipment that does not conform to the submitted specifications or is not maintained in a ready-to-respond condition.

EQUIPMENT DESCRIPTIONS

Service Location #1: One (1) Rubber Tire Loader (minimum 100 horsepower with 3.0 cubic yard capacity bucket) with Operator and One (1) Truck-Mounted Attenuator (TMA) with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed operators, traffic control devices, fuel, communication devices, insurance, and any/all other incidental supplies and materials.

Service Location #2: One (1) Rubber Tire Loader (minimum 100 horsepower with 3.0 cubic yard capacity bucket) with Operator and One (1) Truck-Mounted Attenuator (TMA) with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed operators, traffic control devices, fuel, communication devices, insurance, and any/all other incidental supplies and materials.

Service Location #1: One (1) Rubber Tire Loader (minimum 100 horsepower with 3.0 cubic yard capacity bucket) with Operator and One (1) 4-Wheel Drive Pickup or SUV to be utilized as a Shadow Vehicle with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for equipment, experienced/skilled and licensed operators, fuel, communication devices, insurance, and any/all other incidental supplies and materials.

Service Location #2: One (1) Rubber Tire Loader (minimum 100 horsepower with 3.0 cubic yard capacity bucket) with Operator and One (1) 4-Wheel Drive Pickup or SUV to be utilized as a Shadow Vehicle with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for equipment, experienced/skilled and licensed operators, fuel, communication devices, insurance, and any/all other incidental supplies and materials.

Service Location #1: One (1) Backhoe (4-wheel drive with minimum 1.0 cubic yard capacity bucket) with Operator and One (1) Truck-Mounted Attenuator (TMA) with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed

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1. Bid Price: The bid price shall be a flat hourly rate for the equipment offered including the TMA and/or Shadow Vehicle, as well as the operators, fuel and all associated expenses, including but not limited to, profit, direct and indirect costs, administrative costs, equipment and personnel transportation, traffic control (when applicable), cellular phones, hand-held radios, insurance, vehicle registrations cost for mobilization/demobilization, etc. Travel costs shall be incorporated into the hourly bid rate.

Equipment shall be paid for actual hours worked, to the nearest one-half hour, in compliance with the Contractor(s) hourly bid price. No payment will be made for breakdowns, downtime or servicing equipment. No payment will operators, traffic control devices, fuel, communication devices, insurance and any/all other incidental supplies and materials.

Service Location #2: One (1) Backhoe (4-wheel drive with minimum 1.0 cubic yard capacity bucket) with Operator and One (1) Truck-Mounted Attenuator (TMA) with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed operators, traffic control devices, fuel, communication devices, insurance and any/all other incidental supplies and materials.

Service Location #1: One (1) Backhoe (4-wheel drive with minimum 1.0 cubic yard capacity bucket) with Operator and One (1) 4-Wheel Drive Pickup or SUV to be utilized as a Shadow Vehicle with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for equipment, experienced/skilled and licensed operators, fuel, communication devices, insurance and any/all other incidental supplies and materials.

Service Location #2: One (1) Backhoe (4-wheel drive with minimum 1.0 cubic yard capacity bucket) with Operator and One (1) 4-Wheel Drive Pickup or SUV to be utilized as a Shadow Vehicle with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for equipment, experienced/skilled and licensed operators, fuel, communication devices, insurance and any/all other incidental supplies and materials.

Service Location #1: One (1) Motor Grader (minimum 100 horsepower with center blade) with Operator and One (1) Truck-Mounted Attenuator (TMA) with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed operators, traffic control devices, fuel, communication devices, insurance and any/all other incidental supplies and materials.

Service Location #2: One (1) Motor Grader (minimum 100 horsepower with center blade) with Operator and One (1) Truck-Mounted Attenuator (TMA) with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed operators, traffic control devices, fuel, communication devices, insurance and any/all other incidental supplies and materials.

Service Location #1: One (1) Motor Grader (minimum 100 horsepower with center blade) with Operator and One (1) 4-Wheel Drive Pickup or SUV to be utilized as a Shadow Vehicle with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed operators, fuel, communication devices, insurance and any/all other incidental supplies and materials.

Service Location #2: One (1) Motor Grader (minimum 100 horsepower with center blade) with Operator and One (1) 4-Wheel Drive Pickup or SUV to be utilized as a Shadow Vehicle with Operator – The unit price shall be a standard HOURLY RATE and shall include the cost for all equipment, experienced/skilled and licensed operators, fuel, communication devices, insurance and any/all other incidental supplies and materials.

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VDOT.

2. Standards: All equipment utilized for this contract shall have vehicular backup alarm systems and flashing lights. Per the current version of the Virginia Work Area Protection Manual (WAPM) and subsequent revisions, all equipment shall be equipped with at least one (1) rotating amber light or a high intensity amber strobe light and shall be visible 360 degrees around the equipment/vehicle on which they are installed. Refer to Special Term and Condition 29 for Safety and Health Standards.

3. Maintaining Equipment: The Contractor(s) shall provide, maintain, and operate equipment designated for the operations described herein and shall ensure the equipment is in good operating condition and meets all safety requirements to satisfy the contract requirements. The Contractor(s) shall possess or have available, prior to the award of the contract, sufficient equipment necessary to perform the work for the awarded contract. Further, the Contractor(s) shall maintain all equipment to these same regulations throughout the duration of the contract. Equipment shall be able to facilitate timely movement in all types of weather-related conditions (snow, ice, heavy rain, high winds, etc.).

4. Fueled and Ready: The Contractor(s), at their own expense, shall have all equipment fueled and ready to begin operations prior to reporting to the staging location, and keep equipment maintained with fuel at all times during emergency operations. The Contractor(s) shall also provide any accessories necessary to operate the needed equipment efficiently and safely. This shall include, but not limited to, additional fuel cans/tanks/reserves, chains, cables, straps, hand tools, safety supplies and any other accessories or supplies necessary to ensure continuous operations, regardless of breakdowns, shift changes, equipment rescues, refueling needs, etc.

5. Breakdowns: In the event the Contractor(s) equipment breaks down or becomes stuck, disabled, wrecked, etc., the

Contractor(s) shall immediately notify VDOT. No payment shall be allowed for equipment breakdowns. With VDOT’s approval, the Contractor(s) may substitute an equivalent piece of equipment. If a breakdown occurs, the equipment must be in operable condition within one (1) hour, or a replacement piece of equipment shall arrive within one (1) hour, if deemed essential by VDOT. The Contractor(s) shall be solely responsible for rescuing their equipment.

Payment will only be made for equipment in service.

6. Accidents/Incidents: The Contractor(s) are required to contact VDOT immediately if they are involved in an accident or incident while performing operations under this contract. If the equipment is no longer able to perform services, the Contractor(s) may substitute an equivalent piece of equipment with VDOT’s approval.

7. Additional Equipment: VDOT reserves the right to add or supply additional equipment and manpower from other sources as deemed necessary.

8. Delivery, Parking, and Storage: The Contractor(s) shall not deliver or store equipment on VDOT property or within the VDOT right-of-way without first obtaining permission from VDOT. VDOT can approve parking and storage arrangements, however, VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at the site.

PERSONNEL REQUIREMENTS:

1. Contractor’s Capacity to Perform: The Contractor(s) shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor(s) shall be capable of commencing work within the timeframe required by VDOT.

2. Appearance: Any person working under this contract shall be neat in appearance at all times. Proper dress shall include long pants, and shirts or blouses with sleeves (short or long) as well as all required Personal Protective Equipment (PPE). Clothing should be appropriate for weather conditions. See Safety Requirements for PPE Rules and Regulations.

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3. Hours of Work and Schedules: The Contractor(s) shall provide sufficient experienced/skilled and licensed operators to ensure continuous 24-hour operations as directed by VDOT. The Contractor(s) shall be responsible for establishing schedules so that any individual operator is not permitted to work more than 14 consecutive hours without having at least a 6-hour break. All operators shall be capable of working nights. If the duration of roadway clearing operations requires it, the Contractor(s) shall ensure that properly trained and licensed relief operator(s) are available to sustain 24-hour operations. Failure to comply will result in the filing of a Procurement Complaint Form.

4. License and Endorsements: All operators shall be properly licensed, to include Commercial Driver’s License when required based on the type of equipment being operated, and adhere to all applicable federal and state motor vehicle regulations. Each operator shall have their license with proper endorsements available at all times. VDOT reserves the right to spot check any operator’s license and to confirm the validity of the license with the Virginia’s Department of Motor Vehicles at any time during the term of the contract. Failure to comply will result in the filing of a Procurement Complaint Form.

5. Communication: To ensure the overall safety of all personnel and the traveling public, the Contractor(s) are required to provide operators who are able to communicate and understand instructions using the English language, to include reading and understanding maps and emergency road procedures. Through communication during severe weather events, VDOT Representatives will be in verbal communications with the operators at each service location to discuss the operational needs. This communication will be a sufficient assessment of the Operators understanding and ability to communicate in the English Language. If the operator is not capable of communicating or understanding instructions in the English language, the Contractor(s) will be notified, and a replacement operator shall be required.

No payment for services will be authorized until appropriate replacement operators are provided. Constant and accurate communication is paramount to ensure roadway clearing operations provide safe roadways for the traveling public.

6. Contact Person: The Contractor(s) shall assign a contact person who shall be responsible for assigning and coordinating work and handling general contract performance issues to include meeting with VDOT Representatives as needed. The contact person's name and cellular phone number shall be provided with the bid documents and updated when necessary. The Contractor(s) shall provide this name, as well as additional personnel names and phone numbers, who can be contacted 24 hours a day/7 days a week in case of emergency. The Contractor(s) shall provide contact information for each operator for each piece of equipment who will be working for each request for services. Refer to Attachment E, Normal and Emergency Telephone Numbers.

7. Cellular Phone: During the performance of the contract, each operator of each piece of equipment shall carry, at all times, a functional cellular phone which is effective throughout the Service Location covered by the contract. At the time service is requested, contact numbers for each operator shall be provided to VDOT.

8. Contractor’s Conduct and Behavior: The Contractor(s) shall be responsible for the conduct of all Contractor's and Subcontractor's personnel while performing work under this contract. All personnel involved with work being performed shall obey all the rules and regulations of VDOT. Behavior displayed by the Contractor’s and Subcontractor’s personnel, such as catcalling, whistling, leering, and other similar gestures, will not be tolerated.

Anyone exhibiting such behavior will be barred from performing work under this contract permanently. Repeated incidents shall be grounds for termination of the contract at the discretion of VDOT. The Contractor’s and Subcontractor’s personnel shall, at all times, communicate with the traveling public, landowners, citizens and VDOT personnel in a courteous and respectful manner. The Contractor’s personnel must refer all questions concerning work planned, performed, or promised to the VDOT Contract Administrator.

VDOT has zero tolerance for all acts or threats of violence in the workplace and work sites. VDOT will not tolerate any behavior by any employee, subcontractor, former employee, customer or any other person, which poses a threat to the safety and security of any VDOT employee while performing work. Any threat or act of violence will be taken seriously, handled expeditiously, and dealt with appropriately, which may include disciplinary action, termination, arrest and prosecution. Any unauthorized possession or use of firearms, or other dangerous weapons is prohibited.

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METHOD OF ORDERING WORK:

a. A Purchase Order will be created at the start of each contract term due to this being an as needed services contract. VDOT will contact the Contractor(s) to schedule services, then follow up with an email outlining the details of the services requested. In case of critical/immediate need, verbal notification shall be sufficient for the Contractor(s) to begin work, with written confirmation to follow within 48 hours.

b. After receiving verbal or email notification, the Contractor(s) shall confirm the acceptance of the work assignment within one (1) hour and their ability to work at the requested time. The Contractor(s) may, at the time of notification, request additional time to respond. Approval of additional response time will be determined by VDOT on a case-by-case basis. The Contractor(s) shall provide VDOT with each operator name as well as their contact information, to include Subcontractors.

c. If the Contractor(s) fails to commence work at the mutually agreed upon time, the Contractor(s) may be considered in default and held responsible for any resulting additional purchases and administrative costs in accordance with General Term and Condition P. A Procurement Complaint Form may be filed, which may ultimately result in the default of this contract.

SAFETY REQUIREMENTS:

1. Safety Standards, Rules and Regulations: The Contractor(s) shall ensure that all personnel and equipment comply with all OSHA and VOSH standards, MUTCD / Virginia Work Area Protection Manual and VDOT Safety Rules as they apply to the work being performed and do not create any hazardous conditions with the equipment used. The Contractor(s) shall provide and ensure all personnel wear the proper Personal Protective Equipment (PPE)/safety equipment while on the work site in accordance with the Virginia Work Area Protection Manual, OSHA and VOSH standards. Necessary safety supplies and equipment shall include, but not limited to, hard hats, Class 3 safety vests, steel-toed shoes, gloves, glasses, etc. Failure to comply will result in an immediate stand-down of operations being performed as well as the filing of a Procurement Complaint Form.

When applicable, the Contractor(s) shall be responsible for furnishing, properly erecting and placement of all traffic control devices as defined by the current Virginia Work Area Protection Manual for Limited Access Highways and any revision thereof, including but not limited to TMA’s, cones, barrels, work zone signs, signs, sign stands, etc. The Contractor(s) shall be responsible for the proper transportation, display, and removal of all traffic control devices.

2. Protection of Persons and Property: The Contractor(s) shall take every precaution, at all times, for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards. The Contractor(s) shall make every effort to protect VDOT’s property and private property from injury or loss in connection with this contract.

3. Authority to Suspend Work: All work shall be performed to the complete satisfaction of VDOT. During the execution of the work, VDOT will have full authority to suspend work fully or in part due to the failure of the Contractor(s) to correct conditions unsafe for the workers and/or general public, for failure to carry out work requested, and as may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be unsafe or in the public’s interest.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 1:00PM EST on August 31, 2026. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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The conference will begin promptly at the time indicated. At the start of the conference the Contract Officer will conduct an attendance roll call to identify the individuals participating. Participants will be requested to provide their individual name, company name and contact information during the roll call.

This Microsoft Teams Virtual Meeting conference can be accessed with the below information:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/245465407861015?p=SHtaSvsdb81lttXjI6 Meeting ID: 245 465 407 861 015 Passcode: nZ3D7jw3

Need help? | System reference Dial in by phone +1 434-230-0065,,327515192# United States, South Hill Find a local number Phone conference ID: 327 515 192#

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

VI. METHOD FOR PAYMENT:

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

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

VII. INVOICING:

Invoices shall be submitted after each request for service has been fulfilled 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 Interstate Maintenance Office

4926 Mudd Tavern Road Woodford, VA 22508

In lieu of mailing, invoices may be submitted as an attachment via email to sarah.mccarley@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 https://teams.microsoft.com/meet/245465407861015?p=SHtaSvsdb81lttXjI6 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTkzMjVkZjQtYTAwYy00NjVlLWI4Y2YtNDU3MWViNTU1MTU5%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222f07af06-9f9d-4602-b4fa-0dc5655a080e%22%7d tel:+14342300065,,327515192 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=327515192 mailto:edi@doa.virginia.gov mailto:sarah.mccarley@vdot.virginia.gov https://eva.virginia.gov/index.html

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

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

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

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

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

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

2. PUBLIC BID OPENING:

Bids will be opened at the time stated on the electronic posting and the reminders page of this solicitation, and their contents per the Virginia Public Procurement Act and Commonwealth of Virginia Vendors Manual, will be made public for the information of bidders and others interested.

A virtual public bid opening will be hosted by a VDOT representative at 11:00AM EST on September 16, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/277668133047028?p=VoCbTXZ0Se2U3lJLhv Meeting ID: 277 668 133 047 028 Passcode: va3oe99R

Need help? | System reference Dial in by phone +1 434-230-0065,,569943869# United States, South Hill Find a local number Phone conference ID: 569 943 869#

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”.

https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/277668133047028?p=VoCbTXZ0Se2U3lJLhv https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjYwZDM2YzQtNjYyNy00YmY1LTk2MzUtYjc4OWM2MTU1ODVl%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222f07af06-9f9d-4602-b4fa-0dc5655a080e%22%7d tel:+14342300065,,569943869 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=569943869 http://www.eva.virginia.gov/

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

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

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

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

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

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.

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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.

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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.