Administrative Services/Procurement

Lynchburg Division

Hired Trucks

IFB #160858

Issue Date: April 8, 2026 INVITATION FOR BIDS IFB# 160858

Title: Hired Trucks

Commodity Code(s): 97568, truck rental or lease

Location Where Work Will Be Performed: Halifax and Pittsylvania Counties

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Robert Dowdle

Email:Robert.Dowdle@vdot.virginia.gov

Phone: (434) 856-8320

NOTE TO BIDDERS

No Prebid Conference: No pre-bid conference will be held for this solicitation.

Solicitation Closing Date and Time: 2:00 PM EDT on April 20, 2026. Refer to Solicitation Section VIII. I for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EDT on April 21 , 2026. Refer to Solicitation Section VIII.2 for instructions on how to participate.

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

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:

VA STATE CORPORATION COMMISSION FORM

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.

VENDOR QUALIFICATION I EQUIPMENT INVENTORY CERTIFICATION FORM

SUBCONTRACTOR APPROVAL REQUEST

NORMAL AND EMERGENCY CONTACTS

REFERENCES

..! !I mailto:Robert.Dowdle@vdot.virginia.gov

Hired Trucks

Administrative Services Division

Lynchburg District

Invitation For Bids IFB # 160858

Hired Trucks

TABLE OF CONTENTS PAGE

I. PURPOSE 3

IL QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. NO PRE-BID CONFERENCE 8

VI. METHOD FOR PAYMENT 8

VII. INVOICING 8

VITT. BIDDER'S INSTRUCTIONS AND PUBLIC BID OPENING 9

IX. GENERAL TERMS AND CONDITIONS 10

X. SPECIAL TERMS AND CONDITIONS 17

ATTACHMENTS

A. VA State Corporation Commission - Fillable Form

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

C. Vendor Qualification/ Equipment Inventory Certification - Fillable Form

D. Subcontractor Approval Request - Fillable Form

E. Normal and Emergency Contacts - Fillable Form

F. References - Fillable Form

REFERENCED TRAININGS

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

2. General Term and Condition CC: Link to VD Log in and search for "VDOT Workplace Civility Training

Hired Trucks

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as "VDOT") is soliciting bids from qualified firms to provide on-call, as-needed hourly rental of multiple tri-axle or tandem dump trucks and experienced operators for general hauling services on an as needed basis in Halifax and Pittsylvania Counties of the Halifax Residency. Lot 1- Halifax County, Lot 2-

Pittsylvania County. The Commonwealth reserves the right to make multiple awards as a result of this solicitation until

VDOT reaches the desired number of equipment for each line in accordance with the bid prices submitted. Awards will be based on the lowest responsive and responsible bidder, on each line item. Bidders may bid as few as one (I) piece of equipment listed; it is not necessary to bid on each line item. Bidder(s) shall indicate the number of equipment bid by completing Attachment C Vendor Qualification/Equipment Inventory Certification with the quantities available in each category.

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

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

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

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

If the Bidder is not a DSBSD-certified small business, the "I Plan To Use Subcontractors" box must be selected and the

Bidder shall identify on the SBSP attachment the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods.

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Sandra Walden at robert.dowdle@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.

Provide questions no later than 5:00 PM EST on April 15, 2026.

III. GENERAL DEFINITIONS:

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

IV. SPECIFICATIONS:

A. STANDARDS: All work shall be performed following the direction given by the VDOT Contract Administrator or designee. The Contractor's equipment shall meet Occupational Safety & Health Administration (OSHA) and

Virginal Occupation Safety & Health (VOSH) standards. Additionally, the Contractors shall remain in compliance with all OSHA and VOSH personnel, equipment, and safety regulations.

B. SCOPE OF WORK: The contractor shall provide ten (10) Tri-axle or Tandem Dump Trucks with a minimum hauling capacity of 15 tons and experienced operators for general hauling services on an as needed basis.

mailto:robert.dowdle@vdot.virginia.gov.

Hired Trucks

The types of services that may be required in this contract include, but are not limited:

• Hauling

• Spreading stone

• Hot mix asphalt

• Soil

• Trash

• Debris

The contractor shall also provide two (2) Tandem Dump Trucks capable of hauling broken concrete, Class I Rip Rap consisting of stone weighing between 50 to 150 lbs. and Class II Rip Rap consisting of stones weighing 150 to 500 lbs. each.

The work will be performed in Halifax and Pittsylvania County. If essential equipment breaks down on a job site and prohibits progression of work and the Contractor's trucks are loaded with hot mix asphalt, then the Contractor may be redirected to an alternative work site that can accept and use the material. This option is solely intended to preserve time sensitive material and offer alternate options for offloading materials. The Contractor will be contacted by email with all relevant information to each project including a Purchase Order (PO) for the Quarry for reference. Documents to be returned to VDOT is a daily timesheet for invoice reconciliation and load delivery tickets from the quarry.

C. PRICE QUOTED

The quoted price for equipment shall include the equipment with operator and all associated expenses including, but not limited to supervisors, profit, direct and indirect costs, administrative cost, cellular phones, hand-held radios and fuel, for each line-item bid.

D. REQUIREMENTS THE CONTRACTOR SHALL COMPLY WITH

1. PERSONAL REQUIREMENTS

a. 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: The Contractor shall provide experienced, properly trained, qualified operators for each truck used in the hauling operation. The operator of each truck shall possess a valid Commercial Driver's License (CDL).

c. Crew Supervision: The Contractor shall provide supervision of employees at all times including assignment of a crew supervisor. The supervisor shall report to VDOT's Contract Administrator or designee. The assigned supervisor shall be knowledgeable of all aspects of the operation and have authority in writing to commit the contractor. The supervisor shall have a cell phone capable of operating within the assigned area. The supervisor shall be available to meet with VDOT personnel within one hour of notification providing essential information daily, including, but not limited to daily timesheet and load delivery tickets from the quarry, as required by VDOT.

Hired Trucks

d. Communication: The desired method of communication with the Supervisor is by cellular telephone with service capability throughout the Halifax Residency. The cell phone number shall be provided to the VDOT representative within five (5) calendar days after the contract award.

The operators must be able to understand and communicate effectively in English. VDOT personnel must be able to understand English spoken by each operator. Drivers must be capable of reading and understanding maps and verbal or written instructions in English. Drivers must be experienced in hauling and/or spreading a variety of maintenance materials, including but not limited to, Hot Mix Asphalt, Stone, Soil, Brush, Debris and Rip Rap.

e. Contact Person: The Contact person's name and cellular phone number shall be required on

Attachment E.

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

g. Behavior: Behavior displayed by the Contractor's and Subcontractor's employees, such as cat calling, 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 ofVDOT.

h. 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. The Contractor's personnel must refer all questions concerning work planned, performed or promised to the VDOT Contract Administrator.

i. Coordination with VDOT: VDOT shall have the right at all times to be advised, upon request, of the status of work being done by the Contractor and details of that work. The Contractor will maintain coordination with the VDOT designee. VDOT reserves the right to perform any type of highway maintenance within the limits of the operations.

2. EQUIPMENT REQUIREMENTS

a. Equipment: The trucks shall be of equal size as specified on the Pricing Schedule. VDOT reserves the right to determine how many of each type of trucks will be required at each work site.

The Bidder shall be required to provide with their bid the make, model and capacity of each truck as noted in the Pricing Schedule. (Attachment C- Vendor Qualification/Equipment Inventory

Certification). VDOT reserves the right to inspect all trucks offered for services under this contract prior to award. All Contractor vehicles shall have a current state vehicle inspection and registration from that state where the vehicle is registered and must be properly insured in accordance with that state's requirements. Contractor's equipment and operators shall be in compliance with all applicable DMV and State and Federal regulations regarding the conditions and operations of the requested vehicles. The trucks must have necessary certification to haul from surrounding Quarries and Asphalt Plants included but not limited to Halifax County, Campbell

County, Pittsylvania County, and Shelton, North Carolina. The vehicles shall display all of the proper certification numbers on the trucks. Equipment shall either be owned or have signed lease agreements dated from the date of award forward for one year. The Contractor, at his own expense, shall have trucks fueled and ready to begin operations when he reports to the job

Hired Trucks locations as assigned by the Contract Administrator or designee. The Contractor shall provide any accessories that are necessary to operate the needed trucks efficiently. This shall include, but is not limited to, all hand tools and safety supplies. The Contractor shall provide, maintain, and operate equipment designated for the operation described herein and shall ensure the equipment is in good repair and operating condition and meets all safety requirements for this type of work. No payroll time shall be allowed for equipment breakdowns. If a breakdown occurs, the truck must be in operable condition within three (3) hours, or a replacement piece of equipment shall arrive within three (3) hours, if it is deemed essential by VDOT. No payroll time shall be allowed for equipment breakdowns.

b. Safety Equipment: The Contractor shall provide and ensure all employees wear the proper safety equipment while on the work site in accordance with the OSHA, VOSH, and VWAPM standards.

Necessary safety supplies and equipment shall include, but is not limited to, hard hats, high visibility safety garments, 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 high visibility safety garments shall have the Virginia state seal or any reference to

VDOT.

E. COMMENCEMENT OF WORK: All projects will be assigned to the Contractor as they become available.

F. MANNER OF CONDUCTING WORK AT THE JOB SITE

1. Satisfaction: All work shall be performed according to the standards of the industry and to the complete satisfaction of the VDOT Contract Administrator

2. Signs or Advertisements: No signs or advertisements shall be posted on VDOT's property.

3. Review of Work Site: The Contract Administrator, or designee, will review the work site with the

Contractor prior to the start of work. The Contractor shall include any costs for review of the work site into the bid rates.

4. 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.

The Contract Administrator shall approve the parking and storage arrangements; however, VDOT will not be responsible for any loss or damage to the Contractor's equipment that is left at the site.

5. Cleanup: The Contractor shall clean up frequently so the work site presents a neat, orderly and workman like appearance at all times. If a Contractor fails to clean up at the completion of the work, the Contract

Administrator will notify the Contractor, and the Contractor shall complete the clean-up within four (4) hours of being notified. Associated costs shall be worked into the line item bid prices.

6. Disposal: The Contractor is responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations as instructed by VDOT. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the job site, but shall be removed from the site and properly disposed of in a licensed land fill or transfer station as required by law. No VDOT dumpsters are to be used for debris disposal. When debris from Halifax or Pittsylvania County is disposed of in the landfill or transfer station, VDOT will pay the fees by providing the Contractor with a signed manifest. After leaving the landfill or transfer station, the pink copy of the manifest shall be returned to VDOT.

Hired Trucks

G. METHOD OF WORK:

1. Work Notification Procedure: The Contractor's official work notification is a Purchase Order (PO).

VDOT will issue a Purchase Order, which will be for billing purposes only. VDOT makes no guarantee of minimum or maximum quantities as shown on the Purchase Order. When work is needed the Contract

Administrator will provide an email identifying the work location, the date(s), and the Scope of Work which authorizes work to be performed. In the case of critical/immediate need, a verbal notification shall be sufficient for the contractor to perform work. An email will follow within 2 business days to support critical/immediate need.

Service under this contract may be required for emergency situations (floods, etc.), which would require a response time per the emergency situation. In case of emergency, VDOT may contract services elsewhere if the contractor cannot respond as needed.

2. Confirmation/Response Time:

a. After receipt of purchase order, the Contractor shall confirm acceptance of work assignment within 24 hours and begin work within three (3) business days. The Contractor may, at the time of notification, request additional time to respond. Approval of additional response time will be decided by VDOT Contract Administrator on a case by case basis.

b. When there is a requirement for a critical mobilization, the Contractor shall confirm within two (2) hours after being contacted by the Contract Administrator and work shall begin within six (6) hours. The Contractor may, at the time of notification, request additional time to respond.

Approval of additional response time will be decided by VDOT on a case by case basis.

3. Critical/Immediate Mobilization: In the event of a critical/immediate need, the Contract Administrator, or designee, may request the Contractor furnish any or all listed equipment within six (6) hours of notification. If the Contractor is unable to provide, VDOT reserves the right to competitively bid the work separately from this contract.

4. Continuous Operation Requirement: The Contractor shall provide a continuous operation once they commence work. If this is not done, a Procurement complaint Form may be issued, which may ultimately result in the default of the contract.

5. Contractor's Failure to Report: If a Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form may be issued against the Contractor in accordance with General

Terms & Conditions, Default, Paragraph P.

6. Contractor's Decline of Assignment: When the Contractor is unable to report to an assignment, a VDOT-supplied Contractor Release Form shall be signed and documented by the Contractor stating why he cannot perform work. VDOT shall approve or disapprove in writing whether the Contractor is released from contractual responsibilities. If a Contractor fails to perform or declines an assignment other than one approved in writing by VDOT, they may be considered in default in accordance with General Terms and

Condition, Default, Paragraph P. A Procurement Complaint Form will be issued against the Contractor.

Hired Trucks

Failure to Perform: Failure to perform work per the contract specifications may result in a

Procurement Complaint Form being issued in accordance with General Terms and Conditions, Default, Paragraph P.

H. HOURS OF WORK: Workdays will normally be Monday through Friday unless otherwise authorized by the

Contract Administrator or designee. Typical hours will begin at 7:00a.m. and end at 3:30p.m., however, the Contract

Administrator or designee reserves the right to alter work schedules as needed. No work shall be allowed on state holidays unless directed by the Contract Administrator or designee. Work activities shall only take place when weather conditions permit. Work activities shall cease when weather conditions are considered by VDOT to be hazardous for working, or for the traveling public.

I. SAFETY REQUIREMENTS:

1. Safety Standards, Rules and Regulations: The Contractor shall ensure all personnel and equipment comply with all VDOT safety rules, OSHA and VOSH standards as they apply to the work being done and not create any hazardous conditions with the equipment used. This includes, but is not limited to, equipment having vehicular backup alarm systems and flashing lights.

2. Protection of Persons and Property: The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor's operation in connection with the work by ensuring all work/job areas are maintained clean and free from safety hazards.

The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect VDOT's property from injury or loss arising in connection with this

Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

3. Authority to Suspend Work: During the execution of the work, the Contract Administrator 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 deemed to be in the public's best interest.

V. NO PRE-BID CONFERENCE:

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

INVITATION FOR BID.

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 perio

Hired Trucks

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

VII. INVOICING:

Invoices shall be submitted monthly to the address as listed below. Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT

Representative and Contractor Foreman on an agreeable format.

Virginia Department of Transportation

Halifax Residency Business Office

5211 Halifax Road

Halifax, VA 24558

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

LynchHalifaxBusinessServices@VDOTVirginia.gov and CC Stephanie.a.snead@vdot.virginia.gov

VIII. BIDDER'S INSTRUCTIONS AND PUBLIC BID OPENING:

I. BID SUBMISSION - INSTRUCTIONS:

All bids must be submitted electronically online via eVA using the Bidder's established eVA Supplier Account. The entire bid response including any/ all attachments and any/ all addenda must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed or hand-delivered bids will not be accepted.

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

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

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

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

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded toe VA by the date and time deadline stated on the electronic solicitation postin 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.g

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 10:00 AM EST on April 21, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/29419680649039?p=R3JTPYCJh6jA2eJssE mailto:eVACustomerCare@DGS.Virginia.gov mailto:edi@doa.virginia.gov mailto:LynchHalifaxBusinessServices@VDOTVirginia.gov mailto:Stephanie.a.snead@vdot.virginia.gov https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekWO mailto:eVACustomerCare@DGS.Virginia.g https://teams.microsoft.com/meet/29419680649039?p=R3JTPYCJh6jA2eJssE

Hired Trucks

Meeting ID: 294 196 806 490 39

Passcode: uZ3WW2p4

Need help? | System reference

Dial in by phone

+1 434-230-0065,,949272 720# United States, South Hill

Find a local number

Phone conference ID: 949 272 720#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 119 856 561 6

More info

The bid opening will begin promptly at the time indicated. At the start of the conference the VDOT Representative will conduct a roll call to identify the individuals participating on the call. Participants will be requested to provide their individual name, company name and contact information during the roll call.

If you are unable to access the teleconference at the scheduled time, please contact the Contract Officer via email and a bid reading will be provided.

The provisions of§ 2.2-4342 of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under "T 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.

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.l(E)).

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

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

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWFiZTM3YmMtNTQyMC00ZDg2LTgzNWMtNzUwYTEwYWYyNGU1%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22855609d1-2989-4d9d-9978-ed478aa291b3%22%7d tel:+14342300065,,949272720 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=949272720 https://www.webex.com/msteams?confid=1198565616&tenantkey=commonwealthofvirginia&domain=m.webex.com

Hired Trucks

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

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

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

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

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

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

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $I 0,000, so that the provisions will be binding upon each subcontractor or vendor.

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

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

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

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the

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

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

Hired Trucks

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United

States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the

Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

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

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number;

social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

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

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

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

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute

(Code of Virginia, § 2.2-4363).

2. To Subcontractors:

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

Hired Trucks

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

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

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor's obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance

(subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan.

Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

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

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

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL

ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND

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

Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the

Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder's physical facilities prior to award to satisfy questions regarding the bidder's capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

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

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice

Hired Trucks upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing

Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency's right to audit the contractor's records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth may terminate this agreement after verbal or written notice without penalty. Upon termination the Commonwealth may procure the goods or services contracted for from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.

Q. OMITTED

R. OMITTED

S. OMITTED

T. INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers' compensation insurance in accordance with§§ 2.2-4332 and 65.2-800 et seq. of the Code of

Virginia. The bidder further certifies that the contractor and any subcontractors will maintain this insurance coverage during the entire term of the contract and that all coverage will be provided by companies authorized to sell insurance in Virginia by the

Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers' Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers' compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

Hired Trucks

2. Employer's Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)

U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice in eVA (eva.virginia.g for a minimum of 10 days.

V. DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees;

(ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

W. NONDISCRIMINATION OF CONTRACTORS: A bidder or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

X. eVA…