Administrative Services/Procurement

Lynchburg District/Halifax Residency

Janitorial Services

IFB #161009

Issue Date: 6/10/2026 INVITATION FOR BIDS IFB# 161009

Title: Janitorial Services

Commodity Code(s): 91039

Location Where Work Will Be Performed: Halifax Residency Complex

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Robert Dowdle

Email: Robert.Dowdle@vdot.virginia.gov

Phone: (434) 856-8320

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on June 24, 2026. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 2:00 PM EDT on July 6, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EDT on July 7, 2026. 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:

A. VA STATE CORPORATION COMMISSION FORM

B. 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.

C. SUBCONTRACTOR APPROVAL REQUEST

D. NORMAL AND EMERGENCY CONTACTS

E. REFERENCES

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 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 or request for proposal.

Administrative Services Division

Lynchburg District Halifax Residency

Invitation For Bids IFB # 161009

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 10

VI. METHOD FOR PAYMENT 10

VII. INVOICING 11

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 11

IX. GENERAL TERMS AND CONDITIONS 12

X. SPECIAL TERMS AND CONDITIONS 19

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

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

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. References – Fillable Form

F. Checklist

G. CII/SSI Policy Guide

G. References (If Necessary)

H. Contractor License Requirements (If Necessary)

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

REFERENCED TRAININGS

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

2. General Term and Condition CC: Link to VDOTU. Log in and search for “VDOT Workplace Civility Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://virtualcampus.vdot.virginia.gov/

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to furnish janitorial services for the Halifax Residency Complex located in Halifax County in the Halifax Residency in the Lynchburg

District of the Virginia Department of Transportation, an agency of the Commonwealth of Virginia, in accordance with the specifications contained herein during the contract period. Janitorial regular services will be required on Monday, Wednesday, and Friday

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 Robert Dowdle at Robert.Dowdle@vdot.virginia.gov.

The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 5:00 PM EDT on June 25, 2027.

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 “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 terms which will exclusively govern the contract between VDOT and the Contractor.

IV. SPECIFICATIONS:

A. SCOPE OF WORK: The Contractor shall furnish all necessary supervision, labor, transportation, equipment, tools, materials, cleaning supplies and incidentals as required to satisfactorily perform janitorial services for the Halifax

Residency Office, Halifax Shop Office and Halifax Residency Survey Building at the VDOT Halifax Residency Complex located at 5211 Halifax Road, Halifax, Virginia 24558 in accordance with the specifications, terms, and conditions contained in this solicitation.

B. COMPLEX BUILDINGS TO BE CLEANED: The following areas shall be cleaned:

1. VDOT Halifax Residency Office Complex, approximately 3500 square feet.

2. VDOT Halifax Shop Office, approximately 1316 square feet.

3. VDOT Halifax Residency Survey Building, approximately 2,048 square feet.

C. SERVICE STANDARD:

1. REPORTING OF PROBLEMS: The Contractor’s employees shall report fires, hazardous conditions, and items in need of repair (such as dead lights, leaky faucets, toilet stoppage, etc.) immediately to the VDOT Contract

Administrator or designee.

2. END OF CLEANING DUTIES: The Contractor’s employees shall close all windows, turn off lights, and return all trash cans to their original locations. when the night cleaning is finished.

D. LIST OF DUTIES/TASKS AND FREQUENCIES:

1. The following services shall be performed every Monday, Wednesday and Friday between the hours of 3:30 –

4:00 pm. The Contractor shall start at the shop then proceed to complete the main office. These services shall be completed no later than 5:00 am the following morning for all required services.

A. Bathroom Areas:

1. The Contractor shall sweep, vacuum, mop or scrub all floors. Thorough attention shall be given to maintaining the appearance of the floors around the toilet fixtures.

2. The Contractor shall scrub and sanitize all urinals. Thorough attention should be given to areas around urinals.

3. Traps shall be maintained free from odors at all times.

4. All wash basins shall be thoroughly cleaned.

5. All mirrors, shelving, dispensers, chrome fixtures, and piping shall be cleaned.

6. Radiators, windowsills, ledges, grilles, and stall partitions shall be dusted.

7. Wall surfaces, doors, and waste receptacles shall be spot cleaned as necessary.

8. Waste receptacles, including sanitary napkin receptacles, shall be emptied, cleaned, and disinfected and trash removed from building and disposed of in VDOT dumpsters by the Contractor.

9. The Contractor shall refill all dispensers, including but not limited to paper towels, liquid hand soap, and toilet paper, at each service.

B. Room Cleaning: Office areas, filing areas, lobby, conference rooms and the corridor space adjacent to these areas shall receive cleaning as follows:

1. Waste baskets shall be emptied and wastepaper and trash removed from the building and disposed of in VDOT dumpsters by the Contractor. Waste baskets shall have fresh liners inserted as necessary and extra liners left at the bottom of waste baskets.

2. Carpeted floors shall be vacuumed. Tiled and linoleum floors in all areas shall be swept or vacuumed and mopped with approved cleaning product. All floor surfaces are to be cleaned including under desks, tables, chairs, etc.

3. All horizontal surfaces (desks, files, tabletops, chair seats, etc.) shall be dusted with a treated cloth.

Upholstered chairs are to be vacuumed and bottoms dusted as necessary. Glass desktops shall be cleaned with an untreated dust cloth or a cloth sprayed with approved glass cleaner. For office desks Contractor shall dust around items on the desk and not move any item.

4. All wall surfaces, partitions, doors, window frames, and sills shall be spot cleaned as necessary. Windowsills are to be kept free of dust and cobwebs by either vacuumed or wiped out with a damp cloth. Entry and interior doors are to be kept free of fingerprints and scuff marks.

5. Drinking fountains shall be cleaned by disinfecting and wiping dry and shall be free of hard water spots and mold in and around the drinking spout.

6. Shredders shall be emptied and trash removed.

C. Outside Entrances:

1. Steps and sidewalks adjacent to building entrances shall be swept on each visit. VDOT personnel will be responsible for snow and ice removal.

2. All entrance doors to the building and windows in front foyer shall be cleaned on each visit.

3. Hand railings shall be treated with disinfectants.

Trash cans at the outside entrances and vestibule shall be emptied in the VDOT provided dumpsters. This may not be required daily, but the Contractor shall check when entering the buildings and empty and replace bags as needed.

3. SERVICES THAT SHALL BE PERFORMED MONTHLY AT TIMES DETERMINED BY THE VDOT

CONTRACT ADMINISTRATOR OR DESIGNEE:

A. Room Cleaning:

1. All wastepaper receptacles shall be damp wiped inside and out.

2. All walls (except painted walls) and stall partitions shall be washed and wiped dry.

3. Drain Grates, clean catch basins and surrounding areas outside buildings.

4. Floor Maintenance:

a.. On a monthly schedule, all office areas, file rooms, waiting rooms and conference rooms shall be damp mopped and buffed. The equipment used and the duration of the buffing will be such that the scuff marks are removed to the satisfaction of the VDOT Contract Administrator or designee.

B. Glass:

1. Clear glass in interior partitions, doors and transoms shall be washed.

C. Utility Storage Room:

1. The utility storage room shall be cleaned and kept in an orderly fashion.

4. SERVICES THAT SHALL BE PERFORMED AS NEEDED AT TIMES DETERMINED AND AGREED

UPON WITH THE CONTRACT ADMINISTRATOR OR DESIGNEE. NORMALLY THESE WILL BE

COMPLETED ON WEEKENDS.

A. Floor maintenance:

1. Resilient flooring in the building shall be thoroughly scrubbed or stripped to remove all dead wax and soil. An approved type of wax as per the floor manufacturer’s recommendations, for the particular flooring shall be applied and the floor buffed to a satisfactory finish.

B. Window and Draft Deflector Glass:

1. Wash inside and outside, remove any accumulated dirt/material on or around outside panes and sills when requested.

C. Light Fixtures:

1. All light fixtures shall be cleaned. VDOT will supply and change all light bulbs as necessary.

D. Carpets:

1. Carpets shall be shampooed with an approved shampoo as per the manufacturer’s recommendations.

E. Furniture:

1. Upholstery on chairs shall be vacuumed and cleaned, including arms, legs, and bottoms to remove any accumulated dust and dirt.

F. Pressure Washing:

1. The contractor shall pressure wash and clean all exterior vinyl surfaces and sidewalks. Cleaning solutions shall not harm window frames or adjacent paint.

5. SPECIAL OR EMERGENCY CLEANING: Special or emergency cleaning shall be for additional cleanings that are not already specified in the daily, monthly, or as needed cleanings. This cleaning may include, but will not be limited to, cleaning after renovations; cleaning after special events; cleaning after repair work has been completed. VDOT will provide at least twenty-four (24) hours’ notice to the Contractor for Special Cleaning and at least four (4) hours for

Emergency Cleaning. Notice will either be written or given verbally in person or over the phone. When requesting these services, a quote shall be provided by the Contractor with the number of hours estimated to complete the work and if VDOT deems it not to be fair and reasonable, the work may be bid separately from the contract.

These services will be paid under the hourly rate for the entire crew as listed in the pricing schedule. Materials will be at the Contractor’s cost.

E. PERSONNEL REQUIREMENTS:

a. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall have at least five (5) years prior experience in cleaning commercial property and provide personnel to work a schedule per VDOT’s requirements.

The Contractor shall ensure their capacity to perform work under this contract, even though there may be other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. At VDOT’s discretion, a facility that the Contractor is currently performing cleaning services, may be visited for an example of the level of service provided.

b. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contract work. The person’s name and phone number shall be provided on the bid response.

The Contractor shall provide this name, as well as additional personnel names and phone numbers, who can be contacted 24 hours, seven (7) days a week. See Attachment D - Normal and Emergency Contacts.

c. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor shall only use competent, experienced, qualified, and properly trained personnel to perform the work in accordance with this contract. The Contractor shall employ a sufficient number of experienced janitors to adequately perform all the specified services in the frequency and at a standard specified herein. All employees shall go through the Criminal History Record Check (CHRC) process as noted in Special Terms and Conditions #23. The Contractor shall screen and employ only qualified personnel who must be properly trained and skilled in the performance of their duties. Contractor shall immediately remove any employee VDOT determines to be unacceptable.

At no time shall a new or untrained employee be permitted on the premises without the Contractor’s Representative or be expected to perform the work without adequate training and familiarity with the contract requirements.

The Contractor employees shall follow all safety/security procedures by VDOT.

The Contractor’s personnel shall at all times adhere to requirements of OSHA and VOSH regarding employee safety and health as related to work performed on this contract.

VDOT facilities or equipment shall not be used by the Contractor to recruit or hire employees. No advertisement for employment shall identify VDOT or give the address of the facility or the place of employment.

d. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form may be issued against the Contractor.

e. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of their employees as well as all subcontractors they may utilize, using their best skill and attention. Subcontractors who perform work under this contract shall be responsible to the General Contractor and shall be approved in writing by

The VDOT Contract Officer in advance to being used. See Attachment C Subcontractor Approval Request.

f. COMMUNICATION: The Contractor’s onsite supervisor shall be capable of communicating (both verbally and in writing) and comprehending the English language. The onsite supervisor shall be capable of communicating instructions to their employees. The English used by the onsite supervisor must be understood by VDOT personnel.

The Contractor shall have and maintain communications, using cell phones or other suitable means, which are fully operational in the Halifax Residency, with the VDOT Contract Administrator or designee while working under this contract.

g. CONSISTENCY OF SERVICE: The contractor shall clean the buildings on a routine schedule and same sequence at each scheduled cleaning.

h. INSPECTIONS: The contractor’s local office project manager (different from the onsite supervisor) shall perform complete onsite inspections of all buildings at least once a quarter to ensure that all daily/monthly/as needed/etc., assignments have been completed that have been scheduled with the VDOT representative. There shall be no additional cost for this inspection, and it shall be included in the bid prices provided.

i. RESPONSE TIME: The Contractor shall be required to respond within four (4) hours of notification if there is a deficiency that needs to be corrected.

j. PRICE QUOTED: Bid prices for the solicitation shall be in the form of a firm fixed price and shall represent a combined total for the services including all direct and indirect overhead costs such as tools, equipment, transportation, supervision, general and administrative costs, all supplies and safety equipment, etc. and associated disposal costs.

k. CONDUCT OF CONTRACTOR’S PERSONNEL: The Contractor is responsible for the conduct of all personnel while on VDOT job sites. The conduct of all Contractors and subcontractor’s personnel shall be professional at all times and workers appearing to be under the influence of alcohol or drugs shall not be permitted on VDOT property.

Loud or disruptive behavior including but not limited to catcalling, whistling, leering, and other similar gestures shall not be permitted. Substantiated reports of disruptive behavior or harassment shall be grounds for the removal of the employee(s). Repeated incidents may result in the issuance of a procurement complaint. VDOT reserves the right to reject any of the Contractors’ employees who, in VDOT’s judgment are not adequately qualified and/or are unable to competently perform the work. The Contractor’s employees shall not use or tamper with office machines, equipment, and VDOT employee’s personal property at any time. The Contractor’s employees are not permitted to use VDOT vehicles or radios at any time. Telephone service will be permitted only for local calls pertaining to the performance of this Contract and for emergency 911 calls.

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

m. CONTRACTOR’S IDENTIFICATION CARDS: The Contractor, the Contractor’s supervisors and employees and all subcontractors shall carry a VDOT issued picture identification card on them at all times when working on

VDOT facilities and/or grounds. In order to get VDOT issued picture identification, a Criminal History Record

Check (CHRC), through VDOT Personnel Security Section (PSS), shall be required of all employees of the

Contractor and all subcontractors of the contractor who will be performing work under this contract. This shall be done on any new employees hired during the contract period. Personnel without a VDOT issued badge shall not perform work under this contract. See Special Term and Condition #23.

n. PERSONAL VISITS: No family member or friend of the Contractor’s employees shall be allowed inside any

VDOT buildings at any time.

F. EQUIPMENT REQUIREMENTS:

A. CONTRACTOR FURNISHED EQUIPMENT: The Contractor shall furnish all janitorial equipment required to perform under this Contract. The equipment shall include, but is not limited to vacuums, mops, brooms, wash buckets with wringers, floor strippers, waxers, signs, and buffer extracting equipment for carpet cleaning, etc. For high cleaning, a ladder shall also be required. The equipment shall remain on the job site during the life of the contract. The equipment shall be maintained in good operating condition and in sufficient quantities to adequately perform all services, and available to the Contractor employees at all times. All equipment shall be labeled with the

Contractors name. The Contractor shall not use any product, supplies or equipment that are injurious or damaging to the surface to which they are applied or exposed. The Contractor shall be responsible for restoring /replacing any equipment/facilities, furniture, flooring covering, etc., damaged. Storage of these items is allowed in the designated areas that will be determined by VDOT at the time of award. The Contractor shall also have a vehicle to transport the trash to the VDOT provided dumpsters.

B. MAINTAINING EQUIPMENT: All equipment shall be maintained in good operating condition and in sufficient quantities to adequately perform all services. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the safety standards specified for such items by the American National Standards

Institute Manual (ANSI Z133.1-1994). All equipment shall meet OSHA and VOSH Standards.

G. GENERAL MATERIALS AND SUPPLIES:

A. CONTRACTOR FURNISHED MATERIALS AND SUPPLIES: The Contractor shall provide all janitorial supplies unless provided by VDOT. The supplies shall include, but are not limited to, cleaning materials, 2 ply toilet tissue, paper towels, liquid hand cleaner for existing dispensers, plastic trash bag liners, batteries for deodorizing dispensers, etc.

1. All cleaning materials shall be a product specifically manufactured for the surface to be cleaned and approved by the Underwriter’s Laboratories, Inc. All cleaning materials shall be used according to the manufacturer’s specifications. No steel wool, sandpaper, or other highly abrasive material shall be used in cleaning the floor, walls, toilet partitions, doors, toilets, washbasins, or soap dispensers. No flammable liquids shall be stored in

VDOT buildings. All supplies furnished by the Contractor shall be available for inspection and approval for use by the Contract Administrator or designee. Material Safety Data Sheets (MSDS) are required for all cleaning supplies and shall be posted with the cleaning supplies in a notebook provided by the Contractor onsite.

Sufficient supplies to prevent out-of-stock situations shall be made available for use in performance of all required services.

H. REQUIREMENTS WHICH VDOT WILL COMPLY WITH:

1. ACCESS TO FACILITIES: VDOT will provide access to the buildings that are to be cleaned. The Contractor will be given the necessary keys for the duration of this contract. The Contractor shall return the keys when the contract is terminated and ensure the safekeeping of the keys during the contract period. The Contractor shall not loan or duplicate the keys. In the event the Contractor loses the keys, or is found to have made duplicates, all locks will be required to be changed by VDOT at the Contractor’s expense. At the time of final billing at the end of the contract, all keys shall be returned or locks replaced prior to processing payment.

2. QUALITY OF PERFORMANCE: The VDOT Contract Administrator will meet periodically with the Contractor’s onsite supervisor to discuss the quality of performance. The frequency of these scheduled meetings shall be mutually agreed upon, but no less than once per month. The schedule shall be established within three (3) days after award of contract. This schedule may be modified as deemed necessary by the VDOT Contract Administrator or designee based upon the performance of the Contractor.

3. PERIODIC INSPECTIONS: The VDOT Contract Administrator or designee will make periodic inspections of the facilities on a weekly basis after the scheduled janitorial service has been performed. Any discrepancies/deficiencies noted will be recorded in writing along with the date and time of the inspection on a VDOT provided checklist. Any discrepancies/deficiencies will be relayed in writing to the Contractor’s onsite supervisor assigned to the contract and shall be corrected during the next normal cleaning period. The VDOT Contract Administrator will contact the

Contractor within eight (8) hours of discovery of any major deficiencies, which shall be corrected within four (4) hours of notification. See Attachment F - Checklists.

4. MINOR OR MAJOR DISCREPANCY: The VDOT Contract Administrator will use reasonable and prudent judgment in determining what a minor or major discrepancy is. Oversights in cleaning which do not significantly affect the sanitation, safety, or security of the facilities will be considered as a minor discrepancy. Re-occurring minor discrepancies and a discrepancy that significantly affects the appearance of the facility will be considered a major discrepancy.

5. STORAGE OF SUPPLIES: VDOT will provide limited space for janitorial supplies during the life of the contract. Locations will be determined by VDOT at the time of award. The space provided shall be reasonably stocked, organized, and odor free.

6. CHECKLISTS: The VDOT Contract Administrator will provide the Contractor with a Checklist for cleaning services as a reference of work to be completed. The VDOT Contract Administrator or designee will inspect each item weekly and verify that they are completed satisfactorily. See Attachment F- Checklists

7. REMOVAL/REPLACEMENT: The VDOT Contract Administrator reserves the right to change or remove cleaning products, equipment or personnel used by the Contractor at VDOT’s sole discretion and to be replaced at no extra cost. Changes shall be approved by the Contract Administrator or designee prior to replacements.

I. AUTHORIZED WORK HOURS:

1. NORMAL HOURS: Cleaning services shall not begin before 3:30 PM, daily beginning in the Halifax Shop Complex and moving to the Halifax Office Complex and be completed no later than 5:00AM EST the following morning. The

Contractor shall notify the Contract Administrator anytime that regularly scheduled services cannot be performed so that the Contractor and Contractor Administrator can agree upon a change in the schedule. It is the Contractor’s responsibility to make sure services are performed in a timely manner.

2. STATE HOLIDAYS: No work shall be permitted on Saturdays, Sundays, or major holidays, without written permission from the VDOT Contract Administrator or designee. Major holidays are to include but are not limited to:

New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Election Day, Columbus Day/Yorktown Victory Day, Veterans’ Day, Thanksgiving Day, the day after

Thanksgiving and Christmas Day. If any of these holidays occur on a Sunday, the following Monday shall be considered the holiday.

3. INCLEMENT WEATHER: The Contractor shall make every reasonable effort to provide janitorial services during inclement weather. If driving conditions do not permit employees to report to work, the services may be provided on the next day. The Contractor shall notify the Contract Administrator when services cannot be provided due to inclement weather. For any cleaning not performed, the Contractor will not receive payment.

J. SAFETY REQUIREMENTS: The Contractor shall ensure that all personnel including subcontractors and equipment comply with all OSHA and VOSH Standards and Regulations as they apply to the work being done. Including ensuring that all Contractors and Subcontractors employees are issued and wear all required personal protective equipment, and not to create any hazardous conditions by performing the requested services.

1. 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 by ensuring all work/job areas are 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 damage or loss arising from the performance of this contract.

2. SUSPENSION OF WORK: During the execution of the work, VDOT 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 public.

V. MANDATORY PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on June 24, 2026 at the

Halifax Residency Office located at 5211 Halifax Road, Halifax, VA 24558. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this pre-bid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted to join the conference after 10:00 AM EDT.

Have a copy of the solicitation with you; copies will not be provided by the Contract Officer. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the LOCATION and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building.

Please plan your arrival accordingly to accommodate parking limitations and getting through security.

VI. METHOD FOR PAYMENT:

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

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

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

VII. INVOICING:

Invoices shall be submitted monthly to the address 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.

mailto:edi@doa.virginia.gov

Virginia Department of Transportation

Halifax Residency

5211 Halifax Road

Halifax, VA 24558

In lieu of mailing, invoices may be submitted as an attachment via email to lynchhalifaxbusinessservices@vdot.virginia.gov and cc: Stephanie.a.snead@vdot.virginia.gov

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING:

1. BID SUBMISSION – INSTRUCTIONS:

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

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

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

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

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

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

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

2. PUBLIC BID OPENING:

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

A virtual public bid opening will be hosted by a VDOT representative at 9:00 AM EDT on July 7, 2026.

Join: https://teams.microsoft.com/meet/226533822364114?p=HPJ2SycXbEBcnE1U6S

Meeting ID: 226 533 822 364 114

Passcode: iU9yR3xq

Need help? | System reference

Dial in by phone

+1 434-230-0065,,392195338# United States, South Hill

Find a local number

Phone conference ID: 392 195 338#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 118 609 335 1

More info mailto:lynchhalifaxbusinessservices@vdot.virginia.gov mailto:Stephanie.a.snead@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/meet/226533822364114?p=HPJ2SycXbEBcnE1U6S https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTVmZDkyYmItMDNlZS00ZTk5LWFhNGYtMTExMWJkZjQyMzJm%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,,392195338 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=392195338 https://www.webex.com/msteams?confid=1186093351&tenantkey=commonwealthofvirginia&domain=m.webex.com

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 “I Sell To

Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

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, § 2.2-4343.1(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:

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.

http://www.eva.virginia.gov/

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

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

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

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

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

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

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

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

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

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

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

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

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

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

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

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

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

J. PAYMENT:

1. To Prime Contractor:

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

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

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

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

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

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364.

Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in 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:

(1) 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…