IFB159104 Specifications.pdf

Administrative Services/Procurement

Lynchburg District Facilities

Mowing & Snow Removal

IFB #159104

INVITATION FOR BIDS IFB# 159104

Title: Mowing & Snow Removal

Commodity Code(s): 98836, 96872

Location Where Work Will Be Performed: Lynchburg District Office

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Robert Dowdle

Email: Robert.Dowdle@vdot.virginia.gov

Phone: (434) 856-8320

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST) on September 5, 2024.

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

Solicitation Closing Date and Time: 1:00 PM EST on September 16, 2024. Refer to Solicitation Section VIII.1 for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 2:00 PM EST on September 16, 2024. 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:

3. VA STATE CORPORATION COMMISSION FORM

4. 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.

5. SUBCONTRACTOR APPROVAL REQUEST

6. NORMAL AND EMERGENCY CONTACTS

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 because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status 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.

Administrative Services Division

Invitation for Bids IFB # 159104

TABLE OF CONTENTS

PAGE #

I. Purpose 3

II. Questions Regarding This Invitation For Bid 3

III. General Definitions 3

IV. Specifications/Contract Requirements 3

V. Pre-Bid Teleconference 10

VI. Method for Payment 11

VII. Invoicing 11

VIII. Bidders Instructions and Public Bid Opening 11

IX. General Terms and Conditions 12

X. Special Terms and Conditions 19

ATTACHMENTS

A. VA State Corporation Commission

B. Small Business Subcontracting Plan (SBSP)

C. Subcontractor Approval Request

D. Normal and Emergency Contacts

E. Landscaping Zones map

F. Pruning & Weeding map

G. References (If Necessary)

H. Contractor License Requirements (If Necessary)

I. Name of manufacturer and Shipping Point (If Necessary)

G. Snow Removal map

H. Prevailing Wage Rate Determination(s)

RESOURCES BY REFERENCE

1. General Term and Condition C.1.(d): Anti-Discrimination Link to Referenced Training

2. General Term and Condition CC: Civility in State Workplaces Link to Referenced Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://www.vdot.virginia.gov/doing-business/training/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide mowing services, landscape maintenance, litter removal and snow removal on an on-call, as-needed basis for the Lynchburg

District Complex Lot located at 4219 Campbell Avenue, Lynchburg, Va. 24501 in accordance with the specifications contained herein

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 BID:

Any questions regarding this invitation for bid shall be addressed to Robert Dowdle at Robert.Dowdle@VDOT.virginia.gov.

The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 5:00 PM EST five days prior to IFB close.

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 “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 / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK:

1. EXPECTATIONS: The Contractor shall furnish all labor, supervision, supplies, fuel, materials, tools, equipment and incidentals necessary to satisfactorily mow grass, weed, apply herbicide, pick up litter, leaves and debris, trim around (sidewalks/ trees/ buildings/ parking areas/ driveways/fences/banks/ponds/equipment/etc..), prune shrubbery and snow/ice removal if requested at the Lynchburg District Office Complex as defined in this bid. For the purpose of this bid the Contractor cannot anticipate any set number of mowings for any of the areas. Mowing will be ordered during the contract period as determined by the Contract Administrator on an as needed basis.

2. VDOT reserves the right to perform any line-item service with their forces.

B. SPECIFICATIONS - MOWING: Yellow, Red, Green, Orange, Blue Areas (see attached Map - Attachment E)

1. MOWING: The Contractor shall mow all specified areas to a height of 2.50” – 3.00” or as directed by the Contract

Administrator using a reel or rotary type mower. Mowing heights are to be measured with mower on a flat, paved surface. A high quality of cut shall be provided using mowers with sharp cutting edges. Mowing will be accomplished in such a manner as not to damage property, trees, shrubs, signs, or other appurtenances. When mowing around vehicles and groomed flowerbeds the Contractor shall mow in a direction as to keep grass clippings off the vehicles and beds. Contractor is to remove all liter, accumulated leaves and debris from premises prior to mowing and dispose of in an approved facility. Litter and debris will hereby be defined as: paper, trash, cigarette butts, branches, candy wrappers, cups or anything unsightly or easily distributed by wind. Litter and debris pick up will consist of policing areas around the perimeter of all buildings and trailers on complex.

Areas to be serviced include all lawn grass on the Lynchburg District Complex.

Selected service areas as indicated on the attached color-coded map of the complex - Mowing (Attachment E) are to be mowed or string line trimmed as follows:

a. Yellow- (approx- 4.51 acres) to be mowed as requested by the Contract Administrator – Yellow area shall be completed within 1 days of start of work.

b. Red- (approx- 0.35 acres) to be mowed as requested by the Contract Administrator - Red area shall be completed within 1 day of start of work.

c. Green- (approx- 2.47 acres) The CA will notify Contractor to mow this area before grass reaches a height of no more than four (4) feet. Green area shall be completed within 2 days of start of work

d. Blue - to be mowed as requested by the Contract Administrator - Blue area shall be completed in one day.

e. Orange – to be mowed as requested by the Contract Administrator - Orange area shall be completed in one day.

The contractor shall report within 24 hours of notice for any mowing or requested work.

If ordered together, Yellow & Red areas shall be completed within 1 day of start of work. If ordered separately the Green Area shall be completed within 2 days of start of work. If the contractor is directed to service all five areas Yellow, Red, Green, Orange and Blue on the same day, all work shall be completed within 4 days after being started. (Yellow & Red areas must be completed on the first day)

Prior to award, VDOT reserves the right to require the potential contractor to provide a written explanation of how they will complete the required mowing within the time frames required above. This write up shall include pieces of equipment to be used and number of personnel. VDOT reserves the right to inspect all equipment the potential contractor would use and would require it to be brought to the Lynchburg District

Complex for inspection. The inspection will be performed by a VDOT representative.

VDOT reserves the right to order more or less mowings/trimmings during the contract period.

In case of dry weather, mowing may not be done.

2. CLEANING: The Contractor shall clean (swept or blown) all sidewalks, stairs, driveways, parking areas, or entrances after each mowing is performed. Sidewalks and entry ways to the facility must be open at all times. No grass shall be blown into ponds or pond banks. This complex is included in the MS-4 program. All grass clippings to be blown back into turf areas. The clippings cannot be left on concrete, pavement or vehicles. All grass clippings shall be kept out of ponds, ditches, and drains. Clippings shall not be left in a manner where wind or rain will move them to these areas.

Any oils or fuels spilled shall be gotten up immediately. Rutting from tires shall be avoided for compliance with environmental control of erosion on this MS-4 designated site.

3. HAND MOWING OR STRING TRIM: The Contractor shall hand mow or string trim all areas around sidewalks, stairs, trees, shrubs, buildings, parking areas, driveways, guardrails, fences, utility amenities and areas not accessible by riding mowers each time a mowing is performed. Special attention to areas around buildings where small patches of grass are between buildings and pavements or fences. Special care must be taken not to damage trees, shrubs etc.

All litter and debris shall be picked up prior to mowing on mowing days.

4. DAMAGES:

Any damages to property (vehicles, plants, trees, shrubs, signs, etc.) resulting from the performance of the contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.

C. SPECIFICATIONS – LANDSCAPING:

Within the Yellow (section ‘B.1.a.’ above) approximately 0.01 Acres of ornamental Plant beds to be kept weeded.

Selected service areas to be serviced on the Lynchburg District Complex as indicated on the attached color-coded drawing of the complex - Landscaping (Attachment F) are to be serviced as follows:

a. Yellow- areas with shrubs to be pruned

b. Green- areas with landscaping to be maintained

Landscaping beds shall be kept weed free when ordered, either by hand pulling or selective application of herbicide.

1. SHRUB PRUNING: The Contractor shall supply all labor, tools fuel, and materials to prune all shrubs as directed by the Contract Administrator. The Contractor shall prune shrubbery in accordance with approved pruning techniques and ANSI A300-1995 Standard. Trimmings shall be disposed of by the Contractor off the premises.

2. LANDSCAPED AREAS: The Contractor shall supply all labor, tools, fuel and materials to maintain all existing landscaped areas. All landscaped areas shall be kept weeded and free from debris and yard clippings.

De-weeding will take place as needed when ordered. De-weeding shall include the removal of non-desirable

Vegetation within all plant beds and the individual standing shrubbery on the site plan in the Yellow & Green areas on the included marked site plan. Non desirable vegetation shall include weeds, grasses and other vegetation not intentionally planted in the ornamental beds or the standing shrubbery.

It will be up to the contractor to decide what method is utilized to manage the beds. Acceptable methods are manual de-weeding or the application of herbicides.

Chemical vegetation management practices are not required, however if utilized, the Contractor shall observe and follow all label precautions, restrictions and recommendations of chemicals being applied and shall observe all applicable Federal, State and local laws for storage, transport, handling, mixing, use and application. Current and up to date labels and Safety Data Sheets of all chemicals being applied shall be on hand for reference during application operations at all hands during the term of this contract.

The Contractor shall take extreme care to not damage off target trees, plants, shrubs whether on state property, Right of Way or private property. Damages because of negligence in these services by the contractor shall be repaired or replaced at contractor expense.

All herbicide application operations shall be performed with the safest most effective methods for chemical vegetation management. The Contractor shall be responsible for overseeing the personnel performing all activities. The Contractor shall ensure that all operations are performed safely and correctly. VDOT shall monitor the contract for compliance. Additionally, VA Law requires the ‘for hire’ application of pesticides having a current Pesticide Business License. The Contractor shall ensure that all applicators are certified by the

Commonwealth of Virginia as Registered Technicians at a minimum and are in compliance with the 1989

Virginia Pesticide Control Act and regulations adopted thereafter. Copies of the business license and applicator certifications will be required if chemical vegetation management practices are utilized. In the event the Contractor does not have a Pesticide Business License the Contractor may subcontract this work out to a

VDOT pre-approved Subcontractor. The Contractor shall provide a copy of the pesticide business license and applicators certifications from the Subcontractor to VDOT for pre-approval.

3. MISCELLANEOUS: Price per hour for one (1) individual to provide any landscape type work not included in the contract. Any required material shall be supplied by the contractor at cost and the contractor will include the vendor’s original invoice with the bill. Equipment, fuel, transportation and tools of the trade shall be included in the hourly rate. Work shall be completed in continuous daily action pending weather prohibiting the work. VDOT reserves the right to provide any material or specifications which require the purchase or installation of material.

NOTE: The pruning and landscaping services will be paid after all specifications have been completed. The

Contractor is to invoice for these services on a separate invoice at that time, after approved by the Contract

Administrator. Weeding shall be a continuous operation until finished.

4. SNOW REMOVAL: Due to the unpredictability of snow and ice events the contractor can be called in by the contract administrator at the last minute. VDOT will try to arrange the services the day or night before work is required.

Contractor shall perform these services for VDOT when requested; 24/7: Salt all drive lanes, fire lanes, parking areas and sidewalks on the Property shown on Attachment G attached hereto upon start of snow or ice accumulation. Rock salt shall be used in drive lanes, fire lanes and parking lots; ice melt safe concrete shall be used on concrete sidewalks. Plow drive lanes, fire lanes and parking lots and plow or shovel sidewalks and paved areas once two (2) inches of snow or ice accumulate. Snow removal shall be pursuant to the Snow Removal Guidelines.

1. Snow Plowing of Asphalt

Contractor will perform snow shoveling and/or plowing services only from indicated areas of the property, typically including driveways and driveway aprons. Contractor shall mobilize when snow accumulation reaches

2” or less or snow accumulation is imminent in these service areas described above. Contractor will begin snow and ice removal operations and continue as needed.

2. Snow Shoveling of Sidewalks.

Contractor will perform snow shoveling and/or plowing services on walkways, disability ramps and front entrances. Contractor will commence snow removal on these service areas when snow accumulation has reached 2” or less as directed by Contract Administrator and ensure sidewalks are treated and clean by 8:00 a.m.

3. De-Icing Treatment of Asphalt and Sidewalks.

Contractor will apply de-icing materials to service areas only in conjunction with a storm and when requested by the CA. The CA may request pre-treatment prior to storm arrival.

SNOW REMOVAL GUIDELINES

1. Contractor shall provide its own employees, equipment, and supplies necessary to complete the Services described hereunder which include clearing all drive lanes, fire lanes, parking areas, sidewalks adjacent to buildings and public sidewalks. Sidewalk ice melt shall not be round, it shall be angled to provide traction and melt within hours of application. Effective to zero degrees or less and safe for concrete and vegetation and non-staining.

2. Contractor will comply with all federal, state and local governmental laws, regulations, codes and ordinances.

3. Contractor will begin plowing at the Property as soon as the snow or ice reaches a depth of 2 inches or less if requested by the CA, regardless of the time of day or night or the day of the week.

4. All work shall be completed in a workmanlike manner consistent with customary industry practices.

5. Contractor shall supply and mechanically spread deicing rock salt at when requested by client. Contractor shall spread ice melt concrete walkways. Ice melt will not harm concrete and landscaping.

6. For snowfalls of 2”-6” depth, all snow shall be plowed away from the buildings and pushed to the farthest end of the parking lot. No snow shall be piled up and stacked around light posts, or onto islands or landscaping.

7. For snowfalls of more than 6” depth, all snow shall be plowed away from the buildings. Contractor may stockpile snow to each island or light post, upon request; windrows will be removed at no additional cost.

Contractor will relocate snow that has accumulated during the event, if such accumulation begins to impair access to the Property entrance, fire lanes, interior roadways or designated parking stalls.

8. Contractor shall return during the day to plow vacant parking stalls, if a majority of the parking stalls are still occupied. Contractor shall return the next day before 9 a.m. to plow as many stalls as possible.

9. All fire hydrants must be kept free from snow and easily accessible in case of emergencies.

10. When snow begins to fall with heavy and rapid accumulations shortly before or during business hours, Contractor will begin plowing the snow from the parking lot using the fastest method possible. In some cases, this means windowing snow at islands or even light posts and it is understood that the snow will be removed from such places upon request. Stacking snow onto island may also be necessary, depending upon snowfall accumulation and time limitations.

11. Contractor shall not create drifts in front of dumpster enclosures, fire lanes, or entrances, on sidewalks or blocking walkways and agrees to remove Contractor-created drifts at no additional cost. If Contractor does not remove the drifts in front of the fire lanes and dumpster enclosures, Contractor agrees to pay any expenses incurred by Owner for removal of said drifts.

12. Contractor shall be responsible for damage to the Property caused by snow removal operations including, but not limited to, buildings, curbs, parking blocks, islands, sidewalks, light poles, signs, landscaping, paving or striping of the Property or equipment used in connection therewith. Snowplow markers will be allowed and shall be removed by April 1st or mowing season.

13. Contractor agrees to contact the Contract Administrator if for some reason the entire Property cannot be completely plowed within four (4) hours after snow or ice has stopped falling.

14. Contractor agrees to complete a Snow Control Sheet for each plow and salting. To receive payment, this sheet must be attached to the invoice.

15. Contractor agrees to provide the Contract Administrator with all current after-hours telephone numbers.

16. VDOT may provide rock salt for roads and calcium chloride for sidewalks at the Contractor’s

Administrators discretion, however contractor should be prepared to provide materials as needed.

The safety of the public and VDOT employees is important. Therefore, the contractor shall commence work as requested by the Contract Administrator. All areas requested by VDOT are to be cleaned and ice melt applied.

VDOT may or may not assist the contractor in snow removal.

The contractor crew shall shovel snow on all areas requested by the Contract Administrator and put down ice melt if requested. Care shall be given to the safety of, surfaces, handrails and other VDOT property.

D. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure his capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The contractor shall also be capable of commencing and completing work within the timeframe required.

2. CONTACT PERSON: The Contractor shall assign a person who speaks fluent English as the contact who will have the authority to execute the contracted work. This person’s name and phone number shall be provided in Attachment

D, Normal and Emergency Telephone Numbers.

3. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor shall provide experienced, qualified and properly trained personnel needed to perform the work requested. Price quoted include profit, all direct and indirect costs such as general and administrative costs, the transporting the equipment, fuel, and personnel to and from designated locations and the use of cellular phones and handheld radios used by the Contractor to conduct business.

4. LICENSES: The Contractor shall ensure that operators of equipment possess a valid Driver’s License or Commercial

Driver’s License with the proper endorsements as required by the equipment being operated.

5. REVIEW OF THE WORK SITE: A VDOT Contract Administrator or designee will provide details of the work site for the Contractor prior to the start of work.

6. DELIVERY, PARKING & STORAGE: The Contractor shall not deliver and store equipment within the VDOT

Right-of-Way or on VDOT property without first obtaining permission from the Contract Administrator. The

Contract Administrator shall approve the parking, storage arrangements and staging areas along the right of way.

VDOT will not be responsible for any damage to the Contractor’s equipment that is left at these sites.

7. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees as well as all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the Contractor.

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

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

Contractor shall pay for landfill disposal costs.

E. EQUIPMENT REQUIREMENTS:

1. EQUIPMENT: The Contractor shall provide, maintain and operate commercial equipment (no residential equipment) designated for the operation(s) described herein and shall ensure the equipment is in good repair and operating condition. As per section IV B. 1. Equipment may be inspected by VDOT prior to award.

2. FUELED AND READY: The Contractor, at his own expense, shall have equipment fueled and ready to begin operations prior to reporting to the work site. The Contractor shall also provide any accessories necessary to operate the needed equipment efficiently. This shall include but is not limited to all tools and safety supplies.

F. HOURS OF WORK:

1. NORMAL WORK HOURS: All work except snow removal will be performed during daylight hours. Work will be performed after 5:00 PM on weekdays or anytime on Saturday or Sunday unless weather prohibits the vendor from performing timely mowing or unless authorized by the Contract Administrator. VDOT reserves the right to require the Contractor to mow during the day if required by the Contract Administrator. Starting times and schedules may vary and no work will be permitted on State Holidays without permission from the Contract Administrator. State holidays include, but are not limited to: New Year’s Day, Lee-Jackson Day, Martin Luther King Day, George

Washington’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day. Landscaping work shall be performed during daylight hours and snow removal will occur 24/7 as needed. Any subsequent memorandums from VDOT’s Administrative

Offices directing work restrictions shall also apply to this contract. The contractor shall report within 24 hours of notice for any mowing or requested work.

2. Normal Work Hours Snow Removal: The contract administrator will attempt to give the contract as much notice as possible for snow removal. VDOT reserves the right to require the Contractor to report within 4 hours’ notice. Work may be performed 24/7 and run until the lot has been cleared or the storm event has ended.

G. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. SATISFACTION: All work shall be performed according to the standard of the industry and completed to the satisfaction of the Contract Administration.

2. COMMUNICATION: Each crew shall have at least one crewmember that communicates in English (both orally and in writing) and comprehends the English language. This crewmember shall communicate instructions to other crewmembers or coordinate this communication.

3. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct of all personnel while at the work site. Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted on the property.

4. CONTRACTOR’S PERSONNEL: The Contractor’s personnel shall at all times serve the traveling public, landowners and citizens throughout the Lynchburg District Complex in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed or promised to the Contract

Administrator.

5. BEHAVIOR: Behaviors displayed by contractor’s employees, such as catcalling, whistling, leering, and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. No loud or boisterous conduct shall be permitted. Repeated incidents shall be grounds for termination of the purchase order at the discretion of VDOT.

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

7. SIGNS OR ADVERTISEMENTS: No signs or advertisements shall be posted on VDOT’s property.

H. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES, AND REGULATIONS: The Contractor shall ensure that all personnel and equipment complies with all OSHA and VOSH Standards and VDOT safety rules and regulations as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes but is not limited to equipment having vehicular backup alarm systems and flashing lights and equipment that contains a roll over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Refer to Special

Terms and Conditions section #27 for Safety and Health Standards.

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

3. AUTHORITY TO SUSPEND WORK: During the execution of the work, the VDOT Contract Administrator 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 he may deem necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

4. FIRST AID KITS: The Contractor shall ensure that a First Aid Kit is always on each job site. The first aid kits shall contain at least the minimum number and type supplies as required by the OSHA and VOSH Standards.

I. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The contractor’s official notification is the Purchase Order outlining location and work to be accomplished.

2. CONTINUOUS OPERATION REQUIREMENT: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement Complaint Form will be issued, which may ultimately result in the default of the contract.

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

4. RESPONSE TIME: The Contractor shall report to work within 24 hours for landscaping and 4 hours for snow operations after notification by the Contract Administrator. 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.

5. COMPLETION OF WORK: The Contractor shall provide a continuous operation once work has commenced and complete work within the timeframes specified in Section IV B. 1, with the exception of interruption caused by weather or delays authorized by the Contract Administrator or designee.

V. MANDATORY PREBID CONFERENCE:

A mandatory in person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EST on September

5, 2024 at the Lynchburg District Office 4219 Campbell Ave., Lynchburg, VA 24501.The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, participation at this prebid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this prebid conference. No one will be admitted to join the conference after 10:00 AM EST.

If you plan to participate in the mandatory pre-bid conference you must provide the following information via email to Robert.Dowdle@vdot.virginia.gov no later than 5:00 PM EST on the business day prior to the scheduled conference.

• Solicitation Number and Title

• Company Name and Address

• Representative Name, Phone Number, Email Address.

At the start of the conference the Contract Officer will conduct an attendance roll call to identify the individuals participating. Participants will be requested to provide their individual name, company name and contact information during the roll call. Participants who did not provide their information in advance will be requested to provide their name, company and contact information during the roll call. Bids will only be accepted from those Bidders who are represented and make their participation known to the Contract Officer during the conference roll call and who requested admittance no later than 10:00 AM EST.

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

Join the meeting now https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjQzNTM3ZGYtM2UzNS00Mjk5LTkxZjQtNzVjYTNjOGIzNzFk%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ca749677-1dae-462a-bde2-abdd0f12c894%22%7d

Meeting ID: 228 541 972 158

Passcode: oBpAxe

Dial in by phone

+1 434-230-0065,,354498335# United States, Lynchburg

Find a local number

Phone conference ID: 354 498 335#

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

VI. METHOD FOR PAYMENT:

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

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

0473 or via email at: edi@doa.virginia.gov

The Contractor shall ensure work completed daily is in compliance of the contract specifications and VDOT regulations by submitting a completed daily production report form provided by VDOT. The Contract Administrator will inspect the job site to ensure the work has been completed satisfactorily. Any deficiencies shall be corrected within 24 hours by the Contractor at the Contractor’s sole expense prior to final acceptance of the work. If necessary, the VDOT Contract Administrator may request a meeting with the Contractor to discuss contract performance.

VII. INVOICING:

Invoices shall be submitted monthly or upon completion of work to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract 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 Lynchburg District Facilities Section 4219 Campbell Avenue Lynchburg, VA. 24501

In lieu of mailing, invoices may be submitted as an attachment via email to d.gardner@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 tel:+14342300065,,354498335 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=354498335 mailto:edi@doa.virginia.gov mailto:d.gardner@VDOT.Virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 time to account for any technical difficulties they may encounter during online submission or uploading of documents.

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

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 2:00 PM EST on September 16, 2024.

Join the meeting now

Meeting ID: 278 235 118 372

Passcode: Zo8WiR

Dial in by phone

+1 434-230-0065,,109099536# United States, Lynchburg

(434) 230-0065,,109099536# United States (Toll-free)

Find a local number

Phone conference ID: 109 099 536#

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 www.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.

mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWQ1ZThlODktMTI4ZS00YjBlLWFmOGEtYTFiODM4Y2UyZjBh%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ca749677-1dae-462a-bde2-abdd0f12c894%22%7d tel:+14342300065,,109099536 tel:4342300065,,109099536 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=109099536 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, § 2.2-4343.1E).

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, 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…