QQ 57646 Scope of Work.pdf

Administrative Services/Procurement King & Queen County – Saluda Residency Route 628 Spring Cottage Rd Pipe Replacement

QQ 57646

eVA Quick Quote for Pipe Replacement for Route 628 King & Queen County – Saluda Residency

BID SUBMISSION – INSTRUCTIONS: All bid responses must be submitted electronically thru eVA. Bid responses are due in eVA by 9am on Tuesday, February 6, 2024.

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from interested firms to provide the listed items: 120’ of 48” HP Double Wall IB Storm pipe gray in color (6 - 20’ joints) to be delivered to VDOT St.

Stephens AHQ 1956 The Trail St. Stephens Church, VA 23148 in King & Queen County by April 25, 2024 in accordance with the Quick Quote.

II. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses when designated “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly the solicitation. DSBSD-certified micro business or small businesses that include DSBSD-certified women owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.

III. QUESTIONS REGARDING THIS QUICK QUOTE:

Any questions regarding this quick quote shall be addressed to Mrs. Kristy Jeter, at Kristy.Jeter@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters.

IV. GENERAL:

For the purpose of clarification, each firm receiving this invitation for bids is referred to as a “Bidder” and the Bidder awarded the contract to supply the services is referred to as a “Contractor”. The Virginia Department of Transportation is referred to as “Department” or as “VDOT”, and “Representative” refers to the VDOT Contract Administrator who will be administering the contract. The Request for Quotes 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.

V. SPECIFICATIONS / CONTRACT REQUIREMENTS:

Bid price shall include equipment for transporting all equipment and personnel necessary to perform work described herein, to and from designated location. This should also include any additional freight charges that may apply.

For each item, the Contractor will be required to deliver all items by the due date provided on or before April 25, 2024 as stated within the Purchase Order.

VDOT will be responsible for unloading of the pipe.

PIPE CRITERIA-REQUIREMENTS:

HP Double Wall IB Pipe materials and specifications shall meet the requirements under Section 232 of the 2020 VDOT Road and Bridge Specifications.

HDPP Storm pipe shall meet or exceed the requirements of ASTM F2881 or AASHTO M330, class as specified.

HDPP Storm pipe shall be watertight according to the requirements of ASTM D3212, Spigots shall have gaskets meeting the requirements of ASTM F477, and gasket shall be installed by the pipe manufacturer and covered with a removable, protective wrap to ensure the gasket is free from debris.

PRODUCT INFORMATION: Bidders are required to submit descriptive product information (manufacturer’s specifications/cut sheets) on the items offered. The Literature shall clearly and specifically identify the product being offered and include complete and detailed product information which demonstrates that offered product meets the bid specifications.

Literature should be included with bid response. If no literature is provided with the bid, the bidder must provide it within 48 hours of request from the Contract Officer.

https://eva.virginia.gov/index.html mailto:Kristy.Jeter@vdot.virginia.gov

Route 628 Spring Cottage Rd Pipe Replacement

DELIVERY:

a. Delivery Date: On or before April 25, 2024

b. Prior Delivery Notification: The Contractor shall notify VDOT 24 hours in advance.

c. Site Contact: Marc Keenan at (804) 815-9232

d. Delivery Location: VDOT St. Stephens AHQ 1956 The Trail St. Stephens Church, VA 23148

e. Freight Charge: Freight charges shall be included in bid price submitted. No additional charges will be allowed.

f. Delivery Times: Delivery will be accepted during normal work hours – Monday through Thursday between the hours of 7:00am – 3:30pm

VI. TRAFFIC CONTROL:

No traffic control needed, this is a VDOT lot.

VII. METHOD OF PAYMENT:

Payment will be made in accordance with the Virginia Prompt Payment Act which is thirty (30) days after receipt of a proper invoice and verification of satisfactory goods and/or completion of work. Payment shall be made upon receipt of invoice and final acceptance by VDOT. The Contractor shall submit invoices to the appropriate address as listed below.

VIII. INVOICING:

Contractor’s invoice shall include the 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. Contractor’s invoice shall be mailed within thirty

(30) days after acceptance of delivery to the address listed below:

Virginia Department of Transportation Saluda Residency 1027 General Puller Hwy, Saluda VA 23149 Attn: Alice Nelson Email: Alice.Nelson@vdot.virginia.gov

IX. SPECIAL TERMS AND CONDITIONS:

1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this invitation for bid, no indication of such sales or services to the Virginia Department of Transportation (VDOT) shall be used in the contractor's product literature, press releases or advertising nor shall the contractor state in any of its advertising, press release or product literature that the Commonwealth of Virginia or VDOT has purchased or uses its products or services. The contractor also shall not include VDOT in any client list in advertising and promotional materials.

2. AWARD OF CONTRACT: The Commonwealth will make the award on GRAND TOTAL basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided.

Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

3. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

4. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may also be terminated by the contractor, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

mailto:Alice.Nelson@vdot.virginia.gov

Route 628 Spring Cottage Rd Pipe Replacement

5. CLAIMS: The Contractor shall be responsible for the resolution of any and all damage claims presented to VDOT as a result of operations provided herein. Within 30 days of VDOT’s notification to the Contractor of a claim, Contractor shall respond in writing to the claimant and copy VDOT. Failure to properly respond to and resolve claims in a timely manner constitutes unsatisfactory performance and may result in cancellation of the contract and/or removal from the bidders list.

5. DELIVERY NOTIFICATION: The Agency shall be notified 24 hours prior to delivery of any items so that personnel may be available to assist in the unloading of the material and verify items and quantities received.

Notification shall be made to:

Marc Keenan at (804) 815-9232

6. DELAYS IN AWARD: Delays in award of a contract beyond the anticipated starting date may result in a change in the contract period indicated in the solicitation. If this situation occurs, VDOT reserves the right to award a contract covering the period equal to or less than the initial term indicated in the solicitation.

7. ENERGY-EFFICIENTAND WATER-EFFICIENT GOODS:

When an agency or institution received two or more bids for products that are Energy Star certified, meet the Federal Energy Management Program (FEMP) designated efficiency requirements. Appear FEPM’s Low Standby Power product List; or are WaterSense certified, the agency or institution shall only select among those bids.

8. ESTIMATED QUANTITIES: Estimated quantities provided within are reflective of past usage and proposed usage only.

Factors that may contribute to the actual quantities, frequencies of service and/or level of include, but are not limited to, Executive Orders, Department directives affecting changes in funding allocated for the services described in this solicitation.

The quantities are estimates only and VDOT does not guarantee that the contractor will perform the estimated quantities. At VDOT’s sole discretion, any or all of the quantities may be eliminated and by signing this bid/offer, the bidder/offeror agrees that no claims for contractor costs or damages will be allowed for a decrease or elimination of the estimated quantities.

9. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will result in one (1) purchase order with the eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to eVA-catalog-manager@dgs.virginia.gov.

10. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete installation ready for the Commonwealth’s use, and shall include all applicable freight and installation charges; extra charges will not be allowed.

11. FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owner’s representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

12. MINORS ON WORK SITE: No minors, under the age of eighteen, will be allowed on the VDOT work site(s) where this contract will be performed, except those employed by the Contractor as allowed by the Child Labor Laws of the United States government and the Child Labor Laws of the Commonwealth of Virginia.

13. NAME OF MANUFACTURER AND SHIPPING POINT: Each bidder shall supply in the space provided on eVA Attachment the name and address of the manufacturer of each item offered and the shipping point.

14. OPEN AND CONCEALED CARRY OF FIREARMS: It is the policy of the Commonwealth that open and concealed carry of firearms shall be prohibited in offices occupied by executive branch agencies, unless held by law enforcement, authorized security, or military personnel authorized to carry firearms in accordance with their duties. Therefore, contractor shall comply with the requirements of Executive Order 50, Virginia Department of General Services Directive 16 and Regulations Banning

Route 628 Spring Cottage Rd Pipe Replacement

Concealed Firearms in Offices Owned or Occupied by Executive Branch Agencies, 1 VAC 30-105, Virginia Department of Human Resources Management Policy 1.80, and any other applicable laws or policies consistent with the above mentioned laws and policies. VDOT shall retain the right to expel any person from its premises who is violating this policy, in addition to pursuing any other remedies which may be available under this Agreement and applicable laws.

15. PLASTIC MATERIALS: Bidders must identify whether their plastic materials contain recycled materials and, if so, specify the amount of recycled content in such plastic materials on the eVA Attachment.

16. PROPRIETARY INFORMATION: All information submitted to VDOT is subject to disclosure under the Freedom of Information Act (2.2-3700 et seq. of the Code of Virginia) unless a specific exclusion applies. To claim an exclusion under the Virginia Public Procurement Act (2.2-4300 et seq. of the Code of Virginia), for data or materials submitted as part of a procurement transaction or prequalification application that you believe are trade secrets or proprietary information, you must file:

1) a written request, either before or at the time the data or materials are submitted, that:

• Invokes the protection of 2.2-4342 of the Code of Virginia

• Identifies the specific data or other materials you seek to exclude and protect by using some distinct method such as highlighting or underlining. (Only identify the specific words, figures, or paragraphs that are claimed to be trade secrets or proprietary information; the identification of an entire document, line item, or total price is not acceptable and may result in rejection of the claim for protection); and

• States the reasons why protection is necessary, and a

2) redacted copy of your submittal that deletes or blocks all data or material which is identified as a trade secret or proprietary information in the written request.

17. PROSECUTION OF WORK: During the prosecution of work, the VDOT Representative will have the authority to suspend the work wholly or in part due to the failure of the Contractor to correct conditions unsafe for the workmen or the general public; for failure to carry out orders; for such periods, as he may deem necessary due to unsuitable weather; for conditions considered unsuitable for the prosecution of the work for any other condition or reason deemed to be in the public interest.

18. PRODUCT INFORMATION: Bidders are required to submit descriptive product information (manufacturer’s specifications/cut sheets) on the items offered. The Literature shall clearly and specifically identify the product being offered and include complete and detailed product information which demonstrates that offered product meets the bid specifications.

Literature should be included with bid response. If no literature is provided with the bid, the bidder must provide it within 48 hours of request from the Contract Officer.

19. SAFETY AND HEALTH STANDARDS: It is a condition of the contract, and shall be made a condition of each subcontract entered into pursuant to the contract, that the Contractor and any Sub-Contractor shall not require any worker employed in performance of the contract to work in surroundings or under working conditions that are unsanitary, hazardous, or dangerous to their health or safety, as determined under construction safety and health standards promulgated by the US Secretary of Labor in accordance with Section 107 of the Contract Work Hours and Safety Standards Act. The Contractor shall comply with the Virginia Occupational Safety and Health Standards adopted under Section 40.1-22 of the Code of Virginia and the duties imposed under Section 40.1-51.1 of the Code. Any violation of the requirements or duties that is brought to the attention of the Contractor shall be immediately abated. Additionally at a minimum, all Contractor personnel shall comply with the following, unless otherwise determined unsafe or inappropriate in accordance with OSHA regulations: Hardhats shall be worn while participating in or observing all types of field work when outside of a building or outside of the cab of a vehicle, and exposed to, participating in or supervising construction. Respiratory protective equipment shall be worn whenever an individual is exposed to any item listed in the OSHA Standards as needing such protection unless it is shown the employee is protected by engineering controls. Adequate eye protection shall be worn in the proximity of the grinding, breaking of rock and/or concrete, while using brush chippers, striking metal against metal or when working in situations where the eyesight may be in jeopardy. Safety vests shall be worn by all exposed to vehicular traffic and construction equipment. Standards and guidelines of the current Virginia Work Area Protection Manual shall be used when setting, reviewing and removing traffic controls. Flag persons shall be certified according to the Virginia Flagger Certification Program. No person shall be permitted to position themselves under any raised load or between hinge points of equipment without first taking steps to support the load by the placing of a safety bar or blocking. Explosives shall be purchased, transported, stored, used and disposed of by a Virginia Certified Blaster in possession of a current criminal history record check and a commercial driver’s license with hazardous

Route 628 Spring Cottage Rd Pipe Replacement materials endorsement and a valid medical examiner’s certificate. All federal, state and local regulations pertaining to explosives shall be strictly followed. All electrical tools shall be adequately grounded or double-insulated. Ground fault Circuit Interrupter (GFCI) protection must be installed in accordance with the National Electrical Code (NEC) and current Virginia Occupational Safety and Health Agency (VOSH) regulations. No person shall enter a confined space without training, permits and authorization. Fall protection is required whenever an employee is exposed to a fall six feet or greater.

20. SUBCONTRACTS:

No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

Provide this information on eVA Attachment.

21. TERMINATION OF CONTRACT: If the Contractor fails to provide quality goods or services in a professional manner and in accordance with applicable laws, regulations or bid provisions, solely as determined by VDOT and, upon receipt of notice from VDOT does not correct the deficiency within a reasonable period of time (not to exceed seven (7) calendar days unless otherwise agreed to by VDOT), VDOT reserves the right to terminate the contract by giving written notice to the Contractor. Upon termination VDOT may procure the services from another contractor in accordance with the Default term within the General Terms and Conditions.

22. TERM OF CONTRACT: The contract period will be from date of award through April 25, 2024.

23. UNBALANCED BIDS: If the unit prices in the bid are obviously unbalanced, either above or below the estimated cost as determined by VDOT, the bid may be rejected as non-responsive at VDOT’s discretion.

24. USE OF RECYCLED MATERIALS: Notwithstanding the prohibition against used, damaged or obsolete items, vendors are encouraged to use secondary or recycled materials in the manufacture of products to the maximum extent practicable without jeopardizing the performance or intended end use of the product unless such use is precluded due to health and welfare or safety requirements or product specifications contained herein. Provide the following information on eVA Attachment.

A. Do any of the goods offered contain recycled materials? _____Yes _____No.

B. If so, please qualify the recycled material content. _______________________

25. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the Commonwealth by any other clause of this solicitation and rights and remedies permitted under applicable law. A copy of this warranty should be furnished with the bid.

VI. TRAFFIC CONTROL: