Administrative Services/Procurement

Hampton Roads District

Asphalt Patching Service

IFB #161237

Issue Date: October 23, 2026 INVITATION FOR BIDS IFB# 161237

Title: Asphalt Patching Service

Commodity Code(s): 91371, 74521, 96861

Location Where Work Will Be Performed: Greensville, Isle of Wight, Southampton and Sussex Counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Rhonda Tharrington

Email: rhonda.tharrington@vdot.virginia.gov

Phone: (757) 956-3038

NOTE TO BIDDERS

Prebid Conference: A prebid conference will not be held for this solicitation.

Solicitation Closing Date and Time: 5:00 PM EST/EDT on November 4, 2026. Refer to Solicitation Section VIII.1 for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EST/EDT on November 5, 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate

REMINDERS

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

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

A. VA STATE CORPORATION COMMISSION FORM

B. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of

Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

C. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. CONTRACTOR LICENSE REQUIREMENTS

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

Administrative Services Division

Invitation For Bids IFB # 161237

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3 - 9

V. PRE-BID CONFERENCE 9

VI. METHOD FOR PAYMENT 9, 10

VII. INVOICING 10

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

IX. GENERAL TERMS AND CONDITIONS 11 - 19

X. SPECIAL TERMS AND CONDITIONS 19 - 31

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. Contractor License Requirements– Fillable Form

F. Virginia Code Red Ozone Days

G. Prevailing Wage Rate Determination

REFERENCED TRAININGS

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

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

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to perform on-call, as needed asphalt patching services on primary and secondary routes within the counties of Isle of Wight, Greensville, Southampton and Sussex which fall under the Franklin Residency of the Hampton Roads District. This may also include small miscellaneous patching projects at VDOT facilities within these counties.

PERIOD OF CONTRACT: From Date of Award through One Year (renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting

Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier

Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this Invitation for Bids shall be addressed to Rhonda Tharrington at

Rhonda.tharrington@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 2:00 PM EST/EDT on October 28, 2026.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

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).

A. SCOPE OF WORK: The Contractor shall provide equipment with experienced operators, labor, on-site supervision, certified flaggers, fuel, traffic control (including Portable Temporary Rumble Strips), transportation (mobilization), tools, materials, supplies, and incidentals as necessary for performing paving and flexible pavement planing on primary and secondary routes on an as-needed basis for locations within the Franklin Residency.

B. SPECIFICATIONS: The Contractor shall conduct the work in accordance with Sections 310.01 -.03, 315.01-.07 of the current edition of the VDOT Road and Bridge Specifications, Section 323 of the 2022 Supplement to the Road and Bridge

Specifications, and the National Cooperative Highway Research Program Report 350 (NCHRP 350) rules and regulations.

Work performed shall be in compliance with all Occupational Safety and Health Administration (OSHA) and Virginia

Occupational Safety and Health (VOSH) regulations.

C. MATERIALS: The Contractor shall supply all tack/liquid asphalt which shall be included in the unit bid price for the

“Asphalt, Hot Laid in Place” line item.

The plant mix will be obtained through VDOT contracts. The VDOT Representative/Contract Administrator (CA) will designate the type of asphalt mix to be used and the plant to get it from prior to beginning work.

All delivery tickets shall be signed by the Contractor and turned into the VDOT Representative (CA) or designee on a daily basis. These will be used to verify delivery amounts and invoice costs.

D. ASPHALT, HOT LAID IN PLACE: Work shall include removing deteriorated pavement, disposal of unsuitable materials, cleaning the area, providing and applying tack coat as required, and repairing with the appropriate asphalt plant mixes. The VDOT Representative (CA) or designee will designate the asphalt mix and the surface areas for preparation and restoration to be achieved, prior to beginning of work. The Contractor shall deliver and place approved asphalt materials to meet individual specifications for each location on an as needed basis for maintenance for the duration of the contract period. Work performed under this contract shall include, but is not limited to, on-site supervision, proper placing, and compaction of asphalt for the purpose of repairing surface failures at various sites.

Separate line items are shown on the pricing schedule for “Asphalt, Hot Laid in Place” per tonnage per patch for:

• 10 tons or less – laid in place

• 11 tons to 50 tons – laid in place

E. FLEXIBLE PAVEMENT PLANING: When required, the Contractor shall perform flexible pavement planing (milling) as directed by the VDOT Representative (CA) or designee. The planing (milling) equipment shall have a minimum 36" working width and 5"cutting depth capability and may be tractor or skid steer mounted. The price for flexible pavement planing shall include all equipment, labor, supervision, traffic control, incidentals, and disposal of materials. The

Contractor shall be responsible for removing and properly disposing of all milling debris to ensure that the material does not accumulate and create drainage issues along the edge of the pavement. Spot milling consists of milling multiple locations of variable widths and lengths as determined by the VDOT Representative (CA) or designee. Payment will be made upon dimensions of each spot location. All related costs for this service shall be included in the unit price. The

Contractor and the VDOT Representative (CA) or designee shall agree upon and document all quantities at the end of each shift.

Separate line items are shown on the pricing schedule for flexible pavement planing per size of patch per inch in depth for:

• 100 square yards or less

• 101 to 500 square yards

F. SURFACE REPLACEMENT: The Contractor shall completely restore (replace) the final pavement surface to finish grade with new asphalt, prior to opening such work area up to traffic. The Contractor shall not leave any uneven grades or drop-offs upon the conclusion of each workday period.

G. PAVEMENTS AND MARKERS: When work assignments involve the removal of existing or missing pavement markings or markers, VDOT will be responsible for replacing accordingly. However, the Contractor shall not remove/destroy any more markings and/or markers than absolutely necessary to perform the work. The Contractor shall notify the VDOT Representative (CA) or designee at least 48 hours prior to performing any operations that would remove pavement markings in any single work location exceeding 100 feet in centerline length.

H. EQUIPMENT: The Contractor’s equipment shall meet Occupational Safety & Health Administration (OSHA) and

Virginia Occupational Safety & Health (VOSH) standards.

1. The Contractor shall provide all necessary equipment, including operators and hand tools, needed to sufficiently perform the services of this contract as specified. The equipment offered by the Contractor shall be suitable for the intended purpose.

2. The Contractor shall provide any accessories needed to operate the equipment and to efficiently perform the assigned work. This shall include, but is not limited to, all hand tools and safety supplies.

3. The Contractor shall be fully responsible for their equipment and for any liability, damages, and/or losses that may be sustained while such equipment is on site.

4. Transportation (mobilization) of all equipment shall be included in the bid price.

5. The Contractor shall ensure the equipment used under this contract is maintained in good repair and operating condition.

6. No payment will be allowed for equipment downtime or servicing of equipment.

7. The Contractor shall have equipment fueled and ready to begin operations prior to reporting to the work site.

8. VDOT reserves the right to supply additional trucks and/or equipment from other sources if deemed necessary to efficiently complete projects.

I. PERSONNEL:

1. The Contractor shall ensure their capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. The Contractor shall have sufficient laborers and operators to complete the assigned work.

2. The Contractor shall provide a minimum of one (1) complete crew adequately qualified for the work described herein. Each crew shall have qualified operators and all required equipment to perform operations, with each crew having a minimum of one (1) person with Intermediate Work Zone Certification and VDOT Asphalt Field Level 1 and 2 Certification. The Contractor shall have a Certified Asphalt Field Level 2 technician present during all paving operations. Copies of certifications must be provided within two (2) business days of VDOT’s request if not submitted with the bid.

2. All crew persons shall possess the knowledge, skills, and abilities to perform all aspects of operation of the equipment and follow the practices and methods of roadway maintenance and construction used by VDOT. The operators shall be capable of completing the assigned work. The operator of each piece of equipment shall possess a valid

Commercial Driver’s License (CDL) when required for the equipment being operated. The Contractor shall comply with all environmental regulations necessary to complete the project.

3. Additionally, any crew member that is performing flagging services shall speak only in English while performing this duty, as required by the Virginia Work Area Protection Manual (VWAPM).

J. DISPOSAL: The Contractor shall dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material, and/or debris shall be left within the completed work area nor buried on the job site but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. The Contractor shall not use VDOT dumpsters for debris disposal. The cost of disposal shall be incorporated in the bid pricing.

If the Contractor discovers any suspicious activity or suspected hazardous or foreign material within the VDOT Right of

Way, while engaged in any active and/or standby operations performed under this contract, the Contractor shall immediately report such discovery to the law enforcement authorities, and to the VDOT Representative (CA).

K. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to industry standards and to the complete satisfaction of the VDOT Representative (CA) or designee.

2. CONTACT PERSON: The Contractor shall assign a contact person, who shall be responsible for assigning and coordinating work, notifying the VDOT Representative (CA) of crew locations on a daily basis, processing daily/weekly reports, handling general contract performance issues and meeting with VDOT representatives as needed. This contact person shall be equipped with a functional cellular telephone at all times, which is effective throughout the counties covered by the contract. The contact person’s name and cellular phone number shall be required prior to commencement of work activities. Refer to Fillable Attachment D, Normal and Emergency Contacts.

3. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct of all personnel while at the work site.

4. CREW SUPERVISION: When the job requires multiple pieces of equipment and a foreman to be present, it shall be the Contractor’s responsibility to assign a crew supervisor, who shall supervise and direct the work of his employees at all times. The Contractor shall make onsite visits to the job site.

5. CONTRACTOR’S PERSONNEL: The Contractor’s personnel shall at all times serve the traveling public, landowners and citizens throughout the Hampton Roads District in a courteous and respectful manner. The

Contractor’s personnel shall refer all public questions concerning work planned, performed or promised to the VDOT

Representative (CA) or designee.

6. BEHAVIOR: Behaviors displayed by the Contractor’s employees, such as catcalling, whistling, leering, and other similar gestures shall 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.

7. VA811: When digging is required, the Contractor shall contact VA811 to mark underground utilities prior to the performance of work. The Contractor shall not dig until verifying the marking has occurred. The Contractor shall be responsible for any damages caused when VA811 guidelines are not followed.

8. SIGNS OR ADVERTISEMENTS: No signs or advertisements shall be posted on VDOT’s property without prior written approval by the VDOT Representative (CA).

9. REVIEW OF WORK SITE: The VDOT Representative (CA) or designee, will review the work site with the

Contractor prior to the start of work.

10. DELIVERY, PARKING, AND STORAGE: The Contractor shall not deliver nor store equipment within the VDOT

Right-of-Way or on VDOT property without first obtaining written permission from the VDOT Representative (CA).

However, if the VDOT Representative (CA) approves the parking and storage arrangements, VDOT will not be responsible for any loss or damage to the Contractor’s equipment that is left at the site.

11. 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 VDOT Representative (CA) may do so and charge the costs to the Contractor. The Contractor shall dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material and debris shall be left within the completed work area or buried on the job site, but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

L. SAFETY REQUIREMENTS:

1. The Contractor’s personnel shall at all times wear approved protective clothing, safety garments, and any other equipment required to meet OSHA and VOSH standards. They shall obey all traffic and safety rules and regulations and shall not create any hazardous conditions within their operation. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety garment shall have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

2. The Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards for such items by the American National Standards Institute Manual (ANSI Z133.1-1994).

3. The Contractor shall be responsible for reviewing the area and picking up any material that would possibly damage their equipment or the traveling public when patching.

4. Maintenance operations shall run only in the direction of traffic.

5. The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

6. During the execution of the work, the VDOT Representative (CA) or designee, will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the worker’s and/or general public, for failure to carry out orders for such period, 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 in the public’s interest.

M. TRAFFIC CONTROL: All traffic control shall conform to the latest VDOT approved edition of the Manual on Uniform

Traffic Control Device Standards (MUTCD), and the latest edition of the Virginia Work Area Protection Manual

(VWAPM).

1. The Contractor shall be responsible for furnishing and properly placing all signs, sign stands, Portable Temporary

Rumble Strips (PRTS), flagging paddles, flagging services, flags, channeling devices, cones, arrow panels, truck-mounted attenuators, vehicles, and other items necessary for traffic control.

2. The Contractor shall use the current VWAPM to determine the correct Traffic Control measures needed for the type of roadway on which repairs are being performed. The Contractor shall be responsible for obtaining subsequent revisions of the Manual and for implementing any revised traffic control measures during each term of the contract.

3. The VDOT Representative (CA) or designee will suspend operations at the Contractor’s expense if incorrect traffic control measures are set up. The Contractor shall be required to cease all operations and remove the lane and/or shoulder closures. The Contractor shall then submit a hand-drawn sketch of the proposed revised traffic control plan to the on-site VDOT Supervisor for approval. The Contractor shall not resume operations until the corrected Traffic

Control measures are fully implemented. If the Contractor has questions, they shall immediately contact the VDOT

Representative (CA) or designee for clarification. In the event of a dispute, the VDOT representative may contact the

District Work Zone Safety Coordinator for resolution. The Work Zone Safety Coordinator will have the final decision.

4. The Contractor shall be responsible for the proper transportation, display, and removal of all traffic control devices. The Contractor shall remove signs and stands at the end of each day’s work, except as needed for overnight safety.

5. All lane closures and infringements shall be coordinated with the Hampton Roads Traffic Operations Center (TOC).

The Contractor shall notify the TOC control room of emergencies and lane closures upon the start and conclusion of the work zone. VDOT will provide the telephone number and contact person to the successful bidder prior to the start of work.

N. AUTHORIZED WORK HOURS:

1. STARTING TIMES AND SCHEDULES: Work will be assigned on an as-needed basis, as determined by the

VDOT Representative (CA) or designee. Starting times and scheduled hours may vary and will be at the discretion of the VDOT Representative (CA) or designee. The Contractor shall report to the work site within five (5) days after notification, unless otherwise mutually agreed upon with the VDOT Representative (CA) or designee. All work performed under this contract shall be performed Monday through Friday. Weekend work may be performed if approved in advance by the VDOT Representative (CA) or designee.

2. STATE HOLIDAYS: Work shall not be performed any Virginia state or federal holidays unless approved by the

VDOT Representative (CA) or designee. If holidays occur on a Sunday, the following Monday shall be considered the holiday. Work will not be permitted from 12:00 p.m. (noon) the day before a holiday and will not be permitted again until the day after a holiday. When a holiday falls on a Monday, work will not be permitted after 12:00 p.m.

(noon) the preceding Friday and when a holiday falls on a Friday, work will not be permitted until the following

Monday, unless otherwise approved by the VDOT Representative (CA) or designee.

O. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: VDOT will issue Purchase Orders, prior to the commencement of work, for billing purposes only. VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase

Order(s). Work shall not commence until a Purchase Order has been issued. Work Orders will be issued identifying the work to be accomplished, work location, and a deadline for completion. Failure to meet established deadlines may result in the termination of the contract.

2. CONFIRMATION/RESPONSE TIME: After receipt of Work Order, the Contractor shall confirm, by e-mail, the acceptance of work assignment within 24 hours. The Contractor may, at the time of notification, request additional time to respond. The VDOT Representative (CA) will approve or deny requests for additional response time on a case-by-case basis.

3. CONTINUOUS OPERATION REQUIRMENT: The Contractor shall provide a continuous operation once they commence work. If work is not performed in this manner, a Procurement Complaint Form may be issued, which may ultimately result in the default of the contract in accordance with General Terms & Conditions, Default, Paragraph P.

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

P. RESPONSE REQUIREMENTS: Upon notification from VDOT, the Contractor shall have five (5) business days for

Regular Response Mobilization to commence work, unless otherwise scheduled with the Contractor by VDOT (see

Critical Need/Immediate Response Requirements below). The Contractor shall give VDOT notice of when work will commence, no later than twenty-four (24) hours prior to reporting to work locations. If the Contractor is actively prosecuting work under this contract on previously scheduled locations when VDOT notifies the Contractor of additional locations, the time limit for the additional locations may begin upon completion of the work under way in that particular

Area Headquarters, or as approved by the VDOT representative, unless the new assignment is deemed urgent. Service under this contract may be required for emergency situations (including restorative work after floods, hurricanes, snow storms and other severe weather circumstances), which would require a response time per the emergency situation. In cases of emergency, VDOT may contract services elsewhere if the Contractor cannot respond as needed.

• CRITICAL NEED/IMMEDIATE RESPONSE REQUIREMENTS: When there is a requirement for a critical mobilization, the Contractor shall confirm within two (2) hours after being contacted by the VDOT Representative

(CA) and work shall begin within eight (8) hours. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT on a case-by-case basis.

• CRITICAL/IMMEDIATE MOBILIZATION: In the event of a critical/immediate need, the VDOT

Representative (CA), may request the Contractor furnish any or all listed equipment within eight (8) hours of notification. A critical mobilization payment of $1,500.00 will apply. If the Contractor is unable to perform, VDOT may procure these services from another source.

Q. SHOW UP TIME: The Contractor shall receive a flat rate of $1,000.00 if the Contractor is unable to perform due to circumstances deemed beyond the control of the Contractor (emergency situations for VDOT), and the proper personnel and equipment have reported to the Project Location or assigned Area Headquarters by the time determined by VDOT.

VDOT reserves the right to determine if the Contractor qualifies for show up time. It shall be the Contractor’s responsibility to contact the VDOT Representative (CA) or designee in the event of inclement weather to discuss if work can be performed that day. No payment will be allowed for showing up during inclement weather without the approval of the

VDOT Representative (CA) or designee.

R. QUALITY CONTROL – FINAL INSPECTION: At the completion of each assigned project, the Contractor shall demonstrate to the VDOT Representative (CA) or designee that the work is in compliance with the specifications set herein and any codes applicable. Any deficiencies shall be corrected by the Contractor at the Contractor’s sole expense within forty-eight (48) hours and prior to final acceptance of the work. A final inspection result of “satisfactory” is required prior to billing for the work. Final inspection results will be returned to the Contractor via the completed Work Order Form, signed by an authorized VDOT representative. (Final inspection result of “satisfactory” may be judged by, but is not limited to, the following criteria: proof of compliance with Road and Bridge Specifications, completion of all aspects of the scope of work in the timeframe allotted, status reports from contract as well as VDOT personnel, completed timesheets and proper billing).

V. PRE-BID CONFERENCE:

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

INVITATION FOR BIDS.

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

Payment for pavement patching operations will be made IN TONS PLACED. There are two (2) line items for “Asphalt, Hot

Laid in Place”; reference Section IV, Paragraph D. Asphalt, Hot Laid in Place. This price shall include removing and disposing of unsuitable materials, preparing the areas, providing and applying tack coat, placing asphalt materials, compaction, and all cost for maintenance of traffic items. The unit price must include all equipment, including, but not limited to asphalt distributor, paver, trucks, roller, operators, traffic control, fuel, cost of transportation, flag persons, foreman, and miscellaneous tools to accomplish the work.

mailto:edi@doa.virginia.gov

Payment for flexible pavement planing will be by the square yard per inch per the pricing schedule. There are two (2) line items for flexible pavement planing; reference Section IV, Paragraph E. Flexible Pavement Planing. This price shall include milling and removal of materials and all cost for maintenance of traffic items.

The Contractor must confirm all material quantities with the designated VDOT Representative. If any asphalt tonnage remains at the end of the workday, the VDOT Representative (CA) or their designee and the Contractor’s Representative will jointly determine the amount left. That amount will be deducted from the final ticket. Both the Contractor’s Representative and the

VDOT Representative (CA) or designee must sign the final asphalt ticket on a form provided by VDOT. VDOT also requires copies of all asphalt tickets.

VII. INVOICING:

Invoices may be submitted twice a month 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

23116 Meherrin Road

Courtland, VA 23837

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

https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 9:00 AM EST on November 5, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/293572645758945?p=6OoCsk2DU4J6oUhyaC

Meeting ID: 293 572 645 758 945

Passcode: 3U3Bt6uR

Need help? | System reference

Dial in by phone

+1 434-230-0065,,200484298# United States, South Hill

Find a local number

Phone conference ID: 200 484 298#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 119 592 632 5

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.

https://teams.microsoft.com/meet/293572645758945?p=6OoCsk2DU4J6oUhyaC https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmIyZTk5NzQtNDdlNi00ODRlLWJkMmItYTU0MjViZjdlOGZh%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22fcddfedb-ac22-4d07-ad42-13700f92a1ea%22%7d tel:+14342300065,,200484298 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=200484298 https://www.webex.com/msteams?confid=1195926325&tenantkey=commonwealthofvirginia&domain=m.webex.com http://www.eva.virginia.gov/

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

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

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

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

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor.

The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

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

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

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

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

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

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

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

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

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

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

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

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of

Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

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

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

4363 and -4364.

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

2. To Subcontractors:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract.