IFB15934 Pavement Markings Install and Remove.pdf

Administrative Services/Procurement Northern VA District IFB Pavement Markings – Install/Remove

IFB #159345

Issue Date: February 4, 2025 INVITATION FOR BIDS IFB# 159345

Title: Pavement Markings - Furnish, Install and Removal Commodity Code(s): 96861 Location Where Work Will Be Performed: Northern VA

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Debbie Bayles Email:Debbie.Bayles@vdot.virginia.gov Phone: (804) 371-6723

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Tele-Conference will be held at 9:00 AM Eastern Standard Time (EST) on February 20, 2025. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 5:00 PM EST on March 3, 2025. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EST on March 4, 2025. 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. BONDS

6. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

7. SUBCONTRACTOR APPROVAL REQUEST

8. NORMAL AND EMERGENCY CONTACTS

9. REFERENCES

10. CONTRACTOR LICENSE REQUIREMENTS

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder 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.

IFB Pavement Markings – Install/Remove

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 9-10

VI. Method for Payment 10

VII. Invoicing 10

VIII. Bidders Instructions and Public Bid Opening 10-11

IX. General Terms and Conditions 11

X. Special Terms and Conditions 18

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form-Return with bid

B. Small Business Subcontracting Plan (SBSP) – Fillable Form -Return with bid

C. Vendor Qualification / Equipment Inventory Certification – Fillable Form -Return with bid

D. Subcontractor Approval Request – Fillable Form -Return with bid if applicable

E. Normal and Emergency Contacts – Fillable Form-Return with bid

F. References – Fillable Form-Return with Bid

G. Contractor License Requirements– Fillable Form -Return with bid

Bid Bond-Return with bid

H. Virginia Code Red Ozone Days

I. NOVA District Lane Closure Guidelines

J. Prevailing Wage Rate Determination(s)

K. Disadvantage Business Enterprise Policy

L. Consultant Title VI

M. Federal Documents

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/

IFB Pavement Markings – Install/Remove

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide services and materials to install incidental thermoplastic pavement messages/markings, latex pavement markings and remove/eradicate obsolete or unnecessary pavement messages/markings on an incidental basis throughout VDOT Northern Virginia District (NOVA). The services shall be performed primarily along the Interstates, Primary and Secondary roadways maintained by VDOT.

PERIOD OF CONTRACT: From date of the award through one year (renewable).

This project has a 0% DBE goal.

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment A 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 Debbie.Bayles@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 on February 24, 2025.

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:

SCOPE OF WORK:

A. The Contractor shall provide all materials, labor, traffic control, supervision and equipment with experienced operators, tools, incidentals and traffic control necessary to perform liquid and pre-formed thermoplastic pavement markings installation/removal services, removal of existing markers, furnish and install new lenses and plastic inlaid markers (PIM) and install Type A latex pavement markings for planned and unplanned work. Traffic control shall be provided by the contractor and included with each bid price. Traffic control services include, but not limited to, lane closures, shoulder closures, use of cones, Portable Temporary Rumble Strips and other channeling devices, flagging operations, use of crash cushion(s) with TMA and arrow board(s), electronic arrow board and the proper placement of all roadwork signs. When required by the VA Work Area Protection Manual, the following Traffic control services are not inclusive to bid lines pricing and will be paid in addition through separate bid lines: TMA; Two Lane Road Flagger; Electronic Arrow Board. Each required TMA will be paid at the established unit price. Two Lane Flagger will be paid at the established unit price. Each required Electronic Arrow Board will be paid at the established unit price. These services shall be performed in various locations on Interstates, Primary and Secondary roadways maintained by VDOT.

mailto:Debbie.Bayles@VDOT.virginia.gov

IFB Pavement Markings – Install/Remove

1. Preparation: Prior to replacing or installing a new pavement message or marking the road surface, the Contractor shall be responsible for the proper preparation of the pavement surface by cleaning of all dirt, dust particles, and loose materials from old markings or messages that would interfere with the adhesion of the new marking to the old marking or to the road surface. Thermoplastic messages, markings, and latex paint SHALL NOT be installed within 24 hours following rain or other inclement weather unless authorized in writing by the Contract Administrator or designee.

Pavement surface and ambient temperature SHALL NOT be less than 50 degrees Fahrenheit at the time of the application of the message or marking.

2. Application: All messages and markings shall be protected from vehicular traffic by guard or warning devices until the surface can be run over by vehicular traffic without any damage to the marking, message, or the vehicular traffic. The contractor shall be responsible for all tort claims that may result due to failure to properly meet these requirements.

B. SPECIFICATIONS AND STANDARDS:

• Virginia Work Area Protection Manual 2011 Edition Revision 2.1: November 1, 2020 or latest edition

• Manual of Uniform Traffic Control Devices

• 2020 VDOT Road and Bridge Specifications or latest edition – Most specifications are found in Section 107, 512 & 704

• 2016 VDOT Road and Bridge Standards or latest edition – Most specifications are found in Section 1300

• Virginia DOT Pre-Approved Products Listing

• VDOT Traffic Engineering Instructional and Informational Memorandums (IIMS)

C. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. Personnel Requirements:

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

b. Experienced, Qualified Operators/Laborers: Experienced, Qualified Operators/Laborers: The Contractor shall provide competent and qualified personnel who are trained to supply the requested services and perform all work in accordance with the responsibilities outlined by this contract and with accepted industry standards. VDOT Representatives will provide no training. The Contractor should provide references from at least three (3) companies for which similar services have been performed in the last twelve (12) months. Reference Special Term and Condition # 29 References.

c. Price Quoted: The prices quoted shall represent a combined total including profit, all direct and indirect costs such as supervision, general and administrative costs, all materials/supplies and safety equipment, traffic control (excluding TMA, Two Lane Road Flagger; Electronic Arrow Board, which are separate bid line items), including transportation of all equipment and personnel to and from designated locations, repair and/or replacement of equipment. This shall also include the use of cellular phones, pagers and hand-held radios used by the Contractor to conduct business.

d. Contact Person: The Contractor shall assign as the Contract Representative a person who shall be responsible for ensuring services required by VDOT shall be delivered in accordance with the terms and conditions of the contract.

The Contractor shall provide this name, as well as any additional personnel names and phone numbers who can be contacted in case of emergency. The name and cellular phone number shall be required prior to commencement of work activities. See Attachment E- Normal and Emergency Contact Information.

e. Supervision: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees, as well as all subcontractors he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. When work is being performed, the Contractor shall have present at all times on each job site, a competent superintendent or foreman who shall be familiar with all phases of the work. The superintendent or foreman shall represent the Contractor and all directions given shall be binding as is given to the Contractor. The on-site superintendent/foreman is recognized as the Contractor's Safety Representative unless another designee is specified. The Contractor’s on-site superintendent/foreman shall be able to communicate verbally and understand directions in the American English language.

IFB Pavement Markings – Install/Remove

f. Certified Pavement Marking Technician: The Contractor shall have a VDOT-Certified Pavement Marking

Technician on each job site. Proof of this certification shall be provided to the Contracting Officer within 48 hours of VDOT’s request.

g. Cellular Phone: The Contractor shall carry an operational cellular telephone on-site, which is effective throughout the counties covered by the contract, at all times during the performance of the contract.

h. Flagging Certification: The Contractor shall ensure that any member of the crew to be utilized as a “flagger” shall be certified in the VDOT Flagging Certification Program or the American Traffic Safety Services Association (ATSSA) Flagger Certification Program and maintain a valid certification throughout the contract period. The VDOT or ATSSA flagging certification card must be in their possession at all times. Flaggers found not in possession of a Certification card or performing their duties improperly shall not be allowed to perform work and the operation will be shut down. VDOT will inspect on a regular basis to ensure that flaggers have their Certification cards. Additionally, any crew member used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger at the flagger station as required in Section 6E.01 of the VWAPM. The cost for flaggers shall be included in the applicable traffic control line items. See Special Terms & Conditions #43.

i. Contractor’s Conduct: The Contractor shall be responsible for the conduct of all Contractor’s and Subcontractor’s personnel while at the work site.

j. Behavior: Behavior displayed by the Contractor’s employees, such as catcalling, whistling, leering, and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently.

Repeated incidents shall be grounds for termination of the contract at the discretion of VDOT.

k. Contractor’s Personnel: The Contractor’s and Subcontractor’s personnel shall at all times communicate with the traveling public, landowners and citizens in a courteous and respectful manner. All public questions concerning work planned, performed or promised shall be referred to the VDOT Contract Administrator or designee.

2. EQUIPMENT REQUIREMENTS:

a. Equipment: The Contractor shall possess, or have available prior to the award of the contract, sufficient equipment necessary to perform the work for the awarded contract. All of the Contractor’s vehicles used in the contract shall have at minimum one (1) roof-mounted rotating amber flashing light or two (2) high intensity amber strobe lights.

Clear lights will not be approved.

b. Traffic Control Equipment: The Contractor shall supply, transport, setup, maintain, and breakdown all traffic control equipment and personnel as specified per the traffic control line items on the Pricing Schedule and in accordance with the latest revisions of the VDOT Road and Bridge Specifications, VWAPM, and MUTCD.

c. Maintaining Equipment: The Contractor shall maintain and operate modern equipment designed for the operation described herein and shall ensure the equipment is maintained in good repair and operating condition.

d. Fueled And Ready: The Contractor, at his 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 hand tools and safety supplies.

e. Additional Trucks or Equipment: VDOT reserves the right to supply additional trucks and/or equipment from VDOT sources if deemed necessary.

3. MATERIALS AND SUPPLIES:

a. All materials shall be VDOT approved in accordance with the VDOT Materials Division Approved Products List.

https://www.virginiadot.org/business/resources/materials/approvedlists/materials_approved_lists.pdf

b. The Contractor shall furnish all materials, including Type A latex pavement paint, liquid thermoplastic messages/marking/supplies, glass beads, reflective lenses and plastic inlaid markers to be applied in all installations. All installations shall be in accordance with the manufacturers’ recommendations and VDOT instructions.

https://www.virginiadot.org/business/resources/materials/approvedlists/materials_approved_lists.pdf

IFB Pavement Markings – Install/Remove

c. Glass Beads: For application the thermoplastic messages, glass beads must be applied to the message surface during application while the material is in the molten state to provide adequate initial retro reflectivity. Glass beads and retroreflective optics shall be in compliance with the VDOT Materials Division’s Approved Products List for the specific pavement marking materials and applied in compliance of the most current edition of the Virginia Road and Bridge Specifications. Beads and optics shall be evenly distributed over the entire surface of the marking.

d. Stencils: As noted in the Pricing Schedule for the installation of certain latex paint messages, the stencils are the responsibility of the Contractor.

e. The VDOT CA or designee will determine in writing with each work request, the appropriate pavement marking product to be applied.

4. MANNER OF CONDUCTING WORK AT THE JOB SITE:

a. Satisfaction: All work shall be performed according to the standard of industry and to the complete satisfaction of the

VDOT Contract Administrator or designee.

b. Delivery, Parking and Storage: The Contractor shall not deliver and store equipment within the VDOT Right-of-Way or on VDOT property without first obtaining permission from the Contract Administrator or designee. The CA or designee shall approve the parking, storage arrangements, and staging areas along the Right-of- Way. VDOT will not be responsible for any loss or damage to the Contractor’s equipment left at these sites.

c. 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, VDOT may do so and charge the costs to the Contractor.

d. Disposal: All debris generated in the performance of this contract is the responsibility of the Contractor and shall be removed from the right-of-way each day and properly disposed of by the Contractor in accordance with local, state and federal regulations. As work progresses, debris shall be kept off the traveled portions and shoulders of the roadway in a manner which will not interfere with the safety and convenience of the traveling public. Unless authorized by the CA/CM, no VDOT dumpsters or trash receptacles are to be used for disposal, nor shall debris be buried on the VDOT right-of-way.

Removal and disposal costs, including any associated landfill fees, shall be included in the bid prices.

e. Coordination with State Forces: VDOT reserves the right to perform any type of work within the limits of this operation.

The Contractor shall cooperate with VDOT and other contractors as necessary. VDOT shall have the right at all times to be advised, at its request, as to the status of work being done by the Contractor and of the details thereto. The Contractor shall maintain coordination with the Contract Administrator, or designee. The Contractor shall verify daily completion with the Contract Administrator, or designee, to complete the required paperwork.

Law enforcement, if needed for traffic control, shall be the responsibility of the Contractor. Twenty-four (24) hour advance notice is required when a signalized intersection is put into flash or black out mode using a flagging operation. The Contractor shall contact the Transportation Operations Center (TOC) at (703) 539-0100 to dispatch VDOT personnel.

f. Transportation Operations Center (TOC) Notification of Work:

1. The Contractor shall provide notification to VDOT Transportation Operations Center at (703) 539-0100 on a daily basis (before 8:00 AM unless otherwise directed) for any of the following circumstances:

a. A shoulder or lane closure on an interstate or limited access route. Notification shall be made prior to work activities commencing.

b. A lane closure on a primary route (any route with a route number of 599 or lower). Notification shall be made prior to work activities commencing.

c. An accident that occurs within the work zone or for any personal injury which requires off-site medical attention (notification shall also be immediately made to the Contract Monitor).

IFB Pavement Markings – Install/Remove

d. At the end of the day, once the above referenced lane or shoulder closure has terminated for the day.

2. The VDOT Transportation Operations Center will request the following information from the Contractor: Route, location (termini), lane impacted (EBL, SBL, etc.), start time, approximate end time, and cell phone number.

3. Failure to provide notification to the VDOT Transportation Operations Center may be cause for default action or contract termination.

g. Lane Closure Advisory Management System: (LCAMS and VA Traffic Database Entry). The Contractor shall be required to comply with VDOT Lane Closure Advisory & Management System (LCAMS). Training and data entry will be the responsibility of the Contractor for roadways that require lane closure notifications. Currently, this is only applicable to interstate and limited access primary routes district wide. VDOT reserves the right to include additional routes as it deems appropriate. The Contractor shall enter planned lane closures for the upcoming week(s) into the LCAMS system by Thursday noon of each week.

The Contractor shall have a minimum of two (2) individuals trained to input lane closures into the LCAMS and VA Traffic System. Training shall be complete within thirty (30) calendar days of issuance of Notice of Award. Further information regarding training opportunities may be obtained by contacting Katrina Carroll at (703) 539-0211 or katrina.carroll@vdot.virginia.gov. There will be no separate pay item for the training.

D. LANE CLOSURES, LANE CLOSURE ADVISORY MANAGEMENT SYSTEM (LCAMS) AND VA 511

UTILIZATION:

1. Lane Closures: The Contractor shall be guided and follow the NOVA District Lane Closure Guidelines dated February 29, 2024 at all times - Reference Attachment J.

2. Lane Closure Advisory Management System (LCAMS) and VA 511: LCAMS is an automated lane closure management system used for reducing work-zone conflicts, incidents and maximizing roadway capacity. This is a web-based program and access is granted upon completion of the required training.

a. The Contractor shall be required to input LCAMS information for scheduled highway work zones into the system on a weekly or as required basis and in accordance with the scheduling requirements. Computer with e- mail capability and adequate staffing are required. Personnel must be able to understand and complete the entries in the English language. No advanced computer skills are needed to use the LCAMS system.

b. Training is usually held at the NOVA District Office IT Training room at 4975 Alliance Drive, Fairfax, VA 22030. Please contact the VDOT Contract Administrator and the LCAMS Administrator at (703) 539-0211 to schedule training. Training is from one (1) hour to two (2) hours duration. Other locations may be used as needed.

VDOT will require copies of the attendance records to ensure compliance.

c. LCAMS training for contractor personnel may be completed following the issuance of the Notice of Intent to Award but shall be completed prior to lane closure approvals. Training for additional staff may be completed at any time during the contract term.

d. Regularly scheduled (non-emergency) work zones are to be entered by 12 Noon on the Wednesday the week before the work is scheduled to start. Any conflicts with other roadway work must be resolved by close of business on Thursday the week before the work is scheduled to start, and the resolution sent to the point of contact provided by the TOC Facility Manager.

3. VA 511 System: Additionally, all approved work zones shall be posted in VA Traffic http://www.511virginia.org/ by the Contractor. This will require the Contractor to abide by guidance provided in Instructional and Informational Memorandum IIM-OD-16-03 dated December 16, 2016, (or latest version) to be provided by VDOT upon request.

Information for establishment of accounts and training will be provided to the awarded bidder following issuance of the Notice of Intent to Award (NOIA).

E. METHOD OF ORDERING:

1. Contractor shall be capable of commencing work within ten (10) calendar days of contract award.

mailto:katrina.carroll@vdot.virginia.gov http://www.511virginia.org/ http://www.511virginia.org/

IFB Pavement Markings – Install/Remove

2. Once the contract is awarded, VDOT will issue a purchase order for the estimated value of the first term of the contract.

It is the intention of the Department to issue one purchase order per each term. In no way is the Contractor to assume VDOT will require the entire amount of the Purchase Order. All work will be directed by Work Order.

3. Individual Work Orders will be issued to perform work as needed.

a. A work order is a written documentation describing the work to be performed against the Contract.

b. The Contract Administrator (CA) or Designee of this contract will assign a number to the work order that includes the scope of work required by VDOT. The CA or Designee will contact the Contractor and provide them with Work Order. The Contractor reviews the scope and returns it with detailed pricing indicating the cost elements necessary to complete the task along with milestones and completion dates. The price must match the original contract unit price costs. The CA reviews the information and determines if all charges are acceptable and within their estimates.

The CA or Designee should discuss and resolve items that appear excessive, unnecessary or unclear .

c. The work order includes but is not limited to a dollar ($) cap for performing the task; a completion date; all contract bill rates; payment procedures; invoicing location and contact person.

d. No work shall be performed without a work order signed by the Contract Administrator or Designee.

e. Only the Contract Administrator or Designee is authorized to make changes to a work order. If necessary, the Contractor will forward a request for a work order change to the CA indicating the reason and justification as well as cost and schedule impacts. Any change must be made within the scope of the original contract. If there is doubt regarding changes, contact the Contract Officer for assistance.

f. Upon the issuance of approved work order, Contractor shall commence within ten (10) business days and continuously execute work until completed within agreed schedule. Work Order will be issued by category:

• Maintenance Re-Trace – No more than (3) three Maintenance Re-Trace Work Orders will be issued to the Contractor at any given period. Additional Work Orders may be issued, if agreed upon by VDOT and the Contractor.

• New Install – No than (2) two New Install Work Orders will be issued to the Contractor at any given period. A completion date will be agreed upon prior to issuing Work Order.

g. Work Order Values and Deadlines:

• Value $0.00 -$100,000 Deadline for completion 30 days from issuance of approved Work Order.

• Value $100,001 -$250,000 Deadline for completion 60 days from issuance of approved Work Order

• Value $250,001 - $500,000 Deadline for completion 90 Days from issuance of approved Work Order.

h. Contractor must provide a two (2) week look ahead of schedule of work.

i. Contractor must provide a daily work schedule via email by 7:30 am every workday or within 2 hours of commencement of an emergency event.

j. Contractor’s Failure to Report: If a Contractor fails to commence work at the mutually agreed upon time, he will 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.

F. HOURS OF WORK:

1. Normal Hours of Work: The starting times and schedules may vary and will be at the discretion of the Contract Administrator, or designee. Work will be performed Monday through Friday unless authorized by the Contract Administrator or designee. Reference Attachment J - NOVA District Lane Closure Guidelines for allowable hours.

2. State Holidays/Weekends: See Attachment J - NOVA District Lane Closure Guidelines

IFB Pavement Markings – Install/Remove

G. SAFETY REQUIREMENTS:

1. Safety Standards, Rules and Regulations: The Contractor shall ensure that all personnel and equipment comply with all OSHA and VOSH standards as they apply to the work being performed and not create any hazardous conditions with the equipment used. All Contractor-supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards Institute Manual (ANSI Z133.1-1994). This includes, but is not limited to, equipment having vehicular backup alarm systems and flashing lights and any equipment containing a roll-over protection system must be equipped with seat belts that shall be worn by the occupants while in use.

Refer to Special Term and Condition, Safety and Health Standards, #31.

2. Safety Equipment: The Contractor shall provide and ensure that all employees wear the proper safety equipment while on the work site in accordance with the OSHA and VOSH standards. Necessary safety supplies and equipment, shall include, but is not limited to, hard hats, safety vests, steel-toed shoes, gloves, glasses, etc. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract. In addition, no hard hat or safety vest shall have the Virginia state seal or any reference to the Virginia Department of Transportation or VDOT.

3. 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 areas 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.

4. Authority To Suspend Work: During the execution of the work, the CA, or designee, will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

5. Traffic Control: The Contractor shall be responsible for all traffic control in the work zone. The Contractor shall be required to maintain traffic flow as much as possible. VDOT reserves the right to restrict hours of operation for the work requested. Permissible hours of operation will be provided by VDOT with EACH notification for work to be accomplished.

Traffic control shall be provided by the contractor and included with each bid price. Traffic Control services include, but not limited to, lane closures, shoulder closures, use of cones and other channeling devices, flagging operations, use of crash cushion(s) with TMA and arrow board and the proper placement of all roadwork signs. The on-site inspector will provide any further guidance needed for the maintenance of traffic flow. The use of Portable Temporary Rumble Strips shall be used when in accordance with requirements of the 2011 Virginia Work Area Protection Manual Revision 2.1, dated 11/1/2020 or latest version.

6. Commercial Driver’s License: When required by the equipment being operated, the operator of each piece of equipment shall possess a valid Commercial Driver’s License with the proper endorsements.

7. Private Vehicles: No private vehicles will be allowed inside the location of a lane closure.

V. PRE-BID CONFERENCE: An optional virtual prebid conference will be hosted by the Contract Officer at 9:00 AM EST on February 20, 2025. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

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

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

Join the virtual meeting on your computer, mobile app or room device.

IFB Pavement Markings – Install/Remove

Click here to join the meeting

Enter Meeting ID: 210 220 438 68 Enter Passcode: mD67r8Mp

Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID 528 535 180#

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

A. Verification: The Contractor shall complete the VDOT-provided Daily Work Report form for Each Notification of

Work accomplished. The form will be verified and mutually agreed upon and signed by the Contractor and VDOT’s inspector for verification that work has been satisfactorily accomplished. This form will be furnished by VDOT to the Contractor at the post award meeting.

B. Inspections: A VDOT representative will perform random inspections of on-going and completed work. A VDOT representative may provide work instructions, both verbally and written, as situations occur to the crew foreman. VDOT reserves the right to shut down work operations due to safety conditions, hazardous traffic situations or unsatisfactory workmanship.

C. Final Inspection: At the conclusion of the work, the Contractor shall demonstrate to the Contract Administrator (CA), or designee, that the work is in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor’s sole expense prior to final acceptance of the work.

Any unsatisfactory work shall be removed and reinstalled at the Contractor’s expense within seven (7) working days.

VII. INVOICING:

Invoices shall be emailed weekly, biweekly, monthly, etc. 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.

Contractor shall email invoices to:Nova.invoices@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.

https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122 mailto:edi@doa.virginia.gov mailto:Nova.invoices@vdot.virginia.gov https://eva.virginia.gov/index.html

IFB Pavement Markings – Install/Remove

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

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

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

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

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

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

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 9:00 AM EST on March 4, 2025.

Join the Microsoft Teams virtual meeting on your computer, mobile app or room device.

Click here to join the meeting Enter Meeting ID: 273 429 823 151 Enter Passcode: rT94EH2s Download Teams | Join on the web Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 194 389 206#

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.

https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122 http://www.eva.virginia.gov/

IFB Pavement Markings – Install/Remove

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.

IFB Pavement Markings – Install/Remove

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…