IFB161157 Specifications.pdf

Administrative Services/Procurement

Lynchburg District Roadside

Storm Water Basin Maintenance & Repair

IFB #161157

Issue Date: 9/3/2026 INVITATION FOR BIDS IFB# 161157

Title: Storm Water Basin Maintenance & Repair

Commodity Code(s): 91381, 98852, 98875, 91371

Location Where Work Will Be Performed: Lynchburg District

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 September 16, 2026.

Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 2:00 PM EDT on September 28, 2026. Refer to Solicitation Section VIII.1 for Instructions to

Bidders.

Virtual Public Bid Opening Date and Time: 9:00 AM EDT on September 29, 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

F. REQUIRED LICENSES

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

Invitation For Bids IFB # 161157

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 11

VI. METHOD FOR PAYMENT 11

VII. INVOICING 11

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 12

IX. GENERAL TERMS AND CONDITIONS 13

X. SPECIAL TERMS AND CONDITIONS 20

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. Required Licenses

G. References (If Necessary)

H. Contractor License Requirements (If Necessary)

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

G. Listing of Documents Incorporated by Reference

H. Prevailing Wage Rate Determination(s)

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 perform on call, as needed routine maintenance, repair operations and critical/urgent repair work on Storm Water Management Facilities on primary and secondary routes, located within Lynchburg District within the counties of Amherst, Appomattox, Buckingham, Campbell, Charlotte, Cumberland, Halifax, Nelson, Pittsylvania and Prince Edward.

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 September 17, 2026.

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:

VDOT will make awards on a per-lot basis for the three (3) lots identified below. The Contractor does not have to bid all lots; however, the Contractor shall have the capacity to perform on any lots that are bid:

Lot 1 - Appomattox Residency to include Amherst, Appomattox, Campbell and Nelson Counties and towns and cities within the Residency limits. Currently there are approximately 65 facilities within this lot. Additional facilities may be added during the term of this contract, facilities added shall be compensated at the bid prices. The Contractor shall have the ability to provide a minimum of one (1) full crew with equipment at any given time for either maintenance or repair services as ordered.

Lot 2 - Farmville Residency to include Buckingham, Charlotte, Cumberland and Prince Edward Counties and towns and cities within the Residency limits. Currently there are approximately 26 facilities within this lot. Additional facilities may be added during the term of this contract, facilities added shall be compensated at the bid prices. The Contractor shall have the ability to provide a minimum of one (1) full crew with equipment at any given time for either maintenance or repair services as ordered.

Lot3 - Halifax Residency to include Halifax and Pittsylvania Counties and all towns and cities within the Residency limits.

Currently there are approximately 66 facilities within this lot. Additional facilities may be added during the term of this contract, facilities added shall be compensated at the bid prices. The Contractor shall have the ability to provide a minimum of one (1) full crew with equipment at any given time for either maintenance or repair services as ordered.

The resulting contract will be a requirements contract and the quantities are estimated. There are no guarantees of the amount of services that will be ordered, and VDOT reserves the right to perform these services with state forces.

All work under this contract to be completed in accordance with the most recent versions of the: Virginia Storm Water Act §

62.1-44.15:24 et seq the VDOT Best Practices Manual, VDOT BMP Design Manual, VDOT BMP Maintenance Manual, VDOT Drainage Manual and the Virginia Stormwater Management Handbook (VSMH) V1.2, reference attachment G.

The Contractor shall provide all supervision, labor, equipment, fuel, traffic control (including all equipment as required per the most recent version of the Virginia Work Area Protection Manual), transportation of the personnel and equipment and any other incidentals necessary to meet the requirements stated within.

The Contractor shall be capable of commencing services within 15 calendar days after the contract is awarded.

A. Routine Maintenance Services:

The routine maintenance work shall consist of but is not limited to minor repair to riser trash racks, brush cutting, weed eating, mowing, debris and litter removal, minor sediment removal, herbicide application, general manual labor and disposal of all generated debris. Trash/ debris removal and disposal shall be documented by the contractor by submitting a ‘landfill ticket’, that is provided by the landfill, to the Contract Administrator(s), landfill fees shall be included in the bid prices. All access roads, if present, shall be mowed for easy access to the Storm Water Management Basin (SWMB). Maintenance cycles shall be completed within 60 calendar days of issuance of the service request, sent via email.

1. The following specification will apply to the entire Storm Water Facility. The entire facility includes the areas outside of the basin ‘bowl’ outward to 5 feet beyond the fence (if present) or 200 feet from the top of the ‘bowl’ slope in any direction, whichever is closest. All SWMBs shall be provided with routine maintenance for an estimated quantity of two times per year: late spring or early summer and late fall or early winter. SWM Basins and cycle start times are to be solely determined by VDOT. VDOT reserves the right to identify the maintenance time periods. VDOT reserves the right to adjust the number of maintenance requests depending upon the actual requirements for each location. The

Contractor may be required to provide more than one (1) crew to complete vegetation management services. Services shall be available at the Contract Administrator’s request within five (5) business days, unless otherwise agreed upon.

2. The Contractor shall be responsible for providing, equipment, fuel and the maintenance crew which includes, but is not limited to supervision, labor, and traffic control. The Contractor shall also be responsible for the transportation of personnel, equipment and supplying all tools, equipment, or incidentals necessary to meet the requirements stated within.

3. All equipment may be inspected by VDOT prior to being placed into operation.

4. The Contractor shall cut grass to a height of four (4) inches.

5. The Contractor shall remove weed trees. brush and stumps cut flush with the surrounding grade. A chemical stump treatment shall be applied within 2 hours of cutting and in accordance with the Virginia Department of Agriculture and Consumer Affairs (VDACS) regulations. VDACS Category 6 and 5A are required for the application of pesticides.

6. The Contractor shall remove minor sedimentation/silt from ponds every cycle to keep low flow orifice(s) and inlet openings clear and functioning properly. If the sediment removal is more than what is able to be removed by hand tools such as a shovel or rack, this will then become a repair and paid as a repair.

7. The Contractor shall be responsible for reviewing the areas, removal of any trash/ debris, materials, the removal of weed brush, and trees from the SWMB facility. The Contractor shall not charge an additional fee for the removal and disposal of all generated and collected debris. The Contractor shall incorporate the cost of removal services, including landfill fees, into each unit cost per line item shown.

https://law.lis.virginia.gov/vacode/title62.1/chapter3.1/section62.1-44.15:24/ https://law.lis.virginia.gov/vacode/title62.1/chapter3.1/section62.1-44.15:24/

8. Each Storm Water Management Basin (SWMB) shall be maintained by cutting all grass and the removal of all cut vegetation, weed trees and brush from basin floor, slopes, dams, dam abutments and designated SWMB areas within the SWMB design area as defined by VDOT. The end results shall exhibit a uniform appearance without the skips of uncut areas, neat and visibly attractive. All generated and collected material and debris shall become the property of the contractor and shall be removed from the SWMB at no additional charge to VDOT.

9. The Contractor shall keep fence lines free of vegetation, remove brush and trees; vines shall be cut at ground level and sprayed with herbicide. Herbicide used shall be selective and turf safe. Cut Stump herbicide may be used on vine cut stumps for control. In the event that a tree or tree parts fall on the fence the Contractor shall cut away the tree or parts from the fence to ensure the fence stays erect. The outside of the fence shall be cleared 5 feet or to

VDOT right away whichever is closest.

10. All interior slopes, exterior slopes and SWMBs shall be cut, including the perimeter area within VDOT Right-of-

Way. The bottoms of all the SWMB designated by VDOT as detention basins must be cut (mowed). The bottom of the retention basins naturally holding water shall be mowed by hand, no mechanized mowers will be allowed in

BMPS retaining water. Woody species shall be removed from all basins. Note some of the locations designated as detention basins may contain standing water

11. The Contractor shall not cut or disturb VDOT intentional ornamental plantings if present. The Contractor is responsible for repairing damage to and/or replacement of these plantings caused by SWMB maintenance operations at no additional expense to VDOT.

12. Rip rap areas and security fences are to be treated each cycle with an aquatic non-selective herbicide in accordance with the Virginia Department of Agriculture and Consumer Affairs (VDACS) regulations pertaining to required applicator certifications and chemical label to prevent overgrowth and maintain a clear view of all rip rap areas. All herbicide treatment shall be completed the same day the basin is maintained unless otherwise approved by the Contract Administrator.

13. The Contractor shall ensure clear outfall ditches and inlet ditches for 50 feet (or to the VDOT ROW limits whichever is less) on each side of the pond during each cycle. This shall include the removal of minor silt / sediment. The Contractor must clean the risers and other SWMB structures with every maintenance cycle. The

Contractor shall clear the low orifice and trash racks if present. Some SWMBs have outlets located on the opposite side of the adjacent roadway. VDOT shall make every effort to notify the contractor of these locations. The outlets shall be included in the line-item pricing.

14. All maintenance operations that include the use of pesticides shall be performed by a VDACS Certified Pesticide

Applicator in Categories 5A (aquatic) and 6 (Right of Way) as the certification applies to the specific operation and an Environmental Protection Agency (EPA) approved dye must be included in the mix so application area can be documented by VDOT inspectors.

15. Seeding shall be performed when ordered, for areas that require turf establishment. Seeding for such areas shall be completed by hand seeding or other mechanical methods. Seeding areas will be noted on the service request. The

Contractor shall be responsible for applying all materials when ordered. Seeding will be paid based on labor to perform the Square Footage area seeded (Seeding materials will be paid for separately at cost.)

16. Fertilizer and lime shall be utilized in compliance with VDOTs Nutrient Management Plan and applicable Fertilizer regulations. The Contractor shall ensure that any person applying fertilizer shall be certified or trained by The

Virginia Department of Agriculture and Consumer Services in compliance with Virginia law and regulations.

17. The Contractor shall apply seed, fertilizer and straw as stipulated in the Contract Administrator service request; no deviations will be accepted.

18. The Contractor is to have sufficient manpower to ensure all ponds are cut within the maintenance cycle. The Contractor is to provide all employees with necessary safety equipment required to meet OSHA and VOSH standards. The

Contractor and all employees will obey all traffic and safety rules and regulations and shall not create any hazardous conditions.

B. Repair Services

The Contractor shall provide equipment, qualified operators, laborers, supervision, fuel, tools, parts, supplies, incidental small equipment and materials as necessary for the safe and efficient operation of the equipment to perform repair operations, maintenance, and critical/urgent work on SWM BMPs as requested by the Contract Administrator(s). Work shall include but is not limited to: restoring access, sediment removal, repair of outlet protection, repair or replacement of fencing, repair of erosion, repair of structural deficiencies, repair of plantings and vegetation, incidental concrete repairs, repair / filling of animal burrows, pipe replacement removal of blockages from inlet/outlet structures, exercising/repairing of gate valves, replacement of filter media, major repairs due to storm events.

Services may be performed at any time of the year even during the winter season, weather permitting, at the discretion of

VDOT. There may be lapses in time between project assignments. Projects must be completed as directed by VDOT;

however, there may not be a set of plans.

The Contractor may be required to provide more than one (1) crew to complete repair services. Services shall begin at the

Contract Administrator’s request within five (5) business days, unless otherwise agreed to later. Once the crew(s) begin, services shall be continuous until completed to VDOT’s satisfaction. Estimated repair times vary and can be as short as a few days or can be as long as a few months. Estimated repair times will be agreed upon between VDOT and the Contractor prior to start of services.

Repair services shall be completed to ensure the proper condition and function of the BMPs. The repair services shall be done in accordance with all applicable regulations for erosion and sediment control and the VA Storm water Act. The BMP will be restored to proper function by performing the following services where applicable. This list is not all inclusive, other standard repair activities may be required to resort to proper function. General repair functions and services can be found in VDOT’s hard copy BMP Maintenance Manual; Appendix B (page 54-88). The minimum standards listed below can be found in the

DEQ Storm Water Management handbook.

1. Inlet Repair- Inlets shall be repaired to original design and grade. Geo textile fabric and Rip Rap armoring shall be reinstalled. Fill may be required to reestablish correct grade and function. Minimum Standard 3.08

2. Outlet Repair- Outlets shall be repaired to original design and grade. Geo-textile fabric and Rip Rap armoring shall be reinstalled. Drainage shall be corrected to ensure proper flow. Minimum Standard 3.18

3. Damns and Embankments- Erosion or deficiencies shall be corrected including animal burrows. Minimum

Standard 3.18

4. Sediment Removal- sediment in the basin floor shall be removed and properly disposed. Basin floor shall be graded to ensure proper drainage flow to the low-flow orifice in the Drainage structure. Minimum Standard

3.18

5. Fence and Gate Repair- Fence lines shall be repaired/re-erected. Gates installed for access shall be reattached and properly functioning. Minimum Standard 3.01

6. Emergency Spillway repair- If present emergency spillways shall be repaired and properly armored with Rip-

Rap, if required or existing and damaged. Minimum Standard 3.18

7. Inlet/Outlet Pipe repair- Inlet and Outlet pipes shall be repaired if deficiencies exist.

8. Swale/ Leveling device Repair- Swales shall be properly graded. Erosion scouring and undercutting shall be repaired. Clogged underdrains cleaned out and function restored. Minimum Standard 3.21

9. Filtering Practices- Filter media shall be replaced if required. Underdrains cleaned and functionality restored.

Remove sediment, trash and debris in contributing drainage area. Minimum Standard: 3.28

10. Riser Repair/ Clean out- Risers with damage or separation will be corrected or realigned as required. Excess debris in the riser shall be removed and armoring/ erosion measures replaced when necessary. Minimum

Standard 3.18

C. Environmental:

1. VDOT will obtain all environmental clearances or permits if required and provide a copy to the Contractor. The

Contractor shall, at all times, abide by any environmental restrictions or requirements of the clearances and permits.

2. There shall be at least one (1) person on each work site with a Department of Environmental Quality (DEQ)

Responsible Land Disturber (RLD) certification, when environmental permitted work is in progress. The

Contractor shall comply with all environmental regulations necessary to complete the project.

3. The Contractor shall provide a licensed erosion control inspector, stormwater basin inspector or higher, on all job locations during sediment removal and all services performed under this contract shall be in accordance with the

Virginia Stormwater Management Handbook (VSMH) V1.2.

4. Damages: The Contractor shall be responsible for the restoration of all adjacent areas disturbed and/or damaged in the performance of work.

D. Traffic Control:

1. Work Area Protection & Safety Standards: All work performed under this contract shall be in accordance with the current Manual of Uniform Traffic Control Devices (MUTCD), the latest edition of the Virginia Work Area Protection

Manual (VWAPM), and Occupational Safety and Health Administration (OSHA)/Virginia Occupational Safety and

Health (VOSH) Standards and Specifications. The Contractor shall supply, transport, erect, maintain and dismantle all traffic control signs and stands required by the latest edition of the VWAPM. Only TTC 1.0, TTC 4.1, or TTC 5.1 setups of the VWAPM will be required. When a truck-mounted attenuator (TMA) is required for limited access highways or multi-lane roadways with posted speed limit equal to or greater than 45 mph, the TMA shall be utilized from IV.3.d. under Additional Equipment Requirements. Safety vests and hard hats shall be worn by all personnel. Sign layouts shall be in place prior to the performance of any work. Traffic control devices may be subject to inspection and approval at the delivery to the job site. All costs for providing traffic control shall be included in the bid price lines. Reference Special Terms and Conditions No. 39 requiring Work Zone Traffic Control

Training (It is not anticipated that a TMA will be required for this contract at this time. In the event a TMA and operator is required VDOT will request a quote from the Contractor and a contract modification will be conducted as needed).

2. If flaggers are required, flag persons shall be licensed as a certified flagger by the State of Virginia. Copies of valid license must be provided to VDOT before any flaggers begin services at any location.

E. Personnel:

1. Contractor’s Capacity to Perform: The Contractor shall be responsible for having sufficient and adequately qualified personnel and equipment available throughout the contract period to perform the services.

2. Contractor’s Personnel: The Contractor shall be responsible for the conduct of all Contractor’s and

Subcontractor’s personnel while at the work site. The Contractor’s and Subcontractor’s personnel shall at all times communicate with the traveling public, landowners and citizens throughout the Lynchburg District in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned, performed or promised to the Contract Administrator/Contract Monitor.

3. Contact Person: The Contractor shall assign an individual as the Supervision Representative whose name and cellular phone number shall be required prior to commencement of any work activities. The cellular telephone shall be capable of operating throughout the area covered under this contract and be able to communicate effectively with

Contract Administrator/Contract Monitor. Reference Attachment D, Normal and Emergency Contacts.

4. Supervision: The Supervision Representative shall be responsible for assigning and coordinating work, Processing daily reports (as necessary), and handling general contract performance issues. All costs incurred for the

Contractor’s Supervision Representative to review future work assignments with VDOT shall be the sole responsibility of the Contractor.

5. Flagging Certification: The Contractor shall ensure that any member of the crew to be utilized as a “flagger” shall be certified in the VDOT Flagging Certification Program or the American Traffic Safety Services Association

(ATSSA) Flagger Certification Program and maintain a valid certification throughout the contract period. The

VDOT or ATSSA flagging certification card must be in their possession at all times. Flagger’s found not in possession of a Certification card or performing their duties improperly shall not be allowed to perform work and the operation will be shut down. VDOT will inspect on a regular basis to ensure that flaggers have their Certification cards. Additionally, any crewmember that is used as a flagger shall be able to communicate to the traveling public in English while performing their job duty as a flagger at the flagger station as required in Section 6E.01 of the

Virginia Work Area Protection Manual.

6. Va. Dept. of Agriculture and Consumer Services (VDACS): Individuals applying pesticides in storm water management basins are required to be certified in both Category 6 (Right of Way) and Category 5A (Aquatic). The applicators shall always have their card while applying chemicals.

7. Certification in Storm Water Inspector and Erosions and Sediment Control Inspector: The Contractor will have someone certified as inspectors in both Storm Water and Erosion and Sediment Control (or Dual Inspector) at a minimum. These individuals will be on site while work is being performed. This person shall be responsible for ensuring services performed by the contractor are in compliance with all laws and regulations applicable.

8. Communication: The Contractor’s Supervision Representative and at least one (1) crewmember on each crew shall be capable of communicating (both verbally and in writing) and comprehending the English language. The

Contractor’s Supervision Representative and the designated crewmember shall be capable of communicating instructions to the other crewmembers. The English used by this person must be understandable by VDOT personnel.

9. Appearance: Any person working under this contract shall be dressed appropriately at all times. Proper dress shall include long pants (slacks) and shirts or blouses with sleeves.

10. Rejection of Contractor’s Employees: VDOT reserves the right to reject any of the Contractor’s employees who, in VDOT’s judgement, are not competent /qualified and/or do not have the appropriate skill level to perform or direct the work.

11. Experience: The Contractor shall furnish working, experienced operators to perform routine basin and vegetation maintenance services.

F. Manner of Conducting Work at the Job Site:

1. Delivery and Parking: There shall be no storage of vehicles, equipment or materials within VDOT property/right-of-way without specific written permission from the Contract Administrator.

2. Work Hours: Normal work hours will be from 7:00AM to 5:30PM Monday through Thursday; however, starting times and schedules may vary and will be at the discretion of the Contract Administrator. All work shall be performed Monday through Friday, excluding observed Virginia state holidays, during daylight hours and weather conditions permitting, unless otherwise approved by the Contract Administrator. Days/Hours of work may vary, per the Contract Administrator. NO WORK WILL BE ALLOWED ON SATURDAYS, SUNDAYS, OR STATE

HOLIDAYS WITHOUT PRIOR WRITTEN APPROVAL OF THE CONTRACT ADMINISTRATOR. State

Holidays include, but are not limited to, New Year’s Day, Lee-Jackson Day, Martin Luther King, Jr. Day, George

Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. If any of these holidays occur on a Saturday, the previous Friday shall be considered the holiday and if they occur on Sunday, the following Monday shall be considered the holiday.

3. Cleanup/Container and Debris Disposal: All empty containers and debris generated in the performance of this contract are the responsibility of the Contractor and shall be removed from the right-of-way each day and disposed of properly by the Contractor in accordance with local, state, and federal regulations. As work progresses, debris shall be kept off the traveled portions and shoulders of the roadway in a manner which will not interfere with the safety and convenience of the traveling public. Unless authorized by the CA/CM in writing, no VDOT dumpsters or - receptacles are to be used for disposal nor shall debris be buried on the VDOT right-of-way. Removal and disposal costs, including any associated landfill fees, shall be included in the bid prices.

4. Coordination and Verification of Work:

• The Contractor shall notify the VDOT Contract Administrator via fax or email no later than the close of business each Friday as to the expected work locations for the following week. The Contractor shall notify the VDOT

Contact Administrator each day (before 8:00AM, unless otherwise directed) of actual work locations. The

Contractor shall coordinate with the VDOT Contact Administrator to identify progress and locations. The

Contractor is required to provide the VDOT Contact Administrator with a contact name and phone number for coordination/notification.

• The Contractor shall notify the Contract Administrator (via fax or email only) of all completed work each day.

5. Accidents and Injuries: The Contractor shall immediately notify the regional Transportation Operations Center

(540)-375-0770 or toll free (888)-782-7982 and the Contract Administrator for any accident that occurs within the work zone or for any personal injury which requires off-site medical treatment.

G. Method for Ordering Work:

1. The Contractor shall respond to the Contract Administrator request for services email within two (2) business days of being contacted. Starting date and times of the operations will be determined as stated, or upon mutual agreement.

2. Any/all work shall only commence upon written notification from VDOT and attendance at a post award meeting with VDOT. One (1) purchase order (PO) will be issued per contract period. The PO is for billing purposes only.

There is no guarantee of minimum or maximum quantities as shown. At the end of the contract year, the PO will be adjusted to match the actual quantities requested and performed. The Contract Administrator will issue an email service request which will serve as the official notification to the Contractor to begin working on the specific job or project against the purchase order. Services shall be available at the CA’s request within five (5) business days, unless otherwise agreed to later.

3. Continuous Operation Requirement: The Contractor shall provide a continuous operation once they commence work until VDOT releases the Contractor. If work is not continuous, a Procurement Complaint Form may be issued which may ultimately result in the default of the contract.

4. Contractor’s Failure to Report: If the Contractor fails to commence work at the mutually agreed upon time, they may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with the General Term and Condition Paragraph P. A Procurement Complaint Form may be issued against the Contractor.

Maintenance Services

1. Mowing (includes trash removal and brush cutting)– paid per tenth of an acre (0.1 Acres)

2. Herbicide Application/ Spraying – paid per tenth of an acre (0.1 Acres)

3. Silt removal- per cubic yard

4. Incidental Seeding- Square Foot

Repair Services

5. Inlet Repair- Paid by Square foot

6. Outlet Repair – Paid by Square Foot

7. Sediment removal – Paid by Cubic Yard

8. Erosion repair – Paid by Square foot

9. Grading – Paid by tenth of an acre (0.1)

10. Fence Repair—Linear Foot

11. Filtering Practice- Each

12. Riser Repair/ Clean out- Each

13. Pipe repair/ replacement- Linear Foot

H. Materials:

Materials Invoiced at Cost: Materials shall be invoiced at Contractor’s cost. The Contractor shall include a list of materials, itemized by supplier’s invoices and invoice total on the Contractor’s invoice. The Contractor shall also submit the supplier’s invoices to confirm these prices. If the Contractor furnishes materials from their shop, they shall be billed at the market rate on the Contractor’s letterhead/invoice. This may be done only with written authorization by the VDOT Contract Administrator and will not become a normal routine. Contractor-supplied material shall be listed on the Contractor’s invoice and itemized detailing the contractor’s cost.

I. Safety Requirements:

Safety Standards, Rules and Regulations: The Contractor shall ensure all personnel and equipment comply with all 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 and equipment containing a roll-over protection system must be equipped with seat belts that shall be worn by the occupants while in use. Refer to Special Terms and Conditions

Protection of Persons and Property: The Contractor shall take every precaution at all times for the protection of people which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are to be maintained clean and free from safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect

VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

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 or reasons deemed to be in the public’s interest.

Adverse Conditions: The Contractor shall be prohibited from working during periods of heavy fog, rain or other adverse weather conditions which create hazardous conditions. VDOT reserves the right to delay or suspend contracted operations at any time for any reason.

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 September 16, 2026 at 4219 Campbell Ave, Lynchburg, VA 24501. 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: Invoices shall be submitted upon completion and VDOT approval of a service request. The invoice shall be submitted within ten (10) calendar days of invoice approval. Invoices shall include the contract number, purchase order number, line-item numbers, unit prices, and extended costs based on the contract pricing schedule. No payment will be made for services which are non-compliant; still underway or in progress. Invoices shall be submitted to the address listed below for all items completed within the designated billing period.

Virginia Department of Transportation

Lynchburg District Roadside Management

4219 Campbell Ave

Lynchburg, VA 24501

Invoices may also be submitted electronically as an e-mail attachment to

APInvoices.LynchburgDistrict@vdot.virginia.gov and jeremiah.mckinney@VDOT.Virginia.gov. Electronic invoices are acceptable but only as a PDF attachment to an email and not as part of the body of the email. Also, do not send an invoice by both mail and electronically.

mailto:edi@doa.virginia.gov mailto:APInvoices.LynchburgDistrict@vdot.virginia.gov mailto:StauntFiscalAP@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 September 29, 2026.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/236597108452380?p=60V5ZfD914KS20k2k2

Meeting ID: 236 597 108 452 380

Passcode: Jz3sX9UV

Need help? | System reference

Dial in by phone

+1 434-230-0065,,834602176# United States, South Hill

Find a local number

Phone conference ID: 834 602 176#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 114 637 864 7

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.

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/236597108452380?p=60V5ZfD914KS20k2k2 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTAzODkzMTAtMzQyYy00YjMxLWFmNDgtZjZhMjE4ZWUyMWEx%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22ca749677-1dae-462a-bde2-abdd0f12c894%22%7d tel:+14342300065,,834602176 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=834602176

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.

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.

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

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…