CAPITAL REGION AIRPORT COMMISSION

RICHMOND INTERNATIONAL AIRPORT

INVITATION FOR BID

IFB NUMBER: 27-1006

TITLE: LANDSIDE SNOW REMOVAL SERVICES

ISSUE DATE: Friday, October 2, 2026

SEALED BIDS DUE:

(Electronic or Paper Submission)

Thursday, November 5, 2026 @ 3:00 PM

Electronic Submission: eVA website: https://eva.virginia.gov Paper Bids shall be Delivered to:

Capital Region Airport Commission 1 Richard E. Byrd Terminal Drive, Suite C

Richmond International Airport, VA 23250-2400 ATTN: Procurement Department

SEALED BID OPENING: THURSDAY, November 5, 2026 @ 4:00 PM Join live opening on Microsoft Teams

ISSUING AGENCY:

CAPITAL REGION AIRPORT COMMISSION

1 RICHARD E BYRD TERMINAL DRIVE, SUITE C

RICHMOND INTERNATIONAL AIRPORT, VA 23250

All inquiries resulting from this solicitation should be addressed to Arquesia S. Haskins, Senior Procurement Specialist at ahaskins@flyrichmond.com by Tuesday, October 20, 2026 at 4:00 p.m. to be considered. Direct contact by a bidder concerning this solicitation with any other airport representative is prohibited, unless it is otherwise noted in this document.

Unauthorized communications may result in the disqualification of the bidder from this procurement.

Signing below certifies the signer is an authorized representative of the Bidder and agrees to abide by all terms and conditions of the Invitation for Bids. This page must be returned with the Bid Form.

Complete Legal Name of Firm: ________________________________________________________

Address: ________________________________________________________

Remit To Address: ________________________________________________________

Signature: __________________________________ Email: ___________________________

Name (type/print): ___________________________ Title: ____________________________

Fed ID No.: _________________________________ Phone: ___________________________

This public body does not discriminate against faith-based organizations or a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state or federal law relating to discrimination.

https://eva.virginia.gov/index.html https://teams.microsoft.com/meet/226333712238481?p=bSYs4LKHc9DaX4hPZg mailto:ahaskins@flyrichmond.com

TABLE OF CONTENTS

This IFB consists of the cover pages and the sections and attachments listed below.

SECTION TITLES & ATTACHMENTS PAGE

SECTION I – INTRODUCTION 1

SECTION II – INFORMATION & INSTRUCTIONS TO BIDDERS 1

SECTION III – SCOPE OF SERVICES 5

SECTION IV – DISADVANTAGED BUSINESS ENTERPRISE (DBE)

POLICIES AND REQUIREMENTS

SECTION V – TERMS AND CONDITIONS 19

SECTION VI – QUALIFICATIONS OF BIDDERS 32

SECTION VII – SECURITY REQUIREMENTS 34

SECTION VIII – BID FORM 36

STATE CORPORATION COMMISSION (SCC) FORM 42

ATTACHMENT A – REFERENCES 43

ATTACHMENT B – CERTIFICATE OF NON-COLLUSION 44

ATTACHMENT C – LIST OF SUBCONTRACTORS 45

ATTACHMENT D – NO BID RESPONSE 46

ATTACHMENT E – CONTRACT PARTICIPATION FORM 47

ATTACHMENT F – LETTER OF INTENT 48

SECTION I: INTRODUCTION

A. PURPOSE

The Capital Region Airport Commission (the “Commission”) invites sealed bids from qualified contractors to provide landside snow and ice removal services at Richmond International Airport (the “Airport”). Services include plowing, snow blowing, shoveling, spreading sand/salt mixtures and deicing chemicals, authorized standby, supplemental snow hauling, and authorized purchases of salt and sand from the Contractor as needed. Services support safe landside access and uninterrupted Airport operations during winter weather.

B. BACKGROUND

The Capital Region Airport Commission, a political subdivision of the Commonwealth of Virginia (herein referred to as the “Commission”), invites interested, qualified firms to submit bids for Landside Snow Removal Services at the Richmond International Airport (herein referred to as “Airport”). The services will be administered by the Commission’s President and Chief Executive Officer and designated staff and will commence following the execution of a contract.

Richmond International Airport requires on-call snow and ice removal to maintain safe and accessible landside roadways, parking areas, garages, sidewalks, and terminal entry areas during winter weather. The Contractor shall provide the personnel and equipment described in Section III and shall coordinate all services with the Commission.

The initial contract term is one (1) year beginning on the effective date stated in the executed contract. The Commission, in its sole discretion, may renew the contract for up to four (4) additional one-year terms under Section V. Services may begin only after contract execution and written Notice to Proceed.

SECTION II: INFORMATION AND INSTRUCTIONS TO BIDDERS

A. OBTAINING BID DOCUMENTS

Bid documents are published on eVA at https://eva.virginia.gov/, under Business Opportunities and then clicking on Virginia Business Opportunities (VBO) and are available for download from this website.

The bidder shall be responsible for ensuring that all drawing sheets and specification sections listed in the table of contents are included in the bid documents and that they are legible.

Coordination of specification sections, trades, and subcontractor scopes of work is the sole responsibility of the bidder.

https://eva.virginia.gov/index.html

B. QUESTIONS CONCERNING BID

Written questions must be submitted by email to ahaskins@flyrichmond.com and received by Tuesday, October 20, 2026 at 4:00 PM Eastern Time. Include “IFB 27-1006 Landside Snow Removal Services” in the email subject line. Responses to timely submitted questions and any necessary revisions to this IFB will be issued by Commission addendum posted on eVA. Addenda will be issued sufficiently in advance of bid closing to allow bidders ample time to review the changes and make any necessary amendments to their bid documents. The Commission may extend the bid deadline by addendum when necessary to provide adequate time to respond to the changes. No fixed date for issuance of addenda is established. Bidders are responsible for monitoring eVA and acknowledging all addenda with their bids. Only a written addendum issued by the Commission may revise this IFB; oral statements do not modify its requirements.

C. PRE-BID CONFERENCE

A nonmandatory pre-bid conference will be held on Thursday, October 15, 2026, at 2:00 PM Eastern Time. Bidders may attend in person in the Commission South Conference Room (second floor, adjacent to the south end ticket counter), Airport Terminal Building, 1 Richard E. Byrd Terminal Drive, Richmond International Airport, VA 23250, or virtually through Microsoft Teams using the access information below.

A site tour of the designated landside snow-removal service areas will be included and will begin immediately following the conference. Participation in the site tour requires in-person attendance; the tour will not be available virtually. Bidders are strongly encouraged to attend the conference and site tour to understand the service areas, access restrictions, parking garage clearance and weight limits, and operating requirements.

Attendance at the conference or site tour is not a condition of submitting a bid. Statements made during the conference or site tour are not binding unless incorporated into a Commission addendum.

Join: IFB 27-1006 Landside Snow Removal Services Pre-Bid Conference

Meeting ID: 268 198 988 245 073 Passcode: p7P4ZZ2P

Dial-in: +1 321-754-9474 Phone conference ID: 357 739 962#

D. BID SUBMISSION REQUIREMENTS

1. Bid Form: Each bidder shall submit a completed Bid Form and all other bid requirements as outlined in this Invitation for Bids. No erasures shall be permitted. Errors and other changes shall be struck through with a single line and initialed.

Bids shall be furnished in accordance with the Pricing Schedule contained within the Bid Form. Enter all required hourly rates, material unit prices, and totals in numerical figures and the Total Evaluated Bid Price in words. Unit rates govern extensions, and correct arithmetic governs sums. Corrected extensions and numerical totals govern any inconsistent amount stated in words. Figures shall be written in ink or typed.

2. Submission: The Bid Form shall be signed by the Bidder or by an authorized https://teams.microsoft.com/meet/268198988245073?p=A5yHeVZ8xnnYXhTWWI representative of the Bidder and enclosed along with other bid requirements. Any additional information the bidder wishes to include must be submitted with the bid documents. The bid package submission using either the electronic or paper option is available for this solicitation.

Electronic Submission Option

The electronic bid submission will be received up to 3:00 PM on Thursday, November 5, 2026, on Virginia’s Marketplace website: https://eva.virginia.gov/.

The bidder must be registered in eVA to submit an electronic bid. The bidder must submit one (1) complete copy of the bid and all required documents and/or attachments.

The following are instructions for submitting an electronic bid:

a. Go to https://eva.virginia.gov/.

b. Click on “I Sell To Virginia”;

c. Click on “eVA Supplier Training”; and

d. Click on “Viewing and Responding to Solicitations Video”.

If a bidder needs assistance submitting an electronic response, the bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov.

Before the bid's due date, bidders should:

• Check the status of the solicitation on eVA at https://eva.virginia.gov/ by clicking on Business Opportunities and then clicking on Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.

• Check the Solicitation in VBO for all attachments and documents to be completed and submitted; and

• Complete all attachments, amendments, exhibits, product information, etc., and attach them electronically to the bidder’s electronic submission.

Paper Submission Option

The sealed paper bid submission will be received up to 3:00 PM on Thursday, November 5, 2026. The paper bids shall be submitted in a sealed envelope and marked with the solicitation title, Invitation for Bid number, and the bidder’s name and address.

Submit one (1) original signed bid and all required attachments.

If sending the bid by U.S. Mail, Courier, or Hand delivery, submit the sealed bid to:

Capital Region Airport Commission Attn: Arquesia S. Haskins, Senior Procurement Specialist 1 Richard E. Byrd Terminal Drive, Suite C Richmond International Airport, VA 23250-2400 The Commission must receive complete sealed bids no later than Thursday, November 5, 2026 at 3:00 PM Eastern Time. Submit by one of the following authorized methods.

Bids transmitted by email, fax, or other unauthorized means will not be accepted. Late bids will not be considered; late paper bids will be returned unopened. Bids will be publicly opened and read aloud on Thursday, November 5, 2026 at 4:00 PM Eastern https://eva.virginia.gov/index.html https://eva.virginia.gov/index.html mailto:eVACustomerCare@dgs.virginia.gov https://eva.virginia.gov/index.html

Time live via Microsoft Teams. The opening identifies bids received and prices; it does not determine responsiveness, responsibility, or award.

Join: IFB 27-1006 Landside Snow Removal Services Virtual Bid Opening

Meeting ID: 226 333 712 238 481 Passcode: Lk99px94

Dial-in: +1 321-754-9474 Phone conference ID: 528 553 713#

1. Copy of Documents to Subcontractors. Before submitting a bid, the Contractor shall provide to any subcontractor anticipated to provide more than 15% of the total contract value an electronic copy of this Invitation for Bid and the plans and specifications for the scope of work that is the subject of this Invitation for Bid. This document-sharing requirement is separate from the Attachment C disclosure requirement: subcontractors performing more than 5% of the total contract value must be identified in the List of Subcontractors submitted with the bid.

E. BID ACCEPTANCE

Bidders are solely responsible for reviewing, complying with, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid rejection. Changes to the solicitation forms or formats are prohibited except where clearly instructed and permitted.

Bids considered irregular may be rejected. Irregularities include, but are not limited to, the following:

1. Bids not written in ink or not typed.

2. Bids reserving the right to accept or reject an award or a qualifying award based on acceptance.

3. Bids not properly signed.

4. Erasures or alterations not initialed by the bidder.

5. Bids that are unbalanced in unit price or lump sum price, either above or below the cost analysis values as determined by the Commission.

6. Unauthorized additions, conditions, alternative bids, or other irregularities that may make the bid incomplete, indefinite, or ambiguous.

F. No contract shall result from the submission of any bid, and no liability shall accrue to the

Capital Region Airport Commission with respect thereto until a written contract or purchase order and accompanying documents have been fully and completely executed on the part of the successful bidder and the Commission, incorporating the terms hereof.

G. TRADE SECRETS AND PROPRIETARY INFORMATION

Procurement records are subject to public inspection under the Virginia Freedom of Information Act and Code of Virginia Section 2.2-4342. To request protection for trade secrets or proprietary information under Section 2.2-4342(F), the Bidder must invoke protection before or when submitting the information, identify the specific material to be protected, and explain why protection is necessary. An entire bid, material that is not a trade https://teams.microsoft.com/meet/226333712238481?p=bSYs4LKHc9DaX4hPZg secret or proprietary, line-item prices, and total bid prices may not be designated confidential.

Submit a clearly identified redacted copy when requesting protection and retain an unredacted copy for Commission review.

SECTION III: SCOPE OF SERVICES

A. General Requirements

Contractor(s) shall furnish all labor, material (unless otherwise specified), supplies, equipment, transportation, and incidental items of any kind as may be required to perform the removal of snow/ice and/or spreading of a salt/sand mix and/or deicing chemicals at all designated landside Commission facilities. The facilities include but are not limited to Commission owned parking areas, primary roadways, secondary roadways, drive lanes, terminal entry roadways, vehicle entry ways, and available parking. These areas include, but are not limited to:

Surface Parking Areas:

• Economy Parking Lot A

• Economy Parking Lot B

• Employee Parking Lot

• Valet Parking

• Daily Surface Lot located Between Parking Garage Structures

• Taxi Staging Area

• Cell Phone Lot

Parking Garages:

• North & South Parking Garage Upper Levels (4th Floor) and Exposed Ramps

• North & South Parking Garage Exposed 3rd Levels

Primary and Secondary Roadways:

• Airport Drive (Williamsburg Road to Charles City Road)

• All Landside Commission Owned Secondary Roads

• All Terminal Entry and Exit Roadways

• Parking Garage Exit Roadways

• The contractor must have the ability to spread materials and will be required to clear pedestrian walkways as directed by the Commission.

• The contractor will be required to be on standby to begin clearing operations once accumulations reach 2” or as directed by the Commission. The Commission may furnish materials or authorize purchases of salt and sand from the Contractor as provided in the Purchase of Salt and Sand subsection below.

• The snow removal activities are specified in the sections following this paragraph, and the services shall be performed in accordance with all terms, conditions provisions, requirements and specifications as set forth herein. The Contractor shall be fully capable of performing the required services in a worst case scenario of an expected snowfall of greater than 2 inches on all locations.

B. Service Requests and Documentation

• SERVICE REQUESTS AND CHECK IN/CHECK OUT PROCEDURES: Upon a telephone or email request for service by the Commission, Contractor shall mobilize and be on-site for snow removal. The Contractor’s supervisor assigned to this contract shall check in and out with the Commission representative upon arrival where work is to be performed. At check-in, the Contractor’s supervisor shall provide a cell phone number.

• The Contractor shall respond on site within a reasonable time not to exceed one and one-half (1-½) hours after receipt of telephone or email notification. At notification the Commission will inform the Contractor of the intended level of response, based on the weather forecast. The level of response shall generally be based on one of two expected winter storm events, one with an expected accumulation of two (2) to six (6) inches, the other an expected accumulation of more than six (6) inches.

• The Contractor shall not perform work outside of the scope of this contract without express written consent of the Commission.

• Upon completion of the assigned snow removal services, the on-site supervisor shall provide a clear and legible record of services performed, the date and time of arrival/departure at the airport, number and names of employees on site, documentation of all work performed, and any additional information as required. Prior to departure, an authorized Commission signature shall be on all service reports that indicate time of completion. Failure to comply may require the Contractor to make an adjustment(s) to any invoice(s) requesting payment for services rendered without proper documentation or signature.

• Payment for active services is limited to authorized productive hours at the job site, beginning after the Contractor’s on-site supervisor checks in with the Commission.

Travel and transportation of workers, equipment, and incidental materials are overhead and must be included in the hourly rates. Delivery of salt and sand purchased under Items 12 and 13 is included in the applicable delivered material unit prices. Work may be required at any time; no separate overtime, weekend, holiday, or after-hours premium is payable. Authorized on-site standby is payable only as stated in Section VIII. Apply the applicable hourly rates in Section VIII and do not bill any resource simultaneously under more than one item.

• All work performed under this Contract shall be supported by a service call receipt prepared by the Contractor and provided to the Commission at the completion of work performed.

• Each service call receipt shall reflect the job site activity including time of arrival of equipment, type of equipment, number of equipment operators and shovelers, and the departure time.

• The service call receipt shall be authenticated at termination of the service call by signature of the Commission representative. A copy of the service call receipt shall be provided to the Commission.

C. Equipment

• The Contractor’s equipment, including trucks, plows, trailers, snow blowers, spreaders and other equipment required for the completion of the snow removal tasks in this Contract shall be of such a type as to accurately and effectively perform the task intended or specified, and cause no hazards or damages to the properties, tenants, passengers, staff or other persons on Airport grounds. The Contractor shall maintain equipment in good condition so as not to leak fuel or other lubricants or produce excessive noise or noxious fumes beyond normal functioning levels as prescribed by the manufacturer. The Contractor shall not spill fuel. The Contractor shall provide equipment maintenance schedules and techniques upon award of the contract.

• All equipment utilized by the Contractor for snow removal operations must be properly maintained and in full operating condition at the time of arrival on the Airport. If the Contractor experiences an equipment malfunction, including but not limited to breakdowns, vehicles towed or moved, or other problems, this information must be immediately relayed to the Commission. In the event the problem or malfunction cannot be repaired or resolved within one hour after notification, the Contractor shall replace the malfunctioning equipment with similar, operating equipment within one (1) hour. No additional payment shall be made for equipment replacements or substitutions made due to malfunctions of the Contractor’s equipment.

• The Contractor’s trucks and trailers or other equipment parked in roadways must be clearly marked with safety cones or other warning devices to ensure that the public is aware of their presence during snow removal operations. The Contractor is completely responsible for all actions of his personnel and the operation of equipment related to the performance of activities or assignments under this Contract. Further, the Contractor shall take any and all actions or precautions required to protect the public from injury and

Commission or privately owned property on Commission property from any damage. All equipment used by the Contractor in the performance of the work shall be of a type and quality to accurately and effectively perform as intended and shall do so without injury to the public or damage to Commission or privately owned property on Airport premises.

• Vehicles are to be operated with extreme care on the property to preclude and prevent injury to staff or the public, or damage to pavements, plantings, furniture, or other property or facilities owned by the Commission. In the event of injury or property damage, Contractor shall immediately notify the Commission.

• All trucks assigned shall be equipped with a hydraulic control snowplow of the maximum size allowable for the type and size of the truck. All trucks shall be equipped with a salt/sand mix spreader operable from the driver’s compartment. All trucks reporting to the Airport shall report to the maintenance facility for loading of sand and chemicals. Should the salt/sand mix not be fully spread during snow removal operations, the Commission representative will provide direction for appropriate disposal.

• Vehicles for plowing snow in parking decks shall have a rubber blade cutting edge. All equipment used in garages shall weigh no more than 8000 pounds fully loaded and be no taller than 8' 2".

• The Contractor shall ensure that all employees operating equipment used in snow removal operations have been properly trained in its use, including safety processes and procedures of any kind.

• When snow removal operations occur at night, all employees shall be equipped with flashlights, and at a minimum, one set of replacement batteries.

• Contractor’s employees assigned to shoveling operations shall be equipped with fiber or plastic-edged snow shovels and shall have adequate supplies of calcium chloride or other ice melting chemicals and spreading equipment to apply the chemicals to shoveled areas.

The Commission will provide all supplies of calcium chloride or other ice melting chemicals prior to shoveling operation.

D. Work Plan

For the initial contract year, the Commission will furnish its Snow Plan upon award. For each subsequent contract year, the Commission will furnish the Snow Plan no later than October 15th. The Snow Plan identifies landside areas to be serviced by the Contractor under this contract and areas to be serviced by Commission staff. Within five (5) working days after receiving the Snow Plan, the Contractor shall schedule a coordination meeting with the Commission representative to resolve outstanding requirements. Within ten (10) working days after that meeting, and before beginning services unless otherwise directed in writing, the Contractor shall submit a detailed plan of operation. The plan shall incorporate personnel badging and security requirements to support uninterrupted services, restate the performance and work requirements including plowing frequencies, and include:

• The name and telephone number(s), including a cell phone of a contact person that has total responsibility of addressing and providing solutions to any deficiencies that may occur during the contract term.

• The name of the Contractor’s Supervisor and names of all employees assigned to work under this contract.

• A list of all subcontractors that may be utilized in the performance of this contract.

• A copy of the company’s safety program to include a training schedule and the availability/location of all first aid kits.

• A copy of the Personal Protective Equipment program in accordance with applicable OSHA requirements, including 29 CFR Part 1910, Subpart I (Sections 1910.132– 1910.140).

• A copy of the Contractor’s Hazardous Communications Plan in accordance with OSHA

29 CFR 1910.1200.

E. Hours of Work

1. The Airport operates 24 hours, 7 days per week. Contractor shall be available and ready to mobilize at any time as a result of a service request. Normal operation shall be within those parameters; no additional overtime premium will be paid.

2. No additional compensation will be made to the Contractor regardless of the day or hours that are worked outside of the Contractor’s normal operating schedule.

F. Contractor Personnel

1. The described work shall be performed by the Contractor’s personnel who are qualified and experienced with this type of work under the full-time supervision of the Contractor. The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.

2. All personnel employed by the Contractor to perform services under this contract shall be thoroughly trained in the techniques and methods of snow removal and deicing techniques prior to assignment to work under the Contract. Personnel employed shall be able to communicate in English. To ensure that all Contractor personnel are easily identified while on the Airport, they shall at all times wear uniforms with prominent identification cards supplied by the Contractor.

3. The Contractor shall furnish a competent on-site operational Supervisor to direct Contractor personnel and maintenance operations at all times. The Contractor’s supervisor shall be fluent in English. The names and qualifications of proposed Supervisors shall be included as part of this bid. In the event a Supervisor other than those provided is to be substituted, the name(s) and qualification(s) of such Supervisors are to be provided no less than five (5) working days before the supervisor is to be on site.

4. All Contractors’ employees shall maintain the appropriate appearance and personal conduct while on premises. The Contractor shall ensure all proper and appropriate licenses, including valid driver’s licenses appropriate to the vehicles operated, are in place prior to start of operations. The Commission reserves the right of final acceptance and/or removal of any Contractors’ employees.

5. The Contractor shall provide all employees with a visible photo identification badge listing the employee and company name. Photo identification badges must be worn by all employees assigned to the work site and must be properly displayed at all times. The Contractor shall also provide uniforms that must be worn by employees at all times on the work site. The Airport requires security badges for entrance to any location within the Airport Operation Area, including the Maintenance Facility.

6. The Contractor shall have total responsibility for ensuring that all employees are legally qualified to engage in work in the United States and that the Contractor’s employment practices are in full compliance with all prevailing laws, including applicable federal employment eligibility verification requirements. Should a concern arise that any of the Contractor’s employees are not legally qualified to work in the United States, the Contractor shall be required to show written documentation furnished at the time of hiring and explain why such documentation was not verified. Failure to comply with all immigration laws may result in immediate termination of the contract.

7. The Contractor shall be responsible to ensure that personnel adhere to all applicable safety regulations, including but not limited to:

• Hazard Communication Program (OSHA 29 CFR 1910.1200)

• Personal Protective Equipment Program (OSHA 29 CFR Part 1910, Subpart I, Sections 1910.132–1910.140)

The Contractor shall ensure that personal protective equipment is provided to all employees while performing work under this contract and is responsible to ensure that it is used in the appropriate manner. Further, the Contractor shall ensure that a first aid kit will be on the work site at all times and available for Contractor employees. The Contractor shall be responsible for maintaining all first aid kit supplies.

G. Snow Removal Operations

• The Contractor will be responsible for snow removal including plowing, snow blowing, shoveling, and application of deicing chemicals based on the labor and equipment requirements shown in the Bid Schedule, and priced on an hourly basis.

• When the Commission requests mobilization but active clearing is not yet required, the Contractor shall provide standby only upon express authorization from the Commission representative. Standby is compensable only while authorized equipment and operators are present on Airport property and ready for deployment. Section VIII establishes the standby package, hourly package rate, and two-hour minimum. Nothing obligates the Commission to authorize standby following a service request.

• The Commission may furnish sand and salt mixtures for truck-mounted spreaders or purchase salt and sand from the Contractor as provided in the Purchase of Salt and Sand subsection below. The Commission will furnish calcium chloride and other deicing chemicals for designated pedestrian areas. The Contractor shall provide all other incidental supplies required for a complete operation within the applicable hourly rates.

• Snow shall be piled in areas designated on maps as indicated in the Snow Plan, unless otherwise directed by the Commission. The Commission may redirect the Contractor to other landside areas for snow removal or ice control work.

• In no instance shall calcium chloride or other salt mixture be spread on the parking decks and overhead roadway surfaces unless otherwise directed by the Commission.

• Contractor response to a service request from the Commission’s Representative shall be based on the following requirements:

At a minimum, for an expected accumulation of two to six inches:

One (1) single axle dump truck with plow and operator; Four (4) shovelers, three (3) minimum ½ ton truck-mounted plows with operators; One (1) truck mounted sprayer with operator for application of liquid chemical; One (1) tractor or skid steer with front mounted sweeper broom and operator

For an expected accumulation of more than six (6) inches:

Two (2) single axle dump trucks with plow and operator; Five (5) shovelers, one (1) snow blower and operator, Four (4) minimum ½ ton truck-mounted plows with operators; One (1) truck mounted sprayer with operator for application of liquid chemical; One (1) tractor or skid steer with front mounted sweeper broom and operator;

One (1) backhoe with operator and one (1) skid steer with loader and operator, as required by the Commission.

Supplemental Task

In heavy snowfall, the Commission may direct snow to be hauled and relocated to a designated landside area of the Airport. The Contractor should have the capacity to mobilize several dump trucks if required. Price a 20-ton dump truck or greater with operator in Section VIII; actual authorized truck hours will be paid at the awarded rate.

• Nothing in this contract shall limit or restrict the Commission from adding, deleting or modifying the level of Contractor response, based on expected conditions or weather forecasts.

• The Contractor shall exercise extreme care to ensure that storm drainage inlets, manhole rings, water service valve boxes, and other similar structures normally found in streets and roadways are not damaged by plowing operations. Damage caused by the Contractor’s equipment shall be repaired at the Contractor’s sole cost.

• The Contractor is responsible for communicating with the Commission representative or his/her designee regarding the completion of snow removal/ice control in each parking lot, deck, or other assigned surface area.

H. Purchase of Salt and Sand

• The Commission may furnish salt, sand, salt/sand mixtures, and deicing chemicals for use in landside snow and ice removal. When Commission supplies are unavailable or additional salt or sand is needed, the Commission may purchase salt and/or sand from the Contractor under Items 12 and 13 of the Pricing Schedule. The Contractor shall supply materials only upon written authorization from the designated Commission representative identifying the material, quantity, delivery location, and required delivery date and time.

No minimum purchase quantity or volume is guaranteed.

• Salt shall be bulk rock salt suitable for roadway deicing. Sand shall be clean, screened traction sand suitable for use in the Contractor’s spreading equipment. Materials shall be free of debris and foreign matter. Before the first delivery, submit product information and the proposed source for Commission approval. Any salt/sand blending shall use proportions approved by the Commission. Quote separate delivered prices per short ton (2,000 pounds) for salt and sand; those unit prices include purchase, any authorized blending, transportation, delivery, unloading, applicable taxes, overhead, and profit. Pay for blended deliveries by the documented weight of each constituent at its respective unit price. Do not charge separately for material-delivery vehicles, delivery labor, or costs included in these prices. Application labor and equipment are paid under the applicable hourly service items.

I. Method of Payment

• Submit event invoices and signed service records to the designated Commission representative within twenty-four (24) hours after completing the work for review.

Itemize each pricing-schedule line used, equipment or personnel identification, authorized active or standby hours, unit rate, and extension. Include job tickets and arrival/departure records authenticated by the Commission representative. Commission-provided materials shall not be billed to the Commission. After operational approval, submit invoices electronically to payables@flyrichmond.com, referencing the contract/IFB number and purchase order number. Payment is governed by Section V.

• Pay only for actual short tons delivered, accepted, and documented by weight tickets and Commission-signed delivery receipts. Itemize material, quantity, unit price, extension, and delivery date separately from snow-removal services. For blended deliveries, document each constituent’s weight. Rejected, unauthorized, or Commission-furnished materials are not payable.

SECTION IV: DISADVANTAGED BUSINESS ENTERPRISE (DBE) POLICIES AND

REQUIREMENTS

A. COMMISSION POLICIES

DBE Program Policy. The Commission has established a Disadvantaged Business Enterprise (DBE) Program to meet the U.S. Department of Transportation (DOT) DBE Program regulatory requirements and to increase the opportunities for businesses contracting with Richmond International Airport. The Commission has received Federal financial assistance from DOT, and as a condition of receiving this assistance has signed an assurance that it will comply with Title 49, Code of Federal Regulations, Part 26 (49 CFR Part 26).

It is the policy of the Commission to ensure that DBEs and small business concerns, as both are defined in 49 CFR Section 26.5, have an equal opportunity to compete for and participate in DOT-assisted contracts. The Commission is committed to taking all reasonable steps to eliminate obstacles to the participation of DBEs and other small business concerns as prime contractors or subcontractors in Commission procurements.

It is also the Commission’s policy:

i. to ensure nondiscrimination against any person or company because of race, creed, color, sex, age or national origin in the award or performance of any contract subject to the requirements of 49 CFR Part 26.

ii. to create a level playing field on which DBEs and other small businesses can compete fairly for DOT-assisted contracts.

iii. to ensure that its DBE program is narrowly tailored in accordance with applicable law.

iv. to ensure that only firms that fully meet 49 CFR Part 26 eligibility standards are permitted to participate as DBEs.

v. to help remove barriers to the participation of DBEs and other small businesses in

DOT-assisted contracts at RIC; and

vi. to assist in the development of firms that can compete successfully in the marketplace outside the DBE Program.

The Commission’s DBE Program applies only to Airport Improvement Program (AIP) funded projects. This IFB is not an AIP-funded project.

The Commission encourages businesses that may qualify as DBEs to seek DBE certification.

Businesses not certified as DBEs by one of the Virginia Unified Certification Program agencies do not count toward the Commission’s DBE participation achievements in its AIP-funded projects.

Firms interested in applying for DBE certification should contact either the Virginia Department of Small Business and Supplier Diversity (http://sbsd.virginia.gov) or the Metropolitan Washington Airports Authority (www.mwaa.com). There is no need to apply to both agencies.

DBE certification by either of these Virginia Unified Certification Program agencies is fully accepted throughout Virginia.

B. DEFINITIONS

Disadvantaged Business Enterprise (DBE) is a for-profit small business that is: 51 percent owned by one or more individuals who are both socially and economically disadvantaged or, in the case of a corporation, in which 51 percent of the stock is owned by one or more such individuals; (2) whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it, and (3) certified in accordance with the certification standards of 49 CFR Part 26 by either the Virginia Department of Small Business and Supplier Diversity (formerly Virginia Department of Minority Business Enterprise) or the Metropolitan Washington Airports Authority.

Small Business Concern is, concerning firms seeking to participate as DBEs in DOT-assisted contracts, a small business concern as defined under section 3 of the Small Business Act and Small Business Administration regulations implementing it (13 CFR part 121) that also does not exceed the cap on average annual gross receipts specified in 49 CFR Section 26.65(b).

C. DBE GOAL AND PARTICIPATION

i. 0% Goal: Pursuant to the FAA Interim Rule (49 CFR Parts 23 and 26) published October 3, 2025, and in coordination with the Virginia Unified Certification Program (UCP) agencies — the Virginia Department of Small Business and Supplier Diversity and the Metropolitan Washington Airports Authority — and the FAA, all existing DBE participation goals, and related goal counting, are suspended until firms have been reevaluated and recertified under the new race-and gender-neutral standards. During this pause, the Commission will not set DBE goals in active procurements. This suspension remains in effect until the Virginia UCP agencies complete their review and reevaluation of firms certified under the prior DBE framework. After that process concludes, goals will resume in accordance with updated FAA guidance issued through the Virginia UCP. All other portions of 49 CFR Part 26 remain in effect.

ii. Solicitation Language – No DBE Goal: The requirements of 49 CFR Part 26, including any amendments thereto, apply to this contract. It is the policy of the Commission to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. There are no DBE participation goals assigned to this procurement. The Commission encourages participation by all firms qualifying under this solicitation regardless of business size or ownership.

iii. GOOD FAITH EFFORTS (VOLUNTARY)

Good Faith Efforts: Because there are no DBE participation goals assigned to this procurement, the Good Faith Efforts requirements of 49 CFR § 26.53 do not apply. The Commission nonetheless encourages Bidders to undertake the following types of actions, which the Commission considers can reasonably be expected to achieve DBE participation in the performance of its contracts:

1. Attending pre-bid meetings that are scheduled by the Commission.

2. Advertising in general circulation, trade association, and DBE-oriented media concerning this Agreement opportunity.

3. Negotiating in good faith with interested DBEs. Evidence of such negotiation includes the names, addresses, and telephone numbers of DBEs that were considered;

a description of the information provided regarding the plans and specifications for the work selected for DBE participation; and evidence as to why additional agreements could not be reached for DBEs to perform the work.

4. Not rejecting DBEs as being unqualified without sound reasons based on a thorough investigation of their capabilities.

5. Effectively using the services of available community organizations; contractors’ groups; local, state, and Federal business assistance offices; and other organizations that aid in the recruitment and placement of firms.

The Commission encourages each Bidder to complete and return with its bid the voluntary Good Faith Efforts Documentation in the Contract Participation Form (Attachment E) concerning the voluntary good faith efforts they made to seek DBEs or SBE’s to participate in this contract opportunity. Efforts that are merely pro forma are not considered good faith efforts, even if they are sincerely motivated if, given all relevant circumstances, they could not reasonably be expected to obtain DBE/SBE participation. For example, advertising or bulk mailings, alone or together, are considered pro forma unless followed up with telephone calls and/or correspondence consistent with normal business practice.

iv. Participation: DBEs participating in the contract must perform a commercially useful function, as defined in 49 CFR Section 26.55, by being independently responsible for the execution of a distinct element of the work and carrying out its responsibilities by performing, managing, and supervising the work involved. To perform a commercially useful function, the DBE must also be responsible, with respect to materials and supplies used on the contract, for negotiating price, determining quality and quantity, ordering the material, installing (where applicable), and paying for the material itself.

v. Fostering Small Business Participation: In accordance with 49 CFR § 26.39, the successful Bidder must structure subcontracting opportunities under this contract to facilitate competition by small business concerns and must take reasonable steps to eliminate obstacles to their participation, including avoiding unnecessary or unjustified bundling of contract requirements that may preclude small business participation as subcontractors. On contracts not having a DBE contract goal, the successful Bidder must provide subcontracting opportunities of a size that small businesses, including DBEs, can reasonably perform, rather than self-performing all of the work involved.

D. REQUIRED DOCUMENTS TO BE SUBMITTED WITH BID

i. Contract Participation Form: All Bidders must submit a Contract Participation Form (Attachment E) that provides all information required for all firms participating in the contract.

ii. Letter of Intent: All Bidders must submit with their bids a completed Letter of Intent (Attachment F) that provides all information required for each firm intended to be utilized in the contract.

Please note: The successful Bidder will be required to: (1) enter a contract with the DBEs and/or SBE’s submitted in the Letter of Intent with their bids; and (2) provide a copy of each subcontract it executes with these firms upon execution of a contract between the successful Bidder and the Commission.

Failure to submit the required documents and information with the Bidder’s bid may result in rejection of the bid.

E. PRE- AND POST-AWARD SUBSTITUTIONS

The Commission expects contractors to achieve DBE participation in AIP-funded projects using the firm(s) specified on the Contract Participation Form (Attachment E). On occasion, it may be necessary to substitute for other firms to achieve DBE participation. No substitution may occur without the Commission’s prior written approval. The Commission will approve a proposed substitution if it determines that the bidder has acted in good faith in attempting to meet the DBE participation achievement and if the Commission concurs that the substitution is necessary. The following are some examples of when substitution may be necessary:

i. The listed DBE fails or refuses to execute a written contract.

ii. The listed DBE fails or refuses to perform the work of its contract in a way consistent with normal industry standards, provided, however, that good cause does not exist if the failure or refusal of the DBE to perform its work results from the bad faith or discriminatory action of the Prime and/or Contractor.

iii. The listed DBE fails or refuses to meet the Prime and/or Contractor’s reasonable, nondiscriminatory bond requirements.

iv. The listed DBE becomes bankrupt, insolvent, or exhibits credit unworthiness.

v. The listed DBE is ineligible because of suspension and debarment proceedings under 2

CFR Parts 180, 215, and 1,200 or applicable state law.

vi. The Commission has determined that the listed DBE is not a responsible Prime and/or

Contractor.

vii. The listed DBE voluntarily withdraws from the project and provides to the

Commission written notice of its withdrawal.

viii. The listed DBE is ineligible to receive DBE credit for the type of work required.

ix. A DBE owner dies or becomes disabled with the result that the listed DBE is unable to complete its work on the contract.

x. Other documented good cause that the Commission determines compels the termination of the DBE, provided that good cause does not exist if the Prime and/or Contractors seeks to terminate a DBE it relied upon to obtain the contract so that the Prime and/or Contractor can self-perform the work for which the DBE was engaged or so that the Prime and/or Contractor can substitute another DBE or non-DBE after contract award.

The prime contractor is required to notify the Commission’s DBE Liaison Officer immediately of a DBE’s inability or unwillingness to perform and to provide a written request to terminate and/or substitute a DBE subcontractor. Before transmitting such a request, the prime contractor must give notice in writing to the DBE subcontractor, with a copy to the Commission, of its intent to request to terminate and/or substitute, and the reason for the request.

The prime contractor must give the DBE five (5) days to respond to the prime contractor's notice and advise the Commission and the contractor of the reasons, if any, why it objects to the proposed termination of its subcontract and why the Commission should not approve the prime contractor's action. If required in a particular case as a matter of public necessity (e.g., safety), the Commission may provide a response period shorter than five (5) days.

In addition to post-award terminations, the provisions of this section apply to pre-award deletions of or substitutions for DBE firms put forward by bidders in negotiated procurements.

F. GOOD FAITH EFFORTS WHEN A DBE IS REPLACED ON A CONTRACT

In the unusual event that a DBE contractor must be replaced on an AIP-funded contract, the Commission requires contractors to make good faith efforts to find another DBE subcontractor to substitute for the original DBE. These good faith efforts shall be directed at finding another DBE to perform at least the same amount of work under the contract as the DBE that was terminated, to the extent needed to meet the contract goal established for the procurement.

In this situation, the Commission will require the prime contractor to obtain the Commission’s prior approval of the substitute DBE and to provide copies of new or amended subcontracts. The substitute DBE must be certified in accordance with 49 CFR Part 26. When a substitute DBE cannot be identified, a contractor must provide documentation of the good faith efforts made to locate another DBE to perform the work.

If the contractor fails or refuses to comply in the time specified, the Commission will issue an order stopping all or part of payment/work until satisfactory action has been taken. If the contractor still fails to comply, the Program Manager may issue a termination for default proceeding.

G. POST AWARD COMPLIANCE

Monitoring Payments: The Commission requires prime contractors to pay subcontractors for satisfactory performance of their contracts within five (5) business days after receiving payment from the Commission. The Commission also requires prime contractors to maintain records and documents of payments to DBEs for three years following the performance of the contract. These records will be made available for inspection upon request by an authorized representative of the Commission or DOT.

The Commission will keep a running tally of actual payments to firms for work committed to them at the time of contract award on its Monthly Report of Subcontractor Participation Form.

The Commission will perform interim audits of contract payments to DBEs. The audit will review payments to DBE subcontractors to ensure that the actual amount paid to DBE subcontractors equals or exceeds the dollar amounts stated in the schedule of DBE participation.

i. Compliance Reviews: The Commission conducts post-award compliance reviews to ensure that the named DBEs and other businesses on the original or, as a result of the contract modification, amended Contract Participation Form (Attachment E), submitted to, and…