IFB160955 BIMS Addendum 1 August 21, 2026_Final.pdf

DEPARTMENT OF TRANSPORTATION

Stephen C. Brich, P.E. 1221 East Broad Street (804) 482-5818 Commissioner Richmond, Virginia 23219

August 21, 2026

ADDENDUM NO. 1 TO ALL BIDDERS:

Reference – 2-Step IFB: 160955 Commodity: Richmond South Bundled Interstate Maintenance Services (BIMS) Dated: July 20, 2026

For Delivery To: Greensville, Sussex, Prince George, Dinwiddie, Brunswick, Mecklenburg, Chesterfield Counties, and the Cities of Hopewell, Colonial Heights and Petersburg

Bids/Proposals Due: August 31, 2026 Prebid/Proposal Conference: August 4, 2026

The above is hereby changed to read:

1. Reference Page 25, Term and Condition F.3 Subcontracting Restrictions. Change to read: The Contractor shall self-perform contract services, with its own work force, for at least 20% of the total annual contract value of the resulting Contract. This 20% required amount shall not include Contractor profit, overhead, administration, legal, or management costs of the Contract (excluding onsite personnel).

2. Reference Page 12, Part II Purpose, Period of Contract Change to read: “The contract period will be from April 1, 2027 (or date of award) through March 31, 2032, with the opportunity for Two (2) optional, consecutive Two-year renewal terms”

3. Reference Page 71, Special Term and Condition 49. Term of Contract: Change to read: “The contract period will be from April 1, 2027 (or date of award) through March 31, 2032, with the opportunity for Two (2) optional, consecutive Two-year renewal terms.”

4. Reference eVA Bid Line Item: Change unit of measure from YEAR to LUMP SUM.

Questions and Answers:

1. Question: (Page Number /Section: RFP/Page 46/Section 5.d, Specific Technical Proposal Instructions) Section 5.d, Specific Technical Proposal Instructions states “The Bidder must submit the name of the person or persons who will be VDOT’s point of contact during the bid evaluation process, should clarity concerning the technical proposal be necessary.” Will the Department please clarify which tab this information should be added to?

Answer: Indicate VDOT’s point of contact in Tab 1 under the Firms Organizational Structure and History, and on Attachment E.

2. Question: (Page Number /Section: RFP/Page 46/Tab 1: Organizational Structure, History, Experience, and Key Personnel, Subcontracting Restrictions) Regarding the technical proposal, Tab 1, Numbers 1 and 3 both require information regarding key personnel. Will the Department clarify whether personnel descriptions and experience should be provided in both sections, or if detailed key personnel information is intended to be submitted only under Tab 1, Number 3? If so, should the firm’s organizational structure also be moved to Tab 1, Number 3?

Answer: These sections require different information regarding personnel. Tab 1. 3. Reads:

Bidder shall have a section for Key Personnel as described in the paragraph below.

The key personnel shall meet the minimum qualifications described in section V.1 entitled Personnel. The Bidder shall provide the total number of full-time employees and their work titles that will be assigned to this Contract.

3. Question: (Page Number /Section: RFP/Page 47/Tab 4: Emergency Operations & Incident Management Plan) Tab 4 states: “The Bidder shall provide a detailed Emergency Operations and Incident Management plan as to how emergency events, snow and ice removal and incidents covered by the Contract will be handled.”

However, the Planning and Reporting section states: “While this Contract has no responsibility for Snow and Ice Removal, the Contractor shall provide a plan that addresses lane impacts due to downed or leaning trees and post-mobilization freeze occurrences.” Please clarify whether the reference to “snow and ice removal” in Tab 4 should be considered not applicable to this Contract or if bidders are expected to address specific freeze-related response activities within this section of the technical proposal.

Answer: Bidders are expected to address specific freeze-related response activities in their technical proposals.

4. Question: (Page Number /Section: RFP/Page 67/40. References and Attachment F) In reference to “40.

References”, it states “Bidders should provide a list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person, the email, and the telephone/fax number. Submit references by completing Attachment F.” However, in the technical proposal requirements, Attachment F is excluded from submission requirements. Will the Department please clarify whether Attachment F is required as a part of the submittal?

Answer: Yes, Attachment F is required as part of the submittal. Refer to page 1: “Reminders” of the solicitation document.

5. Question: Will the Department please provide the 5-year work program for any construction or rehabilitation projects along this corridor?

Answer: Refer to the following Link: Virginia Six-year Improvement Plan

6. Question: Will the Department provide the last three years of MRP evaluation reports and any resulting penalties for the current Contract?

Answer: See the attached document titled: BIMS_MRP_2024_2025_2026.

7. Question: Will the Department provide any available crash data involving property damage and/or third-party claims under the current Contract, including historical information on third-party asset damage, the total number of assets damaged during the current contract term, and a breakdown of damaged assets by asset type?

Answer: See the attached document titled: IMO South Emergency Response Log.

8. Question: When is the anticipated first MRP inspection under the new Contract? Additionally, given the significant number of existing deficiencies throughout the network, would the Department consider an “information only” initial MRP inspection to establish a baseline condition and allow the Contractor time to assess and address inherited deficiencies? Additionally, does the Department intend to conduct a joint network walkthrough with the successful contractor at Contract commencement to document existing deficiencies, and would a change order be considered for significant pre-existing deficiencies identified during that process?

Answer: A Baseline MRP will be conducted in the Fall of 2027. The Baseline will be for informational purposes only with no penalties. The Spring MRP Evaluation of 2028 will be the first evaluation where potential non-performance penalties may be assessed. No joint walkthrough will be performed with the awarded contractor. No Change orders will be considered. It is the responsibility of the bidder to assume assets in the condition as they currently exist.

9. Question: (Page Number /Section: RFP/Page 49/Tab 7 – Company Financials, Paragraph 6) This section states “Letter(s) from surety firm(s) to demonstrate the Bidder’s ability to meet the Proposal bonding requirements”.

Will the Department please identify what Bonding Requirements should be referenced in this letter?

https://syip.virginiadot.org/Pages/allProjects.aspx

Answer: Refer to Section XIII Special Terms and Conditions, 35. Performance and Payment Bonds.

10. Question: (Page Number /Section: Attachment KK) On the Contractor’s Bid Price Sheet, the contract term is listed as 60 months and five years. The contract period is listed as April 1, 2027 (or date of award) through March 31, 2031, in “Term of Contract”. This is four years. Will the Department please clarify the intended contract term and revise the Contractor’s Bid Price Sheet, as necessary, to reflect the correct duration?

Answer: A change has been made and referenced above in the addendum: The initial term for this contract is 5 years from April 1, 2027, to March 31, 2032.

11. Question: (Page Number /Section: RFP/Page 18/2.A.4.a.3) For pavement repairs that are mentioned in section

2. A. 4. a. 3) can the Department confirm that the method of payment is via requirements-based items and not included in the monthly performance-based services payment?

Answer: Both. Pavement repairs are part of the performance-based services for the contract. The requirement-based services line items would be for additional pavement repairs as directed by the department.

12. Question: (Page Number /Section: Attachment C) In reference to “Attachment C”, it states “The bidder shall furnish a completed Vendor Qualification/Equipment Inventory Certification Form (Attachment C) with each bid, to certify the bidder has sufficient equipment and personnel to perform the work as described.” Attachment C itself also states “All bidders responding to this IFB are required to complete equipment information for each piece of equipment as specified in #4. Failure to fully complete this attachment may render the bid non-responsive.” However, in the technical proposal requirements, Attachment C is excluded from submission requirements. Will the Department please clarify whether Attachment C is required as a part of the submittal?

Answer: Refer to page 1, “REMINDERS: 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:”. Prior to Award, this document will be required to verify all equipment is certified and available to be used on the project. The Bidder should submit this attachment within their proposal as part of the required documentation within the Commitment of Bidders section of their proposal.

13. Question: (Page Number /Section: RFP/Page 12/Section 1.1 Contract Components and Hierarchy) Section 1.1, Contract Components and Hierarchy, identifies the order of precedence for Contract documents; however, Addenda and written Questions and Answers are not included in the hierarchy. Will the Department revise Section 1.1 to incorporate Addenda and formally published Questions and Answers into the Contract hierarchy?

Answer: No, Addenda are included as an attachment to the 2-Step IFB. Any revisions listed in the addendum are incorporated by way of their written instruction into the area of solicitation applicable, thus following the hierarchy as written in Section 1.1.

14. Question: Will the Department please provide the 5-year work program for any construction or rehabilitation projects along this corridor?

Answer: Refer to the following Link: Virginia Six-year Improvement Plan

15. Question: (Page Number /Section: Attachment KK) Could the Department please clarify what is meant by 'Long Arm Mowing' in the scope of work? Specifically, we would appreciate details regarding the type/style of long-arm mower required and the expected reach capabilities, as these factors may significantly affect the interpretation of the requirement.

Answer: A tractor equipped with a hydraulic boom and heavy-duty rotary head attachment (i.e. boom axe) having a deck measurement of at least 50 inches. The heavy-duty rotary head shall be capable of effectively cutting brush up to 4 inches in diameter. The boom or arm shall be of sufficient length to cut vegetation at ground level 20 feet off of the paved shoulder (no guardrail) and 12 feet behind guardrail. The tractor shall be capable of cutting both left and right sides of the ramps and travel lanes. The tractor shall also be equipped with one rotating amber warning light or high intensity amber strobe light, as well as the Slow-Moving https://syip.virginiadot.org/Pages/allProjects.aspx

Vehicle emblem placard on the rear of the tractor. The tractor shall be capable of navigating over irregular terrain to be able to reach vegetation to be cut.

16. Question: (Page Number /Section: Pg 68, Section 42) Please consider allowing the contractor to reject a renewal term in the event that the renewal term pricing (whether increased by CPI or not) cannot be sustained due to the then-current financial condition of the project.

Answer: Renewals are optional.

17. Question: (Page Number /Section: Multiple locations, including Section V.1.D.2, V.2.a.4.e, XIII.28) The contract frequently requires the contractor to comply with the “most current version” of standards, manuals, or specifications. Will the contractor be eligible for a change order in the event that such updates incur additional costs that cannot be anticipated at the time of bidding?

Answer: No.

18. Question: (Page Number /Section: 2) A. 4. b. & Attachment KK – Requirements based services) Can the Department confirm that all long arm mowing will be performed under Requirements Based Services: Item 4 – Long arm mowing?

Answer: Confirmed

19. Question: (Page Number /Section: 2) A. 4. d. & Attachment KK – Requirements based services) Can the Department confirm that all bridge deck patching required under this contract be paid under requirements-based items #10 & #11?

Answer: Mitigation patching of bridge decks is not included in items #10 & #11, as it is a performance-based service. Permanent bridge deck patching will utilize the requirements-based services pricing.

20. Question: (Page Number /Section: A.7.) This paragraph states, in part “Any homogenous pavement section found to have a Combined Condition Index (CCI) of thirty (30) or below is exempt from the Contractor’s requirement to maintain that section of pavement. Will the Department please provide the results of the pavement condition ratings collected during the Department’s annual pavement data collection?

Answer: Yes, utilize the following link: Virginia Pavement CCI

21. Question: (Page Number /Section: Pg 46, Commitment of Bidder) Please confirm addenda do not count towards the technical page limit.

Answer: Confirmed

22. Question: (Page Number /Section: Pg 45. 2.b.3.ii) Please confirm the technical proposal cover and Table of Contents do not count towards the technical page limit.

Answer: Confirmed

23. Question: Self-performance percentage. Specification Section 2.F.3 requires self-performance of at least 30% of total annual contract value, while Tab 1, item 2 references at least 20% of total dollar value. Which governs, and is the basis annual or total contract value?

Answer: A change has been made and referenced above in the addendum: The Contractor shall self-perform contract services, with its own workforce, for at least 20% of the total annual contract value of the resulting Contract.

24. Question: Asset inventory. Does Attachment R reflect current inventory, and will the list of pavement sections with CCI of 30 or below (exempt sections) be provided prior to closing?

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fexperience.arcgis.com%2Fexperience%2Fabb1436a189e463aaee3541ab5ad8d37&data=05%7C02%7Cjeff.manning%40vdot.virginia.gov%7Cf0c59c5fc70c4820260108defd47af53%7C620ae5a94ec14fa086415d9f386c7309%7C1%7C0%7C639226681484113197%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=RJKLSypmfqtWBZ5e3jhdko221CZ3GsOOqcQ0pKmtyC0%3D&reserved=0

Answer: Yes, Attachment R is the most current Inventory. For CCI ratings please refer to the link: Virginia Pavement CCI . Currently there are no CCI below 42 with no exempt sections.

25. Question: Contract Bid Extension. Will the Department consider extending the bid due date to give the contractor adequate time to respond to answered questions?

Answer: The Bid Due Date remains unchanged.

26. Question: Since Uncollectible Third-Party Damage Claims. If the Contractor completes a required repair resulting from third-party damage but the responsible party is uninsured, unidentified, insolvent, or otherwise uncollectible, please clarify who bears the unrecovered repair cost.

Answer: It will be the obligation of the contractor to make all third-party repairs and cost associated with them.

27. Question: Requirements Line Items 13, 14, and 15. Can the department explain further when these line items will be used. If asphalt repair and replacement is under the performance base contract and pavement that falls below CCI and over 600SF will be done by an on-call contractor.

Answer: Line Items 13, 14, and 15 will be utilized at the discretion of the department. If pavement falls below the CCI and over 600sf, it will be the department’s responsibility unless deemed a Third-Party repair.

28. Question: Drainage / Major Structural Failure. Please clarify the boundary between routine Contractor responsibility for repair/replacement of culverts, stormwater facilities, underdrains, and related drainage assets and major structural failures or capital improvements that would be performed by VDOT or compensated separately.

Answer: Refer to Section V.2.A.1(General)

29. Question: Section II. PERIOD OF CONTRACT (and Section XIII. SPECIAL TERMS AND CONDITIONS 49.

TERM OF CONTRACT) read: The contract period will be from April 1, 2027 (or date of award) through March 30, 2031, which represents a 4 yr. period. Both Attachment KK. Contractor’s Bid Price Schedule and the Bid Item in eVA are asking for 5-year pricing numbers. It is assumed 5 years is the correct initial term, and corrections will be made to the IFB to reflect such. Please confirm or advise otherwise.

Answer: A change has been made and referenced above in the addendum: The initial term for this contract is 5 years from April 1, 2027, to March 31, 2032.

30. Question: The Bid Item in eVA is: Total 5-year Bid price, Quantity = 1 Year. Please confirm VDOT is expecting the Total 5 Year Bid Price as calculated from Attachment KK. Contractor’s Bid Price Schedule to entered in this line despite the Quantity of 1 year. (instead of 1 Lump Sum).?

Answer: Yes, refer to Section X 2. “The TOTAL 5 YEAR BID PRICE (Add the Sub Totals of “A”, “B” from the Pricing Schedule) from Attachment KK “Pricing Schedule” must be entered in the eVA line item.”. See referenced change to the solicitation above.

31. Question: Several assets such as, but not limited to: tree and brush, paved ditches, under/edge drains and fence, that are in less than desirable condition against the performance criteria. If not addressed by the current vendor or VDOT prior to the start of this pending contract, these assets will require some additional work effort by the contractor awarded this work to bring into contract compliance. It is our understanding that the awarded contractor will need to accept the assets as is and there is no plan or promise from VDOT to turn over the assets in a acceptable condition. Please confirm or advise otherwise.

Answer: Confirmed, it is the responsibility of the bidder to assume assets in the condition they currently exist.

32. Question: There is a discrepancy in the percent of work to be performed with its own work force between Section X.2.5. Specific Proposal Instructions, Tab 1. No. 2. and Section V.2.F.3. Subcontracting Restrictions. The former https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fexperience.arcgis.com%2Fexperience%2Fabb1436a189e463aaee3541ab5ad8d37&data=05%7C02%7Cjeff.manning%40vdot.virginia.gov%7Cf0c59c5fc70c4820260108defd47af53%7C620ae5a94ec14fa086415d9f386c7309%7C1%7C0%7C639226681484113197%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=RJKLSypmfqtWBZ5e3jhdko221CZ3GsOOqcQ0pKmtyC0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fexperience.arcgis.com%2Fexperience%2Fabb1436a189e463aaee3541ab5ad8d37&data=05%7C02%7Cjeff.manning%40vdot.virginia.gov%7Cf0c59c5fc70c4820260108defd47af53%7C620ae5a94ec14fa086415d9f386c7309%7C1%7C0%7C639226681484113197%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=RJKLSypmfqtWBZ5e3jhdko221CZ3GsOOqcQ0pKmtyC0%3D&reserved=0 states 20% and the later states 30%. It is assumed 30% is the correct expectation and corrections will be made to the proposal instructions to reflect such. Please confirm or advise otherwise.

Answer: A change has been made and referenced above in the addendum: The Contractor shall self-perform contract services, with its own workforce, for at least 20% of the total annual contract value of the resulting Contract.

33. Question: In reference to file 2-Step_IFB160955_Richmond_South_BIMS_July202026.pdf, section V.2.G.8.

(page 27): Please provide the specific limits and location for the CD Road. Please provide SLDs for the CD Road's limits, if available.

Answer: See the attached document titled: Petersburg Gateway Sweeping Interchanges and CD Roads.

34. Question: In reference to file 2-Step_IFB160955_Richmond_South_BIMS_July202026.pdf, section V.2.F.3 (page 25) and section X.5, Tab 1, 2.: According to section V.2.F.3.: "The Contractor shall self-perform contract services, with its own work force, for at least 30% of the total annual contract value of the resulting Contract.

This 30% required amount shall not include Contractor profit, overhead, administration, legal, or management costs of the Contract (excluding onsite personnel)." This conflicts with X.5, Tab 1, 2.: "The Bidder shall also provide a detailed plan as to how the Bidder plans to perform this Contract with its own work force and resources for at least twenty percent (20%) of the total dollar value of the Contract. This twenty percent (20%) amount shall not include profit, overhead, administration, legal, or management (excluding onsite personnel) Contractor costs."

Please clarify whether the Contractor/Bidder will be required to self-perform at least 20% or at least 30% of the total annual contract value.

Answer: A change has been made and referenced above in the addendum: The Contractor shall self-perform contract services, with its own workforce, for at least 20% of the total annual contract value of the resulting Contract.

35. Question: In reference to file 160955_2_StepIFB_Attachments_A-KK.pdf, Attachment O - Performance Criteria (pages 42-58): Please provide the Performance Criteria for Partial ROW Mowing, Full ROW Mowing, and Long Arm Mowing.

Answer: These Items are Requirements-Based Services and will be used at the discretion of the department when utilized in accordance with VDOT Maintenance Best Practices.

36. Question: In reference to file 160955_2_StepIFB_Attachments_A-KK.pdf, Attachment JJ - Location of Services (page 234): The table indicates the northern limit of I-295 is Mile Marker 16.16. However, the table also includes the Varina-Enon Bridge, which is located at Mile Marker 18. Please clarify whether the I-295 limits include Varina-Enon Bridge and provide the Mile Marker where the I-295 project limits terminate.

Answer: The Varina-Enon Bridge is not included in the limits of this contract. The limits stop at the cross-over just North of the Rt.10 Interchange.

37. Question: In reference to file 160955_2_StepIFB_Attachments_A-KK.pdf, Attachment KK - Contractors Bid Price Sheet (page 235): Are the 19.5 Shoulder Miles listed for line item 8. Gateway Sweeping included within the 35 Shoulder Miles listed for line item 6. Roadway Sweeping?

Answer: No, the Gateway sweeping is not inclusive of the Shoulder Mile Totals. Should a total corridor sweeping be needed the Gateway Sweeping will be utilized using Line Item #8. The additional shoulder miles to complete the corridor sweeping will be performed using Line Item #6.

38. Question: Will the Department please provide the full Third-Party Claims history logs for the current contract?

Answer: See the attached document titled: IMO South Emergency Response Log.

39. Question: Will the Department please provide the full Incident Response data for the current contract?

Answer: See the attached document titled: IMO South Emergency Response Log

40. Question: Section X, Tab 3. No 2. reads; “2. Bidder shall have a section for the first-year annual work plan as described in the paragraph below. The Bidder shall provide an annual work plan for the first year of the Contract that details actual quantities, units of measure, production amounts as requested in section 3.A.1, that are associated with each Asset Group and Asset Item, and the time-frame during the first year each activity is expected to be performed” In Section 3.A.1, an associated budget is requested as part of the work plan. This budget information will be an indicator of the pricing that is to be provided and evaluated separately after technical proposals are evaluated. Therefore, we request to not include the estimated budget for each asset within our work plan that is to be submitted with the technical proposal. As an alternate, we can provide it with the separate pricing submittal or after award, as necessary. Please advise if and where the budget portion of the annual work plan is to be included with the submittal.

Answer: The anticipated annual work plan shall be submitted with your technical proposal. Associated estimated budget information will only need to be provided after award.

Note:

Acknowledgement of this addendum or any subsequent addenda must be prior to the bid due date and time or signed and uploaded as an attachment with the electronic bid submission. Failure to acknowledge or submit the addendum may be grounds for declaring the bid non-responsive.

Sincerely, I-Nubia Reid Contract Officer I-Nubia.Reid@vdot.viginia.gov

Name of Firm

Signature Title Date