IFB 161212 Final.pdf

Administrative Services/Procurement

CULPEPER DISTRICT

IFB Pipe Rehab- Spray-on Re-lining IFB No. 161212

Issue Date: September 18, 2026 INVITATION FOR BIDS IFB NO. 161212

Title: Pipe Rehabilitation – Spray on Pipe Re-lining Commodity Code(s): 65951 Location Where Work Will Be Performed: Route 644 Culpeper County

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Jasmine M. Alexander Email: jasminem.alexander@vdot.virginia.gov Phone: (804) 371-7865

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 2:00 PM Eastern Standard Time (EST) Thursday.

September 24, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 4:00PM EST on Monday, September 28 ,2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:AM EST on Tuesday, September 29, 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. NORMAL AND EMERGENCY CONTACTS

D. SUBCONTRACTOR APPROVAL REQUEST

E. MATERIALS APPROVAL INFORMATION

J. CONTRACTOR LICENSE REQUIREMENT

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.

TABLE OF CONTENTS

PAGE

I. PURPOSE 4

II. QUESTIONS REGARDING THIS INVITATION FOR BID 4

III. GENERAL DEFINITIONS 4

IV. SPECIFICATIONS 4

V. OPTIONAL PRE-BID CONFERENCE 10

VI. METHOD FOR PAYMENT 11

VII. INVOICING 11

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 11

IX. GENERAL TERMS AND CONDITIONS 13

X. SPECIAL TERMS AND CONDITIONS 21

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Normal and Emergency Contacts – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Material Approval Information

F. Permit Determination

G. Culpeper Pipe Sketch

H. Right of Entry Sketches and Easement Documents

I. Prevailing Wages

J. Contractor License Requirement-Fillable Form

REFERENCED TRAININGS

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

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

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to apply a spray on pipe liner inside of an existing corrugated metal pipe located at Route 644 Culpeper County, in accordance with the scope work and specification addressed within this Invitation for Bid.

PERIOD OF CONTRACT: From date of award through May 1st, 2027 (nonrenewable)

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 Jasmine M. Alexander at jasminem.alexander@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 5:00 PM EST Thursday, September 24, 2026.

III. GENERAL DEFINITIONS:

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

IV. SCOPE OF SERVICES AND SPECIFICATIONS:

Contractor shall provide a cementitious sprayed-on pipe liner on the inside of the existing corrugated metal pipe.

Contractor is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR.” At the time of bid submission, Bidder shall hold at minimum a Class A Contractor’s license from the State Board of Contractors with a Highway/Heavy classification, unless the bidder is not currently licensed by the State Board of Contractors, then the bidder is exempt from this requirement pursuant to Code of Virginia § 54.1-1101(A)(4). Bidders must provide required information WITH BID on Attachment J, Contractor License Requirement.

The work shall include:

1. Stream diversion, de-watering, cofferdams and all incidentals required to perform work in the dry.

2. Clearing debris and obstructions.

3. Disposing of any material cleaned/removed from the host pipe.

4. Cleaning and preparation of the host culvert including furnishing and placing material in holes and voids.

Materials placed in holes and voids must be approved by the contract administrator prior to use.

5. Placing tell-tale material thickness indicators at regular intervals along the length of the host culvert.

Indicators must be either non-metallic or steel.

6. Pre-installation inspection to identify and confirm the work to be completed under the contract.

7. Furnishing and installing the cementitious liner.

8. Design, shop drawing preparation, and all submittals required by the specifications herein.

9. Capturing and collecting all discharges or releases during installation and handling.

10. Curing operations.

11. Providing any documentation to VDOT for effluent or condensate disposal.

12. Restoring of existing surfaces. Placing seed, straw, and erosion control matting in disturbed areas.

13. Post-installation inspection to ensure work is completed properly.

14. Any waste disposal cost shall be at the cost of the Contractor.

15. All materials, tools, labor, traffic control and incidentals required to perform the work.

A. The resulting contract will be for the Structure & Bridge Section in the Culpeper District.

Culpeper County – RT 644 (Reva Road) (GPS: 38.49570, -78.14529) – 0.35 Mi. From RT 608 (Oakland Road) & 0.65 Mi. to RT 637 (Shanktown Road)

Structure 0644-047-05660 State #023_6030 Spray-on lining of two (2) lines of 142” Wide X 92” High by 63.00 linear feet each corrugated metal pipe.

See Sketch (Attachment G) for additional dimensions.

B. SPECIFICATIONS:

All work, equipment, and installation practices shall comply with Occupational Safety and Health Administration (OSHA), Virginia Occupational Safety and Health Administration (VOSH), Environmental Protection Agency (EPA), Virginia Work Area Protection Manual (VWAPM), and Manual on Uniform Traffic Control Devices (MUTCD) regulations and guidelines.

The lining material shall be a prepackaged cement-based mortar or a cement-based mortar produced at a plant requiring only the addition of potable water that can be spray-applied centrifugally or manually using compressed air. The material shall not contain chlorides or lime other than amounts contained within the hydraulic cement composition.

C. MATERIALS:

1. THE CEMENTITIOUS LINER MATERIAL shall consist of either a fiber reinforced cementitious mortar exhibiting deflection hardening OR a non-shrink hydraulic cement mortar conforming to ASTM C1107.

a. Fiber-reinforced cementitious mortar exhibiting deflection hardening shall meet the following requirements:

Property Test Method Age at Test Requirement Compressive Strength ASTM C109 28 Days Min. 5,000 psi Flexural Strength (i.e., Peak Strength, fp)

ASTM C1609

28 Days Min. 700 psi

Deflection Hardening (i.e., Peak Strength to First-Peak Strength ratio, fp/f1)

28 Days Min. 1.05

Modulus of Elasticity ASTM C469 28 Days Min. 2,200 ksi Chloride Permeability ASTM C1202 28 Days <1000 Coulombs https://www.vdot.virginia.gov/media/vdotvirginiagov/doing-business/technical-guidance-and-support/traffic-operations/work-zones/vwapm-2026-01-28_acc.pdf https://mutcd.fhwa.dot.gov/ https://mutcd.fhwa.dot.gov/

b. Non-shrink hydraulic cement mortar conforming to ASTM C1107 shall meet the following requirements:

Property Test Method Age at Test Requirement Shrinkage ASTM C596 28 days Max. 0.003% Compressive Strength ASTM C109 28 Days Min. 7,500 psi Flexural Strength ASTM C78 28 Days Min. 1,200 psi Modulus of Elasticity ASTM C469 28 Days Min. 4,200 ksi Chloride Permeability ASTM C1202 28 Days <550 Coulombs

c. Materials - The Contractor shall furnish WITH BID information establishing that the materials proposed for use meet the required physical parameters shown above for either a Fiber-reinforced cementitious mortar exhibiting deflection hardening OR a Non-shrink hydraulic cement mortar conforming to ASTM C1107. See Attachment E Material Approval Information. Failure to submit this information may result in the bid being deemed non-responsive.

d. Handling - All materials shall be delivered to the job site in their original, unopened packages, clearly labeled with the manufacturer's identification, printed instructions and batch code for shelf life and traceability. Store material in a dry location, protected from the elements. Compromised materials or material from damaged bags will not be accepted for mixing and placement.

e. Batching and mixing – Batching and mixing methods shall be approved by the Contract Administrator based on a written plan submitted by the Contractor.

2. LINER REQUIREMENTS: The liner shall meet the following requirements:

a. Bidder shall submit documentation WITH BID, that confirms the material to be used meets the requirements of Section IV.C.1.a OR IV.C.1.b. See Attachment E, Material Approval Information. Failure to submit this documentation may result in the bid being deemed non-responsive.

b. Liner thickness shall be 2”.

c. Thickness of the liner shall be measured from the interior corrugation of the host culvert.

Corrugations shall be filled and finished product shall provide a smooth and consistent profile.

d. Contractor shall provide shop drawings prior to beginning work. Shop drawings shall detail the thickness of the liner.

D. INSTALLATION PROCEDURES:

1. All installation shall be performed under dry conditions. Contractor shall dewater the work area prior to preparation and/or placement of the material.

2. Host culvert shall be cleaned and cleared of all debris and obstructions. Debris and obstructions must be disposed of in an approved manner.

3. Host culvert shall be prepared in accordance with the recommendations or instructions of the liner manufacture, producer, or supplier. In absence of such recommendations or instructions, the Contractor shall submit a proposed method of cleaning and preparing the host culvert for the Contract Administrator’s review and acceptance.

4. All voids surrounding the host culvert must be filled with material approved by the Contract Administrator prior to applying liner.

5. Contactor shall place tell-tale material thickness indicators at regular intervals along the length of the host culvert that will allow applicators and/or inspectors to readily determine when the minimum application thickness has been obtained. Tell-tale indicators must be either non-metallic or steel.

6. Liner shall be installed in accordance with the liner material manufacturer’s instructions and the specifications wherein. Culvert must be dry and clean with no standing or flowing water during placement.

7. Temporary curtains must be installed at outlet and inlet ends to prevent overspray during installation.

8. Multiple passes are permitted if necessary to achieve require thickness, but material placement shall be continuous for each pass to prevent cold joints.

9. For installation temperatures lower than 50°F, the Contractor must follow the procedures established by

ACI 306R “Cold Weather Concreting.” Material shall not be applied to surfaces with a surface temperature below 50°F. Materials used for installation shall be maintained between 50°F and 85°F prior to and up to placement and air temperature shall be maintained above 50°F during the curing period.

Materials shall not be applied to surfaces with a surface temperature in excess of 85°F.

10. The liner must be cured in accordance with the manufacturer’s instructions but not less than a minimum of 24 hours.

11. The finished liner shall be continuously intact, bonded fully to the host culvert over its entire length, and be free from visual defects such as cracks equal to or greater than 0.01 inch, foreign inclusions, pinholes, and delamination.

12. All deficiencies revealed by the post-installation inspection shall be repaired as directed by the contract administrator, at no additional cost to the Department. All cracks in excess of 0.01 inch shall be filled by epoxy injection in accordance with Section 412.03(b)5.b of the 2020 VDOT Road and Bridge Specifications.

13. The Contractor shall thoroughly rinse the lined culvert with clean water and capture and properly dispose of rinse water prior to re-introducing flow. The Contractor shall reinstate water flow no sooner than 24 hours after the installation. The Contractor shall prevent the escape of any rinse water from the lined culvert or otherwise capture it until the Contractor can either: pump it to a container for proper transportation and off-site disposal; or continuously monitor the pH of the rinse water until the pH is less than 9, whereupon the Contractor may release it.

14. The Contractor shall contact Justin Quinlan at 540-618-5914 or justin.quinlan@vdot.virginia.gov 30 calendar days prior to the start of work.

15. All work must be completed from within the Right of Way or within the boundaries as agreed to in the attached Right of Entries with adjacent property owners Attachment H. Contractor may negotiate additional Right of Entry/Property Agreements at their own expense. Any additional property owner agreements secured by the Contractor shall be provided to the VDOT Contract Administrator.

E. ENVIRONMENTAL REQUIREMENTS: The Contractor shall perform the work in accordance with the following environmental requirements:

1. All work shall be performed in accordance with the VDOT Permit Determination dated June 24, 2026, Nationwide Permit 3. See Attachment F

2. Erosion and Sediment controls must be installed to prevent sedimentation/siltation from leaving the job site.

3. The Contractor shall develop and implement an in-stream plan to allow work to be performed in the dry.

The Contractor shall submit a description of the in-stream plan within 21 calendar days of award for review and approval. No work shall begin until the in-stream plan is approved by VDOT. In-Stream plan shall be submitted to: Justin Quinlan at justin.quinlan@VDOT.virginia.gov https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/

4. The Contractor shall, at completion of the work, remove all materials utilized for the in-stream plan and with minimal disturbance, restore the area to original or better conditions than was present prior to beginning the work.

5. The Contractor shall exercise every reasonable precaution throughout the duration of the project to prevent pollution of rivers, streams, and impoundments.

F. TRAFFIC MANAGEMENT REQUIREMENTS: The Contractor shall perform the work in accordance with Section 512 of the VDOT Road and Bridge Specifications dated 2020 and all updates, the Virginia Department of Transportation Special Provision for Maintaining Traffic – Non-Schedules (Lump Sum), July 12, 2016, and the following requirements:

1. All traffic control shall be in accordance with the Virginia Work Area Protection Manual Version 11.0, dated January 2026; and the Virginia Department of Transportation Road and Bridge Specifications dated 2020 and all updates, special provisions, and special provision copied notes.

2. The Contractor shall contact Transportation Operations Center (TOC) before work begins unless otherwise directed by the Contract Administrator.

3. The Contractor shall remove all construction equipment and materials from the roadway during nonworking hours. No equipment or materials shall be stored within the roadway or clear zone.

4. The Contractor shall be responsible for providing a designated Work Zone Safety Coordinator to develop and monitor all traffic control devices and ensure compliance with the current edition of the Virginia Work Area Protection Manual.

5. Transportation Operations Centers: The Contractor shall notify the Transportation Operations Center

(TOC) for “VA Traffic” notification. The TOC Contact Number: 540-332-9114. Notifications to the TOC shall be made prior to 8:00 AM each day. The Contractor shall immediately provide notification to the TOC for any 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 CA/CM). The Transportation Operations Centers will request the following information from the Contractor: Route, county, location (termini), lane impacted (EBL, SBL, etc.), and cell phone number. Failure to provide notification to the Transportation Operations Centers may be cause for default action or contract termination.

6. Contractor is responsible for the development of all traffic control plans and any changes of the traffic control plans. The Contractor shall submit the plans to VDOT for review a minimum of 14 calendar days prior to any field construction.

7. In addition to the requirements of Section 108 of the 2020 Road and Bridge Specifications, the Contractor shall remove all traffic control that affects special events identified by the Department and open all travel lanes a minimum of four hours prior to the start of the event and all travel lanes shall remain open for a minimum of three hours after the event. The Contractor shall plan and schedule any weekend lane closures to avoid affecting special events. See Special Terms and Conditions #33).

G. VDOT WILL PERFORM THE FOLLOWING TASKS:

Provide right of entry agreements to adjacent properties.

H. CONDUCTING WORK AT THE JOB SITE:

1. Personnel: The Contractor shall have a sufficient number of personnel that possess the knowledge, skills, and abilities to perform all aspects of the work required herein.

2. Contractor’s Crew Supervisor: Provide supervision of employees at all times, including assignment of an onsite crew supervisor. The supervisor may be a working member of the crew. No additional payment will be made for the crew supervisor. The crew supervisor shall identify themselves to the VDOT Representative when they arrive at the set-up location. The Contractor shall be responsible for the conduct of all Contractor's and Subcontractor's personnel while at the work site.

3. Contractor’s Conduct: The Contractor shall be responsible for the conduct of all personnel while at the work site. All Contractor personnel shall conduct themselves in a professional and courteous manner at all times. The Contractor’s personnel shall at all-times serve the traveling public, landowners, and citizens throughout the Culpeper District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed, or promised to the Contract Administrator.

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

5. Appearance: Any person working under this contract shall be always neat in appearance. Proper dress shall include long pants (slacks) and shirts or blouses with sleeves (short or long and buttoned if required). Clothing should be appropriate for weather conditions.

6. Signs or Advertisements: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the Contract Administrator.

7. Delivery, Parking and Storage: The Contractor shall not deliver and store equipment within the VDOT Right of Way or on VDOT property without first obtaining written permission from the Contract Administrator. The Contract Administrator shall approve the 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. All staging areas on the right of way must be approved by VDOT.

8. 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, the Contract Administrator may do so and charge the costs to the Contractor.

9. Continuous Operation Requirement: Once work has commenced, the Contractor shall conduct in a continuous manner unless weather, safety considerations or other circumstances approved by VDOT delay the work. Contractor shall complete all work requested on one purchase order prior to beginning any work on the next assignment unless agreed to by the VDOT Contract Administrator. Continuous operation of work shall not be delayed due to equipment breakdown, lack of operators, other contractual commitments to VDOT or private sector, etc. Delay of work will be documented in writing and a Procurement Compliant Form will be issued. See Commonwealth of Virginia Vendors Manual Section 7.14.

10. Final Acceptance: Prior to the final acceptance of the work VDOT shall inspect the location and pipe rehabilitation and allow the Contractor no more than ten (10) business days for repair of any deficiencies. If this time period is not met, VDOT may arrange for the corrective work to be accomplished by other forces and reserves the right to deduct that portion from the amount due the Contractor. Any complaint as to quality, faulty or delinquent delivery, or violation of contract provisions will be reported to the VDOT Contract Officer with the use of a Procurement Complaint Form.

11. Performance: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form may be issued. VDOT reserves the right to perform any type of work within the limits of this operation. VDOT may have the work accomplished by another source and the Contractor may be held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition Paragraph P - Default.

I. SAFETY REFERENCES:

The Contractor shall provide and ensure that all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. All equipment, tools, and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual (ANSI Z133.1-1994). Necessary safety supplies and equipment shall include, but is not limited to, hard hats, safety vests, steel-toed shoes, gloves, safety glasses, etc. Failure to comply with a safety requirement constitutes reason to restrict the work performed under this contract. In addition, no hard hat or safety vest shall have the Virginia State Seal or any reference to VDOT.

Contractor and Contractor’s personnel shall obey all safety rules and regulations and not create any hazardous conditions with the equipment or flow of traffic through the worksite.

The Contractor will be responsible to review the area and pick up any material that would possibly damage his equipment or the traveling public during the pipelining process. Contractor shall also be held responsible for removing all trash, i.e. water bottles, soda bottles, etc. left by Contractor personnel prior to leaving each site. All equipment shall have all required safety attachments for safe operation.

During the execution of the work, the Contract Administrator will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct unsafe conditions for the workers and/or general public, for failure to carry out orders for such period, and as the Contract Administrator 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. See Special Terms and Conditions #71.

J. WORK HOURS:

Normal workday shall begin at 7:00 AM to 5:00 PM. Workdays shall be Monday through Friday, unless otherwise authorized by the VDOT Representative or designee. All work shall be performed during daylight hours, unless otherwise approved in writing by the Representative or designee.

No work shall be performed on state observed holidays unless directed by the Representative or designee. If any of holidays occur on Sunday, the Monday following shall be considered the Holiday. Work activities shall only take place when weather conditions permit. Work activities shall cease when weather conditions are considered by VDOT to be hazardous for working, or for the traveling public.

Once work commences, the contractor shall work consecutive days (excluding weekends and holiday until the work is finished if weather permits and unless otherwise directed/approved by VDOT Contractor Administrator.

K. METHOD OF ORDERING WORK:

VDOT will issue a Purchase Order (PO) for the project. The Contractor shall confirm in writing to the VDOT

Contract Administrator within 24 hours receipt of PO and anticipated work start date. The work shall begin within 30 calendar days of PO issue date and work shall be completed within thirty (30) calendar days from project start date.

L. INSPECTION OF JOB SITE:

All bidders are encouraged to perform a site visit to view the projects. Bidders’ response submitted in eVA constitutes certification that the project site has been inspected and the bidder is aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by VDOT.

V. OPTIONAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be hosted by the Contract Officer at 2:00 PM Eastern Standard Time (EST) Thursday, September 24, 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.

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/284291674829450?p=MmGCoCx1tyQSUgDHRK

Meeting ID: 284 291 674 829 450 Passcode: uo9iJ2ey

Need help? | System reference

Dial in by phone +1 434-230-0065,,680042202# United States, South Hill

Find a local number Phone conference ID: 680 042 202#

Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 111 149 374 6 More info

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 upon completion of the work to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract https://teams.microsoft.com/meet/284291674829450?p=MmGCoCx1tyQSUgDHRK https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZGI3MWJiYjAtZjA2My00NmNiLWFjMmItNDI2M2Y2ZGJmNzRm%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222ce1082c-7a42-415d-94de-efbd9c043f0e%22%7d tel:+14342300065,,680042202 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=680042202 https://www.webex.com/msteams?confid=1111493746&tenantkey=commonwealthofvirginia&domain=m.webex.com mailto:edi@doa.virginia.gov 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 Culpeper Division 1601 Orange Road

Culpeper VA 22701

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

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 11:30 AM EST on Tuesday, September 29,2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/251824947074192?p=NRLJOH7qjxer071bxP Meeting ID: 251 824 947 074 192

Passcode: Xm6MT9cR

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Phone conference ID: 892 035 965# mailto:justin.quinlan@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 https://teams.microsoft.com/meet/251824947074192?p=NRLJOH7qjxer071bxP https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDk4ODg0NDYtZGViNS00Y2JiLTg2YjctNTUwMDRiZDc1Y2Ey%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%222ce1082c-7a42-415d-94de-efbd9c043f0e%22%7d tel:+14342300065,,892035965 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=892035965

Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 114 405 149 3 More info

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

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

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 https://www.webex.com/msteams?confid=1144051493&tenantkey=commonwealthofvirginia&domain=m.webex.com http://www.eva.virginia.gov/ contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

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

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

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

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

I. CLARIFICATION OF TERMS: If any prospective (bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

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

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

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

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

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

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

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

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee.

These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

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

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

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

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

REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

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

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

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor.