M7B Process.pdf
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- Solicitation number
- RFI-123818
- Issued by
- Virginia
About this file
This document is a procedural guide for the Snow Removal Agreement Process issued by the Virginia Department of Transportation (VDOT) for the NOVA District's 2026-2027 M7B Snow Removal Services program. Qualified contractors must submit snow removal service agreements through the Plow4VA.vdot.virginia.gov portal during the designated open contract period. Contractors must be registered and active in eVA with commodity code 96872 (snow removal) listed on their profile. The process requires contractors to monitor email notifications for agreement status updates, which progress through stages of "Submitted," "Assigned," and "Approved." Once paperwork approval is obtained, agreements are sent to Area Headquarters for mandatory vehicle inspection, with contractors receiving phone calls to schedule inspections. The contract term extends from the date of approval through April 30th of the following calendar year.
Equipment inspection must be completed within fifteen calendar days of any failure notice requiring repairs. Contractors with licensed equipment are required to obtain and install Automatic Vehicle Location (AVL) devices through CalAmp; VDOT covers first-time AVL device purchases, while contractors are responsible for replacement costs of lost or damaged devices. AVL activation is mandatory before snow removal services commence, and devices must be maintained throughout the contract season with monthly vehicle operation for ten to fifteen minutes to ensure signal transmission. Heavy equipment and non-licensed equipment are exempt from AVL device requirements. Technical support for AVL devices is available through CalAmp at 888-224-1563, Option 2, and questions regarding the program should be directed to VDOT at novasnowremoval@vdot.virginia.gov or by contacting Wanda Meinhardt at 703-259-1791.
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Text version
SNOW REMOVAL AGREEMENT PROCESS
STEP 1
Submit your Agreement at https://www.plow4va.vdot„virginia.gov within the open contract period to be considered for the upcoming snow removal season. You must be a registered and active in eVA. If you did not receive the eVA notification about an upcoming bid opportunity, please review your eVA profile to ensure you have commodity code '96872' (snow removal) listed on your eVA profile.
STEP 2
Once you have submitted your online Agreement, be sure to monitor your ernail (email address that is on your eVA profile) for an update on your Agreement status. This email may come from the plowsnow@vdot.virginia.gov email and may be pushed to your SPAM folder as it is a generic email box and cannot be responded to. If you receive a "Rejection Notification", please make the noted corrections within five (5) business days and resubmit your Agreement. The Agreement status on the plow4va site indicates: “Submitted" your Agreement is pending review;
"Assigned" indicates it has been sent to the Area Headquarters and is awaiting equipment inspection; “Approved” means it has passed the paperwork and equipment inspection.
STEP 3
Once your paperwork is approved, your Agreement is assigned to the Area I•leadquarters for inspection. You will receive a phone call (on the phone number associated with your CVA account) from the Area Headquarters to schedule the vehicle(s) inspection. Equipment placed in Surplus may be utilized by another Area Headquarters if there is a business need.
STEP 4
Once your vehicle passes inspection at the AHQ, please monitor your email for emails for approval/rejection email. If you fail inspection, that piece of equipment will be required to have the necessary repairs made and obtain approval bv VDOT inspection team within fifteen (15) calendar days.
STEP 5
If you do NOT have an existin AVL device for every piece of licensed equipment on your Agreement, you will be required to obtain an AVL device through CalAmp. Device ordering information will be included in your equipment acceptance email. First time purchases for AVL equipment will be covered by VDOT. Lost or damaged AVLs will be the contractor's responsibility to purchase a replacement.
STEP 6
When you receive your A VL device(s), install the device as soon as possible. Contact CalAmp at 888.224.1563, Option 2 to activate/sync the device upon installation. CalAmp can assist with the pairing of each new device. AVL activation is mandatory before snow removal services can occur. It is suggested to run your vehicle for 10 -15 minutes each month during contract season (date of approval thru April 30th the following calendar year) in an effort to ensure all the devices are transmitting a signal. It is imperative upon Agreement approval you order the AVL device(s) and/or ensure existing AVL(s) are operational and pinging by using your CalAtnp info ( ) and that you take steps to resolve any A VL issues as soon as your equipment is accepted.
For assistance with CalAmp call 888login contact local VDOT personnel.at novasnowremoval@vdot.virginia.gov
*Heavy Equipment/Non-Licensed Equipment does not require an AVL device* mailto:plowsnow@vdot.virginia.gov mailto:novasnowremoval@vdot.virginia.gov
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