IFB159443 NOVA Communications Network Support Services.pdf

Administrative Services/Procurement

Northern Virginia District

Communications Network Support Services

IFB #159443

Issue Date: February 19, 2025 INVITATION FOR BIDS IFB# 159443

Title: Communications Network Support Service

Commodity Code(s): 96883, 55090

Location Where Work Will Be Performed: Northern Virginia District (NOVA)

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Kimberly Palmer

Email: Kimberly.Palmer@vdot.virginia.gov

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST) on March 3, 2025. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM EST on March 17, 2025. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EST on March 18, 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. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

6. SUBCONTRACTOR APPROVAL REQUEST

7. NORMAL AND EMERGENCY CONTACTS

8. REFERENCES

9. CONTRACTOR LICENSE REQUIREMENTS

10. VDOT CONSULTANT TITLE VI EVALUATION FORM

11. FORM C-48 AND C49

12. DBE/SWaM SUBCONTRACTING PLAN

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.

TABLE OF CONTENTS

PAGE #

I. Purpose 3

II. Questions Regarding This Invitation For Bid 3

III. General Definitions 3

IV. Specifications/Contract Requirements 6

V. Pre-Bid Teleconference 26

VI. Method for Payment 26

VII. Invoicing 26

VIII. Bidders Instructions and Public Bid Opening 27

IX. General Terms and Conditions 28

X. Special Terms and Conditions 34

ATTACHMENTS

A. VA State Corporation Commission

B. Small Business Subcontracting Plan (SBSP)

C. Subcontractor Approval Request

D. Normal and Emergency Contacts

E. References

F. Virginia Code Red Ozone Days

G. Contractor License Requirements

H. Vendor Qualifications/Equipment Inventory Certification

I. Proprietary and Confidential Form

J. NOVA District Lane Closures Guidelines

K. FHWA 1273

L. USDOT 1050.2 Appendix A and Appendix E

M. DBE Policy Statement

N. 41 CFR 60-1-4 Equal Opportunity Clause

O. DBE/SWaM Subcontracting Plan

P. Vendor Payment Compliance Report – Federally Funded Projects

Q. VDOT Special Provision 107.15- Form C-111, C-112 R. C-48 Subcontractor/Supplier Solicitation and Utilization Form

S. C-49 DBE Good Faith Efforts Documentation T. CII/SSI Policy Guide

U. Title VI Non-Discrimination Assurance Clause

V. Title VI Evaluation Report

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 skilled Communications Network Support Services on an as-needed, time and materials basis, to assist in the operation and maintenance of the Northern Virginia District, Traffic Management Communications Network.

PERIOD OF CONTRACT: From two (2) years of date of award (renewable for up to six (6) additional one (1) year terms).

This project has a 4% DBE goal.

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 Kimberly Palmer at

Kimberly.Palmer@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 March 10, 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.

A. DEFINITIONS

1. BID: A competitively priced offer made by an intended seller, usually in reply to an Invitation for Bids (IFB).

2. BIDDER: One who submits a competitively priced offer in response to an Invitation for Bids (IFB)

3. COMMONWEALTH: The term “Commonwealth” shall mean the Owner which is the Commonwealth of

Virginia through the governing Body, the Board, the Building Committee or other agent with authority to execute the contract for the institution or agency involved. The Commonwealth’s agent is the official with the authority to sign the contract on behalf on the Commonwealth.

4. COMMUNICATIONS SYSTEMS MANAGER: The primary contract monitor who oversees all day-to-day work activities.

5. COMPETITIVE SEALED BID: A bid submitted in a sealed envelope to prevent disclosure of its contents before the deadline set for the receipt for all bids.

6. CONSTRUCTION: As used in these documents shall include new construction, reconstruction, renovation, restoration, major repair, demolition and all similar work upon buildings and ancillary facilities owned or to be acquired by the Commonwealth and any draining, dredging, excavation, grading, or similar work upon real property.

7. CONTRACT: An agreement enforceable by law, between two (2) or more competent parties, to do or not to do something, not prohibited by law, for consideration. When used in this solicitation, an agreement executed by

VDOT and the Bidder selected to be the Contractor to provide the goods or services in this IFB.

8. CONTRACTOR: The person, firm or corporation with whom the Owner has entered into a contractual agreement and includes the plural number and the feminine gender when such are named in the contract as the

Contractor.

9. DEFECTIVE: An adjective which when modifying the word work, refers to work that is unsatisfactory, faulty, or deficient, or does not conform to the contract documents, or does not meet the requirements of any inspections, standard, test, or approval referred to in the contract documents, or has been damaged prior to final payment.

10. DEPARTMENT: The Virginia Department of Transportation, an agency of the Commonwealth of Virginia, is referred to as “Agency”, “Department”, or “VDOT”.

11. E-VERIFY PROGRAM: The electronic verification of work authorization program to verify the work authorization status of newly hired employees under the Immigration Reform and Control Act of 1986 (P.L 99-

603).

12. EMERGENCY: Any unforeseen combination of circumstances or a resulting state that poses imminent danger to health, life, or property.

13. FINAL ACCEPTANCE: The agency’s acceptance of a project from the Contractor upon confirmation from the project inspector and the Contractor that the project, task or assignment is totally complete in accordance with the contract requirements and that all defects have been eliminated. Final acceptance is confirmed by the making of final payment of contract amount including any change order or adjustment hereto.

14. INVITATION FOR BID (IFB): A document, containing or incorporating by reference the specifications or scope of work and all contractual terms and conditions, that is used to solicit written bids for a specific requirement for goods or nonprofessional services. This type of solicitation is also referred to as an Invitation for Bid.

15. NOTICE: All written notices, demands, instructions, claims approvals, and disapprovals required to obtain compliance with the contract requirements. Any written notice by either party to the contract shall be sufficiently given if delivered to or at the last known business address of the person, firm or corporation constituting the party to the contract, or to his, their or its authorized agent, representative or officer, or when enclosed in a postage prepaid envelope addressed to such last known business address and deposited in a United

States mailbox.

16. NOTICE TO PROCEED: A written notice given by the Owner to the Contractor fixing the date on which the contract time will commence for the Contractor to begin the prosecution of the work in accordance with the requirements of the contract.

17. OPERATIONS TECHNOLOGY SERVICE AND ASSET MANAGEMENT SYSTEM (OTSaAM):

VDOT’s maintenance and asset management system for all IP addressable end devices on VDOT’s Operations

Technology network.

18. OWNER: The Commonwealth of Virginia, i.e., an agency, institution, or department, with whom the

Contractor has entered into a contract and for whom the work or services is to be provided.

19. PROVIDE: Shall mean furnish and install ready for its intended use.

20. REPRESENTATIVE: The VDOT Contract Administrator or Contract Monitor shall manage all facets of the

Contract to assure the Contractor’s total performance is in accordance with the contractual commitments and the obligations of the Contractor under the terms and conditions of the Contract.

21. SUBMITTAL: All drawings, diagram, illustrations, schedules, and other data required by the contract documents which are specifically prepared by or for the Contractor to illustrate some portion of the work and all illustrations, brochures, standard schedules, performance charts, instructions, diagrams, and other information prepared by a supplier and submitted by the Contractor to illustrate material or equipment for some portion of the work.

22. SUBCONTRACTOR: An individual, partnership or corporation having a direct contract with Contractor or with any other Subcontractor for the performance of the work. It includes one who provides on-site labor but does not include one who only furnishes or supplies materials for the project.

23. UNDERGROUND FACILITIES: All pipelines, conduits, ducts cables, wires, manholes, vaults, tanks, tunnels, or other such facilities or attachments, and any encasements containing such facilities which are of have been installed underground to furnish any of the following services or materials: electricity, gases, steam, liquid petroleum products, telephone, or other communications, cable television, sewage and drainage removal, traffic, or other control systems or water.

24. VA511: 511 is a one-stop resource for all the information needed to make traveling in Virginia as easy and reliable as possible. 511 provides users with real-time, accurate traffic information from VDOT about road conditions, traffic congestion, and highway construction.

25. WORK: The entire completed construction, maintenance, or the various separately identifiable parts thereof required to be furnished under the contract documents. Work is the result of performing services, furnishing labor, and furnishing and incorporating materials and equipment into the construction, all is required by the contract documents.

26. WORK TICKET: The document used to track work from outage notifications, customer requests, planned maintenance activities and unplanned maintenance activities.

B. ACRONYMS

1. ACE: Access Control Entities

2. ACL: Access Control Lists

3. ANSI: American National Safety Standards

4. AVL: Automatic Vehicle Location

5. ATMS: Advanced Traffic Management System (also referred to as “OpenTMS”)

6. ATSPM: Advanced Traffic Signal Performance Measures

7. CA: Contract Administrator

8. CCTV: Closed Circuit Television

9. CII: Critical Infrastructure Information

10. CHRC: Criminal History Record Check

11. CSM: Communications Systems Manager (VDOT)

12. CV: Connected Vehicle

13. DMS: Dynamic Message Sign

14. FOIC: Fiber Option Installer Certification

15. GPS: Global Positioning Satellite

16. HOT: High-Occupancy Toll

17. IFB: Invitation for Bids

18. IIM: Instructional & Informational Memorandum

19. IMSA: International Municipal Signal Association

20. IP: Internet Protocol

21. ITS: Intelligent Transportation Systems

22. LCAMS: Lane Closure Advisory Management System

23. MPSTOC: McConnel Public Safety & Transportation

24. MUTCD: Manual on Uniform Traffic Control Devices

25. NCHRP: National Cooperative Highway Research Program

26. NEC: National Electrical Code

27. NEMA: National Electrical Manufacturers Association

28. NESC: National Electric Safety Code

29. NOVA: Northern Virginia (VDOT District)

30. NOP: Notice to Proceed

31. OSHA: Occupational Safety & Health Administration

32. OTD: Operations Technology Division (VDOT)

33. OTED: Operations Technology Edge Device

34. OTSaAM: Operations Technology Service and Asset Management System

35. PII: Personally Identifiable Information

36. PM: Preventive Maintenance

37. PPE: Personal Protective Equipment

38. PPS: Personnel Security Section

39. RMA: Return Merchandise Authorization

40. SSI: Sensitive Security Information

41. STSS: Statewide Traffic Signal System (also referred to as KITS)

42. TOE: Traffic Operations Engineer (VDOT)

43. TFO: Traffic Field Office (VDOT)

44. TMA: Truck Mounted Attenuator

45. TOC: Transportation Operations Center

46. UPS: Uninterrupted Power Supply

47. VDOT: Virginia Department of Transportation

48. VITA: Virginia Information Technology Agency

49. VOSH: Virginia Occupational Safety & Health

50. VWAPM: Virginia Work Area Protection Manual

51. WZTC: Work Zone Traffic Control

IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:

The Contract shall furnish all labor, supervision, equipment, materials, tools, supplies, traffic control, vehicles/fuel, project management, and incidentals as needed to provide Communications Network Support Services for VDOT NOVA District.

Abroad range of task assignments and responsibilities are anticipated in performance of this contract.

A. OPERATIONS AND MAINTENANCE SUPPORT SERVICES: The Contractor shall furnish experienced and qualified personnel, equipment, tools, materials and supplies in the provision for the following services in support of the operations and maintenance of NOVA District, Signal Communications and ITS Networks. These services may change as needed and determined by the Department. Work assignments will include, but are not limited to maintaining communications lines/systems, cyber security and troubleshooting problems in the NOVA District, Traffic Signal and Intelligent Transportation System (ITS) Communication Networks/Equipment. Responsibilities include, but are not limited to the following:

1. The Contractor shall employ capable and trained staff at all times. The Contractor shall be responsible for all training, scheduling, and direct supervision of staff under the direction of the VDOT Communication Systems

Manager (CSM) to meet the operational and maintenance needs of the Department.

2. The Contractor shall monitor the operational status of all NOVA District signalized intersection communications equipment and select ITS devices assigned. The Contractor shall generate work tickets upon detection of outages and accept assigned work tickets assigned by the Department. The Contractor shall utilize the active NOVA District asset management system to track all work, materials, and assets used to complete assigned work. If the Operations Technology Service and Asset Management System (OTSaAM) is not available for any reason the Contractor will utilize a method (such as a spreadsheet or database) deemed appropriate by the CSM to track and document work tickets during the period for which OTSaAM is available.

3. One of the primary goals of the NOVA District ITS Management Section is to operate, maintain, and monitor the communications that service OTED elements on a daily basis. The Contract shall provide the resources to deliver reliable and robust communications to several thousand end devices and systems over a variety of communication platforms. This includes the securing and hardening of the equipment, networks, and systems against potential physical and cyber threats. The Contractor shall provide routine, emergency, scheduled and unscheduled maintenance required to maintain secure and reliable communications to OTED devices on a standing order basis unless determined otherwise at the discretion of the Department. Additional work assignments may be requested and approved by the CSM.

4. The Contractor shall provide a scheduled and unscheduled maintenance support, as requested by the

Department, including via automated outage detection. The Contractor shall provide all resources (tools, vehicles, technicians, etc.) to diagnose and restore devices and/or systems to operational status. Major materials required to complete any work will be supplied by the Department. Ancillary materials shall be the responsibility of the Contractor to furnish, as needed, to ensure timely restoration of service.

5. The Contractor shall utilize the Department supplied asset management and work ticket system (OTSaAM) to track all maintenance, work, and inventory activities assigned by the Department. The Contractor shall provide, on a recurring schedule, or upon request from the Department, schedules, maintenance, and inventory records.

If OTSaAM is not available for any reason, the Contractor will utilize a method (such as a spreadsheet or database) deemed appropriate by the CSM.

6. The Contractor shall furnish and supply any necessary vehicles, equipment, ancillary parts, tools and technicians to perform all required work.

7. The Contractor shall support the Department with asset inventory management. The Contractor shall maintain current documentation of asset inventory, inventory configuration, operation and maintenance manuals, warranties, licensing and support agreements and produce semi-annual reports and upon request. Reports shall be submitted to the Department within seven (7) calendar days of VDOT notification. All traffic signal communications and ITS assets maintained by the Contractor shall be individually barcoded and the full lifecycle (e.g., procurement, installation, removal, repair, obsolescence, end-of-life, salvage, and disposal) of these items shall be tracked by the Contractor through the OTSaAM work order process.

8. The contractor shall be responsible for the current firmware listing and storage of the latest firmware files for all devices. The Contractor shall be responsible to notify VDOT upon new firmware releases to include the changelog associated with the latest release. The contractor shall be responsible, upon CSM approval, to test and verify the release before updating field devices. The contractor shall update the CSM with a schedule to update the active field devices and the periodic progress reports of this update. The contractor shall maintain all files and listings on a centrally accessible VDOT server.

9. The Contractor shall maintain current documentation of facility and field plan sets and provide upon request within seven (7) calendar days of VDOT notification.

10. The Contractor shall provide training on installation and maintenance for personnel as needed and refreshers on an annual basis, or upon direction of the CSM. The training schedule and content must be submitted for approval by the CSM within thirty (30) days of contract award. Thereafter the Contractor shall reevaluate the training schedule and content and resubmit for review and approval by the CSM on an annual basis.

11. The Contractor shall provide consumable parts and materials such as electric tape, solder, zip ties, and cable labels routinely carried by a telecommunication repairman/installer at no additional cost to the Department.

B. WORK LOCATIONS: Work locations are primarily comprised of two (2) distinct areas; field locations and facility locations.

Field locations comprise of work locations at numerous sites throughout the NOVA District. Facility work is primarily accomplished at the Transportation Field Office (TFO) or McConnell Public Safety and Transportation

(MSPTOC), but occasionally other work locations may be required by the Department. The majority of field work will take place at VDOT locations within the counties of Arlington, Fairfax, Prince William and Loudoun.

However, work may occasionally stretch into specific corridors of bordering counties (e.g., Stafford or Culpeper).

Locations shall include Primary and Secondary routes, Arterials and Interstates including portions of I-495, I-395, I-95 and I-66 where traffic signals, communications equipment, and ITS devices are deployed.

1. The primary work sites shall include, but are not limited to the following:

a. NOVA District Traffic Operations, Traffic Field Office (TFO) located at 8010 Mason King Court, Manassas, Virginia 20109; and

b. McConnel Public Safety and Transportation Operations Center (MPSTOC) located at 4890 Alliance

Drive, Fairfax, Virginia 22030

2. Additionally, the Contractor may be requested to provide limited services on an advisory-type basis to neighboring Districts in order to ensure continuity of operations between Districts.

C. PUBLICATIONS AND STANDARDS: Performance of work under this contract, unless otherwise stated, shall be in accordance with the latest versions of the following publications and standards. The Contractor shall be responsible for obtaining the latest revision of these publications and becoming knowledgeable and compliant with all guidance.

1. ITRM Standard Sec501-12.0 dated August 25, 2022

2. Cybersecurity for Operations Technology DIR-OIS-2020-OT-01-05 Operations Technology Cybersecurity

Program Manual, dated October 3, 2023

3. 2011 Virginia Work Area Protection Manual (VWAPM)

4. 2009 Manual on Uniform Traffic Control Devices (MUTCD)

5. 2011 Virginia Supplement to the MUTCD

6. 2020 Road and Bridge Specifications, with the exception of Sections 102 and 103

7. 2016 Road and Bridge Standards

8. VDOT NOVA District Lane Closure Guidelines, dated September 21, 2016

9. National Electrical Code (NEC) 2017 or successor.

10. All Occupation Safety & Health Administration (OSHA) Regulations as applicable. All work performed while navigating or climbing pole structures of any type or size shall conform to the Fall Protection provisions of OSHA Regulation 1910.

11. Virginia Office of Safety and Health (VOSH) Regulations if applicable

12. Virginia Statewide Building Code if applicable

13. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed VDOT safety standards.

D. METHOD OF ORDERING/DOCUMENTATION OF WORK PERFORMED:

1. Purchase Order: One (1) purchase order per annual contract term will be issued for billing purposes.

2. Task Orders: Occasionally the Department may determine that work requested cannot be adequately addressed by Contractor’s staff assigned to the daily work assignments. For various reasons, the Department may conclude that additional resources are required to complete work in a desired budget or schedule. In this scenario, and at the sole discretion of the Department, a Task Order may be issued. A Task Order shall not affect continued performance of any staff that is normally assigned to Daily Work. A Task Order proposal, including scope, costs, resources, and schedule, shall be submitted to the CSM for review upon request. The

Task Order proposal shall be provided to VDOT within ten (10) business days following the VDOT request.

The cost of materials and resources provided by the Department shall not be included in the costs of the proposal from the Contractor other than noting such material and resources are being supplied by the

Department. The Contractor and CSM shall negotiate the scope and costs of the proposal to reach a mutual agreement. Once approved, a Task Order may be issued dependent upon availability of required funding.

Upon NTP of the Task Order, the Contractor shall execute all work required in a continuous manner consistent with the scope. The Contractor shall provide weekly updates as to the progress of work and documentation of resources. The Department, at any point and without notice, may choose to inspect any work or work location, for workmanship or safety violations. A full inspection and test may be required by the Department before a Task Order can receive final acceptance. As part of the Task Order close-out process, the Contract shall provide all documentation including, but not limited to, all work activities completed, all materials used, updated asset and configuration information, diagrams as-builts (as required), test results, and any manual, warranty, or support agreement information.

3. Record of Work Performed: The Contractor shall track and report all time and materials used for any work completed. The Contractor shall maintain work logs with the name of the technician(s) completing any work, time and duration of any work, materials, and asset inventory information, and means and methods for the completion of work. Work assignments and logs shall be recorded in the Department supplied asset management system and shall be accessible at any time for review by the Department. Data recorded in this log shall be the basis for tracking work progress and to verify invoiced amounts.

E. TRAFFIC SIGNAL AND ITS WORK MANAGEMENT SYSTEM REQUIREMENTS: Several systems are utilized to operate multiple aspects of managing traffic in the Northern Virginia District. The Contractor shall be prepared to utilize the systems accordingly; including, but not limited to providing dedicated equipment such as laptops, tablets, smart phone, hotspots and training, etc. VDOT may provide training in certain circumstances.

Laptops issued by the Department that are on the OT network shall not have any email access and use must strictly conform to OTD requirements.

1. Statewide Traffic Signal System (STSS), also referred to as KITS: KITS is a proprietary software utilized in the traffic signal system for managing communications functions and failures between TOE and traffic signals. The Contractor shall be required to monitor this system on a continuous basis in order to actively assess, troubleshoot, and initiate corrective actions in the event of failure. The Contractor shall have extensive involvement in the enhancement to new statewide traffic signal system(s) or applications in the future, such as ATSPM.

2. Lane Closure Advisor Management System (LCAMS): LCAMS is an automated lane closure management system used to request and coordinate work-zones requiring a lane closure. LCAMS is designed to assist in managing traffic near and within a work-zone area and to provide TOC operations and the motoring public information about the closure. LCAMS is a web-based application and access is granted upon completion of the required training.

The Contractor shall be required to request lane closures using LCAMS to schedule work zones on a weekly, or as-required, basis and in accordance to scheduling requirements. 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.

The Contract shall provide the Department with certificates for the LCAMS system upon completion of the training.

LCAMS training for Contractor personnel must be completed within ten (10) days following the issuance of the NTP, prior to any lane closure approval requests. The Contractor shall be responsible for scheduling

LCAMS training with the TOC. Training for additional staff may be completed at any time during the contract term. Previous training for contract personnel will be accepted by VDOT with copy of training certificate or attendance list. The Contractor shall maintain a minimum of two (2) employees that are trained and credentialed for LCAMS entry throughout the duration of the contract.

Regularly scheduled (non-emergency) work zones are to be entered by 12:00 PM EST 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 3:30 PM EST on the following Thursday. It shall be the Contractor’s responsibility to contact and coordinate resolution of any work zone conflict with others and identified by LCAMS.

3. Virginia Traffic (VA 511): In addition to LCAMS, all approved work zones shall be posted to appear publicly in Virginia Traffic at http://www.511virginia.org by the Contractor. This will require the

Contractor to abide by the 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 the establishment of accounts and training will be provided to the Contractor following the issuance of NTP.

The Contractor shall maintain a minimum of two (2) employees that are trained in credentialed for VDOT

511 entries throughout the duration of the contract.

4. VDOT Utility Locating and Marking Request Systems: The Contractor shall be required to enter requests for VDOT utility locating and identification using the VDOT owned request system found at www.vdotutilitymarking.virginia.gov. This is a web-based application requiring users to register for access for receiving automated notification of marking activities. The Contractor shall maintain a minimum of two

(2) employees that are trained and credentialed for VDOT locating throughout the duration of the contract.

5. Asset Inventory Database: The Contractor shall track and maintain VDOT assets utilizing the Department’s asset management system. All work associated with assets shall be tracked via a work ticket issued to the

Contractor in the asset management system. The Contractor is responsible for ensuring that all asset location, information (serial numbers, model numbers, barcodes, etc.), configurations, warranty and support contract information is up-to-date at all times. If the asset management system is not available, the

Contractor shall coordinate with VDOT on a process to track and process work tickets and task orders until the asset management system becomes active or reactivates. The process should document and track maintenance work activities including work locations, names of employees assigned to the work, description of failure/work, work logs, labor hour actuals (start and finish times), and asset information when assets are removed and replaced. The work logs should describe all steps required to complete the work assignment. The contractor shall be responsible to process parts and materials for RMA and warranty repairs. The contractor shall be responsible for tracking all RMA and warranty repairs and keep VDOT informed of the status upon request and on a weekly basis or a schedule agreed upon with the CSM.

F. UTILITIES: The Contractor shall be responsible for requesting location and marking services (as required) of all public and private utilities prior to performing any work as follows:

http://www.511virginia.org/ http://www.vdotutilitymarking.virginia.gov/

1. The Contractor shall be responsible for requesting location and marking services to Virginia811 at www.va811.com (formerly Miss Utility) for the purpose of protecting all non-VDOT utilities (i.e., gas, electric, etc.).

2. The Contractor shall utilize the VDOT Utility Locating and Marking Request System at www.vdotutilitymarking.virginia.gov for utility locating, marking and notification of any VDOT owned utilities (i.e., power feeds, fiber cable, etc.). Reference Section IV.E.4 VDOT Utility Locating and Marking

Request System.

3. Any damage to utilities or infrastructure resulting from work performed without prior utility locating and marking, shall become the responsibility of the Contractor to replace or repair at no additional cost to

VDOT.

G. GENERAL WORK REQUIREMENTS:

1. Commencement of Work and Response Time: Support services provided by the contract shall commence upon NTP of the contract.

2. Protection of Persons and Property: The Contractor shall take every precaution necessary to ensure the safety and protection of persons at or near a work site by ensuring all work areas are well maintained and free from safety hazards, in accordance with the industry best practices. The Contractor shall take every precaution necessary to protect VDOT property, assets and infrastructure from damage, and all adjacent properties from damage, during the execution of this contract.

3. Concealed Damage or Unforeseen Repairs: The Contractor shall immediately notify the VDOT CSM of any and all unveiled damage(s) or unforeseen repairs not identified in the work requests. The Contractor shall provide an estimated effort, specialty equipment, and materials needed to repair the concealed damage or unforeseen work/repairs and obtain an approval from the CSM prior to execution of additional work.

4. Hours of Operation and Work Restrictions: Work hours are Monday – Friday, 7:00 AM EST to 3:30 PM

EST, unless otherwise directed by VDOT or as required for the purpose of adhering to the work restrictions

(reference IFB Attachment J, NOVA District Lane Closure Guidelines, February 2024 or latest version). This document shall prevail in any situation. Work may be restricted during the morning (AM) and evening (PM) traffic rush hours and for any other time as deemed appropriate by the CSM. The Contractor shall monitor traffic conditions at all times to ensure work and lane closures are not significantly impacting traffic. The

Contractor shall cease work and remove any lane closures if any significant impact to traffic occurs as a result of the Contractor’s work, or as directed by the Department. Due to the severe restrictions of accessing roadways, the Contractor shall be prepared, as necessary, to perform scheduled (non-emergency) work during overnight hours. All efforts shall be applied to conduct work within the Daily Work schedule. In the event that work must be conducted overnight, the Contractor must request prior approval from the CSM before initiating work.

5. Inclement Weather Events: Lane closures of any kind will not be permitted during inclement weather or emergency situations (reference Attachment J NOVA District Lane Closure Guidelines, February 2024 or latest version). VDOT reserves the right to suspend operations entirely in the event work would interfere with snow removal operations or the inclement weather precludes safe working conditions or danger to the traveling public.

6. Congestion Management: VDOT reserves the right to remove the Contractor from the roadway at any time due to high traffic conditions and situation that are deemed to be in the best interest of the traveling public.

7. Notification of TOC for Emergencies/Lane Closures: The Contractor shall notify the TOC of emergencies and any lane closures upon start and conclusion or work zone activities as identified below:

http://www.va811.com/ http://www.vdotutilitymarking.virginia.gov/

a. The Contractor shall notify the Regional TOC no later than fifteen (15) minutes, but no earlier than 45 minutes, prior to installing the lane closure, or no later than fifteen (15) minutes prior to scheduled start time if lane closure is delayed or cancelled.

b. The Contractor shall notify the TOC and update and VaTraffic of any changes in lane closure impact during the execution of work.

c. The Contractor shall notify the TOC no later than fifteen (15) minutes after the lane is reopened to traffic.

Failure to notify the TOC in accordance with procedures may result in the completion of a Vendor Complaint

Form. The TOC is a twenty-four (24) hour, seven (7) day a week operation. The Contractor shall provide the contact name(s) and phone number(s) of the person in charge at the Work Zone to the TOC.

8. Work Site Clean-Up and Restoration: It shall be the responsibility of the Contractor remove and legally dispose of all materials and debris from the work site at no additional cost to VDOT. The Contractor shall restore the work site to a condition not less than the original condition upon job completion, including, but not limited to raking, seeding, mulching, etc. This shall be incidental to the repair work and included in the bid price.

9. Personal Protective Equipment: Contract personnel shall, at all times, wear approved protective clothing

(PPE), safety vests, harnesses and any other equipment as required to meet OSHA and Virginia Occupation

Safety and Health (VOSH) standards.

10. Suspension of Work: VDOT will have the authority to suspend work, fully or in part, due to the failure of the

Contractor to maintain and/or correct unsafe work conditions. VDOT will also have the authority to suspend work, fully or in part, due to circumstances deemed to be in the public interest or to protect health, safety welfare and property.

H. VEHICLE AND EQUIPMENT REQUIREMENTS: The Contractor shall provide all vehicles and equipment to properly and safely perform work assigned to. Equipment provided by the Contractor shall be of sufficient size and operational condition to meet the requirements of the assigned work and produce a satisfactory quality.

Vehicles and equipment provided by the Contractor shall be well maintained, in proper working order and suitable for the intended purpose including and limited to having current registration, inspection and license plates.

1. Charges for transport and service vehicles provided to personnel shall be included in the hourly rates. Only service vehicles shall be used to respond to work sites. Each vehicle shall have at least one (1) high intensity amber rotating, flashing, or oscillating light visible from 360 degrees while in operation in accordance with the current VWAPM.

2. Charges for specialty equipment and operators, i.e., larger bucket, and truck mounted attenuator (TMA) shall be a separately bid as follows:

a. Contractor shall provide one (1) Truck Mounted Attenuator (TMS) Truck with Arrow board with operator. TMAs shall conform to the requirements of NCHRP 350 Test Level 3 or MASH.

b. Contractor shall provide a minimum of two (2) Bucket Trucks, Minimum Height thirty-five feet

(35’).

c. Each vehicle shall have at least one (1) high intensity amber rotating, flashing, or oscillating light visible from 360 degrees while in operation in accordance with the current VWAPM.

d. Contractor vehicles and equipment shall be subject to VDOT inspection prior to contract award, and at any time throughout the duration of the contract, upon request by the Department. VDOT reserves the right to reject or remove vehicles that are deemed unsafe or unacceptable. The contractor shall either immediately correct any unsafe conditions or provide an equivalent replacement vehicle at no cost to the Department.

3. Equipment Rental: Rental of specialized equipment and tools are permitted for assigned task with prior approval by the CSM. The Contractor shall provide rental agreement and invoice for reimbursement. Markup shall not be permitted as per the Code of Virginia §2.2-4331.

4. Fees for High Occupancy Toll Lanes: The Contractor shall be responsible for any and all fees incurred during the performance of work that requires access to any all designated Express, HOT, and toll lanes (reference

Code of Virginia §33.2-503).

5. Lighting for Night Work: In the event work must be performed at night, or in low light conditions, the

Contractor shall provide sufficient lighting at no additional cost to VDOT. The Contractor shall arrange lighting at the work site(s) to provide the safe and satisfactory performance of work and shall not interfere with or impede traffic from any approach.

6. Automatic Vehicle Location (AVL) with Global Positioning Satellite (GPS): The Contractor shall provide

AVL with GPS for each vehicle used in performance of work under this Contract in the roadway, including shoulders, at no additional charge to VDOT for this service as follows:

a. The AVL system shall be internet based and any VDOT authorized personnel shall be provided access to view the AVL system.

b. The accuracy of the AVL shall be within fifteen (15) feet of the actual location of the vehicle with data updated and transmitted at a minimum of every minute.

c. Each vehicle with AVL shall have an identifier as to the type of equipment, operator, and contact number.

d. The Contractor shall notify VDOT in the event of individual equipment or system failure of the AVL system. The Contractor shall provide a schedule as to when equipment or service will be restored to working condition.

e. The AVL equipment must be repaired or replaced as needed and the AVL and GPS system must be restored to a functional condition within twenty-four (24) hours of equipment or system failure. In the event that the equipment or system cannot be restored to working condition within the allotted time, the Contractor shall provide, in writing, the reasons why the equipment or system or system cannot be restored for review by the CSM.

f. All data records of the AVL system shall be maintained for at least one (1) year and shall be available to the Department upon request.

g. The Contractor shall provide the VDOT designated personnel with AVL system account(s) and login information (i.e. user and password) within fifteen (15) days after NTP.

7. Tools and Testing Equipment: The Contractor shall provide, at not additional cost to VDOT, all tools and equipment necessary to perform satisfactory work for installation, maintenance trouble shooting and diagnosing telecommunication and electrical work assigned to include, but not limited to: hand/power tools, multi-meter, OTDR, PPE, fiber and cable splicing, marking, locating and testing tools.

Contractor’s personnel shall have working knowledge and capability to properly use all tools. Testing equipment shall be calibrated as required for proper operation as recommended by the equipment manufacturer’s requirements.

I. DAILY COMMUNICATIONS: The Contractor shall equip all field staff with smart phones, tablets, laptops, etc.

capable of operating throughout the District to enable direct communication all field staff at all times during work performance. Equipment shall be provided at no additional cost to the Department. As part of these daily communications, a daily update report shall be provided to the CSM including all work performed. This report of work will be in addition to the logging and entries in OTSaAM or chosen method for tracking work tickets and task order projects. It will be the Contractor's responsibility to report any issues or problems with carrying out daily tasks to the CSM within one (1) hour of identifying the issue. The daily update report shall be submitted in a manner and format approved by the CSM.

Complete contact information, to include all phone numbers, emails, etc. for assigned staff, shall be provided to the VDOT CSM within ten (10) days of NTP. This information shall be up-to-date at all times. The CSM must be notified if any changes occur.

J. CONTRACTOR PERSONNEL REQUIREMENTS: The Contractor shall provide experienced and qualified personnel to perform services as directed by the CSM with primary responsibilities as follows:

1. Personnel Responsibilities and Availability

a. Personnel must be available on a full-time basis and work flex time when deemed necessary.

Scheduled reporting times and on an as-needed basis will be determined by VDOT.

b. VDOT reserves the right to remove assigned personnel from work associated with the Contract.

c. Personnel performing work related to this Contract shall be approved by VDOT’s Contract

Administrator (CA) in writing prior to providing services under this Contract.

d. The Department reserves the right to adjust the number of personnel with two (2) week notice.

e. The Department may request the Contractor provide additional personnel as needed by VDOT.

Additional personnel shall be provided within thirty (30 days from date of written request, unless otherwise mutually agreed upon by the Department and the Contractor.

f. All personnel shall pass and maintain a Criminal History Records Check (CHRC) prior to commencing work. The cost of the CHRCs shall be the expense of the Contractor.

g. Upon satisfactory CHRC clearance, all personnel shall be issued a VDOT picture Identification Card and displayed at all times while performing work under this Contract. Satisfactory CHRC clearance is required for VDOT computer network access.

2. Contractor must provide up-to-date organizational charts, resumes and certifications upon request by the

Department.

3. Changes in personnel shall be submitted in writing to the VDOT CA and CSM immediately for review and approval and no less than two (2) weeks prior to placement.

4. VDOT reserves the right to request immediate removal and orderly replacement of individuals deemed lacking in qualifications sufficient for provision of services under the term of this contract.

K. PROVISION OF EXPERIENCED AND QUALIFIED PERSONNEL: The Contractor shall be responsible to provide full-time personnel in accordance with this contract to support the primary mission of the NOVA District

Systems Management Communications Section to maintain, monitor, and enhance the communications. This is accomplished by providing personnel to perform a wide range of assignments supporting the mission. Section K illustrates the types of duties and responsibilities associated with each position, however it is not considered to be all inclusive and is not limited to the specific duties listed. Duties included for a specific position may be delegated to other positions as directed by the Contractor’s Project Manager/Superintendent and approved by the

CSM. New assignments and responsibilities will be introduced to contractor personnel as identified by VDOT needs and directed by the CSM.

The Contractor shall provide the following personnel in quantities as specified and perform the duties as described herein:

1. Project Manager/Superintendent: The Contractor shall provide one (1) Project Manager/Superintendent that will provide supervision of personnel, management and oversight, procurement of materials, expert consulting on network issues, etc. The time-in person can be flexible as long as effective management of associated resources is demonstrated. The Project Manager/Superintendent shall be present at the TFO work site five (5) days per week. This position shall attend appointments and meetings as requested by the

CSM. The Project Manager/Superintendent shall perform the following duties:

a. The primary point of contact for VDOT and is responsible to interface with CSM. Receives task assignments and effectively manages the assigned work as well as the overall effectiveness of the support provided by this Contract. Responsible for all deliverables outlined throughout the contract documents.

b. Responsible for keeping the CSM up to date on all issues and problems that arise. This will include regular debriefings on scheduled work and an initial phone call on emergencies to let the CSM know what the issue is as soon as it arises as well as follow up calls to provide periodic updates. An email following work to document the issue or problem will then be sent. At times there will be a need for approval of the CSM to handle issues. In these circumstances written response will be required from the CSM to carry out those remediations. Verbal instructions will not be taken as NTP unless explicitly documented.

c. Send daily updates to the CSM for all work completed and all scheduled work and work tickets processed. This update will be in addition to any logs added to OTSaAM.

d. Create work tickets for Contractor staff from the daily troubles report found in the current KITS system and the ClearAsset OTSaAM system.

e. Serves as point of contact ensuring timely notification and response by communication service providers (Cox, Comcast & Verizon). Ensure the providers dispatch on problematic communication circuits, resolve issues and close VDOT work assignments.

f. Represent NOVA District with the Virginia Information Technology Agency (VITA) to manage the leased communication circuit services. Discretion of specific actions (i.e.